May 23, 2024

Requests for Early Arriving Students Due 7/18

August move-in information for University on-campus residences may be viewed at Below is information for sponsors wishing to bring residential students back to campus early.  Last year, there were 750 students living on campus earlier than general move-in. Students typically expect services and offices to be up-and-running even though the campus community is bustling with training, orientations, preparing for the new semester, and other opening activities, in addition to everyday operations.

There is no charge for early arrival housing if a student is sponsored by a University department for a valid reason. It is very important, therefore, that you sponsor only the students you need to arrive early. Campus employees should not grant permission to students who call or e-mail asking to come back early – there should be a real need for the early arrival. Students sponsored to come to campus early should be granted early access approval because it is vital to fulfill a purpose, to provide a service, or to be a part of a program. With the ending of summer conferences, the transition from summer campus housing, and the early arrival of students, Facilities Services and many others have a great deal of to accomplish to adequately prepare the campus residences.

Sponsors must e-mail their Early Arrival Spreadsheet (available at URL to Kari Gent at no later than Thursday, July 18. To complete the spreadsheet, each sponsor will need to know the information below for each residential student arriving early to campus.

  • Student’s Banner ID number
  • Student’s name
  • Student’s arrival date (the date getting key and settling-in)
  • Sponsor’s name, e-mail address, office phone number, and emergency contact phone number

Early arrivals will not be permitted on campus before Wednesday, August 14 at 2:00 pm. Students currently living on campus will move from their summer campus housing locations to their permanent fall housing assignments on Tuesday, August 13. The date the sponsor should indicate their students should arrive needs to allow for unloading and unpacking of belongings (typically, one day earlier than the start date of the program or activity).

Moving In
Sponsors need to be in touch with early arrival students regarding when they can move in, how to get their keys, what meals will be provided, behavioral expectations, and other important details. Students arriving early to campus will need to check-in at the Eagle Landing desk between 9a.m. and 7p.m. Upon receiving their keys, students must complete a behavioral contract and sign a roster indicating receipt of their key.

Sponsors providing meals for early arrivals should pay for meals in the dining hall until the meal plan begins. Residence Life will not coordinate meal needs. Sponsors must coordinate with Sodexo’s Leslie Jacobs (see to coordinate a catering contract to cover any student dining needs; a detailed list of the students being sponsored would then need to be emailed to Leslie Jacobs and Patty Land for EagleOne card programming. All sponsors should make it clear to students whether meals will be provided to them to manage expectations upfront.

For more more information, contact Matt Troutman, Associate Director of Residence Life for Operations and Housing, at

About Brynn Boyer

Brynn Boyer is assistant director of media and public relations and a 2010 graduate of UMW.