Move Out | Students

When planning a move, residents should follow the required procedures below to ensure that moving activities are conducted smoothly and in compliance with Columbia Residential policies.

• Moves involving moving companies or large items must occur Monday–Friday, 8:00 a.m.–4:00 p.m. (excluding holidays).
• If using a moving company, residents must submit a Certificate of Liability Insurance (COI) to Columbia Residential at least 48 hours before the move.
• Special procedures apply at Lionsgate and New Residence Hall; residents should review and follow their respective guidelines.
  • Lionsgate (520 West 112th Street): Follow the Lionsgate Move-In/Move-Out Guidelines.
  • New Residence Hall (517 West 121st Street): Refer to the Teachers College Housing Move-Out Guidelines.

To understand their financial responsibilities when moving out, Residents should review the following guidelines:

• Final Month’s Rent: Rent is not prorated in the final month of the housing agreement. Residents are responsible for the full month’s rent, regardless of their move-out date.
• Early Vacancies: If moving out before the final month of the agreement, rent will be prorated to the move-out date; however, a $1,000 cancellation fee applies.
• Account Reconciliation: All accounts are reconciled within 5–7 business days after move-out.

Example Scenario: If a resident’s housing agreement ends on August 31 but the resident chooses to move out on August 15, the resident remains responsible for the full month’s rent for August. If the resident instead moves out in July, rent will be prorated to the July move-out date, but a $1,000 cancellation fee will be applied.

Once a move-out notification is submitted, it is considered final and cannot be adjusted by the resident. Any requests for changes must be submitted by email to [email protected].

To prevent service interruptions or lost mail, residents should update their mailing addresses and cancel services before moving out.

• Submit a forwarding address with the United States Postal Service to ensure mail delivery.
• Update subscriptions and delivery addresses for any anticipated mail.
• Terminate cable/internet services with Spectrum or Verizon (if applicable).

To ensure a seamless transition and prevent any loss of vital correspondence, please review and complete the following steps before your final move-out date.

Report a Change of U.S. Address

As an International Student, you are legally required to report a change of your U.S. address within 10 days of moving. This is essential to ensure your immigration record is kept current and accurate. Failure to update your address may have significant consequences for your immigration status.

• International Students and Scholars Office (ISSO): You must report a change of your U.S. address; ISSO will then update your SEVIS record with your current address.
• If you have applied for OPT, please also change your address with USCIS.

Secure Your Mail

To prevent lost mail and secure access to government documents, residents must update their mailing addresses before moving out. Columbia Residential cannot hold, or access mail for residents.

• United States Postal Service (USPS): You must forward or hold your mail through the USPS website.
  • Permanent Forwarding Address: You can ensure mail delivery to your new location.
  • Hold Mail Service: You may temporarily hold all mail for your address at the post office for a duration of 3 to 30 days. You can pick up the mail held at the post office with a valid photo ID, or your mail carrier will deliver the accumulated mail on the final day of your hold.

The unit, along with any furniture or appliances provided, should be left clean and in good working condition.

• Empty and clean the refrigerator, cabinets, and surfaces.
• Remove all trash and sweep the floors.
• Coordinate the cleaning of shared spaces with roommates, if applicable

Once final checkout is complete, residents must return all keys either in person or through the Express Move-Out Box. Keys should never be left inside the unit. Failure to return keys properly will result in a $100 fee, along with additional charges for lock or cylinder replacement, if necessary.

     In-Person Key Return

• Keys must be returned directly to the building superintendent during business hours: Monday–Friday, 8:00 AM–4:00 PM (excluding holidays).

     Express Move-Out Box

• If moving outside of business hours, residents may return keys using the Express Move-Out Box located in the lobby of 419 West 119th Street, next to the Columbia Residential Leasing Office.

     Instructions:

1. Complete the top portion of the Express Move-Out envelope.
2. Remove all keys from the key ring and seal them inside the envelope. Use multiple envelopes if needed.
3. For personal records, a photo of the completed envelope may be taken before submission.
4. Deposit the sealed envelope in the Express Move-Out Box.

Returning keys promptly and correctly helps Columbia Residential prepare the unit for future residents and ensures that no additional fees are applied.

At the end of the move-out process, residents must complete the final checkout through the Housing Portal to close their housing record.

• Residents must log in to the Housing Portal and complete the Final Checkout.
• The Final Checkout tab will be grayed out until your actual move-out date. If it remains unavailable, email [email protected] for assistance.

Important Note: Billing continues until all move-out steps are complete—including the removal of personal belongings, the return of keys, and the completion of Final Checkout.

For any questions or assistance, residents are encouraged to Connect with Us.

After move-out is confirmed by the Superintendent and the final inspection is complete, Columbia Residential will reconcile the resident’s account.

• Residents will receive a confirmation email verifying vacancy status and outlining any applicable charges.
• Any charges posted for the following month will be removed at this time.
• Vacancy charges and credits will be applied to the resident’s SSOL account within 5–7 business days after the vacancy is confirmed.

Residents with a remaining balance will see a charge on their SSOL account, while residents with a credit will see the balance applied toward other charges or refunded according to University policy. This process helps ensure that all accounts are closed accurately and fairly.

A Residency Verifications is an official letter confirming a resident’s tenancy with Columbia Residential. This document is often used to secure future housing.

Residency verifications can be downloaded directly from the Housing Portal under the Tenant Profile tab. The letter includes:

• Name of the tenant of record
• Address of the unit
• Agreement start and end dates
• Monthly rent

Please note that proof of payment is not included, as Columbia Residential does not process rent payments. Students may print an account statement from SSOL or contact Student Financial Services with questions about proof of payment.