Fall 2018/Spring 2019 Academic Year Room Selection Information & Procedures

 

 

CHECKLIST:

  • Make arrangements with the Business Office to clear any financial hold you may have by February 24.
  • Submit your Statement of Intent Form by February 12, 2018, and your housing application by March 16, 2018.
  • Educate yourself about the different types of housing facilities Jackson State University has so that you can select wisely.
  • Talk to your current roommate(s) to determine if you want to remain in your current space together.  If you want to return to your room but not with each other, determine who has the lowest draw number.  That person will be getting the room. The other person will need to decide on a new space.
  • Talk to your parent(s), financial supporter, etc. about where you would like to live in the coming year.
  • Talk to your friends and roommate(s) about where and with whom you would like to live in the coming year.
  • Gather all of the friends with which you wish to room and decide who will be the Room Representative at the Room Selection Process. (You may all attend, but you don’t have to as long as you send a Proxy Form with your Room Representative.)
  • Determine who in your roommate group has the lowest draw number.  Your Room Representative should attend the Process according to that number.
  • If you cannot attend the Room Selection Process at the time you are supposed to, decide who is going to be your Proxy or Room Representative.
  • Give your Proxy Form to your Proxy or Room Representative. If you are not available, an email to your Proxy giving them permission and instructions will suffice. They should print the email and bring it with them to your Room Selection time.
  • Know your day and time to attend the Room Selection Process.
  • Bring your current JSU student ID to the Process.
  • Be prepared with a backup plan in the event that your first or second choices are not available.
  • Draw numbers are based solely on class-cohort and date of application. Each student will have a unique draw number.
  • Each roommate group or room representative should attend the Process according to the lowest draw number of the roommate group.  Draw numbers will be announced by March 24.

 

 

DEFINITIONS

Abroad Students Graduate Students Roommate Group
Absent Student J-Card Room Representative
Assistance Animals LOA Room Returners
Class-Cohort  Master's Student Statement of Intent
Draw Number Medical Placements Study Abroad
Dirty Swapping Off-Campus Proxy
Financial Supporter         Traditional Halls Temporary Space Resident
Roommates Resident Assistants & GA Applicants          Transfer Students

 

 

 ABROAD STUDENTS

See “ STUDY ABROAD” and “ OFFCAMPUS” for important information.

 

 ABSENT STUDENT

A student who is currently studying abroad, on Leave of Absence (LOA) or otherwise not enrolled in classes on the Jackson State University campus during the Room Selection Process; Any student who cannot attend the Process due to class, rehearsal, work, athletics, etc.

If you are unable to attend any portion of the Process and a room representative attend for you, you may designate a Proxy to act on your behalf. This is especially important for students who are currently Abroad, on a Leave of Absence, or who desire to choose a single. If you do not participate in the Room Selection Process, you will be assigned a room after all other students have selected housing.

Room Selection Proxy forms are available here and in the Residence Life Office, Campbell College Suites – North, Suite 119. They must be signed by the Proxy and brought to the Room Selection Process. A printed email from the absent student to the Proxy with selection choices may be substituted for the form.

Absent students are responsible to appoint and communicate with their Proxy. We understand that absent students may not be able to sign the form.  A printed email from the absent student to the proxy with selection choices may be substituted for a signature.

 

ASSISTANCE ANIMALS

If you have questions about service animals, contact the Office of Disability Services. Returning students seeking approval for an assistance animal must apply for consideration for an assistance animal by March 1 for the following fall semester and November 1 for the spring semester. For new incoming students the deadlines are May 1 and November 1.

 

CLASS-COHORT

Students will receive housing draw numbers based on their class-cohort: the year they arrived at Jackson State University.

  • Students who arrived in or prior to Fall 2014 are considered Current Seniors and will have a draw number between 1000-1700.
  • Students who arrived in Fall 2015 are considered Current Juniors and will have a draw number between 1701 and 2400.
  • Students who arrived in Fall 2016 are considered Current Sophomores and will have a draw number between 2401 and 3100.
  • Students who arrived in Fall 2017 are considered Current Freshmen and will have a draw number between 3101 and 4000.

 

DIRTY SWAPPING

Dirty Swapping is NOT allowed and anyone suspected of participating in such a swap may lose their spot and be reassigned. A Dirty Swap is when two (or more) students sign up for a specific residence and then, at a later date, switch with other students who may or may not be eligible to live there.

Example:

Mary and Sara are both Current Juniors and sign up to live in University Pointe. Just before school starts Sara decides to let us know that she will not be returning to Jackson State. Mary will have to choose a new roommate from her current class-cohort or higher, or from the Wait List, or Residence Life will have the option to place someone with her from the Wait List, or Mary may lose her spot and be reassigned. All residential facilities will be filled to capacity at opening.

Similar scenarios occur in triple rooms where three students sign up for a triple but only two actually return to campus in the fall. In these cases, the remaining students may bring in a third new roommate from their current class-cohort or higher, or from the Wait List, or Residence Life will have the option to place someone with them from the Wait List, or they may lose their triple and be reassigned to a double. All residential facilities will be filled to capacity at opening.

To reiterate: if there is a vacancy, be assured that Residence Life will fill it if you do not.

 

DRAW NUMBER

Draw numbers are based solely on class-cohort. Each class-cohort group will have its own set of unique draw numbers, which will be randomly assigned to students within that class-cohort group.

  • 1000 – 1700 (Current Seniors/Graduate Students)
  • 1701 – 2400 (Current Juniors)
  • 2401 – 3100 (Current Sophomores)
  • 3101 – 4000 (Current Freshmen)

Each roommate group or room representative should attend the Process according to the lowest draw number of the roommate group.  Draw numbers will be announced by March 24.

 

FINANCIAL SUPPORTER

The person(s) who pays your room and board.

 

GRADUATE STUDENTS

Info for Graduate Students…

 

J-CARD

J-Cards will be produced by Residence Life and available at the Process. This document will be pre-printed with each student’s name, GPA and Draw #. There will be places to add your meal plan, room and roommate choices. Each J-Card will initialed by the student and Res Life personnel at the end of the Process. Its final information will be entered into the Res Life database.

 

LOA

Leave of Absence.

See “ABSENT STUDENTS”

 

MASTER'S STUDENT

Any student who has earned their bachelor’s and is participating in the master’s program at JSU. Master’s students are not required or expected to live on campus.

 

MEDICAL PLACEMENTS

If you have a medical condition or disability that requires special housing arrangements, you must submit your request and letter of accommodation to the Residence Life Office by March 16.

The letter of accommodation must be on letterhead, provide specific diagnosis and accommodation request, and provide a clear relationship between diagnosis and accommodation from the Office of Disability Services.

Only the applicant will be considered: not their friend/roommate. They will be placed in a residence hall if the above requirements are met and space is available.

 

OFF-CAMPUS

Non-JSU-owned residence.

 

PROXY

A person authorized to act on behalf of someone else. For Room Selection, a Proxy is a student who is currently enrolled and attending classes on the Jackson State University Campus (or, in rare cases, a Residence Life staff member) appointed by an absent student to go through the Room Selection Process for them if a room representative is not an option (i.e.: you want a single and or don’t have room- or suite-mate preferences).

If a room representative will be the only person from a roommate group attending the Process, they must bring a signed Proxy Form or printed email (see next paragraph) for each absent roommate.

We understand that absent students may not be able to sign the form. A printed email from the absent student to the proxy with selection choices may be substituted for a signature.

 

RESIDENT ASSISTANT AND GRADUATE ASSISTANT APPLICANTS

Returning Residents Assistants need only submit a Statement of Intent (SOI) form. If you have been placed in a suite, please list your desired room/suitemates on the form and be sure that they list you on their SOI. You and your room/suitemates will NOT need to attend the Room Selection Process.

Resident Assistant Applicants must follow the instructions as if you were not going to be a RA.  If you are hired, then we will assign you to a RA room and you will not need to attend the Room Selection Process.

 

ROOMMATES

The person or persons with whom you intend to share a room, suite or apartment.

 

ROOMMATE GROUP

All persons who intend to share a room or suite together.

 

ROOM REPRESENTATIVE

The person that a roommate group selects to represent them at the Room Selection Process. The entire roommate group is welcome to attend.  If only a Room Representative attends, that person MUST have a Proxy Form or printed email from each of the other roommates.

 

ROOM RETURNERS

A decision to return to the same room or not is FINAL as of March 16 after the housing application is due. No changes can be made after that date.

If part of a roommate group who is returning to the same room is chosen as an RA, takes a Leave of Absence, etc., Residence Life will work with the remaining roommate(s) to find an appropriate replacement.

In order to be eligible to remain in any space, the student must currently reside in that space and must have lived in that space from the first week of classes this spring semester.

Any student may return to a traditional hall room with any other student regardless of class-cohort.

Students eligible to remain in rooms or suites may only do so with students from their same class-cohort or higher. If you wish to room with a student in a lower class-cohort, you will need to either squat the lower class-cohort’s space or go through the Room Selection Process to at the lower-class student’s draw number time.

 

Example:

Current Junior Julie currently lives in Transitional. Current Senior Sara lives at Campbell College Suites – South. They really want to live in a suite together next year. Senior Sara cannot squat her suite and name Junior Julie as her roommate because Junior Julie is in a lower class-cohort than Senior Sara.

Instead, Senior Sara could remain in her room in Campbell College Suites – South and name Junior Julie as her roommate OR they can go through Room Selection at Senior Sara’s draw number time and choose a suite if there is one available.

Current Freshmen and Sophomores may not squat rooms or suites even if they currently live there. They may, however, choose one during their Room Selection time should one be available.

Students may not remain in any space without the appropriate number of roommates. All spaces within a room or apartment must be filled in order to remain there.  Students returning to double rooms and double-occupancy suites must name at least one roommate; students returning to triple rooms and triple-occupancy suites must name two roommates. All roommates must request each other for the request to be valid. Single rooms in the Residence Halls may be squatted without suitemates. Double rooms in the Residence Halls may be kept with a roommate but without filling the suite. (Please refer to DIRTY SWAPPING)

The Residence Life Office cannot “hold” a space during fall semester for students scheduled to return to campus in the spring.

Students that choose to live in their current room for the following year should notify us of their intentions NO LATER THAN, February 12 via a Statement of Intent Form.

Students who are currently living in temp rooms will NOT be able to squat their room.  They will, instead, be able to choose a regular non-squatted room in their current residence hall before the first Room Selection Night.  As stated above, you must fill a room to take advantage of this squatting option; otherwise you will be considered a non-squatter and go to your regularly scheduled room selection night/time. You must come with your roommate to the Residence Life office anytime Tuesday-Thursday, March 28-30 to claim a non-squatted room in your current residence halls. Only non-graduating Seniors and Juniors will be able to squat suites. So be aware that if you got into a room or suite for the 2016-17 academic year as a Current Freshman or Sophomore, no matter the reason, you will not be able to squat it during Room Selection for the 2018-19 academic year.

 

Current Freshmen and Sophomores may not remain in rooms or suites even if they currently live there.

Current Freshmen and Sophomores may not return to a residence hall or suite with an upper-class student. 

 

 

STATEMENT OF INTENT 

Form use by ALL students (including graduating seniors and students who do not plan to return) to assist Residence Life staff in better preparing for the upcoming Room Selection Process.  EVERY student (including students who are graduating, currently off campus, will be part time, are returning from abroad or LOA, etc.) is required to complete a Housing Statement of Intent Form. This form is due to us February 12.

The Statement of Intent can be submitted via Google Forms. It takes less than 5 minutes to complete. You must submit a Statement of Intent in order to receive a Room Selection Draw Number. If you do not participate in the Room Selection Process, you will be assigned a room after all other students have selected housing.

Should you wish to amend your Statement before the deadline of February 12, you may do so at any time by simply filling out another one. Each subsequent Statement overrides your previous submission(s).

 

STUDY ABROAD

Residence Life Office cannot “hold” a space during fall semester for students scheduled to return to campus in the spring.

If you will be studying abroad fall of 2018, you only need to submit a Statement of Intent.  Then, around next Halloween we will email you asking for your housing, roommate and meal plan preferences.  We will then assign you to a space according to what is available. You do NOT need to attend Room Selection. If you will be studying abroad spring of 2018, you still need to follow all the instructions outlined for the Room Selection Process to secure a room for fall.

 

TEMPORARY SPACE RESIDENTS

Students who are currently living in temporary rooms will NOT be able to squat their room.  They will, instead, be able to choose a regular non-squatted room in their current residence hall before the first Room Selection Night.  As stated above, you must fill a room in order to squat it.

You must come with your roommate to the Residence Life office anytime Tuesday-Thursday, March 28-30 to claim a non-squatted room in your current residence hall.

 

TRANSFER STUDENTS

Draw numbers for Transfer Students who have been enrolled full-time at another institution post-high school will automatically have their draw number adjusted. This adjustment will be based on expected graduation dates. If you feel your draw number is incorrect, please come and see Jill Hankins regarding your request.

 

DRAW NUMBER SCHEDULE

April 3

Draw numbers 1000 – 1700 attend Housing Selection; 2 p.m. to 7 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  • Groups consisting of all Current Seniors & Graduate Students/Seniors, Seniors/Juniors and Seniors/Sophomores
  • Groups consisting of all Current Juniors /Juniors and Juniors/Sophomores

April 4

Draw numbers 1701 – 2400 attend Housing Selection; 2 p.m. to 7 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  • Groups consisting of all Current Sophomores
  • Groups consisting of all Current Juniors/Freshmen

April 5

Draw numbers 2401 – 3100 attend Housing Selection; 2 p.m. to 7 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  • Groups consisting of all Current Sophomores/Freshmen
  • Groups consisting of all Current Freshmen

April 6

Draw numbers 3101 – 4000 attend Housing Selection; 2 p.m. to 7 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  • Groups consisting of all Current Sophomores/Freshmen
  • Groups consisting of all Current Freshmen

 

ROOM SELECTION PROCESS TIMELINE

February 12

Deadline to submit your Statement of Intent.  

February 28

Deadline to make arrangements with the Business Office concerning financial hold.  

Deadline to turn in any special medical request with required documentation.

March 16  

Denial requests sent for special accommodations. 

March 22

Draw numbers will be emailed to students.

April 3

Draw numbers 1000 – 1700 attend Room Selection; 6 p.m. to 9 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  1. Groups consisting of Current Seniors & Graduate Students/Seniors, Seniors/Juniors and Seniors/Sophomores
  2. Groups consisting of Current Juniors/Juniors and Juniors/Sophomores

April 4

Draw numbers 1701 – 2400 attend Room Selection; 6 p.m. to 9 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  1. Groups consisting of Current Sophomores/Sophomores
  2. Groups consisting of Current Juniors/Freshmen

April 5

Draw numbers 2401 – 3100 attend Room Selection; 6 p.m. to 9 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  1. Groups consisting of Current Sophomores/Freshmen
  2. Groups consisting of Current Freshmen/Freshmen

April 6

Draw numbers 3101 – 4000 attend Room Selection; 6 p.m. to 9 p.m. in draw number order. The exact timetable will be emailed and placed online at a later date.

  1. Groups consisting of Current Sophomores/Freshmen
  2. Groups consisting of Current Freshmen/Freshmen

 

Incoming First Year Students:

Incoming first-year students are not assigned on-campus housing through this process.  If you are an incoming first-year student, your housing assignment and roommate information will be communicated during mid- to late- July.