Room Draw Procedures 2013

All the information you need to know about securing campus housing

IMPORTANT DATES

WHAT IS ROOM DRAW?

Room Draw is the process by which students and their roommate have the opportunity to select the room/suite they will live in for the upcoming academic year. Students will receive a random, computer-generated priority number. This number determines the order in which students select rooms within their group. These priority numbers will also determine the order in which housing assignments are made for the spring term for students returning from a study abroad program.

• • Students in Group 1 have the lowest (meaning best) numbers followed by Group 2 then Group 3.
• • Room Draw occurs over the course of one week. Which day you attend is determined by your preference and eligibility. At Single/Double Room Draw, students line up by priority number to select their room for the upcoming academic year.
• • During double room draw, rooms are drawn based on one priority number. The person with the lowest (meaning best) number may pull in a roommate to fill the room chosen. For example, two students in Group 2 who want to be roommates have numbers 259 and 176. During Room Draw the student with number 176 (the better number) will use his/her better number to draw in his/her intended roommate who has number 259. Together they will select their room when number 176 is called.
• • Student Affairs reserves the right to pause Room Draw at any time to review room availability and/or procedures.

WHO IS ELIGIBLE FOR ROOM DRAW?

Currently enrolled students planning to attend Pitzer College the following academic term are eligible to participate in Room Draw. (Excluding New Resources students and students currently on a Leave of Absence.) If you are currently on a leave of absence and plan to return in the fall, please contact the Housing Office as soon as possible at 909-607-3132 or email housing@pitzer.edu.

OFF CAMPUS APPLICATIONS

All students regardless of class standing or previous housing arrangements (i.e. on or off-campus or abroad the previous semester) are required to submit an application to live off-campus.  Only those students that receive written approval from the Office of Student Affairs will be permitted to live off-campus.   

Please note the following:

• • Rising sophomores (current first year students): Sophomores are not eligible to live off campus.
• • Rising juniors (current sophomores): May apply to live off campus, however, approval is not guaranteed.
• • Rising seniors (current juniors): May apply to live off campus, however, approval is not guaranteed.

All students must submit off campus applications by the deadline, Tuesday, March 26th by 5:00pm to be considered . If an off campus application is not submitted, it will be assumed that the student is participating in room draw to secure housing for the 2013-2014 academic year.

All students who fail to submit an off campus application by the deadline, are denied off campus approval, and/or do not attend room draw will be automatically placed in campus housing and will be responsible for all room and board fees.

Students meeting one of the criteria below are automatically approved for off campus status:

• a) Married or with children
• b) 24 years of age or older
• c) Living with immediate family in the area
• d) Students with documented medical or psychological conditions that, in the determination of the College, preclude the student from living in on-campus housing.

If an off-campus application is approved, the student forfeits the opportunity to participate in the Room Draw process. Students will be notified of their application status via Pitzer email prior to Room Draw.

WHO IS ELIGIBLE FOR A SINGLE ROOM?

Rising Juniors and Seniors are eligible for single rooms. Rising Sophomores (First-Year students admitted during the 2012-2013 academic year) are not eligible for single rooms regardless of credits recorded in the Registrar’s Office. Please note that there is an additional cost for a single room. For example, the cost for a single room for the 2012 - 2013 academic year was $4,555 per semester, which is $541 per semester more than the double room rate. Please refer to the 2013-2014 tuition and fees section of the Pitzer Catalogue for current pricing when it becomes available this summer.

PRIORITY NUMBERS

Priority numbers will be assigned based on the number of credits recorded in the Registrar’s Office. A student’s group number is determined on the following basis: students who have successfully completed eight courses are classified as a sophomore; sixteen courses, a junior; twenty-four courses, a senior. Priority numbers will be assigned on Friday, March 8th. If you have any outstanding credit (AP, IB, or transfer credit), please make sure that the proper paper work is submitted to the Registrar’s office no later than Friday, March 1st.

Credit Hours and Admission Year
Group 1 ( ≤ 24 courses) 2010-2011 or previous year
Group 2 ( ≤ 16 courses) 2011-2012
Group 3 ( ≤ 8 courses) 2012-2013

GENDER-NEUTRAL HOUSING

Gender-neutral housing options are available campus wide. Gender-neutral housing provides a living environment where student housing is not restricted to traditional limitations imposed by gender and/or sex definitions. This option is ideal for students whose gender expression, gender identity and/or biological sex varies from the standard paradigm and for students who believe that their gender and/or biological sex should not be limiting factors in roommate decisions. No student will be restricted by traditional limitations of gender identity, gender expression, biological sex, or other identities pertaining thereto. All students will have the option to participate in, or opt out of, gender-neutral housing simply by indicating your preferences on the Roommate Preference Form described below.

ROOMMATE PREFERENCE FORM

This form helps Residence Life staff make an informed decision in placing you with a new roommate in the event that your selected roommate takes a Leave of Absence or does not return to Pitzer College. If your preferences have changed, you may submit an updated form during room draw. Forms will be available at room draw.

5-C LIVING EXCHANGE PROGRAM

Students enrolled in any of the undergraduate Claremont Colleges may apply to participate in the 5C Living Exchange program. This program gives the opportunity for Pitzer students to live on another campus while enrolled as a Pitzer student. Completed applications will be due on Thursday, March 28th at 5:00pm to the Housing Office (GSC 222). No late or incomplete applications will be accepted. Applications and full details will be sent out via Pitzer email in early March.

SUBSTANCE FREE HOUSING ROOM DRAW

Substance free housing is available in the Lx Tower in Mead Hall and on the first floor of East Hall in W.E. Hall.

• •  Priority is given to students that sign up in advance. Students may sign up in the Office of Student Affairs (Holden Hall, J108) beginning Monday, March 25th through Thursday, April 4th at 5:00pm.
• • Students who do not sign up by Thursday, April 4th at 5:00pm will draw last during Substance Free room draw regardless of their room draw number.
• • Students who currently live in substance free housing will choose rooms based on how long the student has lived in the substance free tower/corridor and by room draw number, keeping in mind that only rising juniors and seniors can choose single rooms.
• • Students living in substance free housing must sign a contract agreeing to live in a community that promotes the choice to live in an environment prohibiting the possession and/or consumption of alcohol. Please see Substance Free Housing Contract for more details.
  

FRIENDSHIP CLUSTER ROOM DRAW

All students within an approved friendship cluster must be present at their designated appointment time. If a student cannot be present, they must designate a proxy (see page 10 for proxy information). If they fail to do so, the entire friendship cluster will not be permitted to draw in and each student will have to select a room under their own individual numbers during Single/Double room draw.

• • Mead Hall Friendship Clusters - Only whole suite (8 people) friendship clusters are available in Mead Hall. 13 friendship clusters (104 bed spaces) are available for Friendship Cluster room draw.
• •  W.E. Hall - Only four person friendship clusters are available in W.E. Hall. There is a total of 28 friendship clusters.
  5 suites of four adjoining single rooms (20 bed spaces). Rising juniors and seniors only.
  23 Double Rooms, two adjoining double rooms per friendship cluster (92 bed spaces).
• •  Friendship clusters that are late or miss their appointment time are disqualified as an approved friendship cluster.
• •  Groups must choose a cluster of rooms that are connected (e.g. within a suite), as the organizing principle for friendship clusters is contiguous space. Consistent with building design, contiguous space is defined in the following way: two double rooms or four single rooms (4 students) in W.E. Hall that share an adjoining bathroom, and a whole suite (8 students) in Mead Hall, four single rooms and two double rooms.

SINGLE & DOUBLE ROOM DRAW

Single room draw is designated for rising juniors and seniors as recorded by the Registrar’s Office. Students may not pull in another student into an adjoining single. This can only be done via Friendship Cluster. Sophomores are not eligible for single rooms with the exception of Mentors living in First-Year residence halls.

• • Students drawing into a double room must have a roommate. The student with the best, meaning lowest, priority number draws the room and then pulls in her/his roommate. Both students must be present. Students unable to attend must designate a proxy (see page 10 for proxy information).
• • When selecting a room, students are called by priority number in ascending order, beginning with the lowest number. It is advisable to arrive at the beginning of the category in which you intend to draw. If students are late their number may be passed over. Although students may draw into a room within single and double room draw after their number is called, we will not pause Room Draw if they fail to arrive on time.
• • When a student’s priority number is called, they should check in at the first station and present their student ID. If they are drawing into a double room, the roommate should also check in. Students have 5 minutes to select a room before the next number is called.
• • There will be floor charts of available rooms for all residence halls in the room selection area.

HELPFUL HINTS

• • CHECK IN ON TIME. Single room draw check is at 2 pm and double room draw check in is at 3 pm.
• • Have several room choices prior to the time you select your room. Floor charts will be available next to the Housing Office (GSC 222), the Office of Student Affairs (Holden Hall, J108) and on line beginning March 1st and at room draw on Friday, April 12th.
• • When choosing a room, remember to consider factors like the personality of a living area, or if a room is near a noisy part of campus.
• • Have your roommate selected prior to Room Draw.

OPEN HOUSE FOR ALL RESIDENCE HALLS

This is an opportunity for students to visit rooms, check out views from specific residence hall rooms, explore common areas, and talk to residents currently living in the building. All students are encouraged to attend.

Residence Hall Open House - Tuesday, April 2, 7 pm
Mead Hall Lobby and W.E. Hall Courtyard

ROOM DRAW SCHEDULES

Room Draw sessions are held in the Multi Purpose Room in the Gold Student Center. Please be on time for check in and room draw.

ROOM DRAW AGREEMENTS & APPLICATIONS

All housing forms are available in the Housing Office (GSC 222) or the Office of Student Affairs (Holden Hall, J108). Students may also access housing forms via the Pitzer website in March.

Residence Hall Agreements
All students participating in Room Draw (Substance Free Housing, Friendship Clusters, or Single/Double Room Draw) are required to bring a Residence Hall Agreement on their corresponding day.

• • Residence Hall Agreements will be distributed to Pitzer mailboxes on Monday, April 15.
• • Off-campus students may pick up a Residence Hall Agreement from the Housing Office (GSC 222) or the Office of Student Affairs (Holden Hall, J108) beginning April 1.
• • Seniors who enter into a residency agreement and participate in the Room Draw process waive their right to automatic off campus status based on class rank.

Off Board Applications
All students who live on campus are required to be on the 16 or 12 board plan unless they reside in Z Tower of Mead Hall, which is equipped with a kitchenette, or if the student has a specific medical condition that precludes them from being on a board plan.

• •  Students applying for off board status due to a medical condition must provide documentation from their personal physician stating why they are unable to be on the meal plan and a list of foods that they cannot eat. An appointment must then be scheduled with the General Manager of Bon Appétit at 909-607-2788, who will evaluate if Dining Services can formulate a meal plan that meets the student’s dietary needs. If they are unable to meet the student’s dietary needs, the General Manager will sign the off board application. The student must then submit the application to the Housing Coordinator.
• • All students are financially responsible for board plan costs until notified in writing that there has been a change of status.

Friendship Cluster Applications
Friendship clusters are intended to allow students to share space with their friends. They are predicated on contiguous space, meaning students must select rooms that are connected. All applications must meet the following guidelines:

• • Friendship cluster applicants have their combined priority numbers averaged. The averaged number will determine their appointment placement for friendship cluster room draw. Submitting a Friendship Cluster application does not guarantee a friendship cluster housing assignment. Assignments are based on space availability.
• • Each application must designate a contact person or coordinator. This person is responsible for communicating the application status and possible appointment time to the members of the proposed friendship cluster.
• • There cannot be all sophomore suites in Mead Hall, as sophomores are not eligible for the single rooms within the suites.
• • Students are only allowed to include their name on one friendship cluster application.
• • Students studying abroad during the fall semester are not eligible for friendship clusters during Room Draw.
• • Friendship cluster coordinators will be notified of application status and/or appointment time via Pitzer email.

APPLICATION DEADLINES

ROOM DRAW INFORMATION SESSIONS

All students are encouraged to attend one of the Room Draw Information Sessions to get accurate information. You will find that no question is too silly or basic. We are here to help!

ROOM DRAW INFORMATION TABLE

The Housing Coordinator will be available to answer room draw questions in the dining hall during lunch on the following days:

NEED A ROOMMATE?

Students drawing into a double room must have a roommate. You will be able to connect with other students looking for a roommate using Sakai. Join the Pitzer Roommate Search forum to find your future roommate! Click on "Membership" and search for our forum under "Joinable Sites." Follow the instructions to submit a simple profile to request permission to join and you will be able to access discussions, post replies, and respond to your future roommate. This site is intended for Pitzer students only and will be fully monitored by the Residence Life Staff. To log on to Sakai, go to https://sakai.claremont.edu and enter your network user name and password (don't forget to select Pitzer for
your school). If you have trouble logging on, call the Information Technology Help Desk at 909-607-3065.

PROXY SELECTION

If you cannot attend Room Draw, you must select someone to choose a room for you during Room Draw (Substance Free, Friendship Cluster, Single/Double room draw). The person who selects a room for you is called a proxy. Proxy forms are available in the Housing Office (GSC 222), the Office of Student Affairs (Holden Hall, J108), or online.

• • If you are a proxy for a student not studying abroad:
  During Room Draw you must have a completed proxy form (available in the Office of Student Affairs) and your student ID. The form states that you are acting as a proxy for someone unable to attend Room Draw and they have chosen you to select a room on their behalf.
• • If you are a proxy for someone who is studying abroad:
  You will need to attend room draw in their place. Your name should be indicated on the Study Abroad Housing Form that was turned in by the student abroad. You will not be required to provide a proxy form, but you will need your student ID.
• • The Office of Student Affairs takes no responsibility if your proxy either fails to attend Room Draw or makes an unsatisfactory room selection on your behalf.

WAIT LIST

Students who are unable to select a room during Room Draw due to a shortage of rooms or not having a roommate will be placed on a wait list. Wait listed students are assigned housing as it becomes available throughout the summer. In the past we have been able to offer housing to the majority of the wait listed students by the time fall semester starts.

• • If you have selected a double room, but would prefer a single room, you may also place yourself on the wait list indicating a preference for a single room (juniors and seniors only).
• • If you do not sign up on the wait list, the Housing Office is not required to offer you housing accommodations.

STUDENTS GOING ABROAD

All students participating in a study abroad program and are planning to return to Pitzer must complete a Study Abroad Housing Form, included in the Study Abroad application packet. If you fail to submit the Study Abroad Housing Form, the Housing Office is not required to offer you accommodations.

• • Students abroad fall semester:
  All students participating in a study abroad program and are planning to return to Pitzer must complete a Study Abroad Housing Form which will be distributed during the study abroad orientation. If you fail to submit the Study Abroad Housing Form, the Housing Office is not required to offer you accommodations.
  
• • Students abroad spring semester or a full year:
  The Study Abroad Housing Form should include your top three housing preferences. Housing assignments for the spring semester will be based on housing preferences listed, priority number, and space availability. Assignments are made after the residence halls close for winter break. Student housing notifications are sent via Pitzer email by the end of December.
• •  Students abroad spring semester or a full year: The Study Abroad Housing Form should indicate the name of your proxy. The proxy must be a Pitzer student attending spring semester. This person will select a room for you during Room Draw in the spring.
• •  Seniors returning from study abroad programs are not required to live on campus. However, the Housing Office does need to know a student’s housing intent when they return from abroad. Students who intend on living off campus should indicate this on the Study Abroad Housing Form. This will take the place of an Off Campus application.

COLLEGE HOUSING

Pitzer College offers housing in six residence halls. All residence halls are non-smoking buildings.

ATHERTON HALL is a four-story building adjacent to the Gold Student Center. Atherton houses 62 students. Rooms are double occupancy with two rooms sharing an adjoining vanity, bathroom and shower. Common areas include a living room, study rooms, and laundry facilities. The basement level of Atherton Hall is the home of the mailroom, a music practice room, and an art studio with classroom and gallery space.

EAST HALL is a three story building north of North Sanborn hall. East hall houses 152 students. Rooms are double and single occupancy. Double occupancy rooms share an adjoining vanity, bathroom and shower. Single rooms are in suites of four sharing one common room area, bathroom, and shower. Common areas include service desks, study rooms and laundry facilities.

MEAD HALL is a three story, six-tower complex which houses 222 students. Suites share a common living room with four people on each side for a total of eight people in a suite. Common areas include a community kitchen, laundry facilities, living room, and recreation room. Mead is home to the Center for Asian Pacific American Students (CAPAS), The Rabbit Hole (a confidential and respectful substance abuse education and outreach program), and the Marquis Library.

PITZER HALL is a four story building southeast of the Gold Student Center. Pitzer houses 78 students. Rooms are double occupancy, with two rooms sharing an adjoining vanity, bathroom and shower. Common areas include a living room, study rooms, and laundry facilities. The basement level of Pitzer Hall is the home of the Admissions Office.

SANBORN HALL is a three story building east of the Gold Student Center comprising of East Sanborn Hall and North Sanborn Hall. Sanborn houses 178 students. Rooms are double occupancy with two rooms sharing an adjoining vanity, bathroom and shower. Common areas include a living room, study rooms, laundry facilities and a kitchen.

WEST HALL is a four story building north of Atherton hall. West hall will house 156 students. Rooms are double and single occupancy. Double occupancy rooms share an adjoining vanity, bathroom and shower. Single rooms are in suites of four sharing one common room area, bathroom, and shower. Common areas include living room, study rooms, and laundry facilities. The basement level of West Hall is the home of the demonstration kitchen, Intercollegiate Media Studies (IMS) and the Office of International Programs and Study Abroad.

FORMS FOR ROOM DRAW 2013-2014

Please print out, fill out, sign and date (where appropriate) and turn in a hard copy to the Housing Office, GSC 222 or the Office of Student Affairs, Scott 130.

Room Draw Proxy Form

Friendship Cluster Application

Off-Campus Application Form

Request to Live with Exchange Student

QUESTIONS?

If you have any questions regarding Room Draw, please feel free to contact the Housing Coordinator, Tressi Mehana Chun, at 909-607-3132. You may also email housing@pitzer.edu. As always, any member ofthe Residence Life Staff will be more than happy to answer your questions.