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<h1>Housing Policy</h1>
<p class="p2"> Contact the rooming assignment chairs (<a
href="[email protected]">[email protected]</a>)
for more information.</p>
<h2>I. Temporary Freshmen Assignments</h2>
<p class="p2">The Rooming Assignment Chairs (RACs) will
receive the list of freshmen assigned to Simmons for REX in
late June, along with the responses to a questionnaire they
have all filled out listing some basic facts about
themselves. Using this information, the RACs are charged with
appropriately positioning these freshmen around the building
as they see fit. No input from other upperclassmen is
solicited or allowed, and special requests are only forwarded
to the RACs from the Housing Department after proper
vetting. Any roommate requests that are included from Housing
must be honored. The RACs are also responsible for maintaining
an up-to-date Welcome Letter to pass on to Housing. This
assignment has no connection with or bearing on Final Freshmen
Assignments.</p>
<h2>II. Final Freshmen Assignments</h2>
<p class="p2">After REX and FYRE, Housing will send an updated
roster of freshmen who will be assigned to Simmons for the
school year. After a tour of the building and mingling with
the various groups within Simmons, these freshmen will be
given a preference sheet to fill out. Using the mindset that
the collective happiness of the overall class is much more
important than that of any individual freshman, final
assignments are left to the discretion of the RACs and the
results of the preference sheets. Requests for specific
roommates are honored with the caveat that this is only true
if the number of requested pairings is less than the number of
doubles available. Any special requests (medical, religious,
counseling, etc.) must be made through the Housing Department;
no night-of special requests will be honored. Any verbal
agreements with the RACs should be confirmed in writing (via
an email to [email protected]) prior to this
process. Temporary Assignment has no bearing on Final
Assignment - please do not ask for exceptions to this
policy. The RACs try their best to account for all aspects of
the preference sheet, but remember that they are only
human. If there is a particular issue that a freshman feels
particularly strongly about, it is highly recommended that
they talk to the RACs in person about the issue, and use the
flexibility of the preference sheet to denote such an
issue. Any student that has been assigned to a room through
this process may not squat their room during the internal
spring lottery.</p>
<h2> III. Waitlist, Readjustment Lottery and Summer Assignments Policy </h2>
<p class="p2"> Students who have elected to accept an offer
from the Housing Department through the waitlist, the IAP
readjustment lottery, or over the summer will be assigned to a
room at the discretion of the RACs, with the guiding principle
that the room assignments should be congruent with the
incoming student's class year. Requests for specific rooms by these
students will not be honored, but general room attributes they
would like can be submitted to [email protected]. Any
student that has been assigned to a room through these
processes may not squat their room during the internal spring
lottery.
</p>
<h2> IV. Internal Lotteries </h2>
<p class="p2">Each semester after Registration Day, the RACs
can elect to hold a Semester Readjustment Lottery. This
lottery reallocates any rooms that have become vacant during
the previous semester. Whether or not the lottery happens for
a given semester is left at the discretion of the RACs based
on available rooms and demand from the community. This lottery
is open to all residents, but each student interested in
entering the lottery must do so by emailing
[email protected] after the lottery has been announced.
</p>
<p class="p2">The order with which new room selection will take place will
be done via one of two methods: a manual drawing, or a random
number generation using the Spring Lottery script. Which
method is used is left up to the RACs to decide based on the
number of people entering. Priority within the lottery matches
that of the Spring Lottery Policies. Freshmen who enter this
lottery are not eligible to squat the room for the Spring
Lottery.
</p>
<p class="p2">No sooner than the day after the order has been
determined, the room selection process shall begin. On each
student's turn, they can select an open room, or leave the
lottery. If they select an open room, they are done, and their
current room is added to the available rooms unless it is now
a singly occupied double. Once available rooms or people run
out, the lottery is over.
</p>
<h2> V. Spring Lottery Policies </h2>
<p class="p2">The Spring Lottery is conducted to allow
residents to select their rooms for the upcoming school
year. Once the final housing list is sent from the Housing
Department, the RACs should prepare the spreadsheet, DB, and
script for usage. Additionally, it is their job to inform
residents with at least two weeks notice that the lottery will
be taking place.
</p>
<p class="p2">After the announcement email from the RACs,
residents can begin placing requests for blocking as well as
room squats. RACs encourage residents to make these two
requests as early as possible. Blocking and Squatting are
defined in the Appendix. The last possible time to declare a
block is midnight the day before the selection order
lottery. Once this deadline passes, all blocks are final. The
last possible time to declare a squat is before your room is
chosen by another person. Obviously the RACs recommend doing
so ahead of time to alleviate day-of stress for everyone, but
it is not required.
</p>
<p class="p2">One week prior to the selection lottery, RACs
will hold the selection order generation. This involves
randomizing the order of each subsection of residents. The
means by which the sections are randomized (script, papers
drawn from a hat, etc.) is at the discretion of the rooming
chairs. However, all information about the process used must
be public and take place at a public meeting announced to the
dorm. The ranked subsections are:
</p>
<ol>
<li> Resident Seniors</li>
<li> Transferring Seniors</li>
<li> Resident 9th/10th Term</li>
<li> Transferring 9th/10th Term</li>
<li> Resident Juniors</li>
<li> Transferring Juniors</li>
<li> Resident Sophomores</li>
<li> Transferring Sophomores</li>
<li> Resident Freshmen</li>
<li> Transferring Freshmen</li>
</ol>
<p class="p2">RACs are responsible for publishing this
official order in a method that they see fit (DB, Google
Spreadsheet, Posters in Dining, etc). Prior to and immediately
after the script has been run, a record of the workspace and
output should be created, and kept until the culmination of
this overall process.</p>
<p class="p2">On the room selection weekend, the RACs will
proceed in order of the published rankings. Each student will
be given one minute to select their room. If a student does
not select a room in the period, or is not present at all,
they will be dropped to the bottom of their group
(i.e. Resident Seniors or Transferring Sophomores) and the
RACs will move on to the next name on the list. At the end of
each group, the RACs will announce the absent students. If the
student again misses their turn, they will be dropped to the
end of the lottery (i.e. after the transferring freshmen).</p>
<p class="p2">The list of residents will be broken into blocks
of fifty students, with one hour allocated to each block of
fifty. A block of fifty may start after the allocated hour,
but will not begin before that time.</p>
<p class="p2">When a student's turn comes, he/she may pick any
open room he/she wishes. A roomate must be designated if selecting a double.</p>
<p class="p2">If a resident is unable to attend the physical
selection period, he may designate a proxy to choose
instead. This proxy may be another student, who is given the
power to choose a room for the resident, or the RACs. If the
RACs are chosen to act as a proxy, the resident should submit
a preference sheet, indicating the rooms/characteristics he
would prefer. Anyone who declares a proxy must abide by the
proxy's decision. Notification of intent to use a proxy must
be emailed to the RACs <a href="mailto:[email protected]">
[email protected]</a> no later than midnight the day
before the room selection process.</p>
<p class="p2">After the lottery has been run and the final
housing list has been received from the Housing Office,
residents who desire to may swap rooms. These swaps must be
approved by everyone involved, including roommates, and must
be published to official and given 24 hours to clear. Any swap
involving a resident who cancels his/her housing before
move-in will be nullified and all residents returned to their
original rooms. Room swaps for the fall semester are not
conducted over the summer vacation. Therefore, students have
until the last day of class (Spring Semester) to request a
swap. After this, students wishing to swap rooms for the fall
must wait until after Registration Day, fall semester.</p>
<p class="p2">The RACs take no responsibility for maintaining
or verifying bathroom gender preferences. If a resident has a
strong aversion to sharing a bathroom with a given gender, it
is that resident's responsibility to pick an appropriate
room.</p>
<p class="p2">In special circumstances, it may become
necessary for RACs to assign a student to a specific
room. These requests must come from counseling or medical and
have been approved by the Simmons House Team. These requests
do not need to be made public and are not open for
discussion. Resolution of specific situations is left to the
RACs and house team.</p>
<h2> VI. Special Circumstances </h2>
<p class="p2">If students have conflicts or extenuating
circumstances and need to move into a single or another room,
the request must come from MIT Medical, MIT Counseling, or the
Simmons House Team, comprised of the Simmons Housemasters,
Associate Housemasters, and RLAD. No personal requests will be
considered. Resolution of these issues is left to the house
team and the RACs. Any student assigned to a room in this
manner may not squat that room in the house-wide spring
lottery.</p2>
<h2> VII. Miscellaneous </h2>
<p class="p2">Any situation not covered by this policy should
be resolved at the discretion of the RACs, who are encouraged
to amend the policy if this should happen.</p>
<p class="p2">With the concurrence of the house team, any
provision of this policy may be set aside at the discretion of
the RACs. If possible, the RACs should identify and explain
any such cases to the House Committee.</p>
<p class="p2">Claiming early sophomore standing will not
change one's class year for the purposes of housing
preferences.</p>
<h2> Appendix I</h2>
<p class="p2">Blocking is the declaration that a group of
people would like to be grouped together. The ranking of each
member of a block is averaged, and the block is given that as
their position. In case of ties, individuals have preference
over small blocks which have preference over large
blocks. When it becomes a block's turn, they pick in the order
of their original rankings. All blocks must be declared by
midnight the day before the script is run to randomize the
lottery order. Once this script is run, a block is final.</p>
<p class="p2">Squatting is the declaration that a person will
be keeping their current assignment. There are a number of
restrictions on who can squat, so residents should be sure to
read through all portions of the document that pertain to
them. If a resident squats, they are ineligible to block. Squatting
removes the squatter from the lottery, and immediately assigns
the squatter their current assignment - once a squat is
declared it cannot be undone. Squats can be declared up to the
moment that another resident has selected the room in question,
although it is encouraged to declare them as soon as possible
to alleviate stress. Students assigned to their rooms by RACs
are ineligible to squat - this includes all freshmen, transfer
students, and residents who have been redistributed by the
building waitlist. Any
official lottery-based room changes are eligible for
squatting.</p>
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