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UVA Housing Plans, Coronavirus

Housing & Residence Life Offices

Our offices in Gibbons House are currently closed.

Please contact us via email at housing@virginia.edu.

 


Housing Email Communications

2020 MOVE-OUT PLANS (ON-GROUNDS UNDERGRADUATE AND GRADUATE RANGE RESIDENTS) -- April 27, 2020

Dear On-Grounds Resident,

Thank you for your patience during our evolving efforts to help combat the spread of COVID-19 within the UVA and greater Charlottesville communities. Housing & Residence Life has developed plans for 2020 move-out that are applicable to undergraduate students living in on-Grounds housing and graduate students living in the Range. Please note, the plans include Bice, Bond, and the three language houses (Shea, the French House, and the Spanish House). These plans consist of three options:

  1. Self Move-Out
  2. Designated Individual Move-Out
  3. Packing and Storage

1. Self Move-Out

We urge you to return to Grounds only if you do not have a fever or other symptoms of illness. CDC guidelines must be followed for the duration of the process, which will proceed as follows:

  • If you select this option, you will sign up in the housing portal for an appointment window (two hours for hall-style buildings, three hours for Gooch, Dillard, Bice, Bond, Copeley, Faulkner, Lambeth) when you may access your room.
  • Appointments will take place from Monday, May 4, through Sunday, May 24, between 8:00 a.m. and 5:00 p.m. each day. The availability of these appointments will be determined by housing assignment and staggered within associations in order to minimize traffic and promote social distancing. We will monitor appointments as they are scheduled, and will ask you to reschedule if we find that students in the same room or nearby rooms have signed up to move out at the same time.
  • During the move-out on Grounds, all participants must wear face coverings and maintain a distance of six feet from others at all times. You will need to bring your own face coverings, as we are unable to provide them.
  • You may bring only one person with you.
  • To maximize efficiency and minimize time in your housing, you should only take what you want. Unlike a standard move-out, trash and any belongings you don't want may be left behind. Any personal property left in the room following your completion of the move-out will be discarded.
  • A donation location will be designated in each building/housing area where you may leave any new and unopened items that you wish to give away, including cleaning supplies, toiletries, and non-perishable food.
  • Security will be present on site to enforce safety protocols.

2. Designated Individual Move-Out

If you are unable to return to Grounds, you may designate a friend or family member to retrieve your belongings. You will sign up for an appointment as outlined above and as part of the sign-up process, designate the person you wish to retrieve your belongings. When you make the appointment, you also will receive instructions on how to provide the designated individual with access to your housing.

Your designated individual will need to adhere to the self move-out guidelines above (as stated in No. 1) and to come to Grounds during the appointment window that you choose.

3. Packing and Storage

Packing and storage is a last resort if you cannot return to Grounds and are also unable to designate an individual to retrieve belongings in your place:

  • If you select this option through the housing portal, you will have your belongings packed and stored by a University-selected moving and storage company. Packing is expected to begin in late May and early June.
  • Packing will be done at the University's expense. Items will be stored at no expense until plans for the 2020 fall semester are determined.
  • Items such as aerosol cans, batteries, cleaning chemicals, houseplants, and food items cannot be packed or stored, and will be donated or discarded.
  • You may also work with the moving company to have your belongings shipped to you. You will be responsible for all related handling and shipping costs.
  • If you select this option, you will receive a follow-up email with additional details by May 25.

To select your move-out option, you will need to log in to the housing portal and click on "Spring 2020 Move-Out." Traffic on the housing portal is likely to be extremely high, so we ask that you be patient and try again later if you are unable to log in on your first attempt. You will need to complete your selection by Thursday, May 21.

If you choose either option 1 or 2, the portal will display dates and times available to you based on your housing assignment. You can reschedule or cancel your appointment by returning to the housing portal at least 72 hours prior to the scheduled appointment you selected. After that time, appointment bookings will be used to program student ID cards (in locations with card access). Room access will be granted for the scheduled two- or three-hour window only, so it is important to arrive promptly and to bring your student ID card.

We hope that you remain well. We know that you have been anticipating this information, and we appreciate your cooperation with these plans for a safe move-out.

If you have any questions, please contact us at housing@virginia.edu.

Sincerely,
Gay Perez
Assistant Vice President of Student Affairs,
Executive Director of Housing & Residence Life

REMINDER REGARDING ON-GROUNDS HOUSING AND END-OF-SEMESTER MOVE-OUT (STUDENTS WHO HAVE REMAINED ON GROUNDS) -- April 27, 2020

Dear On-Grounds Resident,

We hope this email finds you safe and well. The end of the spring semester is fast approaching, and we wanted to send an update and reminder regarding the availability of on-Grounds housing. As referenced in Dean Groves' email today, Housing & Residence Life has developed plans for 2020 move-out for undergraduate housing areas. These plans involve a staggered move-out that will take place between May 4 and 24.

Given the timeframe for this unique 2020 move-out plan, we are able to extend your on-Grounds housing beyond May 9 (when your agreement would traditionally end), to Sunday, May 24. While you may move out earlier than May 24 if you choose, this housing extension is available to you at no charge.

To let us know your planned move-out date, you will need to log in to the housing portal and click on "Spring 2020 Move-Out." Your room access will end on the date you specify. You will need to log in to tell us your plans no later than Saturday, May 9.

Since the University has cancelled all in-person summer programs through June 30, on-Grounds summer housing will not be available this year. If you are unable to return home when you leave on-Grounds housing in May, we encourage you to begin thinking now about your housing plans for the summer. One possible resource to consult is our off-Grounds housing partner's website, offgroundshousing.student.virginia.edu. There you can create an account and search for short-term rentals and summer sublets, according to your needs and plans.

Please feel free to reach out to us at housing@virginia.edu with any questions. We again thank you for your patience and perseverance during this unprecedented time, and send our best wishes for your health and safety though the rest of the semester and beyond.

Sincerely,
Gay Perez
Assistant Vice President of Student Affairs,
Executive Director of Housing & Residence Life

UNDERGRADUATES WHO PREVIOUSLY REQUESTED TO REMAIN ON GROUNDS -- March 17, 2020

Dear On-Grounds Resident,

Our records indicate that you previously requested to remain in on-Grounds housing. As you read in today’s message from President Ryan, we need to take additional steps to help keep the UVA and Charlottesville communities safe. Your cooperation will benefit your safety as well.

We must now limit on-Grounds housing stays to residents who have no other option because they meet one of the following criteria:

  1. international students who are unable to secure travel to return home due to travel restrictions;
  2. persons who are homeless but for their on-Grounds residence (i.e. undergraduate/graduate students for whom on-Grounds housing is their only residence); or
  3. persons who have an existing severe health or safety risk that prevents them from returning home.

You are required to complete the one-minute survey linked below [survey link included in original email] by Wednesday, March 18 at 5:00 p.m. to determine if you meet one of these three criteria. The survey link below is unique to you and should not be shared with others. Once you begin taking this brief survey, you need to complete it in one session. 

If you do not complete the survey by the deadline, or if you do not meet any of the criteria, we need you to make plans to leave your on-Grounds housing by Friday, March 20 at noon. Your housing access will be suspended at that time and you should plan to take all belongings with you, if possible.

We encourage departing residents to make plans to leave their housing as soon they can, given the rapidly changing environment and the possibility of additional travel restrictions. Limited support remains available for students with financial hardship through Student Financial Services for travel expenses. Students can also request financial support to help pay for a computer and/or an internet connection at home.

Please carefully consider the following before requesting to remain on Grounds. Residents who meet one of the three criteria above and are approved to stay must be prepared for decreased services on Grounds and in the local community. University staff have been asked to work remotely and will only respond to emergencies. In addition, regular custodial/housekeeping services will be suspended. As we are experiencing a public health emergency, public lounge and study spaces will be closed. Kitchens and laundry rooms will remain open. Note that students who are approved to stay but exhibit inappropriate behavior while in on-Grounds housing will be required to leave.

We thank you for your assistance, and for complying with these extraordinary measures to promote public safety.

Sincerely,
Gay Perez
Assistant Vice President of Student Affairs,
Executive Director of Housing & Residence Life
 

 UNDERGRADUATE STUDENTS AND THE RANGE -- March 11, 2020

Dear On-Grounds Resident,

We are communicating with you because you are either an undergraduate student who lives in on-Grounds Housing or a graduate student who lives on the Range.

Earlier today, you received an email from President Ryan regarding UVA’s plans for operations in response to the novel coronavirus, known as COVID-19. While this is an evolving situation, we write to provide initial information on plans related to your on-Grounds housing.

For those of you currently in Charlottesville, we strongly encourage you to gather essential belongings and return home. If you are currently away from Charlottesville, we strongly encourage you to modify your travel plans and remain at home or return home. If you need to return to Grounds to retrieve essential belongings, you will be able to access housing until Wednesday, March 18, at noon.

A few additional details:

  • When making travel plans, please arrange for your return to Grounds to be as brief as possible – enough time to gather your essentials and return home.
  • Do not return to Grounds for your belongings if you meet any of the CDC guidance for exposure to the coronavirus; rather please email us at housing@virginia.edu to make alternate arrangements.

We understand circumstances may not allow every student to go home. As a result, on-Grounds housing will remain open for those students who cannot go home. If you are unable to leave for unavoidable circumstances, please understand you may be quarantined or relocated should circumstances make this necessary. You should also expect a reduction in University services. After noon on March 18, access to on-Grounds housing will be limited to those who cannot return home for unavoidable reasons and have notified us of their intention to stay on Grounds.

If you are unable to return home due to unavoidable circumstances, you must complete the survey linked below [survey link included in original email] to notify us of your plans. This is a requirement to remain in on-Grounds housing. If you do not complete this survey, we will assume you do not plan to remain, and your access to on-Grounds housing will be suspended as of noon on March 18.

If you are currently receiving financial aid and have questions related to financial resources for departing Grounds, please contact UVA Student Financial Services at sfs@virginia.edu or 434.982.6000.

We will share additional information about end-of-semester move-out in a subsequent message.

Sincerely,
Gay Perez
Assistant Vice President of Student Affairs,
Executive Director of Housing & Residence Life

 FACULTY, GRADUATE, AND PROFESSIONAL STUDENTS LIVING ON-GROUNDS -- March 11, 2020

Dear Graduate and Faculty/Staff Housing Resident,

This message is for faculty and graduate and professional students who are living in on-Grounds housing. This does not include Range residents who are receiving a separate message.

Earlier today, you received an email from President Ryan regarding UVA’s plans for operations in response to the novel coronavirus, known as COVID-19. While this is an evolving situation, we write to provide initial information on plans related to your on-Grounds housing.

As President Ryan stated in his email, we are strongly encouraging students who can return home to do so, but he also recognizes that for some, Charlottesville is their home. Because that is true for most of you who live in Graduate and Faculty/Staff Housing, your housing will remain open. That said, consistent with President Ryan’s message, we encourage you to leave Grounds if that is an option for you. UVA has established a website with novel coronavirus information, operations updates, and FAQs. In addition, UVA COVID-19 Response Lines are available at 877-685-4836 (Domestic) and +1-202-800-2408 (International).

As this situation evolves, we will communicate additional updates. We appreciate your understanding as well as your cooperation with plans aimed at keeping the UVA and Charlottesville communities safe.

Sincerely,
Gay Perez
Assistant Vice President of Student Affairs,
Executive Director of Housing & Residence Life

 


Dining

Dining options will be very limited. Effective immediately, Observatory Hill Dining Hall will serve as the only major dining facility in service, apart from those necessary to support UVA Health. Those using O-Hill can obtain their meals there but will not be able to eat inside the facility. In addition, O-Hill will close for the spring semester after dinner on Friday, May 8. Please visit the University’s Dining website for hours of operation and real-time updates.

Wherever possible, we encourage students who have kitchens in their place of residence to prepare their own meals.

The following community food resources are available to you should the availability of on-Grounds dining change, or should you need access to them now:

  • Loaves and Fishes Food Pantry  
  • Grocery Delivery Services (from many grocery stores in our community)
  • Food Delivery Services (through your App Store)

 


Transportation

UVA Parking and Transportation is offering modified services. Please see their Operating Status page for the most current information.

 


Mail

For students who have left Grounds:

  • All USPS packages and first-class mail will be forwarded to the home address each student has provided.
  • UPS, FedEx, and DHL packages will be returned to the sender unless the recipient provides a prepaid shipping label for the University to ship the package to their requested address. Email prepaid labels to housing@virginia.edu.

For students remaining on Grounds:

  • All mailrooms will be closed.
  • Mail will continue to be accepted for students approved to stay in on-Grounds housing. Packages and first-class mail will be delivered to the student's on-Grounds address.

 


Emotional Support

Should you need someone to talk to, there are University resources available to you:

  • Student Health: All Student Health services are being provided remotely. Please call 434.924.5362 to access these services.
  • Counseling and Psychological Services (CAPS): CAPS remains available for virtual appointments by calling 434.243.5150.
  • Dean on Call: if you have any concerns and want to discuss them with a dean in the Office of the Dean of Students, please contact the Dean on Call:
    • Monday-Friday, 8:00 a.m.-5:00 p.m.: 434.924.7133
    • After 5:00 p.m. and on weekends: contact UVA Police at 434.924.7166 and ask them to refer the issue to the Dean on Call.

 


Financial Assistance

If you need financial assistance, the University can currently provide support in the following ways:

 


Emergencies

  • Call 9-1-1 for emergencies. For non-emergency situations, please call UVA Police at 434.924.7166.
  • Facilities-related concerns: To file work orders, call Facilities Management Systems Control at 434.924.3053.

 


Frequently Asked Questions

 

Undergraduate Housing and The Range

Can I stay on Grounds until the end of the spring semester?

No. Only students who have no other option are permitted to remain. Any students who stayed in undergraduate on-Grounds housing or the Range must meet one of the following criteria:

  1. international students who are unable to secure travel to return home;
  2. persons for whom their on-Grounds residence is their only home (including graduate students, postdocs, faculty, and staff for whom their on-Grounds residence is their permanent address); or
  3. students for whom traveling home would present a severe health or safety risk.

Will the University refund a portion of my housing charge?

For students who left by March 23, 2020, the University is providing pro-rated refunds to student accounts for on-Grounds housing contracts using a March 16 effective date. These students received a message from Student Financial Services on March 25 with information about the refund process.

Students who left after March 23, 2020 will receive pro-rated refunds to their student accounts after they move out. Each student's pro-rated credit will be calculated based on the date when access to their on-Grounds housing is terminated by Housing & Residence Life.

Students who have permission to remain in on-Grounds housing and do not move out before May 1, 2020 will not receive refunds.

I was notified that I will receive a partial refund. How will I find out the amount of my refund?

The amount of each student's refund depends on where they were living and their move-out date. Housing & Residence Life is calculating these amounts on a rolling basis and sending that information to Student Financial Services. SFS will begin to process the refunds by April 2, 2020. Details will be reflected in a student’s account within SIS once the refund has been processed.

If I have been approved to stay in my housing, what should I expect?

Please keep in mind that this is an evolving situation and that changes may impact your ability to remain on Grounds. In addition, please understand that you may be quarantined or relocated should circumstances make this necessary.

Also note that regular custodial/housekeeping services have been suspended in undergraduate housing areas. As we are experiencing a public health emergency, public lounge and study spaces are also closed. Kitchens and laundry rooms remain accessible, but residents must practice social distancing while using these facilities.

Can I stay on Grounds during the summer?

Since the University has cancelled all in-person summer programs through June 30, on-Grounds summer housing will not be available this year. If you are unable to return home when you leave on-Grounds housing in May, we encourage you to begin thinking now about your housing plans for the summer. One possible resource to consult is our off-Grounds housing partner's website, offgroundshousing.student.virginia.edu. There you can create an account and search for short-term rentals and summer sublets, according to your needs and plans.

How do I collect my belongings?

Housing & Residence Life has developed a safe, structured, and orderly move-out process. Undergraduate students and students living on the Range may move out of their housing between Monday, May 4, and Sunday, May 24. If they are not able to come in person, they may designate an individual to handle move-out for them. As a last resort, students can ask for the University to pack and store their belongings at the expense of the University. If students want their belongings shipped to them, they are responsible for the costs. As communicated in the April 27 email above, affected students must set up an appointment to return for move-out.

What safety precautions will be in place for move-out?

While Gov. Northam’s stay-home directive remains in effect until at least June 10, students can make an appointment with Housing & Residence Life to return to Grounds. We will ensure that appointment times are staggered for students located in close proximity. No one may return if they are ill or have a fever. Everyone involved in move-out must follow CDC guidelines, including wearing personal facial coverings and maintaining a distance of six feet from others.

Is the University moving the belongings left behind by residents of Bice, Bond, and the Language Houses?

No. The University no longer plans to move the belongings of residents in Bice, Bond or the three language houses (French House, Spanish House, Shea House). Plans for UVA Health to use these buildings to support the regional pandemic response are not being implemented at this time. Students who lived in these five buildings may return during the same period as other students (May 4-24) to collect their belongings.

 

Graduate & Faculty/Staff Housing

Do I need to move out of Graduate & Faculty/Staff Housing?

Graduate and Professional students living in University housing (except for the Range) may remain in their residences until the end of their housing agreements. Please refer to the March 11 email above sent by Housing & Residence Life to Graduate and Professional students who do not live on the Range.

However, the University is encouraging students to leave Grounds if they can. If you are not currently in Charlottesville, we strongly encourage you not to return.

If I move out of Graduate & Faculty/Staff Housing early, will I still have to pay rent or fees?

The University will waive early termination fees for Graduate & Faculty/Staff Housing residents who wish to move out before the end of their 2019-2020 housing agreements. If you wish to move out early, please let us know so that we can send you detailed move-out instructions.

On the day that you move out, you will need to send an email to housingassignments@virginia.edu notifying us that you have removed all personal belongings from your housing and followed the instructions for returning your heys and laundry card. We will end your housing agreements and pro-rate your rent as of the date we receive your email and confirm your key return.

Please note that while the March 17 email from President Ryan mentioned a pro-rated credit for on-Grounds housing, you are not eligible to receive this credit if you maintain your keys and are able to access your apartment.

Can I extend my housing agreement if I am not able to find other housing?

We are encouraging all residents (undergraduate students, graduate students, faculty, and staff) to keep trying to proceed with their move-out plans. The pandemic is an evolving situation and there is still time to find housing options.

Please keep us apprised of your progress, and if you are not able to make a move-out plan by May 1, 2020, we can consider any requests for an extension at that point. We will determine what options may be available given the status of the pandemic and University operations at that time.

Can UVA do a visual security check of my residence while I am away?

Residents can request that University Police do a visual exterior security check of apartments or houses on Grounds and in their adjacent patrol area. Complete the following form: https://uvapolice.virginia.edu/residence-security-check-request.

 

Off-Grounds Housing

What should I do if I live off Grounds?

If you are currently living off Grounds, including students living in Charlottesville, we strongly encourage you to return home.

If you need items from your home or apartment, please call your landlord for help with this or other critical matters. We also hope those of you residing in fraternity and sorority houses will return home. If you have friends still in town, please consider asking for their help in collecting your belongings before they leave.

I live off-Grounds and have returned to my permanent residence. Is the University able to help me with my rent?

The University is able to offer pro-rated refunds for on-Grounds and UVA Dining plans because of the contractual agreements that we have in place with the students who use these services. These same agreements are what enabled us to require students to move out unless they had an approved reason to stay. Given that students living off-Grounds have financial contracts with their landlords, the University has neither the same level of control nor the same ability to help that we have with our on-Grounds students.


 


UVA Resources

UVA has established a website with novel coronavirus information and updates.