Winter Placement Process

Students who are not on campus for the fall and will require on-campus housing for the winter semester must enter the Winter Placement Process to receive a room assignment. We will begin accepting housing applications in late October each year with assignments being released in mid-December.

Looking for housing over winter break instead? See Break Housing.

Winter Placement Timeline for Winter 2020

You must submit your winter housing application via the HouseCat portal by the deadline on Friday, November 29th at 4pm EST. You will be notified by email of your assignment in December.

Event Date
Return from leave approval form due
 (only for students returning from a leave of absence)
Tuesday, October 1st
Winter placement application released Friday, November 1st
Winter semester class registration begins Saturday, November 2nd
Winter placement applications due Friday, November 29th at 4pm
Notification of assignment Mid-December, before break
Move-in for winter semester available Saturday, January 11th at noon
First board meal plan Sunday, January 12th at dinner

Spaces in Winter Placement

While it is not possible for our office to know the exact spaces that will be available for the winter semester, the types of spaces consist of the following:

Rooms fully vacated from the fall semester
Any rooms or suites that will be entirely vacated for the winter semester will be available to returning students through the winter placement process; therefore, it is not possible for students who are vacating rooms for the winter to transfer those rooms to returning students outside of the winter placement process for fairness and transparency to all students.

Open beds in shared rooms
If a bed opens up in a room between the fall and winter semester, the student that will remain in that space for the winter semester can fill the remaining bed with an upper-class student coming back for the winter semester (see also “Maximizing fully vacant spaces”). Returning students should indicate the exact room and roommate they are interested in on the winter placement application to accomplish this. If the current student does not take the opportunity to fill the space, the bed will be assigned by our office. Again, any completely open rooms are returned to our office for placement.

Open beds in blocks and suites
If a bed opens up in a suite or block housing, the student(s) who will remain in that space for the winter semester can fill the remaining bed in the suite or block with an upper-class student coming back for the winter semester. Returning students should indicate the exact room and roommate they are interested in on the winter placement application to accomplish this. If the current student(s) does/do not take the opportunity to fill the space, the bed will be assigned by our office. Any completely open blocks or suites are returned to our office for placement.

Information For Returning Students

Students who were not studying at Bates in the fall and will be for the winter semester should apply for the winter placement process. Traditionally, this is typically students who were studying abroad and those returning from a leave of absence. 

Application and Preferences

Application and Preferences

The Winter Placement application via HouseCat collects important information from students that are returning to campus. Our office will then assign housing via a lottery system by class year in December. We will do our best to place you in accordance with your preferences, but that may not always be possible. We thank students for welcoming their winter room assignments as a new opportunity on campus. We will begin accepting housing applications in late October each year with assignments being released in mid-December. 

Return from leave approval (only for students returning from leave)
Students who were on leave must initiate a return from a leave of absence by October 1 for a winter semester return. Students may initiate their return by completing the online Leave of Absence Return Request form. Requests to return from a leave of absence will be reviewed by the college’s Return Review Committee. This is NOT for students who studied abroad. 

Timing of Application
The application will be available at the end of October/start of November depending on the calendar year.  All eligible students apply during the application period and there is a lottery for placement. There is no advantage in filling out the application earlier. All students that apply during the application period are housed via a lottery placement system by our office.

Housing Accommodations
If you need to request a Housing Accommodation, please contact the Office of Accessible Education. It is recommended that students initiate the process before December 1st for the winter semester.

Preferences
We will work to accommodate your preferences; not all students will receive their top choices. Please use the “additional information” page of the application to outline your preferences in as much detail as possible including buildings, roommates, and other pertinent information. We appreciate your understanding that preferences may not be met as we work to fulfill the housing needs of all of our students. If none of your preferences are available when you are being placed, you will be assigned in a building outside of your preferences. 

Common Requests:

  • Requesting to fill a shared space If you have arranged to take a space in a partially occupied double, triple, suite, block, or have agreed to live in a theme house, you should indicate the exact room and any roommate(s) in the additional information page of the application.  Students may not arrange to take a single, vacant double/triple, or vacant suite/block from students leaving for the winter semester. Theme House coordinators will work with our office to fill all the beds in their houses.
  • Requesting to live with others returning from abroad If you do have a roommate(s) in mind, you can request your roommate(s) in the “additional information” section. You should list possible breakdowns of the group in case your top preference is not available. Examples are listed on the “additional information” page of the application.
  • Requesting a single room If you do not have a roommate(s) in mind, you may request a single in the “additional information” section, but if no singles are available, you should expect to be matched with a roommate(s) and to be placed in a double or triple. You should also provide us with the name of a potential roommate in the “additional information” section even if you are requesting a single room, in case we are not able to offer you one. Our office can not guarantee that any student will have a single. If you have a diagnosed disability and need a single as a housing accommodation, you should contact the Office of Accessible Education prior to December 1st.
  • Requesting to live with students currently on-campus in a new space The winter placement process is only for students who do not have a room assignment for the winter semester.  Students may not form a roommate group with students currently living on-campus as part of the winter placement process. Returning students can only live with currently housed students if they are filling an empty bed in a shared space.

Your Room Assignment

Your Room Assignment 

Timeline
You will receive your assignment via your Bates email in mid-December. If you have not received your assignment by December 20th, please email housing@bates.edu

Changing Assignment
Students are not able to change their assigned space ahead of moving back to campus. All placements are final. This is out of transparency and fairness to all students. 

Moving Back to Campus

Moving Back to Campus

Access and Keys
Keys will be available for pick up with the Office Access Control, located in Security at 245 College St.during the return weekend. Pick up times can be found on their website: Office of Access Control. General access to residence halls and houses (your keycard access) will re-open to returning students on Saturday, January 11, 2020, at 8am. 

Early Arrivals
Students may move back anytime after Saturday, January 11, 2020, at 8am (key pick up may be later in the afternoon). Students will not be permitted into their winter rooms ahead of this time. Students have 48 hours to move in before winter semester classes begin. Rostered varsity athletes on certain winter teams may be allowed to move in earlier based on coordination of the Department of Athletics and availability. 

Meal Plan
The first board plan meal will be the evening meal on Sunday, January 12, 2020.

Room Furniture
All the original furniture assigned to a room must remain in that space. If you have a diagnosed disability and need a housing accommodation related to furniture, please contact the Office of Accessible Education. 

Damage and Facilities Issues
Please check with your custodian for cleaning accessories, light bulbs, paper towels, and toilet paper. Any other damage or issue should have a Work Request with facilities. The only exceptions are heat, electric, and water issues as these are EMERGENCIES and should they happen outside of normal business hours please call security immediately so a repair can be made immediately. 

Mail
You will have the same Mailbox number. Any questions on packages and mail should be directed to Post & Print at 207-786-6098. 

Frequently Asked Questions

Frequently Asked Questions for Returning Students

What spaces will be available?
Because the end of the semester is full of last-minute leaves and acceptances to abroad programs, we do not know ahead of time what spaces will be available. Our office waits as long as possible so we will have the most accurate list, while still delivering placements ahead of winter break. You should list a few different preferences on your application.

My four friends currently live on-campus and are all to study abroad in winter. They have a great block/suite. Can a group of four of us that are returning from abroad just have that space? 
No, any rooms or suites that will be entirely vacated for the winter semester will be available to returning students through the winter placement process; therefore, it is not possible for students who are vacating rooms for the winter to transfer those rooms to returning students outside of the winter housing process. We do not allow students to “gift” their previous room to others. 

My friends have an empty space in their suite. What should I do to make sure I can live there?
If you have arranged to take a space in a partially occupied double, triple, suite, block, or have agreed to live in a theme house, you should indicate the exact room and any roommate(s) in the additional information page of the application.  Students may not arrange to take a single, vacant double, or vacant suite from students leaving for the winter semester. 

Two of my friends are currently on-campus and two of us are returning. Can we all live in a block/suite together?
No, the winter placement process is for students who do not have a room assignment for the winter semester. The purpose of the winter placement process is for all students to have a space for the winter semester. The only time current on-campus students may move around winter break is in certain cases of filling partially open spaces (see “Maximizing fully vacant spaces” for more information). 

I’m a junior. Is there a possibility that I will not get my preferences?
Yes, most students returning for the winter are also juniors, so there is little seniority at play. We place students by a lottery and we only have the spaces that were left by those. There is no advantage to filling out the application earlier in the application period. 

How can I guarantee a single?
Our office can not guarantee that any student will have a single. If you have a diagnosed disability and need a single as a housing accommodation, you should contact the Office of Accessible Education prior to December 1st. 

 

Information For Currently Housed Students

While the purpose of the winter placement process is for all students to have a space for the winter semester, many students currently housed on-campus have questions regarding the rooms they are leaving or their roommate(s) leaving for the winter semester. 

Frequently Asked Questions

Frequently Asked Questions

I was on-campus for the fall. Can I join the winter placement process for a single?
No, the winter placement process is for students who do not have a room assignment for the winter semester. The purpose of the winter placement process is for all students to have a space for the winter semester. For students interested in filling a partially filled space, please see “Maximizing fully vacant spaces” for more information. 

Can I “gift” my single to a returning student?
No, any rooms or suites that will be entirely vacated for the winter semester will be available to returning students through the winter placement process; therefore, it is not possible for students who are vacating rooms for the winter to transfer those rooms to returning students outside of the winter housing process.

I am staying in my double/suite, but one or more of my roommates are moving out. What should I do?
Any student that will remain in a shared space for the winter semester has the first ability to fill the remaining bed with a student of their choice. Typically this is an upper-class student coming back for the winter semester, but can be a current on-campus upper-class student in certain cases (see “Maximizing fully vacant spaces” for more information). 

My suitemate has a single and is leaving to go abroad. Can I just move into their single?
No, you may not spread out the remaining suitemates to create empty space in doubles. If the suite arranges with those returning from abroad, etc. to have a completely full suite, only then will our office consider those in a suite being able to “switch” rooms. Singles in suites will be cleaned and locked until a new suitemate is selected or placed in the space. After you have a complete suite roster, you should email housing@bates.edu copying your entire suite with a rostered list of Room A, Room B, etc. 

If I do not fill the bed in a shared space, can I have it as a single?
No, if the current student does not take the opportunity to fill the space, the bed will be assigned by our office. Again, any completely open rooms are returned to our office for placement. In some circumstances, a shared space at low-capacity will have the current residents moved to a smaller space by the Office of Residence Life.

Can I leave my (couch, fridge, etc.) for my friend for next semester?
Any items remaining in a completely vacant space will be disposed of by the facilities staff over winter break. If you are “gifting” something to a friend, please have someone remaining between the semesters take ownership of the item or place in a storage area for returning students to pick up.

  • Anything in or on top of a trashcan is considered trash.
  • Anything stored in the hallway is considered trash.
  • Anything in trash bags in a public area is trash.
  • Any items remaining in a room without a resident will be donated.

Checklist for Leaving Campus

Checklist for Leaving Campus

And in the blink of an eye, it is your last week on-campus. By saying goodbye to friends and finishing up finals, you may forget some important tasks to do before you leave campus. We have gathered information from different campus departments here. Please connect with their website for more specific details.

Move out on time
Know when you will lose access according to the residential calendar: The residences close for winter break on Sunday, December 15, 2019 at 5pm.

Store your items
Although there are some On-Campus Storage options during the year,  there is no storage available on campus during the summer. Students should plan accordingly. You may contract with Dorm Room Movers for a full service pick up, storage, and drop off in the fall. Students may also see the Facility Services website for a list of local storage facilities and may often share a space with others.

Donate
Donate your unwanted items to “Clean Sweep” by placing them in the designated area of your House or Hall. Every year students donate their unwanted items to help raise money for participating non-profits and reach our campus sustainability goals. Please see your custodian if you cannot locate this space where you live.

Take out the Trash
Take your trash and unusable items to the trash area. Anything left in a room trash can, on top of a room trash can, in a trash bag, or in the hallway is considered trash and will be disposed of. If you have large broken items please throw them out to avoid charges.

Clean
Ask your custodian for trash bags, brooms, or vacuums to make sure your room has been left in broom clean condition meaning:

  • free of all debris
  • free of personal effects
  • swept clean after their belongings have been removed

Return your Key
You should return your key to Campus Security before you leave to avoid late or rekeying fees. You should not leave your key in your room or give it to a friend to return. Check the Access Control website for information on the fees associated with not returning your key on time.

Return your library items
Make sure you return your library books and media to stay free of fees. You can see the Fines & Replacement costs on the Library website.

Know when you are coming back
Typically, you are able to move in on-campus the Sunday before classes start in the fall semester. The 2020-2021 residential calendar will be available in the spring of 2020. Check the calendar for more details.

New Policy: Maximizing fully vacant spaces

Maximizing fully vacant spaces

A New Option for Winter 2020
In an effort to maximize fully vacant spaces for returning students, students may fill partially filled shared spaces with students returning to campus or under certain conditions, current on-campus upper-class students. Again, any rooms or suites that will be entirely vacated for the winter semester will be in the pool of spaces available to returning students through the winter placement process. 

Examples of partially filled shared spaces
Some examples of partially filled shared spaces would include:

  • a double where one student is staying for the winter semester, but the other is going abroad
  • a suite that has some members staying for the winter semester, but others are taking a leave. 

Eligibility
Current upper-class students with an assigned bed on-campus can only move for winter semester if the following stipulations are met:

  1. The room/suite that is being moved out of will become fully vacant. 
  2. All moves must occur before the end of the fall semester so that the fully open space will be able to be cleaned and rehoused for the winter semester.
  3. The previous resident of the room (student leaving for winter semester) must move completely out of the room and return key prior to the new students moving in. The student moving in must collect key after the previous student has returned key to Access Control. Keys may not be switched by students. 
  4. All current residents of space and the potential new resident(s) must contact housing@bates.edu with their intention of changing rooms before the last day of classes for the fall semester.
  5. If the changing of rooms is approved, it is final. Students will not be able to back out of change. 

The Office of Residence Life and Health Education has the final say on all room changes.