Room Change Requests

Application At-A-Glance: The Request for Room Change can be found students' on Housing Central home page when available.  The request will ask for some demographic information for our records, roommate preference (if you have one), building preferences, and any other information you think would be helpful for our staff in the re-assignment process.

This request is for students wishing to be re-assigned to available space in their desired residential area, room type, bathroom type, or with a preferred roommate.  These types of requests are based on the availability of space and may not always be possible during the course of the semester. 

This request is also available for students who wish to swap room assignments. Room swap requests are granted as long as both students consent to swap rooms/assignments and can take place very quickly.  

Application Available:

  • The Request for Room Change will be available for all students after the first two weeks of classes during the Fall and Spring semesters until the month before the halls close for the semester.  This ensures that our staff has the ability to verify all students' presence on campus and that they have moved into the correct assignment at the start of the term and to prepare for our closing processes at the end of the term.
  • If a student feels that they need a room change outside of the time the Request is available on Housing Central, they must contact their Residential Life Coordinator to request an exception to the room change freeze.  These requests will only be granted in exceptional circumstances.

Assignments:
Requests for room changes are granted based on a number of factors, the most important of which is available space.  We strive to keep our residential occupancy at 100%, so a room change may not be an option if If approved, the student will need to change rooms as directed and follow proper move-out procedures.

Requests for a room swap with another student will be granted when both students submit a request on Housing Central and receive approval from their Residential Life Coordinator.

Fall 2021 Procedures

Please note that the application Room Change Request - Fall Semester 2021 will be available on Housing Central on Monday, August 30, 2021. All room change requests must follow the timeline below:

  • 8/19/2021 - Room Freeze Begins
  • 8/30/2021 - Room Change Form Available on Housing Central
  • 11/1/2021 - Last Day to Submit Room Change Form (due at 11:45 pm)
  • 11/2/2021 - Room Freeze Reinstated for the Remainder of the Semester

Types of Room Changes:

Room Reassignment: After going through an extended mediation procedure between roommates and the Residential Living and Learning staff, the Residential Life Coordinator has the discretion to process a room reassignment.

One-for-One Swap: Two (or more) residents from different rooms desire to swap direct room assignments.

Vacancy Pull-in: If a vacancy exists within a room a resident can preference another resident within 72 hours of the vacancy becoming available.

Room Change Procedure (please read carefully): 

Room Reassignment:

  1. The resident must inform the Resident Assistant (RA) of a conflict between roommates.
  2. The RA, who is trained in conflict mediation, will require a meeting with the roommates to work through the conflict and revisit expectations.
  3. The RA will meet with the Residential Life Coordinator for their building to discuss the mediation meeting.
  4. The RA will follow up with the roommates to determine if the conflict between the roommates has been resolved. If the mediation was successful, the room reassignment procedure stops here.
  5. If the conflict is not resolved, the RA will inform the Residential Life Coordinator to discuss if another mediation is needed.
  6. The Residential Life Coordinator will require a meeting with the roommates to discuss the continued situation.
  7. The Residential Life Coordinator or their designee will follow up with the roommates to determine if the conflict between the roommates has been resolved. If the mediation is successful, the room reassignment procedure stops here.
  8. If the conflict is not resolved, the Residential Life Coordinator will determine the continued living situation.
  9. The roommates will be informed by the Residential Life Coordinator of their decision to grant/not grant a room reassignment.
  10. If granted, the Residential Life Coordinator will provide all involved residents access to the Room Change Form which must be completed according to the directions given by the Residential Life Coordinator.

One-for-One Room Swap Procedure:

  1. Two (or more) residents from different rooms inform their Resident Assistant (RA) that they desire a One-for-One Room Swap.
  2. All involved residents will schedule a mandatory meeting with the RA to discuss the potential new living situation if within the same building. If between buildings the meeting will be with the current building’s Residential Life Coordinator.
  3. The RA will meet with the Residential Life Coordinator for their building to discuss the meeting. Step skipped if RLC holds meeting.
  4. The Residential Life Coordinator will either determine if there is an underlying problem between the old roommates which requires mediation. If so, the One-for-One Swap Procedure is stopped and the roommates will be required to go through the Mediation Process.
  5. If there is no conflict, Residential Life Coordinator will determine if the One-for-One swap can occur.
  6. The Residential Life Coordinator will inform the residents of the decision. The decision of the Residential Life Coordinator is final and cannot be appealed.
  7. If granted, the Residential Life Coordinator will provide all involved residents access to the Room Change Form which must be completed according to the directions given by the Residential Life Coordinator and no later than the dates specified in the Room Change Period.

Vacancy Pull-In Procedure: There are two types of Vacancy Pull-ins.

A resident currently has a vacancy in their room from the beginning of the semester:

  1. A resident informs their RA that there is a vacancy in a room that they desire to be reassigned.
  2. The RA will schedule a mandatory meeting with the resident requesting to be pulled into the vacant room and their current roommate(s) to discuss the current living situation.
  3. The RA will meet with the Residential Life Coordinator for their building to discuss the meeting.
  4. The Residential Life Coordinator will determine if there is an underlying problem between the old roommates which requires mediation. If so, the Vacancy Pull-in Procedure is stopped and the roommates will be required to go through the Mediation Process.
  5. If between areas, the Residential Life Coordinator will confer with other Residence Life staff to determine if the Vacancy Pull-in can occur.
  6. The Residential Life Coordinator will inform the residents of the decision. The decision of the Residential Life Coordinator is final and cannot be appealed.
  7. If granted, the Residential Life Coordinator will provide all involved residents access to the Room Change Form which must be completed according to the directions given by the Residential Life Coordinator and no later than the dates specified in the Room Change Period.

A resident’s roommate withdrew from housing or will be graduating, studying abroad, or reassigned to another room:

  1. Staff in Residential Living and Learning (i.e., the Coordinator of Assignment Processes & Communications) will email the remaining resident to inform them that they will have a vacancy in their room.
  2. If the resident has a preferred roommate, both the resident and the preferred roommate must email the Residential Life Coordinator informing their desire to be reassigned together. [This does not guarantee the room reassignment. It is used solely for the Residential Life Coordinator to place a hold on the room.]
  3. If both residents emailed the Residential Life Coordinator within 72 hours, the RA will schedule a mandatory meeting with the resident who is requesting to be reassigned into another room and their current roommate(s) to discuss their current living situation. If both residents do not email the Residential Life Coordinator within 72 hours, the residents will no longer be able to preference a roommate and the Housing and Residential Life Office will retain the right to place any suitable resident in that vacancy.
  4. The RA will meet with the Residential Life Coordinator for their building to discuss the meeting.
  5. The Residential Life Coordinator will determine if there is an underlying problem between the old roommates which requires mediation. If so, the Vacancy Pull-in Procedure is stopped and the roommates will be required to go through the Mediation Process.
  6. If between areas, The Residential Life Coordinator will confer with other Residence Life staff to determine if the Vacancy Pull-in can occur.
  7. The Residential Life Coordinator will inform the residents of the decision. The decision of the Residential Life Coordinator is final and cannot be appealed.
  8. If granted, the Residential Life Coordinator will provide all involved residents access to the Room Change Form which must be completed according to the directions given by the professional Residence Life staff member and no later than the dates specified in the Room Change Period.

Requirements for a room change to be completed:

  • The resident has followed all above procedures to obtain permission from Residential Life Coordinator to receive a room change.
  • All affected residents must agree with the room change.
  • Residents are not permitted to move into a vacant double-occupancy room by themselves; they must have a roommate chosen to keep maximum room occupancy.

Frequently Asked Questions

What is a Room Change Request?

 A room change request is a form on Housing Central where you can submit to request a preferred room, a preferred roommate, or general request to move to a specific location. The request will be reviewed by your Residential Life Coordinator. Each room change request is reviewed and a decision is made dependent on the space available and the student's specific room change request. It is important for you to provide all the requested information contained within the document, so that the staff may best meet your needs.  Requests will be considered based on space availability

Who do I need to speak to about my room change?

We highly encourage all students to speak with their RA first. Once a conversation is held with the RA and the student can reach out to their Residential Life Coordinator to speak about the room change request in detail. This is recommended for students experiencing roommate conflict or have other concerns that the RLC can address. 

When can I move?

If your request is approved, you will receive an email through your Stetson email account with instructions to move to a new assignment. Please do not move before receiving instructions.  If a student moves prior to having approval that student will go through community standards. We recommend students review the Guide to Residential Living & Learning as well as Stetson University's Community Standards.

Can I ask for my room change to be deleted or not considered after I submitted it?

If you decide you no longer want to move please email [email protected] and we will ensure to cancel your current request. At that time RLL will turn your request to draft therefore if you decide later on to submit it again you have the ability to do so. 

Can it be guaranteed for me to move?

A room change request is not guaranteed. Residential Living & Learning will not guarantee any room change or assignment. All room changes and assignments are dependent upon the space available and the student's preferences. 

What if I do not get my specific building or roommate preference?

We move students based on their requests and the space available. Therefore, RLL does not move students to space unless the RLC offers a different space to you and the student accepts. For example, if you request to be moved to Emily, but space is only open in University Hall the RLC can reach out to you to offer the space. If you accept RLL will proceed to move you. If you decline RLL will not move you. 

Does a room change cost more?

Students are not charged for submitting a room change request. However, if a student moves to a space that does cost more than their current space then the student account be adjusted accordingly. If you have questions regarding rates, please go to our Residence Hall Rates page.