Processes and Procedures

To cancel your on-campus housing, you will need to complete a Contract Release Form online. Please do so by following the instructions shown below.

Please note that cancellation charges will apply as outlined in the terms and conditions of the housing contract

1. Log into the My Housing portal.
   
   
2. Click the Contracts/Forms drop-down menu, then click on the contract you would like to cancel.
   
   
3. From the What Would You Like to Do with This Application? drop-down menu that appears, select Cancel/Withdraw This Application, then click Submit.
   
   
4. When prompted, confirm that you want to cancel your contract by selecting Yes, Cancel This Application from the drop-down menu that appears.
   
   
5. Select the reason you are cancelling your contract.
   
   
6. In the Add Any Additional Notes box, provide any additional information you feel is important, then click Submit.
   
   
7. You will then reach a confirmation page for the contract release, and notice that the word Canceled now appears at the end of the canceled contract in the Contracts/Forms drop-down menu.

Students who will graduate at the conclusion of the fall semester will need to cancel the remainder of their housing contract prior to leaving University Housing. You will find step-by-step instructions for cancelling your contract in the drop down menu on this page. Students who will graduate at the conclusion of the winter semester do not have to take any additional steps with regard to their housing contract.

Graduating students who must stay in their Oakland University Housing assignment beyond the semester closing date (winter) or the end-of-the-year closing date (spring) in order to attend commencement ceremonies will be permitted to stay from the end of the contract term until 11 p.m. on the day following completion of the commencement season, eligibility permitting. 

In order to be eligible to remain in on-campus housing beyond the applicable closing date, students must complete the late stay request form, which is emailed to students near the end of the semester.

In addition, students must be free of conduct violations within Oakland University Housing to receive permission to stay past the closing date.

Graduating students will not be charged for remaining in University Housing for the purpose of commencement, provided their key is returned no later than 11 p.m. on the day after the evening of their commencement ceremony. Staying beyond the date of the last commencement ceremony will result in a charge of $35 a night, as well as an improper checkout charge ($25). Students must meet the criteria listed in the late stay request form to be permitted to stay beyond 11 p.m. on the day following completion of the commencement season.

This policy applies to graduating students in all apartment locations and residence hall locations on Oakland University’s campus. 

Current residential students, current commuter students, and incoming transfer students are able to submit their housing contract for the following academic year beginning February 1. Students who submit their housing contracts during the priority submission period between February 1 and March 1 will be eligible to participate in roommate matching and room selection processes. 

You will find step-by-step instructions on how to participate in the Current Student Sign-Up processes on our sign-up webpage. Detailed roommate matching instructions are available on our roommate matching guidelines webpage.

The residence halls and apartments will close for the 2025 winter semester at 6 p.m. on April 26, 2025. Residents of both the residence halls and apartments are expected to be fully moved out of their on-campus assignments by this time unless they have been granted approval to stay on campus past the move-out deadline (please see details on how to submit a request to stay on campus beyond April 26, 2025 below). 

Due to the limited access to parking lots, we encourage students to start moving items out of their rooms prior to the scheduled closing date, as time permits, to minimize traffic congestion and difficulties. 

Remember, carts are available to help you in moving your belongings. You can check out a cart at the Service Desk of your community.

ARE YOU GRADUATING? Please visit the Considerations for Graduating Students section of this page.

All residents of both the residence halls and apartments are asked to carefully review the following details: 

Quiet hours
24-hour-a-day quiet hours will begin at 11 p.m. on April 18, 2025 and will continue throughout the final exam period (April 21 - April 26, 2025). Residents who do not comply with quiet hours will face disciplinary action. If behavior is continually disruptive, students may be required to vacate the residence halls or student apartments immediately, or as designated by University Housing.

Food service
Both dining halls will close at 6 p.m. on April 26, 2025. 

Mail service
Mail service will be suspended at 6 p.m. on April 26, 2025. If you will no longer be residing on campus, be sure to update your mailing address in My Sail.  

Desk service
Service Desks will close at 6 p.m. on April 26, 2025.

Preparing your room for your departure
As you prepare to leave your on-campus housing assignment, please remember that each member of a room, suite or apartment is responsible for ensuring that their living space is left in good condition. During and following move-out, Residence Life staff members will be entering each space to ensure that all expectations have been met. Failure to prepare your room properly will result in charges to your student account. These charges will be divided among all members of the room, suite or apartment.

All residents of the residence halls and apartments should adhere to the following cleaning guidelines to prepare their assigned space for your departure: 

Furniture

• All furniture should be placed back in its original location.
• All beds should be left in their current position.

Personal belongings

• Make sure to remove all personal belongings.
• Double check spaces such as drawers, under the bed, and in cabinets to ensure you have collected all items.
• University Housing will dispose of personal items that are left behind.

Bathroom

• Thoroughly clean the walls of the shower.
• Wipe down the entire sink area, including cubbies or cabinets.
• Clean the toilet bowl, and wipe down the toilet exterior and handle.

Kitchens and kitchenettes

• Completely empty and thoroughly clean the refrigerator, where applicable.
• Thoroughly clean the microwave and stovetop, where applicable.
• Completely empty all drawers and cabinets, and wipe down the interiors of those spaces.

Floors

• Once belongings have been removed, thoroughly vacuum all carpeted areas.
• Mop or wipe down laminate floors in kitchens and bathrooms.

Trash and Recycling

• All trash and recycling must be removed from the room and deposited appropriately in trash rooms or dumpsters.

Completing Your Checkout
To participate in Express Checkout, please complete the following steps.

• Prepare your room according to the cleaning guidelines provided above.
• Complete a green checkout envelope. Checkout envelopes are available at the Service Desk in your community, and at the main University Housing Office in 448 Hamlin Hall.
• Fill out the front of the envelope, enclose your room key inside, and seal it.
• If the Service Desk in your community is open, please hand the green envelope to the Desk Attendant.
  
• If your community's Service Desk is closed, please deposit the envelope in the drop box located near your Service Desk, or the drop box outside of 448 Hamlin Hall.

Requesting to remain on campus past the move-out deadline
Students who live in the residence halls or apartments who are able to demonstrate exceptional need to stay on campus beyond 6 p.m. on April 25, 2025 may be granted permission to do so at the discretion of University Housing. 

You may request permission to stay on campus by completing a request to stay form in the My Housing portal, using the steps shown below. 

To submit a Late Stay Request Form:

• Log into the MyHousing portal.
• Click on Contracts/Forms.
• Click on Form - Semester Recess Request (Winter 2025)
• Acknowledge the terms and conditions of the Semester Recess Late Stay Request, via electronic signature, and click Continue.
• Answer the questions provided on the form, including your type of request, the reason for your request, the date of your intended departure/early return, and relevant documentation, if applicable.
• Click Continue to submit your request.

Students who are granted permission to remain beyond the move out deadline should bear in mind the following:

• Food service will not be available after 6 p.m. on April 26, 2025.
  
  
• Service desk locations will close at 6 p.m. on Wednesday, April 26, 2025. 
  

Students who choose to remain on campus beyond the move-out deadline must adhere to all policies and protocol as they are outlined below, and in the University Housing Handbook. Those who do not comply with policies and protocol will be asked to leave campus immediately, and additional disciplinary action will be taken. 

• All Oakland University and University Housing policies and pandemic protocol will remain in effect. University Housing policies can be reviewed at sharphover.com/housing/handbook/policies.
  
  
• No guests or parties are permitted.
  
  
• Any strangers attempting to gain access to the building should be reported to OUPD at (248) 370-3331.

What is the room reassignment process?
The room reassignment process offers an opportunity for residents to relocate to open and available rooms, suites and apartments. During designated room reassignment periods, reassignments may be requested for any reason, including building or roommate preferences.

Who can participate in the room reassignment process?

• The summer reassignment period is open only to current students and incoming transfer students; incoming freshman students are not eligible to participate in the summer reassignment period.
  
  
• The fall and winter reassignment periods are open to all residential students

What are the most important things to know about the room reassignment process?

1. Before making the decision to request reassignment to another location, residents should review the cost differences between buildings, and note that some buildings may cost more or less than their current assignment. Residents who have concerns about whether reassignment will impact financial aid or the ability to make payments on student accounts should contact Student Financial Services with any questions prior to submitting a reassignment request. Student Financial Services can be reached by calling (248) 370-2550 or by sending an email to [email protected].
   
   
2. Before making the decision to request reassignment to another location, residents should review current dining hall hours, and note that hours of operation may vary across dining facilities. 
   
   
3. Residents are advised to carefully consider the decision to submit a reassignment request, as reassignments are considered final and may not be changed or cancelled. Once a request is approved, the resident will be required to complete their move to their new assignment, and return their old key, within three business days.
   
   
4. Each resident will be limited to one reassignment request per reassignment period.
   
   
5. Each participating resident is responsible for submitting their own reassignment request. Requests may not be made on behalf of another person.
   
   
6. Locations for reassignment are limited; not every open space in University Housing is available to those requesting reassignment, and reassignments cannot be guaranteed.
   
   
7. Residents must meet all eligibility requirements for the space they are requesting.
   
   
8. Reassignment requests will be reviewed on a first-come, first-served basis.
   
   
9. Reassignment from the residence halls to the apartments will result in the automatic removal of the residence halls meal plan that is required for residence halls residents.
   
   
10. Residents must return all furniture in their current room assignment to its original place and configuration before moving to a new room assignment. This is includes lofting/delofting beds as needed. After delofting beds, residents should return all lofting pins and materials to the service desk in their community.

How do I participate in the room reassignment process?
Detailed instructions on how to participate in the room reassignment process are shown below. An instructional video is also available for those who may wish to view it. Residents are responsible for carefully reviewing these guidelines and sample answers prior to submitting a reassignment request. 

The reassignment request form will become available at 8 a.m. on the first day of the reassignment period. You will not be able to submit a request form prior to that time.

1. Log into the My Housing portal using your Net ID and password.

2. Click on Contracts/Forms.

3. Click on Form - Reassignment Request form.

4. Carefully review the terms and conditions of the reassignment request process.

5. Acknowledge the terms and conditions by providing your electronic signature.

6. Click Continue.

7. Fill in all required fields on the Reassignment Request form.

• Question 1: What type of assignment are you requesting? 
  Here, you will indicate whether you requesting a standard change (you are requesting to move from your current assignment to a different assignment) or a swap (you plan to change places with another student; you will move to their current assignment, and they will move to your current assignment).
  
  
• Question 2: In 300 characters or less, please provide the reason you are requesting reassignment.
  Here, you will provide the reason you are submitting your request. Remember to keep your answer under 300 characters. The following are some examples of the types of answers residents may provide to this question:
  - "I was not assigned to my first choice of building, and would like to relocate there now."
  - "I have found someone I would like to room with, and want to move to their room."
  - "I would like to make additional friends by living in another community in University Housing."
  
  
• Question 3: Please select the building to which you would like to be reassigned.
  Here, you will select your preferred building for reassignment. If you do not have a preference, you may select "I am fine with being assigned to any building for which I am eligible."
  
  
• Question 4: Do you have a specific room to which you would like to be reassigned? If so, please provide the room number.
  Here, you will indicate the room number of the specific location you would like to be reassigned to, if you have a particular room in mind. If you do not have a specific location in mind, you may simply type in "N/A" to indicate this question is not applicable to you.
  
  
• Question 5: In 300 characters or less, please provide specific details about your request.
  Here, you will have the opportunity to provide additional details that University Housing should consider when reviewing your request. It is important that you are very clear and highly specific in the details that you share. Remember to keep your answer under 300 characters. The following are some examples of the types of answers students may provide to this question:
  
  - "I know that there are open beds on both sides of the suite, but I want to be in bedroom A."
  - "The location I am requesting is currently occupied, but I know that person plans to move."
  - "My roommate and I want to switch places, and each move to the opposite side of the suite."
  - "I only want to be reassigned to this location if my roommate, John Smith, can be reassigned  to the same location, too. If John Smith cannot be reassigned to the same bedroom, I do not want to be reassigned -- I want to stay in my current assignment."
  
  
• Question 6: In 300 characters or less, please tell us anything else you would like us to know.
  This is an optional question, and merely provides an additional 300 characters for you to add any additional details you would like to share about your request.

8. Click Continue to submit your reassignment request form. 

When will I receive a decision about my reassignment request?
You can expect to receive a decision on your request within 2-3 business days via your sharphover.com email account.

Is it possible that my request may be denied?
Approval of reassignment requests cannot be guaranteed, and requests may be denied for any of the reasons listed below.

• You are not eligible for the space you are requesting. 
• There is no open space that meets your specific criteria or preferences.
• The space you are requesting is currently occupied by another resident.
• The space you are requesting must be held for students with approved ADA accommodations, or held for other reasons that may not be disclosed to you due to FERPA regulations.

Incoming freshmen who submit their housing contracts prior to June 1 for the following academic year will be eligible to participate in an optional roommate matching process between June 1-30.

You will find step-by-step instructions on how to participate in the freshman roommate matching process on our roommate matching guidelines webpage.

How to schedule a move-in appointment:

• Log in to the My Housing portal using your Net ID and password.
• In the Assignments section of the home page, under Fall 2024 Move-In, click on Select Time Block.
• From the drop-down menu that appears, select the time slot during which you would like to move in.
• Click on Update My Time to complete the process.
• If you would like to change your appointment time prior to your move-in, you may do so using the same instructions as they are listed above. When you select a new time, your old move-in appointment will automatically be cancelled

We also have a video tutorial on how to schedule a move-in appointment available for your convenience.

During the Semester Recess, the residence halls will close, and residents in those buildings are expected to leave campus for the duration of the recess period. Residents of the apartments are welcome to remain on campus throughout the recess period, as desired, but should review all details shared below.

The residence halls will close for the 2024 Semester Recess at 6 p.m. on December 16, 2024. All residence halls residents are expected to leave their assigned room or suite by this time unless they have been granted approval to stay on campus for part or all of the recess period (please see details on how to submit a Semester Recess Late Stay Request below). The residence halls will reopen on January 5, 2025, at 10 a.m.

All residents of both the residence halls and apartments are asked to carefully review the following details: 

Quiet hours
24-hour-a-day quiet hours will begin at 11 p.m. on December 7, 2024, and will continue throughout the final exam period (December 9, 2024 through December 14, 2024). Residents who do not comply with quiet hours will face disciplinary action.

Food service
Food service will end at 6 p.m. on December 14, 2024. Vandenberg Dining Hall will reopen at 11:30 a.m. on Wednesday, January 3, 2024. Hillcrest Dining Hall will reopen at 10 a.m. on January 5, 2025.

Mail service
Mail service will be suspended at 6 p.m. on December 14, 2024, and will resume at 10 a.m. on January 5, 2025. Mail and packages will not be delivered during this time. Between December 14, 2024 and December 20, 2024 you may visit Mail Services to pick up packages between the hours of 7:30 a.m.-4 p.m. Mail Services is located in Room 15 in the Police and Support Services Building, 201 Meadow Brook Rd.

Personal belongings
Residents of the residence halls may leave their belongings in their room assignments as desired during the recess period. 

Preparing your room for the recess period (residence halls)
All residents of the residence halls should follow appropriate measures to ensure safety guidelines for recess periods have been met. University Housing staff members will be entering unoccupied rooms in the residence halls after closing to confirm the following tasks have been completed:

• All electrical appliances must be unplugged, with the exception of refrigerators. In Oak View and Hillcrest Halls, microwaves may also remain plugged in.
  
  
• All garbage must be removed from your room.
  
  
• On all floors except the first floor, window blinds should be left open. On the first floor, window blinds should be closed. 
  
  
• Special permission must be obtained for aquariums to remain in place and running during the recess period. If you are unsure of your Residence Director's email address, you can find contact information on our staff page. 
  

Preparing your room for the recess period (apartments)
Residents of the apartments who plan to leave for any extended period of time over the recess period should not turn off their furnace, as this can cause pipes to freeze and break. Please leave your thermostat set at 60 degrees or above.

Health and Safety Inspections
Please be aware that routine health and safety inspections will take place starting at 6 p.m. on December 14, 2024. Your Residence Director and Resident Assistant will be entering your residential space for a brief period of time to ensure the space is being utilized safely. Prior to entering your space, staff members will knock multiple times, and clearly announce themselves before conducting a visual inspection. Staff members will not search drawers or personal belongings. Be advised that should policy violations be found during these inspections, they will be addressed through the University Housing conduct process, and any prohibited items will be confiscated.

Requesting to remain on campus during the recess period
Students who live in the residence halls and are able to demonstrate exceptional need to stay on campus beyond 6 p.m. on December 14, 2024, or throughout the entire recess period, may be granted permission to do so at the discretion of University Housing. Residents of the apartments who wish to stay on campus during the recess period do not need to request permission to do so.

You may request permission to stay on campus during the recess period by submitting a Late Stay Request form. 

To submit a Late Stay Request Form:

• Log into the MyHousing portal.
• Click on Contracts/Forms.
• Click on Form - Semester Recess Request (Fall 2024)
• Acknowledge the terms and conditions of the Semester Recess Late Stay Request, via electronic signature, and click Continue.
• Answer the questions provided on the form, including your type of request, the reason for your request, the date of your intended departure/early return, and relevant documentation, if applicable.
• Click Continue to submit your request.

Please note that the submission of the form does not guarantee approval of your request. All requests must be received by 5 p.m. on December 8, 2024. You will receive a reply to your request within 2-3 business days.

Students who are granted permission to remain on campus during Semester Recess should bear in mind the following: 

• Food service will not be available from 6 p.m. on December 14, 2024 until 10 a.m. on January 5, 2024.
  
  
• All service desk locations will be closed during the Semester Recess period.
  
  
• Outer doors will remain locked throughout the recess period. Residents who remain on campus will need to utilize their room key or their ID card to access their building, as applicable. Propping open entrance doors is prohibited.
  
  
• Students who require non-emergency assistance may call the residence life staff member on duty. Duty phone numbers will be posted at the main entrances of each building. For emergencies, students should dial 911.

Students who choose to remain on campus during Semester Recess must adhere to all policies and protocol as they are outlined below, and in the University Housing Handbook. Those who do not comply with policies and protocol will be asked to leave campus for the remainder of the recess period, and additional disciplinary action will be taken. 

• All Oakland University and University Housing policies will remain in effect during the Semester Recess period. University Housing policies can be reviewed at sharphover.com/housing/handbook/policies.
  
  
• No guests or parties are permitted during the recess period.
  
  
• Any strangers attempting to gain access to the building should be reported to OUPD at (248) 370-3331.

Students who become ill and who wish to avoid spreading illness to the campus community may utilize University Housing's Sick Meal Pick-Up process to make arrangements for a meal.

Students may complete the Sick Meal Pick-Up Request Form to designate another person to pick up a meal on their behalf. The designated pick-up person will need to select food from the items that are available in the dining hall that particular day. We ask that the ill student visit the campus dining website to note what is on the menu, and communicate any preferences to their designated pick-up person.

Please note that a separate form is needed for each requested meal. A copy of the form will be emailed to the ill student's sharphover.com email for sharing with the designated pick-up person, and as a record of the request. Please ensure that the meals are retrieved during the advertised dining hours of operation.

Residents are welcome to stay on campus or leave as they prefer throughout the 2023 Thanksgiving Recess period. 

If you plan to remain on campus, please review the following details:

• There will be no charge to remain on campus during the Thanksgiving Recess period.
  
  
• Food service will not be available from 2 p.m. on November 22, 2023 until 4 p.m. on November 26, 2023.
  
  
• All residence halls service desk locations will be closed during the Thanksgiving Recess period. The service desks will reopen at 10 a.m. on November 26, 2023.
  
  
• Mail and packages for the residence halls and apartments will not be available for pick-up between November 22-25, 2023. They may be picked up when the service desks reopen at 10 a.m. on November 26, 2023.
  
  
• No guests or parties are permitted during the recess period.
  
  
• Outer doors will remain locked throughout the recess period. Residents who remain on campus will need to utilize their room key or their ID card to access their building, as applicable. Propping open entrance doors is prohibited.
  
  
• Any strangers attempting to gain access to the building should be reported to OUPD at (248) 370-3331.
  
  
• Students who require non-emergency assistance may call the residence life staff member on duty. Phone numbers will be posted at the main entrances of each building. For emergencies, students should dial 911.
  
  
• Students who choose to remain on campus during Thanksgiving Recess must adhere to all policies and protocol as they are outlined in the University Housing Handbook. Those who do not comply with policies and protocol will be asked to leave campus for the remainder of the recess period, and additional disciplinary action will be taken.  

Winter Recess will begin at 10 p.m. on February 25, 2023 and will last through March 5, 2023. Residence halls residents are welcome to stay on campus or leave as they prefer throughout the 2023 Winter Recess period. There will be no charge for remaining on campus during this time. 

Apartment residents are welcome to remain on campus throughout all recess periods, as desired.

All residents of both the residence halls and apartments who choose to remain on campus during Winter Recess should note the following important details: 

• Both dining halls will close at 6 p.m. on Friday, February 24. The dining halls will reopen at 11:30 a.m. on Sunday, March 5. 
  
  
• All residence halls service desk locations will be closed during the Winter Recess period, and mail and packages will not be available for pick-up by residence hall residents during this time. Residence halls service desks will reopen on March 6, 2023. The Apartments Service Desk will have limited hours during Winter Recess. February 27 through March 3, the Apartments Service Desk will be open from 10 a.m. until 3 p.m. 
  

• Outer doors will remain locked throughout the recess period. Residents who remain on campus will need to utilize their room key or their ID card to access their building, as applicable. Propping open entrance doors is prohibited.
  
  
• Students who require non-emergency assistance may call the residence life staff member on duty at (248) 866-1704. For emergencies, students should dial 911.
  
  
• Students who choose to remain on campus during Winter Recess must adhere to all policies and protocol in the University Housing Handbook. Those who do not comply with policies and protocol will be asked to leave campus for the remainder of the recess period, and additional disciplinary action will be taken. 
  

• No guests or parties are permitted during the recess period.
  
  
• Any strangers attempting to gain access to the building should be reported to OUPD at (248) 370-3331.