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).

  1. Get a list of available vacancies and a room change request form from the housing or an area office.
  2. 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]).
  3. 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.
  4. 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.
  5. Complete the move within 72 hours.
  6. 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 checkout inspection. Sign and return the completed RCF and old room key(s) to your old RA.
  7. Failure to complete the move and return these items by the deadline will result in improper checkout charges and possible lock change charges.
  8. Student Telecommunications (CNS), Residential Mail Services, and Hokie Passport Services Office will be notified of your change.
    1. Your authorization code for long distance will remain the same.
    2. 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.
    3. For students moving between residence halls; Hokie Passport Office will provide you dual access to both residences for 72 hours to complete your move.
  9. Contact your new RA to obtain the RCF and complete the check-in section for your new room assignment.

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

The Room Change Process can be engaged by students through the StarRez portal. Once in the portal, select Online Forms and follow the on-screen instructions for Room Change Requests.

Housing and Residence Life (HRL) 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.

If a room change is being considered due to a conflict with roommate/suitemates, it is the expectation that the residents have started with direct communication to attempt to resolve the concern. This resolution can be supported by the resident advisor or house supervisor who are trained in communication and conflict mediation. These student staff members are also supported by HRL professionals who may either support or directly address situations that are present. In short, a room change should not be seen as the default solution to a conflict, but rather a step in the resolution when lower-level solutions are considered.

Room change requests that involve specialized communities such as Living-Learning Communities, Residential Colleges, the Corps of Cadets, and Oak Lane Communities have additional requirements and may require the approval of program leadership beyond the submission of this form.

Consistent with University policy and federal law, no room assignment will be made or changed on the basis of race, creed, color, or national origin.

Any student making a room change without approval from Housing and Residence Life may be subject to student conduct referral and/or may be reassigned to the original assignment.

 

If your room change is approved, follow the steps below:.

  1. Complete the move within 72 hours
  2. Check out of your old room by contacting any RA in your old residence hall. Ask the RA to complete your checkout inspection.
  3. Failure to complete the move and return these items by the deadline will result in improper checkout charges and possible mailbox lock change charges.
  4. Student Telecommunications (CNS), Residential Mail Services, and Hokie Passport Services Office will be notified of your change.
    1. 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.
    2. For students moving between residence halls; Hokie Passport Office will provide you dual access to both residences for 72 hours to complete your move.
  5. Contact your new RA to complete your new room inspection.
  1. 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.
  2. If a student has difficulty in making a change, the Housing and Residence Life staff may make an administrative reassignment to another space.
  3. A room change is officially approved when students receives an approval email from Housing to their @vt.edu email address.
  4. Moving students will receive access on their Hokie Passport at the time of approval, and will have access to the new and old room to complete their room change.
  5. The actual moving involved in the room change must be completed within 72 hours after Housing Services has approved the change. If not completed within the 72 hours, the change approval may be rescinded, improper check-out charges and mailbox lock change fees applied.
  6. The room change is complete when the Room Inspection for the room that you are moving out of is completed by a Resident Advisor and returned with applicable mailbox keys to the area office that oversees the old room by a residence life staff member.
  7. 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 levels and/or 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 of approximately the [(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.  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.

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).

Note - in the event of a system-wide emergency that displaces significant numbers of students, this agreement will be immediately terminated and the vacant space used to meet sheltering needs of the resident population.

If you are interested in single-occupancy:

  1. Log into the StarRez Portal
  2. Click on "Online Forms" from the top menu
  3. Select "Single Room Buy-Out Request" from the dropdown menu
  4. Complete the online form by electronically signing the request
  5. Staff will evaluate and respond to your request normally within 48 business hours.

End of Semester Room Changes allow a person to move into a room where another student is planning to leave (due to graduation, transfer, withdrawal, or other room change) before a new assignment is made for the spring semester into that vacancy.

If you are interested in the End-of-Semester room change process :

  1. Log into the StarRez Portal
  2. Click on "Online Forms" from the top menu
  3. Select "End-of-Semester room change" from the dropdown menu
  4. Follow on-screen instructions

Person Leaving Requested Room:

Coordinate room access with person moving out and person staying in the room to move/store things in the room. The person moving in will store personal belongings on “person staying” side of the room so the room condition can be evaluated during the leaving student’s check-out process

STUDENTS MUST NOT GIVE THEIR HOKIE PASSPORT TO THE NEW RESIDENT.

Complete check-out process for room (clean room, complete checkout with the Resident Advisor) within 24 hours of last final exam (no later than 12 noon on 13 December 2018 unless graduating. If graduating, the deadline is 10:00am on 15 December 2018)

Update your mailing address in Hokie Spa

Person Moving Into Requested Room:

Submit your EOS Room Change form for the room you're requesting to move into and await approval. Do not start your move before you have received approval from the Housing Assignments staff.

Coordinate with person leaving and person staying in new room for access to the room to move/store things in the new room. Store personal belongings on “person staying” side of the room

Complete move and properly check-out of your old room (clean room, check out with the Resident Advisor within 24 hours after last final exam (but no later than 12 p.m. (noon), 13 December 2018)

The room that the moving student vacates must be ready for occupancy by a person assigned during the winter break. This includes to students that are moving from main campus to the Oak Lane Community for the spring.

Students cannot have belongings in both the old and the new rooms over the break.

Please Note:

The move is complete when all students have checked out of their old rooms and notified the housing office (as indicated in their approval letter) prior to the fall closing.

The move must be completed before the halls are closed for the winter break.

Students are not permitted to complete Express Checkouts if they are completing an EOS room change.

Failure to complete the move before the residence hall winter break closing WILL result in improper check-out charges, charges for the inability to use blocked room spaces, and a conduct referral.

Students moving to Oak Lane: Once you have completed your move please stop by the main housing office to receive a letter for Parking Services to update your parking permit.

All Room Changes are processed by staff in the main housing office, 144 New Hall West

Have each party involved with the room (the person moving in, the person moving out, and the person staying in the room) complete the form as appropriate starting on the next page. Requests without the proper approvals will not be approved.