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Monday, March 23, 2020

 

 

WHAT TO EXPECT AT MOVE OUT

Before you arrive

Please arrive during your scheduled time. If you come at a time other than your chosen time, you will not be granted access to the building.  We are required to limit the number of people in our facilities based on CDC guidance and a directive from the Kansas governor.

A resident may bring along no more than two people to assist with moving out. This helps control the number of people in the building and maintains appropriate social distancing.  

To assist with move out, you should bring:

  • Your KUID card and room key.
  • Packing materials: consider packing boxes, tape, and plastic trash bags for miscellaneous items or clothing.
  • Personal protection measures if you wish: Clorox wipes, hand sanitizers, gloves.
  • You may also consider a dolly or cart to speed up your move out.

Once you arrive, you will have two hours to pack your belongings and get them out of the building to your vehicle. Time limits will be strictly enforced to limit the number of people in the building to ensure appropriate social distancing.

Where to park

You may park in any parking lot that is close to your building. No parking permit is needed and no tickets will be given to anyone parked in a designated parking stall. However, do not park in a fire lane and do not park in a handicapped accessible space without the appropriate credentials.

Arrival at your building

All KU Student Housing personnel can be identified by a name badge and will be able to help.

When your check-in time arrives, expect to wait outside the front door until a staff member is able to allow your entrance.

Check-in at the table inside the front door will consist of showing your KUID card to the staff member. They will verify your name against a prepared move-out register and give everyone a sticker to wear to identify you as part of the scheduled move out. Residents will pick up the Express Check Out form and read its instructions.

Residents may use any access points of the building to exit and load vehicles; however, doors may not be propped open.

Please plan to take all of your belongings with you. If you leave any items, they will be considered abandoned property. If you have items you no longer want or wish to donate, please take them with you and plan to donate them once you arrive at your final destination. This is also an effort to combat the potential spreading of the virus. 

You do not need to clean your room. Just remove any trash and dispose of it.

Check-out

Once everything in your room is packed and taken out of the building to your vehicle, return for a final time to the check-in table to finish your move-out.

You will be asked to turn in your updated forwarding address from the Express Check Out form and the staff member will check you out of the room management computer system. You will be asked to insert your room key in an envelope, staple the Express Check Out form to it, and drop both into a box located at the desk.

Check your mailbox to gather any mail. Any mail that comes after your move-out date will be forwarded as time allows, but it may be several weeks. If you’ve ordered a package sent to your KU address, know that carriers operate with varying processes, so check with your carrier, such as Amazon, FedEx, or UPS. Some carriers do not allow KU Student Housing to return or forward a package, and will place that responsibility back on the recipient.

Thank you again for your patience and flexibility. None of us wanted your experience living in KU Student Housing to end this abruptly. We hope that you will be able to complete your academic coursework remotely and that you will be safe and healthy as we all deal with this global pandemic. We look forward to better days and to the return of the Jayhawk nation to Lawrence.

 

 

 

See this page for university-wide announcements regarding coronavirus, including travel restrictions from California, Florida, Illinois, Massachusetts, New York, Oregon or Washington or certain Colorado counties.

The information below is for housing-specific updates or click the FAQ link below.

Frequently Asked Questions

May students who remain on campus gather in common areas or public spaces?

Students who remain in housing must abide by the contract policies and regulations, as well as those in the KU Student Housing Handbook. Here is a brief reminder of other student housing operational changes during the remainder of the spring semester:
Based on current guidance from the Centers for Disease Control (CDC) and Kansas Department of Health and Environment (KDHE), new processes were implemented.

  • No gathering of groups in floor lobbies and other common area spaces.
  • No guests will be permitted, as the Student Housing guest policy will be suspended during this time.
  • Recreational equipment such as pool or ping pong tables will not be allowed to be used.
  • Recreational spaces such as fitness rooms, hall kitchens, music rooms, and study rooms will not be available for use.
  • Maintain a distance of six feet from others and limit interaction in spaces such as community bathrooms and laundry rooms. Residents will be expected to practice social distancing, which has been shown to slow a disease outbreak. This means reducing the number of times and places people gather in large numbers.

Will KU refund the remainder of the year’s housing cost?

KU is working to determine how to best address the financial components for the campus, including refunds for housing and dining. Once a decision is made, KU will update the website. We know this is an important issue for our residents and families, and will share available information through an email to residents.

I heard that Douglas County issued a stay-at-home notice. Is that true?

KU is located in Douglas County Kansas, and the county health department has issued a stay-at-home order. It is effective at 12:01 a.m. on March 24. KU Student Housing is being allowed to continue to facilitate scheduled move out for our residents. If you have a scheduled appointment for move-out and believe that you can still safely leave your house to return to KU—please make your own decision and know that you’ll still be able to move out at your designated time. Please note that information changes daily. However, as of March 23, we have been told that people can generally still travel for essential reasons and until a state’s governor or the president issues a full shelter-in-place.

I moved out early, but still have my key. What do I do?

You can return your room key without returning to campus. Please put your room key in a padded envelope (it must be a padded or bubble envelope, otherwise the key will be removed when processed through the US Postal Service). To avoid having a card or sticky note get misplaced when the mail is opened, please use a full-size, 8 1/2 x 11 sheet of paper to convey the following information:

• Your name (first and last)
• KU ID number
• Building
• Room number
• Date you moved out
• And explanation that you have removed all of your items out of your room but were unable to return your key.

Mail the envelope to: KU Student Housing 422 W. 11th St., Suite DSH University of Kansas Lawrence, KS 66045
 

Any highlights about checking out that I should remember?

Yes: Please don’t arrive before your scheduled time. You will be asked to wait outside until a staff member checks you in at the building front door.

Additionally:

  1. A resident may bring along no more than 2 people. This helps control the number of people in the building and maintains appropriate social distancing.
  2. Once you arrive, you will have 2 hours to pack your belongings and your vehicle. Time limits will be strictly enforced to limit the number of people in the building to ensure appropriate social distancing.
  3. During the 2 hours you’re here, no parking permit is needed. However, you must park in a designated parking stall. Do not park in a fire lane. Do not park in a handicapped accessible space without the appropriate credentials.
  4. After your vehicle is loaded, complete move out by turning in your key, gathering any mail you’ve received, and departing.

To assist with move out, you should bring:

  1. Your KUID card and room key.
  2.  Packing materials: consider packing boxes, tape, and plastic trash bags for miscellaneous items or clothing.
  3. Personal protection measures if you wish: Clorox wipes, hand sanitizers, gloves.
  4. You may also consider a dolly or cart to speed up your move out.
You do not need to clean your space during move-out, except to dispose of trash. Rooms will be inspected once all residents have moved out, and only major damages will be charged.

 

I need to change the move-out time I selected. Can you help? If you are e-mailing to change your move-out time, ensure your message, at minimum, contains:

  • Student first and last name
  • Phone number
A staff member will call students to coordinate changes to move-out times. If your previous e-mail did not contain the student name and a phone number, send a follow up e-mail with the information. Please note, staff will be calling from a 785-864-XXXX phone number.

 

Friday, March 20 4:30 p.m. - Submit new survey

This email was sent to KU Student Housing residents with an active link to the survey.

Dear KU Student Housing residents,

Yesterday, March 19, we notified you that we cancelled all scheduled move-out times because the technology behind the survey failed. The new move-out survey has been tested and is ready for students to access.

You must click this link and submit the new survey to schedule a move-out time.

In this survey you’ll choose a course of action, depending on your situation:

  1. You are available to return to campus and ready to schedule your move out.
  2. You are available to return to campus but moving out during the times listed for your building could put your health at risk and you require a special appointment.
  3. You are away from campus and unable to return for move out because of travel restrictions or other circumstances. For the health and safety of our community, you will not be able to return to campus if your state has issued a stay-at-home order or you have traveled through one of the areas that KU previously restricted from campus, including California, Florida, Illinois, Massachusetts, New York, Oregon or Washington or the Colorado counties of Eagle, Summit, Pitkin or Gunnison.

For the second and third situations listed, you will not be required to return to Lawrence at this time. We'll work individually with you in the coming weeks to arrange a later time once travel precautions and community quarantines have lifted.

Before you select your move-out date and time, here are important details:
  1. A resident may bring along no more than 2 people. This helps control the number of people in the building and maintains appropriate social distancing.
  2. Once you arrive, you will have 2 hours to pack your belongings and your vehicle. Time limits will be strictly enforced to limit the number of people in the building to ensure appropriate social distancing.
  3. During the 2 hours you’re here, no parking permit is needed. However, you must park in a designated parking stall. Do not park in a fire lane. Do not park in a handicapped accessible space without the appropriate credentials.
  4. After your vehicle is loaded, complete move out by turning in your key, gathering any mail you’ve received, and departing.

To assist with move out, you should bring:

  • Your KUID card and room key.
  • Packing materials: Consider packing boxes, tape, and plastic trash bags for miscellaneous items or clothing.
  • Personal protection measures if you wish: Clorox wipes, hand sanitizers, gloves.
  • You may also consider a dolly or cart to speed up your move out.

You do not need to clean your space during move-out, except to dispose of trash. Rooms will be inspected once all residents have moved out, and only major damages will be charged.

It is vital that the move-out process be orderly and structured to protect everyone. Thank you again for your understanding and flexibility as we work to safely coordinate this move-out process.

Sincerely,
KU Student Housing

Thursday, March 19 5:15 p.m. - Check out slots overbooked; new survey will be sent

This message is being sent to all KU Student Housing residents. If you have already checked out of Student Housing or completed the online exemption request, take no further action.

March 19, 2020

Dear KU Student Housing resident,

On Wednesday, March 18, we asked you to complete an online survey to schedule a move-out date. Unfortunately, the technology behind the survey failed, resulting in overbooking certain time slots.

As a result of this technology failure, we must cancel all previously selected move-out appointments from yesterday’s survey and ask you to complete a second survey. We are truly sorry for this, and again, we sincerely apologize.

Here is what you need to know:

  1. We are currently working to correct the move-out scheduling survey.  We will need students who previously responded to do so again.  We will send another email with the new link once it’s available by tomorrow afternoon, Friday, March 20.
  2. Do not come to campus on the day and time you previously selected. You will not be allowed in the building. You will need to schedule again. Please understand, CDC guidance and a directive from the Kansas governor limits the number of people who may enter our buildings. Be assured – everyone will have an opportunity to move out as soon as we can safely manage the process.
  3. AND selected a time for Friday, March 20, or Saturday, March 21, please make another appointment for move out with this special email account instead of the main housing account. We will make every effort to respond this evening.
  4. If you live within a few hours of KU—we really hope we can ask for your help and understanding if the survey failure means you no longer have one of the first move-out slots. We are all in this together as a community, and if we can help long-distance travelers who are already in route to Lawrence, that would benefit everyone.

Again, we apologize for the survey error, and we appreciate your understanding. Our first and foremost concern is for your safety and that of our staff and residents who must remain on-campus during this time. We understand how stressful this is for residents and their families, and we are committed to doing everything we can to work through this moment with you.

Sincerely,
Sarah Waters, Director
KU Student Housing

Wednesday, March 18 4:15 p.m. - Submit survey to move out

This is the complete text of the email sent to all KU Student Housing residents:

Dear KU Student Housing residents,

This message is being sent to all KU Student Housing residents. If you have already checked out of Student Housing or completed the online exemption request, take no further action.

Given yesterday’s decision by KU to hold only on-line classes the remainder of spring semester, KU Student Housing restricted access to all facilities and will close all buildings through a phased move-out process designed to protect the health and safety of students and staff.

If you are among the over 3,500 residents currently away from campus, you must complete this survey.

In this survey you’ll choose a course of action, depending on your situation:

  1. You are available to return to campus and ready to schedule your move out.
  2. You are available to return to campus, but moving out during the times listed for your building could put your health at risk.
  3. You are away from campus and unable to return for move out because of travel restrictions or other circumstances. (For example: you are in a quarantined state or area, out of the United States, etc.)

    CLARIFICATION of #3: KU is restricting domestic travelers from campus who have traveled and spent time in California, Florida, Illinois, Massachusetts, New York, Oregon or Washington from March 1 on, or visited Eagle, Summit, Pitkin or Gunnison counties in Colorado from March 8. You will not be able to return to campus if you traveled in these areas. We will work with you once this restriction is lifted.

For the second and third situations, KU Student Housing will work with you on a case-by-case basis. You will not be required to return to Lawrence at this time.

Before you select your move-out date and time, here are important details:

  1. A resident may bring along no more than 2 people. This helps control the number of people in the building and maintains appropriate social distancing.
  2. Once you arrive, you will have 2 hours to pack your belongings and your vehicle. Time limits will be strictly enforced to limit the number of people in the building to ensure appropriate social distancing.
  3. During the 2 hours you’re here, no parking permit is needed. However, you must park in a designated parking stall. Do not park in a fire lane. Do not park in a handicapped accessible space without the appropriate credentials.
  4. After your vehicle is loaded, complete move out by turning in your key, gathering any mail you’ve received, and departing.

To assist with move out, you should bring:

  • Your KUID card and room key.
  • Packing materials: consider packing boxes, tape, and plastic trash bags for miscellaneous items or clothing.
  • Personal protection measures if you wish: Clorox wipes, hand sanitizers, gloves.
  • You may also consider a dolly or cart to speed up your move out.

You do not need to clean your space during move-out, except to dispose of trash. Rooms will be inspected once all residents have moved out, and only major damages will be charged.

It is vital that the move-out process be orderly and structured to protect everyone. We know how challenging this has been for on-campus residents whose time on KU’s campus ended so suddenly. Thank you for your understanding and flexibility as we work to safely and quickly coordinate this move out process.

Sincerely,
KU Student Housing

Tuesday, March 17 12:15 p.m.-Building access restricted; move out process in planning stages

This is the complete text of the email sent to all KU Student Housing residents:

Dear KU Student Housing residents,

>Given the decision by KU to hold only on-line classes the remainder of spring semester, KU Student Housing will restrict access to all housing facilities, effective immediately, and close all facilities through a tiered process beginning March 20, 2020. 

The move out process will be conducted in stages and extend through a 21-day period to protect the health and safety of students and staff. First priority for move-out will be given to the students currently living in KU Student Housing who stayed over spring break or returned to Student Housing from spring break. After that move-out, residents currently away from campus will schedule a specific day and time to move out to allow for appropriate social distancing in our buildings and to limit the number of people on campus.

Residents Currently On-Campus

By Friday, March 20, residents currently staying in Student Housing (residence halls, scholarship halls and apartments) during spring break have two options:

1. Pack your belongings and move-out by March 20 at 2:00 p.m. Residents will use Express Check-Out at the building front desk, by placing their key in an envelope. Scholarship hall residents will Express Check-Out through Crawford Center. You will not need to check out with a staff person if you return your room key in the provided envelope at the front desk. Rooms will be inspected once all residents have moved out, and only major damages will be charged.

2. Request an exemption to remain in KU Student Housing based on an extenuating circumstance by using your KU online ID and password to enter the myKU portal9. To remain in KU Student Housing, residents must meet one of these criteria:

  • Your permanent residence is outside the United States and you are unable to travel to your home country.
  • Your employing department has identified you as a critical, on-site student employee and you accept that responsibility.
  • You have a personal circumstance preventing you from returning home. Examples might include:
    • returning home represents a health or safety risk to you or those at home.
    • returning home prevents you from accessing courses remotely because of insufficient internet or technology capabilities.
    • you or your family do not have a permanent address.
    • your home community is quarantined.

After completing the exemption request, residents will be contacted via email by Student Housing regarding their status. Residents, with approved exemptions only, assigned to an apartment in Stouffer Place, Jayhawker Towers, or McCarthy will be approved to stay in their current room assignment. Residents assigned to residence halls or scholarship halls will be reassigned to another location once space is open, cleaned, and available.

Residents Currently Away from Campus

Residents may not return to campus to retrieve their belongings at this time. All building access has been turned off and you will not be allowed into the buildings. We are working to develop a coordinated plan for the move-out process that incorporates social distancing and current CDC guidance. An email will be sent to all residents no later than 4 p.m., Wednesday, March 18, with details on the move-out process.

It is vital that the move-out process be orderly and structured to protect everyone through this process. Your patience is appreciated. Do not return to campus at this time. Wednesday’s email will outline the move-out process; please refrain from contacting KU Student Housing until that email is sent unless it is for an urgent issue. The email will include information for residents who are not currently able to return to Lawrence due to travel restrictions or health concerns. KU Student Housing will work with these residents on a case-by-case basis and not require the resident’s immediate move out.

Financial Questions
KU is working to determine how to best address the financial components of today's decisions across the campus, including refunds for housing and dining. Once a decision is made, KU will update the university's COVID-19 website.

Thank you for your understanding and flexibility as we work to safely and quickly coordinate a move out process. KU is taking these unprecedented actions to protect the health and safety of all. This is a difficult time for all of us, and we know how challenging this decision is for our on-campus residents. For more information about protecting yourself and your family, visit the CDC Prevention and Treatment page.

For immediate or urgent questions, email housing@ku.edu. We will try to address all issues in our next email communication on Wednesday, March 18.

Thank you,
KU Student Housing

Friday, March 13 3:20 p.m.-Retrieving items from your room

Most KU Student Housing residents returned home during Spring Break. We strongly encourage residents to stay in their current location to continue their remote classes beginning March 23. All KU Student Housing buildings remain open and residents may enter their room 24/7 with their KUID and room key.

Residents who remain in KU Student Housing are asked to practice social distancing – reducing the number of times and place that people gather in large numbers – and other preventive health measures to help reduce risk.

RETRIEVING ITEMS FROM YOUR ROOM

Residents who wish to return may do so at any time to gather items, including academic materials, needed to continue with their classes.

If a resident is not able to return, they may allow a friend to enter their room and collect items, with prior authorization from KU Student Housing. Email KU Student Housing central office, housing@ku.edu, to request an appointment from 8 a.m. to 5 p.m., Monday through Friday. The email must come from the resident’s official KU email account and include the following information:

  • Resident first and last name.
  • Resident hall and room number.
  • First and last name of the person collecting the items.
  • A list of all items to be collected.
  • The location of the items in the room.

Upon the guest’s arrival to the hall, the guest who is collecting the items will need to provide a photo ID to the KU Student Housing staff member in order to be let in to retrieve items.

We know some residents left for Spring Break without taking academic materials and will not be returning before online classes begin. This concern has been shared with KU’s academic leadership. Residents are also encouraged to reach out to their faculty members now as they plan for remote instruction.

This is an unprecedented and rapidly changing situation for our families, our university, our state, and our nation. We will continue to work through this evolving situation, and thank you for your patience and goodwill as we meet this challenge together.

Wednesday, March 11 9:00 p.m.-All halls remain open; KU announcement

All KU Student Housing buildings (residence halls, scholarship halls, apartments) remain open. Students may access their building and room 24/7 with their KUID and room key. Front desk operations are currently operating on this schedule during the extended spring break. KU Dining venues are open with reduced hours through the extended Spring Break. If you are currently not on campus and can stay where you are, please consider delaying your return to Lawrence.

Starting March 23, when online classes begin, Student Housing residents who are able to stay away from campus are encouraged to continue to do so. While facilities will be open, students who are here will be asked to observe social distancing and practice preventive health measures to help reduce risk.

8:55 p.m.

Click here for KU announcement to students regarding extended spring break.

Help contribute to our supportive, inclusive Jayhawk community

As we respond to this situation, it is important to reaffirm our commitment to a safe, supportive and inclusive educational environment. Our international community is an essential part of KU, and we have a responsibility to ensure our university is free of discrimination and harassment. Relatedly, we should seek opportunities to offer care and support to those who have family and friends affected by COVID-19.



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