Experience » Residence Life & Housing » Returning Student Room Selection Process

Returning Student Room Selection Process

Room SelectionThe returning student housing assignment process for the 2015-2016 academic year is already underway. To help students with this process, the Office of Residence Life and Housing have produced the downloadable Housing Assignment Process 2015-2016 Guide. The returning resident selections for housing will be held on April 29, 2015 at 7 pm in RMCC-288.The guide clearly describes the process, but if you have any questions, contact Residence Life and Housing Office at 315-867-2222.

Important Dates & Deadlines

  • Ongoing: Housing Applications are online on the Housing Contract page  
  • April 17: Returning students applications due date.  A completed application must include submission of the notary page, and a $350 housing security deposit
  • April 17: Apartment ballot process opens in the housing office for ALL apartment sizes
  • April 24: Apartment ballots are due in the housing office
  • April 27: Residents completing the ballot process will be invited to the returning student housing selection process via email.  The selection order will also be available in the housing office
  • April 27: Apartment Retention “Squatting” ballots due in the housing office
  • April 29: Returning student room selection event at 7 pm in  RMCC-288

Frequently Asked Questions

What is room selection?

Room selection is the process whereby current students apply for on-campus housing for the academic year. 

How do I apply?

Any student wanting housing for next year (2015-2016) must pay a $350 security deposit and submit a new Housing Contract to the Office of Residence Life by 4:00 PM on Monday, April 17 (No faxed copies will be accepted). After this date, you may still go to the Office of Residence Life & Housing to turn in your contract and pay your deposit to select a room. In addition to the security deposit and contract, the following requirements must be met:

  1. All students must be registered for 12 credits for the Fall semester
  2. Must be in good financial standing
  3. Must not have any unsatisfied judicial sanctions

What are Apartment Ballots?

The Residence Life and Housing Office has created a ballot process for reservation of apartments.  A ballot is a simple form used for a group of students to identify they wish to live together.  Groups of students may assign a proxy to complete a ballot to reserve apartments. Only completed ballots will be accepted. All members of such groups must have applied for the housing assignment process by 4 p.m. April 24th.

What is a Proxy?

A proxy a resident authorized to select an apartment on behalf of a group of residents.  It is in the best interest of students to attend selection events to select their own rooms/apartments. However, the use of proxies is allowed for the selections of apartments.  The proxy will designate the room within the apartment to which the absent student will be assigned. The proxy must have submitted the ballot form signed by all residents who have completed applications, and his or her own Herkimer College identification card.

How are points assigned?

For the purpose of choosing rooms in the random selections, students entering their 5th semester of on-campus living in Fall 2015 are assigned 5 points; 4th semester of on-campus living, are assigned 4 points, 3rd semester of on-campus living are assigned 3 points, and 2nd semester of on-campus living are assigned 2 points. Individuals and groups of students choose their living spaces based upon group point totals that are determined by adding the points assigned to each member of the group.  Points may be deducted based on violations students are found responsible for which are outlined in the 2015-2016 Student Handbook and the 2014-2015 Apartment License.  The order of selection for groups with the same point total is determined by a random selection.

How much does it cost to live on campus?

Please see the housing charges for the 2014-2015 academic year below.  The costs are subject to change until June 15, 2015.


Fall Semester

Spring Semester


Campus Meadows




College Hill Single




College Hill Double




Reservoir Run




What if I have Additional Needs?

Students seeking suitable furnishings or accommodations due to disabilities, medical conditions or psychological conditions, or for other reasons should make an appointment with Justin M. Alger Ph.D., Director of Residence Life and Housing, weekdays from 9:00 AM- 4:00 PM, by April 17th. Students will be asked to attend an informational meeting with the director and to provide supporting documentation.

When & Where is the Selection Event?

  • April 29 Returning student room selection event at 7 pm in RMCC-288

Are there Room Changes after Selection?

No changes will be allowed after you have selected your room. If there are extenuating circumstances, you must submit a letter to the Office of Residence Life & Housing stating the reason that a change is necessary. The specific change request must be included in the letter. You will be contacted if your request for a change is granted.

Can I get my deposit back if I change my mind?

The Cancellation policy is strictly enforced.  Please cancellation policy of Housing Contract listed below:
A. All housing contract cancellations must be submitted in writing to the Residence Life & Housing Office and received by the due date. Students canceling this agreement on or before July 15 for the fall semester or December 15 for the spring semester will receive a full refund of the Security Deposit. Any cancellation after July 15 for the fall semester and December 15 for the spring semester, will result in forfeiture of the Security Deposit.

B. Any contract received after July 15 for the fall semester and December 15 for the spring semester, will have 14 days from the date received (up to the day before classes begin) to cancel their contract and receive a full refund of the security deposit. If the contract is canceled after 14 days, the security deposit will be forfeited.

C. Any cancellation due to formally withdrawing from HCCC between the first day of classes and the third Friday of classes will be billed based on a pro-rated daily rate and forfeit the security deposit. Any cancellation after the third Friday of classes will result in the forfeiture of the Security Deposit and Student will remain liable for that semester’s rent.

D. Students wishing to move off-campus between semesters, must apply in writing detailing a change in financial status since entering into this agreement. If approved, the student will forfeit their security deposit and be charged the equivalent of one month’s rent. If not approved, the student will be responsible for the rent for the semester and all other charges.

What if I have other questions?

Please stop by the Residence Life and Housing Office located in the Campus Meadows Apartment Complex between 8 a.m. and 4:00 p.m. You can also contact us via email or by phone at 315-867-2222.