FREQUENTLY ASKED QUESTIONS
The information below has been developed to assist residents with frequently asked questions about the On-Line Room Selection Process and corresponds to each of the 10 Steps of the Room Selection Process. If after reviewing this information there are still questions about how to complete your on-line Room Selection please call (631-632-6750) or visit the Office of Campus Residences (Mendelsohn Quad). The Campus Residences Office will be open for extended office hours (8:30 am – 10:00 pm) on April 16 – 19, 2012 and April 23 – 26, 2012).
General Information and Tips:
- Room Selection is a 10 Step Process. You must successfully complete all 10 steps of the process if you want to return to housing next year.
- You’ll know you’ve successfully completed the process when you receive a confirmation after Step 10 of the specific space you’ve selected for the 2013 – 2014 academic year. (You’ll also receive a SOLAR message with the same information. Please print this and save it for your records).
- You can monitor your progress in the selection process by the numbered bullets at the top of the screen. Completed steps will appear dark gray. The current step of the process will appear yellow and steps not completed will be shaded a light gray.
- The Room Selection process allows you to navigate backwards by clicking on one of the numbered bullets. However, to advance to the next step of the process you must use the “Next” or “Submit” tab on the lower right portion of the screen.
This screen is student specific and will provide you with the most current information about your Room Selection status. For example it will inform you if you’re eligible to participate in Room Selection or not. It is interactive and knows if this is your first visit to the database or if you’ve previously visited. Any information entered in a prior visit to the database is retained but can be updated up until the point in time that an actual assignment is selected.
- This screen contains important information about your Housing Agreement that must be reviewed and acknowledged prior to being able to participate in Room Selection.
- All residents participating in Room Selection must review the Terms of Occupancy and accept the Terms by clicking the check box on the screen.
- All residents participating in Room Selection must review the residence hall smoking policy and acknowledge acceptance by clicking the check box on the screen.
- All Graduate and Family residents must select either an academic year or short term (June 1st – July 31st ONLY) agreement by clicking the appropriate check box on the screen.
Tip: Residents who request a short term agreement only will not have the option of extending their housing agreement beyond July 31st. Residents who are uncertain about whether or not they'll require housing beyond July 31, 2013 should select the Academic Year Agreement option.
- This screen provides important real time information about each resident’s financial status with respect to Room Selection.
- The Financial Clearance page links directly with SOLAR to provide up to date information about whether a student is financially eligible to participate in Room Selection.
- If a resident has an outstanding balance they can link to SOLAR to review their account and pay the balance on-line
- If a resident has a clear account with the University but has not paid the $200 advance room deposit (undergraduates only), they can launch the deposit link and pay their room deposit on-line.
- If a resident is on the Time option Payment Plan (TOPP) and is current on their repayment schedule they are considered in good financial standing with Stony Brook and need only pay the $200 room deposit to participate in room Selection.
- This screen provides information about each resident’s Contract ID # which is used for roommate and suitemate matching.
- The contract ID # is a unique # assigned to every eligible resident for the purpose of Room Selection. It expires at the end of the Room Selection process and has no other use or application except for creating roommate and / or suite mate pairings in the room Selection database. Residents interested in pairing up with another student (s) in the same room, suite or apartment should share contract ids to build their preferred group.
NOTE: One person in the group must serve as the group leader and will collect the contract id #'s from the rest of the group of students who want to try and live together. The group leader will "invite" the other residents to be their roommate or suitemate and must wait for the group members to accept the offer before selecting a space.
- During this part of the process residents will be asked to select a meal plan option for the 2013 – 2014 academic year. Undergraduate students who select a meal plan residence hall, or students who have lived on campus for less than two semesters, must enroll on a valid resident meal plan.
- In Panel 5, residents will be asked to select specific meal plans based on each type of space available (meal plan residence hall, cooking residence hall, apartment style building). Multiple selections are necessary because at this point in the process a resident has not yet selected an actual assignment. At the point in time a specific room assignment is selected, the database will retrieve the specific meal plan selection that matches that type of space. (ie: if a resident selects a mandatory meal space and their meal plan preference for a mandatory residence hall was Plan 1, they will be placed on Plan 1. However, if the resident selects a space in the West Apartments and their meal plan preference for the Apartments was the Apartment $250 plan, they’ll be placed on the Apartment $250 plan).
- Meal Plan preferences can be modified right up to the point of selecting an actual room assignment.
- During this part of the process residents will have an opportunity to place money onto a Bookstore Account. This is an optional part of the process that many students choose to select since it allows them to designate a specific amount of money to be charged to their University Account for the purchase of books and other essential school supplies (in the campus bookstore).
- Bookstore accounts can be set up in amounts ranging from $0 to $1000.00 and unused amounts will roll over to subsequent semesters.
- This is the screen that asks eligible residents to record their specific housing preferences for the 2013 – 2014 academic year. The preferences indicated are used to create a specific appointment date / time that the student will return to actually select their 2012 – 2013 room assignment.
- It’s important that residents understand that setting their preferences is not the end of the process. Setting Room Selection preferences determines the date and time a resident is scheduled to return and select an actual space and helps filter the spaces a resident has to select from based on the preferences identified.
- The preferences set in Step 7 are dynamic and can be modified at any time up to the point of actually selecting a space.
NOTE: Quite often, these preferences will need to be modified if the resident is unable to locate a space that meets their initial criteria (ie: a student may prefer a single room but none are available at their selection appointment. They would need to go back to the preference page, modify their preferences and then continue on at their scheduled appointment time to select an actual assignment based on their revised preferences).
- Step 8 allows residents pair up with roommates during Room Selection. If a resident indicated that they had a preferred roommate they would be asked to “invite” them to be their roommate at this point in the process.
- To invite a roommate, one of the two residents needs to serve as the “group leader”. The group leader gathers the “Contract ID #” from their preferred roommate (see Step 4), enters it in the roommate field on Step 8 and clicks submit. To store / save the preferred roommate the resident needs to click next at the bottom of the page.
- Once the preferred roommate invitation is saved, the desired roommate will receive an invite message when they log onto the Room Selection database and proceed to Step 8. They can “accept” or “decline” the roommate invitation. If they accept, they next wait for the “group leader” to log on at their scheduled appointment time and select a room assignment for the pairing.
- The group leader is responsible for logging onto the database at the scheduled appointment time and selecting a room assignment for the pair.
NOTE: The "group leader" needs to wait until the preferred roommate accepts the roommate invitation. If the group leader tries to select an assignment before the preferred roommate accepts the roommate invitation, the database will inform the resident that they cannot select a space until the preferred roommate accepts the offer or until they withdraw the roommate invitation.
- Once the “group leader” selects a space for the pairing, a confirmation message will be sent to both student’s SOLAR account with the assignment selected indicated. The SOLAR confirmation should be printed and saved for future reference.
- Like “Roommate Preference (See Step 8), Suitemate Preference allows residents to pair together to create a group of 2 – 6 total residents who are interested in trying to select a suite or apartment together for the 2013 – 2014 academic year.
- To invite preferred suitemate(s), one of the residents of the grouping needs to serve as the “group leader”. The group leader gathers the “Contract ID #” from their preferred suitemates (see Step 4), enters it in the suitemate field on Step 9 and clicks submit.
- The group leader will need to designate specific bedrooms in the suite or apartment to place each member of the group into when the actual selection of assignment is made. To store / save the preferred suitemate(s) the resident needs to click next at the bottom of the page.
- If a resident has both a preferred roommate and suitemate(s), they should select the option I have a preferred suitemate(s) in Step 7. The preferred roommate will be placed into the same room as the resident with the suitemates being placed into other rooms within the same suite or apartment.
- Once the preferred suitemate invitation is saved, the desired suitemate(s) will receive an invite message when they log onto the Room Selection database and proceed to Step 9. They can “accept” or “decline” the suitemate invitation. If they accept, they next wait for the “group leader” to log on at their scheduled appointment time and select a room assignment for the grouping.
- The group leader is responsible for logging onto the database at the scheduled appointment time and selecting a room assignment for the group.
NOTE: The "group leader" needs to wait until the preferred suitemate(s) accepts the suitemate invitation. If the group leader tries to select an assignment before the preferred suitemates accept the invitation, the database will inform the resident that they cannot select a space until all of the preferred suitemates accept the offer or until they withdraw the suitemate invitation.
- Once the “group leader” selects a space for the grouping, a confirmation message will be sent to all student’s SOLAR accounts with the assignment selected indicated. The SOLAR confirmation should be printed and saved for future reference.
This is the final step in the Room Selection process. This is the stage where participants actually select a specific room assignment for the 2013-2014 academic year.
Reminder: The process is not complete until a confirmation screen acknowledging the specific space selected appears. This message will also be sent as a SOLAR message to those who successfully complete the process and will serve as a record of assignment for the Fall 2013 semester. A copy should be printed and the SOLAR message saved for future reference.
- Step 10 utilizes the preferences set in Step 7 as well as any confirmed roommate and / or suitemate preferences to guide each participant to available spaces that match the room criteria set in the room Selection database.
- Students who indicate a preference to return to their same residence hall room will only see that space displayed.
- Tip: The “Message of the Day” which appears on the first screen after logging onto the Room Selection database will provide some basic information about availability of spaces as each day of the selection process progresses. Review this message before proceeding to Step 10 to select a space in case there are no spaces available that match your preferred criteria and you need to modify your preferences.
- Students who indicate a preference to remain within their current residence hall but wish to select a different space will see any available space within the building displayed that matches the criteria set. Once a space appears that the participant is satisfied with they should click the check box on the left side of the screen.
Tip: As the process progresses spaces will begin to fill up and there may be no spaces available that match the preferred criteria. If that occurs, participants should page back to Step 7 and change their housing preferences and then tab forward to Step 10 to see if additional spaces that match the new criteria become available.
- Students who indicate a preference to change buildings for the 2013-2014 academic year will be guided through a series of questions to help narrow the search to the space(s) that best match the preferred criteria. Participants will need to select a Quad, Building, Floor and Wing using the drop down menus that appear in Step 10. Once a space appears that the participant is satisfied with they should click the check box on the left side of the screen.
Tip: As the process progresses spaces will begin to fill up and there may be no spaces available that match the preferred criteria. If that should occur, participants should page back to Step 7 and change their housing preferences and then tab forward to Step 10 to see if additional spaces that match the new criteria become available.
- Once a participant “selects” a space they’ll need to click the “confirm” key at the bottom of the screen on Step 10. This will reserve the space for the student and present the confirmation message that the student has successfully completed the process.