Student Housing, Move-Out and Storage Information

March 11, 2020

Guidelines for Students Staying on Campus:

If students decide to leave for Spring Break (overnight trips outside of HMC), they will not be permitted to return to the residence halls. If students wish to travel over Spring Break, they must move out of their residence hall rooms prior to leaving.  See “Exceptions” in the “Student Move-Out” section below for students who have already left campus prior to this message.

Students who chose not to return home may remain on campus. However, remaining on campus may not be an option for the remainder for the spring semester; there is the potential for a mandatory evacuation. There will be extra precautions put in place for those students who remain. As the COVID-19 situation continues to evolve, these precautions may increase.

  • Residence Halls: Students who remain on campus in the residence halls will be consolidated into fewer residence halls. Once we have an idea of how many students will remain on campus, we will communicate arrangements for relocation.
  • Social Distancing: All College-sponsored events, parties, or social gatherings will be cancelled. In addition, we will ask that students limit in-person gatherings to no more than eight people.
  • Visitors: No guests (including fellow 7C students) will be permitted to visit students in the residence halls.

Students who wish to remain on campus must complete the Residence Hall Check-Out/Housing Form to confirm that they intend to stay on campus. Students who stay on campus will not be eligible for the student storage offers below.

Student Storage:

Beginning Thursday, March 12, 2020, storage pods will be delivered to HMC for students who wish to store their belongings as they leave campus. DSA staff will be present to help register students and organize the storage on a first come, first serve basis.

Please note that The College is not responsible for items that are damaged, lost or stolen while left in storage. For that reason, we recommend students take all personal belongings home if possible. If students cannot bring their personal items home, we also recommend using any local self-storage in the Claremont area. Many off campus storage options are inexpensive, particularly if students share space. Transportation is sometimes included for free.

  • Pod Assignments: Because we have not held Room Draw yet, the pods will not be assigned by residence hall. Instead, they will be assigned on a first come, first serve basis. DSA staff will be present at a check-in table to help students know where their assigned pod is located, issue students a pod identification number (which will be used to locate pods when items need to be retrieved), provide students with labels for boxes and have students sign waivers. The location of the pods can be seen on this campus map. Pod storage will be available to students during the following times in the coming weeks:

Thursday, March 12, 2020: Noon – 8 p.m.

Friday, March 13, 2020 – Sunday, March 15, 2020: 8 a.m. – 8 p.m.

Monday, March 16, 2020 – Friday, March 20, 2020: 8:30 a.m. – 5 p.m.

  • Early Arrival & Summer Pods: There will be early arrival and summers pods dedicated to students who have been confirmed to come back to campus for summer classes or early in August (athletes and student leaders). If you know that you will be returning to campus this summer or early in August, please request an early arrival or summer pod at the check-in. There are limited early arrival/summer pods, so please know that only students who are registered for classes, athletes, or who have already been selected as student leaders (who have a need to return early) will be granted access to these early arrival/summer pods. We intend to bring all pods back a little early this August to accommodate for unknown factors. However, if you believe there is a chance you may return to campus earlier than the regular move-in date of August 30, then we encourage you to pack accordingly. For example, it may be wise to bring or ship bedding and other overnight essentials home with you so you can bring them back with you for your first night on campus.
  • Pod Storage: All small items must be stored in boxes or plastic containers in order to be stored in the pods. Small appliances such as microwaves, mini-refrigerators and televisions can be stored in pods without boxes/containers. Any items larger than a mini-refrigerator may not be stored in the pods.
  • Boxes: We will have some boxes and tape on hand for students to use for packing purposes. Boxes can be picked up at the check-in tent located outside of the LAC. In order to conserve resources and to be sustainable, students will be permitted 3 college-provided boxes per person maximum to store in the pods. Students will not be limited on how many of their own boxes or plastic containers they wish to use for storage.
  • Personal Large Item Storage: Given the circumstances, we will work with students regarding their personal large items such as couches, loveseats, coffee tables, etc. Please fill out a work order if you need to leave a large item in your room or suite for F&M to store later on your behalf. You will be expected to label your item for pick up with your first and last name as well as your phone number. F&M will communicate about how to retrieve your large items upon your return to campus. Any items that are not included on a work order request and labeled for pick-up will be discarded.
  • Residential Hall-Owned Furniture (i.e. bars, tables, etc.):  Please fill out a work order to have these items moved into storage by F&M. Otherwise, they will be discarded. The items will need to be labeled with the name of the Residence Hall they belong to as well as the contact information for the Residence Hall Presidents if there are questions or concerns.
  • Disposal: There will be recycling and trash dumpsters located in the center of campus near the quad residence halls for students to recycle or dispose of unwanted items. Any personal items left in rooms, suites, hallways, courtyards and lounges will be discarded. Please do not leave personal belongings in these areas! Fines may also apply for students leaving items and trash in these areas. 
  • Students who will not be returning for fall 2020: There will be no storage available for students who are graduating or not returning for fall 2020. Please make arrangements to dispose of items no longer needed or prepare to pack items to return home with you.

Student Move-Out:

We will be implementing an “Express Checkout” process in light of the current circumstances.  

  • Express Check Out Procedure:
  1. Come to the check-in table located outside of the LAC (see Student Storage section above for hours) to pick up your return key envelope, complimentary boxes and fill out a waiver form.
  2. Prepare your room for check out and leave your room the way you found it when you moved in:
  • Remove all personal items and trash from your room, kitchen, and bathroom.
  • Close and lock windows.
  • Leave blinds/shades/curtains open.
  • Close and lock the room door.
  1. Submit the Residence Hall Check-Out/Housing Form and drop off your key at the drop box in front of the Registrar’s Office.  Failure to return your key will result in a rekey fee of $150.
  • Exceptions: Students who have already left for Spring Break and wish to return to campus to move out of their residence hall rooms may request an exception via this Exception Request Form. Students will be asked to disclose where exactly they have traveled on this form in order for us to make an informed decision about granting access to their rooms. Students approved for exceptions in this circumstance will be given strict regulations about how they will be permitted to access their rooms for a very short window of time.Students in this circumstance may only be granted exceptions through Sunday, March 22, 2020.
  • Bicycles & Vehicles: If students cannot bring their personal bikes home, they must store bikes in designated storage areas. All other bikes that have been left behind will have their locks cut, and may be donated or sold. Due to expected construction in the majority of our student parking lots on campus we are asking students to take their vehicles home with them this summer. If you cannot take your vehicle with you, make arrangements for it to be parked in one of the two following locations:
  1. South side of the lot behind South Residence Hall, North Residence Hall and the LAC.
  2. North east student parking on Platt Boulevard.

A map identifying the appropriate parking locations can be seen here.

  • Student Mail: The most efficient way to have your mail reach you while off campus is to provide senders with your updated address so that mail is sent directly to you.

Beginning March 12, 2020:

  • Returning students may have their first-class mail, packages, boxes, etc. forwarded through August 1 (to the permanent home address on file with the registrar) when accepted by USPS and United Parcel Service (UPS). If you want your mail forwarded to an address other than your permanent address on file, complete this form.
  • Graduates may have their first-class mail, packages, boxes, etc. forwarded (to the permanent home address on file with the registrar) when accepted by USPS and United Parcel Service (UPS) through December 31, 2020.  If you want your mail forwarded to an address other than your permanent address on file, complete this form.

Other carriers such as FedEx, Airborne, DHL, etc. may not provide forward service. Packages, boxes, etc. received by the carriers that do not offer forward service will be returned to the sender.  All second, third and bulk rate mail will be recycled/discarded.

College paychecks will not be forwarded unless students provide a self-addressed, stamped envelope with the mailroom staff. Students may have mail forwarded to an alternate address by contacting the mailroom at (mailroom@hmc.edu). Mail received for returning students after August 1, 2020, will be sorted and placed in the mailroom for students to access beginning September 3.

Refer to the mailroom webpage or contact mailroom@hmc.edu for more information regarding student mail services.