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Room Assignments/Changes

Room Change Policy Update (10/16/2020): Roommates are considered a family unit. To reduce the spread of COVID-19, family units will not be altered, unless approved by university officials. Therefore, Housing and Residence Life will not offer a formal room change process for Fall 2020. Roommate changes may be requested on a case-by-case basis, and will adhere to prevailing public health guidance.

Residents are assigned according to the preferences they indicate on their housing/dining contract and the space available at the time of their assignment. Returning undergraduates are assigned according to the priority established during the housing application process. Incoming freshmen, transfers, and graduate students are assigned in contract receipt order after returning students are assigned. In order for the assignment program to consider your roommate preference, the requests have to be mutual (both you and your preferred roommate need to correctly identify one another in a timely manner).

Occasionally two students want to "swap" room assignments.  If we hear from the two students approving such an assignments change, we will attempt the move.  We must hear directly from the students involved in the swap - we will not move someone out of a space because you "think they won't mind."  Students sending e-mails giving approval of such a switch must also include their student name and ID numbers as well as a notice as to what they are agreeing to do (including buildings and room numbers).

 

Assignments may be changed at the discretion of the housing office. While we attempt to minimize such changes, each year a small number of changes must be made in response to occupancy concerns.

Room Change Information

The Room Change Process can be engaged by students through the StarRez portal. Once in the portal, select Online Forms and follow the on-screen instructions for Room Change Requests.

Housing and Residence Life (HRL) seeks to provide housing for as many students as possible, and to maintain a residence hall environment that is conducive to student development. To affect these goals, Housing Services reserves the right to assign persons to all vacant spaces, to make room changes, and to approve/refuse room changes.

If a room change is being considered due to a conflict with roommate/suitemates, it is the expectation that the residents have started with direct communication to attempt to resolve the concern. This resolution can be supported by the resident advisor or house supervisor who are trained in communication and conflict mediation. These student staff members are also supported by HRL professionals who may either support or directly address situations that are present. In short, a room change should not be seen as the default solution to a conflict, but rather a step in the resolution when lower-level solutions are considered.

Room change requests that involve specialized communities such as Living-Learning Communities, Residential Colleges, the Corps of Cadets, and Oak Lane Communities have additional requirements and may require the approval of program leadership beyond the submission of this form.

Consistent with University policy and federal law, no room assignment will be made or changed on the basis of race, creed, color, or national origin.

Any student making a room change without approval from Housing and Residence Life may be subject to student conduct referral and/or may be reassigned to the original assignment.

 

If your room change is approved, follow the steps below:.

  1. Complete the move within 72 hours
  2. Check out of your old room by contacting any RA in your old residence hall. Ask the RA to complete your checkout inspection.
  3. Failure to complete the move and return these items by the deadline will result in improper checkout charges and possible mailbox lock change charges.
  4. Student Telecommunications (CNS), Residential Mail Services, and Hokie Passport Services Office will be notified of your change.
    1. Your mailing address will be updated in the University system. All mail addressed to your old University address will be forwarded. Please be sure to update your friends & family of your new mailing address.
    2. For students moving between residence halls; Hokie Passport Office will provide you dual access to both residences for 72 hours to complete your move.
  5. Contact your new RA to complete your new room inspection.
  1. Housing and Residence Life seeks to provide housing for as many students as possible, and to maintain a residence hall environment that is conducive to student development. To affect these goals, Housing Services reserves the right to assign persons to all vacant spaces, to make room changes, and to approve/refuse room changes. Consistent with University policy, no room assignment will be made or changed on the basis of race, creed, color, or national origin.
  2. If a student has difficulty in making a change, the Housing and Residence Life staff may make an administrative reassignment to another space.
  3. A room change is officially approved when students receives an approval email from Housing to their @vt.edu email address.
  4. Moving students will receive access on their Hokie Passport at the time of approval, and will have access to the new and old room to complete their room change.
  5. The actual moving involved in the room change must be completed within 72 hours after Housing Services has approved the change. If not completed within the 72 hours, the change approval may be rescinded, improper check-out charges and mailbox lock change fees applied.
  6. The room change is complete when the Room Inspection for the room that you are moving out of is completed by a Resident Advisor and returned with applicable mailbox keys to the area office that oversees the old room by a residence life staff member.
  7. Any student making a room change without approval from Housing and Residence Life may be subject to disciplinary action and/or may be reassigned to his original assignment.

Students who currently do not have a roommate may request to have their room converted to single occupancy for the remainder of the 2020-21 academic year. Housing and Residence Life reserves the right to approve or disapprove requests as necessary due to occupancy levels and/or occupancy management concerns.

By completing and returning the single-occupancy "buy-out" form to the Housing and Residence Life office, the student agrees to have the single room charge of the [(current semester rate minus telecommunications charge) divided by 2] added. This fee is prorated if the move occurs during the semester.

Students who do not purchase single occupancy or are not offered a single room "buy-out" offer have contracted for a multiple occupancy room. Vacancies in multiple-occupancy rooms are assignable at any time during the semester. Students in these rooms may not refuse roommates assigned by Housing and Residence Life.

All furniture must remain in the current room. This offer does not apply to members of the Oak Lane, Corps of Cadets, and graduate housing communities. All rooms approved for single room buy-out will return to multiple-occupancy status for the next academic year.

Note: in the event of an emergency that displaces students, this agreement will be immediately terminated and the vacant space used to meet sheltering needs of the resident population.

If you are interested in single-occupancy:

  1. Log into the StarRez Portal
  2. Click on "Online Forms" from the top menu
  3. Select "Single Room Buy-Out Request" from the dropdown menu
  4. Complete the online form by electronically signing the request
  5. Staff will review and respond to requests in the order in which they are received.


Please note: the single room buy-out request form will open at 8:00am on Monday, November 23, 2020. The request form will close at 4:59pm on Friday, December 11, 2020.

Beginning of Semester Room Changes allow a person to express interest in making a room change to an open space before a new assignment is made for the spring semester into that vacancy.

The beginning of semester room change request forms will open on the StarRez Portal at 8am on Monday, November 23, 2020. The forms will close at 4:59pm on Friday, December 11, 2020 in order to provide Housing and Residence Life Staff sufficient time to review and respond to all submissions, as well as make arrangements for students to complete moves. 

Students will be able to request a specific move to live with a preferred roommate, or a more general room change if they do not have a specific roommate in mind. 

Please note: in order for a student to request a move to live with a preferred roommate, both students must agree to the room change. Both the student moving and the student receiving a new roommate will be required to submit an online form through the StarRez Portal. Non-mutual requests will not be honored.

Housing and Residence Life may not be able to accommodate all requests received based on the match between students’ preferences and room availability. 

Students who are approved for a beginning of semester room change will be required to return to campus AND complete the move by 9am on Monday, January 18, 2020. Housing and Residence Life will work with students on an individual basis to determine their return date for moving. This may include allowing students to return to campus over the break period for a short time to complete the move. Students who are not able to return to campus over the break period to will be required to return to campus on Saturday, January 16, 2020 in order to start their move process.

Steps in the Beginning of Semester Room Change Process:

  1. Log into the StarRez Portal
  2. Click on "Online Forms" from the top menu
  3. Select “Beginning of Semester Room Change Request” from the dropdown menu
  4. Complete the online form by electronically signing the request
  5. Staff will review and respond to requests in the order in which they are received. 
  6. Respond to emails from HRL staff in order to make arrangements for completing the move. 
  7. Return to campus and complete room change as scheduled. 
  8. Submit a Check Out Form when the move is complete.