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Vacating Instructions | Bear Creek Apartments

45 Day Notice

You are required to give the Bear Creek Office 45-days notice before vacating your apartment. You can fill out the Intent to Vacate Form online. Even if you give more than 45 days’ notice or move out earlier than your contract end date, rent still continues until the end of the contract term.

It is mandatory that you check out at the Bear Creek front office on or before your contract end-date by 12:00 noon because your apartment will be rented to another resident.

All Move Outs

Please submit the Intent to Vacate online and official documentation of your reason for leaving to the Bear Creek office. 

Approved reasons include:

  • Graduation (need an enrollment verification form from the Registrar’s Office)
  • Study Abroad (need confirmation documentation that you accepted to be in the program)
  • An internship outside of 30 miles from campus (need confirmation documentation that you accepted to be in the program)
  • Withdrawal from the university (need a completed withdrawal form from Registrar’s Office or an enrollment verification form indicating you have no credits for spring semester)

Leaving for a reason other than those listed above is considered breaking the lease and could incur penalties. Please see the Bear Creek office with any questions!

Move-out Preparation Checklist

To help you prepare for a successful move-out, please review the move-out checklist

Final Check-Out

You may choose between three options for check-out

Option 1 – Standard Check Out

Bring your BuffCard to the office during Bear Creek office hours (9:00 am to 7:00 pm) and complete the required checkout form. Be sure to lock your bedroom door before departing your apartment for the last time—shortly after the front office staff has deactivated your BuffCard, a staff member will check your apartment for damages. You do not need to be present for room inspection unless you have a specific concern.

Option 2 Express/After Hours Check Out

Checkout forms will be available on the counter at the Bear Creek Office. Please fill out the checkout form completely, and slide your form under the office staff door. Be sure to lock your bedroom door before departing your apartment for the last time—a staff member will check your apartment for damages. You do not need to be present for room inspection unless you have a specific concern.

Option 3Accompanied Room Inspection

Schedule a final checkout and room inspection by calling the office or stopping by the office one week before move out. A staff worker will walk through your room with you at that scheduled time. This checkout will only be done during office hours when all of your belongings are moved out and your apartment/room is cleaned.

* You will not be allowed to re-enter the apartment after the checkout is complete. 

** You will have to return your UPS mailbox key during office hours and in person to the UPS store. If you do not return your UPS key, the UPS store will charge you a lock change fee. 

Vacating Deadline

Your BuffCard has to be deactivated by office staff by noon on your vacate date.

If you continue to occupy the apartment past the vacate date, you will be charged rent plus $200 liquidated damages for each day until the apartment is vacated.


Your $300 deposit will be transferred to the Bursars Office less any damage to appliances and/or furniture charges (as verified by your unit condition form), or damaged/dirty apartment charges. These charges will be deducted from your deposit. If said charges are greater than $300, the balance due will be sent to the Bursars Office. Please wait at least 45 days after move-out before inquiring about your security deposit refund to allow time for processing. Note that the method of deposit refund is determined by the arrangement you make with the Bursars Office.  

Personal Items Left In or Outside of Apartment

Please do not leave personal items for the next tenant. Personal property of the lessee remaining on the premises, including bicycles on bike racks, etc., following termination of occupancy shall be deemed abandoned in favor of the lessor, to be disposed of at our discretion. Charges will be made for removal of all items left in the apartment.

Excess Charges

When charges against a unit exceed the amount of deposit, the amount owed will be sent to your Bursars account with the university. If payment is not made in a timely manner the resident’s name is placed on the university debt file list. This action denies a student’s registration, transfer of credits or graduation until the amount due is paid. Additional charges deducted from your deposit may include rent, cleaning, missing room and mailbox key, lock change(s), lost permit(s), etc.

If you have questions regarding your refund or payment please contact the Bear Creek office at 303-735-2275.


If there are any questions, please direct them to the Bear Creek office at 303-735-2275.  

Please do not drive on sidewalks or grass during move out.

Thank you and good luck at your new residence!

Intent to Vacate Form