Application Status Definitions

Application statuses show where a student’s housing application sits in the review and assignment process. All statuses are visible to students in the housing portal, so consistent usage matters for clarity and system behavior.

Some statuses, Waitlist, Archived, and Rejected, can be adapted to your team’s internal meanings without changing the rules above. For example, Waitlist might indicate “capacity hold,” and Rejected may deliver a campus-specific message. These statuses still appear to students, so use them consistently.

Statuses can change automatically when students or admins take certain actions, such as submitting or approving an application. Admins can also update statuses manually to undo approvals, return applications back to students, or place student's on their waitlist.

Quick Table

Status Details

In Progress

Application has been started but not submitted. Admins may also return an application to this status when edits are required. Admins can push an application back to In Progress for further student edits/corrections.

Example: A student stops halfway. Later, an admin returns a submitted application to In Progress to collect missing documentation.

Under Review

Application is submitted and is ready to be reviewed by staff. This status happens automatically when the student submits.  If an application was previously Approved, an admin can revoke the approval to return it to Under Review.

Example: A student submits on July 1. After new information arrives, an admin revokes approval and the status returns to Under Review.

Approved

Application is approved and the student becomes eligible for assignment.

Example: Staff verify eligibility and payment, then set to Approved to proceed to room assignment.

Resident

Applicant has been assigned housing and now holds an active residency.

Example: An Approved student is placed in a double room. The application shows Resident and a residency record is created.

Canceled

Application is canceled by an admin and is no longer active. Unlike Archived or Rejected, students can reapply to the same cycle after cancellation.

Example: A student decides to live off campus. An admin cancels the application to remove it from the active pool. If they change their mind, they can start a new application in the same cycle.

Waitlist

Flexible and student visible. Commonly used when applicants qualify but space is not available, or for program-specific holds. While on Waitlist, students cannot reapply to the same cycle. Move them forward or change the status when appropriate.

Example: Capacity is reached for first-year halls. Qualified applicants are placed on Waitlist while staff monitor openings.

Archived

Used to remove an application from active processing and retain it for records. Students cannot reapply to the same cycle while archived. If reapplication is intended, change the status to one that permits a new submission.

Example: An admin is formally looking to prevent further student participation in this cycle.

Rejected

Often used when an application does not meet policy. Also blocks actions like payments, room selection, and roommate matching. Applications in this status cannot be resubmitted for the same cycle.

Example: A student not registered for the required credits is set to Rejected. Another campus might use Rejected to deliver a specific instruction on when to try again.

Common Mistakes and How to Avoid Them

Applications stuck in In Progress

Some students never click “Submit,” or misunderstand that they need to complete required sections. Applications returned for edits may also sit in In Progress indefinitely if the student does not act.

Avoid it: Send reminders to students with applications in progress. During peak cycles, run a weekly report to prompt action.

Large Under Review backlogs

If staff don’t regularly process Under Review applications, the queue can become unmanageable and slow approvals.

Avoid it: Establish a review cadence during peak times. Use filters to quickly see newly submitted applications.

Using Archived when you meant Canceled

Archived prevents reapplication in the same cycle. If the goal is to let a student reapply, use Canceled.

Avoid it: Confirm whether reapplication should be allowed before changing a status. When in doubt, document your team’s internal rules.

Waitlist used without follow-up

Students placed on Waitlist can get stuck if staff do not monitor capacity and move them forward when space opens.

Avoid it: Review Waitlist regularly and set reminders to reevaluate applicants when spaces open.

Unexpected blocks after Rejected

Rejected blocks downstream actions like payments, room selection, and roommate matching. This is expected behavior but can surprise students if not explained.

Avoid it: Pair any Rejected status with a communication that explains what is blocked and, if relevant, when or how to try again.

Archiving before you are truly done

Archiving removes an application from active processing and prevents reapplication to the same cycle.

Avoid it: Only archive when you are certain no further action is needed in the current cycle, and you do not intend to allow a reapply.