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August 4: Check Move-In Status and After Hours Support

Dear parents and families,

One of the most anxiety-provoking things about my own student’s transition to college was thinking about how my student would handle the unexpected: what happens when they get sick for the first time away from home? What if there is something broken in their room and it needs fixing? What if I need to reach the school for an emergency after hours? Today’s message is about giving you some of those tools in case you need them.

But before we get there, as of this past Friday, 255 incoming students still have not completed all their immunization requirements. I am told some have entered their vaccine info but there are still vaccines they need; other students have not submitted anything. If your student is one of those 255, they will not be allowed to move in. So it is imperative that all students check their move-in status (see first item in the Action Item tracker) and take whatever steps they need to become compliant. 

Action Item Tracker

  • Make sure your Deac knows their check-in status
    • Beginning today Aug. 4, students must log in with their @wfu.edu account to confirm they do not have any holds. Any holds must be resolved before they check in. Your Deac wants to see a screen that looks like this (though their date/time would reflect their own appointment time):
  • If your student sees a screenshot like the one below, they need to take action to clear all holds that are listed:
  • More details can be found in the Move-In Guide.
  • Ensure your Deac (or you, if your student made you a Third Party Payer) has checked Workday for unpaid tuition balances or other unpaid fees.

Featured Topic: Where Students Can Get Help After Hours (e.g., illness, family emergencies, etc.)

  • Once your students move in, they will be with us 24/7, but most staff are not on campus 24/7. Most offices work on a Monday-Friday, 8:30 a.m.-5 p.m. schedule. So what happens if your student needs help after normal business hours? (Pro tip: this is a great post to save and bookmark for later use!) 
  • For urgent concerns that must be addressed quickly during a time that offices are not open, use the following resources:
    • Emergency Response (24/7, year round) – have your student call 911 (e.g., immediate life and safety concerns, etc.)
    • Non-Emergency Response – 336-758-CARE (2273) or we.wfu.edu is a service that ensures someone will always be available (i.e., 24/7 M-F, weekends and university holidays) to provide caring and thoughtful consultation services for Wake Forest students in need of mental health assistance or support. Parents and families who have concerns about their student (or a roommate, friend of their student, etc.) can also use this service to communicate concerns. 
  • If your student is ill after hours
    • Deacon Health is staffed with board-certified providers who will be your students’ primary care physicians during their time at Wake Forest. But what happens if your Deac needs care after hours or when the clinic is closed?
      • Deacon Health After Hours Nurse Line – An on-call nurse is available 24/7 to assist students with current healthcare concerns during non-clinic hours. Students can call 336.758.5218 and follow the prompts. (If your student is having a medical emergency, they should call 911.)
        • Important note: the After Hours Nurse Line is not for making appointments (students should do that in the Deacon Health portal), asking billing questions, etc. The After Hours line is only for students who are ill.
      • A list of off campus providers is available here.
    • Pro tip: You will almost certainly feel better when your student is sick if you know you have prepared a medicine kit for their room with some of the basic needs, plus a small stash of food and drink for their room (e.g., crackers, Gatorade, etc.)
  • For residential issues (e.g., work orders for room, keys, etc.)
    • Residence Life and Housing’s Help @ Home has a host of resources
  • Other resources that may be helpful
  • What if my student needs to notify the school of an emergency? The Office of Academic Advising has a website about emergencies and what students should do to notify OAA and their faculty in those cases. You as parents and family members can submit a referral to we.wfu.edu or 336.758.CARE (2273) if there has been a family emergency so that your student can receive caring outreach and get connected with support.
  • Important note: if families contact an office after hours/on the weekend about a non-urgent situation (i.e., something that does not involve immediate life, health, or safety concerns), administrators will respond when they are back in the office (or as they are available). 

Closing Thoughts

  • While your students are still home, have a conversation with them about how to navigate healthcare while at college (because they will get sick at some point), what to do if they have an unexpected situation after hours, etc. 
  • As a reminder, Deacon Health cannot accept a blanket release (like a Power of Attorney). Instead, at each visit to Deacon Health, your student can decide who their care providers can talk to about their illness/injury.
  • Having some time before move-in to practice how your Deacs might handle illness and after hours needs might build some muscle memory they can draw on when the unexpected happens. It can also build their confidence that they can self-manage.
  • Be sure to bookmark our After Hours Help page for when you need it 🙂

Until next Tuesday,

Betsy Chapman, PhD (‘92, MA ‘94)
Executive Director of Family Communications

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