Apartment Check-out Process

All Tenants (except Nursing and Short Term Students) MUST provide a 60 day advanced notice of their intent to vacate an University Manor Apartment. Upon this notification the Housing Office will schedule a vacate inspection of the apartment. The apartment must be clean and all personnel items must be removed prior to the inspection. Immediately following the inspection the Tenant MUST return their apartment keys, mail box key, and parking sticker to the Housing Office. If the Office is not open, keys and parking sticker should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.

 

 

Notice of Intent to Vacate

  • Post Graduate Housing
    • A “Notice of Intent to Vacate” Form must be submitted in writing to the Housing Office 60 days prior to the day the tenant wishes to terminate their lease.
    • Tenants who choose to vacate their apartment prior to the end of this 60 day period will be required to pay rent for the apartment up until the end of the 60 day period.
  • Under Graduate Housing and Short Term
    • “Notice of Intent to Vacate” Form is not required because all undergraduate and short term leases contain a fixed termination date.
  • “Notice of Intent to Vacate” Form    

Keys

  • Tenants MUST return their apartment keys and mail box key to the Housing Office immediately following their inspection. If the office is not open, keys should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.
  • Failure to return key(s) will result in a $70.00 (apartment entry door), $15.00 (each bedroom door), and a $15.00 (mail box key) replacement fee that will be billed to the tenant.

Parking Stickers

  • Tenants MUST return their parking sticker to the Housing Office immediately following their inspection. If the office is not open the parking sticker should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.
  • Failure to return a parking sticker will result in a $25.00 fee that will be billed to the vacating tenant for each sticker that was issued.   

Apartment Cleaning/Condition

  • There must be no damage to the apartment or appliances beyond normal wear and tear.
  • The entire apartment, including range, exhaust fan, refrigerator, bathrooms, closets, cabinets, etc. must be clean.  The refrigerator must be cleaned.  The wall-to-wall carpeting must be cleaned, vacuumed, and shampooed whenever warranted.  Cleaning charges and/or damage charges may be assessed.   
  • There must be no stickers, scratches, or holes in or on walls or ceilings.
  • There must be no indentations or scratches in wood or resilient flooring, counter tops, furniture, doors, or appliances.   
  • All debris, rubbish, and discards must be placed in proper rubbish containers.
  • All personal property must be removed from the apartment.  Any property not removed shall be considered abandoned, or if of value, a general gift to University, and the Housing Department may dispose of the same in any manner, which it so chooses.
  • Cleaning Guide   

Change of Address

  • "Change of Address" forms may be picked up at the Housing Office, located in University Manor West, or requested from the Hershey Post Office (717-533-3356).
  • Please note that it is the TENANT’S RESPONSIBILITY to ensure that the Post Office has their proper mailing address upon moving to and/or from University Manor. Housing staff will not assume the responsibility of forwarding your mail to you and all mail not forwarded will be returned to sender.   

Inspection of Apartment

  • Post Graduate Students (Medical Students; Graduate Students; Medical Residents; Post Doctoral Fellows; Etc.)
    • After the filing of a Notice of Intent to Vacate Form with the Housing Office, or in the event that the tenant is moving from one University Manor apartment to another, the Housing staff will schedule the necessary inspection.    
    • A vacate inspection will be scheduled for the day the tenant intends to vacate the premises. This is done because the apartment MUST BE EMPTY of the tenant’s personal property   
    • Rent will be collected through the day of the inspection.   
    • Tenants do not need to be present at the inspection.   
    • A copy of the inspection results will be made available when requested.   
    • Cleaning/damage charges
      • Shared apartments
        • If all tenants are vacating, each tenant will be responsible for cleaning and damage charges that originate in their assigned bedroom. Common area charges will be split between each tenant. These charges will be deducted from each tenant’s security deposit. The remaining balance will then be refunded to each tenant.   
        • If only one tenant is vacating, the vacating tenant will be responsible for all charges originating from their assigned bedroom. Common area charges will be split between each tenant. The vacating tenant will have any charges deducted from their security deposit prior to refund. The remaining tenant will be invoiced for their share of the charges.   
      • Whole apartments
        • All charges will be deducted from the security deposit and the remaining balance will then be refunded.   
        • REMEMBER: CLEANING SUPPLIES, WITH THE EXCEPTION OF VACUUM CLEANERS, ARE NOT MADE AVAILABLE TO TENANTS BY THE HOUSING OFFICE OR THE UNIVERSITY. TENANTS ARE RESPONSIBLE FOR PROVIDING THEIR OWN CLEANING SUPPLIES WITH WHICH TO CLEAN THE APARTMENT.   
  • Under Graduate Students (Nursing Students; Nursing Externs; Short Term Students; Summer Programs; Internships; Etc.)
    • Nursing leases automatically terminate at the end of the semester, no “Notice of Intent to Vacate Form” is necessary.    
    • The vacate inspection will be scheduled by the Housing Office staff. The apartment MUST BE EMPTY of the tenant’s personal property.   
    • A copy of the inspection results will be made available when requested.
    • Cleaning/damage charges
      • If all tenants are vacating, each tenant will be responsible for cleaning and damage charges that originate in their assigned bedroom. Common area charges will be split between each tenant. These charges will be deducted from each tenant’s security deposit. The remaining balance will then be refunded to each tenant.   
      • If only one tenant is vacating, the vacating tenant will be responsible for all charges originating from their assigned bedroom. Common area charges will be split between each tenant. The vacating tenant will have any charges deducted from their security deposit prior to refund. The remaining tenant will be invoiced for their share of the charges.
      • REMEMBER: CLEANING SUPPLIES, WITH THE EXCEPTION OF VACUUM CLEANERS, ARE NOT MADE AVAILABLE TO TENANTS BY THE HOUSING OFFICE OR THE UNIVERSITY. TENANTS ARE RESPONSIBLE FOR PROVIDING THEIR OWN CLEANING SUPPLIES WITH WHICH TO CLEAN THE APARTMENT.   

Security Deposit Refund

  • The Housing Office will return any balance of the security deposit to the tenant, following any deductions for any outstanding charges, within thirty (30) days of the termination of the Lease Agreement, provided the tenant leaves a valid forwarding address with the Housing Office.