Fall 2020 Room Selection and Retention

WELCOME TO THE FAMILY

We are thrilled that you have chosen to find your #CardinalHome with Campus Housing at the University of Louisville (UofL). Students who live on campus gain invaluable social, academic, and extracurricular benefits. By joining our vibrant residential community, you are guaranteeing yourself access to a team of student and professional staff who are available 24/7 to assist in making your #CardinalHome a place that is accommodating, safe, welcoming, and enriching. You are also making an important first step in building long-lasting relationships with other residents, students, staff, and faculty.

Our team has created this timeline so that you are aware of how the Housing Application and Room Selection (and Retention, if applicable) will work as well as some important deadlines. For more a more detailed step-by-step guide to the Housing Application, please refer to our Fall 2020 Housing Application Tutorial.

PROCESS FOR INCOMING STUDENTS

  1. There is a community for everyone in our residence halls. Check out our Fall 2020-Spring 2021 living-learning and themed communities.
  2. Review our residential policies and procedures,including the Cancellation Policy.
  3. Explore the range of traditional, suite-, and apartment-style accommodations, and stay on the lookout for our new virtual tours!
  4. Complete your housing application! You will receive an automated confirmation email once the application and fee have been submitted. Monitor your UofL email account for further communication on room selection.
  5. Select your room by logging into the Housing Portal on your appointed date/time during the room selection period.

PROCESS FOR RETURNING RESIDENTS

  1. We are excited that you will be returning to your #CardinalHome! Review our residential policies and procedures, including the Cancellation Policy
  2. Complete your housing application! You will receive an automated confirmation email once the application has been submitted. Monitor your UofL email account for further communication on room selection.
  3. If you do not wish to retain your current room assignment, you may select your room by logging into the Housing Portal on your appointed date/time during the room selection period.
  4. Returning residents who select on the Housing Application that they want to stay in the same room (a process referred to as “room retention”) will be automatically assigned in February and will not participate in room selection during Spring 2020.  Please be aware that not all bedspaces are available for room retention.  If your space is not available, you will be notified via your UofL email address and will be given a day and time to participate in room selection.
  5. Since you have previously submitted the Housing Application fee, you are not obligated to re-submit an application payment.

Room Selection

STEP ONE: Get Started with the Housing Application

Complete a housing application online, and submit the $100.00 application fee (applicable if you have never paid the housing application fee before). Please note that if your application fee is not paid at least one business day before the start of the room selection period, you will not be able to access the room selection system (room selection access dates/times are emailed in advance of room selection) on your specified timeframe.

If you received a fee waiver on your UofL admissions application, then you may be eligible for a housing application fee of $50; however, this reduced fee is not automatic or guaranteed. In order to submit a reduced fee request, please follow the instructions on the Housing Application. Please allow for a processing time of three business days. If approved, you will need to return to the Housing Portal in order to make the reduced application fee payment. Your application is not complete until this payment has been processed.

If you are planning to apply for a living-learning (LLC) or themed community (TC) after the LLC/TC Application Launch on December 1st, 20219, you should go ahead and reserve a space during room selection. Later, if your LLC/TC application is approved, you will be unassigned from your original assignment and be responsible for logging back into the Housing Portal in order to select your LLC or TC bedspace.

STEP TWO: Submit an Application Payment

You will be prompted to pay online after you have successfully submitted your housing application. If you do not wish to make your payment at that time, you may access the Housing Portal later by visiting the Housing homepage and logging into the Housing Portal. We currently accept Discover, MasterCard, and Visa as forms of electronic payment. We are unable to accept cash, check, or money order.

STEP THREE (OPTIONAL): Establish a Roommate Group

If you are interested in living with your friends next year, have those conversations prior to the room selection period so that you can setup your Roommate Group before room selection begins. Learn more below in the Unit-Mates Section!

STEP FOUR: Explore Your Hall Options

Develop a list of buildings in which you would prefer to live. As beds are limited in each building, you should plan to develop a list that includes multiple options in ranked order. If you have decided to live with friends in a suite or apartment, make sure you have planned who will live in each room. Be sure to explore our hall options and view our hall rates.

STEP FIVE: Select Your Room

The date and time of room selection are determined by the day on which the student has submitted the general housing application (including application payment, if relevant). Students will be able to select a room online from the available spaces in the Housing Portal beginning on that student’s appointed date and time.

 

Housing Application and Room Selection Timeline

Fall 2020-Spring 2021

Date

Time

Event

What This Means

11/4/19

10:00 a.m.

Housing Application Launch

First-Year Students: First-year students may submit the GDPR/FERPA consent form, create a housing profile, complete the application and fee, and create a roommate group.

 

Returning Residents: Students currently living on campus in a particular building who wish to retain the bedspace in which they are currently assigned may select this option on the housing application. You will still be required to submit a GDPR/FERPA consent form as part of your application.

 

Please Note: In order to retain your bedspace, all units in your room must be filled. This means that there must be enough roommates in the roommate group to fill the selected room, suite, or apartment.

11/04/2019

10:00 a.m.

Room Retention for Returning Residents Begins

Residents who would like to retain their current room assignments should select this option when completing the Housing Application. Residents who have successfully retained their current spaces will not need to participate in room selection; they will be automatically reassigned to their current space in February.

 

Room retention requests are not guaranteed approval, as these are based on room availability. You will receive an email by the end of the Room Retention period if your room is unavailable for retention.

12/01/19

9:00 a.m.

LLC and TC Application Launches

First-year and returning students may apply to join an LLC or TC for the upcoming academic year. If a student is accepted into an LLC or TC, this student will be unassigned from the original bedspace assigned during room selection. The student will then need to log back into the Housing Portal in order to select an LLC or TC space.

02/01/20

11:59 p.m.

Priority Deadline for Submitting the Housing Application

This is the last date and time during which you may guarantee a room selection appointment for choosing your residence hall and bedspace. If a student has not submitted the Housing Application by this deadline, that student will need to wait until the room selection period has expired in order to select a residence hall and bedspace. Due to limited availability, we highly encourage all students to submit the Housing Application by this deadline.

02/07/20

11:59 p.m.

Room Retention for Returning Residents Ends

This is the last date/time on which students may apply via the Housing Application to remain in their current room assignments. If you have not received an email from Campus Housing indicating that your room is ineligible for room retention, then you will not need to participate in room selection. Instead, you will be automatically re-assigned to your current space.

02/17/20

9:00 a.m.

Room Selection for Returners Begins

Any returning resident may select from any available room on campus. During this time, students may pull members of their roommate group into their selected unit, but units are not required to be filled.

 

Returning residents who participated in room retention may pull members of their roommate group into the unit (room, suite, or apartment) they previously selected. The pull-in date is currently TBD.

02/21/20

3:00 p.m.

Room Selection for Returners Ends (Re-opens 3/9)

Room Selection for returning residents will close. This process will re-open for all incoming and returning students on March 9th.

02/27/20

3:00 p.m.

Room Selection for Incoming Students Begins

Incoming students may select their rooms and residence halls by viewing all available spaces and selecting a bed space in the Housing Portal.

2/27/20

3:00 p.m.

Room Change and Room Swap Forms Are Live

Any student (incoming or returning) may request a room change or room swap by submitting the appropriate request form accessible in the Housing Portal.

3/09/20

3:00 p.m.

Room Selection for Returners Re-Opens

Any incoming or returning residents who have not already assigned themselves to a residence hall and bedspace may do so by logging into the Housing Portal.


UNIT-MATES (ROOMMATES • SUITE-MATES • APARTMENT-MATES)

Roommate Groups: With roommate groups, it is now even easier to place your friends in the room/suite/apartment with you. This section explains how it all works. If you have any questions along the way, feel free to contact us at housing@louisville.edu or 502.852.6636.

What is a Roommate Group?

A roommate group is a new feature that allows you to create a group of roommates before selecting a room. By creating your group in advance, you can keep track of who is in your group and ensure that everyone is together on the day the room/suite/apartment is selected.

How do I create a Roommate Group?

Log into the Housing Portal and select "Roommate Group Manager." If you already have a group, it will show that group at the bottom of the Roommate Group Manager page. If you do not have a group, you will only see the "Create Group" button. If you create a new group when you already belong to a group, you will automatically leave the group of which you are currently a member.

How do I invite people to a group?

You can only invite people to a group if you are the leader. If you are a member of a group, you will need to ask the leader to send the invitation. If you are the leader, select "Invite." When the search menu appears below, you can use three criteria to search for your roommates: UofL Student ID#, First Name, or Last Name. The more information you provide, the more likely it is that you will find the right person. Once you invite your potential group members and select "Finish," they will receive an email notifying them of their pending invitation. In addition, every other member of the group will receive an email notifying them that someone else was invited.

How do I respond to an invitation?

To respond to an invitation, you will log into the Housing Portal and select "Roommate Group Manager." At the bottom of the Roommate Group Manager page, you will see your group, its members, and each member's status. To the left of your name, you will see two buttons: Accept and Reject. Note that whichever option you choose, the other members of the group will receive an email notifying them of your choice.

What if I never reply to an invitation?

While we encourage you to make a decision on every invitation, you may choose not to reply to an invitation. If you do not reply, other members of the group will see that you have not responded when they check the group status. In addition, if you do not reply, you will not be considered a member of the group, so if the group selects a room before you accept, you will not be assigned with them. We encourage you to make a decision so that potential group members know if you wish to be included or not.

What if I don't want to be a part of my group anymore?

If You Are the Group Leader

Log into the Housing Portal and select "Roommate Group Manager." At the bottom, you will see a red "Leave" button next to your name. The group members will receive an email informing them that you left the group. If you leave the group, the entire group will be disbanded and the rest of your group will need to start over if they wish to be in a group together.

If You Are a Group Member

Log into the Housing Portal and select "Roommate Group Manager." At the bottom, you will see a red "Leave" button next to your name. If you leave the group, the rest of the group will receive an email notifying them that you left the group.

How does room selection work with my roommate group?

Any member of the group can select for the entire group. When you log in to select a room, on the second page, you will see all of the roommates in your roommate group. If you click the next button to take you to the third page, you will only see room options that are large enough to accommodate your entire group.

Once you have selected a room/suite/apartment, you will be asked to identify which roommate lives in which particular room. After placing each roommate in a room, select "Finish," and you will be assigned. You and each of your roommates will receive an email notifying you that you have been assigned.

What if it says there are no rooms available for me?

If you see a message that says no rooms are available, there may be no rooms left that can accommodate your entire roommate group. For example, you may have four people in your group, but there may only be suites available with three or fewer open spaces. In this instance, you would need to consult with your roommate group on how to split your group. To do this, you can return to the second page of the room selection template and click the red "X" next to the roommates you do not wish to assign at this time. Then, when you move forward, you can select a room for only you and some of the group. The rest of the group can assign themselves together elsewhere during their selection time.

Will my Roommate Group stay the same every year?

No. You will need to recreate your Roommate Group each year you choose to live on campus.

What if my roommates and I did not end up together?

Our system assigns roommates solely on the basis of your actions in the system. If you and your roommates were not assigned together, then the student who selected the space for your group removed one or more of your roommates before selecting a room. The system will not mistakenly separate students. Be sure to let the roommate selecting the room for your group know that they should always contact Campus Housing and ask questions if they need any assistance with this process.

What if I want to live with a roommate who is already assigned to a room?

If Room Selection is still open, you may be able to live with them. However, you will not be assigned with them automatically. If you know where your friend is living, you can try to select a bed space in their room, suite, or apartment. However, once one member of a group is assigned, they will not show up in the group for Room Selection again, so it will not be automatic.

Once Room Selection has ended, however, and the Housing Assignments Team is assigning students to rooms, you will not be able to live with a specific student who has already been assigned. We recommend waiting until the Room Change and Room Swap Period opens after the start of the semester.

Does my Roommate Group matter if I'm not selecting my own room?

Yes! Even if you miss the Housing Selection process and the Housing Assignments Team is manually assigning you, your Roommate Group can still be used to help make your assignment. Please note that your Roommate Group cannot be guaranteed at that point. It will depend on the size of your group and the availability of rooms on campus. The Housing Assignments Team cannot break up your group for you. If you have a four-person group and there are no four-person suites/apartments available, all four people will be assigned separately.