Move-in Process

Spring 2022 Move-in Instructions 

To decrease the possible transmission of the COVID-19 virus during our move-in process for the protection of our students and/or guests, all McKendree University students will be required to schedule a check-in appointment and to get tested for COVID-19 before they can move into their residential space regardless of vaccination status.

We continue to strongly encourage our campus community to get vaccinated against COVID-19. The Delta variant of COVID-19 has increased positivity rates in our region, and reinforced to us that our ability to return to a near-normal spring semester is dependent on the majority of our community members being vaccinated and following the policies for reducing the spread. 

COVID-19 vaccinations are available regionally at Walgreens, CVS, Med Express, HSHS Drive-Thru Care in O’Fallon, and the St. Clair County Health Department. Need help finding a vaccination site near you? Check out the Illinois COVID Vaccination Locator.  Team Up Against COVID-19 and get vaccinated!  If you are a vaccinated student, please ensure that a copy of your most up-to-date COVID-19 Vaccination Status Documentation is on file with Health Services.

With the advent of the COVID-19 Omnicron variant, students should check the University’s COVID-19 Campus Update webpage regularly over the winter break to ensure they are aware of any changes that occur to University policy or process. 

Students who become ill with symptoms of COVID-19, or are exposed to someone with COVID-19 shortly before they plan to arrive, should delay their travel, contact their health care provider for evaluation, and not come to campus until they have completed their quarantine and are no longer contagious. For professors to be informed of absence, the student must also inform the Office of Health Services. Documentation of COVID-19 test results is required and should be emailed or faxed and must include all of the following:

1. results of the test

2. date the test was administered

3. name and address of the lab

4. verification that a nasopharyngeal PCR or antigen test for SARS-CoV-2 was performed

No self-administered tests or ‘at-home’ tests will be accepted

Documentation missing from any of the above information will not qualify and professors will not be notified.

Please submit documentation to Health Services:

• via email to lmauten@mckendree.edu

• by fax to (618) 537-6955

In some circumstances and depending on the limited availability of isolation housing, students traveling more than 250 miles who are tested upon arrival and who test positive will be assigned to a campus location to isolate. Those within a 250-mile radius will be asked to return to their permanent residence/home until they have completed their quarantine and are no longer contagious. We strongly advise students who are traveling more than 250 miles or traveling by air or other public transportation to be tested before arriving on campus.  

Commuter Students

To attend class, all commuters (students living in Non-McKendree operated housing) regardless of vaccination status must present documentation of their negative test results to Lesa Auten in Health Services, who will process them for the Office of Health Services. The test should be completed after Jan. 12 but before returning to in-person classes. Commuter students have a couple of options for testing:

1. Contact your health care provider or schedule a test at a local pharmacy.

2. Schedule a time to have a test performed with the Office of Health Services. Tests costs may apply. You can schedule a time via Patient Fusion.

3. Get a free test at St. Clair Square Mall at 134 St. Clair Square, Fairview Heights. It is open 4 days a week from 8:00 am to 4:00 pm, while supplies last, so go in the morning if possible. For more information, visit the St. Clair County Health Department webpage.

After meeting these requirements, commuters should submit documentation of their COVID-19 test results to Health Services:

• • via email to lmauten@mckendree.edu

  • by fax to (618) 537-6955

  • by dropping off negative result documentation at 513 Stanton St., Lebanon, IL 62254
    

Early Arrivals for Residential Students

Early arrivals are residential students who have received permission to be on campus early. Any student who attempts to move in early without permission will be asked to leave and will be documented with the Office of Student Conduct.  Only students fully registered for the Spring 2022 semester will be given access to their residential space.

If you are a resident who intends to stay on campus for any part of the winter break you must complete the Winter Stay Request form to have the approval to stay in your assignment. Although this form is open to all residential students, please note that there are only a few specific reasons that students would be permitted to stay on campus during the break.  

Early Arrival athletes can check-in and receive a COVID-19 test during the following dates and times:

Women's Wrestling - Monday, December 27, 2021 from 12 pm to 3 pm

Women's Basketball - Monday, December 27, 2021 from 12 pm to 3 pm

Men's Basketball - Monday, December 27, 2021 from 12 pm to 3 pm

Women's Swimming - Tueday, December 28, 202 from 12 pm to 3 pm

Men's Swimming - Tueday, December 28, 2021 from 12 pm to 3 pm

Men's Wrestling - Tueday, December 28, 2021 from 12 pm to 3 pm

Men's Volleyball - Thursday, December 30, 2021 from 12 pm to 3 pm

Cheer - Wednesday, January 5, 2022 from 12 pm to 3 pm

Men's D1 Hockey - Wednesday, January 5, 2022 from 12 pm to 3 pm

Competitive Dance - Friday, January 7, 2022 from 12 pm to 3 pm

Women's Water Polo - Monday, January 10, 2022 from 12 pm to 3 pm

Women's Lacrosse - Monday, January 10, 2022 from 12 pm to 3 pm 

Women's Hockey - Monday, January 10, 2022 from 12 pm to 3 pm

Men's Bowling - Thursday, January 13, 2022 from 12 pm to 3 pm

Bass Fishing - Thursday, January 13, 2022 from 12 pm to 3 pm

 

Athletes will report to the Athletic Training center at their allotted times for their COVID-19 test. They will get a mark/stamp on their hand when finished so that they can move in/collect their keys from the Residence Life staff. If you have been positive within the 90 days of your check-in date, please still report to Athletic Training to at least get marked/stamped.

For all other approved early arrivals -AND- residents who have stayed for the entire winter break, please use the Patient Fusion portal to schedule your COVID-19 test with Health Services on January 10, 11, 12, or 14.  When you log on to Patient Fusion, only five times will be viewed on the screen; scroll down to find later times. Online portal.

For those students who need to collect their keys, there are several locations where keys will be distributed by date:

• For athletes moving in on the dates and times listed above, keys will be available in the Office of Residence Life in Clark Hall 109, the only the main doors facing south will be open. Once you have received your negative test, you can collect your keys.

• For all other early arrival dates, please call the RA on duty at the numbers below in case the staff would need to meet you elsewhere.

  • Baker, Barnett, or Walton Halls - (618) 975-4388
  • Residence Hall East & West, The Suites, and Hunter St. Apts. - (618) 304-6366
  • McKendree West Apartments - (618) 975-4386

 

Regular Residential Student Move-in 

 

A schedule and process that facilitates social distancing will be implemented for move-in this semester to keep the McKendree community safe and to limit the spread of COVID-19. The move-in timeline will be broken up into 90-minute time slots between 9:00 am and 5:30 pm from Friday, Jan. 14 through Monday, Jan. 17. 

1. Any individual participating in move-in (students, parents, staff, etc.) are highly encouraged to wear a face mask and practice social distancing when indoors for two weeks before arrival on campus.  

2. Students should NOT sign up for an appointment with Health Services, just Residence Life. We will forward the scheduled check-ins to Health Services so they will be aware that you are coming there first.  If you would like to get a COVID-19 Test prior to coming to campus, see the “Check-in with Health Services” section below for additional details.

3. Students must schedule a 90-minute appointment slot for their move-in date and time.  

a. Multiple move-in days (Friday, Jan. 14 through Monday, Jan. 17) and times (9:00 am to 5:30 pm) are available to account for the slower move-in process and provide students with a variety of options.  

b. Appointment slots will be first-come, first-served.

c. Appointments can only be secured through the online forms available on the Residence Life website. If there is an issue or complication with your sign-up, please call the Office of Residence Life at (618) 537-6855 during normal business hours. Please remember that the Office of Residence Life is closed from Thursday, Dec. 23, 2021, to Monday, Jan. 3, 2022. 

d. Students can only sign-up using their McKendree University email address and must enter an access code to view the sign-up.  The Access Code is: Bogey22

4. The Sign-Up Genius - Please ensure you are using the following email structure when signing up:  firstname.lastname##@mckendree.edu.  ## signifies the year you applied to be McK student - for example, this year's class would be either 20 or 21 for 2020 or 2021.

a. First, you will need to find on the grid the date and time you wish to sign up. Select “Sign up” in that row and then “Submit and Sign up” at the bottom of the page. 

b. Enter your building and room or apartment number and make sure the “Quantity” says 1. 

c. Students must indicate on the appointment form the total number of individuals needed to complete their move-in process. Move-in groups may include no more than three total individuals (e.g. one student and two helpers).  If it is just you, put 1; if two parents are coming, put 3. 

d. Put in your student ID – make sure to include the 0 but no initials (for example, 0349999).

e. If a student does not sign up for a move-in appointment, they can be put through the Student Conduct Process for failure to follow Official Requests and Orders. 

Sign-Up Links 

Residential Area	# per time	URL
Baker Hall	4
Barnett Hall	4
Hunter St. Apts.	1
McK West Apts.	15
Res Hall East	5
Res Hall West	5
The Suites	4
Walton Hall	4

 

Check-In with Health Services

1. Once the student arrives, they will first report to the Office of Health Services, where they will get their COVID-19 test. Students will wait until their results are completed, approximately 20 minutes. Once completed, if the student receives a negative test they will report to their residential check-in area.  Students will receive a mark/stamp from Health Services so they can verify their test results with the Residence Life staff at their move-in.  Any student arriving at their move-in location without the mark/stamp will not be allowed to check in.

a. If you wish to get tested before coming back to campus, that is great. All testing done off campus must be done within 72 hours of return to campus.  It is suggested to get tested as close to your return to campus as possible.  When you arrive to campus for your check-in appointment, you will still go to Health Services first, and turn in your documentation to receive your mark/stamp before heading to your residential area.

b. There are a couple of options for testing:

a. Contact your health care provider or schedule a test at a local pharmacy.

b. Get a free test at St. Clair Square Mall at 134 St. Clair Square, Fairview Heights. It is open 4 days a week from 8:00 am to 4:00 pm, while supplies last, so go in the morning if possible. For more information, visit the St. Clair County Health Department webpage.

c. Documentation of COVID-19 test results is required and should be emailed or faxed and must include all of the following:

a. results of the test

b. date the test was administered

c. name and address of the lab

d. verification that a nasopharyngeal PCR or antigen test for SARS-CoV-2 was performed

e. No self-administered tests or ‘at-home’ tests will be accepted

2. Reminder: In some circumstances and depending on the limited availability of isolation housing and medical resources, students traveling more than 250 miles who are tested upon arrival and who test positive, will be assigned to a campus location to isolate. Those within a 250-mile radius will be asked to return to their permanent residence/home until they have completed their quarantine and are no longer contagious.  We strongly advise students who are traveling more than 250 miles or traveling by air or other public transportation to be tested before arriving on campus.  Alternate options for testing:

a. Contact your health care provider or schedule a test at a local pharmacy. Tests should be taken as close to returning to campus as possible.

b. Check your county’s/state’s Health Department webpage for other testing options that could be free or of reduced charges.

Move-In

1. Once the student arrives, only the student should come to their Move-in Location. Residents must show

a. their McKendree ID, or another photo ID;

b. their negative COVID stamp from Health Service;

c. and be fully registered for the Spring 2022 semester before Residence Life will give them their key.

Guests and/or parents will not be provided keys or any other materials.

Move-in Locations 

Baker Hall - Baker Hall 120 (RD Office)

Barnett Hall - Barnett Hall 106 (RD Office)

Hunter St. Apartments - Residence Hall East Lobby / Fire Place Lounge

McK West Apartments - McK West Clubhouse

Residence Hall East - Residence Hall East Lobby / Fire Place Lounge

Resident Hall West - Residence Hall East Lobby / Fire Place Lounge

The Suites - Residence Hall East Lobby / Fire Place Lounge

Walton Hall - Walton Hall 157 (RD Office)

2. Move-in Requirements:  

a. Masks are required. Please see our face mask and social distancing policies starting on pages 48 and 49 in the Student Handbook.

b. All students should strive to complete their move-in process within their 90-minute time slot.   

c. Each student is allowed to have one to four move-in helpers, if necessary. All guests are required to leave the residential buildings once the one-hour appointment has commenced. 

d. Congregating in high-traffic areas will not be permitted. 

3. Once students have collected their keys and completed all necessary paperwork, they should proceed to their assigned room to unload their belongings and move into their residential space.  

a. Students may enter and exit the residential area as needed to collect all items required for move-in but should practice social distancing as best as possible. 

b. When possible, clear paths in hallways, stairwells, and elevators to promote social distancing.

c. Vehicles may be left in the unloading zones during the appointment but after this time, the vehicle should be relocated to a parking area to keep the unloading zones clear for others. 

d. Move-in volunteers will not be available during any part of the process. 

e. Students moving into a new housing location will need to complete their required room condition report once they have received their keys. Students must complete this form within three days or they will be charged a $15 fee. 

After Move-in 

1. Students are asked to promote social distancing and prevent the possible spread of COVID-19 by reducing traffic in hallways, stairwells, and elevators as much as possible until the move-in period ends on Jan. 17 at 6:30 pm. 

2. Congregating in lobbies and/or common areas will not be permitted. 

3. At the end of the student’s appointment slot, move-in helpers must depart campus. 

4. If you have any questions or concerns after moving in, please call the Office of Residence Life or the RA on duty outside of normal business hours.

 

Residential Area	RA Duty Phone
Baker, Barnett, or Walton Halls	(618) 975-4388
Residence Hall East & West, The Suites, and Hunter St. Apts.	(618) 304-6366
McKendree West Apartments	(618) 975-4386

 

With the advent of the COVID-19 Omnicron variant, students should check the University’s COVID-19 Campus Update webpage regularly over the winter break to ensure they are aware of any changes that occur to University policy or process.