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Best Practices for Institutions of
Higher Education

Residential Move Out Procedures (Spring, 2020)

Monitor local and state public health sources to understand COVID-19 activity in the community. If there is transmission of COVID-19 in the community, in addition to implementing the following precautions, facilities should also consult with public health authorities for additional guidance.

  1. Schedule day and time for each resident to pick up their personal belongings.
    1. Schedule immunocompromised students to move out first and with additional social distancing measures.
    2. Limit number of residents per hour by floor and wing.
    3. Schedule roommates at different times.
    4. Residents who need to designate a proxy must obtain approval before day and time is scheduled.
    5. Inform residents that all people returning to campus should be in good health. Those who are 65 and older are at risk and people of all ages who have severe underlying medical conditions like heart or lung disease, or diabetes are at risk for developing serious complications from COVID-19 illness.
  2. Prepare facility before residents and guests arrive
    1. Designate check-in/registration points
    2. Place a barrier at each check-in/registration point (e.g., plexiglass shield, extra table width, “X” on the floor at 6 feet).
    3. Post signs throughout the facility about COVID-19 (e.g., CDC posters).
    4. Place disinfectant sprays and hand sanitizers throughout the facility.
    5. Wipe down hard surfaces with antibacterial wipes (e.g., door knobs, counter tops, tables, carts) and clean soft surfaces such as carpet.
  3. Require a check-in or registration before residents and guests enter the facility.
    1. Those waiting to enter must remain in their vehicles.
    2. Use disposable pens or pencils.
    3. Conduct temperature checks. Those who have a high temperature will be asked to leave the facility; others will be issued a pass to access the facility.
    4. Limit residents to one or two guests.
    5. Provide or request residents, guests, and staff to bring face masks/coverings and gloves.
    6. Explain protocols for turning in keys and submitting any forms (provide envelopes and drop sites within the facility)
  4. Remove all personal belongings from the facility.
    1. Residents either pack for storage/travel or place in designated trash areas.
    2. On-campus storage and names of moving vendors are options that institutions may decide to offer to residents.

Select Residential Move Out Procedures and Logistics

University of Illinois at Urbana-Champaign

Move Out Part II – Logistics
University Housing
April 24, 2020

Western Illinois

University Housing & Dining Services (UHDS)
COVID-19 Move Out Planning Procedures

Illinois Mathematics and
Science Academy

Move-Out Logistics
& Social Distancing Protocols

University of Illinois at Urbana-Champaign

Move Out Part II – Logistics University Housing April 24, 2020

  • Residents would be scheduled to return to campus with a 3-day range. Thursday-Saturday, Sunday-Tuesday, Wednesday-Friday, etc.
  • Schedule will be determined by density of personal property that remains in each hall.
  • Residents who cannot come during this time will be managed on a case by case basis
  • Occupied buildings (Sherman, Daniels, and PAR) will receive a longer range of days because those buildings are occupied and we want to manage the density of residents in the building at any given time,
  • Guests will be limited, only the resident plus two helpers will be allowed to return to campus.
  • No overnight stays in the halls will be allowed.
  • Roommates would be asked to coordinate their return and discouraged from being in the room at the same time.
  • Door access would be turned on for only the assigned date range and limited to check out hours to prevent overnight stays or moving.
  • We would follow CUPHD guidelines related to social distancing but would like to direct residents and their guests to wear masks while moving out.
  • Housing would provide masks to staff working move-out.
  • Disinfectant sprays and hand sanitizers will be available at desks during move out.
  • Social distancing signage, tape on floors, and limitations on elevator ridership will be posted.
  • Students will be allowed to designate a proxy to pick up their belongings. A webtools form, with deadline will be provided.
    • Proxy information from the previous process will not be retained/transferred. Students will need to submit through the new form for the next round of move-out.
  • We will offer a storage and shipping option through our existing vendor storage squad for those who can’t or do not want to return to campus.
    • The student will contact directly with storage squad.
    • Storage squad will provide packing materials to University Housing in behalf of the student.
    • University Housing will pack and notify SS for pickup.
    • With the exception of Wardall, SS pickup would occur after residents have picked up. (late May- early June)
    • Communication to residents will include the date range, moving options and proxy form. The first set of move-out days would ideally provide a 5 business days notice to residents and families.

Western Illinois University

University Housing & Dining Services (UHDS)
COVID-19 Move Out Planning Procedures

OBJECTIVE: To provide a contactless move-out process as much as possible.

DATES: Monday, May 4, 2020 – Sunday, May 10, 2020 UHDS is facilitating this process over the course of 7 days to work within student/parent schedules and to spread out individuals to maximize social distancing and congestion within the residence halls.

TIME: 8:00am-4:00pm by appointment. Limited to 25 residents per hour/per residence hall.


  • Students will receive email from UHDS with instructions on how to sign up for move-out appointment, which is limited to 25 residents per hour/per residence hall.
  • Communication will include specifics related to:
    • Arrival Time and statement that if they need to stay in their vehicle if they arrive early or in the event of rain until their designated time comes.
    • Statement that informs residents that if they arrive without having an appointment, they will be asked to wait in an effort to manage numbers and abide by social distancing guidelines and will be included in the process as building staff deems appropriate.
    • Roommates would be asked to coordinate their return and discouraged from being in the room at the same time.
    • statement that masks are required for all individuals.
    • Encouraging residents to bring their own dolly or cart.
    • Informing residents that the student should not bring any more than 2 additional people to assist.
    • Informing them that all people returning to campus should be in good health. Individuals who fall into these categories should refrain from helping residents move out:
      • Older Adults
      • Women who are pregnant
      • Individuals with serious underlying medical conditions
    • Time limit of 1 hour to move out.
    • Encouraging residents and helpers to bring cleaning supplies, antibacterial wipes, and anything else to help protect themselves and others during their move-out.
    • Instructions on how to return their books.


Step 1: Arrive to your respective residence hall building at your designated time slot and receive a temperature check and screen pass.

Step 2: Retrieve a cart, if needed. A limited number of carts will be available.

Step 3: Pack your belongings. Everything must be taken with you or put in the dumpster.

  • All items must be removed from your room – you must take everything with you or put things in the trash. There will not be donation stations available.
  • Please note: The student must be present when items are removed.
  • You will need to provide your own plastic bins or boxes for transporting your belongings.
  • You should bag and remove all trash to the appropriate outside containers. A limited number of additional trash bags may be available in the lobby.
  • On-campus storage is not available. If you cannot take your items home, you must secure your own off-campus storage.

Step 4: Return your room furniture to the correct configuration (including lofted beds) as it was when you moved in.

Step 5: Complete express check-out envelope, put keys in envelope, and sign. This form will be considered your official check-out notice.

Step 6: Bring check-out envelope to the lobby of your residence hall. Envelopes should be dropped in designated box to limit contact.

Step 7: Wipe down your cart with antibacterial wipes and return your cart to lobby.


  • All working staff will be provided masks and gloves.
  • Staff will assist with duties such as:
    • Desk Assistant—temperature screening and pass issuance
    • Help with staging families and reminding
    • Assist with frequent wiping of elevator buttons, door knobs, and other locations as necessary
    • Assist with disinfecting of moving carts
    • Helping with trash and carboard removal as needed


  • All working staff will be provided masks and gloves.
  • Rooms are checked by staff and the Room Condition Report is completed by staff.
  • Room Condition Reports are submitted to housing office to process by administrative staff.
  • Any charges would be assessed to the student (agreed upon from the express check out). Charged would be limited under the circumstances to extreme cases.
  • Staff will assist with resetting furniture, disposing of leftover items, and cleaning up necessary areas to close down the hall as normal.
  • Assist in the cleaning of microfridges as needed.


Move-Out Logistics & Social Distancing Protocols
April 24, 2020

  1. Each student will be assigned a move-out date and window of time by the Residence Life staff. Assigned dates and times will be communicated to students and parents via email at least two weeks in advance.
  2. The student and one parent/guardian will be permitted in the residence hall to pack and remove personal items during the assigned move-out time.
  3. Immunocompromised students will be scheduled to move out first and with added social distancing measures.
  4. IMSA will provide gloves to all students, parents and staff during move out. Masks will be provided to staff members. When possible, students and parents should bring and wear their own masks. A limited number of masks will be available for students and parents. Boxes, tape, disinfecting wipes and hand sanitizer will be available in each residence hall.
  5. Prior to the student’s arrival, the door to the student’s room will be unlocked and propped open. Wing and exterior doors will also be propped open during move out timeframes to minimize contact.
    1. Note: IMSA is currently in possession of all keys and fobs, as they were turned into staff prior to spring break.
  6. A Resident Counselor will be in the hall commons during each check-out time frame to greet and confirm student arrival. The student will be given their room condition card that must be signed by the student and initialed by the parent upon leaving.
  7. A cart or dolly will be provided to each family during the move-out process. Residence Life staff will sanitize each cart or dolly between uses.
  8. Completed room condition cards will be signed by the student, initialed by the parent/guardian and turned in prior to leaving the Academy. Pens used for signature will be disinfected between each use. Staff will complete room inspections at a later date.
  9. Checkout will be modified to expedite the move out process. Students will not be required to return room furniture to standard room arrangement or to clean. Anything left in the room will be discarded.
  10. Signs will be posted in each hall common area regarding social distancing and limiting the use of elevators to second floor residents only.
  11. Security officers will direct students/parents where to park and provide instructions on which doors to enter and exit to maintain social distancing.
  12. Facilities staff members will be on site to disinfect and sanitize daily.
  13. Staff will check the temperature of each student and parent/guardian when they arrive on campus. Anyone with symptoms or a temperature of 100.0 or higher will not be permitted to enter the residence hall.
  14. Items that need to be returned to IMSA, including textbooks, laptop computers, and athletic uniforms, will be placed in a box provided by IMSA and labeled with the student’s name. The student will be responsible for dropping the labeled box off in the main gym.
  15. Any student unable to move out during their assigned time will be managed on a case- by-case basis.
    1. Students, with parent approval, may designate a proxy to pick up their belongings.
    2. If a student (or proxy) is unable to remove their personal items from campus during the scheduled move out days, IMSA staff will pack the student’s personal items in boxes and store on campus until the student can retrieve the items.