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2019-20 Housing Selection

Planning for your housing next year can be intimidating. Who should I live with? Can I live in a house next year? Are there single rooms?

Below you will find much of the information you need to start planning.  The housing selection process kicks into full swing during the spring semester, but now is the time to start thinking and preparing for it.  Below is information about the housing selection process for the 2018-19 academic year, as well as the housing exemption, meal plan exemption, and special housing placement processes.

The residence hall room selection process is an online, progressive process that begins during March in the spring semester.  This process allows students to match up with their preferred roommates (if they have any) and select a space to live in for next year.  Here are some important features to know about our residence hall room selection process:

Important Dates

  • Monday, February 11, 2019 - Quad Single Request form is live
  • Monday, February 25, 2019 – Quad Single Request form is due by 8am

Resources

Tier/Lottery SystemTier -Lottery Number Example

Students are organized for the room selection by the tier and lottery system.  Students with a better tier and lottery number get to pick first.  A student is assigned their tier according to how many credits they have earned through the end of the fall semester.  Within each tier, students are randomly assigned a lottery number.  Together, these two numbers combine to create the student’s tier and lottery number.  For example, a student in Tier 1 and a randomized lottery number of 108 will have a tier and lottery number of 1108. During the selection process, the lower your tier  the sooner you get to pick your on-campus room. 

To determine a student's tier/lottery number, the Office of Residence Life receives a student's credit total as of the conclusion of the Fall 2018 semester from the Registrar's Office. Students with 75 credits or more (rising seniors) are placed in Tier 1; students with between 45-74 credits (rising juniors) are placed in Tier 2; students with between 15-44 credits (rising sophomores) are placed in Tier 3; students with 14 or fewer credits are placed in Tier 4. If a student feel they have been placed in the wrong room selection tier, they are highly encouraged to verify their credits online and, if necessary, with the Registrar's Office.

Online Housing Portal

Housing Portal Home PageThe Office of Residence Life utilizes an online Housing Portal to manage housing contract signing and room selection for its current students.  This system allows students to request roommates, submit housing preferences, opt-in (or out of) the gender-inclusive housing pilot program, select their meal plan, electronically sign their housing contract, and select their room for the upcoming academic year.  The online room selection process is a two-step process:

  1. Complete the Contract Agreement and Preferences form online.  This form collects your preferences about living on-campus and let's you sign your housing contract.  Once this is completed, you'll receive an email with your tier/lottery number as well as your room selection start date.  Also, once you've completed this step, you'll be able to review all the information you submitted through the Housing Portal and, for specific sections, update information.  For example, you will be able to update roommate requests through a specific link that will appear under the completed form and check on the status of your request.
  2. Select your room for next year.  Once you've completed the Contract Agreement and Preferences form, it will unlock the Room Selection section of the Housing Portal.  You will be able to open the Room Selection tool beginning at 9 a.m. on your room selection start date.

Once students have selected a room, they are all set for the next year.  Students do have the ability to change their assignment - should they wish - by going back into the Housing Portal. However, students should be aware that by changing their assignment they are removing themselves from their previous room they had selected and it will be immediately available to anyone else online attempting to select a room.

Progressive Selection (March 25 - April 12)

Beginning Monday, March 25 students can go online to the Housing Portal and select their on-campus residence hall room for next fall according to their Room Selection Start Date, so long as they have completed their housing application by Friday, March 22. Students are given their selection start date based on their tier/lottery number.  So, if a student has a tier/lottery number of 1001, they will receive a selection start date of March 25.  A student with a tier/lottery number of 4001 not select their room until the first week of April. Students are not required to select their room on their selections start date - this is simply when they can start their selection process. Students share their selection start date with other students listed in their tier, however, each student will be given a different start date depending on their lottery number. The lower the number, the sooner a student is able to pick. Students who complete an application after March 22 will be able to take part in Room Selection starting April 8 and will be able to select until April 12. Any students who have not chosen a room after that will be given a room based on their preferences indicated on their housing application.

Quad Room Applications

Because there are only six quad rooms (24 beds total, all located in Mills Hall), it does not take long to fill these rooms.  With this in mind, students must apply to live in these quad rooms in Mills Hall. Applications for groups of four will be prioritized. Placement will be completed based on the group’s best tier/lottery number. Please note that each student in your group must submit the Quad Single Room Request Form in order for the request to be considered for review. Once the top six applications are received, the Office of Residence Life will notify all applicants to let them know of their status and coordinate exact placement with the six successful applicants. Applications are available starting Monday, February 11, 2019 and are due by 8am on Monday, February 25, 2019.

To apply, please complete and submit the Quad Single Room Request form.

Confirmed Roommate

Within the Housing Portal, students can set up confirmed roommates for the purposes of room selection.  If students have designated each other as confirmed roommates, each student has the ability to place the other into a room with them during the room selection process.  Roommate requests must be mutually made to be confirmed.  The Housing Portal does not have the ability to message a student when they have been requested to be a roommate by another student, so it is important for students to communicate with each other about their intentions to be confirmed roommates.

Proxy Representatives

Students can designate another student as their “proxy representative,” which gives another the student (or the Office of Residence Life, depending on who is designated) the ability to act in a student’s place during the room selection process.  Students should use the Proxy Representative form (above) to designate a proxy to act on their behalf.  That proxy will need to visit the Office of Residence Life in person to secure housing arrangements.

Each year, students are able to propose a Friendship House for the following academic year.  Furthermore, active Friendship Houses are reviewed on a yearly basis and are not guaranteed from year to year. If an active group wants to continue as a Friendship House, they must resubmit and application each year. This application requires a list of students who would live in this community, answers to community-organizing questions, and individual statements from each student who is part of the community application.  An Earlham Student Government-nominated committee, comprised of students, evaluates these applications and select successful applicants for Friendship House communities for the next academic year. For the 2019-2020 academic year, four friendship houses will be selected. For questions regarding the 2019-2020 process, contact us at reslife@earlham.edu.

Generally speaking, the Friendship House Selection Committee considers several factors in determining successful applicants for the next academic year:

  • How thoughtful and specific is the group’s vision for the community?
  • Do the applicants describe specific educational and community development goals that are attainable and reasonable?
  • Do the applicants have a clear, well-thought out, and realistic plan for making community decisions and resolving community disagreements?

General Timeline

  • Monday, February 25, 2019 @ 5 p.m. – Friendship House applications are due to the Office of Residence Life via the online form.
  • February 26 – March 8 – Friendship House Selection Committee reviews all applications and determines successful applicants.
  • Friday, March 8, 2019 – Friendship House applicants are notified of the application status.
  • Friday, March 22, 2019 – Finalized Fall 2019 Friendship House rosters due to Residence Life Department.

Resources

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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts and sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

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