Update on Preparation for Fall Term - Undergraduate Students and Parents

To: W&L Undergraduate Students
From: Sidney Evans, Vice President for Student Affairs and Dean of Students

Below is an update on a variety of topics related to undergraduate students' return to campus. While Student Affairs staff will continue to provide regular updates by email, please also remember to check the COVID-19 Resources website, which includes the latest campus messages, a variety of resources, and FAQs that are being updated regularly, and to submit your questions to covid19@wlu.edu.

Dates and Deadlines

  • Aug. 3 - Deadline to submit online order form for complimentary PPE starter kit
  • Aug. 3 - First-year students who wish to apply for a one-year deferral must submit their application to the Office of Admissions
  • Aug. 4 - First Years Virtual Town Hall (registration details below)
  • Aug. 5 - UPDATED Deadline for Undergraduates to elect Fall 2020 Virtual Classes only (details below)
  • Aug. 5 - Sophomores and Juniors Virtual Town Hall (registration details below)
  • Aug. 6 - Seniors Virtual Town Hall (registration details below)
  • Aug. 10 - Upper-division students who wish to take an academic leave must file a request with Dean Leonard
  • Aug. 10 - Students returning to campus must complete pre-registration process and schedule arrival COVID-19 testing appointment date and time with Bode Technology (details and links will be sent by separate e-mail)

Register for Virtual Town Halls in August

The Office of Student Affairs is hosting virtual Town Hall sessions for undergraduate students to talk about returning to campus for the Fall Term. Click on the appropriate link to register for your class's session:

Virtual Enrollment for Fall Term due by Aug. 5

Undergraduate students confirming a decision to be fully virtual need to complete this form by Aug. 5: https://docs.google.com/forms/d/e/1FAIpQLScCqrD3IyS1Wbx_EAwdSoyX5Do3GiAT78Sw5g6-7T4-diVnBw/viewform. If you opt into an all-virtual option for Fall Term, please remember that registration will re-open the first week of August and you received assigned registration times via an email from the University Registrar on Tuesday, July 27. The course catalog will be available by end of day on July 31, and will include a listing of courses that will be taught virtually.

Students who enroll for virtual-only courses and elect not to come to campus will be refunded room and board charges for the Fall Term, as well as the Student Health Services Fee and a portion of the Student Activity Fee. Tuition will be the same for all undergraduate students regardless of the mode of instruction they select.

Reminder - Submit Your Online Order Form for Personal Protective Equipment (PPE) by Aug. 3

To receive your complimentary student PPE kit - two cloth face masks, one hand sanitizer, and one personal digital thermometer - you must submit the form linked below by Aug. 3. If you just want the complimentary items, simply fill out your information on the first page and then click through the form's pages to submit. You will also have the opportunity to customize your starter kit by purchasing a variety of additional PPE items that have been economically sourced in bulk and are being offered to the W&L community at cost. For students living on campus, kits will be delivered to your residence hall. Off-campus students will be contacted with pick-up options.

Statement of Community Expectations

President Dudley introduced the Statement of Community Expectations in his July 10 communication to the W&L community. All students and employees will be required to review and sign an agreement to abide by these Community Expectations in the coming weeks. The Community Expectations outline our collective responsibility as a university community to foster the creation and stewardship of a healthy environment in the face of COVID-19. Choosing not to follow policies and guidelines may result in sanctions.

Statement of Student Life Principles and Expectations

The University's Community Expectations clearly state that W&L's guidance may in some cases be more stringent than public health recommendations and will ultimately be what we, as a community, follow. Students have a unique responsibility in applying this agreement within the student social experience, which is described in this Statement of Student Life Principles and Expectations.

COVID-19 Testing for Students and Self-Quarantine Protocol

All students returning to campus for Fall Term instruction are asked to begin daily self-monitoring for fever and other possible COVID-19 symptoms 14 days prior to arrival, to self-quarantine to the best of their ability (minimize close contacts with anyone outside of their current residential group) for 14 days prior to arrival, and to adhere to public health practices during travel to campus. Any student with possible COVID-19 symptoms when they are scheduled to travel to campus should stay home and contact Student Affairs.

All students returning to campus must follow instructions they will receive by e-mail to complete the lab pre-registration process by Aug. 10, and schedule a time for COVID-19 testing on their arrival date. During the 1-2 days before test results are available, students are asked to continue to self-quarantine to the best of their ability, adhere to recommended protective practices, and minimize close contacts with other individuals outside of their campus residential group to reduce the risk of asymptomatic spread.

Students who have tested positive for COVID-19 in the past three months may be exempted from arrival testing if they provide a copy of their test results to the Student Health Center for review prior to their arrival in Lexington. Students who wish to have testing done at home must provide a copy of their negative PCR test results collected within five days of their arrival to the Student Health Center for review.

Airport Shuttle Service

The W&L Traveller program resumes shuttle service for the 2020-21 academic year to/from the Roanoke Airport and the East Falls Church Transit Center in Arlington, VA., with easy connections to Washington, D.C. and Baltimore-area airports.

Students must complete an online reservation form to utilize the airport shuttle service. For information about airport shuttle service reservations and other shuttle programs, visit W&L's Transportation Services website. The direct link to the reservation form is https://cm.maxient.com/reportingform.php?WLUniv&layout_id=50. If you have questions, please contact Laura Campbell.

Mail Services

Sending packages: If you need to mail a large package to meet you at school for move-in day, please make sure it can be carried by one person, weighs less than 50 pounds, and is labeled on every side (with your name, residence hall, and room number). Here's how to address your package:

Your Name
c/o Campus Mail Services
Residence Hall and Room Number
Washington and Lee University
204 W. Washington Street
Lexington, VA 24450-2116

  • For first-year students: If your packages arrive by August 12, they will be delivered to your dorm room prior to your arrival. Packages received after August 12 will have to be picked up during your assigned move-in day.
  • For other students living on campus: You may send your packages ahead to the Mail Services address, and they can be picked up during your assigned move-in day.
  • For students living off campus: You will need to have packages shipped directly to your off-campus address and/or secure a P.O. box at the local post-office.
  • For members of fraternities or sororities: ONLY students residing in each house may have packages shipped directly to that house. If you live elsewhere on campus, you must use the Mail Services address. If you live off-campus, follow the instructions for off-campus students.

Absentee ballots: Campus Mail Services will accommodate absentee ballots for the upcoming election cycle by entering them as packages into the tracking system. Students will be notified by email to pick up their respective absentee ballots. However, only absentee ballot mail will be accepted at Campus Mail Services. Students are encouraged to rent a P.O. Box at the Lexington Post Office to receive standard postal service.