8/13 Weekly Message: Move-In Guide

Bottom Line, Up Front

  • Move-in information applicable to all new families for 8/16, 8/17, and 8/21
  • Logistics specific to each move-in day
    • Friday, August 16 move-in (Wilderness to Wake and Marching band only)
    • Saturday, August 17 (all other Pre-Orientation programs)
    • Wednesday, August 21 – all new students not doing Pre-Orientation 
  • Orientation activities for students and families August 21-22
  • Dining hours of operation and Pre-Orientation meal info
  • Emotions you may be experiencing as we approach move-in

Dear incoming parents and families,

This is our final Weekly Update before move-in begins for students doing Pre-Orientation programs. Apologies up front, it will be a bit of a long message today: we cover our Move-In Guide, as well as how to prepare emotionally for move-in and for the first month of school with your new Deac away from home.

Upcoming key dates or action items for families and/or students

Here’s what you should know this week.

For families

For students

  • Your students should be close to completing most of their pre-arrival tasks from the New Student Checklist. Ask them to review it to ensure they are on track.
  • We especially need to ensure every student provides their mobile number for campus security alerts. This is critical. We need to be able to text them in a campus emergency.

Move-In Guide

As we get ready for the start of school, we wanted to share some logistical information with new families (P’28s and transfers) about what to expect for new student move-in. Please be sure your student follows the move-in instructions sent to them via email by the Office of Residence Life and Housing. 

***The first section of this message contains information that applies to all families for all new student move-in days. So please read this ‘global info’ section, then you also need to read the section that applies to your student’s move-in date for specific nuances to that day.***

Move-in information applicable to all new families for 8/16, 8/17, and 8/21

***IMPORTANT NOTE: you will need to consult the next section for your specific move-in date for important details such as check-in times for that day***

Check-in at LJVM Coliseum

  • All new students will report to the Lawrence Joel Memorial Veterans Coliseum (LJVM, aka The Joel), at 2825 University Parkway, Winston Salem, NC 27105 to check in. Check in times vary by move-in day (see next section).
  • Your student must be present with a photo ID (e.g., passport, drivers license) to check in; families cannot check in for their students. 
  • Parking at the Joel is plentiful. Parking at/on the curb – even temporarily – is not allowed.
  • Your student will get in the line corresponding to the first letter of their last name, then go in the coliseum’s front entrance to check in so they can get their Deacon OneCard (student ID), room key, mailbox key, parking pass for move-in, and a personal recycling tote.
  • We ask families not to follow your student to the check in line, just to keep the lines from being too long. (You can of course enter to use the restrooms and then rejoin your student outside; look for the sign on the side of LJVM indicating Restrooms).
  • Once your student has checked in at the Joel, they will write their last name, their residence hall, their cell phone number, and their arrival date on their parking pass. This pass should be placed in clear view in the front of your vehicle’s dashboard.
    • Note: if you are moving your student in and then coming back for Orientation on August 21st, please be sure to keep the move-in parking pass with your car.

 Drive to campus and unpack your car

  • Drive from the Joel to campus and use the University Parkway entrance (or take the LJVM Shuttle; see your specific move-in date for shuttle hours).
  • Traffic and police officers will be posted to help direct you to your student’s residence hall. Please be patient, as there may be traffic and/or wait times.
  • When you drive up curbside to your student’s residence hall, you’ll be guided as to where to park (either by a traffic/police officer or Wake staff with a gold or black name tag).
  • Your student should go unlock their room, and you should begin unloading their belongings curbside. Someone must stay with your vehicle at all times, as you will only be curbside as your car is unloaded.
  • Staff will have a whiteboard they can use to write your student’s room number, making any belongings unpacked on the curb easily identifiable.
    • Pro tip: put a sticker with your student’s name, residence hall name, and room number on each box/piece of luggage, just in case any boxes or luggage are accidentally moved to a different room. This allows staff to easily see to which room/building it should be sent.
  • When all belongings are unloaded, volunteers will help carry your student’s things to their room, and you will be instructed to drive to one of our parking lots and walk back to your student’s residence hall (see diagram for parking lots and walking paths to the residence halls; click to enlarge).
  • NOTE: Our teams of move-in volunteers will have some carts they will use to move your student’s belongings, but if you wish to bring your own, you are welcome to (especially if you are arriving after our move-in assistance hours end).

Unpack and help arrange your student’s room (if applicable):

  • As space is limited in each room, it may be helpful to give your student (or their roommate and their family, if they are there at the same time) some space as they unpack.
  • If your student’s roommate does not move in on the same day as your student, please be sure your student keeps their roommate’s side of the room clear and clean.

Access to your student’s room and helpful supplies

  • Access to our residential communities is controlled by students’ Deacon OneCard. Families are not able to access the residence halls without their student, as our community entries are card-controlled. Students may not give their ID card or room key to families.
  • If you do not finish unloading your student’s belongings by the time they have to report to their first Pre-Orientation or Orientation activity, you will have to work with your student on when they will have a break in their schedule and can meet you at their hall to move remaining items in.
  • It may be helpful to have some basic tools with you (rubber mallet, hammer, screwdriver, etc.), as some students purchase shelving units or other things that require assembly.

Logistics specific to each move-in day

There are some details that are specific to each move-in date. ***Skip ahead to the date that corresponds to your student’s move-in.***

Friday, August 16 move-in (Wilderness to Wake and Marching band only)

Check-in on August 16: 9 a.m. – 4 p.m. 
Move-in assistance: 9 a.m. – 12 noon. (i.e., having volunteers help carry students’ belongings to their room) 

Step 1. Start the check-in process at the LJVM Coliseum 

  • Your student will report to the Lawrence Joel Memorial Veterans Coliseum between 9 a.m. and 4 p.m. (LJVM, aka The Joel, 2825 University Parkway, Winston Salem, NC 27105).
  • If your student is unable to make it to campus before 4 p.m., they must submit a Fall 2024 Late Arrival Form.
  • After Hours Check In will ONLY be available from 6 p.m. until 9 p.m. Check-in will NOT be available between 4 p.m. and 6 p.m. If you plan to arrive after 9 p.m., you will need to make alternative off-campus arrangements until the following day.

Step 2 – Drive to your student’s residence hall; use the University Parkway entrance

  • Traffic and police officers will be posted to help direct you to your student’s residence hall.
  • If you do not have a car/Ubered to the Joel: from 9 a.m. to 4 p.m. there will be a shuttle that leaves from the Joel at :15 and :45 after the hour and drops off at the ZSR Library on campus. The shuttle will depart from the library at :00 and 30: after the hour to return to the Joel.
  • Move-in assistance is available only until 12 p.m. on August 16; after that, the family will move in all belongings.

Step 3 – Unpack and help arrange your student’s room (if applicable):

  • Depending on when you arrive, you may have time to help your student get settled, up until they need to report to their first Pre-Orientation activity.
  • If you do not finish unloading your student’s belongings at the time they have to report to their first Pre-Orientation activity, you will have to work with your student on when they will have a break in their schedule and can help you move remaining items in. Students may not give their ID card or room key to families. 

Step 4 – Ensure your student reports to their Pre-Orientation program on time:

  • Start times are determined by each Pre-Orientation program. Your student should check any communications from their program for appropriate details.

Step 5 – Please RSVP if you will attend the Family Welcome Reception on Saturday, August 17 at 4 p.m. in the Sutton Center Upper Gym (#21 on this map) (optional but encouraged if you are still in town)  

  • We will have a welcome reception so that families coming for Pre-Orientation can meet each other and meet Wake Forest staff.
  • Please RSVP here.
  • There will be brief remarks around 4:30 p.m. from University representatives. Dress is casual. Following the brief program, please feel free to speak to individual staff members if you have specific questions.

Saturday, August 17 move-in (students approved to participate in all other Pre-Orientation programs)

Check-in on August 17: 9 a.m. – 4 p.m. 
Move-in assistance: 9 a.m. – 12 noon. (i.e., having volunteers help carry students’ belongings to their room) 

Step 1 – Start the check in process at the LJVM Coliseum 

  • Your student will report to the Lawrence Joel Memorial Veterans Coliseum (LJVM, aka The Joel), at 2825 University Parkway, Winston Salem, NC 27105 between 9 a.m. and 4 p.m. 
  • If your student is unable to make it to campus before 4 p.m., they must submit a Fall 2024 Late Arrival Form.
  • After Hours Check In will ONLY be available from 6 p.m. until 9 p.m. Check-in will NOT be available between 4 p.m. and 6 p.m. If you plan to arrive after 9 p.m., you will need to make alternative off-campus arrangements until the following day.

Step 2 – Drive to your student’s residence hall; use the University Parkway entrance

  • Traffic and police officers will be posted to help direct you to your student’s residence hall.
  • If you do not have a car/Ubered to the Joel: from 9 a.m. to 4 p.m. there will be a shuttle that leaves from the Joel at :15 and :45 after the hour and drops off at the ZSR Library on campus. The shuttle will depart from the library at :00 and 30: after the hour to return to the Joel.
  • Move-in assistance is available only until 12 p.m. on August 16; after that, the family will move in all belongings.

Step 3 – Unpack and help arrange your student’s room (if applicable):

  • Depending on when you arrive, you may have time to help your student get settled, up until they need to report to their first Pre-Orientation activity.
  • If you do not finish unloading your student’s belongings at the time they have to report to their first Pre-Orientation activity, you will have to work with your student on when they will have a break in their schedule and can help you move remaining items in. Students may not give their ID card or room key to families.

Step 4 – Ensure your student reports to their Pre-Orientation program on time:

  • Start times are determined by each Pre-Orientation program. Your student should check any communications from their program for appropriate details.

Step 5 – Please RSVP if you will attend the Family Welcome Reception on Saturday, August 17 at 4 p.m. in the Sutton Center Upper Gym (#21 on this map) (optional but encouraged if you are still in town)  

  • We will have a welcome reception so that families coming for Pre-Orientation can meet each other and meet Wake Forest staff.
  • Please RSVP here.
  • There will be brief remarks around 4:30 p.m. from University representatives. Dress is casual. Following the brief program, please feel free to speak to individual staff members if you have specific questions.

Wednesday, August 21 – all new students not doing Pre-Orientation 

Check-in on August 21: 8 a.m. – 1 p.m. 
Move-in assistance: 8 a.m. – 12 noon. (i.e., having volunteers help carry students’ belongings to their room) 

Step 1 – Start the check in process at the LJVM Coliseum 

  • Please note that check-in will only be available at LJVM until 1 p.m. if you are unable to make it to campus before then, please contact Residence Life and Housing at housing@wfu.edu for instructions. 

Step 2 – Drive to your student’s residence hall:

  • Traffic and police officers will be posted to help direct you to your student’s residence hall.
  • If you do not have a car/Ubered to the Joel: from 8 a.m. to 2 p.m. there will be a shuttle that leaves from the Joel at :15 and :45 after the hour and drops off at the ZSR Library on campus. The shuttle will depart from the library at :00 and 30: after the hour to return to the Joel.
  • Move-in assistance is available only until 12 p.m.; after that, the family will move in all belongings. 

Step 3 – Unpack and help arrange your student’s room (if applicable):

  • Note that you have most of the day to help your student get settled if needed.
  • If you do not finish unloading your student’s belongings at the time they have to report to their first Orientation activity, you will have to work with your student on when they will have a break in their schedule and can help you move remaining items in. Students may not give their ID card or room key to families.

Orientation activities for students and families August 21-22

  • Students and families have two different tracks for Orientation. This is deliberate, as it helps students meet their new hallmates and classmates so they begin making connections, as opposed to staying just with their family.
  • We ask families to respect the students’ Orientation schedule and not plan meals or other activities in times where students have required activities.
  • The Orientation schedule is available via the Guidebook app. Download the New Deac Welcome Week 2024 guide. Once you have the app, here is how to navigate the app to see the Parent and Family Orientation activities:
  • To see student activities, choose the SCHEDULE BY TRACKS option, then select  First Year or Transfer track as applicable.

Dining hours of operation and Pre-Orientation meal info

  • Students’ meal plans become active on Wednesday, August 21.
  • If your student is doing a Pre-Orientation program, their program will be providing meals. 
    • Important note: If your student wants to get additional snacks/drinks during their free time away from the program, they will need to bring cash or a debit card to purchase those.
  • For families on campus August 21-22, you can use the Menu and Hours link on the Dining website to see what is open on a given day/time.

Emotions you might be experiencing as we approach move-in

  • Last August, my husband and I moved our first (and only) child into college. While I already knew this as a 25+ year college family administrator, it hits different when it is your child!
  • The family dynamics and emotions of move-in are very real, and different students and families react in different ways. Here are some things to be aware of and prepare for:
    • Understand your student may act a little differently – they might be excited, or nervous, or trying to put on a brave face, or they may want to act independently in getting all the business of preparing for college taken care of. You might feel like they are distancing themselves from you – or the opposite, they are more clingy. Every student handles the hustle and bustle of the college transition differently. Be there with a supportive hug when needed, and let your student have their distance when needed.
    • Understand that you might feel sadness or anxiety at the prospect of letting them go (or, conversely, guilt that you are not feeling terribly sad).
      • If you are worried about leaving them at college, remember that you have done this before: you left them at daycare or kindergarten. You left them at camp. You left them with a babysitter, or with grandparents/family to go on a vacation without them. You let them drive off in the car that first time. Think back through all those micro-goodbyes and remind yourself that you lived through 100% of those goodbyes. That’s not to say it won’t be sad; it may well be. But if you can, focus on the fact that it may also be exciting, and this is what’s supposed to happen. Our children are supposed to grow ever more independent, and college is one step in that journey.
      • No matter how prepared you think you are, you might have some last-minute panic. Even though I do this for a living, and thought I was ready (and deep down knew my child was ready), my emotions hit hard as it came time to say goodbye. I ugly cried for the better part of the 2 hour drive home. However you react, it’s OK. Be gentle with yourself.
      • And if you are not feeling as sad as you think you should be, give yourself permission to feel what you feel. There is no right or wrong way to feel as you send your student off to college – there’s only what’s right for you. You may be looking forward to having more time and space to yourself, or taking on new projects or opportunities as an empty nester. And that’s OK!!
  • And a tip for the soon-to-be empty nesters: the best advice I got last August was to plan something really really fun for your first night home in an empty nest. We ended up going out to dinner with 3 couples (two of whom had college aged kids and knew what we were going through). We ate and drank, we laughed a lot, we cried (ok, mostly me) but it was exactly the balm I needed to feel better. 10/10 recommend this approach.

All parent and family activities end by 7 p.m. on Thursday, August 22nd. Families should plan to leave once family Orientation events have ended, as their students will be involved in their own Orientation activities, and should be spending time bonding with their new hallmates and classmates and making social connections.

We hope this is a helpful guide to move-in, and we look forward to welcoming you to campus very soon!

Zach Blackmon, Ph.D., MBA
Associate Director of Operations
Office of Residence Life and Housing

Betsy Chapman, Ph.D. (‘92, MA ‘94)
Executive Director of Family Communications

Cherise James, Ph.D.

Director of Orientation, New Student and Transition Programs

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