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Housing and Residential Experience

Winter Break Closing Information

Winter Break extends from Sunday, December 15 at 9 a.m. – Friday, January 3 at 9 a.m.

General Information

  • All undergraduate residence halls close on Sunday, December 15 at 9 a.m. and open for the spring semester on Friday, January 3 at 9 a.m.
  • Eligible on-campus residents needing to remain in their residence hall or Greek house for any portion of the break must register for break housing between Sunday, December 1 and Wednesday, December 11 at 5 p.m. in the Housing Portal.  Additional information, including eligibility requirements, is available on the Break Housing website.  Commodore Card access to residence halls and Greek houses during the break will be terminated for students who fail to register for break housing.
  • In the event that you experience a change or delay in your travel plans, you can register for break housing after Wednesday, December 11 in Housing Portal.
  • Guest privileges will be suspended beginning Saturday, December 14 until Friday, January 3 at 8 a.m.
  • The Hank Ingram front desk will remain open throughout the break.  All other area desks will close on Friday, December 13 at 5 p.m. and will return to normal operations on Friday, January 3 at 9 a.m.
  • Departing students are required to complete all closing procedures listed below.

Closing Procedures & Inspections

Residential Experience staff will enter all spaces on Sunday, December 15 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.

Check-Out Procedures for Non-Returning Students

Students not returning for the spring 2025 semester are required to vacate their space no later than Sunday, December 15 at 9 a.m.  Requests for extensions will not be considered.  Students who remain past closing will be charged $200/day.

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.

Desk Locations for Key Return

  • Warren and Moore Colleges – Kissam Center Desk
  • Carmichael, E. Bronson Ingram & McGill – E. Bronson Ingram College Desk
  • Rothschild and Zeppos – Zeppos Desk
  • Cole, Branscomb (Lupton, Stapleton, Scales and Vaughn), McTyeire & Tolman – Branscomb Desk
  • Blakemore – Blakemore Desk
  • Chaffin, Lewis, Mayfield & Morgan (Highand 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 are subject to removal.

West End Neighborhood:

Students residing in the West End Neighborhood will have access to the following area from Thursday, December 5 through Sunday, December 15.

  • West Side Row/Cole Alley (behind Cole, McGill & Tolman)
  • 24th Ave. between Vanderbilt Place and West End Ave.
  • Kensington Place between 24th and 25th Aves.

Vehicles can enter at 24th Ave. and Vanderbilt Place and exit at West End Ave. or Kensington Place and 25th Ave.  Vehicles must maintain one-way traffic flow.  No vehicles are not permitted in the Rothschild and Zeppos fire lanes directly in front of the buildings.  West Side Row must maintain two-way traffic flow.

Highland Quad:

The Highland Quad Access Road will be open for loading from Thursday, December 5 through Sunday, December 15.  Please enter the access road next to the West Garage and exit next to the 25th Avenue Garage and maintain one-way traffic.  Vehicles are not permitted to enter the courtyard area.

Other Residential Areas:

Students are welcome to load their vehicles in drives and circles near their residence halls.  Utilizing marked hourly parking will require payment.

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!