Move Out 2025 SWOT Analysis by Amanda M

amandamiria3 — 2025-06-25 16:31:38 UTC

Mass text messages to residents and emails greatly helped with EOT plan submissions.

amandamiria3 — 2025-06-25 16:33:56 UTC

Nearly 100 residents were unaccounted for by closing day.

amandamiria3 — 2025-06-25 16:34:28 UTC

Collaborate more in advance with facilities and sustainability to ensure we have enough staff to support GBYG timelines

amandamiria3 — 2025-06-25 16:35:00 UTC

Human error on processes and documentation

amandamiria3 — 2025-06-25 16:35:39 UTC

Barnhart/Riley got to 0 the week of closing for EOT plans! Comment with any suggestions or tips for connecting with residents!

amandamiria3 — 2025-06-25 16:40:45 UTC

How can we ensure consistency across all buildings and subunits?

amandamiria3 — 2025-06-25 16:40:51 UTC

What tools or resources do staff need to feel more prepared and supported?

amandamiria3 — 2025-06-25 16:40:57 UTC

How can we make SharePoint a more effective and centralized resource?

amandamiria3 — 2025-06-25 16:41:02 UTC

What feedback mechanisms should we implement to gather real-time insights during Move Out?

2025-06-25 18:04:34 UTC

Give Before You Go Locations got OUT OF Hand

2025-06-25 18:06:42 UTC

RAs seemed to appreciate not having to log damages. Walks went quickly each day.

2025-06-25 18:10:19 UTC

Lack of cross-unit support in verifying that correct information was being relayed to residents as early as possible, despite that being an expressed want for community meetings

2025-06-25 18:10:44 UTC

Spreadsheet tracking process was highly effective and helped us see all buildings in one place

2025-06-25 18:10:59 UTC

Student worker strike affected the ability to hold community meetings for all residents

2025-06-25 18:11:51 UTC

Inability to report walkthrough findings directly into Star Rez.

2025-06-25 18:11:53 UTC

Time frame of receiving tracking spreadsheets

huynhl4 — 2025-06-25 18:12:17 UTC

lack of clarification of what was actually happening. we assumed we would just be doing what we did last year. only some of us weren't here but also didn't remember. ie no use of ipads

2025-06-25 18:12:29 UTC

Operations providing a more thorough training on the StarRez dashboards, regardless of people's self-assessment of their capabilities

2025-06-25 18:12:35 UTC

Staffing shortage meant people were covering other buildings while also trying to do their own job

2025-06-25 18:12:44 UTC

ARRI team can pre-schedule reminders to ARC/RC/FIH/Academic partners about space use changes and getting their pods/offices ready for summer transition.

2025-06-25 18:13:16 UTC

Amanda breaking down reminders into digestible segments

2025-06-25 18:13:28 UTC

Changing guidance throughout the move out week (nearly daily changes to various elements/tasks)

2025-06-25 18:13:32 UTC

ARRI/CDs can make sure to mention end of term plans to ARC partners so it can be mentioned in class at the end of Spring and get more students to fill it out.

2025-06-25 18:13:33 UTC

Highlight the closing date during opening meetings or introducktion. We often have this date and time posted on important dates from the beginning of the year, however, without fail there are residents and parents wholly unaware and unprepared to move out on time.

2025-06-25 18:13:50 UTC

While the spreadsheet was easy for folks to see all buildings, I think it not being live led to some issues with up-to-date information and was dependent on folks uploading information periodically, where dashboards in StarRez are live.

2025-06-25 18:14:00 UTC

Starting a conversation about move-out at the end of the winter term. So, potentially having an end of Winter Community Meeting or emails that go out going over basic closing information and encouraging students to start having those conversations before/over Spring Break. Then, opening end-of-term plans at the beginning of the Spring Term.

2025-06-25 18:14:11 UTC

Victoria and Makaal got all the ARC/RC pods cleared out before the Conference team needed them! Way to go!

2025-06-25 18:14:15 UTC

Staff not taking notes or relying on word-of-mouth/memory to remember tasks

nerilus — 2025-06-25 18:14:59 UTC

Full-team follow-through and follow-up over the weekend into Week Zero

2025-06-25 18:15:06 UTC

Creating a cohesive (maybe I mean consistent IDK) script for talking with residents about submitting EOT plans)

2025-06-25 18:15:19 UTC

Creating a shared spreadsheet with leadership across all units (facilities, Ops, Res Ed, etc.) that lays out who is responsible for what, what the deadline is, etc. This should start in March-ish, and be finalized in April to provide a clear roadmap to the rest of the team who is involved in closing.

2025-06-25 18:15:51 UTC

Not connecting with all residents who were unreachable re: incomplete EOT plans

huynhl4 — 2025-06-25 18:16:03 UTC

having the bike lanes closed was very helpful for those communities who needed it for moving. and having it staffed starting Wednesday to move people along

2025-06-25 18:16:25 UTC

Dumpsters are filling up, which then some students would put trash in the donation areas. Would it be possible to get the larger dumpster stationed around the Halls?

2025-06-25 18:16:48 UTC

Earlier implementation and learning from this year's challenges will be a great opportunity for future growth

2025-06-25 18:17:07 UTC

The spreadsheet made things confusing at times when too many folx were in a sheet at time. Or [accidentally] altering something when a building CD was updating their sheet

2025-06-25 18:17:09 UTC

On-campus events happening at the same time as move out and straining our logistics and facilities.

2025-06-25 18:17:43 UTC

Shoutout to Lynn for keeping up with stragglers in Hammy on Friday afternoon/evening!

2025-06-25 18:17:49 UTC

Staff using the spreadsheet tracker in different ways and creating confusion on comprehending what was and what was not done

2025-06-25 18:17:54 UTC

Create a campaign on how to complete the self-check-out process for residents (perhaps even have self-check-out kiosks/areas in each building w/o a service center!). The more we can get residents to complete this, the less time staff have to spend checking rooms, thus allowing facilities to begin earlier.

2025-06-25 18:18:04 UTC

I don't know if this was a thing last year, but the loading zones on Agate St were helpful to many folks in in Yasui and LLC as there is not direct access to loading around the buildings.

2025-06-25 18:18:09 UTC

Too many Calendar invites. These were redundant and not descriptive. There were many reminder messages - some sent at 11:59 PM. For efficiency, instead of sending five reminder messages for cleaning out the trunk room, we should send one bulk email to facilities to schedule this cleanout.

huynhl4 — 2025-06-25 18:18:16 UTC

SOOO many mattress toppers that we have to pay to be recycled

2025-06-25 18:18:53 UTC

Extend bike lane closure through Saturday to allow RA move out with decreased stressors related to parking

amandamiria3 — 2025-06-25 18:18:58 UTC

Committee that is created to plan transition periods, move in, and move out that involves multiple staff member roles (CDs, CCCs, ADs, Ops staff etc) to have more buy in and cohesion on planning

2025-06-25 18:18:59 UTC

The maybe Mandela effect on if iPads were or were not used last year

2025-06-25 18:19:20 UTC

Graduating/Non-Returning RAs not showing up to closing.

2025-06-25 18:19:27 UTC

We had too many folks checked out early, causing the OPs team to have to go back in and "undo" checkouts.

2025-06-25 18:19:47 UTC

I'd love to see us hold people to the "24 hours after your last final or 12 pm Friday, whichever comes first" expectation.

2025-06-25 18:19:54 UTC

how did we (residence life) do at handing over the buildings, on call phones, and service centers to Conferences? Can we deliver the halls in a way that makes their busy season easier?

nerilus — 2025-06-25 18:20:01 UTC

Perhaps a more explicit communication from Nedzer about the closing week, roles and responsibilities, and the department's operational focus.

2025-06-25 18:20:26 UTC

Are we able to make this a university initiative with the timing of Finals and keeping them before Friday?

2025-06-25 18:21:39 UTC

the transition to conferences on call went really poorly, but also I don't think we should have that gap between when Housing runs stuff and when Conferences takes over

2025-06-25 18:21:45 UTC

Inability to track damages in rooms to charge residents responsible for the damage.

2025-06-25 18:21:51 UTC

Providing or going over a screenshot guide of the ETPs and other applications, so we have a better understanding of what the students see. This way, when user error arises, CDs are able to have a better understanding of how to help instead of sending them to the main office

2025-06-25 18:22:05 UTC

Hurry up and wait. Communication about facilities capabilities instead of rushing res ed through tasks that didn't need prioritized

2025-06-25 18:22:07 UTC

Staffing issues caused people to manage multiple buildings or multiple roles, thus having them spread thin. Causing them to not be at their best and issues arise with completing tasks or the timeliness of task completion.

huynhl4 — 2025-06-25 18:22:19 UTC

commencement on Monday- so volunteering is hard when we need to check rooms

huynhl4 — 2025-06-25 18:23:20 UTC

I don't know where this goes, but facilities personnel were already cleaning some of the rooms we needed to check. So some way for them to communicate that would be great to avoid overlapping work.

2025-06-25 18:23:37 UTC

Having CD set up areas before bins arrive causes work to have to be redone. As facilities put the bins it different areas than were expected

2025-06-25 18:24:29 UTC

Can we partner more with the office of sustainability in planning for close down and see if we can do more education or collaborative strategies with them to reduce waste? Maybe the student sustainability office too?

nerilus — 2025-06-25 18:24:41 UTC

Shoutout to Amanda "one day there'll be a nickname here" Franklin. You know why. That is all.

2025-06-25 18:24:52 UTC

Emailing or texting residents individually had a high response rate

2025-06-25 18:24:57 UTC

Can we rent fridges to students so they don't have to buy, and donate them? we have a bunch each year...

2025-06-25 18:25:07 UTC

Big fan of the spreadsheet communication. Not needing to check teams was amazing! In the past, checking it back and forth was overwhelming.

2025-06-25 18:25:08 UTC

Not giving CDs full access during move-out, like the RAs received, caused a break in the flow to have to grab a key ourselves.

nerilus — 2025-06-25 18:25:52 UTC

Collaborative leadership and support between Res Ops and Res Ed

nerilus — 2025-06-25 18:26:59 UTC

Can someone remind Amanda to make a scribe for the End of Term plans form?

2025-06-25 18:27:09 UTC

The new charges will allow us to communicate the importance of checking out on time in a new and external motivating manner.

2025-06-25 18:27:35 UTC

Have residents to sign up for check out slots with an RA. Yes, it is a lot of work but with experience from past institutions it makes closing so much smoother. we can verify they are actually gone but also verify the room isn't trashed and causing a headache for facilities

2025-06-25 18:28:04 UTC

Some GBYG locations that were fine in the past were not large enough this past year. Perhaps need to identify new locations.

nerilus — 2025-06-25 18:28:07 UTC

Would daily end of day meetings during the closedown period be helpful as a point of check-in (similar to what we did during the work disruption period)?

2025-06-25 18:28:07 UTC

Thank you for Teams messaging CDs the late stay door signs! This made it so much easier than creating and downloading the signs myself.

2025-06-25 18:29:35 UTC

Lines to get speedpacks and at service centers were CRAZY long

2025-06-25 18:31:15 UTC

LLC Specific: The printer in the CD office is broken and hasn't been fixed by ResNet yet. So it caused a break in flow and a lot of back and forth to print late stay signs and such at new res.

2025-06-25 18:33:03 UTC

Common area damages and trash left in the halls with no realistic way to hold residents accountable.

2025-06-25 18:35:29 UTC

Lack of professional staff causing folx to be stretched thin

2025-06-25 18:37:23 UTC

Communication between conferences and us on extensions for CA late stays

2025-06-25 18:38:49 UTC

I want the Winter closing to mirror the Spring closing better, so residents and staff can do a trial run.

2025-06-25 18:44:50 UTC

Shoutout to Markayla for surviving her first UO closing!

2025-06-25 18:45:21 UTC

Shout-out, Jacob, for sending me my late stay signs!

2025-06-25 18:46:15 UTC

Shout out, Alex, for helping to contact my ghost resident.

2025-06-25 18:47:38 UTC

Shout-out, Lynn, for helping with my late stays so I could graduate!

2025-06-25 18:49:50 UTC

Shout out to Katie for completing her degree!!! You made it

2025-06-25 18:50:05 UTC

Dr. A did a wonderful job communicating to RAOCs during the last on call shift!

2025-06-25 18:50:22 UTC

Leaving the GBYG bins out until Tuesday was amazing and greatly received by RAs!

huynhl4 — 2025-06-25 20:39:10 UTC

shout out to the service center staff and front desk staff for fielding all the calls and in person interactions about all the closing stuff. while also working with incoming and potential students and families.

huynhl4 — 2025-06-25 20:44:48 UTC

it was unclear to some about the building walkthrough shifts for RAs Monday- Thursday, leading into closing on Friday. what those RAs should be doing, how long the shifts were, etc.

huynhl4 — 2025-06-25 20:46:08 UTC

not checking rooms until all residents were suppose to be checked out, which changed half way through. seems like there was miscommunication among leadership and whether or not we should be keying into spaces.

huynhl4 — 2025-06-25 20:47:28 UTC

there wasn't really a way to communicate issues in the rooms that we did check to the facilities team. and there was definitely no way to communicate since we didn't check all the rooms. they seemed surprised that we weren't checking all rooms.

huynhl4 — 2025-06-25 20:48:59 UTC

summer residents

huynhl4 — 2025-06-25 20:54:32 UTC

how can we all have ownership in closing so that it's not just CDs and some of the Res Ops team. sure the FHUA folks are working on their thing, but can we ask the CCCs to have a larger presence during this time? or even the Res Ed ADs? there have already been some points on how the ARRI staff can assist by connecting with ARRI partners, but what else?

huynhl4 — 2025-06-25 20:55:28 UTC

OMG please never go back to closing at 7 pm. closing at noon, even though some of else were here until 7-8pm, was much better than 1-2am