Housing & Residence Life
Early Arrivals
2009 Policies and Procedures
What is an Early Arrival?
"Early Arrivals" are students who are granted permission to move into their on-campus housing assignments before their designated check-in dates. The designated check-in day for freshman will be Friday, August 21, 2009. The designated check-in days for upperclassmen will be Sunday, August 23, 2009 through Tuesday, August 25, 2009. All students who wish to move into the residence halls or apartments before these dates must have their requests approved by Housing and Residence Life.
Who is granted permission to return to campus early?
For the most part, only students in three types of groups are allowed to move in early:
1) Students who participate in campus organizations that are helping with Orientation,
2) Students who are working for a campus office and are required to go through an early training, or
3) Athletic teams that require their early arrival for team practices or games.
These students are typically required to return early for practices, planning meetings, rehearsals, or games. These groups must request permission to be early arrivals according to the guidelines listed below.
A very small number of individual students may also be granted permission to move in early. Individuals will only be granted permission to move in early if they have extremely special circumstances that require them to move in before their designated check-in days. These individuals must request permission to be early arrivals according to the guidelines listed below.
How do I receive approval to be an Early Arrival?
GROUP REQUESTS
Important Dates
· April 15, 2009 Early Arrival Request Forms Due
· May 1, 2009 Early Arrival Rosters and Contracts Due
· July 10, 2009 FINAL Add/Drop date for arrival rosters due to Associate Director
of Residence Life
· July 17, 2009 All Early Arrival students notified about check-in times and
locations
· August 14, 2009 Summer Session Housing closes
· August 21, 2009 Housing officially opens for freshmen move-in day
· August 23-25, 2009 Housing officially opens for returning students
Procedures for Group Requests
In order for a group to receive permission to move in early, the group coordinator must submit the Early Arrival Group Request form by April 15, 2009. A Housing and Residence Life official will then review the request and determine whether or not the group will be allowed to move in early. Group coordinators will also be asked to determine a primary and secondary move-in date. If the primary request cannot be met, Housing and Residence Life will attempt to meet the secondary request.
If approved, the group coordinator MUST provide Housing and Residence Life with the following by May 1, 2009:
1) An accurate roster (Open, save to your desktop, complete, and email as an attachment to Dr. Brad Harmon. All forms must be filled in completely for each student. IT MUST BE EMAILED).
2) A signed Early Arrival Group Contract (Open, print, completely and send via campus mail to Dr. Brad Harmon in Housing and Residence Life).
3) On the roster, please include the reason for why each student needs to return to campus early. It is imperative that the number of students being requested be kept to the BARE MINIMUM.
4) These must be received no later than May 1, 2009 in order to be processed in time for Summer 2009. Additionally, an add/drop date exists in event that group coordinators wish to change their rosters. The final day to submit additions to rosters is Thursday, July 10, 2009.
INDIVIDUAL REQUESTS
In order for an individual to receive permission to move in early, he or she must submit the Early Arrival Individual Request form no later than 12 business days prior to the requested arrival date. A Housing and Residence Life official will review individual requests and determine whether students will be granted permission to move in early. The decision of the Housing and Residence Life official will be FINAL.
If approved, the individual MUST provide Housing and Residence Life with their payment before receiving their keys (see guidelines below). There is a $35.00 nightly fee for arriving early as an individual. THIS IS CHARGED TO EVERYONE.
In order for the individual's request to be considered, the individual must feel out the request form COMPLETELY. Each field must be completed, including the requested dates and the fall assignment with the room number.
Please note the section above on "Who is granted permission to return to campus early?" for specific information about the parameters for returning to campus early.
What is the purpose of the Early Arrival Group Contract?
The contract allows Housing and Residence Life to hold group coordinators accountable for the actions of their group members during the Early Arrival period. By signing the contract, a group coordinator agrees to uphold Early Arrival policies and procedures and commits to pay any assessments that are levied against his/her group. Assessments may be made for the following reasons:
- A student lost his/her key ($35.00 per key)
- A student failed to check-in during the designated time ($25.00 per student)
- A student failed to check-out of temporary housing on time ($25.00 per student)
- Any policy violations that occur during the Early Arrival period (varies according to violation)
- Furniture/Room damages (varies according to damage)
- Allowing an unapproved roommate to move in early ($35.00 per day for the student who allows; $50.00 per day for the student who moves in without authorization)
Please note: Students who move in early without authorization are subject to a $50.00 assessment per day!
Do individual Early Arrivals have to pay a deposit?
Individual Early Arrivals do not have to pay a deposit. However, they are required to pay a nightly fee, as they would for a hotel. The fee is $35.00 per night. This money will NOT be returned to the student after the Early Arrival period is over. Students are required to make payment (cash or check) at the Housing and Residence Life office before they move into their rooms. Additional assessments will be made for the following reasons:
- A student lost his/her key ($35.00 per key)
- A student failed to check-in during the designated time ($25.00 per student)
- A student failed to check-out of temporary housing on time ($25.00 per student)
- Any policy violations that occur during the Early Arrival period (varies according to violation)
- Furniture/Room damages (varies according to damage)
- Allowing an unapproved roommate to move in early ($35.00 per day for the student who allows; $50.00 per day for the student who moves in without authorization)
Please note: Students who move in early without authorization are subject to a $50.00 assessment per day!
Once I have been approved as an Early Arrival and have paid my deposit/payment, what procedure do I follow for moving in early?
When your Early Arrival request is approved, a Housing and Residence Life official will designate a date and time in which you must pick up your keys from the appropriate office. If you do not come during your designated time, you will be assessed $25.00 and will have to wait until the office is open again to pick up your keys.
What if I cannot check in during my designated check-in time?
If you are unable to check in during the time designated for your group, you must contact your group coordinator. The group coordinator will work with the Housing and Residence Life Office to accommodate your needs. However, if you do NOT let us know that you are unable to check in during your designated time, your group will be assessed $25.00.
If you are an individual Early Arrival and cannot check in during your designated time, you must contact Dr. Brad Harmon in Housing and Residence Life. If you do NOT contact the Housing and Residence Life Office, you will be assessed $25.00 for failure to check in during your designated time.
Will Early Arrivals move directly into their fall assignments?
Beginning in fall, 2008, we will make every effort to accommodate Early Arrivals into their fall assignments. However, there may be cases where we cannot place someone directly into their fall assignment due the summer housing, summer camps, and summer conferences. In this event, we will put that student in a temporary housing assignment until their room becomes available.
Who do I contact if I have questions?
Please contact Housing and Residence Life at (864) 294-2092 if you have any questions.
Please note: Arriving back to campus housing early is a privilege and is not guaranteed. Also, the University does not officially open for the academic year until Friday, August 21, 2009 with the start of Orientation week. As such, please be aware that campus dining facilities may not yet be open and campus programs will not yet have started. Housing and Residence Life is not responsible for providing dining or entertainment options for students arriving early. |
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