PLS-3C: How Cycles Control Timing

Overview

In this module, you'll learn how housing cycles use phases to control when students can take actions. Understanding the relationship between cycle dates and phase dates is critical to configuring cycles that work smoothly.

What you'll learn:

• The seven phase types in Housing.Cloud

• How phase dates differ from cycle dates

• How phases create activity windows

• Common timing mistakes to avoid

Time: 15 minutes

What Are Cycle Phases?

Housing cycles are organized into phases—specific time windows when different student activities are available. Each phase has a start and end date that controls when students can access that feature in their portal.

Example: Your application phase might run March 1 - April 15. During this window, students can submit housing applications. Before March 1 or after April 15, the application is not accessible.

The Seven Phase Types

Housing.Cloud supports seven different phase types. Here's what each one controls:

1. Application Phase (Required)

What it controls: When students can submit housing applications What students do: Complete your housing application form Limit: Only one application phase per cycle

Example: Application open March 1 - April 15, 2025

2. Roommate Selection Phase

What it controls: When students can find and group with roommates What students do: Browse roommate finder, send requests, form groups Limit: Multiple phases allowed for different student groups

Example: First-years: April 1 - April 30 | Returning students: March 15 - April 15

3. Room Selection Phase

What it controls: When students can self-select their rooms What students do: Browse available rooms and select housing Limit: Multiple phases allowed; can be lottery-based or all-at-once

Example: Priority group: April 20 - April 25 | General selection: April 26 - May 10

4. Meal Plan Selection Phase

What it controls: When students can select their meal plan What students do: Choose from available meal plan options Limit: Multiple phases allowed

Example: Meal plan selection: April 1 - May 15

5. Move-In Scheduler Phase

What it controls: When students can select their move-in time slot What students do: Choose from available moving groups and times Limit: Only one move-in phase per cycle

Example: Move-in scheduling: July 15 - August 10

6. Move-Out Scheduler Phase

What it controls: When students can select their move-out time What students do: Schedule departure and check-out Limit: Only one move-out phase per cycle

Example: Move-out scheduling: April 1 - May 1

7. Room Swap Phase (Feature-Gated)

What it controls: When students can request to swap rooms What students do: Browse available rooms and request transfers Limit: Multiple phases allowed; only available if feature is enabled

Example: Fall semester room swap: September 15 - October 1

Cycle Dates vs. Phase Dates: The Critical Difference

This is one of the most important concepts to understand about housing cycles.

Cycle Dates = Residence Period

These are the contractual housing dates—when students actually live in housing.

Example: Cycle Start: August 15, 2025 Cycle End: May 15, 2026

This means the housing contract runs from mid-August through mid-May. These dates determine when billing begins, when check-in can happen, and when students are considered "current residents."

Phase Dates = Activity Windows

These are the time periods when students can take specific actions, often months before the residence period begins.

Example Phase Timeline:

• Application: March 1 - April 15, 2025

• Roommate Selection: April 1 - May 1, 2025

• Room Selection: April 20 - May 10, 2025

• Meal Plan Selection: April 1 - May 15, 2025

• Move-In Scheduling: July 1 - August 12, 2025

Notice: Phase dates are often months before the cycle start date. Students complete applications and select rooms in the spring for fall move-in.

How Phases Create the Student Journey

Phases control what students can do and when. Here's how a typical phase timeline creates the student experience:

Timeline Example: Fall 2025 First-Year Housing

March 1: Application phase opens → Student sees "Apply for Housing" in portal

March 15: Student submits application

March 20: Admin approves application

April 1: Roommate phase opens → Student completes bio form and browses roommate finder

April 10: Student forms roommate group with 2 others

April 20: Room selection phase opens → Group leader selects East Hall Room 301

May 1: Meal plan selection available → Student chooses 14 Meals/Week plan

June 15: Housing contract becomes available → Student signs electronically

July 15: Move-in scheduling opens → Student selects August 14, 10:00 AM slot

August 14: Student checks in at scheduled time

August 15: Cycle officially starts → Student's residence period begins

Planning Phase Timing

When planning phases, consider these principles:

1. Work Backwards from Move-In

1. Start with your move-in date: August 15

2. Move-in scheduling opens 4 weeks before: July 15

3. Room selection closes before scheduling opens: July 8

4. Room selection window: 3 weeks (mid-June to early July)

5. Roommate phase ends before room selection: Early June

6. Application deadline allows time for review: Mid-May

2. Build in Buffer Time

Allow processing time between phases for:

• Reviewing and approving applications

• Students forming roommate groups

• Resolving assignment issues

• Administrative preparations

Example: Close applications April 15, open roommate selection April 20 (5-day buffer for review)

3. Consider Overlapping Phases

Phases that can overlap:

• Roommate selection + meal plan selection

• Application + early meal plan selection

Phases that should NOT overlap:

• Application + room selection (students need approval first)

• Room selection + move-in scheduling (assignments must be finalized)

4. Use Multiple Phases for Priority Groups

Create separate room selection phases with different dates for different populations:

Example:

• Phase 1: Student-athletes (April 20-25) with tag "Student-Athlete"

• Phase 2: Honors students (April 26-30) with tag "Honors"

• Phase 3: General students (May 1-15) with tag "First-Year"

Common Timing Pitfalls

Based on real support tickets, here are the most common timing issues to avoid:

1. Move-In Scheduling Opens Too Late

Issue: Move-in scheduler phase opens on move-in day Impact: Students can't schedule until they're supposed to arrive Fix: Open scheduling 2-4 weeks before actual move-in

2. Phase Dates After Cycle Start

Issue: Application phase opens after the cycle start date Impact: Students are applying after the residence period has already begun Fix: Application and selection phases should typically complete before the cycle starts

3. No Gap Between Application and Room Selection

Issue: Room selection opens immediately when applications close Impact: No time to review and approve applications Fix: Build in 3-7 days for application review between phases

4. Phases Without Applicability Tags

Issue: Multiple room selection phases without tag restrictions Impact: All students can access all phases, defeating priority logic Fix: Assign tags to each phase to control which students can participate

Key Takeaways

• Phases control timing of student actions within a cycle

• Seven phase types: Application (required), Roommate, Room Selection, Meal Plan, Move-In, Move-Out, Room Swap

• Cycle dates ≠ Phase dates - Cycle = residence period, Phases = activity windows

• Phase dates often occur before cycle starts - Students apply and select months before move-in

• Multiple phases allowed for creating priority tiers

• Buffer time matters - Allow processing time between phases

• Common pitfall: Opening scheduling phases too late or without proper gaps

What's Next: PLS-3D

Now that you understand cycle components and how phases control timing, you're ready to see how this all comes together from the student perspective.

In PLS-3D: The Student Experience, you'll learn:

• How applications tie to cycles

• How residencies are created within cycles

• The student journey through cycle phases

• How one student interacts with multiple cycles over time

Continue to PLS-3D →