Room Assignments and Changes
Each Spring semester, current students participate in Room Draw. This annual event is the process through which students are assigned on-campus housing based on policies, procedures and student recommendations that are continually evolving as students’ needs change and residence space is redefined. To participate in Room Draw, students must be financially cleared, meaning a student’s current account shows a zero balance.
The Bursar continually updates and closely communicates with the Office of Residence Life about financial matters that may affect a student participating in Room Draw. Students must resolve all financial and class-credit matters with the Bursar and the Registrar before participating in Room Draw.
Typically in late April, students are assigned random numbers according to their Room Draw class level. The Room Draw class level does not take into account credits earned when the student was not enrolled at a college or university (e.g. Advanced Placement, International Baccalaureate credits, etc.). It does consider credits earned from another college/university that transferred to Bard as well as those earned through the Bard High School Early College program. Room Draw numbers cannot be traded or reassigned to another student. This number determines the order in which a student selects a room.
Students should not participate in Room Draw if they intend to transfer, take a leave of absence or move off campus the following year.
The high demand for on-campus housing necessitates that all spaces be fully occupied. In the event a roommate with whom a student selected a room does not return, the space will be filled by a student from the To Be Assigned (TBA) list, a student requesting a room change, a new student, or a transfer student. Whenever possible students will be contacted by the Office of Residence Life & Housing and asked about preferences for a new roommate. Student input is an important factor in how that space is filled, and students are encouraged to be proactive about working out amenable solutions. Students may also have the option of moving to another space, again in consultation with the Office of Residence Life & Housing.
Additional detailed information regarding Room Draw is sent to all students via campus mail prior to Room Draw. The same information is available via the Residence Life & Housing website at http://www.bard.edu/reslife/
Information sessions for Room Draw and students who wish to move off campus will also be held during the Spring semester.
Students who want a change in their housing assignment may request to do so by meeting with the appropriate Area Coordinator and completing a Room Change Request form. Room changes are not considered until after the first two weeks of the semester and are limited by room availability. Students should not assume a room change will be granted upon request. A maximum of two room changes will be permitted per academic year. Students who switch rooms without the consent of the Office of Residence Life & Housing are fined $100 and risk losing permission to participate in the next Room Draw.
The Director of Housing uses discretion to determine what changes should be made in order to facilitate the appropriate housing of the maximum number of students or to address special needs. It is incumbent on the student to be available to discuss these changes. Unless otherwise agreed to by the Office of Residence Life & Housing, all students must complete room changes within 72 hours or risk losing permission to change their room. Completing a room change also includes returning the keys from the space a student is moving from. If a student does not return keys to the Buildings and Grounds department within 24 hours of picking up a new set of keys, the student will be charged for a lock change and key replacement. Room changes may be made in emergency situations at the discretion of the Office of Residence Life & Housing.
Throughout the year, any open space in college housing may be filled at the discretion of the Office of Residence Life & Housing. Whenever possible, residents with open spaces in their room are consulted before someone is placed in the space. Although this resident cannot deny another student the vacant space within a room, decisions are made in consultation with current residents, and their concerns are taken into account when appropriate and possible.
Students are strongly encouraged to be proactive regarding their housing and not allow small issues to grow into larger ones. It is not always possible to be moved when a student wants to be moved. The earlier a problem is brought to the attention of the Residence Life & Housing staff the earlier efforts can be made to resolve the conflict in an agreeable manner. A student requesting a room change because of conflicts with his or her roommate or other residents must first discuss the situation with a peer counselor, who can provide mediation or refer the situation to the appropriate Area Coordinator. The Area Coordinator will determine if mediation should be continued or if a room change is warranted
Students must have permission from the Office of Residence Life & Housing to swap rooms. First-year students may only swap with other students in doubles or triples in designated first-year buildings. Students must meet with the Area Coordinator before any room-swap requests are honored. No room swaps are honored until the Monday following the end of the first two weeks of classes. In any circumstance involving multiple occupancy rooms, everyone involved must indicate approval of the room swap in writing. Students who switch rooms without the consent of the Office of Residence Life & Housing are fined $100 and risk losing permission to participate in the next Room Draw.