Relocation Updates

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Email Update - Hilltopper Hall Relocation - Refunds | February 7, 2024

The following email was sent to all Hilltopper Hall residents on Wednesday, February 7, 2024 at 4:35 PM.

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Email Update - Reminder: Hilltopper Checkout

The following email was sent to all Hilltopper Hall residents on Thursday, February 1, 2024 at 2:48 PM.

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Email Update - Reminder: Moving Assistance Timeslots and McCormack Hall Opening| January 26, 2024

The following email was sent to all Hilltopper Hall residents on Friday, January 26, 2024 at 6:10 PM.

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Email Update - Assignments, Moving Assistance, and More| January 24, 2024

The following email was sent to all Hilltopper Hall residents on Wednesday, January 24, 2024 at 6:35 PM.

Packing Supplies

Packing boxes and tape are on their way to campus. The original shipment was delayed and we are working to get these supplies to you as quickly as possible. You will receive a package notification via text and email when they're ready for you in the Hilltopper Hall lobby.

Moving Assistance

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Email Update - Assignment Timeline & Check Out Process | January 22, 2024

The following email was sent to all Hilltopper Hall residents on Monday, January 22, 2024 at 5:05 PM.

Hilltopper Hall residents,  

Thank you again to everyone who joined us for the town hall meetings. If you continue to have questions, please check out Frequently Asked Questions page or email hrl@wku.edu. The FAQ page is being updated daily; it now includes clearer topic areas, a listing of off-campus apartments offering short term leases, and more.  

Assignments 

For students choosing to remain on campus, your room assignment, along with specific moving resources and information, will be emailed to you on Wednesday, January 24. 

 ALL Hilltopper Hall residents must complete your preferred relocation option survey by 11 PM tonight, Monday, January 22. Your personalized survey link was emailed to you on Friday, January 19.   

How to Check Out of Hilltopper Hall  

Hilltopper students need to complete the official checkout process.   

Step 1 – Prepare your Room 

1. Unplug and defrost your fridge. Make sure you have plenty of time to do so, and use a towel to collect any excess water that drains. 

1. Remove all trash from your room. Take large items to the designated dumpster near your hall. Do not leave trash in the building. Clean out the trash can. 

1. Remove ALL personal belongings from your room. 

1. Return the furniture to the original arrangement.  

1. Sweep the room. Mop the floor, if necessary. Brooms and mops are available for checkout at the front desk. 

1. Close and lock windows. 

1. Depending on what thermostat is in your room, set the thermostat to 72 degrees and the fan to auto - or - halfway in the blue section, fan on medium. 

1. Turn off the lights. 

1. Lock the door. 
    

In addition to removing ALL personal belongings, no trash can be left behind, and rooms should be set up in their original, clear left/right sides.    

Step 2: Check Out  

Officially check out by completing the express checkout envelope and returning the envelope and room key to the front desk.  

Your key must be returned at the time of checkout to avoid an additional charge. 

View the Check out Process 

 

Moving Supplies  

All students will receive a roll of packing tape and an open supply of boxes, located in the lobby (scheduled to be delivered on Tuesday, January 23). The large moving boxes utilized during regular move-in will also be available.  

For students moving to another hall on campus, box trucks will be available to move your belongings. 

All Hilltopper Hall students will be able to sign up for move-out timeslots when we have volunteers available to help load vehicles. You are not required to utilize volunteers if you would like to move during your own preferred timeframe. A timeslot selection email is forthcoming.  

Campus Resources 

If you have specific questions about meal plans/dining, parking, financial aid/refunds, please contact the appropriate office

• Student Financial Assistance(questions about loans, other financial aid) - www.wku.edu/financialaid, (270)745-2755, fa.help@wku.edu 
   
• Office of Billings and Student Accounts (questions about the refund process) - www.wku.edu/billing, (270)745-6381, billing@wku.edu 
   
• WKU ID Center (questions about changing your meal plan) - www.wku.edu/idcenter, (270)745-2417, idcenter@lists.wku.edu 
   
• WKU Restaurant Group (questions about choosing the right meal plan for you) - www.wku.edu/wkurg, (270)745-2416, wkurg@wku.edu 
   
• WKU Parking & Transportation – www.wku.edu/transportation, (270)745-2361, transportation@wku.edu, 578 Campbell Lane 

Thank you again for your patience and understanding during this challenging circumstance that we are all navigating together.  

Sincerely,  

Dr. Catherine LaRoche 

Assistant Vice President for Student Engagement  

Executive Director for Housing & Residence Life 

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Email to students in the Gordon Ford College of Business who live in Hilltopper Hall | January 22, 2024

Good afternoon,

On behalf of the Gordon Ford College of Business, I am writing to let you know that our faculty and staff are here to support you as you move from Hilltopper Hall in the coming days. As a business student, you are part of the GFCB family, and we are ready to help with anything from providing packing supplies to actually helping you move your belongings. So, please keep reading! 

First, be sure to stop by the GFCB Dean’s Office in Grise Hall 447 to pick up a bag of snacks to have on hand while you’re packing and moving. You are welcome to drop by anytime this week or next.

Second, please complete one of the following to tell us how we can help you.

1. Use this survey link to let us know what you need, i.e. help moving your belongings, boxes, tape, etc.: [survey link]
2. If you’d prefer to text us rather than completing the survey, you can text the GFCB Dean’s Office at this number to let us know what you need: [phone number can be found in email] 

Finally, we are collecting boxes and packing tape and will have those items available starting Wednesday, January 24. Feel free to stop by Grise Hall 447 and get a few supplies.

We know this is a really difficult way to start the semester. Just know we are thinking of you and are ready to pitch in to make your move as easy as possible.

All the best,

Dr. Thrasher

Have a great week,

Evelyn

Evelyn Thrasher, PhD, MBA (she|her|hers)

Interim Dean

Professor of Analytics and Information Systems

Gordon Ford College of Business

Western Kentucky University

Grise Hall 447, 1906 College Heights Blvd

Bowling Green, KY 42101

P: (270)745-2279 | F: (270)745-3893

Email: evelyn.thrasher@wku.edu

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Email Update - FAQs, Refunds, & Meal Plans | January 20, 2024

The following email was sent to all Hilltopper Hall residents on Saturday, January 20, 2024 at 12:57 PM.

Hilltopper Hall residents,  

Thank you to everyone who joined us at the first town hall meeting on January 19th. We understand that this is a challenging time for everyone, and we want to continue to help you through this process. We know there are many questions about why we must make this decision. We are not able to provide any additional information from what has already been shared until more is known about the scope and nature of the corrective work that will be performed. 

If you have additional questions, please contact us or join one of the remaining town hall meetings on January 21 at 2 pm, or January 22 at 4 pm in the Hilltopper Hall first floor lobby. If you would like to submit a question prior to the next meeting, please complete this form: [survey link].

 

Frequently Asked Questions 

We have updated the Frequently Asked Questions page on the Hilltopper Hall relocation website: www.wku.edu/housing/hilltopper/faq.php. We are adding more information as it becomes available.  

 

Refund Process 

With the relocation of Hilltopper Hall students for spring 2024 semester, students will receive a credit adjustment to their accounts. Adjustments will begin the week of February 5, 2024.  

Students who received a scholarship for their housing for the semester will have these credits returned to the entity that awarded their scholarship.  Below are more specifics related to the credit: 

 

Housing Credit: 

The full Hilltopper Hall housing charge ($4086) will be credited to the student’s account. This credit will first be applied to any new housing charges for those remaining on campus. If a student is moving off campus and has any outstanding balance, the credit will then go towards any unpaid portion of the student’s account. If the student’s bill is paid in full and there are excess funds due to the Hilltopper Hall refund, those funds will be released to the student unless the housing charges were originally paid by a housing-specific scholarship.    

Timeline: 

Adjustments will begin to be made the week of Feb. 5th through BankMobile; please ensure you have a refund preference selected with BankMobile.  For more information on the refund process, please contact the Office of Billings and Student Accounts at 270.745.5551. 

 

Meal Plans  

Students who have a meal plan can choose to change their plan through the first 3 weeks of the semester, by February 4, 2024, by contacting the ID Center.  Learn more about the cancellation policy at https://www.wku.edu/wkurg/mealplancancel.php. 

Students who are choosing to move off-campus must first check out of Hilltopper Hall, and then they will be able to adjust their meal plan to one that better fits their needs. Meal plan options can be viewed on the WKU Restaurant Group website: www.wku.edu/wkurg.  Should a student decide not to choose a traditional meal plan, the Flex $325 Plan will be added to their account.  

For assistance changing your meal plan, please contact the ID Center at 270.745.2417 or email idcenter@lists.wku.edu. Contact wkurg@wku.edu with questions about meal plan options and what might be best for you. 

Thank you again for your patience and understanding during this challenging circumstance that we are all navigating together.  

Sincerely,  

Dr. Catherine LaRoche 

Assistant Vice President for Student Engagement  

Executive Director for Housing & Residence Life 

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Relocation Option Survey Sent | January 19, 2024

Residents of Hilltopper Hall were emailed their personalized link to select their preferred relocation option. Completing the survey gives us the best information possible as we work to create new room assignments. Please take your time in weighing the relocation options before submitting the survey. 

The survey is available until Monday, January 22, 2024 at 11 PM. 

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Email sent to all WKU faculty and staff from Vice President of Enrollment and Student Experience, Dr. Ethan Logan | January 18, 2024

Dear Colleagues,

Earlier this afternoon, our team in Housing and Residence Life sent the message below to students residing in Hilltopper Hall. While Housing and Residence Life staff will work personally with Hilltopper Hall residents to discuss relocation options and provide assistance during the transition, we know that relocation at any time— especially at the start of the semester— is disruptive and can increase stress. 

In true Hilltopper fashion, we will do all that we can to ease the transition for the 388 affected students. Our teams in Enrollment and Student Experience will ensure that these students can easily access resources and assistance as they begin the process of moving. Additionally, I ask for your help in supporting residents of Hilltopper Hall as we continue our ongoing work to point these students to the places and spaces across campus, such as the Commons and DSU, that provide connectivity and community outside of their residence hall.  

Information about relocation options and assistance can be found at wku.edu/housing/hilltopper; this site will be updated as the relocation process continues and more details become available. Additionally, we will soon seek volunteers from the campus community to assist residents who will be moving out of Hilltopper Hall during the next couple of weeks.  

Thank you for all that you do for our WKU Family and for your specific support of our Hilltopper Hall residents.

Ethan Logan, Ph.D.

Vice President of Enrollment & Student Experience

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Hilltopper Hall Closure & Resident Relocation Announcement | January 18, 2024

The following email was sent to all Hilltopper Hall residents and their parent/guardian(s) (if email address is on file) on Thursday, January 18, 2024:

Earlier this academic year, members of WKU’s Facilities Management team noticed that some of the exterior masonry work on Hilltopper Hall had shifted out of position. The WKU Student Life Foundation, which owns WKU’s Residence Halls, engaged a team of experts (including an architect and civil engineers) to investigate, review and assess the building. The team of experts is still performing this work. However, yesterday the Board of Directors of the Student Life Foundation met to hear and discuss preliminary findings. 

Based on professional recommendations, and after careful and deliberate discussions, the Student Life Foundation Board of Directors made the decision to restrict all occupancy within Hilltopper Hall while this investigative work continues. In the interest of safety and to facilitate continued assessment of the building, WKU Housing and Residence Life will personally work to relocate all residents by Sunday, February 4. 

We understand that any transition in housing poses an inconvenience and additional stress at the beginning of the semester. Our guiding principle is the health and safety of each of our residents and remains at the forefront of every decision we make. WKU Housing and Residence Life is committed to providing you with a safe and comfortable environment in which you can thrive. We appreciate your patience and cooperation as we navigate a challenging situation. 

 

WKU Housing & Residence Life is providing the following relocation options for you to choose from: 

Option 1: Remain on campus in a different hall (at that hall’s rate) and receive an additional $1,000 housing credit for the Spring 2024 semester. The Hilltopper Hall spring housing charge will be removed from your spring bill. The following halls are available:  

1. McCormack Hall - Double room with roommate and extended living (hall will remain open during spring break); Housing rate of $1,956 (reflects $1,000 credit). 
     

1. Private rooms at PFT and Douglas Keen - A limited number of private rooms are available; Housing rate of $2801.60 (reflects $1,000 credit). With a limited number of private rooms available, this option will be provided by a random lottery draw. 
    

1. Students with housing accommodations on file have been reserved a space that meets their needs and will receive a separate email with that option. The options listed above remain available to you as well. Please follow the instructions in the separate email. If you choose to move to the accommodated room assignment, a one-time $1,000 scholarship will be applied.  

Option 2: Move off campus: 
All Hilltopper Hall residents will be granted an exemption from the required housing policy for the Spring 2024 semester and will not be charged a contract termination fee. The Hilltopper Hall housing charge will be refunded on your spring bill. One resource to research off-campus rental properties is: https://wkuapartments.com/.  

 

Timeline to Choose Your Relocation Option: 

On Friday, January 19, 2024, you will receive an email and text from WKU Housing & Residence Life with a personalized survey link to submit your preferred relocation option. The survey will remain open until Monday, January 22 at 11pm. Please take your time in weighing the relocation options before submitting the survey.  

Once you have submitted your choice, HRL will provide additional information and instructions via email Tuesday-Thursday, January 23-25.   

1. Students opting to remain on campus will receive their new assignment and instructions on how we will assist with their move. Moving help and appointment timeslots will be offered Friday, Jan 26-Sunday, Feb. 4. 
    

1. Students choosing to move off campus will sign up for a move-out timeslot and must vacate Hilltopper hall by Feb. 4 at 6pm. Students are responsible for moving items to the off-campus location on their own. 

 

Questions and Future Updates 

WKU HRL is committed to communicating with you throughout this process and will send more details as information becomes available over the next few business days (weather dependent).  

WKU HRL will host in-person town hall meetingsfor Hilltopper Hall residents to discuss the relocation options and the moving process; meetings will be held on the first-floor lobby of Hilltopper Hall. Questions can be submitted ahead of time via [the link in your email] or during the meeting. You are encouraged to participate during one of the following meeting times:  

• Friday, January 19 at 3PM 
• Sunday, January 21 at 2PM 
• Monday, January 22 at 4PM  

Your parent/guardian will also be receiving a copy of this email. If you or your parent/guardian have questions, please reply to this email or call WKU Housing & Residence Life at (270)745-3143.  

For updates, frequently asked questions, and more, please visit www.wku.edu/housing/hilltopper. 

 

Dr. Catherine LaRoche 

Assistant Vice President for Student Engagement 

Executive Director for Housing & Residence Life