Housing Cycle Rollover Overview

Housing cycle rollovers streamline the transition between housing cycles by transferring resident data, applications, and room assignments to the next cycle. This process ensures returning students retain their housing preferences and assignments without reapplying.

What is a Housing Cycle?

A housing cycle is a defined period during which students apply for housing, make room selections, and manage their housing assignments. Each cycle is customizable based on your institution's needs and typically includes:

• Application submission periods
• Roommate selection windows
• Room selection dates
• Move-in and occupancy periods

What Data Can Be Rolled Over?

During rollover, you can choose which data to transfer from one cycle to the next. You can transfer all data for a seamless experience, or select specific elements based on your institution's needs.

Available options:

• Rollover bed selections: Carry over room assignments to the next cycle
• Copy application answers: Duplicate all answers from the previous application
• Copy application tags without answers: Transfer assigned tags without application answers
• Copy public roommate questionnaire answers: Retain public questionnaire responses for matching
• Rollover meal plans: Transfer meal plan assignments to the next cycle
• Rollover student staff assignments: Carry over student staff roles and assignments

Common Rollover Scenarios

Returning Students in the Same Room

Students are returning to the same room for the next housing term. Use a comprehensive rollover when application forms and questionnaires remain consistent, allowing seamless transfer of room assignments and resident data.

Updated Application with New Data Points

Your housing application has been updated to collect new information. Perform a selective rollover, transferring only housing assignments. Students will complete the new application with updated fields.

Re-Selection Due to Class Status Changes

Students need to change rooms due to class status (e.g., freshman to sophomore housing). Transfer necessary data like tags and previous application answers, then allow students to select new rooms appropriate for their status.

Summer Housing Transition

Students are transitioning from academic year housing to summer housing. Selectively roll over bed assignments and meal plans while excluding academic-year-specific application data.

Prerequisites for Successful Rollovers

Before initiating a rollover, verify the following:

• Target cycle is configured: The future housing cycle must be created with dates, templates, and meal plans set up
• Templates match (if rolling over applications): Application and questionnaire templates should be consistent between cycles, or you'll need to use selective rollover
• Meal plans are enabled: The same meal plans must be enabled in both the source and target cycles.
• Beds are available: Target cycle beds must not already be assigned to other residents

What NOT to Rollover

Some situations require students to complete fresh applications:

• Significantly updated applications used across cycles: When you've restructured your application with new required fields or changed data collection approaches
• Policy changes: When housing policies have changed and require new acknowledgments or agreements
• Revalidation required: When you need to revalidate student information for compliance or verification purposes
   

Next Steps

Ready to perform a rollover? Learn more on completing a housing cycle rollover.

Experiencing issues? See Troubleshoot Housing Cycle Rollovers for solutions to common problems.