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Your guide to creative and effective move-in communications

Requiring deft logistical planning, strategic packing skills, and the ability to hold in tears while lifting heavy boxes, move-in day is a monumental event for college families. Considering how much parents and students are navigating during this time, clear and comprehensive communications from you is crucial for a smooth transition. 

We know your to-do list is probably as long as theirs, so this guide is here to help you craft engaging, inclusive, and impactful content that sets students and families up for success, and ensures every family feels informed, welcomed, and excited. It can even help your staff get more organized, too!

Why move-in communication is important

Families play a vital role in a student’s college experience, and effective communication can make all the difference. 

  • For new students, move-in day is a milestone event that requires a lot of planning, and clear lists and processes will help them stay focused. 

  • For families, it’s an emotional time. Clear and comprehensive information can ease anxieties and build trust … not to mention make your move-in process more efficient. 

  • For first-generation students and families new to your campus, accessible and informative communications can foster a sense of belonging and support. 

By using a tool that helps get the information to families at the right time and in the right way, you’ll set yourself up for success. 

Best practices for move-in communications

1. Communicate early and often

One thing we can all agree on is that moving can be overwhelming. It can be both physically and emotionally exhausting for families (and your team!), especially if you’re not prepared. Giving families the resources they need leads to a smoother transition and a happier student (and parent). 

Flagler College uses their CampusESP parent portal to start engaging families early. Their move-in series of Announcements gets important information out to students and families with plenty of time built in for planning, shopping, and more planning. From what to pack (and what not to pack!), to what to expect for move-in day, there’s a plethora of information families need to ease some of the stress of a new academic year and make move-in a breeze! 

Move-in announcements sent by Flagler had an average open rate of 72% (with even higher rates on emails leading up to move-in day!).

💡Pro Tip: Use CampusESP to schedule and automate move-in communications ahead of time, to take lift off your team during their busiest season and ensure families get info when they need it most!

2. Create a move-in hub and share it using multiple communication channels

Different families prefer different methods of communication. If you’re like most, you’ll send out your most important information via email — and you should, as it’s the channel families prefer most! But we know that different families have different communication preferences (check out our 2024 Family Engagement Report to learn more!). After email, a family portal and text messages are the most popular preferences, so use multiple channels to meet all families where they’re at.  

With most parents looking for a landing pad it’s important to create a hub where you can include all the information they’ll need and allow them to access it any time they need it. You can include anything from FAQs to move-in times, parking, events, and more! Once you create your hub, you can link it to future move-in email and/or text communications.

Make sure families have a wide-variety of resources to make move-in as smooth as possible. Think about including:

  • Videos/webinars: show families exactly what to expect (and tell them what you need them to do!) to create a speedy move-in process

  • Checklists: give families an easy way to keep track of the things their student needs to do and bring

  • Maps and directions: help families easily get to where they need to be (and reduce phone calls with last minute questions!)

  • In-person opportunities to connect: make a space for families to meet one another and your team (and show them their student is in good hands before they say their goodbyes!)

College of Charleston hosted a webinar to help families prepare for move-in and the start of the semester. They utilized experts on campus to inform families about the move-in process to help set students up for success at the start of the year.

William Peace University created resources to help families navigate move-in including a checklist of items for students to bring, maps to help families and students navigate campus, and a Pacer Family Lounge to welcome families and answer their questions.

💡Pro Tip: Texts are particularly effective for quick updates, especially for Black, Hispanic, lower income, and first-generation families, who often prefer this method.

3. Ensure messages are easy to understand and inclusive 

Think about how you can provide clear explanations of terms and processes that might be unfamiliar. Being in the ‘thick of it’ can sometimes blind us to thinking that everyone knows some of the industry terms you may use daily. Make sure all families get key information in order to navigate college move-in, whether it’s their first or fourth time!

For first-generation families and minority families, offer resources in multiple languages and consider cultural sensitivities in your messaging. Highlight support services and communities that cater to their specific needs and personalize communications to show that you understand and value their unique experiences.

Ensuring families have (and understand) your most important information is a crucial step in helping students get off to a great start in their college journey.. 

College of Charleston saw over 450 families click on their “Move-In Reminders and Tips” post, which included a video to help families understand how move-in works on campus.

4. Meet families’ practical and emotional needs

Move-in day can be stressful for families. Help them feel good about leaving their student on campus by providing information and experiences that address logistics and processes while also recognizing that going away to college can be an emotional experience for everyone. Consider keeping families informed about:

  • Support Services: Information on health services, counseling, and academic support available on campus.

  • Engagement opportunities: Details about orientation events, family weekends, and ways to stay connected throughout the year.

  • FAQs: A comprehensive list of frequently asked questions to address common concerns.

  • Parent and Family Guides: Detailed guides that include campus maps, emergency contacts, and key dates.

  • Community groups: Information on how families can join parent and family associations or online community groups to connect with others.

  • Opportunities to connect with your staff and other families: A chance for families to feel good about the campus community their student is entering!

💡Pro Tip: Take advantage of CampusESP’s Network Content to provide additional insights for families. Our “How Families Can Help Make College Move-In Day a Success” post has gotten over 34,000 clicks across our partners’ portals!

Remember — the goal is to make families feel informed, included, and excited about this new chapter. By implementing these best practices and key strategies, you’ll create a welcoming environment that supports both students and their families, while ensuring a seamless move-in day for your campus!

Need help scaling how you communicate with families from move-in to commencement?