ROOM ALLOCATION GUIDELINES 2012

General Guidelines
Awarding of Points

1. Students currently in their 2nd year of study will receive 2 points. Students in their 1st year of study will receive 1 point. 2. Pairs of roommates from different nationalities are automatically awarded 2 extra points (1 point EACH). Note: that nationality is determined by the official nationality provided by the office of the Registrar.
a. E.g. Nepalese, Venezuelan, German etc.

3. Pairs of roommates from different world regions are automatically awarded 1 extra point (0.5 point EACH). The points will be determined according to your nationalitys affiliation to one of the following world regions: North America
Canada United States

Argentina Bahamas Barbados Belize Bolivia Brazil Chile Colombia Costa Rica Cuba Dominican Republic Ecuador El Salvador Grenada Guatemala Guyana Haiti Honduras Jamaica Mexico Nicaragua Panama Paraguay Peru

Latin America

Saint Vincent & the Grenadines St Kitts & Nevis St Lucia Suriname Trinidad & Tobago Uruguay Venezuela

Western Europe
Andorra Austria Belgium Cyprus Denmark Finland France Germany Greece Iceland Ireland {Republic} Italy Liechtenstein Luxembourg Malta Monaco Netherlands Norway Portugal San Marino Spain Sweden Switzerland United Kingdom Vatican City

Albania Armenia Belarus Bosnia Herzegovina Bulgaria Croatia Czech Republic Estonia Georgia Hungary Kazakhstan Kosovo Kyrgyzstan Latvia Lithuania Macedonia Moldova Montenegro Poland Romania

Eastern Europe

Russian Federation Serbia Slovakia Slovenia Tajikistan Turkmenistan Ukraine Uzbekistan Benin Burkina Cameroon Cape Verde Central African Rep Chad Congo Congo {Democratic Rep} Equatorial Guinea Gabon Gambia Ghana Guinea Guinea-Bissau Ivory Coast Liberia Mali Mauritania Niger Nigeria Sao Tome & Principe Senegal Sierra Leone Togo

West/Central Africa

South/East Africa
Angola Botswana Burundi Comoros Djibouti Eritrea Ethiopia Kenya Lesotho Madagascar Malawi Mauritius Mozambique Namibia Rwanda Seychelles Somalia South Africa Swaziland Tanzania

Uganda Zambia Zimbabwe

Middle East
Algeria Azerbaijan Bahrain Egypt Iran Iraq Israel Jordan Kuwait Lebanon Libya Morocco North Sudan Oman Palestine Qatar Saudi Arabia Syria Tunisia Turkey United Arab Emirates Yemen

East Asia
Brunei Cambodia China East Timor Indonesia Japan Korea Laos Malaysia Mongolia North Korea Philippines Singapore Taiwan Thailand Vietnam

South-east Asia
Afghanistan Bangladesh Bhutan India Maldives Myanmar Nepal Pakistan Sri Lanka

Australia and Oceania

Australia Dominica Fiji Kiribati Marshall Islands Micronesia Nauru New Zealand Palau Papua New Guinea Samoa Solomon Tonga Tuvalu Vanuatu 4. All nationalities will be considered according to your entry at the Registrars Office based on Spring 2012 entries. This is regardless of any nationality students may chose to go by or students holding multiple citizenships. All decisions will be made based on the nationalities entered at the Registrars Office and only the nationalities entered at the Registrars Office, with no negotiation. Please note that if you desire to change your primary nationality, the change must be completed by the Registrars office at least PRIOR to the beginning of your respective round. 5. These are the points referred to throughout this document.

Special Cases: Third and Fourth Years: Third years staying ONE extra semester will only be allocated a room with the permission of College Masters. This will depend on room availability and the previous behavior of the student. If they are granted permission, their points will be defined as the ones for the 2nd years. For the small number of students that will stay on campus for one more academic year [fourth years]: the points you receive will be equal to those for students from the 2nd year (resulting in 2 points per students + possible nationality and world region points) Foundation year students do not fall under the jurisdiction of the FHC, and must therefore clarify their rooming situation, regarding both college of choice and roommate of choice, for their 1st undergraduate year with the College Masters, personally. Malfeasance and dishonesty: In light of previous experiences with dishonesty regarding the housing registration resulting in unfair room allocation, guidelines have been laid out for cases of dishonesty. Cases of dishonesty include: Reporting a nationality that does not correspond with a students entry at the registrar Study abroad and logistics students not reporting their absence from campus Reporting false height to get a tall room 5

Reporting a year of study which does not correspond with reality Reporting a world region which does not reflect that confirmed by the registrar Reporting a number of points which does not reflect reality in any way

Applicants found carrying out any of the above mentioned or falsifying any personal data-as well as their requested roommate-, will be given the lowest priority for housing. This clause is final and not subject for negotiation. No exceptions will be made, mistakes which may be perceived as dishonesty based on these guidelines will therefore not be forgiven. Study abroad and Logistic Majors starting their 5th semester: Students going abroad and Logistics Majors will have to fill out the College Phase Choice Questionnaire and indicate that they will not be on campus for the following Fall Semester. We will try to reserve a room in your first choice college, however, cannot guarantee a definite place. If Study Abroad students would like to move in with someone who is staying on campus for the Fall semester, they must apply in the last round of Room Allocation (as will be specified in our announcements).You will most probably not be able to get your first choice room, however move into with your first choice roommate for the upcoming spring semester as the current housing capacities allow us to find these individual solutions. Should Room and Board not be paid for, the room will be allocated to a freshman. Logistics students who will stay on campus and pay room and board can apply for the regular Room Allocation Logistics students who will live off campus will be treated as students studying abroad for one semester and must apply for a room in the last round of allocation. If students indicate that they will stay on campus and do not pay room and board (do not live on campus) for the first semester for the above mentioned reasons (Study Abroad, Logistic Internship) and are not judged to be an exceptional case, freshmen will be allocated to the unexpectedly vacant rooms. Therefore, please be cooperative and keep us updated on your plans.

Examples: Example 1 (Student from same year but of different nationality): A 1st year student from country A (Colombia) and a 1st year student from country B (Brazil) enrolled in 2011 will have a total of: Person 1: 1st year = 1 pt. Person 2: 1st year = 1 pt Mixed Nationality = 2 pts Total Points = 4 points Example 2: (Student from same year, different nationality and different world region): A Student from country A (Colombia) enrolled in 2011 and a student from country B (India) enrolled in 2011 will have a total of: Person 1: 1st year = 1 pt. Person 2: 1st year = 1 pt Mixed Nationality = 2 pts Different World Regions (Latin America and South Asia): 1 pt Total Points = 5 points

Example 3: (Student from different year, different nationality and different world region): A Student from country A (Colombia) enrolled in 2010 and a student from country B (India) enrolled in 2011 will have a total of: Person 1: 2nd year = 2 pts. Person 2: 1st year = 1 pt Mixed Nationality = 2 pts Different World Regions (Latin America and South Asia): 1 pt Total Points = 6 points

Allocation Procedure: The Procedure is divided into 4 phases a) Single room phase b) College Choice Phase c) Tall Peoples round, Quiet block, 3 bedroom apartments d) General Room Allocation based on the college choice.

Single Room Phase

As a rule, undergraduate students are housed in 2 or 3 room apartments. In exceptional cases (such as health issues), an application for a single room can be directed to the college the student is from. The college masters will decide on such applications. The application deadline for single rooms will be the deadline for the college choice phase. Decisions will be communicated to the applicants prior to the beginning of the Tall Peoples, Quiet Block and 3 bedroom apartments round. This way, students whose request for a single room has been declined are not disadvantaged in the room allocation procedure of double and triple apartments. Pioneers who moved into Nordmetall in Spring 2009 will also be granted a single room upon request. Please note that students who wish to live in a single room must apply in the college phase, however, the Facilities and Housing Committee is NOT responsible for allocated single rooms. In this circumstance, the student must consult the College Masters of their college.

College Choice Phase

People apply with a roommate of their choice. The applicants order the colleges according to their preference. The applications are then divided according to their first preference. Each college stack is dealt with in the following order: a) Applications with both applicants applying to their home college are accepted directly to the college. Note: Upper Occupancy Threshold (UOT) for all colleges is approximately 80%. Lower Occupancy Threshold (LOT) for all colleges is approximately 60% [This threshold will apply for College Nordmetall however A-block will not be counted]. 7

Occupancy is defined as the percentage of rooms that have already been reserved or occupied in a college. b) Applications with only one applicant who is applying to his/her home college are accepted and go through a sorting procedure: c) All applications are put into one stack. Then applications with the most number of points are chosen at random from the stack until the UOT is reached. d) If the LOT is not reached by this stage, then the applications with all members outside of the college are put into one stack. Applications with the most number of points are then selected randomly till the LOT is reached. The above procedure is repeated for the second and third preference, until all applications have been dealt with. However, if the UOT is exceeded, no further applications into the college are accepted. NOTE: 1. For applications in which the three preferences are not filled out properly, the applicant is assigned to a college in which the threshold has not been reached. 2. Students who did not apply during the College Choice Phase will not be allocated rooms by the Room Allocation Procedure. Their names will be sent to the College Masters, who will deal with them. Extreme cases will be granted leniency.

Tall Peoples, Quiet Block, and 3 Bedroom Apartments Phase

1) Tall Peoples Rooms: In these rooms, only couples with one member taller than 190cm are eligible. Proof of height will have to be provided. Preferences in which the tall person is applying for rooms other than x08 are not taken into consideration. In the event that all x08 rooms are taken, there will be no further sub rounds. They may apply for other rooms in subsequent rounds. Certain tall rooms, as indicated on the floor plans of the colleges sent to the student email lists by the FHC will be reserved for freshmen in every college. The height of the taller member will be verified by a member of the FHC, or can be proved by a certificate from a doctor. Quiet Block Rooms: Rooms in College III D x08-x21, Nordmetall B-Block, 3rd floor West side as well as all rooms in Krupp A facing the labs are designated as the Quiet Block where loud noise is strictly prohibited. Preferences of rooms other than the quiet block will not be considered. In the event that all Quiet Block Rooms are taken, there will be no further sub-rounds. 3 Bedroom Apartments: These are the 3 bedroom apartments located on the ground floors of each block, provided that it is not occupied by guests or Resident Associates. Currently this is Krupp A101-103, Krupp B101-103. Mercator B101-103, Mercator C101-103, College III A101-103, College III B 101-103. Preferences of rooms other than the ones listed above will not be considered. In the event that all rooms corresponding to this round are taken, no further sub rounds will take place. These rooms will not be allocated after 8

2)

3)

this round. Nationality and World Region Points are allocated according to the nationalities and world regions present in each room (e.g. Brazil, India, Germany 4.5 points // India, Pakistan, USA 4 points // Russia, Romania, Moldova 3 points PLUS the added INDIVIDUAL number of points for years of study)

General Room Allocation Phase

This phase takes place after the quiet block, tall people, single rooms and 3 bedroom apartment rounds are completed and is divided into 4 rounds with separate deadlines which will be announced by the FHC. a) b) c) d) e) f) Couples with 7 points Couples with 6 points Couples with 5 points Couples with 4 points Couples with 2 points or 3 points Couples including at least one Semester Abroad and Logistic Students [only on campus for the second semester]

This phase has floor thresholds: After each round, the nationality content of each floor will be assessed. An upper limit of 40% of individuals of one nationality will be applied to each floor. That is, if 40% of the occupants of a given floor are of a certain nationality after a round, no more students of that nationality can apply to live on that particular floor. Any such applications will then be disregarded. College Masters can make use of their right to deny the allocation of rooms to certain groups of people once the upper limit is reached. NOTE: 1. Each couple or trio (in case of 3 bedroom apartments) request up to three apartments at a time, stating the order of preference. 2. Couples may apply for a round to which they are applicable. If they fail to submit their applications by their respective deadline, they are applicable for the next round, losing 1 point from their cumulative sum, for each round missed. 3. Applying in the wrong round (e.g. applying in the 5 pt. round when the couple has only 4 pts.) will result in the application being ignored. The couple will be expected to apply again in the correct round without notice from the Facilities & Housing Committee. 4. Applying to an unoccupied quiet block room in the regular round still means that the occupants of the room must follow quiet block rules. 5. Designated Smoking Floors are B3 in CIII, C3 in Mercator, and C3 in Krupp. Occupants do not have to smoke but should be aware that these are designated smoking floors. Occupants must however behave in accordance with fire regulations. Please also note that College Nordmetall is a non-smoking college.

Processing of Applications
The meetings can only be attended by parliament members, student court members, college masters and resident associates. No other students can attend meetings to avoid interference and confusion. The Facilities & Housing Committee will invite one member of the student court / CM / RA for every allocation round, to monitor lotteries and random picking. Allocations will thus be fair. For each round, the applications are processed in the following manner: a) Applications which do not conform to the criteria of the round are rejected. The remaining applications are sorted into different stacks corresponding to rooms according to their first preference. i. If there is more than one application to a room, then the application with the higher number of points wins. If the applications have equal number of points, the winner is chosen by a lottery. ii. After the applications have been processed based on first preference, the remaining applications are divided according to the second preference. If the rooms are taken, they are put in a separate stack. The remaining applications are processed based on the procedure defined in Step I. iii. After the applications have been processed based on second preference, the remaining applications are divided according to the third preference. If the rooms are taken, they are put in a separate stack. The remaining applications are processed based on the procedure defined in Step I. b) After all the applications have been dealt with according to the procedure outlined above; the Facilities & Housing Committee informs the couples or trios of the results. The applicants whose request could not be granted, are eligible to apply (as the same couple) in the subsequent sub rounds for the remaining rooms. Such applications may be submitted by email. The applications are then processed according to the procedure defined in (a). The next round will start only after the previous rounds have been completed, floor thresholds calculated and results have been announced. After all rounds are completed the Facilities & Housing Committee will define a time period in which switching of rooms by mutual agreement is allowed. (Switching of roommates is not allowed in this time) Applications must be submitted to the Facilities & Housing Committee in writing or by email from both agreeing parties. The floor thresholds will continue to apply even in the final exchange round. Such rounds will be monitored by the College Masters and switches will only be made with permission from the college master(s) of the college(s) in question.

c) d)

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e)

Students are not permitted to move after the room allocation phase. Under exceptional circumstances moves within a college can be permitted by the respective college masters, moves between the colleges require approval by the CMs in consultation with the Facilities & Housing Committee.

Criteria for Rejection of Applications

1) 2) 3) 4) 5) 6) 7) Incomplete or incorrect applications are rejected. Late applications are rejected. Applications which do not conform to the criteria of a round are rejected (e.g. height above 190 cm for the tall people round, cumulative year of study). Applicants who miss the deadline for a sub round are not eligible for subsequent sub-rounds. Applications from ex-matriculated students will not be considered If the preference of both applicants do not concur (e.g. if Applicant 1 applies to MC-212, Applicant II must apply to MC-213) If students try to manipulate the rules of the Room Allocation or apply for a room without moving into it next semester, it is at the discretion of the Facilities & Housing Committee to allocate freshmen to these rooms. In extreme cases, if a student has severely damaged his room in the previous year, the College Master has the right to refuse his room application, however this decision has to be made with 2 members of Student Court and/or the FHC. If this can only be done during the summer break, the FHC/Student Court will still have at least one representative that can be contacted and must be consulted regarding the issue

8)

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