Residence Life and Housing
Residence Life and Housing / Moving In & Out / Early Arrivals, Late Stays, and Winter Break Housing

Early Arrivals, Late Stays, and Winter Break Housing

The information and guidelines for early arrival and late stays are similar except for the action of arriving early or staying late. Specific information on each semester (dates, etc.) is located below the overview.

Students who request to move in/out of their on campus housing earlier/later than the posted dates must complete the Early Arrival/Late Stay Request application or request Winter Break Housing in their End of Semester Plans form due in December. 

The application is located in the WU Housing portal and must be completed in advance of the student's arrival or departure. Due dates for the application will be posted in the  WU Housing portal.  Requests will be approved/denied on a rolling basis. The fee to arrive early/stay late is $100 per night prior to/after the posted opening/closing dates.  Students arriving early/staying late due to a WU sponsored event/activity/program are not charged a fee. 

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    • Completion of a request does not constitute approval to arrive early/stay late.
    • The office of Residence Life and Housing will consider requests based on need and circumstance.
    • Students who are approved for early arrival/late stay due to non-WU related events/activities/programs, will be charged $100 per night that they are on campus prior to their scheduled move in date. The charge will be posted to your student account.
    • Any student arriving prior to their approved date (WU sponsored event/activity/program or not), and wanting to move into their assigned space will be charged $100 per night prior to their approved move in date in addition to an improper check in/check out charge.
    • Preferred travel schedules will not be considered as an extenuating circumstance.
    • Students may NOT drop off items and leave them in their living spaces without going through the early arrival process; once a student’s belongings are on campus, the student is considered to have checked in to their housing assignment
    • Dining plans are not active outside of the posted open residence hall dates
    • Most WU events/activities/programs will provide meals for their participating students; contact your advisor for more information.
    • Non WU event/activity/program affiliated students arriving early/staying late are responsible for their own meals.
    • Completion of a request does not constitute approval to arrive early/stay late.
    • The office of Residence Life and Housing will consider requests based on need and circumstance.
    • Students who are approved for Winter Break due to non-WU related events/activities/programs, will be charged $500. The charge will be posted to your student account.
    • Preferred travel schedules will not be considered as an extenuating circumstance.
    • Students may NOT drop off items and leave them in their living spaces without going through the early arrival process; once a student’s belongings are on campus, the student is considered to have checked in to their housing assignment
    • Dining plans are not active outside of the posted open residence hall dates
    • Most WU events/activities/programs will provide meals for their participating students; contact your advisor for more information.
    • Non WU event/activity/program affiliated students arriving early/staying late are responsible for their own meals.

Criteria and Process for Approval

  • Students participating in a WU sponsored event/activity/program must complete the Early Arrival/ Late Stay Request on the WU Housing portal under the Applications and Forms heading on the left side of the page. Students will be asked to complete a few questions related to their arrival/departure.

    The student's affiliation with an event/activity/program will be cross checked against a roster provided to Residence Life and Housing by each the group's advisor/leader.

    It is the student's responsibility to work with their respective group advisors/leaders to ensure they are on this list. No early arrival or late stay fee will be assessed to students participating in WU affiliated events/activities/programs.

    When approved, the participating student may arrive early/stay late without charge. Students approved are able to move on or off of campus on the specified date identified by their advisor. 

    To do list for an Early Arrival/Late Stay Request - WU affiliated programs:

    • Complete the Early Arrival/Late Stay Request found on the WU Housing Portal
    • Make sure you're on the list submitted by your advisor/supervisor. This includes staff training, athletic team requirements, academic requirements, on campus work assignments and student programs.
    • Note your approved date.  Any request to arrive earlier/stay later than your approved date will incur a $100 per night charge (prior to the approved date).

  • Students experiencing an extenuating circumstance must complete the Early Arrival/ Late Stay Request. The Early Arrival/Late Stay Request is located in the WU Housing portal under the Applications and Forms heading on the left side of the page. Students will be asked to complete a few questions related to their arrival/departure.

    To do list for an Early Arrival/Late Stay Request - Students wanting to arrive early/stay late, with extenuating circumstances (NOT part of an approved WU-affiliated event/activity/program):

    • Complete the Early Arrival/Late Stay Request found on the WU Housing Portal
    • Wait for a response from Residence Life and Housing.  We may email you for additional information - the email will go to your WU email.
    • Respond to our email as soon as possible so we can make a determination regarding your request.

Semester Specific Information

  • The residence halls close on Friday, December 12, 2025, at 12:00 pm, noon. Students who have a need to be on campus after 12:00 noon on December 12, 2025, must meet with their Residence Life Coordinator by Friday, December 4, 2025 to request an extension. Students can apply to stay late or stay for the entirety of the Winter Break. If granted, the cost is $100 per night. Exceptions are made for students participating in Willamette University affiliated activities.  Students need to be registered with the office of Residence Life and Housing by their coach/program coordinator in order to stay without charge. 

    Information on how to complete an early arrival/late stay request is located in the overview at the top of this page. Please contact Residence Life and Housing for further information at housing-info@willamette.edu.

  • The residence halls close on Saturday, December 13, 2025, at 12:00 pm, noon. Students who have a need to be on campus after 12:00 noon on December 13, 2025, must complete the End of Semester Plans form by the due date. Students can apply to stay for the entirety of the Winter Break. Students should not plan to stay for Winter Break before approval. Approval is provided in extremely limited circumstances due to the limited staff available during the Break.

    The cost for Winter Break Housing is $500. Exceptions are made for students participating in Willamette University affiliated activities. Students need to be registered with the office of Residence Life and Housing by their coach/program coordinator in order to stay.

    Please contact Residence Life and Housing for further information at housing-info@willamette.edu.

  • The check-out deadline for Spring semester 2026, is noon, Saturday, May 9, 2025. Students who have a need to be on campus after 12:00 noon on May 9, 2025, must complete a Late Stay Request or make arrangements to be a Summer Resident. Summer Resident and Late Stay applications can be found on the WU Housing portal.  

    Students approved to stay late will be charged $100 per night. Exceptions are made for students participating in Willamette University affiliated events/activities/programs.  Commencement is considered a WU event. 

    Information on how to complete an early arrival/late stay request is located in the overview at the top of this page. Please contact Residence Life and Housing for further information at housing-info@willamette.edu.

  • Students who request to move into their on campus housing earlier than the posted move in date must complete the Early Arrival Request application via the WU Housing portal by 8:00 AM on Monday, August 3, 2026. Requests will be approved/denied on a rolling basis. The fee to arrive early is $100 per night prior to the posted move in date.  Students arriving early due to a WU sponsored event/activity/program are not charged an early arrival fee. 

    Information on how to complete an early arrival/late stay request is located in the overview at the top of this page. Please contact Residence Life and Housing for further information at housing-info@willamette.edu.

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