Fall Housing Options & Room Draw!

Fall Housing Options & Room Draw!

Eligibility • Housing Highlights • Special Housing Areas • Priority Numbers • Housing Not Available Through Room Draw • Registering for Room Draw • How 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 2012 are eligible. • To be eligible, your D-Plan must show an “R” for the fall term 2012. • 5th year Thayer BE students are not eligible for on-campus housing. • The D-Plan Change deadline for fall term 2012 is April 30th. • Students who are withdrawn/suspended at the time of Room Draw are not eligible, but can submit a readmitted student housing application by June 1st.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 2015 are guaranteed on-campus 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 15’s who participate may not receive an assignment, those who submit a waitlist application by June 1st are guaranteed housing for the fall term.

Housing Highlights! • All Housing Information is ON-LINE!!! • Gender Neutral Housing Expanded. 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. • In addition to the Maxwell/Channing Cox /Ledyard Apartments, specific suites in East Wheelock and the Fahey/Mclane and McLaughlin suites, we have expanded this designation to include Mid Massachusetts hall, The Lodge and floors 2 through 4 in New Hampshire hall. • 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!

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 435 seniors who went through Room Draw. • In the junior range of 2301-3500, approximately 430 juniors were assigned rooms at Room Draw (smallest class on campus in the fall). • In the sophomore range of 3501-4700, approximately 770 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. Affinities: applications due April 6th, confirmations made by April 13th GLOS/Societies: rosters due April 10th Housing for Medical/Disability Needs: Applications and documentation due April 19th, decisions and, where applicable, assignments send out week of April 23rd . East Wheelock: Applications due April 6th, decisions sent out week of April 16th, East Wheelock Room Draw is on-line - Wednesday, May 2nd. Suites: Students will be notified by email on Tuesday, May 1st. Those not able to secure a suite can then regroup to participate either in Apartments/Quads or General Room Draw. Apartments/Quads: Thursday, May 3rd (on-line) General Room Draw: Saturday through Monday, May 5-7th. Waitlist: application due June 1st, assignments made in late July.

Student who are participate in the Room Draw must register by midnight, EST on Monday, April 30th. 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 2012 & 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, 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 30th, at midnight EST.

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 May 1st 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 3rd or opt to do the General Room Draw.

Apartments & Quads Room Draw takes place on Thursday, May 3rd and Group Leaders who have complete roommate groups will get their time-slot on Wednesday, May 2nd.

Substance -Free Room Draw will take place on Thursday, May 3rd and those who register for this process will receive their time-slots on Tuesday, May 2nd. 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 2012-2013

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 30th 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.

If you are making changes to your roommate group or creating a roommate group during a Room Draw event, the best way to add a roommate is to enter their Dartmouth ID.

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 30th (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 select by just room type (singles, doubles, triples), just 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, alink 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 8th 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 Wednesday, June 1st. Any rising sophomore who applies by the June 1st deadline and is enrolled 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 30th 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.

The information below is based on data from 2009-2012 (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 have chosen in the past and may not reflect this year's trends.

Got Questions? Contact the Undergraduate Housing Office via e-mail (keys1@dartmouth.edu), phone (603-646-3093), or stop by our office in the basement of North Mass.

Fall Housing Options & Room Draw!