Room Switch Procedures
These procedures come into effect on Sunday, September 1, 2013. We do not accept requests for a room switch before that date.
We understand that there will be times when students may be unhappy with their room assignment. Our goal is always to improve that situation. However, with approximately 2,400 beds in residence, and often few (if any) vacancies, we are sometimes unable to accommodate requests for a room switch. For example, it is extremely unlikely that there will be any room switches before Thanksgiving. The only exception would be a rare case where there were extraordinary circumstances and a suitable room was available. This would be done in consultation and coordination with the residence Don, Head Resident and the Manager of Residence Admissions and Administration.
The following outlines the procedures that should be followed when a room change is being requested:
1. Medical Reasons
The student should contact the Manager of Residence Admissions and Administration by e-mail (firstname.lastname@example.org) to explain the situation and outline exactly what kind of accommodation they are seeking to move to. Supporting documentation will be required from a medical professional. Students in this situation would be considered a high priority for a room switch.
2. Roommate Or Housemate Conflict
The student should contact their Don. The Don will offer advice in the first instance but if the student feels unable to resolve the problem unaided, the Don will offer to undertake a mediation. If that fails, the Head Resident will be brought in to help. If the Head Resident feels that the only successful resolution is for a student to switch rooms, a recommendation will be made to the Manager of Residence Admissions and Administration which will be prioritized high, medium or low depending on the circumstances.
3. Simply Wants To Be In A Different Spot
The student should contact the Manager of Residence Admissions and Administration by e-mail (email@example.com) to explain the situation and outline exactly what kind of accommodation they are seeking to move to. These requests will automatically be ranked as a low priority.
When there is a group of students who wish to "swap" rooms, i.e. have a direct switch of rooms between known people, they must first discuss the matter with their Don. The Don will ensure that all parties are in agreement and that no-one has been coerced into the move. The Don will submit the request to the Manager of Residence Admissions and Administration for approval and implementation.
If a student refuses to participate in a mediation they will be ranked as a low priority for a room switch. A mediation will precede any switch into a double room where one student is already living.
Any available rooms will be assigned based on priority and date received, i.e. high priority will be assigned first, in order of date received. Issues of confidentiality dictate that the priority ranking of others will not be discussed with any student.
When Moves May Take Place
Students for whom a room switch has been agreed will be able to collect the keys to their new room from the appropriate Service Desk any time from 2pm onward on Friday afternoon and may have until 6pm on Sunday to complete their move. The keys to their old room must be returned to the appropriate Service Desk no later than 6pm on Sunday. If students complete their move in a shorter space of time they are encouraged to return their old keys as soon as they have finished with them. If a student fails to return keys by the Sunday deadline, a lock change will be initiated at the student's expense.
There will be no room switches over the exam period in December except in very exceptional circumstances.
Zippered Mattress Protector
Students switching rooms should take the zippered mattress protector from their old bed to the Service Desk when they check out of their old room. A fresh mattress protector will be on the bed in their new room. Students swapping rooms should take their old zippered mattress protector to the Service Desk when they go to exchange keys and they will be given a clean mattress protector to put onto the mattress in their new room.
It is only in very exceptional circumstances that a student will be allowed to switch rooms during the week. Anyone who is unable to switch rooms over the weekend may appeal to the Manager of Residence Admissions and Administration by sending an e-mail to firstname.lastname@example.org explaining their exceptional circumstances.
Students will be charged according to the fees set out in the Residence Fees page on our web site. When a student moves to a new room, the rate they are being charged will be effective from the date of the room switch. For example, a student moving from a double room to a single room will pay the single room rate from the date of the room switch.
Final Date For Changes
There will be no room switches after the Friday of Spring Reading Week nor will anyone new move into residence after that day other than in very exceptional circumstances.