/2011-2012%20Room%20Selection%20instructions

2011-2012 Room Selection Important Dates and Information Monday, March 14

The Residence Life & Housing Office begins accepting $200 Deposit and Residence Life & Housing Lease

Tuesday, March 15

Information Session 12:15pm – St. Ann Hall lounge

Thursday, March 17

Information Session 12:15pm – St. Joseph Hall basement lounge

Monday, March 21

Information Session 7pm – Loretto Hall lounge

Wednesday, March 23

Information Session 7pm – Julie Hall atrium

Monday, March 28 12pm

Deadline for $200.00 Deposit and Residence Life & Housing Lease Students who do not meet this deadline will not be eligible to participate in the 2011-2012 Room Selection process

Monday, April 4

Lottery numbers e-mailed at 4:30pm

Thursday, April 7

Room Selection for Group Housing starts 12:15pm

Tuesday, April 12

Room Selection for Seniors & Juniors

Thursday, April 14

Room Selection for Sophomores

Room Selection Information and Procedures ELIGIBILITY:  Students must be registered for Fall 2011 at the time of Room Selection. 

Room Selection Lottery numbers are determined by class standing: Freshman standing: Sophomore standing: Junior standing: Senior standing:

31 or fewer credits 32 – 63 credits 64 – 95 credits 96 or greater credits

No other factors (GPA, student involvement, athletics, employment, financial aid, scholarships, living/learning community participation, EC Edge participation, RISE participation, housing assignment history, favorite color, et al.) influence lottery numbers. 

Graduate students are not eligible to participate in the room selection process.

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Students must submit a housing deposit to the Office of Residence Life & Housing and complete the on-line Residence Life & Housing Lease no later than Monday, March 28, 2011, at 12pm.

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The housing deposit may be submitted in the form of check or credit card. If paying by credit card, you’ll need to submit a completed Payment Option Form.

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Students with a Student Financial Services hold on their student account may not be eligible to participate.

PROCEDURE: 1.

Attend an information session if you have questions about the process for selecting housing for the 2011-2012 academic year.

2.

Submit a housing deposit to the Office of Residence Life & Housing by March 28, 2011, at 12pm. If you are sending your payment via mail, it must be postmarked by March 28, 2011.

3.

Agree to the terms and conditions of the Residence Life & Housing Lease found on the Room Selection portal site.

4.

Residence Life & Housing will e-mail you your lottery number and corresponding selection time after 4:30pm on Monday, April 4, 2011.

5.

If you intend to select a triple or suite, your group must also complete the Group Housing Form (one per group) by 12pm on March 28, 2011.

6.

If you do not have an intended roommate for next year, please note that the responses you provide on the on-line preference survey may be shared with other students. Students without a roommate at the time of room selection may have limited options available to them.

7.

You must be present at your scheduled Room Selection appointment or you must have submitted a Proxy Form to designate someone to select on your behalf.

8.

In order to cancel your housing and receive a 50% refund of your housing deposit, you must submit the Housing Cancellation and Refund Request on the Portal prior to Monday, May 2, 2011. If this form is submitted after May 2, 2011, but before August 31, 2011, you are eligible to cancel your Residence Life & Housing lease, but your $200 Housing Deposit will be forfeited.

Group Housing Selection 

In order to select Group Housing, your group must include the same number of students as spaces available in the triple or suite you would like to select. In other words, only a group of four can select a four-person suite, for example. You can find a detailed description of the Group Housing process on the Portal.

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Each group may submit one only Group Housing Form.

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All students must be listed on the Group Housing Form. Once this form has been submitted, you may not make changes.

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If a member of the group has a financial hold or is not registered by the March 28, 2011, deadline, that member will be dropped from the group. The remaining members of the group can then select according to their new total (e.g., three remaining members could then select only from among available triples or three-person suites).

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Each member of the group will be assigned a value based on their class standing (rising seniors: 4, rising juniors: 3, rising sophomores: 2). A rank order will be established based on the average of the individual group scores. In the case of a tie, the best individual lottery number within the group will serve as the determining factor. Each group will receive a "Group Number”. This “Group Number” will be distributed

on April 4, 2011, after 4:30pm to the Group Contact Person. Individual group members will receive their room selection number in the event that it is necessary for them to participate in the regular Room Selection process. 

The primary means of communication group housing information will be via the Room Selection portal site.

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If a member of a group cancels housing after selecting, the group no longer exists and may be reassigned.

For example, if one member of a group of three cancels, the remaining two students would be reassigned to a double room.

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Any group spaces available after the completion of Group Housing will be available during the summer room change process.

WHAT IS NEEDED TO PARTICIPATE AT YOUR ASSIGNED ROOM SELECTION DAY/TIME a. Bring your current Emmanuel College ID. b. All roommates must be present or have completed Proxy Forms. c. Arrive prepared with a list of ranked preferences. Be sure to review available spaces just prior to your selection time to refine your list.

ROOM OPTIONS: St. Joseph Hall houses 410 residents in doubles, triples, and economy triple (if necessary) in its six stories. The lower level lounge features a large-screen television plus a full kitchen and dining area for community programs. The game room in the first floor lobby includes pool tables, ping pong, and foosball tables. The lobby also has a computer station area where students can check e-mail and access the Internet. St. Joseph’s is a co-ed building.

St. Ann Hall is a four-story residence hall which houses approximately 225 first-year and returning residents. Each floor accommodates 40 to 60 residents who share a common area, single-sex bathrooms, a kitchen, and laundry facilities. The main lounge has a large-screen television and vending machines. St. Ann Hall will be made available at Room Selection only if all spaces in St. Joseph Hall and Julie Hall are selected.

Julie Hall is a four-story residence housing 225 upperclass students in doubles, triples, and suites. The suites are designed with a private bathroom and a small common area. At the center of the suites is Hynes Square, a large multi-functional atrium area. Julie Hall is a co-ed building. In order to select a suite or triple in Julie, the group must submit a Group Housing Form.

The configurations for the different Julie suites are: Single/Single/Single/Double Single/Double/Double Double/Double Single/Triple Single/Double

1 suite 6 suites 3 suites 1 suite 2 suites

Please note the availability of suites may change once the location of RA suites is determined.

Also note the Boston Zoning Commission measure limiting to four the number of college students sharing an apartment does not apply to on-campus residences.

Satellite locations: At this time, no satellite locations are confirmed available for Room Selection. The Office of Residence Life & Housing will notify students should a satellite location become available for next year.

2011-2012 ROOM CHARGES: Housing rates for next year have not been finalized. This document will be updated with the new rates once available.

Please note that Quads and Economy Triples will not be available during Room Selection, but may be made available over the summer if additional space needs to be added to the inventory.

SPECIAL CIRCUMSTANCES: 1)

Medical Requests

Any student requesting a single room for medical reasons must select from among available spaces during room selection and then request a single through the summer room change process. Summer room change forms will be available beginning Tuesday, April 19, 2011. This form must be submitted along with medical documentation which should include: a.

A letter from you, the student, stating the specific medical condition and consequent housing and explaining how a single can meet that need.

b.

Medical documentation from a physician supporting the request (on office letterhead), including the telephone number of the physician.

A committee selected by the Director of Residence Life & Housing will review all requests. All information will be kept strictly confidential. PLEASE NOTE THAT ALL REQUESTS MAY NOT BE GRANTED. You will receive a response via e-mail during the summer.

Students that are making medical requests for singles should still participate in the Room Selection process.

Please note: A granted request will guarantee that a regular single accommodation will be available. The location cannot be guaranteed unless related to the medical need. Medical singles are charged the same rate as non-medical single room.

These requests must be made each academic year.

2)

Students on Leave of Absence or Studying Abroad

Students away from the Emmanuel campus may still participate in the Room Selection process. It is important to do the following: a. Meet the deadline of 12pm, March 28, 2011, for $200.00 deposit and a signed Residence Life & Housing Lease. b. Assign a proxy and complete Proxy Form with signatures. c. Your proxy must attend the scheduled room selection appointment. By choosing a proxy, you are accepting the room choice your proxy makes in your absence.

3)

Unable to attend Room Lottery

If an intended roommate or group member cannot attend the scheduled Lottery Night, she or he MUST complete a Proxy Form. A proxy must be a current Emmanuel College student. By choosing a proxy, you are accepting the room choice your proxy makes in your absence. The Office of Residence Life & Housing can also act as a proxy which you can indicate on your Proxy Form.