• Post Check-Out Billing
• Room Inventory Process
• Damage Billing Charges
• Other Resident Billing Charges
• Communication of Charges
• Appeal Process
• Spring 2024 Timeline

Post Check-Out Billing

Students will receive a post-check-out billing notice via email if the College notes damage(s) or missing College property from their housing assignment, and/or for any College policy violation(s) noted after check-out. Below is important information regarding this process.

Room Inventory Process

As residents check in to their housing assignments, the hall office staff sends each resident student an email containing their Room Inventory Report and directions to communicate discrepancies with their report.

Residents also sign a Check-In Agreement form, used to communicate and record that the resident is informed about the Room Inventory process. Each resident was given up to 48 hours to review their Room Inventory report to ensure that it is completely accurate.

Resident students are billed for damage to Ramapo College property and/or for missing Ramapo College property that occurred after checking into an on-campus housing assignment until the time they check out.

Responsibility for damage and/or missing College property is determined using the Room Inventory form, given to the student upon their check-in to their housing assignment.

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Damage Billing Charges

The residence hall office staff determines charges based on the cost information provided by the Office of Facilities.

The Office of Facilities’ damage billing cost information is based on replacement prices furnished by the product manufacturers and/or repair prices, which include typical labor fees and shipping costs. Some costs may appear exorbitant for a single item because the cost per item is often increased when purchasing significantly smaller quantities than originally purchased by the College.

Damage charges will be divided among the occupants of the housing unit unless the individual person(s) responsible have been identified. If you are claiming individual responsibility for a particular damage, you must email your specific hall email address indicating responsibility.

Payment is due upon receipt of the billing notice. Failure to pay charges posted to the student account prevents continued business with the College, including registration, requests for transcripts, etc.

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Other Resident Billing Charges

Resident students may also be assessed charges not related to their Room Inventory, including any applicable lockout fines, improper check-out fines, inspection fines, etc.

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Communication of Charges

Resident students should expect to receive an email sent to their Ramapo College email address.

It is the resident’s responsibility to check their student bill for post-check-out billing whether they receive an email regarding damage billing charges or not.

Failing to review the billing email in time to submit an appeal for charges will not extend the required response deadline and late submission may not be considered. Residence Life works closely with the Office of Student Accounts in order to meet an expectation of when to post charges to student accounts.

Students may contact their specific residence hall office via email if they see a charge on their student account from Residence Life that they are unsure about.

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Appeal Process

If you feel as though you have been incorrectly charged, there are steps you can take to bring any errors to our attention and to help us ensure that your billing is fair and accurate. Appeals will not be accepted or considered after the deadline (see timeline).

Each student is responsible for submitting their own appeal via their Ramapo email address. A student may not appeal on behalf of their roommate(s). Appeals are not accepted over the telephone. For example, if there are four residents, each must submit their appeal individually.

All appeals will be reviewed after the appeal deadline. Appeal decisions will be sent to each student’s Ramapo email address.

If you appeal and it is denied, payment is due on the date of the appeal denial notice.

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Spring 2024 Timeline

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