WHAT YOU NEED BEFORE APPLYING ONLINE THROUGH THE PORTAL EMAIL ADDRESS Re-application Procedure February 2013 All, correspondence you will receive from the Centre for Housing & Residence Life, and University, will be through email. Therefore, it is extremely important that the University has an accurate email address on file that you check frequently. To ensure you will receive correspondence from residence, and the University, follow these steps: Go to smu.ca and login to Self-Service Banner Once logged on to the Secure Area, click on the “Personal Information” tab. Click “Update E-mail Addresses” If the e-mail address indicated as your preferred address is not the one you use most frequently, click on that address to make a change. In the Update/Insert window, edit your email and select the “Make this your Preferred address” box. Also, add [email protected] as a contact to ensure our emails are not sent to your junk folder. CREDIT CARD All residence application fees must be paid online with a valid credit card. These application fees and deposits are exceptions to the recent credit card policy enacted by the University. Before beginning the application, in the portal you must have a valid credit card available, as you will first be required to pay the $25 fee using a credit card. Cards accepted are Visa, MasterCard and American Express. If you do not have your own credit card, ask a parent, family member, or friend if you can use theirs. You may also purchase a Visa gift card at various retailers and use this to make online payments. COLOUR INDEX Application Instructions FAQs & Important Information Floor Layouts & Residence Information 2 RE-APPLYING TO RESIDENCE ONLINE RE-APPLYING TO RESIDENCE ONLINE LOGGING-ON TO THE PORTAL The Housing Portal is very accessible and user-friendly for our customers, the students of Saint Mary’s. BEGINNING YOUR APPLICATION To log-on to the portal and apply for Residence, follow these steps: Go to www.smu.ca. In the bottom left hand corner of the home page, click on the SMUPort login At the “Secure Access Login”, enter your s# and password. This is the same s# and password you use to log on to the school computers. Once you are logged in, click on the “Residence” tab, then click on the link to the Portal. To begin a new application, click on “Application” in the grey banner at the top left. Select the Academic Year 2013-14 to apply for September 2013-April 2014. Click “Save & Continue”. After these steps, you will now see the Application Menu on the left hand side of your screen. The on-line application will guide you through the steps to apply, and instructions will appear on the following pages. If you have any questions that are not answered on the on-line portal application, or in this booklet, please contact our office at: Centre for Housing & Residence Life Location: LR114 Hours: Monday—Friday, 9:00am—5:00pm; except for Thursday: 10:00am—5:00pm Telephone: (902) 420– 5598 Email: [email protected] Website: http://www.smu.ca/administration/resoffic/ 3 Step 1: Welcome: To begin your application, click “Start”. Step 2: Application Fee: To pay the $25 application fee by credit card, click “Pay Now”. This will re-direct you to our secure on-line payment option. Follow the instructions on this page - and we recommend that you print a copy of your receipt for your records once payment is received. Step 3: Personal Details. This information, including your name, birth date, and mailing address, is the information you provided the University through Banner. Please make sure your listed email is up-to-date. If this is not your primary email, or if any other information is incorrect, please make these changes through Self Service Banner (see page 2). Next, please complete or revise the Emergency Contact Details. Click “Save & Continue” when you are finished. Step 4: Medical Condition. If you have any medical conditions, allergies, or disabilities that we should be aware of, please indicate these here. If you require special housing accommodations because of a medical condition, please answer “Yes”. You and your attending doctor will be asked to complete an official form so the housing staff can correctly assess your needs. This information is strictly confidential. Click “Save & Continue”. Step 5: Years in Residence. Please indicate each of the academic years (including this year) during which you have lived in residence. Click “Save & Continue”. Step 6: Your Student Profile. The Centre for Housing & Residence Life has developed a number of questions to help better understand your living habits (see photo below for an excerpt). These answers can be used to help match you with other students who have applied, if requested. Answering the questions is mandatory, but does not mean you will be placed in a Double room. Each response is on a 5-point scale, with range in answers indicated at each end. You can only move on to the next section once all questions are answered. Please be honest in responding to these questions, and see page 9 for more details on who will see these responses. Click “Save & Continue” when complete. 4 RE-APPLYING TO RESIDENCE ONLINE Step 7: Roommate Search Preferences. At this stage, you will be able to search for other students that have applied for residence and request them as roommates. If you are looking to be placed in a double room or an apartment with someone, this feature will be helpful. Even if you are not interested in a roommate, you must provide a Screen Name for the Roommate Search process. Click the “Include in Search” box if you would like to search for roommates. This will enable you to search for roommates based on similar profile answers or screen name. See page 8 for more details. Step 8: Room Selection Choice. When you reach this point in the process you need to make an important and fundamental decision—do you want to renew your current room for next year, or be assigned to a new room? If you select “Renew My Current Room”, a tentative booking will be made in the Residence database for September 2013-April 2014. Thus, you will be assigned to this room, and will by-pass the room placement procedure in June. If you select “Request a different room”, you will be assigned a room during the room placements according to your preferences. However, by choosing not to renew your current room in March, you forfeit your priority over this room. Therefore, there is a good chance another student may be assigned to that room. See below for instructions on renewing your current room. See next page for instructions on requesting a different room. RENEWING MY CURRENT ROOM Step 8: Room Selection Choice (cont). If you are looking to renew your current room for the upcoming academic year, please select “Renew My Current Room” here. Once you have selected the “Renew My Current Room” option, remember you will not be assigned to other available rooms. Click “Save & Continue”. Step 9: Renew Current Room. Here, you will see your current room number displayed. Click “Re-Reserve Room”. You will now see a drop-down box asking you to select the bed you would like to have. If you are currently in a single room, this drop down box will only have one bed option (the “a” bedspace). If you are currently in a double room, please chose from either the “a” or “b” bedspace. Click “Re-Reserve Room”. This will create a tentative room booking for the 2013-14 academic year. Once you have tentatively booked your current room, in order to hold it you must reserve your room by paying your $500 deposit and signing the Residence Agreement by the specific deadline (May 15th, unless otherwise specified). 5 RE-APPLYING TO RESIDENCE ONLINE REQUESTING A DIFFERENT ROOM Step 8: Room Selection Choice (cont). If you are looking to be placed in a new room for the upcoming academic year, please select “Request a different room”. Click “Save & Continue”. Step 9: Room Preferences. This is your opportunity to tell us where, within our residence complex, you would most like to be accommodated both by building type and room type. For more information about various accommodations available in Residence, see pages 9-17. Please indicate your preferences. Step 10: Specific Room Preferences. Here you will be able to include any additional preferences you would like the Office to consider when assigning you to a room. This includes listing any preferred rooms, views, RAs, etc. Example: Specific Rooms: A2-2-3a, 19-4-2a, 1103b Other Preferences: Field view, RA Stanley Smith SUBMITTING YOUR APPLICATION Step 11: Submit Application. Click on the “Submit Application” link under the Application Menu. Click “Save & Continue” to submit your application. You will now be re-directed to the Application Status Page. It will inform you of the steps you have completed. At this point you will receive an email to confirm the receipt of your completed RESERVING A ROOM WHEN CAN I RESERVE A SPACE IN RESIDENCE? Once you have applied, you will be sent an email with instructions on how to reserve a space in residence. You will have until May 15th, 2013 to sign the Residence Agreement and pay the $500 deposit. You will be required to return the paper copy of the Agreement and deposit directly to our office to reserve your room. Watch your email for more information in the future. See the next page for more information on how to reserve a space in Residence 6 RESERVING A ROOM WHEN WILL I FIND OUT WHAT ROOM I’M ASSIGNED TO? Room assignments are made with every effort expended to accommodate you according to the preferences indicated; however, please note that these preferences are not guarantees. In the past, nearly 100% of returning students who applied and confirmed (by signing the agreement and paying the $500 deposit) by the specified deadlines were placed in their top room preference. We will send room placement packages out by email in late June. WHAT IF I DON’T RESERVE A ROOM BY THE DEADLINE? SCREEN NAME AND DESCRIPTION WHAT INFO WILL OTHER STUDENTS SEE ABOUT ME? If you request to be included in the Roommate Search by clicking the “Include in Search” box in Step 7, other students who apply will be able to view certain information about you. This will include: Answers to “Your Student Profile” questions completed in Step 6. Your age and gender Your screen name and description, created in Step 8. Therefore, it is important that you answer the profile questions in Step 6 accurately to create accurate roommate matches. Keep in mind answering these question does not mean you will be placed in a Double room. If you do not sign the Residence Agreement and pay the $500 deposit by your deadline, you will not be included in the room assignment procedure. You may still reserve your space after the May 15th, 2013 deadline (provided there are still rooms available), however you will forfeit any priority you had as a returning student by applying before the returning student application deadline. This means you may not be placed in your top room preference since new students entering the University may take preference over you for room assignments. WHAT SHOULD MY SCREEN NAME BE? RETURNING STUDENT APPLICATION TIMELINE WHAT SHOULD I INCLUDE IN MY DESCRIPTION? Friday, Feb 1st —Fri., March 1st Monday, March 18th — Friday March 22nd ‘Room Draw’ for Returning Students. Must apply online during this one-month period in order to maintain Seniority/priority as a Returning Student. Returning students can re-new current room online Offers emailed to Returning Students with instructions to sign a residence agreement and pay the $500 deposit by May 15th to reserve a room for September. [Note: during this same timeframe offers are also being emailed out to New students applying from High School, and Saint Mary’s students who currently live off-campus] Wednesday, May 15th Deadline to confirm room (with contract and $500 deposit) Thursday, May 16th —Friday, June 21st Room Placement Process 7 It is important that you keep your screen name anonymous; therefore, do not make your screen name your first and last name! This will allow you to choose to release your screen name to those applicants whom you wish to be able to search for you, and keep yourself anonymous to those who you don’t want finding you and requesting to live with you. Also, please be appropriate when choosing your screen name. No offensive language please! You can include anything you would want a potential roommate to know that is not described in your profile answers. Here are a few important things you may want to include: Year of study you will be entering in the 2013-14 academic year Hometown/Country/Citizenship Faculty and Major/Minor/Concentration (if applicable) Languages spoken Hobbies and interests Remember, this is all voluntary information you are giving, so you can include whatever you are comfortable with. A sample description is included below: 8 A GUIDE TO LOYOLA NORTH WHERE ARE THE QUIET FLOORS? Loyola 4, 21 and 22 are the quiet floors WHAT ROOMS HAVE A FIELD VIEW? All rooms in suites 2 and 4 in Loyola North have views of the field. WHERE ARE THE ALL-MALE/ALL-FEMALE FLOORS? The all-male floor is floor 13 in Loyola. The all-female floor is floor 14. Note: rooms 13-2-5a/b and 13-4-1a do not exist as this is where the temperature controlled media room for all of Loyola Is located. See page 11 for a sample layout of a Loyola North floor. A GUIDE TO VANIER WHICH ROOMS HAVE A FIELD VIEW? In A and C house, rooms in suites 1 and 2 have field views. The lounges in these houses also have a field view. In B and D house, rooms in suite 3 has a field view. WHERE ARE THE ALL-FEMALE FLOORS? Vanier D2 is an all-female floor. CAN I REQUEST A SUPER SINGLE IN VANIER? A GUIDE TO RICE WHICH ROOMS ARE SUPER-SINGLES? SINGLES? Super Single and Single rooms are available on every floor. See the floor plan on page 13 For the layout of floors 2-6, and 11-17. The Double and Single rooms are indicated. All other rooms are Super Singles. See the floor plan on page 12 for the layout of floors 7-10, where all Single rooms are indicated. All other rooms on these plans are Super Singles. WHAT FLOORS/APARTMENTS HAVE DOUBLE ROOMS? On floors 2-6, and 11-17, the 02 and 05 apartments have two Double rooms. See page 13 For floor layout. WHAT ROOMS HAVE DOUBLE BEDS? All Super-Single rooms have double beds. See page 13 for layouts of which rooms are SuperSingles. HOW DO I FIND OUT WHO MY ROOMMATE IS? Due to the University’s privacy policy, our office is unable to release information about any student to anyone other than the student. However, students who have been placed in a double room will have access to their roommate’s name on the Housing Portal once room assignments have been completed. If you are placed in a double room and your roommate’s name does not appear on the portal, this is because a student has not yet been assigned to the other bed. Students who are currently in a Super Single in Vanier will not have the option to renew their same Super Single room for the 2013-14 academic year. No other students will be approved for Super Singles in Vanier either. Super Singles are available in Rice Residence. See page 12 for details. Please note that if you are looking for students who are sharing your apartment in Rice residence; or students in your suite in Loyola or Vanier, their names will not appear on the Housing Portal. It is just the name of your roommate if you are living in a double room once room assignments have been completed. See page 12 for a sample layout of a Vanier Residence floor. See page 13 and 14 for sample layouts of Rice Residence floors. 9 10 LOYOLA NORTH RESIDENCE 4-3-5a Single 4-3-4a Single 4-4-5a Single Shower room 4-3-3a Single 4-4-4a,b Double Washroom 4-1-5a Single 4-1-4a Single 4-1-3a Single 4-1-2a Single Shower room Shower room Washroom Washroom Storage Kitchenette 4-1-1a Single RA’s Room 4-4-1a Single 4-2-5a,b Double Common Lounge 11 Storage 4-2-4a Single 4-2-3a Single 4-2-2a Single 4-2-1a Single NOTE: These images are not drawn to scale and are merely for general reference when applying to Residence Elevator Lobby Wash room Wash room D2-2-3a D2-2-2a,b D2-3-2a,b Double Field View 4-3-1a,b Double D2-3-1a,b Double 4-4-2a Single Stairwell 4-3-2a Single D2-2-4a Single 4-4-3a Single Shower room Washroom VANIER RESIDENCE Stairwell D2-2-1a,b Double D2-3-3a Common Lounge D2-3-4a Single NOTE: These images are not drawn to scale and are merely for general reference when applying to Residence Stairwell D2-1-1a,b D2-1-2a,b Double Wash room D2-1-4a Single RA’S 12 D2-1-3a Single RICE RESIDENCE RICE RESIDENCE SINGLE, SUPER SINGLE, AND DOUBLE BEDROOMS AVAILABLE ON FLOORS 2-6, 11-14, 15-17 SINGLE AND SUPER SINGLE BEDROOMS ONLY AVAILABLE ON FLOORS 7-10 All Double and Single rooms are indicated. All other rooms are Super Singles. All Single rooms are indicated. All other rooms are Super Singles (no Double rooms). Field View Field View 1104a 1103b 1103a Single 1104b 1103c 0704a 1104c RA ROOM 1104 0703b 0703a Single 1105c,d Double 1102c,d Double Living Room 1102 0705a Loyola View 1105 0702c Single 1101b 1106b 1101a 0706 1106a Single 0701 0701c 0706c 0701b Point Pleasant View 705c Single 0702 1101 1106c 0705b 0702a 1106 1101c 0705 0702b Harbour View 1102a,b Double 0706b 0701a Point Pleasant View *All Super Single Rooms have double beds. 13 0704c RA ROOM 0703 1105a,b Double Living Room 0703c 0704 1103 Loyola View 0704b 14 0706a Single Harbour View A GUIDE TO LOYOLA SOUTH LOYOLA SOUTH, SENIOR APARTMENTS WHO IS ELIGIBLE FOR SENIOR APARTMENTS? SINGLE AND SUPER SINGLE BEDROOM APARTMENTS AVAILABLE ON FLOORS 3-4 Students with over 60 attempted credit hours listed on Banner at the time of application can apply for a Senior Apartments. If you will have 60 credit hours or are going to be a mature student (over the age of 21) before September 2012, you can email [email protected] to inform the office. 4-8c Single 4-8b Single 4-8a Super Single 4-9b Single 4-9a Single Kitchenette You can apply through the instructions provided on pages 3-7. This is now the application procedure for all residence accommodations! If you are eligible for Senior Apartments, when you go to select preferences you will see “Loyola South” as an option. You can then select Senior Apartments as a preference. 4-10b Single 4-10a Single HOW DO I APPLY FOR SENIOR APARTMENTS? WHAT KIND OF SENIOR APARTMENTS ARE AVAILABLE? Senior Apartments are available in Loyola South and Vanier BG and DG. See pages 16 and 17 for the two floor layouts of Loyola South. Vanier AG is a two bedroom apartment. Both the “a” and “b” bedrooms are Super Singles. Vanier BG and DG are three bedroom apartments. The “a” and “b” bed spaces are Single rooms. The “c” bed space is a Super Single . Loyola 8-5 (two bedroom, shared bathroom) Loyola 7-5 (two bedroom, shared bathroom) Loyola 3-7 (two bedroom, private bathroom) 9-6a Single 4-6b Single 4-5a Single 4-5b Single WHAT ROOMS HAVE A FIELD VIEW? Kitchenette Kitchenette Kitchenette WHICH APARTMENTS ARE WHEEL-CHAIR ACCESSIBLE? All rooms in apartments 8, 9 and 10 in Loyola North have views of the field. See page 16 and 17 for sample layouts of Loyola South floors. 15 Apartments 5, 6, 7, 9, and 10 are two bedroom private apartments , with Single rooms, a kitchenette and private washrooms. Apartment 8 is a three bedroom shared apartment with a full kitchen and shared washroom. The “a” bedroom is a Super Single; the “b” and “c” bedrooms are Singles 16 LOYOLA SOUTH, SENIOR APARTMENTS THANK YOU FOR RE-APPLYING TO RESIDENCE! SINGLE AND SUPER SINGLE BEDROOM APARTMENTS AVAILABLE ON FLOORS 7-10 Again, if you have any questions that have not been answered in this booklet or through the online application, please contact our office: 9-8c Single 9-8b Single 9-8a Super Single 9-9d Super Single 9-7a Single 9-7b Single 9-6a Single 9-6b Single 9-5a Single 9-5b Single 9-9c Super Single 9-9b Single 9-9a Single Centre for Housing & Residence Life Location: LR114 Hours: Monday—Friday, 9:00am—5:00pm; except for Thursday: 10:00am—5:00pm Telephone: (902) 420– 5598 Email: [email protected] Website: http://www.smu.ca/administration/resoffic/ Apartments 5, 6, and 7 are two bedroom apartments with Single rooms Apartment 8 is a three bedroom apartment. The “a” bedroom is a Super Single; the “b” and “c” bedrooms are Singles Apartment 9 is a four bedroom apartment with 1.5 bathrooms. The “c” and “d” bedrooms are Super Singles while the “a” and “b” bedrooms are Singles. 17 18
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