Policies and Procedures

Vacancies and Room Consolidation

The Office of Residential Life and Learning (ORLL) assigns each campus room to full occupancy whenever possible. For a wide variety of reasons (change of academic plans, change of housing plans, medical or other crisis, etc.) housing vacancies occur. When vacancies exist, the ORLL strives to assign or consolidate those vacancies to have vacant rooms rather than vacant bed spaces. This practice allows us to extend campus housing opportunities to the largest number of students. In addition, this practice improves our ability to relocate students in a housing emergency, such as a fire. The ORLL reserves the right to consolidate empty spaces within a building or make reassignments when vacancies occur during the summer, winter recess, or summer school.

When a vacancy occurs in a double, triple or quad, the remaining resident(s) should not expect to live alone.  Students will be asked to consolidate within another vacancy, or within 72 hours of the vacancy must notify the ORLL of your new roommate(s)'s name(s).   It is your responsibility to notify the Associate Director for Occupancy Management of your new roommate(s)'s name and to ensure that the paperwork has been completed with the ORLL.  If you cannot find someone to "pull in" you should expect to receive a new roommate placed by the Associate Director.   Reassignments and consolidations usually take place 2-4 weeks into the semester but can occur at any time during the semester.   The following suggestions are offered to a remaining roommate:

HOW YOU MAY FILL THE VACANCY:

• Find someone who would be interested in sharing your space. That person must be the same gender and meet the requirements if you live in a special area. You and your new roommate must meet with the Assistant Director  to discuss the logistics of the "pull-in."
   
• You and a student of the same gender who is in a similar situation may become roommates. A current list of students with room vacancies is available through the Associate Director in the ORLL You may initiate a conversation with any of these students and, with mutual agreement, you have the option of selecting either room.
   
• You may identify a student who is presently living off campus or commuting from home who desires campus housing. This can only be done after all wait-list requests for housing have been satisfied.  When both students let the ORLL know of this mutual choice, we will make the room assignment.

Note: All swaps, moves, or pull-ins must be agreed to by all participants and result in a consolidation of vacancies into a smaller number of rooms.

HOW RESIDENTIAL LIFE WILL FILL THE VACANCY:

During the academic year:

• Following the 72 hour "pull in " period, the ORLL will make the vacancy in your room known to students who are looking to relocate. Most reassignments are made 2 to 4 weeks into each semester. However, administrative assignments can occur at any time. If another student is assigned to be your new roommate, that assignment is final - you do not have veto power. You will receive 72 hours notice prior to his or her moving into the room (the move may occur sooner with mutual agreement or in the case of an acute emergency). This period allows time for you to prepare to receive your new roommate positively; it is not an opportunity to consider or reject the assignment.
• The Associate Director can assign a student to the vacancy in your room in an emergency without prior notice, when necessary. While a vacancy exists in your room, you must leave the appropriate compliment of furnishings and closet space available for a new resident. Please make sure that you have not unconsciously "spread out" into your roommate's space.
• Consolidation is the process of pairing up students who do not have roommates at the end of the room change process. You and a similarly situated student will be assigned to live together. It is our plan to only consolidate students within a building, not between buildings. The consolidation process usually occurs during weeks four and five of each semester. Which student moves is determined by mutual agreement, lottery numbers, and/or by a coin toss by ORLL staff.  Telephone services change costs resulting from ORLL consolidation will be reimbursed.

Vacancies occurring during the summer or winter recess:
Prepare for an administrative assignment. If a vacancy occurs during the summer or winter recess, the ORLL reserves the right to consolidate empty spaces within a building, or assign a student to the empty bed. A transfer student or returning junior are the most likely possibility. Note: If your smoking status has changed, it is critical that you notify the Associate Director.  Your new roommates name and telephone number will be mailed to you.

VACANCY AND CONSOLIDATION POLICY FOR CO-OPERATIVE APARTMENT AND SMALL GROUP HOUSING UNITS

When a vacancy occurs in a group housing situation, the group has ten (10) days to identify an acceptable replacement and notify the ORLL. Students expressing an interest to the ORLL about an apartment or interest unit space will be referred to the group's advisor or contact person.

After that time, the apartment or interest unit must assign all remaining residents within the group in a way that provides fully empty rooms for assignment . These remaining vacancies will be filled by the Associate Director  who will work in conjunction the group's advisors or contact person to fill the space.

Last updated 3.14.07