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Rules & Procedures

All undergraduate students who will be attending classes on campus next year must complete an on-line housing application between February 11 and 24. The deadline for submitting a complete application is 12:00 midnight, Sunday, February 24. Students must use their VUnet ID and e-password to log in to the application Web site. A $200 housing deposit is charged to the student's account as part of the application process.

Preprinted housing contracts will be mailed to students in March after housing staff have validated and processed students' applications. Students should be sure to retain both copies because they are required for participation in room selection events.

Students who apply for housing after the deadline (12:00 midnight, Sunday, February 24) shall:

not be allowed to reserve their current spaces, and/or
lose a point for the suite and apartment random selections, and/or
lose a point for the local hall selections or the single and double room random selections.

Upperclass students reserving their current suites or apartments on March 11 must bring their current Vanderbilt identification cards and validated housing contracts to 4113 Branscomb Quadrangle between noon and 6 pm on Tuesday, March 11.

To participate in either a local selection or the general random selection, a student must present the housing contract and a current Vanderbilt identification card to the housing officer at the selection.

Suite/Apartment
Reservation Process

In order to reserve a suite or apartment, there must a sufficient number of current students agreeing to renew. The guidelines are listed below:

Dormitory Type of Room CURRENT RESIDENTS
that must be returning

Carmichael Towers Suites 3 out of 6

Mayfield 10-Bedrooms 5 out of 10

Lewis/Morgan Efficiencies 2 out of 2

Lewis/Morgan 1-Bedroom 2 out of 2

Lewis/Morgan 2-Bedrooms 2 out of 3

Chaffin Place 2-Bedrooms 3 out of 4

The remaining spaces may be filled by any returning undergraduate student of the same gender with the exception of spaces designated as year-round housing. Only undergraduate students whose applications for year-round housing have been approved by the Director of Housing Assignments can be assigned to year-round housing. Fall 2008 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 academic year, 2008-2009. Students currently applying for Vanderbilt Overseas Programs are not eligible to participate in the suite and apartment reservation process.

Students wishing to reserve their suites or apartments, or who are chosen to fill vacancies, need to bring their current Vanderbilt identification cards and processed housing contracts to 4113 Branscomb Quadrangle between noon and 6 PM, Tuesday, March 11. 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, students will be required to designate the specific room in which they will reside. The residents of the suite or apartment should decide who will live in which room prior to the reservation process.

Local Selections

Participants in local selections must complete an on-line housing application between February 11 and 24. The deadline for submitting a complete application is 12:00 midnight, Sunday, February 24. Students must use their VUnet ID and e-password to log in to the application Web site. A $200 housing deposit is charged to the student's account as part of the application process. Pre-printed housing contracts will subsequently be mailed to students seeking on-campus housing. Participants in local selections must bring both copies of their pre-printed applications and current Vanderbilt identification cards to the selection.

Room Reservations

Current residents of Carmichael Towers East, Tolman, and Cole halls wishing to reserve their single or double rooms for the next academic year must participate in their residence hall's local selection on March 20. The reservation of a double room requires the participation of both current residents in the local selection.

Carmichael Towers I and II

The current residents of Tower II will be permitted to reserve their current rooms at the local selection on March 20. The current residents of floors 3-6 in Tower I will not be permitted to reserve their current rooms.

Residents wishing to remain in Carmichael 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 East local room selection.

Please note that floors 3-6 in Towers I will not be offered at the local selection. The gender designations for floors 3-6 in Tower I will be determined following the suite and apartment random selections. These floors will be gender designated according to projected space needs and included in the appropriate general random selection for single and double rooms.

Tolman and Cole Halls:

Current upperclass residents of these residence halls are eligible to reserve their current rooms or to select other available spaces within their residence halls. Residents wanting to remain in these residence halls will be allowed to participate in the local room selection for their buildings on March 20.

Schedule

Thursday, March 20
6:00 pm	Tolman Hall	Tolman TV Lounge
6:00 pm	Carmichael Tower East	Mr. Hebs
7:00 pm	Cole Hall	Cole TV Lounge

Living/Learning Centers

Assignment procedures will be explained at the local selection meetings. Those students selected to participate in the living/learning centers will be assigned rooms according to the following schedule:

March 24, 7:00pm McTyeire International House Selections McTyeire Fireplace Lounge

March 24, 7:00pm McGill Project Selections Branscomb Recreation Room

Participants must bring both copies of their validated housing applications and Vanderbilt identification cards to the selection process.

Special Selections

Groups of students of the same gender may complete applications for Carmichael Towers suites. All members of such groups must have registered on-line for the housing assignment process February 11 - 24. Each group must identify one member of the group as their contact person.

Seniority is a factor is the selection process for Carmichael Tower suites.

Carmichael Tower Suites

Carmichael Towers suite applications require six students of the same gender. Ballots for Carmichael Towers suites will be available beginning at 8:00 AM on March 13 in 4113 Branscomb Quadrangle. Groups must submit their Carmichael Towers suite ballots by 4:30 PM., March 17. Groups must identify one member as their contact person.

Rules for Special Selections

Inclusion of a name of a student, who has not registered for the housing assignment process, may result in the disqualification of the application and in disciplinary action against all involved. A student's name may not be listed on more than one group application. Inclusion of a student's name on more than one group application may result in disqualification of all group applications involved and in disciplinary action against all parties involved.
A representative of the group may submit the application only after obtaining the signatures of all members of the group. In cases in which a student is not available to sign (the student is in an overseas program, participating in an internships, on leave, etc.), a signed proxy form must be submitted with the application.
For purposes of participation, students entering their 4th or greater year of study in fall 2008 will have 4 points, students entering their 3rd year of study in fall 2008 will have 3 points, and students entering their 2nd year of study in fall 2008 will have 2 points. Groups of students choose their living spaces based upon the order of assignment. The order of assignment 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 applications are denied may still participate, without penalty, in the regular housing selection process.
All students assigned to freshman housing at the beginning of Fall 2007 will be considered rising second-year students and assigned two points for the purpose of the random selections. Advanced placement credit will not advance a person out of this classification.
The assignment orders for these selection processes will be posted on the housing website. These postings will also include the date of the special selection and a schedule of designated "sign-up" or selection times. These postings will list the group contact's name. The Office of Housing and Residential Education will not directly notify groups or group members of the outcomes of the selection process. It is the responsibility of the groups to consult the published lists. The assignment order and selection times for Carmichael Tower suites will be published on March 19.
The groups or their representatives should come to the Branscomb Recreation Room on March 21 at their scheduled ("sign-up") times and select their spaces. Selections for Carmichael Tower Suites will be held from 1:00 PM until 6:00 PM. Students should arrive at their designated times.
To be eligible to select a suite, the group and/or the group's representative must have and present all of the pre-printed housing contracts of the applicants listed on the group's original application. Groups including members studying abroad, participating in internships or on leave during Spring 2008 should confirm with Mrs. Spencer, Undergraduate Housing Registrar, that the housing office has the housing contract in question prior to the selection process. Groups without all of the validated housing contracts may not be permitted to select a suite or triple, may lose their position in the assignment order, and may forfeit their place in the selection process. Should a group be able to present all of the validated housing contracts later in the selection process, the group may be permitted to select a space at that time.
Following the selection, the group and/or their representative will process their housing contracts and receive their assignments. For Carmichael Towers suites, each group (or the group's representative) will be expected to designate specific room assignments (room letters) 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 may request changes during the official room change period in the fall.

Year-round Housing

Due to the special needs of international students, certain living spaces will be offered on a year-round basis. By accepting one of these living spaces, a student is contractually obligated to that space for the full calendar year, unless the student graduates, withdraws from Vanderbilt, or participates in a Vanderbilt Overseas Program. Year-round housing will be made available to undergraduate students, who are foreign nationals with F or J visas and who will be enrolled for the fall semester, spring semester and both summer sessions. Requests from foreign nationals with different visas, from students without a permanent residence in the United States, and from students with special needs will be considered on a case by case basis by Jason Jakubowski, Director of Housing Assignments. To be considered for assignment to year-round housing, students must plan to be enrolled for the fall semester, spring semester and both summer sessions.

Students participating in this selection will be permitted to select from a limited number of apartments in Lewis House and single and double rooms in Carmichael Towers East. Groups of students will compete for efficiencies (2 occupants), one-bedroom apartments (2 occupants), and two-bedroom apartments (3 occupants) in Lewis. All members of a group must be foreign nationals with F or J visas or have received approval from the Director of Housing Assignments to participate in this selection. Individuals or pairs of students will compete for single and double rooms in Carmichael Towers East.

Groups of year-round students who have applied for Lewis House apartments should bring their validated housing contract and ID cards to the housing office between 9 AM and 4:30 PM on March 20 to receive their assignments. All members of a group must be foreign nationals with F or J visas or have received approval from the Director of Housing Assignments to participate in this selection.

Students requesting year-round housing in Carmichael Towers East must participate in the Carmichael Towers East local selection on March 20. The selection for year-round singles and doubles in Carmichael Towers II will be held at 6 p.m. on Thursday, March 20, in Mr. Hebs.

Foreign nationals with F or J visa status who would like to participate in this special selection must complete an application form and submit it to the Office of Housing and Residential Education, 4113 Branscomb Quadrangle, no later than February 15, 2008. Applications will be available from that office on February 6. Undergraduate foreign naionals with different visas, students without a permanent residence in the United States, or students with special needs who wish to participate in this selection must schedule an appointment with Mr. Jakubowski during the period February 6-15.

Proxies

It is in the best interest of students to be present to select their own rooms. However, students who cannot attend a selection event may appoint a "proxy" to attend in their stead and select a room for them. The proxy will designate which room within the suite or apartment the absent student will be assigned. The absent student will be required to accept the specific room assignment given at the selection event.

Each student acting as a proxy must have the appropriate validated application, a proxy confirmatin and his or her own Vanderbilt University identification card.

Students participating in overseas programs, performing internships, or on a leave of absence will be able to designate proxies online during the housing registration process February 11-24.

The use of proxies is allowed for the special selection of Carmichael Tower suites on March 21 and for the general random selection for apartments and lodges.

For the local hall selections on March 20, as well as the singles and doubles random selections on April 3 and 8-10, no proxies will be allowed unless approved at least twenty-four hours in advance by a Housing Registrar. The registrars are located at 4113 Branscomb Quadrangle.

More: | Upperclass Assignment Process | Options for Room Selection | Special Notes |

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