HOUSING LOTTERY 2008-2009

Lottery Timeline

Friday, January 18 – Lottery materials delivered to student mailboxes – Extra forms are available at the Office of University Housing, the David Student Union Information Desk, and the information meetings.

Tuesday, January 29 - Information Meetings - 4:00 p.m. and 8:00 p.m., David Student Union   (Washington Room)

Wednesday, January 30 – Information Meetings - 4:00 p.m. and 8:00 p.m., David Student Union (Washington Room)

Friday, February 15 - Theme Unit and Special Interest Housing applications due to Student Affairs Suite

Friday, March 7 – Final day to turn in all lottery materials and requests:

• Contract Acceptance Forms are due to The Office of University Housing by March 7th by 5:00pm. Your Housing Deposit from last year will carry over for the 2008-2009 Lottery.
• Room Retention Forms, Sophomore Residency Requirement Appeals, requests to remain on campus by PLP students, and Proxy Forms are due in University Housing by 5:00 p.m.
• If you have Housing accommodation needs related to a disability, you must contact: Emily Gross, Disability Services Coordinator, advise@cnu.edu  .  Phone: (757) 594-8763 Fax: (757) 594-8765 and complete the "Housing Accommodation Request Form" prior to March 7th.

Thursday, March 20 - Appointment time and Lottery PIN numbers will be emailed to student's CNU accounts with a link to Lottery instructions.

Monday, March 24 & Tuesday, March 25 – Upper-class/3rd year and above students, according to their appointment times, can start signing up for rooms on-line between 9:00 a.m. and 4:00 p.m.

Wednesday, March 26 through Friday, March 28- 2nd year students, according to their appointment times, can start signing up for rooms on-line between 9:00 a.m. and 4:00 p.m.

Friday, March 28 - Missed appointment times for 2nd year students and any available Upperclass spaces will be made available on-line. Sign-up ends at 4:00 p.m.

Monday, March 31 - Overcrowd Forms are due to the Office of University Housing by 5:00 pm.  All roommates must sign this form.

Friday, April 4, 2008:  Last day to cancel contract.  After this date, the contract is enforceable if the student remains at CNU.

Housing Lottery Guidelines

What is the purpose of a Housing Lottery?

      The Housing Lottery is designed to allow current residential students to submit their request for residential accommodations for the next academic year. Although we anticipate that we will house most current students who request on-campus housing through the Lottery Process, demand may exceed supply. Students who do not initially receive a housing assignment during the lottery process will be placed on the wait list and notified of their wait list ranking. Please carefully read the following information and adhere to all dates and deadlines.

What if I choose a room through the Housing Lottery and do not return to University Housing in the 2008-2009 Academic Year?

If you are not returning to CNU, you must put your cancellation in writing to the Housing Office. If you have selected a room, your deposit will be forfeited.

Eligibility to participate in the Housing Lottery

• You are a current residential student or a Study Abroad student during Spring 2008. Spring Study Abroad students should turn in the Contract Acceptance Form along with their $250 Housing Deposit to the Cashier's Office by the March 7th deadline.
• Your Contract Acceptance Form is received by the March 7, 2008 deadline.
• You will be registered as a full time (12 credits or more) student for Fall 2008 and Spring 2008.
• You have read and agreed to the terms of the 2008-2009 Housing Contract.

 Key elements of the 2008-2009 Lottery

1. While we would like to accommodate everyone who requests housing, demand my exceed availability. Lottery participants who are unable to select a room during the lottery process will be placed on a wait list and notified of their ranking. The ranking will change often as students cancel and assignments are made. You may check your ranking by contacting the Office of University Housing. In the past, most students on the wait list have eventually received assignment offers from University Housing.
2. Room Retention provides students the opportunity to keep their current unit and roommates if all criteria is met as specified later.
3. The Overcrowd Process is available for Seniors graduating in December and for groups who want to exceed the designated capacity of a unit.
4. Appointment times will be randomly assigned and distributed via student email accounts by March 20, 2008. 
5. Definitions:

• 2nd year student –first time students admitted as freshmen for fall 2007 or spring 2008 and currently living on campus.
• 3rd year and above – continuing students currently living in University owned housing who have either lived in University Housing for two or more years or students who have transferred into CNU during the 2007-2008 academic year.
• Space – refers to one bed.
• Unit – refers to an entire room, suite or apartment.
• Proxy – person acting on the behalf of a group or an individual who cannot sign-up during their assigned time – must send a completed proxy form to the Office of University Housing prior to March 7th.

       6. Each summer one building from the CNU Apartment Complex will be placed on a ten month lease to allow time to refurbish the building.  The selected building will be closed to all student occupancy from June 16 until opening day in August. Monroe is the building selected for summer 2008 and Jefferson is the building selected for summer 2009.

       7. Lottery participants can sign up for spaces as follows: Students returning to housing for their 3rd year and above can select spaces in CNU Village, CNU Apartments, Warwick Suites, and a limited number of spaces in James River. 2nd year students can sign-up for Potomac River South, James River and Barclay Apartments. Spaces remaining in CNU Village, CNU Apartments may also be available.

       8. Third year and above students will not be able to request second year students as roommates during their lottery.

      9.  Students who participate in the Housing Lottery and receive a room assignment have five class days from the conclusion of the Lottery to cancel their contract but will forfeit their housing deposit. After the five day period, students will be held financially responsible for the entire housing cost unless they withdraw from Christopher Newport University or they have been released as a result of the Appeal process.

      10.  If any member of a group cancels his/her contract, the Office of University Housing reserves the right to assign the space to another student.1st and 2nd year students are guaranteed housing and are expected to live on campus unless they have been granted an exception through the appeal process.

The Housing Lottery

Be sure to attend Information Sessions if you have ANY questions regarding the Lottery process (Times and locations of Information Sessions are listed on the Lottery Timeline).  Students who have never participated in the Housing Lottery are strongly encouraged to attend an information session.  It is very IMPORTANT that you read these Housing Lottery Guidelines and the 2008-2009 Housing Contract.

Appointment Times

All students participating in the lottery will receive an individual appointment time and Lottery PIN.  This time will be received via your CNU student email account on or before the March 20th deadline.  3rd year and above residents will have the first opportunity to select spaces in CNU Village, CNU Apartments, Warwick Suites and spaces allocated in James River Hall. 2nd year students will select any remaining vacant spaces on-campus except those reserved for the class of 2011.  If an appointment time is missed for any reason, the group or individual may still select a unit or space any time after their assigned time but no later than Friday, March 28th.

Groups

Determine the student(s) with whom you would like to live and form a group. Keeping in mind that 2nd year students should form groups together and 3rd year students and above should form groups together. Compare your individual appointment times and determine who in your group has the best time.  That is the time your group will select your living accommodations. Any group member can select on behalf of all members of a group however, this person will need to know the Lottery PIN number of all group members.

***The optimal group number is FOUR since most apartments and suites consist of 4 person groups. There are a limited number of 3, 5 and 6 person units available. Students should be prepared to add a group member or break off into smaller groups if the unit desired is no longer available.

Frequently Asked Questions about Lottery

 What is a Group?

A group is comprised of same gender students who have submitted a Housing & Dining Services Contract Acceptance Form by the deadline date.  All apartments and suites must be filled to 100% capacity with a group.  For example, a group consisting of 3 students must select a 3 person unit if one is available.   Conversely, a group of 3 may not select a 4 person or larger unit.

How can a current CNU student living off campus participate in the lottery?

Current off campus students may not participate in the lottery process.

How does my financial status affect my eligibility for lottery?

You must have paid all charges on your student account.  This includes tuition, fees, and any fines you may have received.  All fees must be paid by the March 7th deadline. Any unpaid bill will make a resident ineligible to participate in the Housing Lottery.

What if I want to live in a certain room but don’t have a group?

Single individuals may select any apartment or suite however, at no time will there be more than one apartment and one suite being utilized for the purpose of individual assignments. Example: an individual selects a space in a James River apartment, other individuals or small groups (2-3) of the same gender seeking a space in a James River apartment will be assigned to the available spaces. Once that unit is full, the next (single) individual signing up for a James River space may pick a new unit.

What happens if the unit my group wants to choose is not available when my lottery time is scheduled?

• When a group is closed out of a specific accommodation size or type, the group should break into smaller groups at which time the new groups must use the best appointment time of the newly formed groups. Example: if a group of 5 people log-in and there are no 5 unit spaces available, the group must then form new groups, of either 2 or 3. The appointment time for students in the new group now becomes the best appointment time of the two people in that group and the sign-up time for the new group of 3 becomes the best appointment time of that group.
• You can choose to Overcrowd in an available space. Refer to the Overcrowding section of these guidelines.
• A small group may not select a larger accommodation than the group size with the exception of a James River Theme Unit (refer to Theme Unit section for details). 
• A small group may complete a unit started by an individual or form a larger group at the time of selection to fill a unit.

I may be transferring next year, but I’m not sure yet.  Should I go through lottery?

Once an accommodation has been selected, your entire deposit will be forfeited should you withdraw from housing. 

If I am unable to choose the apartment or room I want during the Housing Lottery, may I put my name on a wait list for that type of space? 

Yes, students may email housing@cnu.edu or come to the Office of University Housing during Lottery week and ask to be placed on a waiting list for a specific accommodation type or size.  The list will be maintained throughout the Summer of 2008.  As openings occur, spaces will be assigned from the waiting list; appointment times will no longer be applicable.  The waiting list will be processed in date received order. Students will be contacted and offered rooms in date received order.

I want to participate in a study abroad program, internship or student exchange program for a semester. What should I do? 

• Students currently involved in a spring study abroad and internship programs will still be eligible for the Housing Lottery as part of a group or as a room retainer if a Contract Acceptance Form and $250 Housing Deposit are received by the deadline.
• Students leaving campus for the fall semester are guaranteed housing in the spring semester, however, we can not guarantee where they will be assigned. Students should return a Contract Acceptance Form to the Housing Office by December 15 for priority placement.
• Students leaving campus for spring semester programs can participate in the Housing Lottery but will need to fill out a Housing Appeal form requesting to cancel their contract prior to the last day of fall semester finals. The student must vacate their space by the designated check out date. 

Room Retention

If you are satisfied with your present living arrangement, you may be able to continue living there for the coming academic year.  Room Retention is available only to students living in the CNU Apartments with 12 month leases and the CNU Village who are interested in staying in their current rooms, eligible to participate in the Housing Lottery and who meet the following requirements:

• Students may retain their room in the apartments only if 100% of the roommates return to campus and elect to retain.

ALL current roommates must have completed and returned a signed Contract Acceptance Form  and Room Retention form by the March 7, 2008 deadline. Room Retention forms are available in the Office of University Housing or at http://housing.cnu.edu/ under Contracts and Forms.

Overcrowd Process

You may choose to “overcrowd” your apartment or suite by adding an additional student to your group.  Any student who has submitted a deposit and contract by the day of lottery is eligible for the Overcrowd Process.  An example would be a group of 5 students who want to live in a 4 person suite.  At your lottery appointment time you will enter all of the members of your group including the overcrowd person. No more than one student will be allowed to overcrowd any given unit (apartment or suite). You will then need to bring a signed Overcrowd Form to the Office of University Housing by Monday, Match 31, 2008.  All roommates must sign this form.  This form can be picked up at one of the following locations: the Office of University Housing or online http://housing.cnu.edu. 

James River Hall Theme Units

James River Hall has three areas designated as theme unit housing.  These areas consist of 14 co-ed spaces (5 single rooms and 5 double rooms) surrounding two community bathrooms, a kitchen and a common living area.  Theme unit housing is designed for groups of students who share common interests and whose stated goals and objectives can be enhanced through a shared living environment. Any group of students wishing to occupy a theme unit must contact Jerry Roeder, Director of Residence Life, at 594-7125 or jroeder@cnu.edu. for additional information and an application.  Applications must be submitted to the Student Affairs Suite in the David Student Union prior to February 15, 2008.  Any theme unit not occupied by an approved group will be available for selection during the lottery for individuals or groups of 5 or less.

Special Interest Housing

A limited number of Special Interest Houses are available for recognized student organizations whose stated mission and goals can be enhanced through a shared living environment. Organizations interested in requesting a house may pick up guidelines and applications at the Student Affairs Suite in the David Student Union. The number of houses varies from year to year. Houses may differ in the number of beds and are all same sex occupancy. All applications must be submitted to the Student Affairs Suite by February 15, 2008. Residents currently living in a house will be notified of retention requirements by the Office of University Housing in January 2008.   For additional information or applicaiton you may also contact Jerry Roeder, Director of Residence Life, at 594-7125 or jroeder@cnu.edu .

2008 December Graduates

Given that demand exceeds the number of available spaces, it is both financially and fundamentally impractical to have CNU Apartments and CNU Village (12 month leases) spaces vacant for 6 months.  As such, the University offers the following options for students graduating in December who only require housing for the fall semester.

Option 1 – Select a space in Warwick Suites or James River Hall.

Option 2 – Over Crowd – see overcrowd information

Option 3 – Select a space in CNU Apartments/CNU Village (12 month leases) if and ONLY if you meet one of the following conditions:

           A. Pay for 12 months and leave after 6 months,

           B. After graduation you continue as a student.  You must enroll in a minimum of 6 credit hours.

          C. Select and occupy the space of a student participating in a fall study abroad, internship or student exchange program.

Other Information

We expect that students will participate with integrity and honesty in this process.  The Office of University Housing reserves the right to interpret any and all rules as it relates to the Housing Lottery. These rules pertain to the 2008-2009 Lottery Process ONLY.  (Housing Home)