Room Assignment Policies and Procedures
Board of Trustees Policy
In compliance with the Louisiana Board of Trustees resolution, it is the policy of the University that all unmarried, full-time, undergraduate students with 80 hours or less, regardless of age or whether or not emancipated, will be required to live in a residence hall as long as space is available. Students found violating this policy will be required to move into the residence hall system and pay full room rent for the quarter in which the violation occurred.
Forms for making application for consideration of the exemption from the on campus residence requirements may be obtained from the Office of Student Affairs, Keeny Hall 305. Forms must be returned at least 25 days prior to the first day of registration for the quarter of the application in order to ensure full consideration before registration. Action taken on applications received on time will be emailed not later than five days prior to first day of registration for the quarter. Residence hall accommodations are operated on a room and board plan: all undergraduate students, living in the residence hall system, must pay for the two services.
You may remain in the same room during the academic year unless you request a room change at the Residential Life Office or unless the room in available due to repairs, renovations, closure, disciplinary relocation, or consolidation. During the Winter quarter students living by themselves may be asked to find a roommate. In the event that a roommate is not found, Room Assignments will assist students by providing a list of rooms that have been leased at the double occupancy rate, when requested. After the posted deadline date, students will be charged the private room rate until the room is cancelled or filled by an additional roommate. Consolidation does not apply to those paying a private room rate.
New residents are assigned a room on the basis of the date their completed applications are received by the Department. "New" assignments for each Fall Quarter are made after current returning residents have chosen their rooms. Roommate requests for new students must be mutual and made by the time room assignments are made. Roommate requests are not guaranteed. All assignments are made according to these priorities.
Opening and Closing of Halls
The dates for the opening and closing of all residence halls are posted in the University Calendar. A limited number of halls are open each summer. Residents not living on campus during Summer Quarter must check out at the end of Spring Quarter, and those living on campus for Summer Quarter must change rooms to their new location or check out before buildings close at the end of Spring Quarter. All buildings close at the end of Summer Quarter and all residents must check out; however, quarter break housing is available. Residents who vacate a hall after its posted closing time without authorization will be assessed a fee.
A limited number of residence halls are open for summer. Students who will not be living in the summer halls must move at the end of Spring Quarter. Those living in the summer halls must check out of their current assignment before the residence halls close at the end of spring quarter, unless they are to live in that hall for the summer quarter. Those who stay in their current room must sign a room reservation card at the specified time to guarantee that room. Residents will not be able to enter the residence halls or their rooms during quarter breaks unless registered for quarter break. Key fobs are deactivated and all buildings are secured.
Residents will be required to reserve their on campus space during the spring quarter in preparation for the subsequent fall quarter. Residents will pay a $100 non-refundable reservation fee to secure a fall assignment each year. Students may opt to cancel their reservation at any time but will not receive a refund of their reservation fee.
You may contract a private room on a space-available basis by signing a private room contract at the Residential Life Office. Typically, private rooms are not assigned to freshmen for fall quarter. Private room rates are announced quarterly on the University's fee sheet. If the contract is signed after the beginning of a quarter, the price is prorated. To revoke a private room, a roommate must be secured at the Residential Life Office. There is no refund of private room rent. Canceling a private room at registration does not cancel your contract. Private rooms for the fall are only available as space permits and at the discretion of the Residential Life Office. Private room availability for other quarters is issued when space is available.
When you check in or change rooms, a room condition card is given to you. You should complete the form, paying close attention to the condition upon arrival. Damages should be noted in detail. Damage charges will be levied for the discrepancies between the card and the condition of the room upon your check out of the room. Instructions for filling out the room condition card are listed on the card; however, if you need assistance, ask a Residential Life staff member. Maintenance issues that need attention should be turned in via a work order during check ins. Staff members can assist students with this process.
All room changes must be initiated in the Residential Life Office located on the first floor of Wyly Tower in the BARC. Each student who will be moving must be present to request permission to change. If all students moving cannot be present, one student must have written authorization for the change from the absent student(s) including the signatures, student numbers and a copy of the students' IDs for all involved in the move. You must first go to the Residential Life Office to secure written permission before any change or transfer of belonging takes place. Moving without permission is a $50 fine. Also, failure to complete a room change within twenty-four hours can result in a $50 fine.
Use the following procedure in making a room change:
- Get a room change slip from Room Assignments at the Residential Life Office.
- Take the room change slip to the building you are moving into. The RA will give you a key and a fob along with a room condition card for the new room.
- Remove all of your belongings from the old room. Sweep, mop, and clean your area of the old room. Locate an RA and tell them that you are completing a room change. The RA wills sign the slip after checking you out of the old room. The RA will keep your slip for changing rooms.
- Fill out a room condition card for the new room and return it to an RA.
Room changes are not complete until keys to the old room have been returned. Fines will be assessed for any changes not completed within twenty-four hours. Extensions are granted only by the Director and must be requested prior to the actual documented room change.
End of the Quarter Room Changes
End of the quarter room changes occur at the end of each quarter so that current students may have a longer period to move into a new room for the upcoming quarter. For an end of quarter room change, you must check out from your old room before residence halls close for the quarter (typically at noon the day after classes end). Failure to make an end of the quarter room change in the proper manner or within the allotted time can result in a $50 fine. Only spaces that are currently available will be up for choosing. Spaces are not available until check out documentation is received in the Department of Residential Life.
Responsibility for Damages
Damage to a room is the responsibility of the room's residents. Any resident or guest who causes damages or allows damages to occur in a student room or in or around the residence halls will be required to pay for the restoration of that area. If it cannot be established which resident caused or allowed the damage in a room, all residents of the room will be held equally responsible for restoration costs. In addition students are subject to university disciplinary actions as well as possible criminal prosecution. The resident is responsible for all damaged items in his or her room not reported on the room condition report given to the resident at check in. Repair and replacement costs can be substantial. Department administrators determine the actual repair or replacement costs. Only the Department can authorize repairs or modifications in the residence halls.
When you change rooms or move from the residence halls, you must be checked out by an RA. The RA must be notified in advance, if you are not checking out during regular scheduled checkout times. If you are checking out at the end of the quarter, you must do so before the building closes or you will be fined. Residents who vacate a hall after its posted closing time without authorization will be assessed a fee. Residents will be notified of building closing times via their Tech email as well as through flyers located within the residence halls. All residence hall students must check out before the close of each spring quarter. Only students who will be remaining in their same rooms during summer do not check out during spring quarter. All student rooms are vacated between summer and fall quarters. The student who leaves the resident halls system and remains in school will forfeit the unexpended portion of room rent for the quarter.
Use the following procedure in checking out of a residence hall:
- Move everything out from your side of the room. Sweep, mop and clean your side as well.
- Locate a resident assistant to complete the check out procedures. The RA will retrieve your room keys, once he/she has assessed the room for any damages. The RA will compare your room condition report (completed at move in) to the room's current condition and fill out a checkout slip. You should retain your copy of the checkout slip.
- In the unlikely event that a resident assistant is not available, you may pick up an express check out form from our office to complete, enclose the key and place in the locked blue box at the front desk of your resident hall or in the laundry rooms at the apartments.
Students leaving the residence halls without checking out will be charged for lock changes, fines and other associated charges.
Relocation and Consolidation
Any student, when deemed necessary by University officials, may be moved to a mother room or another residence hall. In order to make the most efficient use of all residence halls, the University reserves the right to close any resident hall and move its residents to other buildings. As stated on the initial housing application, the Department of Residential Life adheres to the policy that any student contracting at the double occupancy rate must retain a roommate at all times in order to avoid additional fees.
At approximately the third week of the winter quarter, students who have not paid for private rooms and are living alone will be notified by the Residential Life Office to take one of the following steps:
- Come to the Residential Life office to choose another room.
- Find a roommate and follow rooms change procedures. The Res Life staff can assist any resident with this process.
- Contract with the Res Life office for a private room and pay the prorated charge for the remaining days of the quarter. Private rates will be continual until a private room is cancelled and a roommate is secured.
- If no move or roommate is obtained by the deadline, a student will be charged private room fees for the remainder of the academic year.
The student should be aware that a space in his or her room is considered vacant and may be chosen by another student at any time.
Every effort is made by the University to keep room rent as low as possible for all students. It is the policy of the University that students contract for room rent on a quarterly basis. Residence hall accommodations are operated on a room and board plan: all students living in the residence hall system must pay for the two services. Requests for information pertaining to room rates should be made to the Res Life office located in the BARC.
Residence Hall Room Contract
The residence hall room contract is a legal document, an agreement between the student and the State of Louisiana Board of Trustees for State Colleges and Universities. Any questions regarding the contract should be addressed to the Department's staff in the BARC; residence hall student staff members are not authorized to offer interpretation concerning any of the contract provisions. This contract is made and accepted subject to the applicable provisions of the University Catalog and University publications.