Update regarding housing refunds, rebates, and credits

Mar 29, 2020
COVID-19 graphic

The health and safety of our students, faculty, and staff is our top priority. Visit our webpage for resources and additional information.

Dear Students,

Florida Poly’s highest priority is the health and safety of our community. As the COVID-19 crisis rapidly evolves, and in accordance with guidance from local, state, and federal officials, we have important and timely new instructions to share with our on-campus residents. We deeply appreciate your continued patience, cooperation, and understanding as we work together to protect our campus and the surrounding community.

We have developed the following plan to complete a safe and orderly move out for those students who are able to do so. As always, we will work with any residential student who does not have another suitable option for housing so that the resident can remain in campus housing.

In order for the plan to work smoothly, we divided residential students into two categories:

  1. those who are physically present on campus at this time and
  2. those who are not physically present on campus at this time.

Please see the category below that describes your situation for specific instructions.


Chartwells Higher Ed is the company that owns the dining services. The University is working with this company to establish a refund, rebate, and credit structure for students who are no longer able to use their meal plans due to the COVID-19 crisis.

VC FPU Housing LTD, the company that owns the residence halls, with its management company, Coastal Ridge Real Estate, is developing plans for issuing refunds, rebates, and/or credits to students who have chosen to relocate from the residence hall due to the COVID-19 crisis.

This memo specifically addresses housing refunds and process. A separate memo on dining meal plan refunds will be distributed when information is available.

Housing refund structure

Except for those who have chosen to stay in the residence halls and have (as required) signed the “Students Remaining on Campus” form, Coastal Ridge Real Estate will end all residents’ current housing agreements and issue a credit or refund for rent from Monday, March 30, through the remainder of their housing agreement.

VC FPU Housing LTD and Coastal Ridge Real Estate are currently developing plans for issuing refunds, rebates, or credits to students who may no longer be able to utilize their residence hall. Coastal Ridge Real Estate will be working with students to determine the most expeditious process for settling resident’s accounts. As you can imagine, with social distancing being practiced as well as most staff working remotely, the process of room inspections and final account reconciliation will require more time than usual.

Please note, VC FPU Housing LTD and Coastal Ridge Real Estate will require that all belongings be removed from your room before your account will be settled. Please see the information below on returning to campus to collect your belongings.

Residents who are physically on campus at this time

Residential students who have chosen to remain physically on campus, please continue to maintain social distancing practices and make conscious choices to stay healthy.

Paul Carey, assistant director of residential life, is available on campus and will be on campus until the end of the semester. To ensure there is no confusion, Paul is a University employee. VC FPU Housing LTD contracts with the University to have Paul lead residential life experiences on campus.

Those residents who have chosen to remain on-campus may need to relocate from their current room to another building or area of campus later in the semester, to be determined; however, their current housing rate will remain the same.

Move-out for residents still on campus

Buildings will be available for move-out for current residents until 8 p.m. on Sunday, March 29. Please note, the date previously given was Saturday, March 28. After careful conversations with VC FPU Housing LTD and Coastal Ridge Real Estate, the 28 has been changed to the 29, and this allows students on campus to have one more day to make their determination of staying on campus or leaving.

Residents who are physically off-campus at this time

All students not physically residing on campus as of 8 p.m. on March 29, are discouraged from returning to campus until they receive an approved move-out date and time.  These move out dates will be between Friday, April 10 and Saturday, May 2 (subject to change). To maintain social distancing practices on campus, residents who are returning to campus may only move-out during an approved date and time.

Our intention is to start to allow residents to return to campus and move-out beginning on Friday, April 10.

However, we understand that some students who are currently physically off campus may need to clear out their belongings prior to Friday, April 10. If this is the case, please contact Paul Carey to schedule a move-out time. These move-out times will be carefully coordinated to prevent any spread of COVID-19.

Residents who are physically off campus at this time must schedule, by email to Paul Carey a move-out date and time, preferably after April 10.

Move-out process

All residents must be moved out of the residence hall by 5 p.m. Saturday, May 2. Please follow the steps below for a successful move-out.

Schedule Your Move-Out Time

  • Email Paul Carey to select your move-out time.
  • Move-out times are available from 9 a.m.-5 p.m. each day.
  • Move-out times will be carefully coordinated to limit the number of persons in the residence hall, and will always require careful social distancing.

Residents who have left and/or cannot return to campus

If you have already moved your items off campus, you will not need to return to campus to check-out. Please mail all keys to the following address and be sure to obtain a tracking number from your shipping carrier and use a padded envelope.

Florida Polytechnic University Housing
Attn: Coastal Ridge Real Estate, Phase One 4700 Research Way
Lakeland, FL 33805

If you canceled your housing agreement after Friday, March 13, your cancellation fee will be re-evaluated based on this new information.

If you cannot return to campus and/or are sick, please discuss move-out options with Florida Poly Residence Life. Please contact Paul Carey to coordinate the details.

Thank you for your patience and cooperation during this unprecedented time. We deeply regret that your on-campus experience has been cut short and the inconvenience that these changes have caused you. Florida Poly’s highest priority is the health and safety of our students, and we are making every effort to support you. We look forward to having you back on the Florida Poly campus in the future.

Stay healthy,


Dr. Randy K. Avent


Lydia Guzman
Director of Communications