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2020-2021 Guide to the Housing Assignment Process for Continuing Upper-Division Students

General Information   Calendar    Residential Colleges Singles and Doubles Process    Suite/Apartment Processes     Housing Waitlist     Special Notes

*Updated July 6, 2020

Introduction

Dear Student,

Thank you for your patience over the past few months while the University developed plans for the upcoming semester.  We look forward to welcoming you back to Vanderbilt as on-campus, in-person classes resume for the fall 2020 semester.

COVID-19 presents many unique challenges to student housing.  In an effort to reduce the density of students residing on-campus for the 2020-2021 academic year, several actions are being taken:

  • Carmichael Towers East, originally scheduled to close in May 2020, will be in operation for the 2020-2021 academic year.
  • Incoming first-year students will be housed one student per bedroom.
  • Because The Commons houses provide only about one-half of the number of bedrooms needed to house all of the incoming first-year students, these residence halls will be designated for first-year students:
    • Branscomb Quadrangle
    • Carmichael Tower 2
    • Carmichael Tower 1, floors 3-6
  • The two-bedroom apartments within Morgan and Lewis Houses will be assigned to three students rather than four; students currently assigned as groups of four to two-bedroom Morgan and Lewis apartments will be contacted by the Office of Housing Assignments regarding their room assignments.
  • The six-person suites on floors 7-14 of Carmichael Tower 1 will be assigned to upper-division students.
  • Blakemore House, Chaffin, Village at Vanderbilt Townhouses, and the Village at Vanderbilt South Towers will be reserved as COVID-19 quarantine and isolation space for on-campus residents; students currently assigned to those residence halls will be contacted by the Office of Housing Assignments for reassignment.
  • All unassigned students, rising second-year or greater, may request authorization to live off campus until July 31, 2020 at 5PM CDT.
  • Once a students accepts an on-campus room assignment they are no longer eligible to request authorization to live off campus.

Because many students are accepting off-campus authorization, vacancies now exist within the Residential Colleges.  For that reason, we will re-open the Residential Colleges process.  Unassigned students, along with students assigned to traditional upper-division housing, are welcome to apply for the newly-available single and double rooms within the Residential Colleges.  Please review the Residential Colleges Singles and Doubles Process section for additional details.

Please review the Suite/Apartment Processes section for additional information regarding the various application processes.

We want to help you make the best decisions possible during the housing assignment process.  If you have questions, please contact the Office of Housing and Residential Experience at ohare@vanderbilt.edu.

Alison Matarese
Director of Housing Assignments

Ashley Ladyman
Assistant Director of Housing Assignments

Josh Miller
Coordinator of Housing Assignments

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2020-2021 Housing Assignment Process General Information

Remaining Assignment Processes

The following processes will take place over the upcoming summer months, in the order they are listed below:

  • Residential Colleges Singles and Doubles Process
  • 6-Person and 3-Person Suite/Apartment Process
  • 2-Person Apartment Process
  • Housing Waitlist

All processes, excluding the Housing Waitlist, utilize a random selection (a lottery).  In every process, rising fourth-year students or greater have 4 points, rising third-year students have 3 points, and rising second-year students have 2 points. Ties in points/point average are broken utilizing random selection.

Residential Colleges are intentionally comprised of an equal portion of students from each of the three upper-division class cohorts.  Students compete amongst other students from their class cohort for spaces within the residential colleges.  For students who are successful in the Residential Colleges Singles and Doubles Process, rising fourth-year students will select rooms first, followed by rising third-year and rising second-year students, respectively.

All suite/apartment processes (6-Person and 3-Person Suite/Apartment Process, and the 2-Person Apartment Process) utilize a seniority driven, random selection taking the point average of all members of the roommate group.  Ties in point average are broken via a random selection.  As a result, groups with a higher point average have a higher chance of success in each of the processes.  During room selection, groups with higher point averages select their spaces before groups with lower point averages.

Specific details for each process are included the subsequent sections.

Procedural Fairness

No student is favored over any other.  All processes treat all students equally so that every student has an equal opportunity to pursue the housing of their choice.  Procedural fairness is ensured through a random selection process, referred to by students as the lottery.

There are distinct random selection processes for each type of accommodation.

NOTE: Procedural fairness guarantees equal opportunity, not equal outcomes. For example, the Powerball and Mega Millions lotteries are procedurally fair—all tickets have an equal chance of winning; however, the outcomes are not equal—only some ticket buyers win millions.

Likewise, in the housing assignment process each student has equal chances in the random selection processes, but some students are successful while others are not.

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 is suitable for academic, social, and personal growth and success at Vanderbilt.

Student Accountability

Students are solely responsible for understanding the policies and procedures of the housing assignment process and meeting all deadlines. Back to Top

Calendar of Events

 *click to enlarge Back to Top

Residential Colleges Singles and Doubles Process (Begins Sunday, July 5, 2020)

General Information

Due to the re-opening of the Off-Campus Housing Application in May 2020, traditional single and double room vacancies now exist within the Residential Colleges (E. Bronson Ingram College, Moore College, Nicholas S. Zeppos College, and Warren College).  Suites are not available.

Each of the four colleges will be composed of 33% fourth-year students, 33% third-year students, and 33% second-year students.  Floors have no gender designations.  Students of all gender identities will live on the same floors.  Traditional doubles are single gender.  Once a student takes occupancy of a space in a residential college that is the only college in which they are permitted to reside.  Students are not permitted to switch between residential colleges at any time.

Prior to the opening of the Residential Colleges Singles and Doubles Application, counts of available spaces for each class cohort, along with the available number of single and double rooms, will be posted in the Housing Portal under “Housing Lottery Statistics and Documents”.

Residential College Experience Fee

All students residing in a Residential College will be charged the Residential College Experience Fee.  This fee is $368 per semester for the 2020-2021 academic year.  The fee helps support the programmatic initiatives within each college.

Eligibility

The following students are eligible to participate in the Residential Colleges Singles and Doubles Process:

  1. Any returning upper-division student who currently does not have a room assignment.
  2. Any returning upper-division student who is currently assigned to traditional upper-division housing or a living learning community (LLC).

Students currently assigned to a residential college, or assigned to reside off-campus, are NOT eligible to apply.

Residential Colleges Singles and Doubles Application:

Any student interested in participating in Residential Colleges Singles and Doubles Process must complete the Residential Colleges Singles and Doubles Application in the Student Housing Portal between Sunday, July 5, 2020 at 12AM CDT and Tuesday, July 7, 2020 at 6PM CDT.

As part of the application, all students must assent to each of the four statements of affirmation:

  1. 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 – Academic, Neighborly, Courageous, Honest, Open and Respectful – in the Residential Colleges.
  2. I agree to advance the cause of diversity by valuing human difference and through fostering an environment of open, constructive dialog in the Residential Colleges.
  3. I promise to care for and support my fellow students in the Residential Colleges, during times of both challenge and celebration.
  4. I commit to actively participate in the civic, social and intellectual life of the Residential Colleges.

As part of the application, all students must assent to each of the statements of accountability:

“I understand that my behavior and participation in a Residential College is subject to review by the faculty head of college and staff and that inappropriate behavior or lack of engagement may result in the loss of the privilege of residing in the Residential Colleges.”

“If accepted, I agree to participate in any assessments of college, hall, or program.”

In addition, all students must answer the following question in 300 characters or less, spaces included.  Exceeding the character count will result in an error message, and prohibit submission of the application.  Responses are shared with the residential faculty and staff in order to help develop programmatic initiatives.  Responses are not considered during the random selection process.

“Please list a few of your most notable interests as they relate to the residential colleges.”

Residential Colleges Singles and Doubles Roommate Requests:

Students participating in the Residential Colleges Singles and Doubles Process are welcome to request one (1) roommate.  Students in properly formed roommate groups will be considered for double rooms and single rooms, but cannot indicate a preference regarding room type.  Roommates must be same gender and from the same class cohort.  For example, a rising second-year student can only request another rising second-year student as a roommate.  Students interested solely in single rooms should not form a roommate group.

Only students with a submitted Residential Colleges Singles and Doubles Application are eligible to request a roommate or be requested as a roommate.  Roommate groups can be formed between Sunday, July 5, 2020 at 12AM CDT and Tuesday, July 7, 2020 at 6PM CDT.

How to Form a Roommate Group:

  1. Log into the Student Housing Portal
  2. Click on “Roommate Selection”
  3. Select “Roommates”
  4. Select “Fall 2020” as the term and click “Submit”
  5. If any other student/s have already requested you as a roommate, the requests will show under “Pending Requests”. To accept a request, click the green box. To decline requests, click the red box.
  6. To request a student, utilize the “Roommate Search” function. Students are encouraged to search by VUnetID.

IN ORDER TO BE CONSIDERED A FULLY MATCHED ROOMMATE GROUP, BOTH STUDENTS MUST EITHER REQUEST ONE ANOTHER OR ACCEPT A PENDING REQUEST. NO EMAILS OR COMMUNICATION REGARDING ROOMMATES WILL BE SENT TO STUDENTS FROM THE OFFICE OF HOUSING ASSIGNMENTS. STUDENTS ARE RESPONSIBLE FOR COORDINATING WITH ONE ANOTHER TO ENSURE GROUPS ARE PROPERLY FORMED.

Residential Singles and Doubles Random Selection and Results:

A random selection amongst each class cohort utilizing point average of the individual/roommate group will be conducted to determine successful individuals/groups.  Successful individuals/groups will be assigned a room selection date and time, and informed of the type of room they are eligible to select (single or double).  Individuals/groups with higher point averages will be assigned earlier room selection times.  Ties in point average will be broken via random selection.

Results will be announced via email on Wednesday, July 8, 2020 at 6PM CDT.

Residential Colleges Singles and Doubles Room Selection:

Room Selection will take place online on Thursday, July 9, 2020.  Successful individuals/groups with selection times will be able to log into the online room selection fifteen (15) minutes prior the start of the room selection event in order to review the available spaces; however, room selections cannot be made until the individual/group scheduled selection time.  For groups of two (2), please designate one (1) member of the group to complete the online room selection.  Individuals/groups are welcome to select any available space.  If individuals/groups do not find a space they wish to select, they can leave the online room selection without selecting a space and participate in future processes without penalty. Back to Top

Suite/Apartment Processes (Begins Sunday, July 12, 2020)

General Information

Suite and Apartment Locations and Types:

  • 6-Person Suites/Apartments:
    • Carmichael Towers I Suites (2 shared double bedrooms and 2 single bedrooms)
  • 3-Person Apartments:
    • Morgan/Lewis Apartments (1 shared double bedroom and 1 single bedroom)
  • 2-Person Apartments
    • Morgan/Lewis Apartments (1 shared double bedroom)
    • Morgan/Lewis Studio Apartments (1 shared double bedroom)

In addition to bedroom spaces, all suites/apartments contain a full kitchen, living/dining area, and one (1) bathroom.

The 6-Person Suite/Apartment Process and the 3-Person Apartment Process will take place as one process, followed by the 2-Person Apartment Process, which will also take place as one process.  Roommate group formation is specific to each random selection process.  For each random selection process, students will need to re-form roommate groups based on the required criteria.  Roommate groups must be fully matched and contain the correct number of students in order to be considered for the random selection process, meaning all students must confirm the group by either requesting or accepting other students. A seniority-driven, random selection will take place for each process utilizing the point average for each roommate group to determine successful groups, and the order for room selection.

Room selection will take place online in the Student Housing Portal.  Successful groups will be notified via email and provided with a specific room selection time and instructions for completing the online room selection.

Prior to the beginning of the application period, information will be posted in the Housing Portal under “Housing Lottery Statistics and Documents” regarding the number of available units.

Eligibility

All unassigned, returning upper-division students are eligible to participate in the suite/apartment processes.

6-Person and 3-Person Suite/Apartment Process (Begins Sunday, July 12, 2020)

6-Person and 3-Person Suite/Apartment Application:

Any student interested in participating in 6-Person and 3-Person Suite/Apartment Process must complete the 6-Person/3-Person Suite/Apartment Application in the Student Housing Portal between Sunday, July 12 at 12AM CDT and Tuesday, July 14, 2020 at 6PM CDT.

6-Person and 3-Person Suite/Apartment Roommate Groups:

All students participating in the 6-Person and 3-Person Suite/Apartment Process must form a roommate group of six (6) or 3 (three) students.

Forming a roommate group will run concurrently with the 6-Person/3-Person Suite/Apartment Application.  In order to form a roommate group, all students must first submit their 6-Person/3-Person Suite/Apartment Application.  Roommate groups can be formed between Sunday, July 12 at 12AM CDT and Tuesday, July 14, 2020 at 6PM CDT.  Roommate groups can be comprised of any eligible student regardless of sex or gender.

How to Form a 6-Person or 3-Person Roommate Group:

  1. Log into the Student Housing Portal
  2. Click on “Roommate Selection”
  3. Select “Roommates”
  4. Select “Fall 2020” as the term and click “Submit”
  5.  If any other student/s have already requested you as a roommate, the requests will show under “Pending Requests”. To accept requests, click the green box. To decline requests, click the red box.
  6. To request a student, utilize the “Roommate Search” function. Students are encouraged to search by VUnetID.
  7. Confirm that all members of your roommate group list the students they would like in the group under “Roommate Requests”.

Failure of one (1) or more students to accept all roommates will result in the group being ineligible for the consideration in the random selection process.

IN ORDER TO BE CONSIDERED A FULLY MATCHED ROOMMATE GROUP, ALL MEMBERS OF THE GROUP MUST EITHER REQUEST ONE ANOTHER OR ACCEPT ANY PENDING REQUESTS FROM OTHER GROUP MEMBERS. NO EMAILS OR COMMUNICATION REGARDING ROOMMATES WILL BE SENT TO STUDENTS FROM THE OFFICE OF HOUSING ASSIGNMENTS. STUDENTS ARE RESPONSIBLE FOR COORDINATING WITH ONE ANOTHER TO ENSURE GROUPS ARE PROPERLY FORMED. UNMATCHED ROOMMATE GROUPS WILL NOT BE CONSIDERED IN THE 6-PERSON/3-PERSON SUITE/APARTMENT RANDOM SELECTION PROCESSES.

6-Person and 3-Person Suite/Apartment Random Selection and Results:

Utilizing a seniority driven, random selection taking the point average of all groups, fully matched groups of six (6) students will be considered for 6-person suites and apartments.  Successful groups will be assigned a room selection date and time.  Groups with higher point averages will be assigned earlier room selection times.  Ties in point average will be broken via random selection.

Utilizing a seniority driven, random selection taking the point average of all groups, fully matched groups of six (6) that were unsuccessful in the 6-person suite/apartment random selection, and fully matched groups of three (3) students will then be considered for 3-person apartments.  Successful groups will be assigned a room selection date and time.  Groups with higher point averages will be assigned earlier room selection times.  Ties in point average will be broken via random selection.  Successful groups of six (6) students will select two (2) apartments during room selection.

Results will be announced via email on Wednesday, July 15, 2020 at 6PM CDT.

6-Person and 3-Person Suite/Apartment Room Selection:

Room Selection will take place online on Thursday, July 16, 2020.  Successful groups with selection times will be able to log into the online room selection fifteen (15) minutes prior the start of the room selection event in order to review the available spaces; however, room selections cannot be made until the groups scheduled selection time.  Please designate one (1) member of the group to complete the online room selection.  Groups are welcome to select any available space.  Groups participating the 6-Person Suite/Apartment room selection must select (1) apartment and cannot split to occupy spaces in more than one (1) apartment.  Groups of six (6) participating in the 3-Person Apartment room selection must select two (2) apartments.  Groups of three (3) participating in the 3-Person Apartment room selection must fill one (1) apartment.   If groups do not find a space they wish to select, they can leave the online room selection without selecting a space and participate in future processes without penalty.

2-Person Apartment Process (Begins on Sunday, July 19, 2020) 

2-Person Apartment Application:

Any student interested in participating in 2-Person Apartment Process must complete the 2-Person Apartment Application in the Student Housing Portal between Sunday, July 19, 2020 at 12AM CDT and Tuesday, July 21, 2020 at 6PM CST.

2-Person Apartment Roommate Groups:

All students participating in the 2-Person Suite/Apartment Process must form a roommate group of four (4) or two (2) students.

Forming a roommate group will run concurrently with the 2-Person Apartment Application.  In order to form a roommate group, all students must first submit their 2-Person Apartment Application.  Roommate groups can be formed between Sunday, July 19, 2020 at 12AM CDT and Tuesday, July 21, 2020 at 6PM CST.  Roommate groups can be comprised of any eligible student regardless of sex or gender.

How to Form a 2-Person Roommate Group:

  1. Log into the Student Housing Portal
  2. Click on “Roommate Selection”
  3. Select “Roommates”
  4. Select “Fall 2020” as the term and click “Submit”
  5. If any other student/s have already requested you as a roommate, the requests will show under “Pending Requests”. To accept requests, click the green box. To decline requests, click the red box.
  6. To request a student, utilize the “Roommate Search” function. Students are encouraged to search by VUnetID.
  7. Confirm that all members of your roommate group list the students they would like in the group under “Roommate Requests”.

Failure of one (1) or more students to accept all roommates will result in the group being ineligible for the consideration in the random selection process.

IN ORDER TO BE CONSIDERED A FULLY MATCHED ROOMMATE GROUP, ALL MEMBERS OF THE GROUP MUST EITHER REQUEST ONE ANOTHER OR ACCEPT ANY PENDING REQUESTS FROM OTHER GROUP MEMBERS. NO EMAILS OR COMMUNICATION REGARDING ROOMMATES WILL BE SENT TO STUDENTS FROM THE OFFICE OF HOUSING ASSIGNMENTS. STUDENTS ARE RESPONSIBLE FOR COORDINATING WITH ONE ANOTHER TO ENSURE GROUPS ARE PROPERLY FORMED. UNMATCHED ROOMMATE GROUPS WILL NOT BE CONSIDERED IN THE 2-PERSON APARTMENT RANDOM SELECTION PROCESSES.

2-Person Apartment Random Selection and Results:

Utilizing a seniority driven, random selection taking the point average of all groups, fully matched groups of four (4) and fully matched groups of two (2) students will then be considered for 2-person apartments.  Successful groups will be assigned a room selection date and time.  Groups with higher point averages will be assigned earlier room selection times.  Ties in point average will be broken via random selection.  Successful groups of four (4) students will select two (2) apartments during room selection.

Results will be announced via email on Wednesday, July 22, 2020 at 6PM CDT.

2-Person Apartment Room Selection:

Room Selection will take place online on Thursday, July 23, 2020.  Successful groups with selection times will be able to log into the online room selection fifteen (15) minutes prior the start of the room selection event in order to review the available spaces; however, room selections cannot be made until the groups scheduled selection time.  Please designate one (1) member of the group to complete the online room selection.  Groups are welcome to select any available space. Groups of four (4) participating in the 2-Person Apartment room selection must select two (2) apartments.  Groups of two (2) participating in the 2-Person Apartment room selection must fill one (1) apartment.   If groups do not find a space they wish to select, they can leave the online room selection without selecting a space and participate in future processes without penalty. Back to Top

Housing Waitlist

Any student who remains unassigned upon completion of the 2-Person Apartment Process, and needs on-campus housing for the Fall 2020 semester, should complete the Housing Waitlist Application.  In addition to available vacancies in suites/apartments, single rooms that come available due to housing cancellations from students who will not return to Vanderbilt, will be assignable via the Housing Waitlist.  Specific room types and building locations are not guaranteed.

The Housing Waitlist Application will be available in the Student Housing Portal between Monday, July 27, 2020 at 8AM CDT and Friday, July 31, 2020 at 6PM CDT.  Students will be assigned to spaces in the order in which they submit their Housing Waitlist Application.  Housing waitlist assignments will not be released until Friday, August 7, 2020.  Student who submit their Housing Waitlist Application after Friday, July 31, 2020 at 6PM CDT  will be informed of their room assignment after Friday, August 7, 2020. Back to Top

Special Notes

Semester Housing Rates for 2020-2021 Academic Year

The housing rate for the 2020-2021 academic year is $5,770 per semester.  This rate includes a $6 Vanderbilt Student Government fee per semester.

Notification of Roommates and Suitemates Regarding Vacancies in Group Living

Students who cancelled their housing for any reason (participate in 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 Office of Housing Assignments will immediately assign the canceled rooms to students in need of a room assignment unless notice is immediately received that the remaining roommate(s) or suitemates have a roommate/suitemate preference.  All vacant spaces are subject to assignment by the Office of Housing and Residential Experience at any time.

Terms of Contract

Once students have received their room assignments, they are housed for the entire year.  This means both FALL AND SPRING SEMESTERS, unless they withdraw from the university, take a leave of absence, graduate, participate in an out-of-town internship, 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 mid-year.

Room Assignment Changes

The Office of Housing Assignments must authorize ALL room changes.  Assigned students may not  occupy another room, even within the same suite/apartment.  Room change applications for both the fall and spring semester will be available beginning the first day of classes.

Conduct Regulations

Students are expected to abide by the policies and regulations stated in the Guide to the Housing Assignment Process, their housing contracts, other publications of the Office of Housing and Residential Experience, and in the Student Handbook.

All information provided on housing forms and applications 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 an application or forming a roommate/suitemate/hallmate group on behalf of an individual without that individual’s express consent is prohibited and may result in loss of assignment and disciplinary action.  Participating in a room selection process after receiving a room assignment is prohibited and may result in loss of assignment and disciplinary action.

Efforts to cause another student to change their 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.

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 cancelled 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 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 their roommate may request a room change.  Approval of such requests in not guaranteed. Back to Top