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VANDERBILT UNIVERSITY • 2015-16
OpEN HOUSE
SCHEDUlE To give students opportunities to learn more about room types and facilities in our residence halls, the Office of Housing and Residential Education is sponsoring open houses in upper-class residence halls . Resident Advisers will be on hand to give tours and answer your questions . Tours will originate from the lobbies designated on the schedule below: Wednesday, January 21 Open Houses 6:00 – 8:00 pm area I: Warren and moore Colleges (Meet at Kissam Center Front Desk) Sunday, february 22 Open Houses 2:00 - 4:00 pm area II (alumni lawn) Vanderbilt, Barnard, Cole and Tolman Halls (Meet in Barnard/Vanderbilt Lobby) area III: Carmichael Towers East Carmichael Towers East Buildings 1 and 2 (Meet at Towers East Desk) area IV: Carmichael Towers West Carmichael Towers West Buildings 3 and 4 (Meet at the Towers West Desk) area V: branscomb Quadrangle and blakemore Lupton, Scales, Stapleton and Vaughn Halls (Meet in the Branscomb Lobby) Blakemore House (Meet at the Blakemore Desk) area VI (Highland Quadrangle) Lewis, Morgan, Mayfield, Chaffin (Meet at the Lewis House Desk)
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VANDERBILT UNIVERSITY • 2015-16
VANDERBILT UNIVERSITY • 2015-16
GUIDE TO HOUSING 5
photo by Daniel Dubois, Vanderbilt University.
Table of
Contents Letter from VSG and OHARE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Open House Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Housing Assignment Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Housing Assignment Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 University Housing Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Procedural Fairness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Personal Choice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Seniority and Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Student Accountability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Students Requesting Reasonable Accommodations Under the ADA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Housing Designations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Off-Campus Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Applying for Off-Campus Authorization . . . . . . . . . . . . . . . . . . . . . . . . 10 Fraternity and Sorority Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 The Housing Assignment Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Living Learning Communities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Coed Housing Options for 2015-2016 . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Squatters’ Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Room Reservation Process (Excluding Warren|Moore) . . . . . . . . . . . 11 Important Balloting Dates for the Housing Selection Process . . . . . 12 Random Selection for Warren|Moore Colleges . . . . . . . . . . . . . . . . . . 12 Warren|Moore Colleges:Assignment Process for Current Residents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Warren|Moore Colleges:Assignment Process for New Residents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Ballot Instructions for Apartments & Carmichael Towers Suites. . . . 14 Apartment and Carmichael Towers Suites Reservations . . . . . . . . . . 15 Apartment and Carmichael Towers Suite Ballots . . . . . . . . . . . . . . . . 15 Local Hall Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Living Learning Communities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Upper-class Singles and Doubles Ballots . . . . . . . . . . . . . . . . . . . . . . . 15 Ballot Instructions for Upper-class Singles and Doubles . . . . . . . . . . 15 Ballot for Rising-Sophomore Doubles . . . . . . . . . . . . . . . . . . . . . . . . . 16 Ballot Instructions for Rising-Sophomore Doubles . . . . . . . . . . . . . . 16 Rising-Sophomore Singles Waitlist . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Special Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Semester Housing Rates for 2015-2016 Academic Year . . . 17 Warren|Moore Meal Plan for the 2015-2016 . . . . . . . . . . . . 17 Notification of Roommates and Suite Mates . . . . . . . . . . . . 17 Residence Hall Semester Break Closings . . . . . . . . . . . . . . . 17 Term of Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Target Date for Fall Arrivial . . . . . . . . . . . . . . . . . . . . . . . . . 17 Change of Room Assignment . . . . . . . . . . . . . . . . . . . . . . . . . 17 Conduct Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Lottery Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Suites, Apartments and Lodges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Senior Women’s Singles and Doubles . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Junior Women’s Singles and Doubles . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Senior Men’s Singles and Doubles . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Junior Men’s Singles and Doubles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Sample Online Ballots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Warren|Moore for 1-6 Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 6-Person Suite Ballot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 3-Person Morgan/Lewis Apartment Ballot . . . . . . . . . . . . . . . . . . . . 26 2-Person Morgan/Lewis Apartment Ballot . . . . . . . . . . . . . . . . . . . . 26 Upperclass Singles/Doubles Ballot . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Sophomore Doubles Ballot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Troubleshooting Ballot Error Messages . . . . . . . . . . . . . . . . . . . . . . . 30
6 GUIDE TO HOUSING
VANDERBILT UNIVERSITY • 2015-16
FOR ALL STUDENTS! Freshmen, Sophomores, Juniors and Seniors
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VANDERBILT UNIVERSITY • 2015-16
Housing Assignment Calendar 2015-16
December 1 • Optional: Request reasonable housing accommodation under the ADA
January 5, 8:00 a.m.-February 6, 4:30 p.m. • McTyeire International House 2015-2016 applications available January 9 5:00 p.m. – Deadline* to request reasonable housing accommodation under the ADA January 11-18, 2015 • Required: Register for the Housing Assignment Process– Mandatory for all students returning for Fall 2015 • Optional: Off Campus ballots open (NOTE: only rising 4th year students are eligible; students living off campus for Spring 2015 must submit new ballots for 2015-2016) January 18 6:00 p.m. – Deadline* to Register for the Housing Assignment Process 6:00 p.m. – Deadline* to submit Off Campus ballots January 23 • Greek Packets Available January 28 • ADA accommodation decisions announced January 30 • Off Campus results announced
February 6 4:30 p.m. • Deadline* to accept EAD accommodations • Deadline* to decline authorization to live off campus • Deadline* to submit applications to Mayfield, McGill and McTyeire Living Learning Communities February 9 6:00 p.m. – Warren|Moore room reservation and local selection February 11 12:01 a.m. — Warren|Moore internal ballot opens February 12 6:00 p.m. — Warren|Moore internal ballot closes February 13 4:30 p.m. – Deadline* to submit Greek Housing Requests (complete packets) 6:00 p.m. – Warren|Moore internal ballot results post
February 17 6:00 p.m. – Warren|Moore internal ballot room selection February 19 12:01 a.m. — Warren|Moore open balloting period opens
March 18 6:00 p.m. — Deadline* to submit 4-Person Chaffin Apartments and 2-Person Morgan/Lewis Apartment ballots
February 22 6:00 p.m. — Warren|Moore open balloting period closes
March 19 4:00 p.m. – 3-Person Morgan/Lewis Apartment selection 6:00 p.m. – 4-Person Chaffin Apartments and 2-Person Morgan/Lewis Apartment results posted
February 24 • Mayfield, McGill and McTyeire Living Learning Communities Notifications
March 20 4:00 p.m. — 4-Person Chaffin Apartments and 2-Person Morgan/Lewis Apartment selection
February 27 4:30 p.m. — Deadline* to accept Mayfield, McGill and McTyeire Living Learning Communities 6:00 p.m. – Warren|Moore open ballot results post
March 21 12:01 a.m. — Upper-class Singles & Doubles Balloting Period opens
March 9 8:00 a.m. — Room reservation period begins March 10-11 5:00 p.m. – Warren|Moore open balloting room selection March 11 4:30 p.m. — Room reservation period ends March 12 6:00 p.m. — Local selection for Carmichael Towers Singles & Doubles 6:30 p.m. – Local selection for Tolman 7:00 p.m. – Local selection for Cole 7:30 p.m. – Local selection for Branscomb, Vanderbilt/Barnard and Blakemore March 13 12:01 a.m. – Carmichael Towers Suite and 3-Person Morgan/Lewis Apartments Balloting Period opens • EAD assignments are sent
March 23 6:00 p.m. — Deadline* to submit Upper-class Singles & Doubles ballots March 24 12:01 a.m. – Rising Sophomore Doubles Balloting Period opens 6:00 p.m. – Upper-class Singles & Doubles results posted March 25 6:00 p.m. — Upper-class Women Singles & Doubles room selection March 26 6:00 p.m. — Upperclass Men Single & Doubles room selection March 27 6:00 p.m. — Deadline* to submit Rising Sophomore Doubles ballots March 30 6:00 p.m. — Rising Sophomore Doubles results posted
March 15 6:00 p.m. — Deadline* to submit Carmichael Towers Suite ballots and 3-Person Apartments ballots
March 31 6:00 p.m. — Rising Sophomore Women’s Doubles room selection
March 16 6:00 p.m. – Carmichael Towers Suite and 3-Person Apartments results posted 7:00 p.m. – McGill and McTyeire room selections
April 1 6:00 p.m. — Rising Sophomore Men’s Doubles room selection
March 17 12:01 a.m. – 4-Person Chaffin Apartments and 2-Person Morgan/Lewis Apartment Balloting Period opens 1:00 – 7:00 p.m. – Carmichael Tower Suite selection
April 6-10 • Rising Sophomore Singles Waitlist Signup * Students are solely and completely responsible for properly and validly submitting completed ballots and for meeting all deadlines.
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VANDERBILT UNIVERSITY • 2015-16
Housing Assignment Process 2015-16 POLICIES AND PROCEDURES lections for every type of accommodation offered. (The only exceptions are the Living Learning Communities for which students submit specific applications. Those applications are considered by committees.) NOTE: Procedural fairness guarantees equal opportunity, not equal outcomes. For example, the Powerball and MegaMillions lotteries are procedurally fair: all tickets have an equal chance of winning. But the outcomes are not equal: only some ticket buyers win millions. Likewise in the housing assignment processes: each student has equal chances in the lotteries but some students get to choose before others. Our housing facilities vary widely in age, construction, location, type, room sizes, finishes, and many other attributes. As a consequence, Vanderbilt cannot guarantee students that they will be assigned to the housing that they most prefer or that is “equal” to another. However, all campus housing supports academic, social, and personal growth and success at Vanderbilt. And all students who engage in the assignment process will be assigned a room on campus unless authorized by the Director of Housing Assignments (or designee) to live off campus.
UNIVERSITY HOUSING POLICY
Vanderbilt University is a residential campus, and the residential experience is understood to be an integral part of a Vanderbilt education. This commitment to residential education is clearly expressed in the University’s residential requirement put in place by the Board of Trust in 1959: “All unmarried undergraduate students, except those who live with their families in Davidson County, must live in residence halls on campus during the academic year, May session, and Summer sessions. Authorization to live elsewhere is granted at the discretion of the Director of Housing Assignments in special situations or when space is unavailable on campus.” (Student Handbook) The requirement is binding on all undergraduate students regardless of age or academic class. By accepting a room assignment, a student is contractually obligated to occupy that room for the entire academic year, unless the student withdraws from the University, graduates, or participates in a Vanderbilt Study Abroad Program. Vacant spaces are subject to assignment by the Office of Housing and Residential Education at any time.
ELIGIBILITY
All returning single, undergraduate students currently enrolled at Vanderbilt are eligible to participate in the housing assignment process. Those eligible include students who are enrolled in study abroad programs, students on leave of absence, and students who are currently living off campus, including Nashville residents. Those ineligible include Fall 2015 transfer students and students who have been readmitted to Vanderbilt and
are returning for Fall 2015. Students participating in study abroad programs or internships: Students who intend to study in a direct or indirect study abroad program or participate in an internship outside of Davidson County during the Fall Semester 2015 are eligible to participate in the random selection process. We encourage those students who have applied to a study abroad program or for an internship outside of Davidson County, but are uncertain as to their status or their participation, to take part in the selection of single and double accommodations only. Students, who select a single or double room on campus and later decide to participate in a study abroad program or in an internship program outside of Davidson County, must notify the Office of Housing and Residential Education in writing at least sixty days prior to the start of the semester to request cancellation of their housing contracts. STUDENTS PARTICIPATING IN STUDY ABROAD PROGRAMS OR INTERNSHIPS DURING THE FALL SEMESTER 2015 WILL BE REQUIRED TO LIVE ON-CAMPUS DURING THE SPRING SEMESTER 2016. Returning students will be assigned to available housing.
PROCEDURAL FAIRNESS
All Vanderbilt housing assignment processes are procedurally fair. No student is favored over any other. That is, all processes treat all students equally so that every student has an equal opportunity to pursue the housing of her or his choice. Procedural fairness is insured through a random selection process, referred to by students as the lottery. There are distinct random se-
PERSONAL CHOICE
The housing selection process at Vanderbilt allows students’ choices to determine – within its senioritydriven procedures – the rooms in which they will live. Therefore, it is important that students study this guide carefully in order to make intelligent and well-informed decisions. Vanderbilt University offers a wide variety of housing: • Traditional single and double rooms (one for sleeping/living) • Suites (with full kitchens) for six students (2 single bedrooms and 2 double bedrooms) • Suites (with convenience kitchens) for six students (all single bedrooms) • Suites (with convenience kitchens) for five students (all single bedrooms) • Suites (with convenience kitchens) for four students (all single bedrooms) • Lodges for 10 students (all single bedrooms) • Studio, one-bedroom, and two-bedroom apartments • College Halls • Special interest residence halls • Coeducational living options • Single-sex living options Students may apply to live in one of Vanderbilt’s Living Learning Communities. The application processes for these communities occurs prior to the regular housing selection processes. Students whose applications are denied may still participate, without penalty, in the regular housing selection processes that follow.
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VANDERBILT UNIVERSITY • 2015-16
SENIORITY AND POINTS
For the purpose of choosing rooms in the random selections, students entering their 4th year of study in Fall 2015 are assigned four points; 3rd year of study are assigned three points, and 2nd year of study are assigned two points. Individuals and groups of students choose their living spaces based upon group point averages or totals that are determined by averaging or totaling the points assigned to each member of the group. The order in which groups with the same point average or total select rooms is determined by a random selection.
STUDENT ACCOUNTABILITY
Students are solely responsible for understanding the policies and procedures of the housing assignment process and meeting all deadlines.
STUDENTS REQUESTING REASONABLE ACCOMMODATIONS UNDER THE ADA
The Office of Housing and Residential Education partners with the Office of Equal Opportunity, Affirmative Action and Disability Services (EAD) / Disability Services Program (DSP) to ensure consistency in evaluating requests for special consideration in housing. Student seeking special consideration due to a documented impairment and who would like to be considered for reasonable accommodations under the Americans with Disabilities Act of 1990 and/or Section 504 of the Rehabilitation Act of 1973, should contact the Disability Services Program Monday – Friday between 8:00 a.m. – 5:00 p.m. at 615-322-4705. EAD/DSP will review all requests and share approved student requests with the Office of Housing Assignments. Students with approved requests will be offered a reasonable accommodation that meets the documented and approved need. The EAD/DSP website (http://www.vanderbilt.edu/ead/ ds_students.html#a2) provides information for students regarding reasonable accommodations, documentation guidelines and other information about the office. All students who request reasonable accommodations due to a medical, psychological or disability impairment must submit full and current documentation to the DSP. The Office of Housing Assignments will not accept any documentation or housing requests regarding a student’s medical, psychological or disability related condition. If DSP determines that students are eligible for special housing, the Office of Housing Assignments will contact them about their assignments. The Office of Housing Assignments will make every effort to find appropriate and reasonable assignment as recommended by the EAD/DSP.
Key Dates • December 1, 2014 – First day to submit requests for special consideration to the Office of Disability Services Program for 2015-2016 academic year housing. • January 9, 2015 – Last day to submit requests for special consideration to the Office of Disability Services Program for 2015-2016 academic year housing.
EAD/DSP will notify students of the status of their requests no later than January 28, 2015. Late requests may not be considered until after the housing assignment process is complete. If a student with an approved medical need turns down the opportunity to live in a space that meets their approved need, the student’s request may be cancelled by the Office of Housing Assignments and the student will need to participate in the housing selection process. Any future request from the student must be reviewed by DSP.
HOUSING DESIGNATIONS
Coed and Same Sex Housing: Vanderbilt provides both same sex living options and coed living options. Two residence halls are designated for residents of the same sex only: Cole Hall for females and Tolman Hall for males. In many residence halls, floors are designated for students of the same sex. In some residence halls, select floors are coed. All apartments and suites are open to coed living. However, in all cases (traditional double rooms and double bedrooms in suites and apartments) bedrooms are same sex only.
for off-campus authorizations will be prioritized as follows: 1. Currently authorized to live off-campus: Those students currently living off-campus will be given first priority. 2. Students who will be entering their fourth (or greater) year of study in the Fall semester of 2015 and who submitted off-campus applications by the January 18 deadline will be given second priority. 3. Students who will be entering their fourth (or greater) year of study in the Fall semester of 2015 and who submitted application after the January 18 deadline will be given third priority. Students in the above three categories should understand that their priority is contingent upon submitting their completed housing registration and off-campus ballots by 6:00 pm, January 18. Authorization to live off-campus is granted at the discretion of the Director of Housing Assignments (or des-
OFF-CAMPUS AUTHORIZATION
Students who want to request authorization to live off-campus for the 2015-2016 academic year must do so between January 11-18. Students who currently have off-campus authorization must apply for re-authorization. Students requesting off-campus authorization must first register for housing. If off-campus authorization is granted, the housing application will be declared void. If off-campus authorization is denied, the housing contract will be created so that the student can participate in the on-campus room selection processes. Eligibility: Students who intend to study in a direct or indirect study abroad program, participate in an internship outside of Davidson County or take a leave of absence during the Fall Semester 2015 are not eligible to request off-campus authorization. Only students entering their 4th year of study or greater are eligible to request authorization to live off-campus for the 20152016 academic year. Students granted authorization to live off campus forfeit their off-campus authorization for the entire 2015-2016 academic year if they decide to study abroad, participate in an internship outside of Davidson County or take a leave of absence during the Fall Semester 2015. STUDENTS PARTICIPATING IN STUDY ABROAD PROGRAMS OR INTERNSHIPS DURING THE FALL SEMESTER 2015 WILL BE REQUIRED TO LIVE ON-CAMPUS DURING THE SPRING SEMESTER 2016 AND THEY WILL BE ASSIGNED TO AVAILABLE ON CAMPUS HOUSING. Off-campus authorization decisions will be announced on January 30. Students granted off-campus authorization but who change their minds have until 4:30 PM, Friday, February 6, to notify the housing office in writing that they decline authorization and wish to go through the on-campus housing assignment process. Students declining off-campus authorization after 4:30 PM on February 6 will lose a point of seniority in the housing assignment process and will not be allowed to reserve their current spaces. In accordance with recommendations of VSG, requests
photo by Steve Green, Vanderbilt University.
ignee) and may be revoked at any time for good cause, as determined by the Director of Housing Assignments. Reasons for the revocation of off-campus authorization include, but are not limited to, violations of University policies or regulations; failure to abide by the tenants of the “good neighbor guidelines;” (www.vanderbilt.edu/ ResEd/main/PolicyGNG.php) or behavior that adversely affects the University’s relationship with the neighborhood community. When Vanderbilt receives notice of a landlord in a community whose practices are violating local law and/or endangering the safety and wellbeing of student tenants or neighbors, then Vanderbilt reserves the right to deny students the privilege to live off-campus at properties owned by these landlords. If a student is living in an off-campus residence alone or with one or more other students or non-students, and the residence is found by the University to be in violation of the “good neighbor guidelines” (www.vanderbilt. edu/ResEd/main/PolicyGNG.php) or is adversely affect-
10 GUIDE TO HOUSING ing the University’s relationship with the neighboring community, all residents may be considered in violation of this policy even though the conduct of an individual resident cannot be specifically identified. A student whose authorization to live off-campus is revoked will be required to return to campus immediately and live in on-campus housing assigned at the discretion of the Director of Housing Assignments. IN ALL CASES, APPLICANTS WISHING TO RESIDE OFF CAMPUS FOR THE 2015-2016 ACADEMIC YEAR SHOULD NOT MAKE OFF-CAMPUS LIVING ARRANGEMENTS UNTIL THEY HAVE BEEN OFFICIALLY AUTHORIZED BY THE DIRECTOR OF HOUSING ASSIGNMENTS. CONTRACTS BETWEEN STUDENTS AND OFF CAMPUS LANDLORDS AND AGREEMENTS BETWEEN FRIENDS TO SUBLEASE A SPACE OFF CAMPUS ARE NOT VALID REASONS FOR GRANTING REQUESTS FOR AUTHORIZATION TO LIVE OFF CAMPUS.
Applying For Off-Campus Authorization: Off-Campus Ballots
Students wishing to reside off-campus for the 2015-
VANDERBILT UNIVERSITY • 2015-16 2016 academic year should complete the off-campus ballot between January 11 and January 18. Students can submit a ballot as an individual, or add up to two (2) additional students to create a group ballot. The offcampus group ballot allows all students on the ballot to be “linked” together for the purpose of the off-campus selection process. Group ballots will be granted or denied as a group. Students with off-campus authorization for the 2014-2015 academic year that wish to reapply for authorization for 2015-2016 are not permitted to submit group ballots. For individual and group ballots, one (1) rising 4th year student or greater must be selected as the contact person. If submitting a group ballot, the contact person must enter the VUnetID’s and dates of birth of any additional students listed on the ballot. Any student listed on a group ballot must then go online and accept the ballot. The ballot will go live with all students that accept the ballot as of 6PM on Sunday, January 18. The ballot will NOT be voided if additional group members do not accept or if they decline the invitation. The ballot will go live with all members that accept the invitation.
FRATERNITY AND SORORITY HOUSING
Students elected to officers’ positions and who plan to live in their chapter houses must register for University housing January 11-18, but should not participate in the housing selection process. Chapter-house residency is normally restricted to rising juniors and seniors; however, a chapter may petition to have a rising sophomore in residence. Petitions may be filed in the office of Kristin Torrey and Greek Advisers. All Greek Chapter House forms (applications and the cover sheet) must be filed between January 23 and February 13 at the Office of Housing and Residential Education, 4113 Branscomb Quadrangle. Greek House authorizations are for the full academic year unless there is a change of officers in a house. In houses in which there is any change of officers at mid-year, all members of the house must apply for authorization for the Spring Semester. The number of students moving out of the residence halls and into a Greek house must equal the number of students moving out of the house into the residence halls. No vacancies may be created in the residence hall system.
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VANDERBILT UNIVERSITY • 2015-16
APPLYING FOR THE HOUSING ASSIGNMENT PROCESS “SQUATTERS RIGHTS”
A reservation policy frequently referred to as “squatter’s rights” allows rising junior and rising senior residents to reserve for 2015-2016 their current (2014-2015) rooms without participating in the random selection. (Warren and Moore colleges have their own room reservation procedures.) Suites and apartments may be reserved as long as a specified number of the current occupants agree to return. Rising seniors and rising juniors may reserve their current single and double rooms during the room reservation period. To reserve a double, both current residents must be returning. Upper-class students wishing to select new singles or doubles in the building in which they currently reside may do so during the local selection processes held by individual buildings prior to the general random selection. The purpose of these policies is to help build and sustain a residential community and to provide continuity of leadership.
photo by Daniel Dubois, Vanderbilt University.
All students, except for those graduating, must apply for the housing assignment process between January 11 and January 18 at www.vanderbilt.edu/ ResEd. The deadline for application is 6:00 PM, Sunday, January 18. Students register by logging into the housing application site and completing their registration. All students who will attend classes on campus next year must apply between January 11 and January 18, 6:00 p.m. Students must have a current valid VUnetID and password to apply. Students should point their web browser to www.vanderbilt.edu/ResED and click on the link to the Upper-class Housing Application 2015-2016. PENALTIES — Students who register after the deadline (6:00 PM, Sunday, January 18) shall (1) not be allowed to reserve their current spaces; and/or (2) lose a point for the random selections.
allowed unless approved at least twenty-four hours in advance by a Housing Registrar. The registrars are located at 4113 Branscomb Quadrangle.
PROXIES
COED HOUSING OPTIONS FOR 2015-16
It is in the best interest of students to attend selection events to select their own rooms. However, the use of proxies is allowed for the selection of suites and apartments. Proxies will designate the exact rooms within the suites or apartments to which the absent students will be assigned. Students currently in study abroad programs or on leave must designate their proxies via the housing web application process when they register for housing, January 11-18. Individuals acting as proxies for students participating in study abroad programs or on leave of absence must have the copy of the proxy statement issued by the absent student. The absent student will be required to accept the specific room assignment given at the random selection. For the local hall selections as well as the random selections for singles and doubles, no proxies will be
LIVING LEARNING COMMUNITIES
Vanderbilt’s living/learning communities offer students with special educational interests the opportunity to interact with faculty members and to live together in residence halls with structured learning environments. The McTyeire International House, the McGill Project, and the Mayfield Living Learning Lodge Program have special application and admission processes. Applications and additional information are available online at the Housing website. Applications for the Mayfield Living Learning Lodge Program, McTyeire and McGill are due on February 6.
In response to student demand, several options that de-emphasize gender-based housing assignments will be available for the 2015-2016 academic year. All suites and apartments (Towers suites, 3-person Morgan/Lewis apartments, Chaffins) can be co-ed so long as all double bedrooms within the suite/apartment comprise students of the same sex. Two floors of Lupton House in Branscomb Quadrangle will offer an equal number of double rooms for women and for men with bathrooms designated by sex. Carmichael Towers East will offer multiple co-ed floors with sex designated bathrooms. In Warren|Moore Colleges, floors and suites will not be designated by sex. That is, females and males will live on the same floors and they may – if they choose to – live in the same suites. In Warren|Moore, the traditional doubles are same sex only.
Room Reservation Process (Excluding Warren and Moore Colleges)
SUITE/APARTMENT RESERVATION PROCESS: Upper-class students seeking to reserve their current suites or apartments must bring their current Vanderbilt identification cards to 4113 Branscomb Quadrangle between Monday, March 9 and Wednesday, March 11 from 8AM until 4:30PM. In order to reserve a current suite or apartment, there must be a sufficient specified number of current students that agree to renew (RA suites and apartments are not eligible for reservation). The guidelines are listed below: • 6 person Towers suites: 3 out of 6 current residents must be returning • Morgan and Lewis: Studio: 2 out of 2 current residents must be returning 1-Bedroom: 2 out of 2 current residents must be returning 2-Bedroom: 2 out of 3 current residents must be returning • 4 person Chaffin apartments: 3 out of 4 current residents must be returning • Branscomb Suite Doubles (Scales and Vaughn): 3 out of 4 current residents must be returning Any returning undergraduate student may fill the remaining spaces so long as apartments remain same sex within all bedrooms. Fall 2015 transfer students and readmitted students are not eligible. Staff suites and apartments and Mayfield Living Learning Lodges are not eligible for reservation. A group may reserve only the suite or apartment it currently occupies. All students in the group will be required to sign contracts binding them to the suite or apartment for the entire 2015-2016 academic year. Students wishing to reserve their suites or apartments or who are chosen to fill vacancies should bring their
12 GUIDE TO HOUSING
VANDERBILT UNIVERSITY • 2015-16
IMPORTANT DATES FOR THE HOUSING SELECTION PROCESS Below are dates when the ballot periods open and close, when the selection order will be posted and when the selection will be held.
Ballot Type
Opening Date
Closing Date
Posting Date
Selection Date
Warren|Moore Colleges – Current Residents Warren|Moore Colleges – Open Balloting 6-person Carmichael Tower Suite 3-person Morgan/Lewis Apartment 4-person Chaffin Apartment 2-person Morgan/Lewis Apartment Upper-class Female Singles/Doubles Upper-class Male Singles/Doubles Rising Sophomore Doubles
Online Online Online Online Online Online Online Online Online
February 11 February 19 March 13 March 13 March 17 March 17 March 21 March 21 March 24
February 12 February 22 March 15 March 15 March 18 March 18 March 23 March 23 March 27
February 13 February 27 March 16 March 16 March 19 March 19 March 24 March 24 March 30
February 17 March 10-11 March 17 March 19 March 20 March 20 March 25 March 26 March 31-April 1
current Vanderbilt identification cards to the Office of Housing and Residential Education, 4113 Branscomb Quadrangle between Monday, March 9 and Wednesday, March 11 between 8AM and 4:30PM. To reserve the space, all residents of the suite or apartment, including new roommates, must be present. At the time the suite or apartment is reserved, each student will be required to designate the room in which she/he will reside. The residents of the suite or apartment should decide who will live in which room prior to the reservation process. If an Apartment/ Suitemate is planning to participate in a study abroad or internship program, please come into the Housing Assignments Office. SINGLE ROOM AND DOUBLE ROOM RESERVATION PROCESS (BLAKEMORE, COLE, TOLMAN, VANDERBILT/BARNARD, LUPTON, STAPLETON): Rising 4th year students and rising 3rd year students wishing to reserve their current single or double rooms for the 2015-2016 academic year must bring their current Vanderbilt identification cards to 4113 Branscomb Quadrangle between Monday, March 9 and Wednesday, March 11 between 8AM and 4:30PM. The reservation of a double room requires both current residents to return for the 2015-2016 academic year. CARMICHAEL TOWERS I AND II: The current residents of Tower II will be permitted to reserve their current rooms. THE CURRENT RESIDENTS OF FLOORS 3-6 IN TOWERS I WILL NOT BE PERMITTED TO RESERVE THEIR CURRENT ROOMS. Residents wishing to remain in Carmichael Towers East, but preferring other rooms, as well as those current residents of floors 3-6 in Tower I, will be permitted to participate in the Carmichael Towers East local selection. Please note that floors 3-6 in Towers I will not be offered at the local selection. The sex designations for floors 3-6 in Tower I are determined following the suite and apart-
ment random selection period. Therefore, these floors will be sex-designated according to projected space needs and included in the appropriate random selection for single and double rooms.
RANDOM SELECTION FOR WARREN|MOORE COLLEGES
Warren and Moore colleges are the first two College Halls for upper-class students. Opened in August 2014, the colleges house approximately 330 students each. Residency in Warren|Moore is open to all rising upperclass students. All students must have registered for housing between January 11 and 18. Each college will be composed of 33% 4th year students, 33% 3rd year students, and 33% 2nd year students. Spaces will be allocated 50/50 between females and males. Floors and suites will not be designated by sex. That is, females and males will live on the same floors and may – if they choose to – live in the same suites. Only the traditional doubles are single sex. Warren|Moore comprises five (5) types of accommodations: 1. Traditional single rooms 2. Traditional double rooms 3. Suites for six (6) students 4. Suites for five (5) students 5. Suites for four (4) students. The suites are composed of individual bedrooms for each student, a full bathroom, a convenience kitchen (i.e., a kitchen with refrigerator, microwave, sink, cabinets, cupboards, and drawers) and a common living/eating space. Some suites are two-story. Warren|Moore Meal Plan: Students residing in Moore College or Warren College at Vanderbilt are required to participate in the Basic College Halls Meal Plan and may upgrade to the 14 or 19 College Hall Meal Plan. Residents will have unique opportunities to connect and interact with faculty and fellow students on a daily basis,
as well as through programmed events. In addition to meals per week, this plan offers events designed specifically for this College Hall experience. Amenities include: The Kissam Market, a 24/7 market with grab and go snacks, fresh salads, sandwiches, and sides, microwavable meals, baked goods, sundries, health and beauty aids, packaged food, coffee, juice, fountain beverages, bottled beverages, milkshakes and study supplies. Serving hot, prepared meals for breakfast MondayFriday and dinner Sunday-Thursday is The Kitchen. This open-air kitchen is where chef-crafted themed meals are prepared and served. Basic College Halls Plan • 12 meals per week • $225 Meal Money per semester • $3.15 Rollover per missed meal • 5 Flex Meals • Special Meal Plan Events (students may attend all regular Meal Plan events as well) • College Hall Meal Plan Events Warren|Moore Statements of Affirmation: To be eligible to live in Warren|Moore every student on a ballot must assent to each of four Statements of Affirmation: • “I affirm the importance of being a good student citizen of Vanderbilt University and I pledge to promote the values espoused by our Community Creed -- Scholarship, Honesty, Civility, Accountability, Caring, Discovery, Celebration - in College Halls.” • “I agree to advance the cause of diversity by valuing human difference and through fostering an environment of open, constructive dialog in College Halls.” • “I promise to care for and support my fellow students in College Halls, during times of both challenge and celebration.”
GUIDE TO HOUSING 13
VANDERBILT UNIVERSITY • 2015-16 • “I commit to actively participate in the civic, social and intellectual life of College Halls.” Students can submit ballots for Warren|Moore as individuals or as groups of two, three, four, five, and six students. Depending on the size of their groups, groups can rank preferences for up to three different types of Warren|Moore accommodations. Each group must designate one member as its contact person. The contact person is responsible for initiating the online ballot. To initiate an online ballot, the contact person should navigate to www.vanderbilt.edu/RedEd and click on the ballot icon. The ballot application will step the contact through the ballot: 1. The contact person must initiate the ballot. If there will be more than one student on the ballot, the contact must provide the VUNetIDs and birthdates (MMYY) for all members of the group. 2. The contact verifies that the correct students are on the ballot, that each student has the correct number of points, and that the ballot point average is correct. 3. Rank the room type preferences. Depending on the number of students on their ballots, groups may rank up to a maximum of three room types that they would like to be assigned to. Each selected preferences must accommodate all members of the ballot. For example, a group of five might rank a 5-person suite as their 1st choice, a 4-person suite and a single as their 2nd choice, and 5 singles as their 3rd choice. In other words, all indicated preferences must provide beds for all five members on the ballot. 4. Assign specific members to the various rooms types for each preference. 5. Review the assignments. 6. Statements of Accountability: For the ballot to be valid, each student on the ballot must assent to both of the Statements of Accountability: • “I understand that my behavior and participation in a College Hall is subject to review by the Faculty Director and staff and that inappropriate behavior or lack of engagement may result in the loss of the privilege of residing in the College Halls.” • “If accepted, I agree to participate in any assessments of college, hall, or program.” 7. Short Answer Questions (For students submitting a ballot during the Open Balloting Period only) 8. Submit the ballot. 9. Once the contact person has submitted the ballot, each student listed on the ballot must accept the invitation to join the ballot. All responses must be received by the ballot deadline. Failure of any member of the ballot to confirm their place on the ballot by the deadline will invalidate the entire ballot. The Office of Housing Assignments will not send any reminder emails or communications to the contact or the other group members. All group members must accept the ballot or the entire ballot will be incomplete. If all group members accept the ballot invitation by the deadline, the ballot will be considered complete and will be submitted for the random selection (i.e., lottery) process. Inclusion of the name of a student who has not regis-
tered for the housing assignment process is not permitted. A student’s name may not be listed on more than one Warren|Moore ballot (example: a student’s name cannot appear on two different ballots). If a student’s name appears on more than one ballot, the ballot system will not accept that student’s name/ information thus making the ballot incomplete (see possible error messages associated with online ballots). If any member of the group declines her or his place on the ballot, the entire ballot will be voided. The order of selection is determined by group point averages. Group point averages are determined by summing the points assigned to the member of the group and dividing the sum by the number of group members. The order of selection for groups with the same point average is determined by a random selection. Students whose ballots do not succeed may still participate, without penalty, in subsequent housing selection processes. Because the number of spaces in Warren|Moore are allocated 50/50 between females and males and 33/33/33 between rising- 4th year, 3rd year, and 2nd year students, a ballot will fail in the lottery if it includes even one member for whom the quota of spaces for that student’s sex or class has been filled. In such a case, the entire ballot will be discarded. If a ballot fails because the 1st preferred room type is no longer available, the ballot will remain alive in the lottery. It will be reconsidered for its 2nd preference after all other ballots of the same point average have been considered. The process is repeated for the 3rd preference if the 2nd room preference is no longer available. If none of the preferences remain, the ballot has failed and will be discarded. All members of a discarded ballot will not be assigned to Warren|Moore. However, all students who are not assigned to Warren|Moore may pursue all other housing options. Because the Warren|Moore process will be complete before all other housing deadlines, submitting a Warren|Moore ballot does not handicap a student in any way in their pursuit of other housing options.
Warren|Moore Colleges: Assignment Process for Current Residents
Students residing in Warren and Moore Colleges during the spring semester of 2015 have priority to return for the 2015-2016 academic year. Permission to remain in the facility will be at the discretion of the Faculty Directors. All residents must remain in their current college, and are not eligible for spaces in the other college.
residing in double rooms or suites that want to return with the exact same group of student and to the same type of room, but a different room will have the opportunity to participate in a random selection to select a new space. The random selection will be determined by seniority. Internal Ballot (February 11-17): This portion of room selection will occur after Local Selection, and will utilize the Warren and Moore Colleges ballot. Current residents of Warren and Moore Colleges will be permitted to create new groups out of existing Warren and Moore residents to apply for a room accommodation different than their current accommodation. Students can apply for up to 3 different room types/configurations. Results of the balloting will be determined by a seniority driven, random selection lottery. Only students residing in Warren and Moore Colleges during the spring semester of 2015 are eligible to submit or appear on a ballot during this balloting period. Groups that would like to submit ballots with students that do not live in Warren and Moore Colleges during the spring semester of 2015 must participate in the Open Balloting Period
Warren|Moore Colleges: Assignment Process for New Residents
Open Balloting (February 19-25): The third and final portion of the Warren|Moore Colleges room selection process will be the open balloting period. During this time, any current undergraduate student is eligible for the room selection process can apply to live in Warren and Moore. The open balloting period will target 3 distinct groups: 1. Upper-class students who currently live in Warren and Moore but would like to reconfigure their groups utilizing students that do not currently reside in Warren and Moore Colleges (“pull-in’s”). Current residents of Warren and Moore that want to “pull in” non-residents of Warren and Moore do run the risk of not receiving a space back in the building. 2. Rising seniors and rising juniors that do not currently reside in Warren and Moore (both individuals and groups). 3. Rising sophomores (both individuals and groups).
Local Selection (Monday, February 9 – 6PM Branscomb Rec Room): Local selection will be comprised of 2 priority groups, and will occur as one live room selection event. Priority Group #1: Individual students currently residing in single rooms or full groups of students currently residing in double rooms or suites that want to return to the exact same room with the exact same group of students will have the opportunity to reserve their spaces for the 2015-2016 academic year. Priority Group #2: Individual students currently residing in single rooms or full groups of students currently
photo by Daniel Dubois, Vanderbilt University.
14 GUIDE TO HOUSING
Ballot INSTRUCTIONS FOR APARTMENTS AND CARMICHAEL TOWERS SUITES
Vanderbilt Student Government in conjunction with the Office of Housing Assignments has developed an online ballot process for Suites and Apartments. Only the ballot process will be conducted online; room selections will remain a live event. If you are interested in competing for this type of housing, please read this section carefully and be sure you understand the steps involved. The balloting period for Towers suites and 3-person Morgan and Lewis apartments will run concurrently. The balloting period for 4-person Chaffin apartments and 2-person Morgan and Lewis apartments will also run concurrently. Students are permitted to submit ballots for both types of accommodations during the same balloting period should they choose to do so. During the Towers suites and 3-person Morgan and Lewis balloting period, ballots for Towers suites will be considered first. During the 4-person Chaffin apartments and 2-person Morgan and Lewis apartments balloting period, ballots
VANDERBILT UNIVERSITY • 2015-16 for 4-person Chaffin apartments will be considered first. Should ballots not be successful Towers suites or 4-person Chaffin apartments, they will be eligible for consideration in the 3-person Morgan and Lewis apartment and 2-person Morgan and Lewis apartment lotteries, respectively. Groups of students (coed and single sex as appropriate) may complete online ballots for Carmichael suites and apartments. Only completed ballots will be accepted. All members of such groups must have registered for the housing assignment process during January 11-18. Each group must designate one member as its contact person. Below are the open, close and posting dates for suites and apartments. All ballots will be available online at 12:01 AM as per the open date. All ballots will close at 6:00 PM as per the close date. Ballots completed after 6:00 pm will not be considered. March 13, 2015 6-person Suite Ballots open March 15, 2015 6-person Suite Ballots close March 16, 2015 6-person Suite Ballots post March 17, 2015 6-person Suite event
March 13, 2015 3-person Morgan/Lewis Apartment ballots open March 15, 2015 3-person Morgan/Lewis Apartment ballots close March 16, 2015 3-person Morgan/Lewis Apartment ballots post March 19, 2015 3-person Morgan/Lewis Apartment event March 17, 2015 2-Person Morgan/Lewis Apartments Ballots open March 18, 2015 2-Person Morgan/Lewis Apartments Ballots close March 19, 2015 2-Person Morgan/Lewis Apartments Ballots post March 20, 2015 2-Person Morgan/Lewis Apartments event March 17, 2015 4-person Apartment Ballots open March 18, 2015 4-person Apartment Ballots close March 19, 2015 4-person Apartment Ballots post March 20, 2015 4-person Apartment event
GUIDE TO HOUSING 15
VANDERBILT UNIVERSITY • 2015-16
BALLOT INSTRUCTIONS FOR APARTMENTS AND CARMICHAEL TOWERS SUITES
• Each group must designate one member as its contact person. The contact person is responsible for initiating the online ballot. To initiate an online ballot, the contact person should navigate to www.vanderbilt.edu/RedEd and click on the ballot icon. • The contact person must complete the online ballot by providing the remaining group members’ names, VUNetIDs, and birthdates (MMYY). • Once the contact person has entered all group member information, Students listed on the ballot need to accept or decline the invitation to join the ballot. All responses must be received by the close date of the ballot. • No reminder emails or communications will be sent from the Housing Assignments Office to the group members. • All group members must accept the ballot or the entire ballot will be incomplete. • If all group members accept the ballot invitation by the deadline, the ballot will be considered complete and automatically submitted for the selection process. • Inclusion of the name of a student who has not registered for the housing assignment process is not permitted. A student’s name may not be listed on more than one similar ballot (example: a student’s name cannot appear on two 6 person ballots). • If a student’s name appears on more than one online ballot, online ballot system will not accept that student’s name/information thus making the ballot incomplete (see possible error messages associated with online ballots. • If any member of the group declines her or his place on the ballot, the entire ballot will be voided. The order of selection is determined by group point totals. Group point totals are determined by summing the points assigned to each member of the group. The order of selection for groups with the same point total is determined by a random selection. Students whose ballots do not succeed may still participate, without penalty, in subsequent housing selection processes. Successful groups or their representatives should come to the Branscomb Recreation Room at their scheduled selection times and select their suites / apartments. Late arrivals will lose their position in the selection order, but will be permitted to participate in the selection at the time of their arrival. Groups that include members currently studying abroad, participating in internships or on leave should confirm with Ms. Jones, Undergraduate Housing Registrar, that the housing office has the housing contract in question prior to the selection process. Following the selection, the group and/or their representative will process their housing contracts and receive their assignments. For suites and apartments, each group (or the representative) will be expected to designate specific room assignments (room letters) for each member of the group at the selection process.
Please note that room lettering is not the same in Towers East and West. All assignments are final. Students wishing to make room changes after they receive their assignment may request changes only during the official room change period in the fall.
LOCAL HALL SELECTIONS
Participants in local hall selections must currently live in that residence hall and register for the housing assignment process between January 11-18 at www.vanderbilt.edu/ResEd. Participants must bring their Vanderbilt identification cards to the selection. At the local selections, students currently residing in their building may participate in a random selection lottery to choose a different space for the 2015-2016. Students seeking to reserve their current rooms should see the previous section titled “Room Reservation Process”. To obtain a new a double, both current residents must be returning. Room selection order will be determined by an on-site seniority driven, random selection lottery. Thursday, March 12 Carmichael Towers East – 6 pm Branscomb Rec Room Tolman – 6:30 pm – Branscomb Rec Room Cole Hall – 7 pm – Branscomb Rec Room Lupton / Scales / Stapleton / Vaughn / Vanderbilt / Barnard /Blakemore House – 7:30 pm – Branscomb Rec Room
LIVING LEARNING COMMUNITIES
Each LLC has its own room assignment process. The processes are explained to admitted students at the room assignment event designated for each LLC according to the following schedule: March 16: 7:00 PM — McGill Project Selections — Branscomb Rec Room March 16: 7:00 PM — McTyeire International House Selections — McTyeire Fireplace Lounge March 16: 5:00 PM — Mayfield Living / Learning Lodge Selections Due
UPPER-CLASS SINGLES AND DOUBLES BALLOTS
Groups of up to 4 students of the same sex may appear on the same ballot. Only completed ballots will be accepted. All members of such groups must have registered for the housing assignment process during January 11-18. Each group must designate one member as its contact person. The contact person MUST be either a rising junior or rising senior. Below are the open, close and posting dates for upper class singles and doubles. All ballots will be available online at 12:01 AM as per the open date. All ballots will close at 6:00 PM as per the close date. Ballots submitted after 6:00 pm will not be considered. March 21, 2015 Upper-class singles and doubles ballots open March 23, 2015 Upper-class singles and doubles ballots close March 24, 2015 Upper-class singles and doubles post March 25, 2015 Female upper-class selection events March 26, 2015 Male upper-class selection events
BALLOT INSTRUCTIONS FOR UPPER-CLASS SINGLES AND DOUBLES
Each group must designate one junior or senior member as its contact person. Rising sophomores will not be allowed to initiate an upper-class singles and doubles ballot. However, rising sophomores may appear on an upper-class ballot if invited. The contact person is responsible for initiating the online ballot. To initiate an online ballot, the contact person should navigate to www.vanderbilt.edu/RedEd and click on the ballot icon. • The contact person must complete the online ballot by providing the remaining group members’ names, VUNetIDs, and birthdates (MMYY). • The contact person will also be responsible for ranking the order of the group’s housing preferences. It is necessary that the contact person rank order all building/area options. • Branscomb Quadrangle • Carmichael Towers 1 and 2 • Barnard/Vanderbilt Halls • Blakemore House • Tolman or Cole (depending on gender) • Only double ballots of 4 students are eligible for Branscomb suite doubles (Scales House and Vaughn House) • Students assigned to Branscomb will only be allowed to select double rooms with a roommate. • Students will not be able to select a double room as a single. • The ballot must be accepted by all group members or the entire ballot will be incomplete. • No reminder emails or communications will be sent, from the Housing Assignments Office, to the remaining group members. • If all group members accept the invitation the ballot by the deadline will be considered complete and automatically submitted for the selection process. • Inclusion of the name of a student who has not registered for the housing assignment process is not permitted. • If a student’s name appears on more than one online ballot, online ballot system will not accept that student’s name/information thus making the ballot incomplete (see possible error messages associated with online ballots) • The order of selection is determined by ballot point average. The order of selection for groups with the same point average is determined by a random selection. Students whose ballots are denied may still participate, without penalty, in the subsequent housing selection processes. • Groups of students will chose their living spaces based upon order of selection. The order of selection is determined by the average of the bal lot’s point totals. The order of selection for groups with the same point average is determined by random selection. • The selection order resulting from this process will be posted on the housing website: www.vanderbilt.edu/ResEd • In the event that a student(s) does not select a room during their designated time they will have an opportunity to choose from available rooms at the end of the upper-class selection process.
16 GUIDE TO HOUSING • The selection order resulting from this process will be posted on the housing website: www.vanderbilt.edu/ResEd. The postings will also include the date of the selection and a schedule of designated selection times. The postings will list group contact names. The Office of Housing and Residential Education will not directly notify contacts, groups or group members of the out comes of the selection process. It is the responsibility of each group to consult the published lists. Groups or their representatives should come to Branscomb Recreation Room at their scheduled selection times and select their room(s). Late arrivals will lose their position in the selection order, but will be permitted to participate in the selection at the time of their arrival. Groups that include members currently studying abroad, participating in internships or on leave should confirm with Ms. Jones, Undergraduate Housing Registrar, that the housing office has the housing contract in question prior to the selection process. Following the selection, the group and/or their representative will process their housing contracts and receive their assignments. For suites and apartments, each group (or the representative) will be expected to designate specific room assignments (room letters) for each member of the group at the selection process. All assignments are final. Students wishing to make room changes after they receive their assignment may request changes only during the official room change period in the fall.
Ballot for Rising Sophomore Doubles Submit on-line ballots: March 24 – March 27, 2015 Select rooms: March 31-April 1 (see calendar)
All rising sophomores (who have not already taken an assignment to a living/learning center, lodge, apartment, suite or other room), seeking double rooms must enter their names on a ballot for a double room. Sophomore ballots must be submitted on-line by 6:00 PM, March 27, 2015. Only rising sophomore students are eligible to appear on a rising sophomore doubles ballot. Vanderbilt Student Government in conjunction with the Office of Housing Assignments has developed an online ballot process for rising-sophomore doubles ballots. Only the ballot process will be conducted online; room selection will remain a live event. If you are interested in competing for this type of housing, please read this section carefully and be sure you understand the steps involved. Rising sophomores of the same sex may submit online ballots for doubles or singles as a group of up to two pairs (for doubles). The ballots for double rooms allow up to two (2) pairs of students of the same sex to request assignment to double rooms in the same residence hall. On the ballots, students must rank their preference for assignment to a residential area (Blakemore House, Alumni Lawn, Carmichael Towers East, or Branscomb Quad). They must also indicate their preference for assignment to a single-sex or coed residence hall. All students will be randomly assigned to residence halls and their preferences for room type, residential area,
VANDERBILT UNIVERSITY • 2015-16 and coed / single sex building will be honored where possible. After their assignment to a residence hall, students will attend the selection event for the residence hall to which they are assigned, March 31-April 1. The selection orders and a schedule of selection times will be published on March 30 and posted on the housing website: www.vanderbilt.edu/ResEd. Please note that a student’s name may only appear once on a rising sophomore ballot. Inclusion of a student’s name on more than one ballot may result in disqualification of all ballots involved and in disciplinary action against all parties involved. Unassigned rising sophomores who fail to submit ballots by the 6:00 PM, March 27, deadline will not be able to participate in the random selection for rising sophomore doubles. However, these students will be placed at the end of the waiting list of students who submitted on-time ballots but failed to get an assignment in the random selection. Students on the waiting list will be assigned to vacancies that open up during the summer months. All ballots will be randomized to create an assignment order in which students will be assigned to residence halls. In that order, each ballot will be considered. If the requested type of accommodation is still available at the time of assignment, all students on the ballot will be assigned to their requested accommodation. If it is impossible to assign all students on the same ballot to their preferred accommodation (room-type, residential area, coed/single sex residence), the top-most students on the ballot will be assigned to their preference while the students at the bottom of the ballot will be assigned elsewhere. If the supply of rooms on the preferred residential area is exhausted before the demand, students will be assigned to buildings in other residential areas. If the total supply of rooms is exhausted before all students are assigned, unassigned students will be placed on a waiting list and assigned in August to rooms that become vacant during the summer. After students have been assigned to buildings, they will participate in selections for rooms in their assigned residence halls. For each residence hall, a random selection will determine the order in which ballots of students select their rooms. These selections will take place the evenings of March 31-April 1.
BALLOT INSTRUCTIONS FOR RISING SOPHOMORES DOUBLES
All students on a ballot must be of the same sex. All applicants must have applied for the housing assignment process, January 11-18. Late applicants are penalized one point in the selection process. In the case of double rooms, the penalty will be assessed to the pair seeking a double. • Each group must designate one rising sophomore as its contact person. However, rising sophomores may appear on an upper-class ballot if invited. The contact person is responsible for initiating the online ballot. To initiate an online ballot, the contact person should navigate to www.vanderbilt.edu/RedEd and click on the ballot icon.
• The contact person must complete the online ballot by providing the remaining group members’ names, VUNetIDs, and birthdates (MMYY). • The contact person will also be responsible for ranking the order of the group’s housing preferences. It is necessary that the contact person rank order all building/area options. Branscomb Quadrangle Carmichael Towers East Alumni Lawn Blakemore House NOTE: Only double ballots that include 4 students are eligible for Branscomb suite doubles (Scales House and Vaughn House) • • • • • • • • • •
Students assigned to Branscomb will only be allowed to select double rooms with a roommate. Therefore, only ballots of 2 or 4 are eligible for Lupton, Stapleton and Blakemore House. Students will not be able to select a double room as a single. Once the contact person has entered all group member information, the students listed on the ballot must accept or decline the invitation to join the ballot. A response must be received by the close date of the ballot. All group members must accept the ballot or the entire ballot will be incomplete. If all group members accept the invitation by the deadline, the ballot will be considered complete and automatically submitted for the selection process. Inclusion of the name of a student who has not registered for the housing assignment process is not permitted. If a student’s name appears on more than one online ballot, online ballot system will not accept that student’s name/information thus making the ballot incomplete (see possible error messages associated with online ballots). The order of selection is determined by average ballot point totals. Ballot point totals are determined by summing the points assigned to each member of the group. The order of selection for groups with the same point average is determined by a random selection. Groups of students will chose their living spaces based upon order of selection. The order of selection is determined by the average of the ballot’s point totals. The order of selection for groups with the same point total is determined by random selection. In the event that a student(s) does not select a room during their designated time or fails to complete a ballot, they will be placed on a waiting list. The selection order resulting from this process will be posted on the housing website: www.vanderbilt.edu/ResEd. The postings will also include the date of the selection and a schedule of designated selection times. The postings will list group contact names. The Office of Housing and Residential Education will not directly notify contacts, groups or group members of the out comes of the selection process. It is the
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VANDERBILT UNIVERSITY • 2015-16 responsibility of each group to consult the published lists. PLEASE NOTE: A student may not decline to select a room in order to be placed on the wait list for housing. A student, who attempts to gain a place on the wait list for housing by failing to select a space in accordance with her or his position in the selection order, is subject to assignment at the discretion of the Director of Housing Assignments and may be subject to disciplinary action. The Doubles Selection Schedule: 1. Rising Sophomore Doubles Selections will occur March 31-April 1, in the Branscomb Recreational Room. For their exact time to select rooms, rising sophomore students should consult the selection order and selection schedule published on March 30, on the housing website. 2. A student must be present to be assigned a room unless a proxy has been designated and approved at least twenty-four hours in advance by the Housing Registrar. The proxy must present her/his Vanderbilt identification card. The absent person must agree to accept the specific room assigned. 3. Every student must select an assignment from the available spaces in accordance with her or his position in the selection order. Failure to do so, for any reason, may result in an assignment at the discretion of Director of Housing Assignments and may result in disciplinary action against the student. WAITING LIST: In accordance with Vanderbilt’s commitment to residential education, every effort is made to house as many students as possible on campus. Planning for the random selection takes into account the fact that assignments are canceled in the summer by students who change their plans to return to Vanderbilt. To take advantage of these cancellations, a waiting list for housing is intentionally created.
RISING SOPHOMORE SINGLES WAITLIST
Due to the supply of single rooms being exhausted upon completion of the upperclass singles and doubles balloting period, rising sophomore students are not eligible to apply for single rooms. All rising sophomore students should complete a doubles ballot and select a room during their designated room selection period. After completion of the room selection period, any rising sophomore student that completed a ballot and selected a double room for the 2015-2016 academic year, may sign up for the rising sophomore single room waitlist. In order to do so, interested students must come to the Office of Housing Assignments (Branscomb 4113) between Monday, April 6 and Friday, April 10 between 8AM and 4:30PM to complete required paperwork. Should single rooms become available over the summer months, a random selection will be held. If you are selected for a single room, you will be contacted via email and must respond indicating your desire to forfeit your space in your assigned double room.
SPECIAL NOTES Semester Housing Rates For The 2015-2016 Academic Year Subject to approval by the Board of Trust, the 20152016 housing rate will be $4,813 per semester. The rate includes a $6.00 Vanderbilt Student Government fee per semester.
Warren|Moore Meal Plan For The 2015-2016 Academic Year All residents of Warren and Moore colleges are automatically subscribed to a special Warren|Moore meal plan. Subject to approval by the Board of Trust, the 2015-2016 plan rate will be $2,105 per semester. The rate includes: • 12 regular meals per week • $225 meal money per semester • Rollover ($3.14 returned for each missed meal up to $50 • Special meal plan events • College Halls program events
Notification Of Roommates & Suitemates Students who cancel their housing for any reason (participate in a study abroad program or internships, take a leave of absence, withdraw, etc.) are responsible for notifying their roommates and/or suitemates prior to the time, or at the same time, that the University is notified. The University will immediately assign the canceled rooms to students on the waiting list, returning students or transfer students unless notice is immediately received that the remaining roommate or roommates have a suitemates/roommate preference. All vacant spaces are subject to assignment by the Office of Housing and Residential Education at any time.
Residence Hall Semester Break Closing All residence halls will close for Thanksgiving Holiday (November), semester break, and Spring Holiday of the 2015-2016 academic year. All residence halls will remain open during the Mini Fall Holiday.
Terms Of The Contract Once students have paid their deposits and received their room assignments, they are housed for the entire academic year. This means both FALL AND SPRING SEMESTERS unless they withdraw from the University, take a leave of absence, graduate, or participate in a Vanderbilt Study Abroad Program. Normally, there is no shortage of housing during the spring semester. Therefore, students will not be permitted to move off campus at midyear.
Target Date For Fall Arrivals On occasion, students have been assigned to temporary housing at the start of the school year. By identifying vacancies early, students awaiting regular assignments can be moved into regular housing more efficiently. In
www.vanderbilt.edu/ResEd
order to help these students, a target date has been set by which all residential students are expected to be in residence and registered by the residential staff. The first day of classes (August 26) is the target date.
Change Of Room Assignment The Office of Housing Assignments must authorize ALL room changes. A student may not sign up for one room in a suite and then informally occupy another room, even in the same suite.
Conduct Regulations Students are expected to abide by the policies and regulations stated in this booklet, their housing contracts, other publications of the housing office, and in the Student Handbook. All information provided on housing forms, applications, and ballots must be complete and accurate. Furnishing false information may result in loss of assignment to all involved as well as disciplinary action against all involved. Filing or submitting a ballot or an application on behalf of an individual without that individual’s express consent is prohibited and may result in loss of assignment and disciplinary action. Filing or submitting more than one ballot or application for a selection process is prohibited and may result in loss of assignment and disciplinary action. Filing or submitting the same name on more than one ballot or application for a selection process is prohibited and may result in loss of assignment and disciplinary action. Efforts to cause another student to change her/ his housing preference in a selection process through harassment, coercion or intimidation are prohibited and may result in loss of assignment and disciplinary action to all involved. Signs and cell phones are prohibited at all housing selection events. Students should select spaces in accordance with their positions in the selection order at each and every housing selection event. Participation under false pretenses, obtaining an assignment by furnishing false information, or with the intention of later withdrawing and effecting an assignment for a person not qualified by class is prohibited and may result in loss of assignment. Attempting to manipulate the assignment process so that one is assigned to a double room with an idea of occupying it alone and driving off prospective roommates is prohibited and may result in loss of assignment and disciplinary action. Roommates, including students assigned to canceled spaces, should be treated with respect and consideration. Students experiencing difficulties with their roommates should attempt to work through their differences. Mediation by professional staff members is available and may be required. A student assigned to a space has a contract for that space. A student cannot demand or require that another student request a room change or be forced to change rooms. A student should not attempt to coerce a roommate to request a room change. A student who is unhappy with her/his roommate may
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Lottery Statistics Suites, Apartments and Lodges
The following are the lottery statistics resulting from the lottery selection process for suites, apartments and lodges. These statistics are provided to assist students with their lottery planning. Please note that the University has designated buildings, floors, suites, apartments, and lodges by sex so that men and women have a roughly proportionate opportunity to be assigned to the various types of accommodations available on campus. Group Ballot 2009 Apts. 2010 Apts. 2011 Apts. 2012 Apts. 2013 Apts. 2014 Apts. Assigned Assigned Assigned Assigned Assigned Assigned Residence Hall
Point Total
Female Male
Female Male
Female Male
Female Male
Female Male
Total
Lewis / Morgan (3 person) 112 pts 19 20 14 11 14 8 11 19 14 8 10 11 pts 2 10 2 5 1 4 11 2 1 4 2 10 pts 12 10 8 7 3 5 0 0 3 5 5 9 pts 9 - 18 17 29 15 1 1 29 15 43 8 pts - - - - - - 19 22 - - 3 7 pts - - - - - - - - - - 3 6 pts - - - - - - - - - - 18 Sum of apartments: 43 40 40 42 40 47 42 44 47 32 84 Lewis / Morgan (2 person) 8 Pts 24 26 34 16 12 18 29 10 12 18 39 7 pts 9 8 6 9 9 7 3 5 9 7 10 6 pts 16 15 3 13 8 17 26 15 8 17 50 5 pts - - - - - - - - - - 4 pts - - - - - - - - - - Sum of apartments: 49 49 43 38 29 42 58 30 29 43 99 Chaffin / BQ (4 person) 16 pts 7 4 6 5 3 15 2 8 8 11 10 15 pts 2 3 2 2 5 4 2 3 1 3 6 14 pts 5 6 - 3 1 1 2 2 5 6 4 13 pts 2 3 3 3 1 2 2 1 3 4 12 12 pts 4 9 6 8 4 1 8 8 2 1 11 pts - - - - - - - - - - 10 pts - - - - - - - - - - 9 pts - - - - - - - - - - 8 pts - - - - - - - - - - Sum of apartments: 20 24 17 21 14 23 16 22 19 25 32 Tower Suites (6 person) 24 pts 25 19 22 9 12 6 17 7 11 13 24 23 pts 12 5 8 7 6 1 4 4 6 2 14 22 pts 9 15 12 9 11 7 11 8 10 5 17 21 pts 7 11 2 9 1 6 2 6 9 8 18 20 pts 1 1 2 8 5 4 16 9 10 12 8 19 pts - - 1 4 5 9 5 5 4 6 18 pts - - 8 - 6 7 - 6 3 1 17 pts - - - - - - - - - - 16 pts - - - - - - - - - - 15 pts - - - - - - - - - - 14 pts - - - - - - - - - - 13 pts - - - - - - - - - - 12 pts - - - - - - - - - - Sum of suites:
54
51
55
46
46
40
55
45
53
47
81
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Random Selection of Singles and Doubles
The following are the lottery statistics resulting from the random selection of singles and doubles for upperclass men and women. These statistics are provided to assist students with their lottery planning. Please note that the University has designated buildings, floors, suites, apartments, and lodges by sex so that men and women have a roughly proportionate opportunity to be assigned to the various types of accommodations available on campus. Concluding the upperclass random selection process remaining rooms were assigned by computer to sophomore students. After all rooms were assigned, any students remaining were placed on a wait list. Over the summer all students on the wait list were assigned to available housing.
Women’s Singles and Doubles – Spring 2014 Seniors
Available Taken Remaining Hall Singles Doubles Singles Doubles Singles Doubles
Cole 77 0 9 0 68 0 Carmichael Towers I
35
8
10
0
25
8
Carmichael Towers II 78
24
30
0
48
24
Lupton 0 52 0 0 0 52 Stapleton 0 58 0 0 0 58 Barnard 32 0 1 0 31 0 Vanderbilt 28 8 0 0 28 8 Total 250
150
50
0
200
150
Women’s Singles and Doubles – Spring 2014 juniors
Available Taken Remaining Hall Singles Doubles Singles Doubles Singles Doubles
Cole 68 0 68 0 0 0 Carmichael Towers I
25
8
25
5
0
3
Carmichael Towers II 48
24
48
15
0
9
Lupton 0 52 0 52 0 0 Stapleton 0 58 0 50 0 8 Barnard 31 0 9 0 22 0 Vanderbilt 28 8 10 0 18 8 Total
200
150
160
122
40
28
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men’s Singles and Doubles – Spring 2014 Seniors
Available Taken Remaining Hall Singles Doubles Singles Doubles Singles Doubles
Tolman 74 7 0 0 74 7 Carmichael Towers I
35
8
22
0
13
8
Carmichael Towers II 80
24
46
0
34
7
Lupton 0
104
4
1
0
100
Stapleton 0 25 0 0 0 24 Barnard 15 0 0 0 15 0 Vanderbilt 43 0 0 0 43 0 Total
247
168
72
1
179
146
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men’s Singles and Doubles – Spring 2014 juniors
Available Taken Remaining Hall Singles Doubles Singles Doubles Singles Doubles
Tolman 57
7
27
3
30
4
Carmichael Towers I
13
8
24
5
0
3
Carmichael Towers II 34
7
47
14
0
10
Lupton 0 100 0 61 0 54 Stapleton 0 25 0 4 0 20 Barnard 15 0 2 0 13 0 Vanderbilt 43 0 7 0 36 0 Total
162
147
107
87
79
91
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Sample Online Ballots To begin the housing selection process, the designated contact person must first access “My Biz” by logging through http://www.vanderbilt.edu/ResEd/main/index.php. Once logged in, the student will proceed to “My Ballots” located on the right hand side of the page. After clicking here, the student will be directed to the appropriate ballot and should follow the instructions below to initiate a ballot. Please note: initiation of ballot is only the first step, all students listed on the ballot must accept the ballot by the deadline for it to be considered complete.
SAMPLE WARREN|MOORE BALLOT FOR 1 TO 6 STUDENTS OPEN BALLOTING PERIOD IS 12:01 A.M. JANUARY 19 – 6:00 P.M. JANUARY 22 Warren|Moore ballots can be for one, two, three, four, five, or six students. The samples below show the step required for initiator of a ballot for 5 students. Note that this example shows the five students ranking three different living Warren|Moore living arrangements on just one ballot. They could have indicated a preference for just one or two different arrangements. The ballot initiator/contact person must: • Provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Click “Continue” to submit the ballot
Step 1
Step 2
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Step 3
Step 4
Step 5 Step 6
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SAMPLE 6 PERSON SUITE BALLOT ONLINE PROCESS CLOSES MARCH 15 AT 6:00 PM
SAMPLE 4 PERSON CHAFFIN APARTMENT BALLOT ONLINE PROCESS CLOSES MARCH 18 AT 6:00 PM
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Only students of the same sex may share the double rooms • Click “Continue” to submit the ballot
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Only students of the same sex may share the double rooms • Click “Continue” to submit the ballot
SAMPLE 3 PERSON MORGAN/LEWIS APARTMENT BALLOT ONLINE PROCESS CLOSES MARCH 15 AT 6:00 PM
SAMPLE 2 PERSON MORGAN/LEWIS APARTMENTBALLOT ONLINE PROCESS CLOSES MARCH 18 AT 6:00 PM
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Click “Continue” to submit the ballot • Click “Continue” to submit the ballot
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Only students of the same sex may share the double room • Click “Continue” to submit the ballot
VANDERBILT UNIVERSITY • 2015-16
SAMPLE UPPERCLASS SINGLES / DOUBLES BALLOT ONLINE PROCESS CLOSES MARCH 23 AT 6:00 PM
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Only students of the same sex may share the double rooms • Click “Continue” to submit the ballot
SAMPLE SOPHOMORE DOUBLES BALLOT ONLINE PROCESS CLOSES MARCH 27 AT 6:00 PM
• Contact person must provide VUnetID and birth date (MMYY) for each person on the ballot • Enter a phone number where the contact person can be reached • Only students of the same sex may share the double rooms • Click “Continue” to submit the ballot
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photo by Daniel Dubois, Vanderbilt University.
Troubleshooting - Ballot Error Messages
Below are the “error” messages associated with the ballot process. This section was developed to assist students to find, identify and eliminate ballot problems. If students have further questions regarding the ballot process or an error message, the student should contact the Office of Housing Assignments at 322-2591 or visit the Office of Housing Assignments at 4113 Branscomb Quadrangle.
LINE ERRORS - THESE MESSAGES WILL BE SHOWN IN RED ON THE LINE WHERE THE ERROR OCCURRED: not female. / not male. The person on this line is not the same sex as the Contact person not eligible.
The person on this line is not eligible for the lottery. Reasons may include: • Person has not completed the housing application • Person has already selected a room at a lottery event. • Person has off-campus authorization for next fall • Person is going overseas, on leave or on an out-of –town internship next fall • School is indicating that the person will graduate in May
duplicate VUNetID.
The same VUNetID was entered on more than one line. All lines with the duplicate ID will have this message.
on another ballot.
The person on this line is already on another ballot of the same type.
Upperclass online Singles & Doubles ballots: nothing selected.
No location preference was selected on this line
duplicate location.
The same location was selected on more than one line. All lines with the duplicate location will have this message.
Pop-up Errors - These messages will appear in a pop-up box because they do not belong to a specific line: Some errors were found. Please correct them before continuing
Indicates that there are line-specific errors to be corrected.
Please enter a phone number.
The phone number was left blank.
You did not put yourself on the ballot.
The person filling out the ballot is not on it.
Some of these people are now on another ballot.
Between the time you first filled out the ballot and the time you submitted it, someone on your ballot was added to another ballot of the same type.
Please answer Yes or No. Neither of the “Yes” or “No” buttons was selected before the “Confirm” button was clicked.
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