Roommate Group Instructions
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 firstname.lastname@example.org 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 "My Applications." Then, select "Roommate Groups." Choose the term for which you would like to create a Roommate Group. You will now be taken to the main Roommate Group page. If you already have a group, it will show that group at the bottom of the 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.