Room Change Policy
The Residence Life staff encourages students with roommate concerns to begin with their Resident Assistant to talk about ways to communicate concerns and work toward mutual collaboration and resolution. Should the mediation process, which includes constructing a Roommate Agreement document, not be successful in creating a collaborative living arrangement, then the student can meet with either the Resident Assistant or Assistant Director to discuss additional strategies. Additionally, a student may meet with the Housing Coordinator to discuss room change options.
The student with a concern is typically the party to move.
All Students seeking to change their housing assignment must complete a Room Change Application and be approved before making the change. The Room Change Application can be found in your Housing Self Service portal and then under Applications. You will see the Room Change Application there. It will ask you to provide building and/or room number preferences. Once you enter this information, then it will ask you to go into the Roommate Selection portion of Self Service to submit a roommate request. If you do not know of someone that you would like to live with, then you can also search for potential roommates here as well. This is a new process that we are implementing to avoid using paper on campus, so any questions or feedback is certainly welcome!
Room Changes will begin Monday through Friday from 10am-4pm. Residence Life will complete all administrative steps and inform the student seeking the room change of the decision regarding their Room Change Application. If the room change request is approved, Residence Life will send the student seeking a room change, student receiving a roommate, student losing a roommate, and the Residence Life Staff involved, an email informing all parties of the approval and the dates of when the move should be completed. Within this email, Residence Life will provide step by step instructions to the student moving what the process is and when the steps should be taken. Residence Life will also include in this e-mail information on how the student moving must report to Campus Access for keys or card access changes. When possible, staff should give parties involved in the move 24 hours’ notice of the room change.
Once the student moving has completed the physical move, the student is responsible for completing the checkout process with their old RA and the check-in process with their new RA. Failure to complete the Room Condition Report may result in the student being charged for damage that occurred before/after they lived in a space. Students who do not completed the Room Condition Report process loose the right to appeal any damages to the space. Students have 72 hours to complete both physical moves and all related paperwork once a room change has been approved by Residence Life unless otherwise granted an extension.
When doing a room change students may see a change to their invoice if the move is from a room with a lower housing rate to one with a higher rate (i.e. double to a single). On the contrary, if the move is from a room with a higher housing rate to one with a lower rate (i.e. house to a double room), the student will receive a credit. If students have questions related to how your room change may affect their billing, they should contact the Financial Aid and/or Business Office.
Residents who complete an unauthorized housing room change may lose their preferred housing assignment, be required to relocate, and/or be subject to conduct action. Students whose assignment changes are authorized at the end of the fall semester for spring semester housing must vacate their current assignment prior to leaving The College of Wooster campus at the end of the semester.
Room Change Freeze
There are certain times in the academic year when room change freezes are in place to allow our staff to prepare for the opening of the semester. From August 1st through the first week of Fall Semester and from January 1st through the first week of Spring Semester there will be a room change freeze. There is also a room change freeze during the last two weeks of classes each Semester to prepare for closing and move out. Once a student has chosen a room during the Room Selection process, they are locked into that assignment until the conclusion of the Room Selection process.
Students are not given the option of maintaining a room as a single when a space becomes available in a double or triple room. Students should expect that the vacant space will be reassigned and leave the room ready for the room’s full occupancy. Students will be notified when a vacancy occurs and given 72 hours from that notification to fill the vacant space(s) in the room.
If you are interested in a single room, you will need to add yourself to the Single Room Waitlist. You can do this by going to Housing Self Service and then to Room Selection and then Waitlists. You are added to a wait list based on the date and time of completion. You are free to make these requests throughout the semester. As space becomes available, you’ll be contacted and provided with further instructions. You will be offered a room based on the information and preferences you provide. If you choose not to accept the room you are offered your name will be removed and you will need to apply again.