Room Change Process

The Room Change Process allows upper-class students to change their housing assignment and move into new spaces that open over the first few days and weeks of the semester. Any upper-class student can join the Room Change Process. Operating on a first-come, first-serve basis by class year, students simply fill out the form to be notified. If you are a first-year student, you should speak to your JA about setting up a roommate mediation. First-years are not part of the Room Change Process.

How the Room Change Process Works

Signing Up
Any upper-class student can fill out the Room Change Process Form after 8:30am on the first day of classes for the semester. Submissions or inquiries ahead of this time will not be considered. Students simply fill out the form to be notified. You can remove yourself at any time; you can add yourself until the process closes a month before the end of the semester.

 

Seniority & Hampton Inn Residents
The Room Change Process has always functioned in seniority order by class year. Additionally for Fall 2020,  students in the Hampton Inn will have precedence over fellow students in traditional student housing in the same class year.

 

Notification of available spaces
Communication is solely through email.  When it is your turn, you would receive information on available spaces. You would have the autonomy to select any offered space, to pass and remain in the process for the next available space, or to decide to remain in your current housing assignment. While it is not always possible to predict what will come open, this would allow you the opportunity to be offered new spaces. You have 24 hours to reply or we move on to the next student.

 

Moving rooms
Once you confirm you want to change to a room you were offered, you have 48 hours to pick up your new key from security, move your items, and return your previous key to security. You should clean out your previous room as instructed in the Moving Out information. Anything left in your previous room after 48 hours will be considered trash or donation. Excessive trash, etc. will be subject to cleaning charges.

 

Accommodations for diagnosed disabilities
If you have a diagnosed disability and are pursuing a medical accommodation, you should contact the Office of Accessible Education. Please note that students in the accommodations process are not making a request for a specific housing assignment, but rather a request for an accommodation. Please note that accommodations are not for specific buildings.

 

Closing the Room Change Process
The Room Change Process closes approximately one month before the end of the semester. We do not move any students after this or as allow students to move to fully open spaces during the Winter Placement Process. If you are not offered a space or space you are interested in, you are welcome to rejoin the process for the next semester on the first day of classes for the next semester if you choose. You will not automatically rollover.

Open Beds in Shared Spaces or Theme Houses

Open beds in these two spaces may be on Room Change Process, but only after the remaining roommate or the Theme House Coordinator has the opportunity to fill the space.

Shared Spaces
As always If a bed opens up in a room before, during, or between semesters, the student (group of students for a block or suite) that will remain in that space can fill the open bed with an upper-class student of their choice. If the current student does not take the opportunity to fill the space, the bed will be assigned by our office as needed throughout the year. To move a student of your choice into your shared space, you should email housing@bates.edu copying all current and hopeful roommates. We are not able to “hold” and open bed for a semester.

 

Theme Houses
As theme houses are smaller communities focused on a specific area of interest, Theme House Coordinators have the first opportunity to fill open beds in their house. If they do not take this opportunity, the beds will be filled by our office as needed.

2020-2021 Room Change Process Dates

First Day of Classes for the semester at 8:30am:

  • Fall 2020: Wednesday, September 2, 2020
  • Winter 2021: Wednesday, January 13, 2021
Room Change Process begins
Approximately one month before the end of the semester:

  • Fall 2020: Friday, October 30, 2020
  • Winter 2021: Wednesday, March 31, 2021
Room Change Process closes

 

Room Change Process FAQs

Can I  change rooms before move-in?
No, most of the spaces that are open during the room change process are those that were not available during the Summer or Winter Placement Process, most likely from a student whose plans have changed for the semester. We wait until the first day of classes to be sure of what rooms are truly available.

Can you send me a list of the rooms that will be available?
No, as stated above, as these spaces are typically from students whose plans have changed, it is impossible for us to provide a list ahead of time.

Am I guaranteed to get a single?
No, we can not guarantee that you will have the ability to change your room.

When will I hear back?
You could hear back in a couple of days or not until the end of the semester if there are no spaces available. While we hope to meet student demand this is not always possible. We require students to respond to us within 24 hours to give as many students as possible the opportunity to change rooms.

My friend with a single is now taking a leave, can they “gift” me their single?
No, any rooms or suites that will be entirely vacated for the semester will be part of the room change process. We do not let popularity dictate access to housing options. It is not possible for students who are vacating rooms for the semester,  to transfer those rooms to other students. 

How can I move my stuff?
Help from friends or teammates is how most students move their stuff during the semester. Facility Services can provide students with a handcart/dolly by request