COVID-19 Frequently Asked Questions
This page was updated on May 27. Changes are highlighted in yellow.
Asbury University is pleased to announce that preparations are underway to hold a commencement ceremony on campus for our May/August graduates during the weekend of October 17-18, 2020.
All current students who are in on-campus housing and have been charged a fee for housing will receive a proration of the housing fee as a credit to their student account balance in the current year because they had to leave the residence hall due to the COVID-19 pandemic. Any student receiving Asbury financial aid to cover a portion of their room charge will have the credit reduced by the appropriate aid proration.
All students who are currently on a meal plan and have been charged will receive a proration of the meal plan fee as a credit to their student account balance in the current year because they have been asked to leave campus due to the COVID-19 pandemic.
How will it be calculated?
Housing: Spring 2020 semester included 17 weeks of housing in the residence halls. There were 7 weeks remaining after spring break. See example below:
Double Room Rate is $2152. ($2152 ÷ 17 weeks) × 7 = $886.12. That amount will be the credit for a double room.
Meal Plan: The Spring 2020 semester included 110 days of meal service. When spring break began 62.5 meal days had been served, leaving 47.5 days remaining. We simply calculated your credit by dividing the cost of your meal plan by 110 days and then multiplied by the 47.5 remaining. See example below:
20 meals per week plan cost $1616. ($1616 ÷ 110 days) × 47.5 = $697.82. That amount is the credit for someone on the 20 meals per week.
What if I’m still staying on the campus? If a student is still staying on the campus and receiving housing and meals there will not be a credit applied to the student’s account.
When will I get the credit? Credits will be posted to student accounts by April 15.
Will I get a check for that credit? Any student account that has a credit balance after all credits and miscellaneous charges are applied will receive those funds electronically through BankMobile. Refunds will be processed by no later than May 11. Please note: you must have completed move out or scheduled move out with your RD to be eligible for the processing of any actual refund.
All fees and fines (parking, dorm damage, etc.) will be posted to the account. Credits will be used to offset any outstanding balances from a prior term or balances for the spring 2020 term. All refunds are issued through BankMobile so make sure that you are setup for account refunds via direct deposit through their platform. In addition, make sure that all necessary forms in Financial Aid and Student Accounts are completed (i.e. promissory notes, etc.) for the credit to be released. Any refunds issued as a result of a credit balance on the student account are issued to the student directly through BankMobile. More information about refunds and BankMobile can be found at https://www.asbury.edu/about/offices/student-services/student-accounts/refunds-payroll/.
What if I can’t get back to campus to move out of the residence hall? If you have not moved out or scheduled your move out with your resident director you must contact them to discuss your plans in order to have a credit balance released.
Can I let my credit balance roll over to next semester? Yes. Please notify firstname.lastname@example.org if you want to allow the credit to roll forward for other terms.
Will I get my eagle bucks back? Unused Eagles Bucks will roll forward to the fall semester for undergrads. Graduating Seniors will receive a refund for any unused Eagle Bucks.
I live in Asbury owned, off-campus student housing, will I get a credit for my rent? In general, no. If a graduating senior has left due to the coronavirus and will not be returning to the rental unit exceptions will be considered on a case by case basis. However, it does require that the renter has fulfilled their rental agreement by returning keys, contacting the Physical Plant, transferring utilities, etc. In the event of a move out the renter is still responsible for all utility costs until the utility transfer has been completed. Please contact the Physical Plant as described in your rental agreement at Nancy.email@example.com.
I live in off campus housing not owned by Asbury, will I get a refund on my rent? Please work with your landlord.
As of March 18, 2020, Asbury University is closed for on-site visits. The April 2-3 Spring Preview has also been canceled.
We are working on a plan for virtual information sessions with admissions counselors, as well as other virtual activities. More details about connecting and visiting with Asbury University will be communicated in the coming days.
Thank you for your understanding and cooperation during this rapidly changing situation.
Asbury University has received approximately $500,000 in CARES Act funding for students. This CARES act money has been distributed as emergency cash grants to Asbury in-seat students whose lives and education have been affected by the disruption of campus operations due to the coronavirus pandemic. The grants have been awarded based on need and will provide funds for students to use towards eligible expenses under a student’s cost of attendance, including but not limited to food, housing, course materials, travel, technology, health care, and childcare.
Visit www.asbury.edu/asburycares for more information.
As of May 25, 2020, the Asbury Trails are open. Gates are normally open by 7 a.m. and closing is usually by dark or earlier should Security deem it necessary. If it’s raining, the trails will also close early (around 5 p.m.). More information and a consistent closing schedule will be posted in the next two weeks.
Beginning March 30, 2020, team members will be available for online appointments and will continue to be in regular contact with students. Information regarding Counseling, Career & Calling, Spiritual Life, Intercultural Affairs, Student Engagement and student leader roles will be available to you in the next couple of weeks.
In planning your travel back to Asbury, please remember:
- If you feel sick, stay home and contact your medical provider.
- If anyone in your household has tested positive for COVID-19, keep the entire household home.
- Encourage older family members and friends to stay home and away from others.
- If you have an underlying health condition that puts you at a higher risk for COVID-19, please remain at home.
- Avoid social gatherings of more than 10 people
- Practice good hygiene:
- Wash your hands, especially after touching any frequently used item or surface.
- Avoid touching your face.
- Sneeze or cough into a tissue, or the inside of your elbow.
- Disinfect frequently used items and surfaces as much as possible.
In an abundance of caution and following CDC guidelines for physical distancing as well as the Federal guidelines for the United States, we are establishing a multiple time approach for returning to campus to retrieve belongings and move out of the Residence Halls. The multiple time approach assures the number of people on campus is reduced and spread out in order to comply with CDC guidelines.
We have established two windows of opportunity for students to return to campus to move out of their Residence Hall, one over the next two weeks and one in early May. Please base your return to campus on the various factors regarding travel affecting you and your family. We highly recommend checking the route you will travel if you are traveling by car and ensure that there are open rest areas, gas stations, etc. along your route. Please continue to follow the CDC guidelines as you travel.*
Please sign up for one time slot within one of the two windows to return to campus to move out and collect your belongings. If Federal and State guidance changes regarding travel, we will notify you as soon as possible.
- Friday, March 27—Sunday, April 5
- Friday, May 1—Saturday, May 9
Each day there are three time slots available for 10 students per building:
- 8 a.m. - noon
- 1 - 5 p.m.
- 6 - 10 p.m.
Signing up for your move-out window
- Select your residence hall:
- Select a date/time slot and enter pertinent information
- Once you have successfully signed up, you will receive a confirmation email with all necessary details to check out/move out of your building, including a sanitization protocol to follow while on campus. For everyone’s health and safety, please follow these procedures.
Please note that your ID card will only be activated for your time slot. You must arrive to campus, pack your belongings, and depart campus within this timeframe.
Do NOT show up on campus without signing up for a time slot or receiving permission from your RD directly by email.
If you cannot make the time slots work for your schedule due to a family/personal emergency or you are unable to travel due to health safety or travel restrictions, contact your RD to make arrangements for a time that will work for you. We request that everyone who possibly can sign up during one of these windows, please do. In the interest of campus health and safety, we want to structure move-out processes as much as possible.
Esther Jadhav and Maria Brown are working with on-campus international students to assist them in making travel arrangements and emergency assistance. You have already received this e-mail.
Please make a plan to leave campus as soon as possible with the understanding that some of you will need to stay until next week. A student development team member will be reaching out to you to find out your plans. Watch for an email from Joe Bruner and/or your RD for checkout information. Also, please contact your RD for assistance due to hardship in getting home or finding a place to live. Continue to follow the COVID-19 prevention and precaution information.
While you are on campus, stop by and clear out your CPO box and pick up any packages. As of April 13, any mail/packages remaining in the CPO will be forward to the home address that is on file in the Registrar’s Office. If you want to change the address for mail to be shipped to, email the CPO at CPO@asbury.edu. Not all mail/packages can be forwarded. Junk mail, ads and other mail that cannot be forwarded will need to be discarded. Packages that can be forwarded will be and packages that cannot be forwarded will be “returned to sender.” If there are questions, concerns or address updates, we can be reached at (859) 858-3511, x2263 or email us at CPO@asbury.edu.
If you need to access other campus buildings to retrieve personal items or return University property, please follow one of these links. You MUST register for a time slot to access other campus buildings. Residential students, you are required to register for a time slot to move out of your residence hall BEFORE completing this survey.
A box for library books will be in the lobby of each residence hall. Please deposit your library books there before you leave campus.
Please drop your books off at the Kinlaw Library Book Drop.
Ecampus will send an email to all students informing them of how and when they can return textbooks that were rented from the AU Virtual Bookstore. The email will list the rentals that need to be returned and a prepaid shipping label will be provided. Students will also be able to receive an offer on any textbook that they own and wish to sell. The window of time for return will be April 27—May 16. Students can expect to receive an email from Ecampus a few days before April 27 with detailed information.
All students with the exception of Seniors should keep their green box for next fall. Seniors may drop their green boxes off in their residence hall lobby in the marked box. Fill out your name and ID number on the form beside the box to have your $5 deposit refunded to your student account. SENIORS ONLY. Commuter seniors with green boxes should email firstname.lastname@example.org for information about how to return them for a refund. Other students may return their box in the fall.
Visionaries: Pick up your t-shirt in the lobby of your residence hall!
Commuters: T-shirts will be available in the STUCE May 2 - 8, 8 a.m. — 5 p.m. Or, e-mail email@example.com and we will mail it to you.
Connect with your community for all the happenings at “Virtual Asbury U" outside of your academic courses. Check out https://www.asbury.edu/connect/ for current and upcoming ways to connect.
*Please note that these decisions and schedules are based off of CDC, Federal and State guidelines as of March 24, 2020 and are changing daily. If guidelines or restrictions change and impact these plans regarding students moving out, we will notify students immediately via email as well as on www.asbury.edu/covid19plan.