The Basics - Room Draw Information

 

The Important Info:

Return to Housing Selection main page

Greetings Gusties! Below is some very basic information about the Room Draw process for 2014-2015. Be sure to see the "Frequently Asked Questions" section toward the bottom. Contact the Residential Life office at x7529 if you have any questions.

General Information for 2014-2015 Room Draw

Housing Options:
The housing process at Gustavus provides many options. To assure the best housing choice for the 2014-2015 academic year:

  • Read through the Room Draw website carefully to gain a good understanding of housing policies and procedures. You should also reference your Housing Contract, which is required before going through the housing process.
  • Attend the Room Draw Information Sessions (times posted on “Important Dates & Times” section of this website) held in the residence halls in late February. Look for posted signs for date, times, and locations.
  • Contact your Area Coordinator or Collegiate Fellow if you have questions. Please feel free to stop in the Residential Life Office to ask our staff any additional questions. We are happy to help out!
  • Remember that it is the responsibility of each person to find his/her own roommate(s). Be aware that anyone without a roommate at the time of the Room Draw may only draw a room at the end of the doubles Room Draw of his/her class. Looking for a roommate? The Res Life office will soon start list of individuals who are seeking someone to live with next year. Stop by Res Life to see the list and add your name to it. We'll have a "roommate matching" meeting on Wednesday, March 26, so that you can meet others looking for a roommate!
  • Always arrive at Alumni Hall about 10 minutes prior to the time indicated on the Room Draw schedule. We will not begin room draw events until the posted time, and we will not wait for late individuals or groups to arrive.

Eligibility:

Members of the classes of 2015, 2016 and 2017 who make the $500 registration  payment or necessary arrangements by March 31, 2014, will receive first consideration for all Room Draw events. We cannot give you a Room Draw number until your deposit is paid, which may result in missing the draw event and being placed in an assignment you would not have chosen. Students paying late will be given a draw slip at the end of their respective class in the order their payment is received. If you are unable to make the reservation payment on time, you will need to make alternative arrangements in the Financial Aid Office or Student Accounts Office. This means each of your anticipated roommates or housemates must pay the $500 fall registration deposit or make the necessary arrangements with Student Accounts and/or Financial Aid Office to participate in Room Draw.

The $500 fall registration payment is non-transferable and subject to the refund schedule outlined on in the Gustie Guide. Any outstanding fines to the college (i.e. parking tickets, late tuition payments, etc.) need to be paid or arrangements to pay need to be made before your $500 can be placed as a commitment toward the 2014-2015 academic year. If you have questions about the $500 payment or the status of your account, see someone in the Financial Aid Office as early as possible before Room Draw.

NOTE: The $500 fall registration payment is NOT a housing payment. This fall registration payment is your commitment to returning to the college and is due each spring if you plan to return in the fall. It is to be paid through Student Accounts and will show up on your bill (through WebAdvisor).

Late Payments
Students will not receive their Room Draw number until they make their $500 fall registration payment. The due date is March 31, 2014. A student who pays after March 31 may still receive a Room Draw number up until the time of Room Draw. If a student pays the deposit AFTER Room Draw, he/she will be placed on a wait list for housing. The students on the wait list will find out about housing this summer.

Proxies
If a student is away from campus and cannot sign a Room Draw slip and unable to be at Room Draw, a proxy must be chosen. This applies primarily to those studying abroad during spring semester 2014. Room Draw proxy forms are available from the Residential Life Office and must be signed by the student and the proxy. These forms must be brought with the Room Draw slip to the Room Draw event. Students appointed and registered with the Residential Life Office to be proxies for students studying away from campus this semester will receive housing information on behalf of the absent student. Proxies must be students currently enrolled and attending classes at Gustavus.

Rooms at Capacity
Groups at full capacity for rooms will receive preference (i.e. three people going for a triple, four people for a four-person apartment). After all full groups have chosen, incomplete groups (i.e. two people trying for a triple) will be considered with the understanding that the room will be filled with another student (either by those who draw into the room or administratively by the Director of Residential Life).

Residence Hall Opening – Fall 2014
Residence halls will be available for 2014-2015 occupancy after 8:00 a.m. on Monday, September 1, 2014. Measurements for carpeting or other furniture should be made prior to leaving campus this spring.

Policies
Students who live in college housing are making a commitment to abide by College policies as outlined in the housing contract.

Housing Changes
Each student is entitled to one housing choice each year. Room and roommate(s) choice at Room Draw will be considered binding for the entire academic year unless an individual officially withdraws from Gustavus. Occasionally, circumstances allow for housing adjustments once a semester begins. All students must remain in their selected room until the end of the third week of fall semester 2014.

There will be a housing freeze between Room Draw and September 19, 2014. In addition, there is a room freeze in effect the first and last three weeks of every term. Students who fail to abide by the room change freeze or who intentionally violate the room draw process guidelines will face disciplinary action. The consequence of which is that each person involved (all roommates) in the violation will receive an automatic fine of $100 plus the removal of their names from the computer randomizing process used in room draw for the following year. These names will automatically be assigned the last drawing times for returning students who paid the $500 fall registration payment. If the student who violates the Room Draw process is a senior or who will be living off-campus the following year, an additional fine will be assessed rather than a change in room draw number status. The Director of Residential Life reserves the right to make appropriate reassignments or changes when an intentional Room Draw violation is discovered.

 

Frequently Asked Questions about the Room Draw Process:

1. When is Room Draw?
Room Draw takes place on April 11 and April 13.

2. Where is Room Draw taking place?
Alumni Hall.

3. Do I have to go through Room Draw?

Yes! Gustavus is a four-year residential college, meaning that ALL students live on campus unless specific permission is granted. Room Draw is the process through which students have a choice in housing assignments for the following academic year.

4. What does my Room Draw number mean?
Your Room Draw number is your ticket to select a room. This number, based on seniority, is where you will be in the draw order. We use a computer program to randomize numbers based on your class year. Class year is determined by registration as of Fall Semester 2013. Important note: this is calculated based on when you will actually graduate, not just how many credits you brought in from high school.

Rising seniors (current juniors - class of 2015) will have a room draw number between 3000 - 3800.

Rising juniors (current sophomores - class of 2016) will have a number between 2000 – 2800.

Rising sophomores (current first-year - class of 2017) would  have a draw number between 1000 – 1800.

The HIGHEST NUMBER among your selected roommates will be the number used to draw for all on-campus housing options, with seniority taken into consideration first (i.e. a group of four seniors takes priority over a group of three seniors & a junior, etc).

  • What if I'm graduating early? If you are graduating a full year early, you may petition to have an increase in your Room Draw number if you are entering into your final year at Gustavus. Contact Charlie in Residential Life at cpotts@gustavus.edu for details.
  • What if I'm a fifth-year senior? Fifth-year seniors who will require housing should contact Charlie in Residential Life at cpotts@gustavus.edu

5. Do all the students have to be present at Room Draw to choose a room?
No,only one member of your pair/group is allowed into Room Draw. The representative of your pair/group must have all the signed Room Draw slips to draw for a room. For example: In order to draw for an College View apartment, one student must have 4 signed draw slips to participate in this draw. Any one of the four students can be the representative – the best number will be used regardless of which member of the group is the representative.

6. What if I cannot make it to a draw?
You need to come to the Residential Life Office and fill out a Room Draw proxy card. You then give your signed draw slip and the proxy card to your proxy and he/she can represent you at Room Draw. If you are going to be studying abroad in the spring of 2014, be sure to pick a proxy and let Res Life know who your proxy will be! If you are abroad in the spring of 2014, your proxy will receive your Room Draw slip in his/her P.O. box after spring break.

7. How important is my draw number?
Room Draw is based upon seniority, then based upon draw number. For example, for doubles Room Draw, Senior/Senior pairs will line up first, then Senior/Junior, then Senior/Sophomore pairs. Within all pairs that are equal (Senior/Senior), the pairs will be lined up by draw number (i.e. 3800 goes first, 3799 next, 3798 next, etc.) The pair will always use the HIGHEST number as they line up. Draw will start at the designated time, so it is vital that you are ON TIME!

8. Who gets to enter the Room Draw area to choose a room?
Only one person in a group (double, triple, quad, apartment, etc.) can enter and choose the room(s). Please have all your options open and be prepared to make your choice when you enter. Create a list of choices that you can bring with you to Alumni Hall!

9. What should I remember about specific rooms?
Prairie View houses CHOICE program  residents. The Carlson International Center is home to the Crossroads program, which requires a separate application. Also, note that surcharges apply to a few of the housing options. This includes any apartment on campus ($1880/year surcharge in 2013-2014); Southwest Hall suites and singles ($980/year surcharge in 2013-2014); Uhler Hall triples or quads ($600/year surcharge in 2013-2014); Carlson International Center ($900/year surcharge in 2013-2014). Note: Exact surcharge amounts for 2014-2015 will be determined by the college's budget committee and approved by the Board of Trustees by mid-April.

10. If I am going on an abroad program for the fall semester, can I go through Room Draw?
No, you will not go through the same room draw as students who are staying on campus in the fall. You will need to complete a Housing Preference Form (available in the Residential Life Office) to submit at Room Draw.  This form will allow you to indicate where – and with whom – you’d like to live upon your return to campus. Every attempt will be made to honor your request! We are not able to keep your bed open in the fall semester while you are gone, so you and your roommate need to be planning ahead! The best option is to find someone who will be here in the fall and abroad in the spring to work out a plan for a swap at the semester.

Those who wish to live off-campus upon their return from abroad must go through the regular off-campus housing process.

11. What if my preferred roommate is going abroad in the fall?

If your roommate is going to be gone for fall semester 2014, you will NOT be able to hold a spot open all fall. You should work with friends to figure out a plan that allows your roommate to return to your room in the spring by switching with someone who’s going abroad or with someone on campus who knows he/she wants to move to another spot on campus for the spring, etc.

12. What if I've been found responsible for violating a college policy? Does my Room Draw number get lowered? Maybe, but probably not. Your involvement in the college conduct process may, in certain circumstances, affect your Room Draw number. However, just having your name show up on an incident report or even a low-level policy violation will not necessarily affect your housing.

13. I get good grades. Shouldn't I have priority over someone who does not get good grades? No. The Room Draw process at Gustavus is not merit-based. There are lots of reasons why this is the case... but the main reason is that specific grades are pretty subjective to the person, to the situation, etc. For example, if a student has a documented learning disability and may never be able to get straight A's no matter how much they study, should they have limited options for housing? The system is intended to be as fair as possible for as many people as possible.

14. Where can I find out more about Room Draw?
Pay attention to posters in the residence halls advertising information session, stop by the Res Life office every Thursday afternoon in February and March between 2:30 - 4:30 p.m. for drop-in questions, and check out the “Step by Step Process Overview” section on this page!