Room Assignments

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Document Number: RESLIFE--133
Revision #: 2.0
Document Owner: Dean of Students
Date Last Updated: 01/02/2018
Primary Author: Director of Residence Life and Greek Affairs
Status: Approved
Date Originally Created: 11/09/2011
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General Description
Description: Policy on room assignments for residence halls

Purpose: Delineation of policy

Scope: Students, Residence Life

Responsibility: Residence Life
Executive Director of Facilities and Safety

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Requirements
Relevant Knowledge: In order to comply with this policy you should know:
Current University policy
Terms and Definitions: Additional training

Corrective Action

Loss of privilege, student
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Policy Provisions
1. New Student Room Assignments

All new, incoming students are assigned at the discretion of the Director of Residence Life. The Director will use the student’s residence life application to assign roommates and honor specific requests when circumstances provide an available avenue.
Incoming students should have their residence life application completed and all necessary fees paid in the Business Office by March 1 for priority assignment.
No assignments will be made until the residence life application, payment of fees, and occupancy agreement have been completed.

2. Returning Student Room Assignments

a. During the spring semester of the current academic year, room selection for the following fall semester occurs via the annual Lottery Process and Room Selection, with priority based on class standing and if a $200 deposit is on file with the Business Office. Academic and discipline records may affect a student’s priority status and room assignment. An explanation of the lottery process and room selection can be found here: Lottery Process and Room Selection

b. Any student who goes through the lottery process and room selection and does not have a schedule by the end of the spring semester will have their residence life assignment dropped. The student will be added to the Residence Life Waiting List once a schedule is in place. Assignment will be based on available space and order in waiting list.

i. Any student who is pursuing a nursing degree and who is awaiting acceptance into the nursing program will have their assignment held until a decision is made on their acceptance or denial for the program. If denied, Residence Life will work with the student within seven (7) days to determine how the assignment will be handled.

d. Any student who goes through Lottery Process and Room Selection and is not official with the University’s Business Office by the close of the business day on July 1 will have their residence life assignment dropped. Student would be assigned based on available space and/or order on waiting list if the student seeks to re-apply to residence life after being dropped.

If student is selected for Financial Aid verification and all documents requested by Financial Aid are received by June 15, the student’s residence life assignment will be kept.

e. Any student academically suspended/dismissed following the spring semester will have their residence life assignment dropped for the upcoming fall. Once the registrar’s office receives an appeal letter, the student will be placed on a waiting list for the fall semester. The student will not be assigned space until their appeal has been approved.

3. Cancellation Fee

Prior to the beginning of the Fall Semester

If an incoming student completes the application process and is assigned a living space but does not enroll in classes for the fall and/or spring semester and fails to properly check in prior to the first day of class for any given semester, the University may cancel the housing agreement. The student will be considered a "no show" subject to forfeiture of his/her deposit. If written notice of cancellation for the fall semester is received by the Office of Residence Life on or before the last day of registration, this agreement is cancelled with a full refund of housing charges. Any cancellation after the last day for registration will be subject to the terms of the cancellation policy for current students.
Returning students who complete the lottery process and notify the Office of Residence Life by July 1st of cancellation will be released from the occupancy agreement without penalty. Returning students who cancel after July 1st but before the last registration day will be released from the occupancy agreement but forfeit their security deposit. Any cancellation after the last day of registration will be subject to the terms of the cancellation policy for current students.
Students returning to Cumberland in the spring semester, unless graduating, will be required to continue to reside on campus per the terms of this agreement.

During the Term of the Agreement

A refund or credit on account for residence hall fees after registration will be granted when the student withdraws from the residence hall for a personal medical reason confirmed by a licensed physician, or at the request of Cumberland University administrators for reasons other than disciplinary. No refund will be made other than under the above circumstances.
Any non-graduating student who does not plan to return to Cumberland for the spring semester and notifies the University in writing via the Housing Cancellation Form, prior to the deadline, will be released from the Occupancy Agreement as of the last day of the fall semester. Students released from this agreement will forfeit their security deposit for failure to complete the agreement.
Cancellation due to student conduct: Student(s) removed from Cumberland University housing for disciplinary reasons will be responsible for all housing charges assessed for the semester he/she is removed.

4. Final Word

The Director of Residence Life has the final word on where a student will live for an upcoming semester.

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Subject Experts
The following may be consulted for additional information.
Director of Residence Life and Greek Affairs

Executive Director of Facilities and Safety