Applying with a Group - Summer

summer housingundergraduate studentssingle graduate students

Students who want to live with one, two, or three friends may apply for housing as a group. Applying as a group gives friends the best opportunity of being assigned together—especially if everyone in the group has the same student status and residence priorities, uses group retention, and lists all residence choices in the same order.

REMEMBER: If you need housing for both summer and autumn quarters, you must submit two applications in Axess, one for each quarter.

Group Applications

  • Groups have a greater chance of being held together if all students apply for the first round of summer assignments. The application due dates are May 7, 2018 for single undergraduate housing and May 10, 2018 for single graduate, couples, and student with children housing.
  • Groups can be composed of up to four students of any gender.
  • There is no guarantee that all members of a group will be assigned to the same residence, room type, or room/ apartment.
  • Undergraduate housing applicants: If group members are willing to accept living within the same complex or residence even if not in the same room type, they can list the ANY choice associated with that residence after listing the specific choice. For example, students who really want to live in Gerhard Casper Quad even if that means living in different room types would list the specific room choices (single, one room double, etc.) and then the Any Gerhard Casper Quad option. Thus, if there is not room for all group members in a specific Gerhard Casper room type, the group members could still be assigned together within the complex but to different room types.
  • If one student has priority for a given residence and another group member does not, the priority does not transfer to the other group members.

Mixed Gender Groups

Groups comprised of students with different genders who wish to live together within the same apartment or room may submit a Gender Inclusive Housing petition in Axess if they are assigned to the same type of housing and that location allows gender inclusive housing.  The deadline to submit the petition is June 1, 2018. The undergraduate housing gender inclusive locations for Summer 2018 are Mirrielees 2-bedroom apartments, Governor's Corner 1-room doubles (EAST), Governor's Corner 2-room doubles (EAST, Schiff), Gerhard Casper Quad 2-room doubles (Castano), Lagunita 2-room doubles (Meier and Norcliffe), and Branner Hall 2-room doubles (International Honors Program). All of graduate housing is gender inclusive.

Application

  • The group member to submit a housing application first creates the group by entering a group name and password. This person becomes the group leader.
  • Each group member should submit an individual housing application in Axess and include the group name and password established by the group leader.
  • Each student should decide whether or not to use the group retention feature. Set group retention high to keep the group together. See below for more information on group retention. Group retention is only available in the first round of summer assignments.
  • All group applicants must list the same residences in the exact same order for the group retention feature to work. Listing different choices negates group retention and increases the likelihood of the group being split.
  • The housing application gives group members the option to copy their group leader’s list of choices. Please note: If the group leader changes his/her choices after a group member has copied the leader’s choices that group member must go back and recopy the group leader’s choices. Otherwise, the old choices will remain on the group member’s application.

Group Retention

The Group Retention feature is only available for groups applying for the first-round of summer assignments.

Group retention allows a student to indicate through how many choices she would like the assignment program to keep her together with her group. For example, if a group of four students were to set their retention rate to four, the program would try to assign the entire group to their first choice. If there were not four spaces available in that choice, the program would try to assign the entire group to their second choice. If there were not four spaces available in the second choice, the computer would move on through subsequent choices, trying to get the entire group into each choice. If the computer goes through the first four choices and is unable to get the entire group into any of those choices, the computer moves on to the fifth choice but group retention ends. If there is one vacancy in the group’s fifth choice, one person would be assigned to that residence and the program would move on to the remaining three member’s sixth choice. Group retention allows students to pass on choices in order to stay together with their group.

Group retention also allows larger groups to split off into smaller groups. If a group of four wants to stay together through their 2nd choice and then break into two groups of two through choice six, all group members should set group retention to six. On choice three, the first group of two should list different choices than the second group of two.

In groups where some students have a housing priority for assignment to a certain residence but other group members do not, using group retention may keep all group members from being assigned to the priority residence. For example, if one student lives in Mirrielees during the Spring Quarter and his group-mate lives in Roble, the Mirrielees student has a level-one priority to be assigned to Mirrielees for the summer. If the group lists Mirrielees as their first residence choice, uses group retention, and are given a random application number that is not low enough to get the Roble resident into Mirrielees for the summer, neither student would be assigned to Mirrielees. If they did not set group retention, the Mirrielees resident might be assigned to Mirrielees because of his priority for that residence, and the Roble resident would be assigned elsewhere.

Changing groups, deciding not to be part of a group, or forming a new group after being assigned

Students can change their applications until the application deadline. This includes group makeup. If, after assignments are complete, you discover that a friend has been assigned to your residence and room/apartment type, you can submit a petition in Axess to create a new group or join an existing group (maximum group members is four) in order to try to be assigned to the same room/apartment.  The deadline to submit this form is June 1, 2018 and all members of new groups will need to submit the online form.

  • Log onto Axess
  • Select Housing and Dining from the Student menu
  • Select Petitions
  • Select Summer Housing Contract Change Request

Special Considerations

  • Students and their group members who apply for assignment through the Office of Accessible Education (first-round only) should still file a housing application through Axess. See specific information on the Medical Accommodations page.
  • Enrolled students have a higher priority for housing than do non-enrolled students. This could cause groups to be split if the non-enrolled student does not have a good enough application number to be assigned in that particular assignment round.

Specific Room and Apartment Assignments

Summer Session staff (for all undergraduate housing except 576 Alvarado) or the Housing Front Desk Supervisors (graduate housing) will assign groups within the same apartment/room when possible as long as all group members are assigned to the same type of housing. If it is not possible to assign all group members to the same room/ apartment, they will try to assign group members to apartments/rooms within the same neighborhood, building, and/or floor. 

Split Group Petition

If a group is split after the first round of summer assignments, they may file a split group petition to request reunification. Reconnecting groups is not guaranteed and is dependent upon the number and type of cancelations received after assignments are made. Summer split group petitions are due on May 28, 2018.

While all students in split groups may file a split group petition, priority for reunification goes to groups that meet the following conditions:

  • The group was not split because the members selected different group retention choices
  • The group was not split due to low or no group retention
  • All members have the same assignment priority
  • All members listed the same residence choices in the same order
  • All members filed a split group petition by the deadline