Fall Housing Options & Room Draw! • • • • • • • • • • Eligibility Housing Highlights Special Housing Areas Priority Numbers Housing Not Available Through Room Draw Registering for On-Line Room Draw How On-Line Room Draw Works Important Facts & Proxies Cancellation Policy What priority numbers get what type of room? Fall Housing Eligibility • All undergraduates who will be enrolled in classes in Hanover during fall term 2013 are eligible. • To be eligible, your D-Plan must show an “R” for the fall term 2013. • 5th year Thayer BE students are not eligible for on-campus housing. • The D-Plan Change deadline for fall term 2013 is April 29th. • Students who are withdrawn/suspended at the time of Room Draw are not eligible, but can submit a readmitted student housing application by June 1st. These applications will be processed along with all the on-time waitlist applications. Petitions to participate in RD will be considered (contact Rachael Class-Giguere directly). Housing Highlights! • Sophomores are guaranteed housing! Members of the class of 2016 are guaranteed oncampus housing for their sophomore year provided they are enrolled in classes in Hanover and participate in Fall Housing Selection/apply by the appropriate deadline. While all 16’s who participate may not receive an assignment, those who submit a waitlist application by June 3rd are guaranteed housing for the fall term. Housing Highlights! • All Housing Information is ON-LINE!!! • Gender Neutral Housing. Select room types and locations are designated gender neutral. These designated rooms/locations are available to roommate groups regardless of sex or gender provided all beds can be filled. – The Maxwell/Channing Cox /Ledyard Apartments, specific suites in East Wheelock and the Fahey/McLane and McLaughlin suites are all available to same or mixed gender roommate groups. For students interested in doubles, triples, or quads, all rooms in Mid Massachusetts hall, The Lodge and floors 2 through 4 in New Hampshire hall are also gender neutral. – The Gender Neutral Program is separate from these offerings. The Program Floor is filled through the Affinity application process. • 4th floor Gile & Ledyard Apartments are Substance-Free Housing for upperclass students. If you are looking for a community where all residents agree that they and their guests will not use or possess alcohol, tobacco products or illicit drugs within the community, then check out Gile 4th & Ledyard Apartments – both locations will be available at Apartments/Quads Night. – You don’t have to be accepted to the East Wheelock Program to live in the Ledyard Apartments. They will be available at Apartments/Quads Night. – Students who select rooms on Gile 4th will sign a substance-free housing living agreement. Priority Numbers • Randomly assigned by class. • Cannot be transferred to another student. • The best priority number within a group of roommates is the one used to select a room. • Manipulation of priority numbers is not tolerated. • Don’t know your priority number? You can look up your number on BannerStudent: Housing Application, StarPortal. Priority Number Distribution Rising Seniors 801-2300 Rising Juniors 2301-3500 Rising 3501-4700 Sophomores Priority Numbers • Not every priority number is used during Fall Selection, so having number 901 doesn’t make you the 100th person to select a room. In recent years the senior class range of 801-2300, there were approximately 480 seniors who went through Room Draw. In the junior range of 2301-3500, approximately 490 juniors were assigned rooms at Room Draw (smallest class on campus in the fall). In the sophomore range of 3501-4700, approximately 810 sophomores were assigned rooms (additional sophomores were on the waitlist and were housed over the summer). • Fall Housing Selection is a series of processes leading up to the General Room Draw. 1. Affinities: applications due April 5th, confirmations made by April 12th 2. GLOS/Societies: rosters due April 10th 3. Housing for Medical/Disability Needs: Applications and documentation due April 18th, decisions and, where applicable, assignments send out week of April 22nd . 4. East Wheelock: Applications due April 5th, decisions sent out by April 12th, East Wheelock Room Draw is on-line - Wednesday, May 1st. 5. Suites: Students will be notified by email on Tuesday, April 30th. Those not able to secure a suite can then regroup to participate either in Apartments/Quads or General Room Draw. 6. Apartments/Quads: Thursday, May 2nd (on-line) 7. General Room Draw: Saturday through Monday, May 4-6th. 8. Waitlist: application due June 3rd, assignments made in late July. • Student who are participate in the Room Draw must register by midnight, EST on Monday, April 29th. – All students who register and who meet the following criteria will be sent their selection time-slot the day prior to their selection date. • CRITERIA: Enrolled for Fall 2013 & not already housed for the fall • Student who are registered but don’t meet the criteria will be notified they are not eligible. • Room Draw uses the BannerStudent, Housing Appication: StarPortal site. Registration and Selection are part of the same application, but sections become available based on date. The waitlist application is a separate application. • Time-slots are issued to groups of 10 registered students for an “exclusive” period of time, at which point the next 10 students are given access. – 10 students will have access for 10 minutes before the next group is given access. • We will be monitoring the process and performance closely and are prepared to respond to any questions or concerns that arise. All students who want to be housed through Room Draw MUST register on BannerStudent, Housing-StarPortal by Monday, April 29th, at midnight EST. You select the Fall 2013 application and at the top you can monitor what step you are on in the process. The Welcome page has basic information on the process. The next series of pages asks which of the processes you are planning to participate in – starting with East Wheelock. This lets us know your intention and gives us a chance to confirm your eligibility for whatever process you want to participate in. If you try to participate in one of these processes and are not able to secure a room, you can regroup and try to participate in the next process and/or go straight to the General Room Draw. Suites and the Sextet are limited housing options and we will review the eligible groups and notify students on April 30th whether or not their group can get a suite or the sextet. Those groups who are not housed through this process can re-form their roommate group to go through Apartments/Quads on May 2nd or opt to do the General Room Draw. Apartments & Quads Room Draw takes place on Thursday, May 2nd and Group Leaders who have complete roommate groups will get their timeslot on Wednesday, May 1st. Substance -Free Room Draw will take place on Thursday, May 2nd and those who register for this process will receive their time-slots on Wednesday, May 1st. Gile 4th floor (singles, two room doubles and triples) and the Leydard Apartments (4 person apartments and one 3 person apartment) are the Sub-Free locations for 2013-2014 You will want to answer “YES” to the first question if your first choice is EW/Suites/Apartments/ Quads or Sub-Free, but you want to go through Room Draw if your aren’t able to get housing through one of those processes. If your first choice is General Room Draw, you will answer this question “N/A” for not applicable and the next question’s answer will be “YES”. If you only want housing if you get it through one of the earlier processes and plan to live off-campus if you don’t, then answer “NO” to the first question. If you want to live in a double, triple, quad, suite, apartment or sextet, you must be part of a Roommate Group. Within your roommate group, the student with the best priority number will create the group and be the “Group Leader.” ALL members of the group must complete their own registration by April 29th and join the group. You can only be part of one roommate group at a time. If you are the student with the best priority number – you will create a group by giving it name and creating a password. Prior to your Room Draw event, the easiest way to invite your roommates to join your group is to send them an email with your group name and password so they can register and join your group. When you form a group you will receive a confirmation email that you can forward to your intended roommates. Your roommate(s) must register and join your group to be housed with you. If you are joining a roommate group, you will use the information given to you by the Group Leader. If your roommate or room type preference changes, you can delete your roommate group. This is typically done if the desired room-type is not available and you are now either going to create /join a new group or go for a single (if available). This page is where you agree to the College Residence Policies & Terms. A link to the full set of policies and terms is available. Agreeing to the terms does not bind you to select a room through any of the processes. You must confirm your registration to be eligible for Room Draw. After confirmation, you can go back and make changes to your registration at any point up until midnight EST on April 29th (the Registration deadline). You will know your registration is complete when you receive a confirmation email. Again – if you are planning to live with roommates, ALL roommates must join the roommate group and complete the registration process. Tips & Suggestions for Room Draw • Gender Neutral Roommate Groups are eligible to select suites or apartments and in the General Room Draw can go for doubles in the Lodge, New Hampshire 2nd through 4th floor or doubles or triples in Mid Mass. • Rising seniors and juniors whose first choice is a single room (and thus are likely to get one) should NOT create a roommate group. • If a student only wants a single in certain buildings they can either elect to have their preferred roommate with them when their time slot opens so they can create a group on the fly if the single isn’t possible, or create the group first, and delete if they can get the single. • All students who register will get a time-slot. If they are part of a roommate group and are housed through another student’s time-slot, their time slot will be canceled. You cannot try for a different room when your original time slot would have been open. • If a student changes his/her D-plan to an “L” after the time slots are set, their time slot will be canceled and they will be notified of the cancellation via blitz. When it’s you or your Group’s selection time, you log into the portal and go straight to Step 12. You will be able to search for a room by room type (singles, doubles, triples), building, or both. A student who is not part of a roommate group cannot reserve a double or triple. Conversely, a student who has a roommate group in place cannot select a single without first dissolving the group. After hitting “search” you will see a list of all the rooms available, in real time. You can link to the floor plan page on our main website for information not found when you click “Room Details.” You can click on “Room Details” to learn the square footage of the room. Again, a link to the floor plans page on the ORL website will be on the search page. When you select your room you highlight the room and click “continue.” This holds that room for you exclusively until you complete the selection process. In the case of a multiple occupancy room, the “group leader” assigns both him/herself and his/her roommate(s). Once assigned, you click “Reserve Beds.” This shows the room you selected and, where applicable, the name of your roommate(s). If all the information is correct, you click “Save & Continue” and the room is yours! This is the final page – it just confirms that you have completed the selection process. WAITLIST • As is the case each year with Room Draw in May, we expect to run out of rooms before all eligible rising sophomores select a room on-line. • The waitlist application will be available starting Tuesday, May 7th and is part of the same “application” as the Registration and On-Line Selection process. • Our current plan is for the waitlist portion to be available all day Tuesday, even if the student’s time-slot hasn’t opened yet. This will allow any student who prefers to go straight onto the waitlist to do so. • Waitlist applications deadline is Monday , June 3rd. Any rising sophomore who applies by the June 3rd deadline and is enrolled for the fall is guaranteed housing. IMPORTANT FACTS • The only students who will be able to select a room through Room Draw are those who register by the April 29th deadline, are not already housed through a previous process, and have an “R” for their fall d-plan. • If a student misses his/her time-slot, they can still log-in and select. • The Portal will be open 24 hours a day, however new time-slots open only during our set hours each evening, This will allow anyone who missed their time to still log-in and select a room, or come to our office for help during the day. • The Housing Office will be open and fully staffed each night of selection until at least 30 minutes after the last time-slot for that night. Students can call or come in person for assistance. • Students who register for Room Draw are not bound to participate. If you decide to live off-campus, you can just ignore your time slot – there is no cancellation fee if you don’t select a room. PROXIES • Students who cannot log-in during their time slot can request the Housing Office select a room on his/her behalf (for singles, or multiple occupancy rooms if all roommates are unavailable). • To request another student log in and chose during your time slot, the proxy must come to the Housing Office at least 15 minutes before the time-slot begins with a copy of an e-mail from the student, with their Dartmouth ID number, stating this student has permission to chose on their behalf. • Housing Office Staff will work with the proxy to get logged-in on a computer in the Housing Office and select the room. Cancellation Policy • To cancel housing for any term without a penalty, you must cancel or withdraw your application before the cancellation deadline for that particular term. No cancellations are accepted once the residence halls open for that term. • The fee does not apply if the student is withdrawing, going on an FSP/LSA or TR/EXCH term. • Student can appeal the fee in writing to the Housing Office. Term Deadline Summer 2013 Fall 2013 June 3, 2013 Winter 2014 November 18, 2013 (tentative) Spring 2014 March 10, 2013 (tentative) Assignment Confirmation to July 1st = $250. July 2nd to September 13th = $500. The information below is based on data from Room Draw 2012 (numbers have been rounded up/down). This data does NOT guarantee what will be available for students with these numbers this year. This chart is a representation of what students chose last year and may not reflect this year's trends. Room Type Priority # Range Classes Notes Single 805-4480 All Maxwell/Channin g Cox Apartment 1120-3555 All 5 person suites 4 person suite 801-825 1030-2345 Seniors 2 room double 830 - 3700 All 1 room double 1345- 4520 All Triples 830 - 4245 All 2 room quad 2470-3610 JRs & SOs Only 4 available at Room Draw 3 room quad 2420-2690 All Only 5 available at Room Draw 4 room quad 825-1135 Seniors Only 2 available at Room Draw NH & Hitchcock chosen first. Over the past few years, anywhere from a low of 10 to a high of 50 SO's got singles at Room Draw (all in Topliff or Ripley/Woodward/Smith) Primarily SRs and JRs are in the apartments; however over the past few years increasing numbers of SOs have been able to select apartments as well. For fall 2012, 3 apartments were chosen by groups of sophomores. (note – rent in the apartments is $2785 per term vs. $2585 in the traditional residence halls.) Thomas suites are generally last to be chosen. There is one four person suite in Thomas (4 private bedrooms with common room) and one in Bildner (two doubles with common room). SRs are choosing 2 room doubles at an increasing rate over the past few years (35 were chosen by seniors for fall 2012) Traditionally only a handful of SO's get two room doubles; for fall 2012 there were 15 two room doubles chosen by SO's. A handful of SRs and JRs have chosen one room doubles in New Hampshire, but primarily SO's are in one room doubles. For the past three years, doubles have been hugely popular with women. Most are chosen by SOs, who get triples in the Fayers, then Mass Row, Gold Coast and Wheeler/Richardson, a handful of SRs and JRs chose triples (6 triples chosen by SR's and 15 by JR's for fall of 2012). For the past three years triples have been very popular among men. Got Questions? Contact the Undergraduate Housing Office via e-mail ([email protected]), phone (603-646-3093), or stop by our office in the basement of North Mass.