Residential Services

Application for Early Arrival 2015

Willamette University has many demands on its housing accommodations during the summer months ranging from repairs and general maintenance to scheduled events and conferences. Preparing a residence hall for occupancy requires many hands and many hours. Our facilities staff is busily working to prepare your room for your arrival. Many times, we are simply not ready to provide the experience and support you deserve until the actual dates of your contract.

Prior to the scheduled opening of the residence halls, our new students are welcomed to Willamette with our Opening Days program. Events during Opening Days are designed to help students enter into college life at Willamette and are exclusive to those students. In order to best facilitate this effort, it is our policy to limit the number of returning students permitted on campus during Opening Days.

Early Arrival Request Form

If you have any questions or concerns regarding your early arrival on campus, please contact the early arrival staff by email at ea-housing@willamette.edu.

  1. How do I know if I need to submit a request? What's the deadline?
  2. Is there a charge?
  3. Are all early arrival requests approved?
  4. What are alternatives to early check-in?
  5. So, what’s next?

1. How do I know if I need to submit a request? What's the deadline?

If you are a new student arriving before August 20, 2015, or a returning student arriving before August 23, 2015 you will need to submit a request. 

All requests must be submitted no later than August 7, 2015.

Requests must be submitted online by completing the Early Arrival Request Form. No requests will be accepted by telephone or email. If you are here to work on campus, you may arrive up to 24 hours before your shift or training starts.  Please know, by submitting an application you are not guaranteed approval to arrive early. Your application is also subject to a conduct check.

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2. Is there a charge?

YES and NO.  NO - If you are a new to Willamette and attending a Jump Start program or coming in as an athlete, you will not be charged.  (If you come earlier than your assigned day, there may be charges.)

NO - If you are arriving early in order to work or train in some capacity or provide an essential service needed for opening the University.

If you do not meet the criteria above, then YES - $100.00 per night.   In order to be eligible to arrive at no cost, your name must appear on the roster submitted by the administrator in charge of your group and you must arrive on the established date. Keep reading to determine if you are an "essential" employee.

If you are required to be here so you can provide a service to the University or other students, you may be "essential."  Examples of "essential" opening functions are WITS Help Desk Staff, WEMS, Fall varsity athletes, Goudy employees, Opening Days Leaders and participants, Jump Start Leaders and participants and many more. Students who arrive prior to their group's assigned time will be assessed a $100.00 charge for every night prior to the assigned check in. (Examples given above are not a complete list of “essential” functions.  Please consult your advisor if you have questions about your group’s ability to arrive early or if a charge applies.)

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3. Are all early arrival requests approved?

NO - Early arrival/check in may be granted to fall athletes, Jump Start groups and students who provide essential functions that pertain to opening the academic year.

Examples of requests that are NOT approved are:

  • You want to set up your apartment or room.
  • Your roommate is here and you want to be here, too.
  • Your family is going on vacation and they need to drop you off (or your belongings).
  • Your summer lease is expiring before the halls open and you need a place to stay.
  • It’s just more convenient for you to come early.

If one or more of the reasons you want to arrive early is listed above, please reconsider your request.

Unapproved drop ins will be charged  $100.00 in addition to  $100.00 per night for each night in residence prior to the opening of the halls. If your stuff is here - you are here.

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4. What are alternatives to early check-in?

We know you’re excited to come back, but if you’re not approved to arrive early, there are other options that may work for you.

  • Stay in a hotel.
  • Stay with an off-campus friend.
  • Stay home a little longer.

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5. So, what’s next?

If you choose to submit an Early Arrival Request Form, your application is reviewed and you will get an email that will authorize or deny your request. You will also receive instructions on how and where to get your key along with other important information you should know.

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