2015 December Room Changes

Note: Around 70 students from countries including Australia, China, Denmark, Ireland, Italy, Korea, Kyrgyzstan, Lebanon, Russia, Spain, the United Kingdom, and Venezuela, will be coming to Barnard this Spring for the Visiting International Student Program (VISP).  If you have a space opening up in your room or suite and would like to request a visiting student as a roommate / suitemate, please email housing@barnard.edu.

 

Forms

Important Dates

Monday, November 23, 2015 Room Change Request forms will be posted online by this date (see above)
Monday, December 7, 4pm Room Change Request forms due to the Residential Life & Housing (RL&H) Office, 110 Sulzberger.
Monday, December 14, 9pm Room Change results will be emailed to students.
Monday, December 21, 11am If a room change is granted and a student submits the New Room Key Early Permission form (with the signature of the person moving out of your new room), they may sign for their new room key between 9am-5pm on Friday 12/18 or Monday 12/21 *OR* 9am-4pm 12/22 at the Res LIfe Office.  Otherwise, students will be able to get their new room keys starting when the residence halls reopen after Winter Break (Sat, Jan 16, 2015).
Thursday, December 24, 9am If a room change is granted, students must completely move out of their Fall room & turn in their old room keys using a check-out envelope (i.e. before res halls close for Winter Break). Otherwise, students will be fined for an improper check out and replacement of keys and may be subject to discplinary action.

 

Requesting a Room Change

This process is for Barnard Sophomore, Junior, and Senior students only (first-year students who may be experiencing difficulties with their roommate(s) should speak to their RA and/or the Director of the First Year Focus).  Columbia University students living in Barnard residence halls are not eligible to participate in this process and there is no switching permitted between BC-designated and CU-designated spaces (please consult CU Housing for information about room change requests for CU students).

Students who submit a Room Change Request form are expected to inform their roommate(s) / suitemates(s) of their request, in order to give them an opportunity to either submit a Room Change Request form of their own or try to recruit a new roommate/suitemate.

Students who may need some form of housing accommodation related to a diagnosed disability or medical condition as part of their room change request should additionally contact the Office of Disability Services to complete a Disability-Housing Request (DHR) no later than Monday, December 7, 2015. More information about the process is available at http://barnard.edu/reslife/disability.

Once submitted, request forms may not be altered unless they are withdrawn (in writing) and/or then resubmitted as a new application.  Request forms may not be withdrawn or changed after the due date (Monday, December 7, 2015, 4pm).

 The College will attempt to provide new room assignments for as many students as possible; however, room changes are not guaranteed.

Students may request to make a 1-for-1 swap with another student continuing in housing for the Spring OR they may specify a set of criteria for which types of rooms or locations they would be willing to move to.  Note: students who wish to request a 1-for-1 swap with another student must each individually fill out and submit a December Room Change Request form.

Students who wish to move into a specific space (even within their current suite) should specify that on their Request form.  The roommate(s)/suitemate(s) of that vacancy must also submit a Roommate/Suitemate Request Form, mutually requesting the student looking for a room change (even if requesting to move within the same suite). This can improve a student's chances of receiving the room change, but does not guarantee it.

Granted room changes are FINAL and BINDING. Students granted a room change MUST complete the move, as other room changes will be dependent upon the spaces that will be vacated.  

Students will be responsible for coordinating their move (if applicable) with both the person moving out of the newly assigned space and/or the person moving into the space they vacate.  Email addresses will be provided.  Students will be responsible for leaving their old room in a clean condition.  Because students receiving room changes will all be moving at the same time, students will need to accept their new space on an "as is" basis (i.e. the College will not be able to clean the rooms between occupancy).

Students who receive a room change must move completely out of their Fall room before the start of Winter Break (9am on Thursday, December 24, 2015).

Students who receive a room change may only access their new Spring assignment and/or move in belongings before the start of the Spring semester with the permission of the Fall occupant who is moving out. Students who are not able to access their new room before the end of the Fall semester will need to find an alternate location to store their belongings over Winter Break (ex. a friend's room, off-campus, or taking their belongings home over the break). No items may be left behind in the Fall room assignment.

Students who wish to request a room change but do not want to move out of their current room before Winter Break may apply for a Spring Room Change instead, i.e. after the start of the Spring semester (see link for timeline).  However, please note that there typically is less availability of spaces for room changes during the Spring Room Change Request process.

 

Buy Out Requests (i.e. are NOT available)

Due to the number of new students expected to be assigned for the Spring (i.e. new Transfer & Visiting students, students returning from Fall study abroad, students applying for readmission to the College, etc.), it is not possible to request to buy out a double room as a single as part of the December Room Change Request process. On very rare occasions, Residential Life & Housing may assign a student for the Spring to an empty double as a single (if there are enough other vacancies to accomodate all applications); however, it is not possible to specifically request this.

 

Room Change Request Results & Billing Changes

Students will be contacted via email by 9pm on Monday, December 14, with the result of their request. While the College will attempt to provide new room assignments for as many students as possible, room changes are not guaranteed through this process. Students who do not receive a room change will remain assigned to their Fall room for the Spring semester.

Students who receive a room change to a more expensive room type (ex. from a multiple/single to a single/Studio) will be responsible for paying the increase in housing costs. The charge would be placed on the student's account and must be paid before the residence halls reopen for the Spring semester (Saturday, January 16, 2016). Students who have outstanding charges on their Bursar account will not be permitted to return to campus for the Spring semester.

Students who receive a room change to a less expensive room type (ex. from a single/Studio to a multiple/single) will receive a credit on their student account. Students who wish to receive this credit in the form of a refund must request that through the Bursar office.

Students who receive a room change to Hewitt Hall must enroll (at minimum) in the Quad Upperclass Meal Plan. Meal plans can be adjusted online through My.Barnard.edu

Note:  Because room changes will not be finalized until after the December 1 Spring payment deadline, students will need to pay the bill they have been sent by the Bursar office.  Students who get a room change to a less expensive room type will be able to get a refund after student accounts are updated.  Students who move to a more expensive room type will need to pay the increase in price before the residence halls reopen for the Spring semester (Saturday, January 16, 2016).

 

Moving Out of your Old Room (if given a room change)

Students who receive a December Room Change must completely move out of their Fall room assignment by no later than the start of Winter Break (9am on Thursday, December 24, 2015). This includes both removing all belongings and turning in your room keys.

If you are not able to move your belongings into your Spring assignment before the start of Winter Break, you will need to find an alternate location to store them. This may include: a friend's room, an off-campus location, or taking them home over the break.

No belongings may be left behind in your old room (or a common area of your suite) over Winter Break.

When finished moving out of your old room, you will need to complete a Check Out envelope at your residence hall Front Desk in order to turn in your old room keys. 

Failure to completely move out of your Fall room and/or turn in your room keys will result in being fined for an improper check out, replacement of keys, and being charged for the College to remove any remaining items from your Fall room.  Additionally, failure to move out of your Fall room could result in disciplinary action and/or your approved room change being cancelled.

Note: If another student is assigned for the Spring to the room you're vacating from the Fall, we ask that you please be as FLEXIBLE and ACCOMMODATING as possible in allowing this student to start moving their belongings into your room as you are moving out. Our office understands that while it may not be preferable or convenient, it is helpful for the Room Change process. For example, you could clear space on one side of your room to allow this student to start moving in their belongings while you are continuing to pack and move out your belongings.
 

Moving Into Your New Room (if given a room change)

If applicable, you will be provided with the name and email address of the person(s) moving out of the space you are moving into for the Spring.

Students may only access their new Spring assignment and/or move in belongings before the start of the Spring semester with the permission of the Fall occupant who is moving out.

We ask students who are moving out to be as flexible and accommodating as possible in allowing students to move belongings into the room before the end of the Fall semester; however, we CANNOT guarantee that you will be able to access your Spring room until AFTER Winter Break (i.e. when the residence halls reopen for the Spring semester on Saturday, January 16, 2016).

Students may not access the keys to their new room until the Spring semester UNLESS they submit the New Room Key Early Permission Form (PDF) with the signature of the student(s) moving out of the room. This will allow for a student to sign for the new room keys at the Res Life office (110 Sulzberger) between 9am-5pm on Friday, December 18, or Monday, December 21 *OR* between 9am-4pm on Tuesday, December 22. Students who are moving into a room that is currently vacant may sign for their new keys without having to submit a Permission form (following the same timeline above).

Otherwise, you will be able to get your new room keys after the residence halls reopen for the Spring semester (Saturday, January 16, 2016).

If you are not able to move your belongings into your Spring room before the end of the Fall semester, you will need to find an alternate location to store them. This may include: a friend's room, an off-campus location, or taking them home over the break.

 

Winter Break (Early Winter Return)

The residence halls are closed over Winter Break (9am on Thursday, December 24, 2015, through 9am on Saturday, January 16, 2016).

Students may apply for Early Winter Return, to return to housing starting 9am on Sunday, January 10, 2016 (i.e. prior to the official January 16 reopening of the residence halls for the Spring). Information about applying for Early Winter Break will be available online starting in November.

Students who are granted permission for Early Winter Return and received a December Room Change will occupy their Spring room assignment when they return (not their old Fall room assignment).  Students who did not get the keys for their Spring room assignment before leaving for Winter Break will be given the keys when they return to campus.

 

Frequently Asked Questions

If you have any additional questions after reading the links above, please contact housing@barnard.edu.