Room Change Process

Available: May 1–one week before bills are due
Status: Inactive

The room swap process allows two eligible students to mutually trade assigned rooms. This process is best used when students have already identified someone they would like to swap with or when they want to search for another eligible resident who is also interested in swapping. 

Room swap does not count toward the standard academic year room change limit. Students may complete multiple room swaps if they remain eligible and all required approvals are completed. 

Room swaps may involve different buildings or room types, but both students must be eligible for the spaces involved. Students should carefully review the room type, building, meal plan requirement, and potential billing impact before agreeing to a swap. 

A room swap is not final until both students accept the swap and Residence Life gives final approval. Once finalized, a room swap cannot be reversed. 

You can access the room swap process via the Housing Portal.

Available: May 1–August 1, 2026
Status: Active

The single-room waitlist is for students who would like to be considered for a single room if one becomes available. Single rooms are among the most requested and least available room types.

Joining the single-room waitlist does not guarantee a single room. Offers are made only when an approved single room becomes available and can be released for assignment.

This process is vacancy-driven. Availability may change throughout the summer based on cancellations, withdrawals, room changes, and other housing adjustments.  Residence Life does not publish waitlist position numbers and provide likelihood of receiving a single room.

Students must remain in their current assignment unless they receive and accept a single-room offer.

Available: May 1–August 1, 2026
Status: Active

The summer room-change process allows eligible students with a current housing assignment to request a room change before the start of the fall semester.

This process is best used by students who seek a different room, room type, building, or housing arrangement before move-in. Requests are reviewed throughout the summer based on eligibility, available space, classification, housing requirements, and operational needs.

How to Submit a Summer Room-Change Request

• Log into the Housing Portal
• Select Self-Service Forms
• Complete the Room Change Request Form

Important Summer Room-Change Notes

• Requests are processed on a first-come, first-served basis.
• Room change offers are made throughout the summer based on availability.
• Submitting a request does not guarantee a room change.
• Students should submit their request early for the best availability.
• Students must remain in their current assignment unless a room change is officially approved and finalized by Residence Life.
• Room changes may affect housing charges and meal plan requirements.

Available: Two weeks after the fall semester begins
Status: Inactive

The fall open-room change process allows students to request a room change after the fall semester begins. This process is intended for students who have concerns about their current assignment, roommate or suitemate situation, room type, or residential experience.

When the request involves roommate or suitemate concerns, mediation is required before a standard room change request is considered. Mediation may be facilitated by a Resident Assistant, Residence Director, or another Residence Life staff member depending on the situation.

Students will meet with their Residence Director to discuss the concern, review available options, and provide up to three ranked preferences. Preferences are considered, but not guaranteed.

Students cannot browse all available vacancies independently. Residence Life reviews available spaces based on eligibility, classification, room type, gender/profile requirements, and operational needs.

Available: Two weeks after the spring semester begins
Status: Inactive

The spring open-room change process functions similarly to the fall process and allows eligible students to request a room change after the spring semester has begun.

This process is separate from the summer and fall room change processes. Participation in an earlier process does not guarantee availability during the spring process.

Students requesting a change due to roommate or suitemate concerns must participate in mediation before a standard room change can be considered.

Room changes are based on confirmed vacancies, eligibility, timing, and Residence Life approval. Students remain in their current assignment unless a room change is officially approved and finalized.

Available: March 13–October 1, 2026
Status: Active, Rolling Offers

The housing waitlist is for students seeking housing when they do not currently have an assignment or when they need to be considered for placement through the waitlist process.

The housing waitlist is separate from the single-room waitlist. Joining the housing waitlist does not guarantee placement in a specific building, room type, or roommate group.

Students are reviewed based on eligibility, application status, deposit status, available space, and operational housing needs.

If a student is offered housing through the waitlist, they must follow the instructions and deadlines provided by Residence Life. Failure to respond or complete required steps may result in remaining on the waitlist or losing the available opportunity. Monitor your St. John’s email for full details regarding a deposit and application offer.

• The room swap does not count toward the one standard room change limit.
• The room swap is only available before the semester begins.
• Students may complete multiple room swaps if they are eligible and all parties agree.
• Room swaps may involve different buildings or room types if the students are eligible.
• Room swaps may affect housing charges and meal plan requirements.
• A swap is not final until both students accept and Residence Life gives final approval.
• Once finalized, a room swap cannot be reversed.

To participate, students must enter the Housing Portal and begin the room swap process. Students will first select their current booking. Only eligible active bookings for the current housing term will appear.

A booking may not appear if

• The student does not currently have an active housing assignment.
• The booking is not for the current eligible housing term.
• The student is not eligible based on classification, housing type, gender, room profile, or assignment restrictions.
• The student’s room is not eligible for the room swap process.

After selecting a current booking, students will enter room swap preferences.

Students must select at least one room preference and may be required to select multiple eligible locations. These preferences help determine which possible swaps appear in the room swap search.

Students will only see room types and locations for which they are eligible.

Room swap matches are not guaranteed. The system only shows possible matches when both students have entered compatible preferences and both students are eligible for one another’s spaces.

If no results appear, it may be because

• No other eligible students have entered room swap preferences.
• Another student’s preferences do not match your current room.
• Your preferences do not match another student’s room.
• You are not eligible for the other student’s room.
• The other student is not eligible for your room.
• The room type, building, classification, gender, or room profile rules prevent the match.
• Your filters are too narrow.

Students may broaden their preferences or check back later as more students enter the process.

Once students find a possible match, they may submit a room swap request.

Students can

• View room details.
• Send a message to the current resident.
• Request a swap.
• Review outgoing requests.
• Accept or decline incoming requests.
• Cancel an outgoing request before it is finalized.

After both students accept the swap, Residence Life will review the request for final approval. Approval is not automatic. Residence Life may deny or delay a swap if there is an eligibility issue, billing concern, housing restriction, configuration issue, or operational concern.

Once both students accept and Residence Life approves the swap, the change should be reflected within approximately 72 hours.

Administrative room changes are initiated by the University when necessary for operational, safety, compliance, or community reasons.

Examples may include

• Facility-related issues requiring relocation;
• ADA or approved housing accommodation needs;
• Emergency reassignments;
• Health, safety, or building operation concerns; and/or
• Roommate or suitemate situations where mediation has not resolved the concern.

Students generally do not choose administrative placements. When possible, students will receive at least 48 hours’ notice.

Administrative moves are mandatory and count toward the student’s room change limit unless Residence Life determines otherwise.

Conduct-related room changes may occur as part of a student conduct process or when a move is necessary to support safety, separation, or community stability.

Examples may include

• Policy violations;
• Separation of residents;
• Disruption to the residential environment; and/or
• Sanctions or outcomes from formal or informal conduct resolutions.

Conduct-related room changes are mandatory when assigned. Appeals related to conduct sanctions are handled through the student conduct process.

The Office of Residence Life reserves the right to assign a student to any vacancy at any time. Students may not use or store belongings on an empty bed, desk, dresser, closet, or other furniture assigned to a vacant space. Vacant spaces must remain clean, empty, and ready for a new resident.

This expectation applies even if current roommates or suitemates believe no one is moving in.

Failure to keep a vacancy clear may result in documentation, fines, or required corrective action. Vacancies may be checked during health and safety inspections or any time staff need to enter the space.

Room changes and room swaps may affect housing and meal plan charges.

A student’s bill may increase or decrease if they move to a different building, room type, or housing area. If a student moves into an area with a meal plan requirement, their meal plan may be adjusted to the minimum required plan for that area.
Students are responsible for understanding and accepting any cost difference before finalizing a room change or room swap.
Once a room change or room swap is finalized, it is final.
Billing updates are expected to appear on the student account within approximately 72 hours. If a student moves to a lower-cost assignment, housing charges may be prorated. Questions about student account balances, financial aid, or billing impact should be directed to Student Financial Services.

Students may participate in the following:

• Room Swap: May participate multiple times if eligible.
• Single Room Waitlist: Does not count as the academic year room change.
• Summer Room Change: One standard summer room change may be permitted.
• Academic Year Room Change: One standard room change during the fall or spring semester.

Students may participate in multiple processes at the same time, such as the room swap and single-room waitlist. However, availability is not guaranteed, and Residence Life reserves the right to approve, deny, or limit requests based on operational needs.

If a student misses a room change process, declines all offers, does not respond to an offer, or does not complete required steps, they remain in their current housing assignment. Residence Life may continue to review options when possible, but students should not assume that additional opportunities will be available.

If a student feels unsafe, they should contact their Resident Assistant, Residence Director, Department of Public Safety, or the Office of Residence Life immediately.

Emergency or urgent concerns may be handled outside the standard room change process. In some cases, a temporary space may be used while Residence Life reviews a longer-term assignment.

What is the difference between a room change and a room swap?

A room change involves one student moving from their current assignment into an available vacancy. A room swap involves two students mutually trading assigned spaces with one another.

When does the summer room-change process run?

The summer room-change process runs from May 1 through August 1, 2026.

Does submitting a summer room-change request guarantee a new room?

No. Submitting a request does not guarantee a room change. Offers are made based on eligibility, available space, and Residence Life approval.

When are summer room-change offers made?

Room change offers are made throughout the summer based on availability, eligibility, housing requirements, and operational needs.

Can I complete more than one room swap?

Yes. You may complete multiple room swaps if you are eligible, all parties agree, and Residence Life approves the swap.

Can I swap into a different building or room type?

Yes, if both students are eligible for the spaces involved. Eligibility may depend on classification; gender/profile requirements; housing type; room configuration; and other assignment rules.

Why do I not see any room swap matches?

Room swap results depend on mutual matching. No results may appear if no other eligible students have entered preferences, if preferences do not align, if filters are too narrow, or if eligibility rules prevent a match.

Is a room swap guaranteed once another student accepts?

No. A room swap is not final until both students accept and Residence Life gives final approval.

Can Residence Life deny a room swap?

Yes. Residence Life may deny or delay a swap if there is an eligibility issue, billing concern, housing restriction, configuration issue, or operational concern.

Can I reverse a room swap after it is finalized?

No. Once a room swap is finalized, it is final.

Does joining the Single Room Waitlist guarantee a single room?

No. Joining the single-room waitlist does not guarantee a single room. Single rooms are limited and offered only when an approved vacancy becomes available.

Can Residence Life tell me my chances of getting a single room?

No. Residence Life cannot provide odds or chances because single room availability depends on cancellations, withdrawals, room changes, and released vacancies.

If I decline a single room offer, what happens?

If you decline an offer, you remain in your current assignment unless another offer becomes available later. Future offers are not guaranteed.

Is mediation required before a room change?

Yes. For roommate or suitemate concerns, mediation is required before a standard room change request is considered.

Who facilitates mediation?

Mediation may be facilitated by a Resident Assistant (RA), Residence Director, or another Residence Life staff member depending on the situation.

What if my roommate refuses to participate in mediation?

Students should notify their RA or Residence Director. Residence Life will document the concern and determine appropriate next steps.

Can I see all available rooms before meeting with my Residence Director?

No. You cannot browse all available vacancies independently. Available options are reviewed through Residence Life based on eligibility, availability, and operational needs.

Can I request a specific building, room, or roommate?

You may share preferences with your Residence Director, including up to three ranked preferences during the open-room change process. Preferences are considered, but not guaranteed.

Are room changes first-come, first-served?

Several processes, such as the single-room waitlist and summer room-change process, are generally reviewed in order of request. Other room changes depend on the situation, availability, eligibility, and Residence Life review.

Can I change rooms more than once?

You may room swap multiple times before the semester if eligible. During the academic year, you are generally limited to one standard room change.

Will my housing charges change?

They may. Moving to a different building, room type, or housing area may increase or decrease housing charges.

Will my meal plan change?

It may. If you move into an area with a different meal plan requirement, the meal plan may be adjusted to meet the minimum requirement for that area.

When will billing updates appear?

Billing updates are expected to appear on the student account within approximately 72 hours after the room change or room swap is finalized.

Can I use an empty bed in my room?

No. Empty beds and furniture must remain clean, empty, and ready for a new resident at any time.

Can my friend move into the vacancy in my room?

You may share this request with your Residence Director, but it is not guaranteed. Any placement must be approved by Residence Life.

Can Residence Life assign someone to my vacancy at any time?

Yes. Residence Life reserves the right to assign a student to any vacancy at any time.

What happens if I do not respond to an offer?

If you do not respond or complete required steps, you remain in your current assignment and may lose the available opportunity.

What if I feel unsafe?

Students who feel unsafe should contact their Resident Assistant, Residence Director, Public Safety, or the Office of Residence Life immediately. Urgent concerns may be handled outside the standard room change process.

What if I need a single room for medical or accessibility reasons?

Students seeking housing accommodations should contact the Office of Student Accessibility Services. Residence Life cannot guarantee a single room through the standard room change process for medical or accessibility-related requests without the approved accommodation process.

What if I study abroad or return mid-year?

Students returning mid-year will be a part of the spring housing selection process and may participate in the spring open-room change process if eligible.

Whom should I contact with questions?

Questions about room changes, room swaps, vacancies, or housing assignments should be discussed with an Office of Residence Life representative at 718-990-2417.