Room Assignment Policies
Statement of Non-Discrimination in Room Assignment Process
The Division of University Housing does not discriminate on the basis of:
- race
- color
- creed
- sex
- sexual orientation
- religion
- disability
- illness (including HIV status)
- national origin
- ancestry
- arrest or conviction record
- military or veteran status.
Room Change Requests
Beginning on the first day of classes, residents may request a room change. The first step is to stop by the Assignment Office in Slichter Hall and fill out a "Room Change Request" card for either a double or a single room.
Typically, room changes are not offered during the first week of the semester. After the first week, room changes are offered as spaces become available.
During times when students are assigned to Expanded Housing, our first priority is to provide those students with a permanent room assignment.
Residents wishing to swap rooms with another resident in the same hall should talk to their House Fellow with their intention to swap. The House Fellow will notify the Residence Life Coordinator who then notifies the Assignment Office if the swap has been approved.
House Fellows will notify residents once a swap has been approved. Students should never swap keys or e-keys (which could result in disciplinary action); instead, they should go together to their residence hall desk to return the keys or e-keys and sign the Room Swap Notification form. Students should then follow the appropriate check-out procedures listed in this handbook.
Transfers to another hall or transfers from a double room to a single room are arranged through the Assignment Office from a list that is prioritized by the date of the request. These transfers are limited by the number of vacancies, if any, in the hall you wish to transfer to; however, many requests are usually honored prior to the beginning of spring semester.
Please keep in mind that conflicts often arise between roommates, but not all of them warrant a room change. Please make a concerted effort to resolve any differences you may have before attempting a room change.
Half-vacant Rooms
If your roommate leaves during the academic year, you should plan on being assigned a new roommate. Your belongings should be kept on one side of the room. Residents who attempt to discourage someone from moving in with them will be subject to disciplinary action which could include additional charges for lost revenue.
Contract Terminations
Withdrawal from the University
If you are withdrawing from the University after the start of the academic year, you will be granted a release from your contract with University Housing; however, you will forfeit your $300 deposit. After you have completed the withdrawal process at the Dean’s office in your academic department or the Registrar’s Office, go to the Assignment Office in Slichter Hall to complete the contract release process. All requests for contract release on the grounds of withdrawal will be verified with the Registrar’s Office. If the withdrawal is taking place at the end of the fall semester, the spring semester registration records will be checked to verify that you have not enrolled.
Moving Off Campus
Releases from your Housing Contract to live elsewhere while you are enrolled at UW-Madison are not guaranteed. The room and board rates set by the Division of University Housing are based on the assumption that the halls will be filled throughout the academic year. Other residents should not have to absorb losses resulting from your empty space. A contract release can mean a loss of revenue which eventually must be passed on to residents in the form of increased room and board rates.
Dismissal from University Housing
If you are dismissed from University Housing due to violations of your Housing Contract, your contract will be terminated and you will forfeit your housing deposit. Disciplinary proceedings and the grounds for dismissal from University Housing are explained under Student/Community Expectations at www.housing.wisc.ed. Additionally, you may not be eligible for a contract for the University Residence Halls in the future.
Student employees who are dismissed from University Housing may also lose their employment assignment.
Room Accountability Records (RARs)
The Room Accountability Record (RAR) needs to be completed online at https://students.housing.wisc.edu/rar/ when you check in and serves as the record of the condition of your room at the beginning of your occupancy. You should note any defects in the room, ceiling, and furnishings and inventory the equipment provided. Failure to complete the RAR online will mean that the condition of the room will be determined to be as it was at the end of the previous occupancy. Therefore, failure to complete your RAR could mean that you may be held responsible for damages that predate your occupancy. The condition of your room will be checked and the condition of the furnishings will be evaluated after you move out of your room. If damages have occurred or if items are missing that are not noted on the RAR, you will be held responsible for the costs of repair or replacement.
Check-Out Procedures
If you are changing rooms either because you are leaving the University, moving to another hall, or moving within your hall, you should contact the Assignment Office in Slichter Hall to get information on proper check-out procedures. You should:
- move on the “effective date” agreed upon between you and the Assignment Office staff
- retrieve items you put in storage and return your room to its original condition
- clean your portion of the room
- remove all of your personal belongings from your room
- return your room key or e-key to your residence hall desk and complete a Check-Out Record (COR)
- update your address on the My UW portal to ensure your mail will be forwarded correctly.
Your daily room charges will continue to accrue as long as you have possession of your room key or e-key and have not signed and dated a Check-Out Record (COR) in the presence of a University Housing staff member.
You should never swap keys or e-keys with another resident. If you are swapping rooms with another resident you should both go to the desk at the same time, to complete the procedures outlined on the previous page.
Residents who do not follow these procedures (for example, residents who check-out improperly, change rooms without permission, etc.) will be assessed an administrative charge and could face disciplinary action. They also may be required to move back to their previous assignment and may be denied approval to move to the new assignment.
Winter Recess
All halls are closed for some part of the winter recess. Adams Hall, Friedrick Hall, Merit House, Susan Davis House, Tripp Hall and Witte Hall will open January 2, 2009 for the spring semester. In halls that are closed, the heat is turned down and electricity may be turned off. You will need to empty and defrost your refrigerator prior to leaving for winter recess. Plants and fish should be removed from your room.
