Definitions

 

Abroad Students   Houses Roommate(s)
Absent Student LOA Squatters
Apartments Medical Placements Statement of Intent
Class-Cohort Off-Campus Study Abroad
Dirty Swapping Off-Campus Requests Substance-Free Housing
Draw Number Proxy Temporary Space Resident
Financial Supporter Residency Exemption Theme Houses    
Gender Neutral Housing Program Resident Assistants & RA Applicants Traditional Halls 
GPA Requirements Room Representative Transfer Students
H-Card Roommate Group  

ABROAD STUDENTS
See “STUDY ABROAD” and “OFF CAMPUS” for important information.

ABSENT STUDENT
A student who is currently studying abroad, on Leave of Absence (LOA) or otherwise not enrolled in classes on the Hendrix campus during the Room Selection Process;  Any student who cannot attend the Process due to class, rehearsal, work, athletics, etc. 

If you are unable to attend any portion of the Process and a room representative cannot attend for you, you may designate a Proxy to act on your behalf.  This is especially important for students who are currently Abroad or on a Leave of Absence.  Students who do not participate in the Process at all will be assigned a room at the end of the process.  
 
If you do not participate in the room selection process, you will be assigned a room after all other students have selected housing. Students who wish to live off campus must apply for a Residency Exemption through the Room Selection Process. Students who do not participate in the room selection process will not be allowed to live off campus until all other off-campus applicants have been granted.

Room Selection Proxy forms are available here and in the Residence Life Office, SLTC 249. They must be signed by the Proxy and brought to the Room Selection Process.   

Absent students are responsible to appoint and communicate with their Proxy. We understand that absent students may not be able to sign the form.  A printed email from the absent student to the proxy with selection choices may be substituted for a signature.

APARTMENTS
Based on grades reported at the end of fall semester 2013, you must have a 2.0 GPA to be eligible to live in the apartments.

Only Current Seniors and Current Juniors may squat apartments or houses.

Current Sophomores and Current Freshmen may not squat apartments or houses even if they currently live there. They may, however, choose one during their Room Selection time should one be available.

Utilities will be billed monthly to your Hendrix account.

Except for the Village apartments, none of the units are furnished.

  • Clifton Street: 1-story, 2-bedroom,1-bath units.  All units may be tripled. Units A-H have washer/dryer hookups; units in the A-Frame (1-4) do not.
  • Front Street: 2-story, 2-bedroom,1.5 bath. All units may be tripled and include microwaves. Washer/dryer hookups.
  • Hendrix Corner: (by Patio Cafe): 2-story, 2-bedroom, 2.5-bath and 1-story, 3-bed room, 2-bath units.One student per bedroom. Washer/dryer hookups. Laundry facility on site.
  • Huntington: 2-story, 2-bedroom,1.5-bath. All units may be tripled. Washer/dryer hookups.
  • The Village: 1-story, 2-bedroom,2-bath and 1-story, 3-bedroom, 3-bath. Washer/dryer hookups (will fit stackable 2-in-1 units only). Laundry facility on site. ALL apartments are furnished. Apartments will accommodate one student per bedroom unless roommates agree to take an additional roommate.

CLASS-COHORT
Students will receive housing draw numbers based on their class-cohort:the year they arrived at Hendrix.  This decision was based on a recommendation by Student Senate to weigh years at Hendrix as the priority consideration for room selection draw numbers.  

  • Students who arrived in or prior to Fall 2010 are considered Current Seniors and will have a draw number between 1000-1050
  • Students who arrived in Fall 2011 are considered Current Juniors and will have a draw number between 2000 and 2500.
  • Students who arrived in Fall 2012 are considered Current Sophomores and will have a draw number between 3000 and 3500.
  • Students who arrived in Fall 2013 are considered Current Freshmen and will have a draw number between 4000 and 4500.  

DIRTY SWAPPING
Dirty Swapping is NOT allowed and anyone suspected of participating in such a swap may lose their spot and be reassigned. A Dirty Swap is when two (or more) students sign up for a specific residence and then, at a later date, switch with other students who may or may not be eligible to live there.

Example:
Mary and Sara are both Current Juniors and sign up to live in Front St Apartments. Just before school starts Sara decides to let us know that she will not be returning to Hendrix. Mary will have to choose a new roommate from her current class-cohort or higher, or from the Wait List, or Residence Life will have the option to place someone with her from the Wait List, or Mary may lose her spot and be reassigned. All residential facilities will be filled to capacity at opening.

Similar scenarios occur in triple rooms where three students sign up for a triple but only two actually return to campus in the fall. In these cases, the remaining students may bring in a third new roommate from their current class-cohort or higher, or from the Wait List, or Residence Life will have the option to place someone with them from the Wait List, or they may lose their triple and be. All residential facilities will be filled to capacity at opening. 

To reiterate: if there is a vacancy, be assured that Residence Life will fill it if you do not.

DRAW NUMBER
Draw numbers are based solely on class-cohort.  Each class-cohort group will have its own set of unique draw numbers which will be randomly assigned to students within that class-cohort group. 

  • 1000 - 1050    (Current Seniors)
  • 2000 - 2500    (Current Juniors)
  • 3000 - 3500    (Current Sophomores)
  • 4000 - 4500    (Current Freshmen)  

Each roommate group or room representative should attend the Process according to the lowest draw number of the roommate group.  Draw numbers will be announced March 26.

FINANCIAL SUPPORTER 
The person(s) who pays your room and board. 

Gender Neutral Housing
The GNH pilot program has been continued for the 2014-15 academic year.  Students interested in this housing option should contact the Residence Life Office for additional information.  

GPA REQUIREMENTS 
To be considered for off-campus permission or to live in an apartment or house, individual students (NOT roommate groups) must have a career GPA of 2.0 or higher after fall semester grades are recorded in December 2013. 

H-CARD
H-Cards will be produced by Residence Life and available at the Process. This document will be pre-printed with each student’s name, GPA and Draw #. There will be places to add your meal plan, room and roommate choices. Each H-Card will initialed by the student and ResLife personnel at the end of the Process. Its final information will be entered into the Res Life database. 

HOUSES
All of the Houses are co-ed by suite. Each suite consists of 1 double, 2 singles and a bathroom. Each House has a kitchen and common spaces. 

LOA
Leave of Absence.  

MEDICAL PLACEMENTS
If you have a medical condition or disability that requires special housing arrangements, you must submit your request and supporting documentation to the Residence Life Office by March 1.

Documentation is defined as a typed letter from a medical doctor or licensed counselor (who is not a family member), citing the specific reason(s) why special housing is “medically necessary.” The documentation must be on letterhead, provide specific diagnosis and accommodation request, and provide a clear relationship between diagnosis and accommodation.  Documentation from the Hendrix Health and Counseling Center will not be considered due to conflict of interest.  Further documentation and/or records may be requested by the Residence Life Office so please request that your doctor release such information to the Residence Life Office. 

These are rare exemptions and are granted on a case-by-case basis and are granted only as space permits. Only the applicant will be considered: not their friend/roommate. They will be placed in a House if the above requirements are met and space is available. 

Any request received after Room Selection will not be considered. 

OFF-CAMPUS 
Non-Hendrix-owned residence.

See “RESIDENCY EXEMPTION” and “GPA REQUIREMENTS” for important information.

OFF-CAMPUS REQUESTS  

See “RESIDENCY EXEMPTION” 

PROXY
A person authorized to act on behalf of someone else. For Room Selection, a Proxy is a student who is currently enrolled and attending classes on the Hendrix Campus (or, in rare cases, a Residence Life staff member)appointed by an absent student to go through the Room Selection Process for them if a room representative is not an option (i.e.: you want a single and or don’t have room- or suite-mate preferences).  

If a room representative will be the only person from a roommate group attending the Process, they must bring a signed Proxy Form or printed email for each absent student.  Each email must state that the absent student is appointing "NAME" as their proxy.

We understand that absent students may not be able to sign the form.  A printed email from the absent student to the proxy with selection choices may be substituted for a signature. 

RESIDENT ASSISTANTS AND RESIDENT ASSISTANT APPLICANTS
Resident Assistant Applicants must follow the instructions as if you were not going to be an RA.  If you are hired, then we will assign you to an RA room and you will not need to attend the Room Selection Process.

Returning Resident Assistants need only submit a Statement of Intent form.  If you have been placed in an apartment or house, please list your desired room/suitemates on the form and be sure that they list you.  You and your room/suitemates will NOT need to attend the Room Selection Process.

RESIDENCY EXEMPTION
Hendrix College is a four-year residential college.  Students desiring to live off-campus must apply annually using the Residency Exemption Request Application.  This year’s deadline is March 1.  To be eligible for an exemption, you must, in addition to a minimum of a 2.0 GPA, have: a documented disability, financial need or medical need; be married; have dependent children; or, be 23 years of age by the first day of classes. It is the student’s responsibility to provide sufficient documentation.  

Residency Requirement Exemption is valid for one academic year at a time; you must reapply for permission each year even if you are married or have dependent children. Requests will be evaluated by a committee and decisions will be rendered based upon documentation and available space. You will be notified via email by March 14 of your approval/denial status. 

If you will be abroad in the fall and wish to live off campus when you return for spring semester, you must submit this form by March 1. If not approved, plan to live on campus when you return.

By the time Room Selection occurs, all students who received residency exemption status will have been notified as notifications will be announced by March 14.  If you are denied permission to live off campus, you must go through the Room Selection Process. 

ROOMMATES
The person or persons with whom you intend to share a room, suite or apartment.

ROOMMATE GROUP
All persons who intend to share a room, suite or apartment together.

ROOM REPRESENTATIVE
The person that a roommate group selects to represent them at the Room Selection Process. The entire roommate group is welcome to attend.  If only a Room Representative attends, that person MUST have a Proxy Form or printed email from each of the other roommates.

SQUATTERS
In order to be eligible to squat any space, the squatter must currently reside in that space and must have lived in that space from the first week of classes this spring semester.

Any student may squat a traditional hall room with any other student regardless of class-cohort. 

Current Freshmen may not squat apartments or houses even if they currently live there. They may, however, choose one during their Room Selection time should one be available.

Students may not squat any space without the appropriate number of roommates. All spaces within a room or apartment must be filled in order to squat.  Squatters of double rooms and double-occupancy apartments must name at least one roommate; squatters of triple rooms and triple-occupancy apartments must name two roommates.

All roommates must request each other for the squat to be valid. Single rooms in the Houses may be squatted without suitemates.  Double rooms in the Houses may be squatted with a roommate but without filling the suite.(Please refer to DIRTY SWAPPING)

Residence Life Office cannot “hold” a space during fall semester for students scheduled to return to campus in the spring.  

Students eligible to squat in apartments and houses may only do so with students from their same class-cohort or higher. If you wish to room with a student in a lower class-cohort, you will need to either squat the lower class-cohort’s space, if they are eligible, or go through the Room Selection process.  The lowest draw number will select for the group.

Students that choose to live in their current room for the following year should notify us of their intentions NO LATER THAN, March 1 via a Housing Statement of Intent Form.  

Students who are currently living in temp rooms will NOT be able to squat their room.  They will, instead, be able to choose a regular non-squatted room in their current residence hall before the first Room Selection Night.  As stated above, you must fill a room to take advantage of this squatting option; otherwise you will be considered a non-squatter and go to your regularly scheduled room selection night/time. You must come with your roommate to the Residence Life office anytime during the week of March 10-14 to claim an non-squatted room in your current residence hall.

Only Current (non-graduating) Seniors and Current Juniors will be able to squat apartments and houses. So, be aware that if you get into an apartment or house for the 2013-14 academic year as a Current Freshman or Current Sophomore, you will not be able to squat it during Room Selection for the 2014-15 academic year.

Example:
Current Sophomore Sara currently lives in Dickinson. Current Junior Julie lives at Front Street. They really want to live in an apartment together next year. Julie cannot squat her apartment and name Sara as her roommate because Sara is in a lower class-cohort than Julie.

Instead, Sara could squat her room in Dickinson and name Julie as her roommate OR they can go through Room Selection at Sara’s draw number time and choose an apartment if there is one available.

Current Freshmen and Current Sophomores may not squat apartments or houses even if they currently live there. 

Current Freshmen and Current Sophomores may not squat into a house or apartment with an upper-class student. 


STATEMENT OF INTENT 
Form used by all returning students to assist Residence Life staff to better prepare for the upcoming Room Selection Process.  EVERY student (including students who are graduating, currently off campus, will be part time, are returning from abroad or LOA, etc.) is required to complete a Housing Statement of Intent Form. This form is due to us March 1.  

The Statement of Intent can be submitted via Survey Monkey. It takes less than 5 minutes to complete.  Paper forms are available in SLTC 249 if you prefer.

You must submit a Statement of Intent in order to receive a Room Selection Draw Number. If you do not participate in the room selection process, you will be assigned a room after all other students have selected housing.

STUDY ABROAD
Residence Life Office cannot “hold” a space during fall semester for students scheduled to return to campus in the spring.  

If you will be studying abroad fall of 2014, you only need to submit a Statement of Intent.  Then, around next Thanksgiving we will email you asking for your housing, roommate and meal plan preferences.  We will then assign you to a space according to what is available. You do NOT need to attend Room Selection. If you desire to live off campus when you return in the spring of 2015, you should submit a Residency Exemption Request Application by this March 1. 

If you will be studying abroad spring of 2015, you still need to follow all the instructions outlined for the Room Selection Process to secure a room for fall.

SUBSTANCE-FREE HOUSING SELECTION
Currently, Hendrix offers Brown House as a substance-free living option. To live in Brown House, you must be committed to a substance-free lifestyle. Our intention is to provide space for a community made up of individuals who consciously want to keep the primary and secondary effects of drinking, illegal drugs and smoking out of their lives.  Therefore, it is expected that community members will not drink or use drugs in the building and will not return to the building if they have been drinking, using drugs or smoking in another location.  You will be removed from Substance-Free housing (space permitting) if you are found to be responsible for violating the Substance Free House policy. To acquire a room in Brown House you simply choose it during Room Selection.

The Substance-Free House policy contract must be signed at Room Selection.

TEMPORARY SPACE RESIDENTS
Students who are currently living in temporary rooms will NOT be able to squat their room.  They will, instead, be able to choose a regular non-squatted room in their current residence hall before the first Room Selection Night.  As stated above, you must fill a room in order to squat it.

You must come with your roommate to the Residence Life office anytime during the week of March 10-14 to claim an non-squatted room in your current residence hall.

THEME HOUSES
Bonhoeffer House, Language House, Signing House and Eco House. ALL residents of these non-gender-specific houses will be selected by the house’s advisor* and will NOT need to attend the Process. You do, however, need to submit a Statement of Intent by March 1. 

• Bonhoeffer House advisor is Peg Falls-Corbitt
• Language House (German for 2014-2015) 
• Eco House advisor is Holly Nelson 

TRADITIONAL HALLS 
• For women:  Veasey, Galloway, Raney 
• For men:  Martin, Hardin 
• Co-Ed:  Couch 

TRANSFER STUDENTS
Transfer Students may petition Residence Life to change their class-cohort year. Transfer students who have been enrolled full-time at another institution post-high school may petition to change their class-cohort designation. This change will be based on expected graduation dates and they would be placed into the appropriate class-cohort. Please contact the Residence Life Office regarding your request.

Revised: 1/2014