End of Year

Hendrix College residence facilities, houses, and apartments will be closing on Wednesday, May 9, 2018, at 5:00 p.m.  

Please take the time to read the information in this memo as it is our hope to end the term on a positive note.  If, after reading this memo, you have questions about what you need to do before the end of the term, please contact your Resident Assistant or the Residence Life Office at 450-1416.

CHECK-OUT DATES and TIMES

• Students participating in the commencement exercises (non-graduating seniors) must be checked out of their rooms by 5:00 p.m. on Saturday, May 12. Students participating in the commencement exercises need NOT apply for an extension to stay late as we will receive their names from College officials. If a participating student needs to stay past 5:00 p.m. on Saturday, May 12, see the section titled LATE STAY REQUESTS below.
• Graduating seniors must be checked out of their rooms by 2:00 p.m., Sunday, May 13. Graduating seniors need to apply for an extension to stay late ONLY if they need to stay past 2:00 p.m., Sunday, May 13. If for any reason this later day and time is a hardship for you, you will need to request an extension via email to your Area Coordinator with a detailed explanation regarding the reason for your request. Please include; ID number, building, and room number no later than 4:00 p.m. on Friday, April 27. Any extension offered cannot be approved beyond Monday, May 1^st.  To see who your Area Coordinator is, see the section titled LATE STAY REQUESTS (below).
• Summer Workers need NOT apply for an extension to stay late. We know who you are and that you will stay in your current spot until move-in day, May 24.
• ALL OTHER RESIDENTS are asked to check out within 24 hours after their last final, but no later than 5:00 p.m. on Wednesday, May 9, or they will be fined for non-compliance. If a student needs to stay past 5:00 on Wednesday, May 9, see the section titled LATE STAY REQUESTS below.

Again, the official closing time for all the residence facilities, houses and apartments is Wednesday, May 9 at 5:00 p.m., except for graduating seniors, students participating in the commencement exercises, and summer workers. An RA will make a cursory inspection and take your key. Later your Area Coordinator and Facilities Management will conduct a detailed inspection for damages. Damage charges will be emailed to you by mid-June via your Hendrix email account. All damage appeals must be submitted as outlined in your damage email and received by the deadline announced therein.

LATE STAY REQUESTS

If you have an extenuating circumstance that prevents you from meeting the check-out timelines, you must email a request to your Area Coordinator with a detailed explanation regarding your request for an extension, along with your building and room number, no later than 4:00 p.m. on Friday, April 27.  

Summer Workers need NOT apply for an extension to stay late. We know who you are and that you will stay in your current spot until move-in day, May 24.

Jessica Burkett is the Area Coordinator for Galloway, Raney, and Veasey Halls, and the Houses. You may email her at burkett@hendrix.edu. 

 Madison Dealing is the Area Coordinator for the Houses, Couch, Hardin and Martin Halls. You may email her at dealing@hendrix.edu.

 Tanaisha Coleman is the Area Coordinator for the apartments (Clifton St., Front St., Hendrix Corner, Huntington, and Market Square North and East) and theme areas (Language House and Market Square South). You may email her at coleman@hendrix.edu

All Residence Life policies will remain in effect through commencement. Graduating seniors and students participating in the commencement exercises do NOT need to apply for an extension to stay late as we will receive their names from College officials.

Door signs, which will be delivered/posted by your RA, are to be posted on your door facing the hallway EXCEPT for those in Clifton St., Front St., Hendrix Corner, and Huntington complexes. For safety reasons, those door signs should be posted INSIDE your apartment just above or below your light switch near the front door.

Anyone submitting such a request after the deadline of 4:00 pm Friday, April 27, will be assessed a late request fee of $75.00 if their request is approved.  Students found in the residence facilities after 5:00 p.m. on Wednesday, May 9, without prior approval and an appropriately displayed door sign will be assessed a $75.00 late fee. Thank you in advance for your cooperation and adherence to this timeline.

MEAL PLANS EXPIRE

Except for graduating seniors and students assisting with commencement, Meal Plans end at lunch on Wednesday, May 9.  There will be limited dining hours (posted at the cafeteria) from dinner on May 9 through breakfast on May 12.  Any student staying late but not involved in commencement may eat in the cafeteria after May 9 but will have to pay cash as the meal plans expire with lunch on May 9.

QUIET HOURS

23 1/2 Quiet Hours will begin on Monday, April 30, 2018, at 11:59 p.m. and run through commencement.  A break will be observed from 10:00 p.m. - 10:30 p.m. each night.  Quiet Hours will be strictly enforced.  Please remember that although you may have finished your exams, others will be studying right up to the last minute.  Be courteous of your fellow residents.  Any problems with noise issues may result in your being asked to leave immediately.

SUMMER WORKERS

Summer Workers need NOT apply for an extension to stay late. We know who you are and that you will stay in your current spot until move-in day, May 24, while Facilities clean and make any minor repairs to the summer residence apartments. RAs will put up late-stay doors signs toward the end of finals. While your One Card will continue to let you into your home building, you will not have access to other residence facilities.

Summer housing assignments will be announced after graduation. Every effort will be made to place you in or very close to your fall assignment IF your fall assignment is in one of the complexes used for summer.

If a student lives at Front, Clifton or Huntington AND they squatted their apartment AND they are staying for the summer, they may leave their large items in their apartment for the summer. They will need to pack up and move everything they’ll need for the summer, check out of their apartment and relinquish their key. They will not have access to their apartment again until fall move-in day. Please note that should we need to utilize the Corner for overflow housing, student that already have furniture will be placed there.

On Thursday, May 24, summer workers will transition to their summer apartments. Your summer supervisor or internship site should be told NOW (by you) that you cannot work that day. Specific Instructions will be emailed after graduation. Additionally, on the spring-to-summer move-in day there will be a mandatory lunch at noon. Don't miss it. If you cannot be here for move-in day, you will likely have to completely check out of your current space before checking in to your next space.

Board contracts for summer workers expire after lunch on Wednesday, May 9. You will not be able to eat in the cafeteria after lunch on May 9 unless you pay cash. The cafeteria closes at 8:00 a.m. after breakfast on Saturday, May 12.

On Thursday, August 2, you will move into your fall housing assignment. Your summer supervisor or internship site should be told (by you) that you cannot work that day. Specific Instructions will be emailed later in the summer.  If you cannot be here for move-in day, you will likely have to completely check out of your current space before checking in to your next space.

TRASH REMOVAL AND CLEANING

Extra trash bags may be found by the trash bins in the hallways.  It is important that you help in keeping your hall/house/complex environments a clean and pleasant one as we close out the year.  Trash should be placed in the designated dumpsters in your area of campus. If trash is left anywhere else, fines will be assessed to the community.  Please use the bags provided to make it easier on the cleaning staff to do their jobs.  There will be dumpsters on campus for you to dispose of your trash bags and larger items.  Any furniture, carpets, or wood will need to be taken to one of these dumpsters and placed INSIDE. 

Each Floor or complex will be held responsible for excessive trash or discarded room furnishings that are left in the common areas if the responsible individual(s) cannot be identified. The cost of removal/cleaning will be shared by all residents of that floor/community.

To prevent damage to floors, do NOT push or drag anything.  Please lift with your knees and carry all items.

Your room must be CLEAN at the time of check-out!  If you leave dirt, trash, furniture, etc. in your room or leave adhesive substances or markings on the walls, windows, ceilings, floors, doors or furniture you will be assessed a cleaning and/or removal fee.  The fee will start at $75.00.

Students may not store their belongings on campus over the summer. Please check with off-campus friends or the internet for local storage facilities.  Any belongings left behind will be discarded at your expense. The College does not assume responsibility for personal belongings left in rooms, suites or apartments.

DONATIONS

This year the Residence Life Office would like to help out the Conway community – and we need your help to do this.  While you’re packing up your belongings and getting ready to leave, don’t throw away that old sweater! Don’t toss that blanket that won’t fit on your next bed!  Don’t discard that partially used bottle of shampoo!  Donate them instead!

Boxes will be placed in the lobby of each residence hall and house to collect donations for various charitable organizations in Conway. Boxes will also be placed in the laundry rooms at Hendrix Corner and the Market Square complexes. (Clifton St., Front St. and Huntington residents may take their items to a donation box in any residence hall. Please place gently used items in the boxes. Larger items may be placed beside the boxes with a sign on them that simply reads “Donation.”  Some common items to donate:

• Clean clothing
• Shoes
• Non-perishable food
• Laundry supplies – even partially used containers
• Personal hygiene items and toiletries
• Electronics
• Clean Bedding
• Appliances including refrigerators and microwaves

Please only donate things in good or working condition. Please do not use the boxes as trash receptacles.  Thank you, in advance, for your donations. We appreciate your efforts to assist our community.

CHECK-OUT

Check-out schedules are available on your RA's door, starting on April 30, 2018.  All residents are responsible for arranging a specific check-out time at least 24 hours prior to the actual check-out (example: If you desire to checkout at 4:00 pm on Tuesday, you will need to sign up no later than 4:00 pm on Monday).  It is your responsibility to properly check-out of your room.  Failure to check-out properly will result in a minimum $75.00 fine. 

Check-outs will be conducted only after you have removed all of your belongings from your room, cleaned your room, and are actually ready to depart.  At your pre-appointed time, contact the Resident Assistant that you signed up with and let them know you are ready for your room inspection.  If the Resident Assistant is not in their room at this time, they may simply be conducting someone else’s check-out and will be right back -- PLEASE WAIT.

The Resident Assistant will bring your Room Condition Report (RCR) that you filled out when you moved in, make a cursory inspection and take your key. Later your Area Coordinator and Facilities Management will conduct a detailed inspection for damages. Damage charges will be emailed to you by mid-June via your Hendrix email account. All damage appeals must be submitted as outlined in your damage email and received by the deadline announced therein.

Please understand that the Resident Assistant is simply noting differences in the condition of the room.  He or she is not making decisions on what charges (if any) will be posted or how much these charges will be.  Billing decisions will be made by the full-time members of the Residence Life and Facilities Management staff. 

CHECK-OUT PROCEDURES

• Schedule a check-out appointment.
• Remove all objects from walls, ceilings, windows, closets, desks, drawers, etc.
• Place screens back in window if they have been removed.
• Place doors back on their hinges/tracks, if they have been removed.
• If you or your roommate/suite mates would like to claim individual responsibility for damages that occurred in your room/suite/apartment during occupancy, please let your RA know or all occupants will be charged. 
• Remove all personal belongings from room and common areas. We are unable to provide storage.
• Remove any personal items from the kitchen refrigerator and make sure it is clean.
• Clean your room/suite and all shared areas (sweep and mop if necessary). The facility should be clean upon departure. No trash or belongings should be left in the room/suite, hallway or common areas upon check out.
• Deposit all trash INTO the dumpster provided for your area.
• Check out with building staff member and turn in your key before departure.
• Return all furniture to original positions and placements.

FALL EARLY RETURN

Residence facilities at Hendrix will open for returning students on Sunday, August 19.  You may check in between 9:00 a.m. and 4:00 p.m. that day. If you arrive after 4:00 p.m., there will be a phone number to call posted in each hall lobby.

If you are on involved in any of the following you will NOT need to request permission to arrive early as your supervisor or coach will send your name and arrival schedule to us. If you have doubts about being on their list, please check with your SUPERVISOR or COACH that they have made a request on your behalf.

Admissions employees
Bookstore employees
Cross Country
Field Hockey
Hall Council (only two per hall)
KHDX
MDC
Media Center employees
Men’s Soccer
Orientation Leaders
Orientation Peer Leader
Profile Photographer
Resident Assistants
SBC
Student Teachers
Women’s Soccer

Any other OFFICIAL Hendrix-related activity or work: please specify.

If you are not connected to any of the groups on the list, but have an extenuating circumstance that requires you to arrive early, you must email a request to your fall area coordinator along with your:

• Student id number
• Assigned residence building and room number
• When you need to arrive
• Detailed reason
• Phone number where we can reach you for questions

We must have this information no later than Friday, August 3. Not all requests will be granted.  Anyone submitting such a request after the deadline will be assessed a late request fee of $75.00 if their request is approved.

TIMELINE