About dorms and dorm rooms

If your institution offers student housing, you can record room assignments in Campus Cafe. You can then use these room assignments as a basis for billing room charges through billing rules.

In Campus Cafe, you create dorms (residence halls) and then rooms within the dorms. Individual rooms are tied to semesters because rooms may change from time to time due to maintenance, renovations or changes in your housing assignment process.

Prerequisites

• The semester associated with a room must be active in registration control.

• If billing based on Campus Cafe room assignments, create a housing billing rule.

Required permissions

Create dorms

Dorms (residence halls) contain individual dorm rooms. You only need to create dorms once and dorms aren’t tied to semesters.

1. Go to Registrar > Dorm Listing.

2. Click New Dorm.

   • Dorm Name: Enter the name of the dorm. For example Barrett Hall.

   • Room Area: An informational two-digit code to describe the dorm. For example BH.

   • Description: Enter text that describes the dorm, for example, the formal name of the dorm

3. Click Create.

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The creation of Barrett Hall.

Create dorm rooms

Dorm rooms are unique rooms assigned to individual student(s) and may be associated with a specific billing rate. They are associated with individual semesters.

You must create dorms prior to creating rooms within them.

1. Go to Registrar > Dorm Room Listing.

2. Click New Dorm Room.

   • Dorm Name: Select the dorm that houses the room.

   • Room Number: Enter the number associated with the residential unit.

   • Semester: Enter the semester this room will be assigned. Semesters must be active in Registration Control to appear in this drop down.

   • Phone: Enter the phone number of the residential unit.

   • Size: Enter the number of residents that may be assigned to the room.

   • Number Occupied: A read-only field that displays the number of residents assigned to the room.

   • Description: Enter text that describes the room. This may be simply the room number.

   • Housing Billing Rule: Enter a code to identify the billing rule (charge) associated with the room. For example, perhaps all single rooms are charged the institution's Single Occupancy Rate. Enter Single for all rooms associated with the single rate. Utilize this code when creating billing charges.

   • Room Gender: Select the gender of occupants the room may be assigned to. This is informational only; the system does not enforce this as a rule when assigning students to a room.

3. Click Create.

Copy dorm rooms

Dorm rooms must exist for every semester in which a student could reside in them as dorm room availability may change from semester to semester as specific rooms are brought offline for maintenance or other reasons or new rooms built. If your institution's dorm rooms remain relatively stable, you may wish to copy them from one semester to another.

1. Go to Registrar > Dorm Room Listing.

2. Click Copy.

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3. In Copy From Semester select the semester from which to duplicate the dorm rooms.

4. In Copy To Semester select the semester to duplicate the dorm rooms to.

5. Click Copy.