Early Arrival Information
Is it OK to Arrive Early?
Some students must move-in early for various reasons: athletic and leadership involvement, working on campus, or personal reasons. Students must be approved to move in earlier than the official opening of the residential communities. There are two different types of early arrival requests we receive from students. It is imperative you indicate on the early arrival request form which category you fall within to ensure appropriate billing .
What buildings cannot request early arrival and why?
University Village - Each year two of the University Village buildings are designated for summer renovations. Contractors have two months to complete all renovation work. Two months is a very tight schedule to repaint apartments, hallways, re-tile floor, lay carpet and repair walls. In addition to the two buildings being renovated, the remaining buildings are on a 11 ½ month agreement period. As a result, Facility Services will have two weeks to clean and repair vacant spaces.
Nusbaum Apartments - Some occupants from the prior year agreement period are permitted to live in Nusbaum for part of the summer while taking summer classes. The turn around time between students moving out and new students moving in is about 2 weeks. Facility Services needs two weeks to clean and repair the vacated apartments.
Powhatan Village - Summer camps are housed in Powhatan Village during the summer. Facility Services has a very quick turn around time between when the summer camps move out and your arrival to get apartments cleaned and repaired. Additionally, residence hall staff do not return to Powhatan Village until 2-3 days prior to the opening. During that time, the staff are in training preparing for the August 1st opening.
Dominion House - This building is currently being built. Housing & Residence Life anticipates a turnover date from the construction company on August 10th. As a result, we need a few days to inventory furniture and prepare the building for your arrival. Additionally, residence hall staff are in training preparing for the August 15th opening.
Virginia & Ireland House - These buildings are being used for summer school housing. Summer school sessions end very closely to the scheduled fall opening date for the residence halls. Facility Services will need time to clean and repair rooms in between summer school and fall opening.
What are Individual or Personal Requests?
These may include parents' or student's work schedules conflict with official opening and international or other travel limitations. Unless you are with an approved group, the earliest you can request arrival is for Friday, August 21, 2009.
· Students must submit their request and be approved.
· Students must arrive during the pre-set arrival times.
· Students approved to move in early will be charged a per day housing rate of $25.00.
· Hall staff are in training on these dates. Normal service levels (front desk, mail services, and security) will be limited.
· Fall meal plans will be activated Thursday, August 27, 2009.
· It is considered a privilege to move in early. Students will still be responsible to Old Dominion University and Housing and Residence Life Policies. Violations are referred to the Office of Student Judicial Affairs.
· 24 hour quiet hours are in effect in the residence halls during early arrival periods.
· Visitation is prohibited until the residence halls officially open.
Please Note: Some of our residence halls are occupied by summer camps and/or summer school students. As a result, you may not be approved to arrive early because your room is being occupied. If you are approved to arrive early in a building where summer camps or school is housed, your room may not be cleaned and/or have room repairs completed. Our Facilities staff work quickly and efficiently to have residence halls prepared for the scheduled openings but are unable to maintain the same standards for early arrival students due to the quick turn around between check outs and check ins.
What are Group Requests?
Some sports teams and leadership groups begin training in early to mid-August and are required to return to campus. Group sponsors/coaches must submit the names of the student's they are sponsoring to Housing & Residence Life by Friday, July 31, 2009. Additionally each student with a sponsored group individually must enter their request for early arrival at least two business days prior to their requested check in date.
Coaches/Sponsors
Your early arrival list must include the following:
· First and last name of student (no nicknames)
· UIN
· Date of arrival
· Department name/group
· Who will be paying early arrival fee (student/sponsoring department.) If the sponsoring group is paying the early arrival cost, please provide the budget code to charge the fee to.
How do I request to arrive early? (Both individual and group requests)
Please click the link to access our Early Arrival Database. Every student attempting to arrive to campus prior to their scheduled check-in time must complete this form. All requests must be submitted no later than Friday, August 16, 2009. If you are with a sponsored group, your request must be submitted at least two business days prior to your requested check in date.
Additionally, if you part of a specific group (football, soccer, band, ROTC, etc.), each individual student will need to submit their name and information through the database. Your sponsor/coach is required to submit a list to the Office of Housing & Residence Life of approved early arrivals with the budget code to be charged before you will receive notification from our office you have been approved to arrive early. Attention: Sponsors & Coaches - Group lists should be submitted to the Housing & Residence Life by Friday, July 31, 2009.
Why is moving in early such a big deal?
1. BUILDING READINESS
Having our buildings ready for a student to move in is very important. Sometimes summer projects and repairs are still in process or have had to wait until the end of summer, after summer conferences/school ends to be completed. Additionally, residence hall staff are working hard to put the building's theme into motion for opening. Having these things accomplished prior to people moving in, makes for a smoother opening for everyone.
2. STAFFING
The Housing & Residence Life team are in training throughout August and do not have the ability to manage large amounts of residents in the buildings prior to the official opening dates. Our staff members need to be able to focus their energy on helping to create a great community. In order to do so they must complete training, which will then help support that community.
Early Arrival Check-In Location and Times
Approved students must arrive during the pre-set times. If a student fails to arrive between these hours, there may be a delay in the check-in process. Students will receive an email when their check in time has been approved indicating their scheduled check in day, time, and location.
All early arrivals can check in and pick up their room keys the University Village Office from 10a.m.-4p.m. daily.
What are key things I should know when arriving early?
· Students must submit their request and be approved.
· Students must arrive during the pre-set arrival times.
· Students approved to move in early will be charged a per day housing rate of $25.00. Students arriving with a pre-approved financially sponsored group/athletic team will not be individually billed by OHRL.
· Hall staff are in training on these dates. Normal service levels (front desk, mail services, and security) will be limited.
· Fall meal plans will be activated Thursday, August 27, 2009.
· It is considered a privilege to move in early. Students will still be responsible to Old Dominion University and Housing and Residence Life Policies. Violations are referred to the Office of Student Judicial Affairs.
· 24 hour quiet hours are in effect in the residence halls during early arrival periods.
· Visitation is prohibited until the residence halls officially open.
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