Residents are assigned according to the preferences they indicate on their housing/dining contract and the space available at the time of their assignment. Returning undergraduates are assigned according to the priority established during the housing application process. Incoming freshmen, transfers, and graduate students are assigned in contract receipt order after returning students are assigned. In order for the assignment program to consider your roommate preference, the requests have to be mutual (both you and your preferred roommate need to correctly identify one another in a timely manner).
Change requests may be made via e-mail to firstname.lastname@example.org. Include the following in your subject line: Housing Change Request. Make sure to include your name and student ID number with your request.
- Requests without name/ID number will be deleted and will not be processed or acknowledged.
- Only submit your change request once. Multiple requests or combinations of e-mail requests, office visits, and follow-up calls do not increase the probability of receiving the requested change and will only slow the evaluation process.
Our ability to make the change is a direct result of the available space when we receive the request. Any changes are made at the discretion of the assignments staff.
Occasionally two students want to "swap" room assignments. If we hear from the two students approving such an assignments change, we will attempt the move. We must hear directly from the students involved in the swap - we will not move someone out of a space because you "think they won't mind." Students sending e-mails giving approval of such a switch must also include their student name and ID numbers as well as a notice as to what they are agreeing to do (including buildings and room numbers).
Assignments may be changed at the discretion of the housing office. While we attempt to minimize such changes, each year a small number of changes must be made in response to occupancy concerns.
Room Change Information
Room changes begin when a student receives a list of vacancies and a room change request form from their area office. Once a room is selected and the form is complete, the student should bring that form to the appropriate area office listed below. Moves should not begin until the area office has given approval. Failure to obtain prior approval on a move is a conduct offense.
Room changes are authorized by the area office that oversees the selected room. Please refer to the chart below to locate the correct area office.
|The building you are moving into:||Area Office Receiving Room Change Form:|
|East & Main Campbell, Main & West Eggleston, New Residence Hall East, Payne, Pritchard, Peddrew-Yates, and Slusher Wing & Tower||
Phone: 540- 231-9811
Barringer, Graduate Life Center at Donaldson Brown, Johnson, Miles, Newman, O'Shaughnessy, Lee, Vawter.
Phone: 540- 231-3419
|Ambler Johnston East & West, Oak Lane Community, Cochrane, Harper, Hillcrest, Lee, New Hall West||
Phone: 540- 231-5018
|Corps of Cadets: See your company commander or visit the Office of the Commandant.||
Phone: 540- 231-6413
- Get a list of available vacancies and a room change request form from the housing or an area office.
- Contact the individuals on the list. We strongly suggest you actually speak to the current resident. Get the necessary signatures on this form (new roommate, old and new resident advisor [RA]).
- Return with the completed form to the area office for that residence hall (as listed). If the space is still available, the office will give you process your requested room change.
- Receive the keys for the new room from the area office. You will have keys to both the old and new room while making the room change.
- Complete the move within 72 hours.
- Check out of your old room by contacting any RA in your old residence hall. Ask the RA to retrieve the Room Condition Form (RCF) for your checkâout inspection. Sign and return the completed RCF and old room key(s) to your old RA.
- Failure to complete the move and return these items by the deadline will result in improper checkout charges and possible lock change charges.
Student Telecommunications (CNS), Residential Mail Services, and Hokie Passport Services Office
will be notified of your change.
- Your authorization code for long distance will remain the same.
- Your mailing address will be updated in the University system. All mail addressed to your old University address will be forwarded. Please be sure to update your friends & family of your new mailing address.
- For students moving between residence halls; Hokie Passport Office will provide you dual access to both residences for 72 hours to complete your move.
- Contact your new RA to obtain the RCF and complete the check-in section for your new room assignment.
- Housing and Residence Life seeks to provide housing for as many students as possible, and to maintain a residence hall environment that is conducive to student development. To affect these goals, Housing Services reserves the right to assign persons to all vacant spaces, to make room changes, and to approve/refuse room changes. Consistent with University policy, no room assignment will be made or changed on the basis of race, creed, color, or national origin.
- All parties to the room change must indicate their agreement to the request for the room change by signing this form, except in the case where Housing and Residence Live is administratively assigning a student to a vacancy. If a student has difficulty in making a change, the Housing and Residence Life staff may make an administrative reassignment to another space.
- A room change is officially approved when this form is completed and returned to the appropriate housing office, and processed by that office.
- Moving students will receive their new keys at the time of approval, and will have possession of keys to the new and old room to complete their room change.
- The actual moving involved in the room change must be completed within 72 hours after the appropriate area office has approved the change. If not completed within the 72 hours, the change approval may be rescinded, improper check-out charges and lock change fees applied.
- The room change is complete when the Room Condition Form (RCF) for the room that you are moving out of is completed by a Resident Advisor and returned with room/suite keys to the office that oversees the old room by a residence life staff member.
- Any student making a room change without approval from Housing and Residence Life may be subject to disciplinary action and/or may be reassigned to his original assignment.
Students who currently do not have a roommate may request to have their room converted to single occupancy for the current semester. Housing and Residence Life reserves the right to approve or disapprove requests as necessary due to occupancy management concerns. By completing and returning the single-occupancy "buy out" form to the Housing and Residence Life office, the student agrees to have the single room charge [(current semester rate minus telecommunications charge) divided by 2] added. This fee is prorated if the move occurs during the semester.
A limited number of rooms that become completely vacant due to both students moving out and/or no-showing for the fall term may be available for students if they wish to pay for single occupancy. A waiting list is available in the Housing and Residence Life office for these rooms. These are available on a first-come, first-served basis; however, they seldom occur.
Students who do not purchase single occupancy or are not offered a single room "buy out" offer have contracted for a multiple occupancy room. Vacancies in multiple-occupancy rooms are assignable at any time during the semester. Students in these rooms may not refuse roommates assigned by Housing and Residence Life.
After all students have been assigned for spring, students who have requested single occupancy in their current rooms will be provided with single occupancy if space allows. If a shortage of multiple-occupancy rooms for spring occurs, the remaining unassigned students will be distributed according to the room occupants date of filing for single occupancy in reverse date order.
All furniture must remain in the current room. This offer does not apply to members of the Oak Lane, Corps of Cadets, and graduate housing communities.
All rooms will return to multiple-occupancy status for the next academic year (except for the permanent single-occupancy rooms in Payne).
If you are intersted in single-occupancy, download and complete the Single-occupancy "Buy Out" Room Agreement.
Students who want to move into an anticipated room or bed space being vacated due to graduation, withdrawal from school, transfer, etc. at the end of the fall semester should download the End of Semester (EOS) Room Change Request form or pick up a copy from the appropriate area housing office. Forms are also available in the Housing and Residence Life office. Completed forms will not be accepted until after students return from Thanksgiving break.
For approval of the change, the EOS room change form requires the following signatures: the person leaving, the person staying in the room, and the person moving into the room. Additionally, the moving student's old resident advisor as well as new resident advisor need to sign the form. Students with approved EOS room change requests must make arrangements with the occupants of the new room to move their belongings into the new room before residence halls close for winter break and are required to complete a proper check-out of their current room assignment before winter break.
All moves must be completed according to the instructions on the form before the winter break. Failure to complete the moves in the specified manner will result in improper check-out charges, possible lock change charges, and a possible conduct sanction.
Any bed space that is empty at the end of the fall semester is open for assignment during the break to new students, returning co-ops, and students readmitted to the University. Students completing EOS room changes cannot keep personal items in both rooms as that would limit the use of the available space for spring semester assignments.