1999-2000 In-House Room Assignment Guidelines

In-House Room Assignment Meetings MUST take place no earlier than Monday, May 22, 2000 and no later than Thursday, May 25, 2000.

DEADLINES:Due: Fri. May 5th. Please submit the day, time and location of your in-house room assignment meeting to Lindsay (lindsay@leland). Coops that assign rooms by consensus in the fall may wish to advertise a get-together or meeting for new residents. This will get submitted to a campus-wide flyer.

Due: Fri. May 12th. You need to submit to the Row Office your WRITTEN in-house room draw policy [See Assignment Procedures below] . This should be a piece of paper that you hand to every person who attends your in-house room draw so they are aware of the process. Fraternities and Sororities should sumbit them as well. Co-ops which use consensus should describe their process. This in-house room draw "flyer" should also include the MOVE IN DATE FOR ROW RESIDENTS -- THURSDAY, SEPTEMBER 21, 2000.

NOTE: Your written In-House Room Draw Procedures (flyer) MUST BE APPROVED by your current house residents.

Due: Fri. May 12th. Your 2000-2001 Supplemental Housing Agreement is due at this time as well. In-House Room Draw is the perfect time to get next years residents to sign the Supplemental Housing Agreement. You only need to submit the form to our office - the house staff should hang onto the signed copies.Due: Fri. May 26th. Please submit a copy of your in-house room draw results to the Row Office. You will be given a disk and instructions along with your house roster by the Row Office.
 
INVOLVEMENT OF CURRENT AND NEW MANGERS
It is the expectation of the Row Office that the current (1999-2000) RA and Staff will be invovled in the running of in-house room assignment meetings. The new (2000-2001) RA and mangers can and should be present. You should have a joint meeting (with both staffs) to review your procedures, develop the flyer explaning the process and invite current residents to give input. The ultimate process MUST be approved by your current residents. The clearer your flyer is the easier it will be to explain the process atthe in-house room assignment meeting and the smoother it will go.

In-house room assignment meetings can be very tricky and in the past several houses have had to re-do their in-house room draw. We have had students complain about a perceived injustice in the in-house room draw procedures. Processes need to be FAIR, EQUITABLE and CRYSTAL CLEAR.

WHAT WILL BE YOUR ASSIGNMENT PROCEDURES? RA rooms are predesignated, check with the Row Office if you're unsure about what room has been assigned. RA rooms may not be changed without prior approval from Ann Porteus.

NOTE: YOUR IN-HOUSE ROOM DRAW PROCEDURES MUST BE APPROVED BY YOUR CURRENT RESIDENTS. (This can be done via email, a formal house vote or house approval at a house meeting)

We need to know, in writing by * Friday, May 12*:
1) How manager room assignments are made?
Do you get to choose first or are you in the general pool?
How do you choose, is there an order to choose based on your position?
Do you use the same guidelines for residents and apply them to the staff?
2) What are your rules for in-house room assignments? You need to develop a flyer to hand out at your in-house draw meeting that describes a fair, clear and equitable process.
* How do you decide the order of picks?
Do people with priorities (if applicable) go first?
Do people get points for the number of quarters they've been at Stanford?
Do people get points for living in the house before?
Are draw numbers used? Either in order or in breaking ties?
How are draw groups handled? Do they pick together or seperately based on above factors?

* If you use consensus
Where do you start - the singles pool?
Are there any rules or guidelines for participating?

* How are disputes or ties resolved?
Draw numbers?
Flipping a coin?
Vote by house?
Consensus?
Is there a deadline by which protests must be registered? (What happens if someone comes back in the fall and says, 'the process wasn't fair, I should have been able to pick sooner?')
* What happens to people who aren't present at the in-house room draw meeting?
Can a friend act in their proxy? If so, how do you know the student has given permission and is willing to accept results?
* When someone leaves the house at anytime throughout the year, what will be the process for determining who gets the vacant spot?
Will the new person automatically get it?
Will anbody whose pick was lower than the vacating resident's have the choice to move? Is there a limit to how many rooms can change as a result of a vacancy?
Do you have another room draw with only people interested in moving?

YOUR ROOM ASSIGNMENTS
The results of your in-house room draw will be due to the Row Office on Friday, May 26, 2000. You will need to turn in your roster and disk with everyone's room assignments entered. Detailed instructions will be in your packets with configuration and draw results.
Call the Row Office at (650) 723-0778 if you have questions.