Residential Move In / Parking

  • 1.  Residential Move In / Parking

    Posted 01-28-2020 13:45

    Greetings, NACAS Community -

    At The University of Texas at San Antonio (UTSA), recent shifts in organizational structure have changed reporting chains for elements once assigned under the Housing umbrella.  As we look toward Fall '21 residential move-in, additional consideration is being given to roles & responsibilities related to this significant on-campus activity impacting 3000 student residents. 


    In the past, campus Parking was invited to the conversation at the end of planning and asked to support a completed plan.  This year, Parking is being asked to plan traffic patterns, coordinate volunteers, and other tasks never before asked of this group.


    For higher education accounts, I'm asking that you share your level of involvement in planning and executing campus move-in activities.  Would also appreciate hearing best practices your campus has developed over the years to make this a successful endeavor.  I'm available via phone or email at 210-458-8577 or for those who prefer to discuss with me directly.


    Thank you in advance for your insight.


    Hillary Klingman
    The University of Texas at San Antonio
    Director of Operations for Campus Services
    San Antonio TX
    United States

  • 2.  RE: Residential Move In / Parking

    Posted 01-29-2020 09:22

    At the University of North Texas, we have a committee (including parking) that decides on the experience from beginning to end. The committee includes: Housing, Dining, Parking, Police, Enrollment Management, Union, Student Activities, Transportation, Facilities, Finance and students. This year we are considering inviting someone from the city to be engaged in the program from a city impact perspective. Parking and Transportation has helped with communication, routes to campus, staffing, signage and customer support. In the last few years, we have managed to almost eliminate lines and traffic problems.

    Student, parent and staff feedback has been outstanding.




    Daniel Armitage

    Associate Vice President, Student Affairs

    Auxiliary Services

    University of North Texas

    Welcome Center 217

    1155 Union Circle #311008

    Denton, Texas 76203-5017




  • 3.  RE: Residential Move In / Parking

    Posted 01-29-2020 10:43
    Goo morning Hillary,

    Great question, as Move-in is a tough one.

    I've worked at a few higher education institutions and in all cases we've been a partner in this endeavor. Parking and Transportation, in my experience has always been the authority on what streets to close, where to park, buses needed, etc., but we would never make those decisions without the greater input of housing, student life, city, etc. because we've always wanted it to fit into the larger experience, sort of like an Athletic event.

    Here are some quick things I recall that have been helpful over the years:
    1. Staggered appointments to move-in. This removes the issue of everyone showing up at the same time and congesting the roadway/parking network.
    2. Requiring vehicles to unload and then move to parking locations away from the residence halls. We would have staff members posted at the unload areas and they would put a sticker on the vehicle with the entry time and keep a notebook log of the drivers cell phone number. If the vehicle was not moved in the time limit we gave them, we would call them.
    3. At one institution we had our parking enforcement officers actually help students move into their rooms.
    4. Having enough carts, move-in volunteers, and staff in place is very important to keeping the vehicles moving.

    I'm happy to chat more if you'd like.

    Kindest regards,

    Jim Sayre, CASP
    University of Arizona
    Executive Director
    Tucson AZ
    United States

  • 4.  RE: Residential Move In / Parking

    Posted 01-30-2020 10:17

    At Penn, Residential Services is responsible for coordinating Move in, and we partner with many other departments across campus, including Public Safety (Penn Police), Dining, and Parking throughout the planning stages.  Typically, we begin our planning in late Fall for the coming year, after debriefing the full team on the recently completed event.  


    Bryan Wilkinson, CASP
    Associate Director of Fiscal Operations
    University of Pennsylvania
    Residential and Hospitality Services
    3702 Spruce Street
    Philadelphia, PA 19104-6027
    (215) 898-4907

    Bryan Wilkinson, CASP
    University of Pennsylvania
    Associate Director, Fiscal Operations
    Philadelphia PA
    United States

  • 5.  RE: Residential Move In / Parking

    Posted 01-30-2020 12:57
    Hi Hillary,

    At Saginaw Valley State University we include Housing Operations, Residential Life, Parking, University Police and Campus Facilities as the core participants in planning housing move-in events.  Representatives from other campus functions are brought into the discussion as needed.  We are all unique so a one size fits all approach is not likely to work but below is a bulleted list of what has been effective for our campus.

    • One-way routes on campus are temporarily instituted to manage the flow of traffic.
    • University Police manage traffic flow
    • Vehicles pull-up to the designated area and unload.  Once vehicle is unloaded they are immediately directed where to find parking.
    • Centralized check-in brought to the student/parents (we setup a large tent adjacent to the road)
    • Keep it simple and focus on getting the student their key, ID and anything else critical to moving-in.  Many campus departments/student groups would like an audience with the student, be cognizant that students and parents focus is on moving in and getting settled.  Emotions are often running high.
    • We rent approximately 20 golf carts with small boxes in the back to assist with moving belonging from the unloading area to the respective residence hall entrance.  Multiple length bungee cords are useful for helping to secure items on the golf carts.
    • One-way traffic flow for golf carts and mandatory safety instruction for anyone operating a golf cart.
    • We request the student carry or hold onto expensive electronic devices, particularly the large flat screen TV's that everyone seems to bring.
    • We engage faculty, staff & alumni to assist with the move-in process helping to check students in and drive the golf carts.
    • Student athletes and other student clubs & organization assist with carrying belongs from the drop point at the building entrances to the student's room.
    • If multiple move-in days are an option, consider what buildings you assign to manage traffic congestion
    • Assign students in the same facility different move-in times to manage congestion.  Not everyone will adhere to the assigned time but it is still helpful.
    • Staff positioned along the unloading area with two-way radios to assist with golf cart management.
    • Water available for student, parents & volunteers


    Ronald Portwine,  MBA, CASP

    Associate Vice President for Administration & Business Affairs

    Saginaw Valley State University

    7400 Bay Road|University Center, MI  48710

    South Campus Complex A146 | 989.964.2064

    Ron Portwine, CASP
    Saginaw Valley State University
    Associate VP for Administration & Business Affairs
    University Center MI
    United States