Creating Belonging from the Very Beginning

Every fall, thousands of Volunteers take their first steps into a new chapter of life. Families say goodbye, students step into independence, and our campus becomes a true home. And through this time, a small army of students, faculty, and staff serve as volunteers with University Housing to ensure every new campus resident encounters a smooth, supportive process. During fall of 2025, these efforts culminated in a 95% satisfaction rate for students and their families.

Over eight days and across 17 residence halls and properties, University Housing welcomed 8,590 new and returning students to campus, with the busiest day of move-in including 2,476 students. And at every turn, there were both University Housing staff members and volunteers representing many areas of campus, helping Vols feel at home and like they belong.

“We’re really trying to create that small-school experience in a large school setting through the volunteer program,” says Megan Fox, special projects coordinator for University Housing and the primary leader for the move-in process at UT. Fox notes that the program has not only increased in size over the years but it has expanded to include staff outside the Division of Student Life. “Even offices that aren’t student-facing are participating, and it adds that extra layer of care for parents and family members to get to meet the faculty and staff that make UT the amazing university it is.”

As one volunteer put it, “I am very glad to have been able to help this year’s new Vols start to make their first steps in becoming a part of campus.” And all of this incredible success was amid the backdrop of opening three new residence halls on campus.

“Why do we do this?” asks Fox. “For us, the answer is clear. We do it because every student deserves to feel they belong from the very first moment they arrive on Rocky Top. We do it because families entrust us with their most important people, and we want them to leave knowing their students are in caring hands. We do it because the Volunteer spirit is about showing up for each other and welcoming everyone to the Volunteer community.”

University Housing uses insights from multiple data sources to maintain and improve a positive move-in experience year after year for all participants, from students and families to University Housing staff and volunteers. A survey is shared with students and their families to measure satisfaction across several areas: welcoming environment, process management and efficiency, and staff and volunteer support. This fall, 89% of survey respondents agreed they felt welcomed to the campus community during move-in, and 87% said they felt optimistic about their or their student’s experience at UT Knoxville based on their move-in day.

Volunteer feedback is also pursued and assesses volunteer experiences to ensure they are equipped with the training and resources needed to succeed in their roles. For 2025, 100% of move-in volunteers rated the experience as a positive one. Professional housing hall staff also share insights on the effectiveness and efficiency of frontline operations, plus other informal stakeholder feedback, like emails or word-of-mouth, is captured to enhance data collected in other ways.

Fox and other University Housing leaders have been strategic in working with partnering organizations as well to increase the move-in experience and decrease disruptions for others on campus during this time period. University Housing partners with both the University of Tennessee Police Department and Parking and Transportation, two key departments that devote resources and support to move-in week. Working in tandem, the two departments notably create positive experiences for visitors unfamiliar with campus, with friendly officers at many intersections helping support smooth traffic flow around residence halls and parking garages. This partnership allows hall staff and resident assistants to be indoors connecting with residents instead of outside directing traffic.

By being intentional with training for staff members and by being consistent with the staffing levels in each hall throughout the week, University Housing has been able to reach a remarkable overall satisfaction rate with students and their family members. Fox notes that with such a large organization like UT, it might be easy for parents and family members to fall through the cracks during move-in if they have a concern or are feeling unsure.

Fox adds, “We’re able to encourage them and say, ‘Your student’s got this, and we’ve got your student.’”

Seamless—everything was well planned and executed. From traffic management, unloading zone, the team to assist with moving, and the staff inside the dorm. Kudos to everyone involved in the planning. Most significant move-in experience we have ever had. Thank you for making it work so well.

UT Family Member