University of Georgia®
Sunday March 29, 2020


Notices


UPDATES | FREQUENTLY ASKED QUESTIONS

Updated: March 23, 2020; 9:15 a.m.

On Saturday, March 21, University Housing emailed all residents who had yet to check out or fill out the Spring 2020 Temporary Housing Request form with information about what to expect during checkout appointments and a notice about the Athens-Clarke County shelter-in-place ordinance. View that email here

Updated: March 20, 2020; 1:30 p.m.

Housing staff are cleaning high-touch areas at least every hour (door handles, elevator buttons, counter tops used for check out).

Families and students moving out are asked to please maintain 6 feet between yourselves and other groups. In addition, we ask that only one family group use an elevator at a time.

Updated: March 19, 2020; 4:01 p.m.

University Housing has created a list of answers to frequently asked questions, please see below for reference.

The room sign-up and apartment sign-up processes for fall 2020 have been postponed. Participants in those processes should check their email for information and revised dates. The room change request process for fall 2020 will open on March 30. Same room apartment sign-up will begin March 25. 

Updated: March 18, 2020; 5:15 a.m.

Students are being asked to sign up for a move out appointment time in The Dawg House. Appointment times will occur between March 19-27, and the appointment time portal is currently open. Appointment times are per building in order to limit the number of people on campus at one time. Any student arriving on campus without an appointment time, will be turned away in order to minimize the number of people on campus. 

To schedule an appointment time:

Log in to The Dawg House.
Choose “Early Checkout Spring 2020” along the top menu bar.

Complete mail forwarding information in The Dawg House (this will allow the mail room to forward mail for one year). Also fill out a mail forwarding card with USPS so mail not already sent will go to a permanent address.
After submitting an address, click “Continue” and select an appointment time. 

If a resident is sick or cannot return to campus, they should schedule an appointment time to check out, then email us (from their UGA email account) at housing@uga.edu with the first and last name of the person picking up items and ask them to bring their ID with them. 

Extenuating circumstances
Whether or not a resident has already been approved to remain on campus during the suspended learning period, if they need to live on campus through the end of the spring 2020 semester due to extenuating circumstances, they should log into The Dawg House to make a request by 12 p.m. (noon) on March 20.

Updated: March 17, 2020; 9:00 p.m.

Information regarding move-out procedures is in process of being emailed to all on-campus residents, including to students with housing contracts extending beyond spring 2020. All recipients should review the information and respond accordingly. The last batch of emails will be sent no later than 12:45 a.m. March 18; check any junk mailbox folders if it’s not received by then.  We’ve noticed that using Safari as a browser does not work as well as Chrome, Firefox or Edge. Please try using a different Internet browser.

Updated: March 16, 2020; 7:32 p.m.

The University System of Georgia (USG) has decided that all 26 institutions will move to online instruction for all courses for the remainder of the semester with extremely limited exceptions. This action comes following last week’s decision to suspend instruction for two weeks to ensure business and instructional continuity, and to allow further state assessment of COVID-19.

Per the USG instructions, students may not return to campus to retrieve their belongings at this time.  We will work to develop a coordinated plan for this process that incorporates social distancing, and we will communicate this plan soon.

Updated: March 16, 2020; 12:11 p.m.

Our current top priority is ensuring our community is safe and healthy. Any determinations regarding potential housing refunds will be made at the appropriate time.

Our residence hall front desks will be open during limited hours while classes are suspended – from 8 a.m. to 8 p.m.

Updated: March 12, 2020; 6:38 p.m.

In the best interests of the health and safety of our students, faculty and staff, the University System of Georgia is temporarily suspending instruction for two weeks. Students who are currently away from campus on spring break are strongly encouraged not to return to University Housing. Residents currently on campus are asked to depart housing facilities by close of business on Friday, March 13, 2020. All students should plan to remain away from campus until March 29, 2020, and at this time, residents do not need to prepare to move all belongings out of their residence hall/apartment.

This page has been created to help residents stay informed of the day-to-day status of University Housing services and activities.

·   On-campus students who need to come back to campus to retrieve books or a small amount of belongings, we will open our halls for temporary building access:

     o   Friday, March 13: 8 a.m. to 5 p.m.

     o   Saturday, March 14: 8 a.m. to 5 p.m.

     o   Sunday, March 15: 8 a.m. to 5 p.m.

     o   Monday, March 16: 8 a.m. to 5 p.m.

     o   Tuesday, March 17: 8 a.m. to noon.

·   Students who stayed on campus for Spring Break are encouraged to leave the campus by the close of business on Friday, March 13.

·   All students are encouraged to remain away from campus until Sunday, March 29.

·   Students who have extenuating circumstances and need to stay in the residence halls or on-campus apartments during this period will be able to do so. Students have received an email with a link to complete the registration form by March 16.

·   Students who have been traveling outside of the United States during spring break are not permitted to return to a UGA campus or facility, and would not be eligible to live on campus during this suspended instruction period.

·   The health centers, dining services, library services, and recreation and athletics facilities will be following their business continuity plan. Some services may have limited operations.

·   All housing events (programs and processes) will be suspended through March 29.

·   Students who have questions about academic accommodations should FIRST correspond with their professor directly, and reach out to Student Care and Outreach only if they require additional assistance.

The best resource for ongoing updates is https://www.uga.edu/coronavirus/info.php. UGA is updating this site often with new information.

FREQUENTLY ASKED QUESTIONS

What does move out look like?
Move out this year looks a lot different than move in! The appointment time system allows in only 3% of each building in each 2-hour time slot. (In Russell Hall, which houses 1,000 residents, this is 36 students per 2-hour time slot—an average of 1-2 people per wing or 3-6 people per floor at a time). Our staff has stopped their routine cleaning and is focusing all efforts on touch-point cleaning (wiping down all door handles, elevator buttons, counter tops used for check out) at least every hour, and in practice—many times an hour. We are also limiting elevators to one family per elevator. Given the low numbers in the building, this has been easy to navigate, and we have not experienced lines at the elevators thus far.

Why the March 27 deadline?
The two-week move out window will, we hope, give most residents the opportunity to move out and be settled at home before online classes begin March 30.

I can’t log into The Dawg House to select a move-out appointment!
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How I gain access to my space to retrieve items?
Residents should log in The Dawg House to schedule a move-out appointment time, which will occur March 19-27. If you arrive on campus without an appointment time, you will be turned away in order to minimize the number of people on campus. To maintain the security and cleanliness of the residence halls, UGACard access to residence halls has been revoked for all residents.

Appointment times are per building in order to limit the number of people on campus at one time.

How do I schedule a checkout appointment?

1. Log in to The Dawg House.
2. Choose “Early Checkout Spring 2020” along the top menu bar.
3. Complete your mail forwarding information in The Dawg House (this will allow the mail room to forward your mail for one year). Please also fill out a mail forwarding card with USPS.
4. After submitting your address, click “Continue” and select an appointment time. 

Do I have to schedule an appointment to check out?
YES. If you arrive on campus without an appointment time, you will be turned away in order to minimize the number of people on campus. To maintain the security and cleanliness of the residence halls, UGACard access to residence halls has been revoked for all residents.

Do I have to clean my room?
No, you do not need to clean your room. To minimize the amount of time people need for move out, we are also asking that you leave any items you no longer want or need, including trash. We do ask that you remove perishable items from your room/apartment.

How long do I have to move out?
Please take no more than 2 hours to move out in order to limit the number of people in the buildings at once.

Can I bring people to help me move?
Please bring no more than two people, follow CDC guidelines, and do not ask those with compromised immune systems to accompany you to campus.

What do I do with my keys?
Turn your room keys and express checkout form to the 24-hour desk or place them in the dropout box. After this step, you will no longer have access to the room. 

How do I change my appointment time – I’m not seeing any other timeslots?
You have to delete your current appointment time before you sign up for a new one.

Where can I park?
Parking regulations at this time allow students to park in lots other than ones for which they are permitted, and cars that do not have a UGA permit will also be able to park in a UGA lot without receiving a ticket.  

I’ve moved out already, can I just mail back my keys?
Yes… Please send an email from your UGA email address that says, “I agree to allow housing to dispose of and/or donate any items remaining in my room.” Please mail your keys in a padded envelope (include your name so we know whose keys they are!) to:

Acie Serpa
515 Baxter Street
Russell Hall Room 105
Athens, GA 30602

I’ve hired a moving/shipping company to retrieve my belongings. They’re not sending more than two people, but how do they get granted access to my space?
Please send an email from your UGA email giving your proxy permission to access your space and remove your things. Set an appointment time based on their schedule, and include the moving company’s name in your email so we know they have your permission. Please coordinate with roommate how to handle items in shared space in room (movers may not know whose is whose).

How are you keeping public spaces/elevators clean as people move out?
Housing staff are, and will continue to clean high-touch areas every hour. The checkout appointment schedule also was designed to limit the number of people in the building at any one time.

What if I need more than two hours to move out?
This is a guideline, and we encourage everyone to adhere to it. We also realize residents in University Village may have more items (such as furniture).

I live in University Village with my family and am concerned about moving to a different facility. Can that be avoided?
Although we don’t know what that will fully look like, that statement is targeted primarily for students in the residence halls, as we understand many of our UV students have families, furniture, etc. This will be considered for residents who submit the Spring 2020 Temporary Housing Request form by 12 p.m. (noon) March 20. We will do everything we can to limit the disruption to your living situation within the guidelines we are given.

How can I pick up any mail/packages I had sent to the university?
At this time, our plan is to have mailrooms open during checkout appointment times. In addition, you should complete your mail forwarding information in The Dawg House (this will allow the mail room to forward your mail for one year). Please also fill out a mail forwarding card with USPS and log into all e-commerce accounts (i.e. Amazon, Walmart.com, etc.) and update ship-to address to your home address.

What if this is a mail service emergency?
Reach out to your residence hall director if you need to retrieve perishable/time-sensitive items or medication prior to your checkout appointment time.

Should I take all of my items when I check out?
Yes. Once you turn in your key, you will no longer be granted access to the building or to your room. 

At the time of your checkout:
• BRING no more than two people. Please follow CDC guidelines, and do not ask those with compromised immune systems.
• GO TO your building to pick up an express checkout packet (currently the plan is to have a staff member present at each building).
• Please limit your time in your space to two hours.
• TAKE all personal items you want from the room/apartment. In addition, remove all perishable items.
• LEAVE items you no longer want. Housing staff will dispose of or donate these items at a later date.
• TURN IN your room keys and express checkout form to the desk or place them in the dropout box. After this step, you will no longer have access to the room. 
• Parking regulations at this time allow students to park in lots other than ones for which they are permitted, and cars that do not have a UGA permit will also be able to park in a UGA lot without receiving a ticket.  

Can I have a friend or parent pick up my items if I am not able to?
Yes, please search for a checkout time that fits the schedule of whoever is picking up your belongings on your behalf. Then email us (from your UGA email account) at housing@uga.edu with the first and last name of the person picking up your items and ask them to bring their ID with them.  If you are sick or cannot return to campus, please follow this protocol, as well. 

What if I will not be able to move out by March 27 or able to send someone to do it for me?
If you need to live on campus or store your belongings past the March 27 deadline due to extenuating circumstances, please log into The Dawg House to make a request by filling out the Spring 2020 Temporary Housing Request form by 12 p.m. (noon) on March 20. 

Submissions will include a detailed written justification, which will be reviewed by University Housing. A decision on the status of your request will be sent to your UGA email within 48 hours.

Should we receive further direction from the University System of Georgia (USG), Centers for Disease Control (CDC) or Department of Public Health (DPH), any continued on-campus housing may be re-evaluated.

I received approval to remain on campus/return to campus after spring break? Can I stay?
Possibly. All residents requesting accommodations through the end of the spring semester should fill out the Spring 2020 Temporary Housing Request form in The Dawg House—if you were already approved for an exception through March 27.

Submissions will include a detailed written justification, which will be reviewed by University Housing. A decision on the status of your request will be sent to your UGA email within 48 hours.

Should we receive further direction from the University System of Georgia (USG), Centers for Disease Control (CDC) or Department of Public Health (DPH), any continued on-campus housing may be re-evaluated.

I have an 11.5 month or monthly-billed contract including summer. Do I still need to move out?
Yes. USG is requiring all residents to leave campus. The summer portion of your contract will be voided. At this time, we still plan to offer summer housing for students enrolled in on-campus classes during summer sessions but, should we receive further direction from the University System of Georgia (USG), Centers for Disease Control (CDC) or Department of Public Health (DPH), any continued on-campus housing may be re-evaluated.

All residents requesting accommodations through the end of the spring semester should fill out the Spring 2020 Temporary Housing Request form in The Dawg House.

What should I do if I am an on-campus resident and need a place to stay?
If you need to live on campus through the end of the spring 2020 semester due to extenuating circumstances, please log into The Dawg House to make a request by 12 p.m. (noon) on March 20.

If I am approved to stay on campus, what are the dining options?
Dining Services is providing modified meal service. Please visit dining.uga.edu for more information.

When will the residence halls reopen?
All University Housing facilities are closed for the remainder of the spring semester. Pans for summer housing are being reviewed. As it stands now, there is no change to housing for summer sessions, and registration is open. Summer housing will be in Oglethorpe House. Should we receive further direction from the University System of Georgia (USG), Centers for Disease Control (CDC) or Department of Public Health (DPH), any continued on-campus housing may be re-evaluated.

Will room sign up for fall 2020 still be taking place as planned?
Room sign up is postponed. If you have not yet received an appointment time, we will resume room sign-up rounds March 31. The room change request option for fall 2020 will open March 30.

Is graduate apartment sign up taking place as planned?
Same-apartment sign up, which was supposed to take place this week and next has been postponed to March 25. Students wishing to choose a different apartment may do so on April 1. Current University Village residents should look for an email with these new dates.

Can I get a refund for my housing fee?
On Friday, March 20, all UGA students received an email regarding refunds. You can read that email at https://www.uga.edu/coronavirus/messages/archnews-2020-03-20-4.php 

Why am I being asked to come to campus to move out when I’ve also been requested to shelter in place?
In an effort to prioritize the health and safety of our community, the University of Georgia has been instructed to close the residence halls to lessen the amount of people consistently coming into contact with one another. In staggering checkout times, University Housing considered how many would be in the building at a time, including elevator use. For example, 36 people at a time in Russell Hall (where 1,000 people live) means an average of 1-2 residents per wing or 3-6 residents per floor at a time.

Our cleaning protocols have shifted to have all staff conducting “touch point cleaning,” which allows us to focus on elevator buttons, door handles and desk surfaces in the check out area, etc.

The University of Georgia also has a coronavirus website to provide the campus community information about health, travel, emergency preparedness and campus operations. 

We live out of state/far away. I’m concerned about flying and do not want to expose myself/my student to anything. Are there any exceptions to the checkout times?
We know that news and updates concerning COVID19 are changing daily, and we are working hard prioritizing the safety of our whole community.

Anyone who may not be able to move or retrieve their belongings by March 27 through the checkout appointment system should complete the Spring 2020 Temporary Housing Request form in The Dawg House, and provide details on how much time you may need (if known) and how we can connect with you. Each family is in a unique situation, and for those not able to return by March 27 we are going to work with each one to seek other arrangements. Connecting with each person not able to move out may take some time, but by filling out the request form, we can have a record of your request.

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Notice:

On Saturday, March 7, 2020, EITS will be conducting maintenance on the University network. This maintenance is necessary to support expansion and upgrade of the network that will allow EITS to continue to provide ample bandwidth and capacity for the University. This maintenance will begin at 6:00 a.m. and end at 11:59 p.m.