Early Arrival Housing
Coaches and leaders of trainings or orientation programs should review the Group Protocol.
With the exception of those students who are approved early arrivals in a university-sponsored training or orientation program (Athletics, Smooth Transitions, Orientation, etc.), no student shall be permitted to move into the Residence Halls before August 14, 2023 (for the Fall 2023 semester).
This includes students leasing off-campus housing whose leases end prior to August 14, 2023. The University cannot accommodate early arrivals prior to August 14, 2023, to ensure that Residence Halls can be repaired and cleaned for move-in.
The application is now available. Applications will be reviewed beginning July 1, 2023.
Deadlines and Billing
All Early Arrival applications must be submitted by July 31, 2023. After the deadline, only students having extenuating circumstances will be considered for early arrival and will be subject to late fees as outlined below. By submitting an application, you acknowledge all policies, fees, and expectations outlined on this page regarding early arrival.
Students who move in early will be charged $15 per night through their designated move-in day (incoming students – August 19, 2023; returning students – August 21, 2023). This fee increases to $20 per night for individuals who submit applications late. The early arrival fee will appear as an early/break housing fee on your Ebill.
Students who are eligible for early arrival must have no record of serious conduct violations (alcohol or substance abuse, residence hall or conduct probation, vandalism, security or safety violations, etc.) within the past 2 semesters. Such violations will result in the immediate denial of your application, regardless of reason for applying. Students applying for early arrival must meet one of the following qualifications:
- Must be a participant in a University-sponsored training or orientation program. (Coach or group leader will submit roster - see below).
- Must have permanent residency more than 60 miles from Capital University and have a work study job at the University. Documented proof of employment will be required. Acceptable documented proof is an email or letter from your employer on letterhead including a contact name, phone number, and the dates that the student is required to work. Work verification can be sent to firstname.lastname@example.org.
- Extenuating circumstances.
PLEASE NOTE: Students with off-campus jobs should not arrange to start work prior to August 14, 2023.
Maintenance and Housekeeping
The University does its best to ensure that all Residence Halls are move-in ready. However, students moving in early should be aware that Facilities and Housekeeping may need to complete additional work after students have moved in (carpet cleaning, painting, etc.). Residential & Commuter Life and Facilities will work in tandem to provide residents with the most up-to-date information pertaining to their assigned space.
Check-Ins and Key Pick-Up
Unless otherwise noted, students arriving early can pick up their keys in the Office of Residential & Commuter Life, Monday through Friday, 9 am – 4 pm. Please make every effort to schedule travel to pick up your key in this time frame. All approved early arrivals will receive notice to their Capital email confirming key pick-up time and location.
Policies and Procedures
- The exterior doors of the residence halls will be locked at all times. Students will only be able to access their residence hall room through the front door of the building.
- Students are responsible for checking each door to insure that it is locked tightly. Students must not prop open doors, give their student ID or room key to another person, or allow access to any unauthorized person. Further students acknowledge that they should report any security or other problem(s) to Public Safety immediately (614-236-6666).
- Students are encouraged to exercise care and caution. More importantly, to report any suspicious individual to Public Safety (614-236-6666) or the Bexley Police (614-239-8881). Public Safety officers will patrol inside buildings on a regular schedule during this time. A list of students authorized for early arrival is provided to Public Safety. Any unauthorized student will be asked to leave the building and be subject to disciplinary referral.
- Students will identify themself if requested by any University official and comply in accordance with the Student Handbook. No one is permitted in the residence halls except those students whose application for early arrival has been approved. No visitation by anyone (other than immediate family) is permitted prior to the opening of the residence halls. If you allow an unauthorized person access to the Residence Halls, your early arrival privileges will be revoked immediately.
- Housekeeping staff will be cleaning the residence halls in preparation for opening, and as such there might be temporary inconveniences. Residents are advised not to interfere with their cleaning process.
- Facilities and other university officials may have to enter my room for maintenance or other necessary up-keep of the residence halls.
- All University policies are in effect at all times.
Violation of the above policies and procedures, other applicable university policies, and local, state, and federal laws are subject to immediate revocation of the privilege of being in the residence halls before classes start and other sanctions as appropriate.
Early Arrival Protocol for Groups
All questions, concerns and rosters can be directed to: email@example.com.
- It is the responsibility of the coach or group leader to submit a roster of students needing to arrive early. All rosters can be sent to firstname.lastname@example.org. When sending the roster, please verify the dates that students will need to stay on campus. These dates should be limited to days on which students will participate in organized practices, workouts, or activities
- Students arriving as part of an approved group do NOT need to complete the Early Arrival Application.
- Students needing to move in early must be approved to do so by the Office of Residential and Commuter Life.
- Students must be in good conduct standing with the University. Participation in athletics or a group activity will not overrule the conduct standard. Any exceptions must be approved by the Director of Residential & Commuter Life.
- Students will receive verification from the Office of Residential & Commuter Life via email to their Capital University email account. Notice will be sent to both students approved for early arrival and those not approved for early arrival.