All housing selection processes for returning students take place through your Hoya Housing page within a given timeline. Students are expected to know and understand the process prior to taking place in Group Formation or a Selection Phase. Housing Selection Information Sessions will take place during the spring semeter and the Housing Fair will serve as a kick-off event to Selection season.
Understanding the Process
Residential students are automatically assigned a selection point value based on class year to determine their "place in line" when it comes to selecting space on campus:
- Rising seniors - 4 points
- Rising juniors - 3 points
- Rising sophomores - 2 points
Selection points are used during the Group Formation stage of selection (see below) to again, determine a place in line. During Group Formation, students may sign up in groups of 1, 2, 3, or 4. A group's selection point AVERAGE will be calculated and used to determine a groups place in line.
*example* if you form a group of 4 and a all four members of the group have three points, then the average for the group is 3. If one member has two points and the other three members have three points, then the average is 2.75. Groups with 3 points will be sorted first, followed by other groups, according to the group averages.
- Rising sophomores who attend the What's a Hoya programs and submit the required surveys, may earn .01 points for every session and increase their points to a maximum of 2.3
- Please note that a student's ranking is determined by how he/she is classified by the dean's office, which is reflected in the Registrar's Student Information System. Please check your Hoya Housing page to see what class year the Housing Office database has for you. Please check with your Dean's office if you believe the class year is not reflected correctly. Your classification determines the points you will receive in Housing Selection.
Group Formation is the process of future roommates coming together to declare that they would like to live together. Groups can be formed with 4, 3, 2 or 1 residents. Forming as a group of 1 means that you are hoping for a single room or are willing to live with students you do not know. If you are hoping for a unit with more than 4 beds, you will still form a group of 4 and add additional residents later (pending availability). The individuals that opt NOT to be a part of that 4 person group are taking a risk of potentially not obtaining the desired unit and not being part of a group.
A group is formed by following these steps:
- One member of the group elects to be the Group Sponsor and begin the process. The Group Sponsor creates the group by logging into Hoya Housing, beginning the housing application, and creating a group name and password.
- The Group Sponsor will give the group name and password to each member they wish to join their group (future roommates).
- These group members will log on to Hoya Housing, also begin the housing application, and select "join a group" by using the group name and password given to them by the Group Sponsor.
- Each member must add themselves to the group, the Group Sponsor cannot pull them into a group!
- Once all members have been added, the Group Sponsor will log back into Hoya Housing and verify the group. This must be completed in order to be given a Lottery Time Ticket (see below)
- Groups must be formed according to the specific requirements that come with a Selection Phase (see below)
- Groups may dismantel at any point until it is verified. if someone choose to leave the group--be sure to communicate with your future roommates so you aren't left out!
If the Group Sponsor is unable to log into Hoya Housing on Selection day, the Group Sponsor can re-assign responsibilities to another member of the group via the Group Formation page of their housing application.
If you are looking for future roommates, you may use the Roommate Finder page on the Housing Application to search for other upperclass students who have started a Housing Application, but have not yet added themselves to a group. The Roommate Finder feature allows you to search for potential roommates based on the answers submitted on the Living Preference Questionnaire page of the housing application. If you find someone you'd like to live with, you will proceed with the steps outlined in the Group Formation and Room Selection sections of this document.
Lottery Time Tickets
Once the Group Formation page has closed and your group has been verified, Residential Living will process selection times for groups with high enough point averages to participate. A computer will order group averages from highest to lowest, randomly order groups with the same point average, and assign a Lottery Time Ticket based on the order the group falls. Lottery Time Tickets will highlight an exact date and time that the Group Sponsor (and Group Sponsor ONLY) will be able to log into Hoya Housing and select a room for them and their future roommates. This Lottery Time Ticket will be emailed to the Group Sponsor.
If there is more demand for a phase than space available, the group may not qualify for a Lottery Time Ticket during that phase. In this case, the Group Sponsor will receive an email indicating that the group will need to reform and participate in the next phase.
Housing Selection is divided into two phases (Phase 1 and Phase 2). Each phase has it's own Group Formation and Room Selection Processes. Dates for each phase can be found on our Selection Calendar.
PHASE 1 is for 4-or-more occupancy units: apartments, townhouses, Copley & Arrupe Suites
PHASE 2: is for residence hall singles, doubles and triples, and unfilled vacancies in the units listed above
At the time of their Lottery Time Ticket, the Group Sponsor will choose a building, unit and bed spaces for their future roommates using the following steps:
- Group Sponsor logs into Hoya Housing and open their already started Housing Application
- Group Sponsor will see a "Rooms" tab which is where the selection process begins
- Group Sponsors will see building names and can use the expand feature to see available units in that building. This information is live-time, so units that are not available (or available to you based on gender) will not be shown.
- The Group Sponsor will select a room or apartment and assign every member of the group into a bed space.
- If selecting an apartment, the Group Sponsor should be aware of which members want to share a bedroom and which member will be assigned the single room (if applicable).
- If the Group Sponsor selects a 5-or-more-capacity unit, they will be prompted to name the additional residents after they have assigned the first 4 members to a bed space.
- The Group Sponsor will submit their housing application to secure their selection.
- Each group member will receive a confirmation email containing a link at which they can verify the residence selected.
There will NOT be a room search feature through Hoya Housing. All floor plans and room features can be found on the Room Features Spreadsheet.
After a selection has been submitted, the Group Sponsor may not go back and change their selection. If all members of your group decide to switch out or drop the apartment, the empty bed spaces will be reverted to the Office of Residential Living and be offered to the next group or individuals in line.
Rooms selected will be tweeted by @GUResLiving in LIVE TIME. Be sure to follow us on Twitter so you can see if the unit you were hoping for was taken.
Special Housing Opportunities & Requests
Housing Selection While Studying Abroad or on a Leave of Absence
Students on a medical leave or who are studying abroad during the spring semester are still eligible to participate in the room selection process will need to obtain a name and password from their Group Sponsor if selecting as part of a group. Students selecting as an individual may sign up following the posted selection schedule. After groups have selected housing, the students abroad will be notified of their assignments via email. All students must sign the online Housing Occupancy Agreement to confirm that they accept the spaces selected for them. If the Agreement is not signed within two weeks after notification, the students will be dropped and the space will be offered to the Wait List.
Resident Assistant Candidates
Resident Assistants who are assigned to apartments have the opportunity to name their roommates. Roommates are eligible to be named if they are already housed or signed up for Eligibility before the October deadline. Roommates, whether selected by the RA or not, must sign a specific roommate agreement, issued through Residential Education, in addition to the Housing Occupancy Agreement. Vacancies in RA apartments will be available during the Residence Hall Selection Phase or will filled by the Residential Living office.
If you are an alternate for the RA position, you should make plans to participate in Housing Selection. If you are selected to be an RA, you will be offered an RA space. If you are a member of an apartment group, the remaining roommates will have 3 days to name an eligible replacement from the date you are dropped from the assignment. If no replacement has been named by this deadline, the space will be posted as a vacancy in the housing selection.
Residence Hall Office Manager Candidates
Students who have applied for a Residence Hall Office Manager (RHO Manager) position will be eligible to choose their building and pull in roommate(s) from a set of available spaces offered to RHO managers based on area they will be managing. RHO Managers who are assigned to apartments have the opportunity to name their roommates. Roommates are eligible to be named if they are already housed or signed up for eligibility before the fall semester deadline. Roommates, whether selected by the RHO Manager or not, must sign a special roommate agreement in addition to the Housing Occupancy Agreement, issued through the Office the Office of Residential Living. Remaining vacancies in RHO Manager apartments. Vacancies in RHO Manager apartments will be available during the Residence Hall Selection Phase or will be be filled by the Residential Living office.
Students who have applied for Interhall Representative position will be eligible to choose their building and pull in roommate(s) from a set of available spaces based on the area they will be serving.
InterHall Council Housing Raffle
The InterHall Council will sponsor a raffle for housing picks to raise revenue for the Council to use for the residence halls. Tickets will be priced at a reasonable cost so that everyone will have an opportunity to purchase a ticket and have an equal chance to win. For more information visit InterHall on Hoya Link.
Tips & Information
- We have tested and verified that the selection process works correctly with the following browsers:
- Internet Explorer
- We recommend against using a Safari browser
- Frames must be enabled in browser.
- Browser window must be maximized so that the Group Sponsor can see all operable sections of the page.
- The selection system is not certified for use on a tablet or smart phone
- If you have any difficulty in finding a browser that meets these specifications, please contact the Office of Residential Living.
Along with the selection made by the Group Sponsor, Hoya Housing will record other information:
- Internet IP address from which selection was made;
- The length of time it took for the selection to be made
- A verification code to prevent a fraudulent selection
- Residential Living will use this information to analyze the Selection process.
- Do not reload pages unnecessarily. Doing so only taxes the web and database servers, affecting the Selection process for everyone.
- Do not try to jump ahead to a page in the Selection process. Each page is coded with a time-check to make sure the Group Sponsor is eligible to be on that page. If a Group Sponsor attempts to access a page too early, the group is transferred back to the page where they should be.
- Do not have an extra browser window open. Depending on the browser, doing so might slow the countdown timers a bit.
The Office of Residential Living has made every possible effort to ensure optimal performance of the on-line Selection system. We have consulted with students during the construction of the system. Although we have tested the system thoroughly, it is a brand new operating system that may see technical difficulties at times.
On Selection days, the Office of Residential Living will continuously monitor the web and database servers running Selection. Nevertheless, students should note the following:
The Office of Residential Living will not take any responsibility for inability to access the Selection system caused by malfunction of personal computer, network connection, etc.
In the case of a catastrophic technical problem (e.g. the university network goes down, the web or database server goes down), the Office of Residential Living will adjust the selection time of each group not having selected at that time, keeping the same selection order. As a last result, Selection will be rescheduled for a different day.