Room Changes

Students have an opportunity to change room assignments at various points during the academic year. Please review the specific processes and procedures below.

  • Changing Rooms
    Room Changes will be offered and/or approved on a rolling basis based on space availability during the following periods:
    • Room Thaw – Two week period early in each semester (Fall and Spring)
    • Spring Room Change – In between the Fall and Spring Semesters
      • Students must move prior to departing for Winter Break.

    Room Thaw

    Timeline

    1. Requests for a room change during the room thaw period must be submitted online between Monday, January 22 at 8:30 AM and Friday, February 2, 2018 at 11:59 PM. 
      • To Submit a Room Change Request, please visit WIN<Virtual Campus<Residence Life and Housing.
    2. Students will be notified via email if the request is approved.
    3. Rooms moves must occur, including check-out from the current assignment, within the time-frame (typically 48-hours) indicated in the approval e-mail.

    Important Notes

    • Cancellation of your Room Change Request must be made in writing to the Office of Residence Life and Housing at housing@wfu.edu no later than 24 hours after request.
    • Requests for a room change during the Room Thaw period will be processed on a space-available basis.
    • If you are interested in moving into a vacancy in another student’s room, you should submit a Room Change Request and review the information regarding pulling-in below.
    • If you are interested in swapping rooms, both students involved in the swap need to submit Room Change Requests.
    • Time extensions may not be available for room changes due to the sequential nature (domino effect) of many of the moves.
    • Failure to complete these tasks may result in cancellation of your room change, reassignments and/or an improper check-out fine.
    • If you have a roommate, please be courteous and notify them immediately of your intention to change rooms.
    • Singles are very limited.  If you have a roommate situation that you consider untenable it is strongly encouraged that you select either single or double.

    Spring Room Change

    Timeline

    1. Spring Room Change requests must be submitted online between Monday, October 16, 2017, at 8:30 AM and Thursday, November 16, 2017, at 11:59 PM. 
      • To Submit a Room Change Request, please visit WIN<Virtual Campus<Residence Life and Housing.
    2. Students will be notified of changes if approved via email on Monday, December 4, 2017.
    3. Room moves may begin on Saturday, December 9, 2017. You must make arrangements with your community staff to coordinate the change.
    4. If approved to move, you MUST move out of your current assignment prior to winter closing. This includes situations where you may not be able to move into your new assignment prior to your departure.

    Important Notes

    • Cancellation of your Room Change Request must be made in writing to the Office of Residence Life and Housing at housing@wfu.edu no later than Friday, November 17, 2017.
    • Spring Room Change requests will be processed in order of lottery numbers.
    • If you have a roommate, please be courteous and notify them immediately of your intention to change rooms.
    • Any student who currently has a vacancy in their room or has a roommate that has requested a move should anticipate being assigned a new roommate by the Office of Residence Life and Housing for the Spring semester.
      • For information on pulling in new roommates, please see that information below.
    • Singles are very limited.  If you have a roommate situation that you consider untenable it is strongly encouraged that you select either single or double.
    • If your request is approved, you MUST move. You will not have the option to decline your new assignment.
  • Requesting A Single Room

    To request a single room, students should complete the appropriate section of the Room Change Request.

    • Any available single space, outside of Block Housing and Residential Engagement Communities, will be filled in priority number order (based on the priority numbers from Fall Room Selection during the previous Spring semester).
    • Once requested, the Office of Residence Life and Housing will contact students should a space become available.
    • Typically, very few, if any, single spaces become available during the academic year.
  • Block Housing and Residential Engagement Communities

    To request a room change to or within Block Housing and Residential Engagement Communities, students should complete the appropriate section of the Room Change Request. Additionally, the contact for your group must complete an updated roster and submit that to the Office of Residence Life and Housing. Changes will only be made if both of these requirements are fulfilled.

    • Assignments within Block Housing and Residential Engagement Communities are for the academic year.
    • Students may be allowed to move within their designated housing blocks; however, students not permitted to move out of their housing block.
    • Finally, students who change rooms into a housing block, are assigned to that space for the remainder of the academic year.
  • "Pulling-In"

    In the event of a vacancy in their room, the remaining resident may pull-in a new roommate of choice rather than having a new roommate assigned randomly by the Office Residence Life and Housing.

    To pull-in a new roommate, two things must occur:

    • The person being pulled into the room must submit a Room Change Request.
    • The current resident, pulling in a new roommate, must email Kristy Eanes, Assignments Coordinator, an email at eaneska@wfu.edu confirming their intention to pull in the new roommate.
  • Study Abroad

    Fall Study Abroad

    Students studying abroad during the Fall Semester will NOT select housing during General Room Selection. Instead, students abroad for the Fall Semester will be required to select their housing for the Spring Semester online in December.

    • In Mid-December, you will be required to electronically self-select your actual spring room and meal plan.
    • An e-mail from the Office of Residence Life and Housing will be sent to your WFU e-mail account with log-on times.
      • This e-mail will contain specific instructions on self-selecting your spring room and meal plan.
    • Wake Forest University views living on campus as integral to a liberal arts education and the Wake Forest experience.  In support of that view, Wake Forest University has a six-semester residency requirement.

    Spring Study Abroad

    Students planning to study abroad during the Spring Semester should proceed with General Room Selection for the Fall Semester. During the Fall Semester, these students should notify the Office of Residence Life and Housing by visiting WIN >Virtual Campus > Residence Life and Housing > Room Change and selecting the appropriate reason.

    During the spring semester, these students will be able to participate in General Room Selection for the following fall from abroad.


    Questions

    Contact the Office of Residence Life and Housing at housing@wfu.edu or 336-758-5185 with any questions or to further discuss your study abroad situation.

  • Moving Off-Campus

    Students are required to live in campus housing for six semesters (Fall and Spring), which is typically all first-year, second-year and third-year students. Student who study abroad during the Fall or Spring semester and transfer students who have lived on campus at another college or university are given credit for that time toward the residency requirement. Students requesting to be released from the University’s residency requirement must petition for approval to reside off-campus.

    Students who wish to live off campus during either semester, or in the next academic year, will need to submit a petition to be released from the residency requirement.

    For more information, please visit our Off-Campus Policies and Procedures page.

  • Leaving the University

    Any student currently assigned to campus housing who is leaving Wake Forest University for any reason (i.e. continuous enrollment, withdrawal, transfer) must petition to be released from their Housing and Dining Agreement.

    To notify the Office of Residence Life and Housing of your departure, visit WIN >Virtual Campus > Residence Life and Housing > Room Change and select the appropriate reason. 

  • Housing Accomodations

    Medical Documentation for Special On-Campus Housing or Dining Requests

    Recognizing that Wake Forest University has a three year residency requirement and the university views living on-campus as integral to a liberal arts education and the Wake Forest experience, we have a wide variety of housing and dining options on campus which can accommodate the vast majority of medical issues.

    In order for Wake Forest University to meet the needs of students on-campus and provide reasonable and appropriate accommodations, students who have a documented disability(s) or a chronic medical condition(s) that require special on-campus housing and dining accommodations must submit appropriate documentation of the condition to the Director of Student Health Service. Log into WIN>Virtual Campus>Residence Life and Housing>Housing Accommodation Request.

    Timeline

    Students with disabilities requesting housing and/or dining accommodations should proceed as normal with registration for each process until a decision regarding eligibility has been reached.  Decisions regarding accommodations for these requests can be reached only after appropriate documentation of the disability and supporting data have been received.  Evaluating requests take time.  Please allow 3-4 weeks upon receipt of all documentation for evaluation and assessment by the Director of the Student Health Service.  Consequently, students requesting accommodations should provide this documentation as soon as possible because of the time required to respond to individual requests.  Requests for special housing accommodations within 2 weeks prior to a housing selection period may not be considered due to time constraints.  Requests for accommodations are reviewed on a case-by-case basis and receipt of the necessary documentation does not guarantee that the accommodations will be granted.

    Based on a recommendation from Student Health Service, Residence Life and Housing will then determine the accommodations which are provided to the student.  Unless noted as a temporary accommodation, an accommodation recommendation will be considered valid for a student’s time at Wake Forest unless the student forfeits the accommodation or withdraws from the university.

    For the Fall term, current students should provide complete documentation for consideration by March 1st, and incoming students by June 15th or November 15th for the Spring term. Requests submitted after the deadline may be denied if there is not a legitimate extenuating circumstance or a significant change in the student’s health in the interim time.

    Medical Request Forms

    Documentation of Medical Need for Housing or Dining Accommodation Form for Asthma, Environmental Allergies, or Food Allergies and Intolerances

    Documentation of Medical Need foHousing oDining AccommodatioForm for GeneralAccommodations (Not Asthmor Allergy related)

     

    Documentation Guidelines

    The student’s physician or therapist should provide justification of the requested accommodations.  Guidelines for written documentation of a student’s disability or psychiatric condition are listed below.

    1. Completion of forms by a physician or therapist describing the disability (diagnosis, treatment plan, limitations caused by the condition, possible medical complications, and prognosis for improvement):
    2. Associated lab, X-ray, and test data, if appropriate.
    3. Recommendation by the physician or therapist concerning specific on-campus housing or dining requirements that may be needed because of this documented condition. (e.g. private bathroom, grab bars, strobe lights, door opener, single room, food prepared in a peanut-free environment, convenient access to a kitchen, etc.)
    4. The physician or therapist must be licensed and may not be a family friend or relative of the student.

    Completed form of the medical condition should be forwarded to:

    Director, Student Health Service
    Wake Forest University

     

     Standard Mail Fax Email
    P.O. Box 7386, Reynolda Station
    Winston-Salem, NC 27109
    336.758.6054 shs@wfu.edu

    Please Note:

    • Wake Forest University has a number of residential facilities on campus that are of varying configurations and construction ranging from a typical residence hall room with community bathroom, to suites and apartments which contain private or limited access bathrooms and kitchens as well as differing types of air systems.
    • A desire or recommendation for a geographic change “e.g. Off-Campus” is not normally considered an accommodation.
    • ADHD and learning disabilities do not typically merit special housing or dining considerations.
    • All residence halls at Wake Forest University are air-conditioned, are non-smoking, and use environmentally-friendly green cleaning supplies.  Allergic rhinitis does not usually merit special housing considerations (such as a single room).
    • Special housing or dining considerations based on a newly developed psychiatric or psychological condition usually require the development of a therapeutic relationship with a professional staff member at the University Counseling Center and/or documentation from an off-campus therapist.
    • A nutritionist is available to meet with students who have food allergies to educate students on options in the on-campus dining halls and food venues.