Room Changes and Waiting List Information

Waiting List Timeline 

Spring 2014 moves

  • There is a one-week "room freeze" beginning the first day of classes, January 13th. 
  • Students may submit waiting list requests beginning January 13th, but room offers will not begin until January 20th. 
  • Students will be contacted if a room is available that meets their request. Because of limited availability, students may not hear from Residence Life for several weeks or months. It is possible that a student's request may not be met before the waiting list has closed. 
  • The waiting list to move in the spring 2014 semester closes on Friday, February 21st at 4:30pm. 
  • The last day for room offers in the spring 2014 semester is Friday, February 28th.
  • Housing Selection for the 2014-2015 school year will begin after spring break in March. At that time, the waiting list will only be for moves for the following school year.

Fall 2014 room changes

  • The waiting list to change rooms for fall 2014 will open after housing selection. 
  • Students will be notified if their room change can be accommodated. 

Between-semester moves

  • There are a limited number of spaces available between semesters. Many students are leaving for or returning from programs studying abroad, transferring into or out of the College, or returning after a time away, making this time of year particularly dynamic. 
  • Dates for between-semester moves for 2014 will be announced in the fall semester.
  • Only moves that involve one resident moving into an open space in a double, triple, or suite will be considered for this time period.
  • Students who move between semesters have a limited period to complete their move, as coordinated with Residence Life. Students MUST have vacated their current room by noon on Saturday, December 13th.  It is up to the student who is relocating to work with their new roommate to coordinate moving their things into the new room prior to winter break. He or she may choose to move in after winter break, but only if all things have been removed from their previous room prior to noon on December 13th.
  • Once winter break begins, vacant rooms are cleaned by housekeeping in preparation for the next resident. 

Urgent Situations

Waiting List Policies and Procedures

Because of the high volume of requests, the Office of Residence Life and Housing must adhere to the following policies and procedures. It is the student's responsibility to read the policies and procedures fully before submitting a request.

Submitting a Request

  • Submitting a waiting list request will cancel any previous waiting list requests a student may have submitted and will put the request at the bottom of the list. Students should only submit another request if he or she no longer wants the space previously requested.
  • Submitting a waiting list request does not guarantee a room change. 
  • The waiting list goes by date and type of request; due to the amount of requests and the many kinds of requests, we are unable to communicate where students are on the waiting list. 
  • If a request is submitted for something that is not possible, (i.e., a single in Crawford, a double in CAR), the request will be deleted. The student will not be notified that the request is not possible. Students should check the different room types available in each building before submitting a request by clicking here.
  • Waiting list requests will be considered based strictly on what is requested. See below for more information.
  • It is the student's responsibility to ensure that all parties involved in a room change or swap have submitted their waiting list requests. Residence Life will not contact students to ask them to submit waiting list requests.
  • Students can submit requests by clicking here.

Matching Requests and Rooms

  • Each room on campus has an assigned gender and class (freshmen versus upperclassmen). Rooms will only be offered to students who meet those classifications. 
  • Freshmen and upperclassmen will not be placed in the same room, unless there is an extenuating circumstance or specific request.
  • A student may be offered a space in a double or triple room that is currently partially occupied. Residence Life does not need the permission of the current resident to move a student into that space, but it is always recommended to speak to the person ahead of time to foster a positive roommate relationship. Current residents of partially occupied rooms should see the information on Default Singles and Open Rooms.
  • If a student is moving into a room that is partially occupied, Residence Life will try to give the current resident at least 24 hours notice of receiving a new roommate. 
  • Freshmen students are not eligible for single rooms. If a freshman student requires a single room as a part of a medical accommodation, they may apply for special housing accommodations.

The Room Change Process

  • If a room that matches a student's request becomes available, the student with the earliest request for that space will be emailed with an offer.
  • Once a student is offered a room, they have 24 hours to respond. If they do not respond within that time,  the request will be considered completed and the housing coordinator will offer the room to the next person on the list.
  • If the student accepts the offer, they will receive instructions from the housing coordinator on the next steps of the process. The student should not come to the Residence Life Office until directed to do so.
  • There is typically at least a 24 hour gap between the time the student accepts the offer and the time that he or she may begin moving so that Residence Life may ensure that the proper preparations are completed.
  • The housing coordinator will work with the student to find a convenient time for them to move. Once he or she picks up the new key, they have 48 business hours to complete the move, return their old keys, and return their Room Inventory Cards, completed by both their former RA and their new RA.
  • If a student does not return a Room Inventory Card, it is possible that he or she may be charged for any damages that occurred after leaving their former room or prior to arriving in their new room because there is no record of the room's status.

Waiting List Example

 Please see below for a simplified example of how the waiting list works! For this example, all requests are for upperclassmen male spaces.

Clay I will only move if I have the combination of location and room type specified. Single in New Hall May 1, 8:00am
Albert Any location and room type - I just want to move.  Preferred: single May 2, 4:30pm
Mark I will only move if I have the combination of location and room type specified. Double in CAR May 15, 9:30am
Mitch I will accept any location or type as long as I'm with the person(s) I want to move with. with Mike  May 20, 12:00pm
Jerry Any location as long as I have the room type specified. Single May 20, 12:30pm
Bobby I will accept any type of room in the locations I choose.  Bowman, Marion, New May 21, 4:00pm
Clay I will only move if I have the combination of location and room type specified. Single in New Hall, CAR, or Bowman May 30, 9:00am
Mike I will accept any location or type as long as I'm with the person(s) I want to move with. with Mitch June 3, 9:00am.

June 1: One single opens up in Ritter and one double opens up in Chalmers.

  • Alfred will be offered the room because he said he will move anywhere, but would like a single if possible and he has the earliest request. 
  • Mark's request will be deleted because there are no doubles in CAR. 
  • Mitch is not offered to live in the double in Chalmers because Mike has not submitted a request to live with him. 

June 2: One single opens up in New Hall. One double is still open in Chalmers.

  • Jerry will be offered the room because he said he will take any location that has a single room and he is next by date on the waiting list. Clay is not offered the room because he submitted another request and moved himself to the bottom of the list. 

Now the waiting list looks like this: 

Mitch I will accept any location or type as long as I'm with the person(s) I want to move with. with Mike  May 20, 12:00pm
Bobby I will accept any type of room in the locations I choose.  Bowman, Marion, New May 21, 4:00pm
Clay I will only move if I have the combination of location and room type specified. Single in New Hall or Bowman May 30, 9:00am
Mike I will accept any location or type as long as I'm with the person(s) I want to move with. with Mitch June 3, 9:00am.

June 4: A single in Bowman opens up. One double is still open in Chalmers.

  • Bobby will be offered the room in Bowman because he said he would take any type of room in Bowman and he submitted his request before Clay.
  • Mike and Mitch will be offered the double in Chalmers because Mike submitted his request.
  • If no singles in New Hall or Bowman open up for the rest of the summer, Clay will stay in the room that he currently has. 
 

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