Semester Transition Eligibility and Process

Read this article if you would like to stay between semesters, but not sure what the process is, if you are eligible or don't know how to apply

Table of Contents

This article provides you with information on:

1. What a Semester Transition is
2. Eligibility
3. Cost
4. How to apply

What is a Semester Transition?

A Semester Transition is the period between the end of one semester to the beginning of the next semester. There are usually 2 weeks between semesters. For Residents that live on campus, the last day of the semester is 24 hours after your last exam. This is when you will be required to move out of campus housing. To review the Check Out process, you can read this article Checking out of On Campus Housing

The Semester Transition occurs between the end of one semester and the beginning of the next. This means that during the time you are staying, our custodians will still need to clean the rooms and maintenance will still need to complete their tasks so that the rooms will be ready for the next semester. This will occur regardless of if you are staying in your same room for the transition or not. 

If you would like to stay during the weeks after your final exam up until the beginning of the next semester, you will first need to check if you are eligible to stay. Not all students are eligible to apply to stay between semesters.

Am I Eligible to Apply for a Semester Transition?

To be eligible for any of the Semester Transitions,

• You must be caught up on all of your payments and not have an A/R hold on your account
• You can apply for a semester transition if you are required to stay for an extended period due to educational related purposes.
  • There will be no fee charged to your account if you are required to stay on campus due to educational related purposes

How Much is a Semester Transition and What is Available to Me?

If you are transitioning from the Spring Semester to the Summer Semester, the Transition fee is $100.

• Note that graduating students, PYP Students, Students on Global Project Trips or Travel Studies do not need to pay the transition fee
• If you are required to stay on campus due to educational purposes, you do not need to pay for the transition fee
• If you are staying less than 7 days after your exam, you do not need to pay the transition fee (i.e. if your final exam is April 24 and your checkout date is April 25 and you have applied for Summer Housing, you do not need to pay a transition fee)

If you are transitioning from the Summer to Fall OR Fall to Spring Semesters, the Transition Fee is $200. 

This will be the price regardless of how many days you choose to stay. If you apply for a Semester Transition, you apply for the entire 2 weeks. The Semester Transition fees cover the cost for added security required to maintain the safety of the University during your stay. This fee will also cover the ancillary costs (i.e maintenance, facilities, administrative fees etc.)

Note that the Dining Hall and the cafes will be closed during Semester Transitions. Starbucks will remain open.

What is the Process of Applying for a Semester Transition

During the Semester Transition period, the custodians will still need to clean the rooms thoroughly and maintenance will still need to go in and complete their tasks. We are preparing for the new semester. This needs to happen regardless of if you are in your same room or not. 

The steps to successfully apply for a Semester Transition are as follows:

1. Complete the Semester Transition Application Form 
2. If you are eligible and approved for Semester Transition, you will receive a response in your ticket (which will also appear in your email) letting you know that you have been approved to stay for the transition as well as additional details regarding your stay -i.e. letting you know if you will be changing rooms.
3. If you are going to change rooms, the email will include instructions regarding:
   • The check out process and Checklist you will need to complete
   • It will include any storage facilities available to you during your move
   • What room you are moving to and when you can move in
   • Where you can pick up your keys
4. If you will not be changing rooms during the transition, your email will include instructions regarding:
   • The check out process and the checklist you will need to complete
   • An additional checklist for the custodians as they will need to clean your room while you're there
   • When your scheduled cleaning is.
5. Please review the Check In Process when checking in to your room and ensure that all steps are followed.

You MUST apply for the Semester Transition BEFORE the due date. We will not accept any applications after the due date as we have to schedule cleaning times with the custodians. If you have not applied for the Semester Transition, you will not be allowed to remain on campus and will be asked to leave. To confirm when you need to apply, please review our Housing Dates & Deadlines Article

If you have any additional questions or concerns, you can file a ticket with Housing and we will answer as soon as we can.