University of Pennsylvania Housing Services

Move-Out Information

Official Move-Out Dates and Times for '10-'11 Academic Year

Move-Out Deadlines per Housing Services Occupancy Agreement:

College Houses and Sansom Place East and West Undergraduates: Wednesday, May 11, 5:00 p.m.
- Only graduating seniors and those with approved Housing Extensions may stay after 5:00 p.m. on Wednesday, May 11.
- The exact move-out date for those with extensions depends upon their request and their sponsor organization, but will not be later than 12 noon on Tuesday, May 17.
Graduating Seniors: Tuesday, May 17, 12 noon
Graduate Students in Sansom Place East and West: Tuesday, May 31, 12 noon.

Please Note: Additional information may be added to this page closer to Move-Out. Please check back in April/May 2011.

Housing Extension Information

Seniors graduating in May or August 2011, RAs/GAs, and SAs/SCs, will automatically receive an extension and should not submit an online application. Senior extensions are until 12 noon on Tuesday, May 17. RA extensions are until 12 noon on Wednesday, May 18. December 2011 grads and graduating seniors who are submatriculating into a Penn graduate program, please see sections below.

All other eligible students wishing to remain on campus beyond 5:00 p.m. on Wednesday, May 11 MUST apply for a housing extension. Students that need to remain on campus beyond Tuesday, May 17 must also contact Conference Services by emailing confsvcs@exchange.upenn.edu. Please see the next section to determine your eligibility for an extension.

Who else is eligible for an extension?

Only residents who meet one or more of the following criteria may request an extension:

Sponsored student: (e.g. student athletes participating in athletic events that are scheduled after 5:00 p.m. on Wednesday, May 11 or students assisting with official Commencement and/or Alumni Weekend activities.) All such extensions must be paid for and verified by a University-recognized sponsor. If you will be sponsored by a University department or organization, you MUST submit an extension application online as outlined below. Before submitting your application, please provide your sponsor with your PennCard number, College House, building, room number, and email address to ensure their sponsorship list is as accurate as possible. Sponsored students will only be extended until the date provided by their University department or organization. If you will be sponsored by multiple departments, you only need to submit one application online. However, if you are requesting an athletic extension but will also be staying for Summer Session I, you must email confsvcs@exchange.upenn.edu to notify them of your plans.
Housing Volunteers: (students who perform 20 hours of work through Move Out for Housing Services during Move-Out.) All students who sign up to volunteer for 20 hours (5 shifts of four hours each) will be granted extensions until 12 noon on Tuesday, May 17. However, should you fail to complete any of your volunteer hours, the extension will be removed and you will be charged rent and fines totaling $128.50 per day as if you had not been given an extension. There is no way to make up missed hours once all shifts are filled, so please ensure that you can make a commitment to the shifts for which you sign up. We will not pro-rate the charge if a volunteer completes only a portion of the 20 required hours. Should you decide not to volunteer after signing up, you must contact moveout@exchange.upenn.edu so we can remove you from the database.
December 2011 Graduates: Seniors graduating in December 2011 and participating in Commencement on Monday, May 16 who wish to have an extension should have a representative of their school contact moveout@exchange.upenn.edu with confirmation of their registration to walk in the May ceremony. These students will also need to fill out an extension request online.
Submatriculating Students: If you are receiving an undergraduate diploma in May 2011 and submatriculating into a Penn graduate program, you should notify us and also have a representative of your school contact us at moveout@exchange.upenn.edu. These students will also need to fill out an extension request online.

The extension application is available to residents of the College Houses and undergraduates in Sansom Place only. Due to differences in occupancy dates, Sansom Place graduate student residents and fraternity or sorority house residents are not part of this extension process.

Important notes regarding extension conditions:

Students who are granted extensions may be consolidated for the extension period. This means they may have to move from their spring assignment to another room. Likewise, students who are permitted to remain in their spring assignment may have other students assigned to the empty bed spaces in their room. We will try to accommodate everyone in the best possible manner; however, Housing Services makes no guarantee that students will be able to remain in their spring assignment during the extension period. Residents of the high rises may be consolidated. **All residents assigned to a consolidation room must move out of their spring assignment and move in to their consolidation room by 12 noon on Thursday, May 12. If you apply for an extension, you must be available to move on this date.**

Students who are granted extensions MUST move out before 12 noon on the last day of their extension. Please verify your extension information carefully, as your approved extension date MAY BE DIFFERENT THAN THE DATE YOU ORIGINALLY REQUESTED. Failure to move out by 12 noon on your approved extension date will incur a rent charge of $28.50 per day PLUS a fine of $100 per day ($128.50/day total) and those students may face eviction. You are not officially moved-out until you move all of your belongings out of your room, turn in your key to your Information Center, AND sign and date your data card.

How do I apply for an extension?

Housing Services will send all residents an email on Monday, April 18 containing the link to the registration site and more information concerning applying for an extension. Residents who are eligible for an extension must submit their request on the registration site by Friday, April 29. Once residents submit their requests, they should check the status of their extension by logging into the registration site on Monday, May 2.

Send your extension questions to: moveout@exchange.upenn.edu.

Forward Your Mail

You must enter or update your Temporary Address in Penn InTouch. Housing Services will use the Temporary Address you have registered in Penn In Touch to forward all mail. However, if there is no Temporary Address listed, we will use your permanent address. Mail is not forwarded to points outside of the U.S., per U.S. postal code.

***New service available: This year, Housing Services will be able to hold your mail and packages over the summer months! Please check back in early April 2011 for more information.***

Mail Holding for Summer Months

Housing Services has recently arranged with Datrose, Inc. to provide services to accept and hold postal mail for students traveling internationally over the summer of 2011. This will be done through established residential mail operations managed by Datrose, Inc. For more information, please visit the Mail Holding Website.

Storage

Residents in the College Houses and Sansom Place must remove all belongings from their residence when they move out. Housing Services does not offer storage for residents over the summer, or at any other time of year. We do not recommend or endorse any company advertising moving and storage services. . All arrangements for moving and storage services are strictly between the vendor and the student.

Employees of the Department of Housing and the University of Pennsylvania are not responsible for abandoned or stored property. Belongings left in student rooms/apartments/lockers will be considered abandoned property and discarded.

Using Storage and Moving Companies

If you choose to use a moving company:

Make sure that you are aware of their policies and practices.
Check references and insurance.
Be clear on what services they will provide and how.
Dates of pick up and moving MUST be within the official move out dates.

Moving companies should provide all needed moving supplies including carts, dollies, etc.

Building Access for Moving and Storage Employees

Any and all contracted employees assisting with student moves should expect to abide by residential security policies; this is for the protection of all residents. Specifically:

The moving employee must be signed in by the resident.
They will need a photo ID to verify their identity along with the official access pass.
The student resident MUST accompany the service provider at all times when they are in the College Houses and Sansom Place.
Students MUST be available to meet any moving or storage company so that they can oversee the transfer of their belongings.
Penn will NOT be responsible for belongings left or picked up by storage personnel, left unattended, or left behind in rooms or apartments by students.
Keys will not be issued to any visitor, family member or contractor by University personnel.
To maintain loading areas and traffic movement, vehicles larger than a typical passenger van will be directed to park in an area specifically identified for large vehicles.

Portable Storage and Container Companies, e.g. FlexBox, Door to Door, PODS, etc.

Space limitations make it necessary to limit drop areas for self-storage containers ordered for moving. Self-storage containers may not be delivered to campus parking lots, sidewalks, driveways, pedestrian areas, or any part of the campus proper. The following street locations will be made available for self-storage container delivery. Parking spaces will be posted to allow for self-storage containers to be left in these locations ONLY:

East-side of 38th St., between Locust and Walnut Sts.
West-side of 33rd St., between Walnut and Chestnut Sts.
Both sides of 39th St., between Walnut and Sansom Sts.

***ALL OTHER LOCATIONS ARE RESTRICTED***

Shipping

Students must make individual arrangements for shipping of personal items. The shipping locations close to campus are:

Campus Copy Center
3731 Walnut St
Philadelphia, PA
(215) 386-6114
Mon-Fri 8:00 a.m.- 6:00 p.m.
Sat & Sun 10:00 a.m.-4:00 p.m.

Campus Copy Center
3907 Walnut St
Philadelphia, PA
(215) 386-6410
Mon-Fri 8:00 a.m.- 6:00 p.m.
Sat & Sun 10:00 a.m.-4:00 p.m.

UPS Store
3720 Spruce St.
Philadelphia, PA
(215) 222-2840
Mon-Fri 8:00 a.m.-7:00 p.m.
Sat 9:00 a.m.-5:00 p.m.
Sun 12 noon-5:00 p.m.

US Post Office (University City Branch)
228 S. 40th Street
Philadelphia, PA
(215) 387-7756
Mon- Fri 8:30 a.m.- 5:00 p.m.

US Post Office (Main Philadelphia Branch)
2970 Market St.
Philadelphia PA
(215) 895-9012
Mon-Fri 8:00 a.m.-9:00 p.m.
Sat 12 noon-7:00 p.m.

PennMOVES MOVE-OUT DRIVE

This year, we will again be having a Move-Out Collection Drive called PennMOVES, where you will be able to donate gently used items that you can’t take home with you to local community organizations. Please visit www.upenn.edu/pennmoves for more information.

Please check back in early April for more information about the PennMOVES Move-Out Drive.

Street Closures

To accommodate more cars during Move-out, Spruce Street from 34th to 38th Sts. will be closed to all non Move-Out traffic on the following dates and times:

Tuesday, May 10 from 8:00 a.m.-8:00 p.m.
Wednesday, May 11 from 8:00 a.m.-8:00 p.m.

PLEASE NOTE: Spruce St. between 38th and 40th will be open to regular traffic.

Loading Permit Information

In order to load in any residential area, a loading permit must be obtained from Move-Out staff who will be distributing them on the street. Permits may also be obtained in advance from Campus Express by logging on to campusexpress.upenn.edu. Loading permits will be available on Campus Express beginning Monday, April 25.

Upon arrival, Move-Out staff will mark your permit with date and time information. The permit must be displayed on the dashboard of your vehicle with the information on the permit must be printed legibly and visible. A cell phone number MUST be provided in case of emergency contact.

Please read the following very carefully for the specific details by location in regards to move-out.

Rodin and Harnwell residents:

May enter into Hamilton Village at 39th and Walnut Sts. to load on Locust Walk (SPACE PERMITTING). If no spaces are available, cars will be redirected to a street location.

Harrison, W.E.B. DuBois, Gregory and Mayer residents:

Posted loadiing spaces will be available on:
- South-side of Walnut St., between 38th and 40th Sts.
- East-side of 40th St., between Walnut and Spruce Sts.
- North- and south-side of Spruce St., between 38th and 40th Sts.

Quadrangle (Fisher Hassenfeld, Riepe and Ware) and Stouffer Hall residents:

Posted loading spaces will be available on:

North- and south-side of Spruce St., between 36th and 38th Sts.

When Spruce St. is closed during Move-Out (Tuesday, May 10 and Wednesday, May 11), it becomes a one way traffic flow going east.
Students moving out of Stouffer Hall and the Quad MUST enter at 38th and Spruce Sts.

King's Court English residents:

Posted loading spaces will be available on:

North-side of Sansom St., between 34th and 36th Sts.
East- and west-side of 36th St., between Sansom and Chestnut Sts.
South-side of Chestnut St., between 34th and 36th Sts.

Hill residents:

Posted loading spaces will be available on:

East-side of 34th St., between Walnut and Chestnut Sts.
North-side of Walnut St., between 33rd and 34th Sts.

Sansom Place residents:

Posted loading spaces will be available on:

East- and west-side of 37th St., between Walnut and Sansom Sts.
South-side of Chestnut St., between 36th and 37th Sts.
East- and west-side of 36th St., between Sansom and Chestnut Sts.

**Please follow the instruction of Move-Out and University staff, as they will be directing vehicles for loading.**

Vehicle Access to Buildings

Parking access to the residences will be limited in space and duration due to volume. We will be enforcing LOADING ONLY areas for all students. Residents are to be packed before bringing a car to a loading zone.

General loading information:

All unauthorized vehicles in or around residences will be ticketed and towed at the owner’s expense.
Housing Services and The University of Pennsylvania are not responsible for City of Philadelphia parking tickets
Do not to leave your possessions unattended, whether in a cart or a car (even for a moment).
Always lock your car doors between trips.
Do not leave your apartment unlocked while loading your car

Vehicles are only allowed to load with a non-expired permit visibly displayed on dash. Loading permits will be distributed by Move-Out staff. You might also wish to print out loading permits on Campus Express in advance to avoid the rush, and have Move-Out staff validate date and time upon arrival. Complimentary extended parking vouchers may be obtained from Move-Out staff for designated garages during specified days and times. If the resident is not packed, please utilize these free parking locations until you are ready to load your vehicle.

Please note that over-sized vehicles will not be allowed to enter into the designated loading zones or parking lots, and will be relocated to a different area. It is very likely that you will be placed in an area farther from where you live. Therefore, please try to avoid using large moving trucks and U-Hauls.

Security Advisory

As a precaution during Move-Out, we advise you not to leave your possessions unattended, whether in a cart or a car, even for just a moment. Always lock you car doors. Do not leave your apartment unlocked. Make sure your apartment is locked and all windows are closed when you leave for the last time. Check the oven and make sure that it is turned off and turn off the apartment lights.

Building Access for Family and Guests

All visitors - service providers and family members - must be signed in and accompanied by the resident host who arranged for their pass. All visitors must present a photo ID and Penn-issued temporary access pass to enter the buildings. Passes may be created on Campus Express, however all visitors using Campus Express passes must still present a photo ID and be accompanied by the resident host who created the pass.

For your convenience, you can print out temporary guest passes in advance through Campus Express beginning Monday, April 25. Move-Out staff will also be issuing passes on site.

Moving Carts

There are a limited number of moving carts available. It is suggested that you bring a hand truck or similar item to assist you in moving your belongings. Lack of access to carts is NOT an acceptable reason for moving out late. Plan ahead and give yourself enough time to moveout.

Carts may only be borrowed for ONE HOUR.
Only current residents are permitted to borrow carts. Residents of other campus buildings must go to their building to borrow a cart.
Carts are not to be loaned to off-campus students or previous College House and Sansom Place residents.
To borrow a cart, the resident should go to the Information Center or Cart tent and provide his/her and PennCard.
Charges will be assessed for carts that are not returned on time or at all.

Check Out Information

To properly “check-out” of your College House you must:

Return your room/apartment to its condition at check-in (neat, orderly).
Where provided – refrigerators and stoves must be emptied and cleaned (please do not use sharp objects when defrosting your refrigerator).
Turn off all appliances.
Close and lock all windows and doors.
Empty your residence of all belongings and trash. (See Residential Handbook for applicable charges).
Return all furnishings that were originally in the room/apartment upon your arrival.
Turn in your keys – room, mailbox, exterior door, etc- at your Information Center-
The final step of check-out (turning in your keys) may be completed at your Information Center, 24 hours/day, 7 days/week. The hours of operation for all entrances to all residences during Move-Out are the same as the academic year. During busier periods, there may be tables set up to facilitate some Move-Out operations.
Belongings found in a room after keys have been returned will be considered abandoned property and discarded.
You may not stay in residence after you have turned in your keys.
If you do not properly check out, e.g. return your keys and sign off on your data card when you leave your residence, you may incur other charges and fines, including a $28.50 per day prorated rent charge, and a $100 per day fine for moving out late.

***For Quad Residents Only***

Starting Friday, May 6 at 4:00 p.m., all Quadrangle College House (Fisher Hassenfeld, Riepe and Ware) residents will check out at the Ware Information Center, located in McClelland Hall's main lobby.

Remember to Turn In All Keys

Any keys that you were issued (room, entrance, lounge, mailbox, etc.) should be returned as you check out.

Keys, which have been duplicated by someone other than a University Locksmith, are not acceptable and you will be charged the cost of re-coring the lock, which is $130.
A room and/or mailbox key not turned in at move-out will result in lock changes (charge of $130 per lock change), and, where applicable, a new mailbox and/or exterior door key (charge of $15 each). If you do not turn in your key, but leave, you may be fined $100/day PLUS a $28.50 prorated rent fee until Housing can verify that your room is vacant.

Rooms are inspected soon after you turn in keys. Do not leave belongings in your residence after you have turned in your keys because at this time, any belonging found in residence will be discarded.

Late Fines

Unless you are granted an extension (all seniors graduating in May and August receive an automatic extension), you must properly check out by 5:00 p.m. on Wednesday, May 11.
If you are found in your room after you have turned in your key, you will be billed for daily $28.50 prorated rental charge and also face a $100/day fine. ALL late fines may begin being assessed the minute after the deadline or extension period ends.
If you are not granted an extension and do not leave on time, you may be escorted out of residence by Penn Police and assessed additional charges. (See the Residential Handbook for further details).

Questions About Fines

All residents with questions or concerns pertaining to Information Center Service fees and billing which includes sales, equipment, key, and cart billing should email their questions to iccharge@exchange.upenn.edu.

Sales: Includes anything that has been purchased at the Information Center such as detergent, stamps, tokens, and envelopes.
Equipment: Late or improper cart returns, and late or improper vacuum returns which have been borrowed from the information centers in your residential buildings.
Key: Core change, replacement keys, and late lock out fines.

Questions or concerns pertaining to the following codes which have appeared on a resident’s bill can be emailed to iccharge@exchange.upenn.edu.

52090 REPLACEMENT KEY
52091 RESIDENCE CORE CHANGE
52094 HOUSING-INFO CENTER PURCHASES
52096 LATE LOCK-OUT KEY RETURN FINE
52098 LATE CART RETURN FINE

Questions about extension fees or late move-out fines should email their questions to moveout@exchange.upenn.edu. These charges will appear on your bill as follows:

52095 APPROVED LATE MOVE-OUT FEE
52016 NON-APPROVED LATE MOVE-OUT FEE

Disposing of Trash and Unwanted Items

Trash bags will be available from your Information Center. After filling them and sealing them, place them in the normal trash locations. Please remember to abide by all recycling procedures. Students will be charged for additional cleaning of trash in their rooms, if warranted, and for piling trash in hallways. Trash in the hallways is a fire hazard – please keep our residences safe. You are also responsible for any cinder blocks that are left in your room and will be charged for their removal.

For residents of the Quadrangle, there will be areas to throw away rugs and to dispose of furniture and large items. There will also be a similar space in the courtyard for residents of Kings Court/English House. Please place items in these designated areas.

Keep an eye out for PennMOVES collection areas if you would like to donate items to this annual drive. More information will be forthcoming in late April.

Returning a Microfridge?

Microfridges will be picked up after the Move-Out period. Please be sure that your microfridge is empty and clean.

Have a safe and relaxing summer! Congratulations Class of 2011!