HOUSING LOTTERY 2009-2010

Lottery Timeline

 Friday, January 23 – Lottery materials  Available on Line at http://housing.cnu.edu/ – Paper copies  are available at the Office of University Housing and the Information Meetings.

Tuesday, February 3  - Information Meetings - 4:00 p.m. and 8:00 p.m., David Student Union  (Washington Room)

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

Friday, February 13 - Theme Unit and Special Interest Housing applications due to Student Affairs Suite

Friday, February 20th – The following activities will take place by 5:00p.m.

• Sophomore Residency Requirement Appeal Forms must be submitted to the Office of University Housing by 5:00 p.m.
• Requests to remain on campus by PLP Students must be emailed to housing@cnu.edu by 5:00p.m.
• Requests due to a disability must be finalized and approved by the Disability Services Office by 5:00p.m. Previous approvals are not retroactive and therefore students desiring a continuation in current housing accommodations are required to follow the housing accommodation policies and procedures.
• Letters and emails will be sent out to student’s whose deposits have fallen below the $100.00 minimum.

Friday, March 6 – Final day to turn in all lottery materials:

• Contract Acceptance Forms are due to The Office of University Housing on  March 6th by 5:00pm. Your housing deposit will carry over from last year unless you have dropped below the $100 minimum (see Housing Deposits section for details).
• Room Retention Forms are due to The Office of University Housing on  March 6th by 5:00pm..

Thursday, March 19  - Appointment time and Lottery PIN numbers will be emailed to student's CNU email account with a link to Lottery instructions.

Tuesday, March 24  – Upper-class students (rising 3rd and 4th year students), according to their appointment times, can start signing up for rooms on-line between 9:00 a.m. and 4:30 p.m.

Thursday, March 26  – Rising 2nd year students, according to their appointment times, can start signing up for rooms on-line between 9:00 a.m. and 4:30 p.m.

Friday, March 27 - Missed appointment times for rising 2nd year students and any available Upper-class spaces will be made available on-line. Sign-up ends at 4:30 p.m.

Monday, March 30  - Overcrowd Forms are due to the Office of University Housing by 5:00 pm.  All roommates must sign this form.

Friday, April 3  2009 - Last day to cancel Housing Contract.  After this date, the Housing 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. 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 2009-2010 Academic Year?

If you are not returning to CNU, you must submit the “Withdrawal from University Housing” form located on our Website to the Office of University Housing. You can submit the Withdrawal form as an attachment from your student email account but no other email cancellations will be accepted.  If you have selected a room, your deposit will be forfeited.

Eligibility Requirements to Participate in the Housing Lottery

• You are a current residential student or a Study Abroad student during Spring 2009. 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 6th deadline.
• Your Contract Acceptance Form is received by the March 6, 2009 deadline.
• Your Housing Deposit balance must be a minimum of  $100.00. See Housing Deposits section for details. 
• You will be registered as a full time (12 credits or more) student for Fall 2009 and Spring 2010.
• You have read and agreed to the terms of the 2009-2010 Housing Contract.

 Key elements of the 2009-2010 Lottery

1. Definitions:

• Rising 2nd year student –first time students admitted as freshmen for fall 2008 or spring 2009 and currently living on campus.
• Rising 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 2008-2009 academic year.
• Space – refers to one bed.
• Unit – refers to an entire room, suite or apartment.

      2.  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. 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.

       3. Room Retention provides students the opportunity to keep their current unit and roommates if all criteria is met as specified under the Room Retention section of this document.

       4. The Overcrowd Process is available for Seniors graduating in December and for groups who want to exceed the designated capacity of a unit.

       5. Appointment times will be randomly assigned and distributed via student email accounts by March 19, 2009. 

       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. Jefferson is the building selected for summer 2009 and Washington is the building selected for summer 2010.

       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 and a limited number of spaces in James River. Rising 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. Rising third year and above students will not be able to request rising 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. Rising 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 2009-2010 Housing Contract.

Housing Deposits

 To be eligible to participate in the Housing Lottery process your Housing Deposit must be a $100 minimum.  Initially you submitted a $250 housing deposit with your contract acceptance form. During your stay on campus various charges may have been deducted from your Deposit such as: room damage fees, key charges, etc.  If your deposit has dropped below the $100 minimum you will receive an email from the Housing Office to your CNU email account and a letter requiring you to replenish your housing deposit to the $100 minimum.  You must replenish your account by making payment at the Cashiers Office no later than 4:00 p.m. Friday, March 6, 2009.  Payment must be made with cash, check or money order.

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 19th deadline.  3rd year and above residents will have the first opportunity to select spaces in CNU Village, CNU Apartments 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 2012.  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 4:30 p.m., Friday, March 27, 2009.

Groups

Determine the student(s) with whom you would like to live and form a group. Keeping in mind that rising 2nd year students should form groups together and rising 3rd year students and above should form groups together. Rising 3rd year and above students will not be able to request rising 2nd year students as roommates during the lottery 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

 How Does my Group fill a Unit?

 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. If your group is unable to fill a unit to capacity, you will have to break into smaller groups or bring in additional students to fill a larger unit completely at the time of Lottery sign up.

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.
• 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). 

 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.

Units are made available to individuals during the online Lottery.  There will only be one apartment and one suite available to individual same gender students at a time. Once an apartment or suite is completely filled, another unit will be opened for individuals.

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 6th deadline. Any unpaid bill will make a resident ineligible to participate in the Housing Lottery.

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

As a rising 2nd year student you are required to participate in the Lottery. If you do not participate we will administratively place you in appropriate housing.  Should you choose to withdraw from housing after the cancellation deadline, your deposit will be forfeited.

For Rising 3rd year students and above, this is an individual decision.  However,  once you have selected an accommodation your entire deposit will be forfeited should you withdraw from housing.  As an option, you  may request to be placed on our  wait list as you finalize your decision, however, housing in not guaranteed.

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, if you are a rising 3rd year student you  may 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 2009.  As openings occur, students will be contacted and offered rooms and placed from the wait list in Lottery time ticket 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 should not  participate in the Lottery. You are guaranteed housing in the spring semester, however, we can not guarantee where you will be assigned. Students should return a Contract Acceptance Form to the Housing Office by December 1st for priority placement.
• Students leaving campus for spring  2010 semester programs can participate in the Housing Lottery for Fall 2009 but will need to bring the “Overseas or J-Term Study Approval and Confirmation” form from the Office of International Programs before the end of Fall 2009 semester. 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 continue living there for the coming academic year.  Room Retention is available only to students living in the CNU Apartments (with the exception of the 10 month leases in Jefferson) and the CNU Village.  Room retainers must meet the following requirements:

• 100% participation from all current occupants  within the apartment is required and students must remain in their same room.  No room changes will be allowed and the apartment must be fully occupied with no current vacancies to be eligible for retention.
• ALL current occupants  must have completed and returned a signed Contract Acceptance Form  and Room Retention form by the March 6, 2009 deadline.  The Room Retention form is available in the Office of University Housing or at http://housing.cnu.edu/ under Contracts and Forms.
• The current occupants of CNU Apartments, Jefferson Hall, may retain for the coming academic year. However, you will be required to remove all belongings at move-out and will not be able to return until regular upper-class move-in in August. You must also complete and return a signed Contract Acceptance form and Room Retention form by March 6, 2009.

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, March 30, 2009.  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 (4 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 5:00 p.m., Friday, February 13, 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 5:00 p.m., Friday, February 13, 2008. Residents currently living in a house will be notified of retention requirements by the Office of University Housing in January 2009.   For additional information or application you may also contact Jerry Roeder, Director of Residence Life, at 594-7125 or jroeder@cnu.edu

2009 December Graduates

Students who plan to graduate in December are eligible to participate in the Lottery but, must submit a Withdrawal from University Housing form to the Office of University Housing no later than December 19, 2009 to cancel their contract upon graduation.

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 2009-2010 Lottery Process ONLY.  (Housing Home)