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Housing and Residential Experience

Winter Closing Information

Winter Break extends from Sunday, December 14 at 9 a.m. – Friday, January 2 at 9 a.m.

General Information

  • All undergraduate residence halls close on Sunday, December 14 at 9 a.m. and open after the break on Friday, January 2 at 9 a.m.
  • Only students who have received prior approval are permitted to remain in the residence halls and Greek houses during the break period.  Students found in residence after the residence halls and Greek houses close will incur a $200/day late departure charge.
  • In the event that you experience a delay in your travel plans due to inclement weather or flight delays/cancellations, you can submit a Delayed Departure Request in the Housing Portal between Friday, December 12 and Sunday, December 14 at 9 a.m.  Please note that approved delayed departure requests may be subject to late departure charges.
  • Guest privileges will be suspended beginning Saturday, December 13 until Friday, January 2 at 9 a.m.
  • The Hank Ingram front desk will remain open throughout the break.  All other area desks will close on Friday, December 12 at 5 p.m. and will return to normal operations on Friday, January 2 at 9 a.m.
  • Departing students are required to complete all closing procedures listed below.

Check-Out Procedures for Non-Returning Students

Residential Experience staff will enter all spaces on Sunday, December 14 beginning at 9 a.m. to complete closing room inspections.

Students not returning for the spring 2026 semester are required to vacate their space no later than Sunday, December 14 at 9 a.m. Students who remain past closing will incur a $200/day late check-out charge.

All students are required to properly check out of their residence hall by completing the Check-Out Form in the Housing Portal and returning their university-issued room key to their designated key drop box. 

Check-Out Procedures

Step 1:

  • Pack and remove all personal items.
  • Ensure all drawers, cabinets, closets, etc. are free of all personal items and trash.
  • Arrange pickup and remove any rental items (Blackstar beds, Hydrodore, etc.) prior to checking out.
  • Take all trash and recyclables to the proper outdoor receptacles.
  • Clean your space (sweet, dust, and wipe down surfaces).  Deep cleans are not required.

Step 2:

  • Complete the Check-Out Form in the Housing Portal under the Applications and Forms menu when you are ready to depart.  As part of your form, you will need to upload a photo of your vacated room and your key return envelope with the key code clearly visible.

Step 3:

  • Return your key to your area drop box listed below.
    • Failure to return a functional, university-issued key from your assigned room will result in a $125 key charge.  Keys must be returned at your time of departure.  Keys are not accepted via mail.

After your departure, staff will inspect your room, and you will be contacted via email if any damage charges are assessed.  Students who fail to complete their Check-Out Form forfeit the ability to appeal any potential damage charges.

Key Return Locations

  • Warren and Moore Colleges – Kissam Center Desk
  • Carmichael, Cole, E. Bronson Ingram, McGill & Tolman – Carmichael College Desk
  • Rothschild and Zeppos – Zeppos Desk
  • Blakemore – Blakemore Desk
  • Chaffin, Lewis, Mayfield & Morgan (Highland Quad) – Lewis Desk
  • Village at Vanderbilt (South Tower and Townhouses) – Hank Ingram Desk
  • Commons – Hank Ingram Desk

Designated Loading Areas

All loading areas have a 30-minute limit.  Please be sure to turn on your vehicle hazard lights while loading.  Vehicles impeding the flow of traffic or in restricted areas/reserved spaces are subject to ticketing/removal.

Students are welcome to load in the areas around their residence halls.  Please see specifics below for particular buildings/areas.

Warren & Moore Colleges

  • Loading along the curbs in lots 3 and 4.
  • No loading in the Kirkland Circle or marked spaces in lots 3/4 without proper permits.

E. Bronson Ingram College

  • Do not block the loading dock when loading behind the building.

West End Neighborhood

  • One-Way Traffic Flow:  Vehicles can enter at 25th Ave. and Kensington and exit at 24th Ave. and West End Ave.
  • Bollards will remain in place at 24th Ave. and Vanderbilt Place
  • No loading in permitted in the Zeppos College archway along 25th Ave.

Village at Vanderbilt

  • Please be mindful parking garage height limitations.

Closing Procedures & Inspections for Spring 2026 Returning Students

Residential Experience staff will enter all spaces on Sunday, December 14 beginning at 9 a.m. to complete closing room inspections.

All departing students must complete the following tasks prior to leave for break:

  • Turn off and unplug all electronics.
  • Clean out your refrigerator and remove all perishable items.
  • Take all trash and recyclables to the proper receptacles.  Failure to remove trash will result in housekeeping charges.
  • Set your thermostat to 65 degrees or on the low setting. Do NOT turn the unit off.
  • Do not leave belongings on the floor of your room. If freezing temperatures cause broken pipes, flooding may occur.
  • Close and lock all windows.
  • Lock your door and take your key with you. 

REMINDER:

Electronic personal transportation vehicles (EPTVs), including scooters, bicycles, hoverboards, and similar devices, are prohibited inside all Vanderbilt buildings, including residence halls and Greek houses.  Please make necessary arrangements to permanently remove any devices from your residence hall prior to leaving for the break.  Please refer to the Student Handbook for more information.

Safety and Security

  • Lock your doors at all times. Maintain a heightened awareness of security issues as there are fewer students in the residence halls.
  • If you can do it safely, do not allow others to piggyback behind you into residence halls. If someone piggybacks on your entry and you feel uncomfortable or concerned about speaking to them directly, contact VUPD immediately.
  • Report any suspicious persons to VUPD. Be prepared to describe the person as best as you can. Watch out for each other.  If you see someone who looks like they do not belong in the residence hall, contact VUPD.
  • Stay alert and TRUST YOUR INSTINCTS. If you feel uneasy, leave the area.
  • Be sure to close and lock your windows, open the curtains or blinds, turn off all lights. Carry your key with you and lock your doors, including private bedrooms in suites and apartments.  If you live at ground level, make certain no valuables are visible from the outside.  Please move bikes into your room or another secure area to reduce risk of theft.
  • Do not leave jewelry or other valuable items in your room. Vanderbilt University will make every effort to keep the residence halls secure during the break period, but cannot assume responsibility for your possessions. You should, therefore, take appropriate measures to safeguard your valuables.

Break Maintenance/Facilities Projects

  • TBA

If you have any questions, please see your HR, RA, or AC for assistance.
Have a great break!