Students are expected to make arrangements for move-in based on their assigned move-in dates (found on the academic calendar). Only students who are approved through a college vice president may return prior to official opening dates. The criteria for approval of an early arrival center on whether a student’s work or presence is essential for orientation or opening. Students will not be allowed to move in or receive a room key unless they are approved.

Early arrivals are highly discouraged and must be based on the student’s need to be on campus and not convenience, including travel convenience. As a result, Luther grants very few requests for early arrival outside the parameters noted below. It may be necessary for parents to take a day off from work to move a student, so families are asked to plan accordingly. 

All requests for early arrivals are subject to the availability of the space where the student is assigned to live.

Requests

Two dates are critical for the early arrival process. Work supervisors, coaches, or department heads shall submit a roster of students considered for early arrival to their respective vice president or designee no later than July 15.

The approved early arrival rosters must be submitted to the Residence Life office no later than July 20 by work supervisors, coaches, or department heads for any student, team, or group that is required to be on campus prior to an official move-in date. 

The Residence Life office will coordinate arrival details with campus departments, supervisors, and coaches; students will receive specific check-in information from the respective department, supervisor or coach. The department, team, or supervisor is required to provide an interim meal plan from the date the student arrives until the student’s fall meal plan begins. 

• Athletics: The respective fall-season coach shall submit the team roster to Residence Life no later than July 20. Any adjustments to the roster shall be communicated, as information is available, to Residence Life. The team is required to provide an interim meal plan from the date the student arrives until the student’s fall meal plan begins.
• College Employment: Faculty, work-study supervisors, or other college staff who require students to be back on campus early due to work-study or other college employment must submit their written request to the appropriate college vice president prior to July 15. If approved, the work supervisor shall submit the approved student roster to Residence Life no later than July 20. It is the department’s responsibility to ensure the request has been approved through the proper channel and in the above noted time frame. The department is required to provide an interim meal plan from the date the student arrives until the student’s fall meal plan begins. It is the work supervisor’s responsibility to communicate with students that they have been approved for an early arrival.
• College Program: Faculty, program directors, or other college staff who require students to be back on campus early due to participation in a college-sponsored program must submit their written request to the appropriate college vice president prior to July 15. The faculty member, program director, or other college staff member shall submit the approved student roster to Residence Life no later than July 20. It is the faculty member, program director, or other college staff member’s responsibility to ensure the request has been approved through the proper channel and in the above noted time frame. The department is required to provide an interim meal plan from the date the student arrives until the student’s fall meal plan begins. It is the program director’s responsibility to communicate with students that they have been approved for an early arrival.

Note: Departments that wish to plan a student retreat must hold the retreat after the assigned move-in date.

• Summer Housing: Students who are living in campus-owned housing for the summer will be transitioned to their fall room assignment on or around August 10.

Requesting An Exception

We understand there can be extenuating circumstances that require an early arrival. A student shall provide a detailed written request to the Residence Life office no later than 5 business days before the requested move in date.

Requests to arrive prior to the fall move-in date will NOT be approved for the following reasons:

• Roommate already on campus: Students who are hoping to move in because their roommate(s) have already been approved will not be granted permission for early arrival. Unauthorized early arrivals will be billed a $100 per day early arrival fee, may be asked to leave, and face disciplinary action.
• Just want to be back: If there is no legitimate reason for a student to be back on campus early, the request will not be approved. Unauthorized early arrivals will be billed a $100 per day early arrival fee, may be asked to leave, and face disciplinary action.
• Working in Decorah: Students must be employed on campus and receive approval from their work-study supervisor; students working off-campus will not receive approval to move in early.
• Summer lease runs out: Students who live off-campus in Decorah may not move into their fall rooms early due to summer sub-leases expiring. 

Dropping Items Off

Luther will consider requests to move possessions into a room without the student staying in the room if there are extenuating circumstances. Students must make requests for “Drop-and-Go’s” by calling or emailing the Residence Life office two weeks prior to arrival. Students will be assessed a $100 Drop-and-Go fee and will be given access to their rooms during regular work hours only (8:00 am to 5:00 pm, Monday through Friday). The Drop-and-Go period begins the Monday that precedes the official college move-in date.

Accountability

Students who are approved to be on campus are expected to uphold Luther College policies. Any student found to be residing on campus who has not received approval will be asked to leave campus and will face disciplinary actions. Any student found to have provided access to a student who is not approved for early arrival may also face disciplinary action. Disciplinary actions that may be taken, but are not limited to, include fines, restitution, and community service.