Check Out Process

March 26, 2020

From:  Sergio Martinez, Director of Residence Life

To: UTRGV Residents Living on Campus

Subject: Check-Out Process, Billing Adjustments and Refunds

Housing and Residence Life has been working diligently in response to the COVID-19 (coronavirus) pandemic, and implementing plans as situations evolve. 

Our goal is always to provide a safe and healthy environment for our students and implement precautions as recommended by the CDC, state, county and local authorities. 

On March 17th, UT System Chancellor James Milliken’s letter to Academic Presidents states:

“Living in campus residence halls and participating in campus dining programs will be limited to students who do not have a suitable alternative.  This will be determined on a case-by-case basis, to serve students who require this accommodation, while observing social distancing practices.”

We ask students residing at Unity Hall, Heritage Hall, Troxel Hall, Village Apartments or Casa Bella Apartments, who can safely return to their home, to prepare to check-out by Tuesday, March 31st.  Please refer to the Instructions for Check-Out provided.


Students who have no other housing option will be accommodated to continue to live on campus.  This includes students who are:

·             From another country (international students)                                                  

·             Students who live in an area that is compromised       

·             Unable to travel due to self-isolation

·             In the foster care system

·             Primary residence is on campus


To request an exception, please submit the “COVID-19 Housing Exception Request” form by Tuesday, March 31, 2020.

Billing Adjustments and Refunds

The check-out process is the first step to identify requests for the unused portion of your room and board refund.  A Check-Out must occur to be eligible for a refund.  Rest assured that due to these extenuating circumstances, the $1,000 early termination fee will not be assessed.  Any charges relating to visible room damages will be offset against your $100 security deposit and refund.

To coincide with the date of Chancellor Milliken’s letter, room and meal plan charges will be incurred through March 17, 2020.  Dining Dollars will be based on actual amount spent.  Any room and meal plan charge adjustments will be posted to your student account. If you have a credit balance after the charge adjustments, a refund will be processed in accordance with university fiscal policies. 

I appreciate your patience and cooperation with this rapidly evolving situation. Please visit our Frequently Asked Questions available on our website.  Feel free to send any additional questions to

This is a unique and unprecedented situation that we are all facing together.  Please know that your health and that of our broader campus community remains our top priority.  We will continue to assess and communicate any changes necessary so please continue to check your UTRGV email accounts. 

Visit to stay updated with the latest information regarding coronavirus.

We look forward to having you stay with us again.  We hope your time away from campus will not be for long.  Stay safe!


Sergio Martinez
Director of Residence Life - Edinburg (956) 665-3439 Brownsville (956) 882-7191

Instructions for Check Out
Residents that are on campus and ready to return home:

If you are currently residing on campus, there is no need to schedule an appointment to check-out.  You can check out at any time.   

To simplify the process, we have an Express Check Out to speed up the process.  

  1. Complete the Express Check-Out form
  2. Place the completed form, room key and resident parking permit in the envelope provided.
  3. Drop off the envelope in the designated Drop Box.

Visit our website for step by step instructions and contact information if you have any questions or need assistance.

Residents that are NOT on campus but are able to safely travel to check out:

Please schedule an express-check-out appointment by clicking on the property that you are assigned to below.

Please make plans to arrive at your housing property at the scheduled time.  We will require adherence to the time slot for each resident in order to limit the number of people on campus and achieve social distancing objectives. 

If we know when you’re coming, we can schedule  to help you transport your belongings to your vehicle.

Residents who are NOT on campus and cannot return in areas due to travel or safety restrictions:

We do not want you to take any unnecessary risks to return to campus.  Rest assured that your personal belongings are safe and secure until such time you can safely return to pick them up.  Contact us at to coordinate pick up when you’re ready.

Please submit the Online Check-Out Form at your earliest convenience.