Residency Status Definitions

Residency statuses show the current state of a student’s housing assignment. They let admins quickly see whether a student is preparing to move in, actively living in a space, has moved out, or had their assignment changed or canceled.

Statuses update automatically when certain actions occur, such as assigning a room, checking a student in or out, or completing a transfer. In some cases, admins update the status manually when making assignment changes.

Quick Table

Status Details

Assigned

Starting status for a new residency before the contract start date. The student has a confirmed housing space, but the residency has not yet begun.

Example: In July, a student selects a double room for a fall contract beginning August 15 — their residency remains in Assigned until that date arrives.

Current

The student has checked in and is actively living in their assigned space. This is the main “in residence” status used throughout most of the term.

Example: After move-in weekend, all students who completed check-in steps move from Assigned or Incoming to Current.

Incoming

The residency start date has arrived, but the student has not checked in and does not have a move-in scheduled. Often shows for students who have yet to arrive after their contract begins.

Example: A student’s contract begins August 15. On August 16, they still haven’t checked in and have no move-in date set, so their status is Incoming.

Moved Out

The student has been checked out and no longer occupies the assigned space. Beds in this status can be reassigned.

Example: A graduating senior moves out in May, and staff complete a check-out in the system the same day.

Overstay

The residency end date has passed, but the student has not been checked out. This may indicate a missed process step or a student staying beyond their contract without approval.

Example: A summer housing resident’s end date was August 1, but their check-out was never recorded. Their status shows Overstay until processed.

Move In Scheduled

A confirmed future move-in date is set in the system. Useful for planning staffing, keys, and materials.

Example: An exchange student is scheduled to move in mid-semester; their status shows Move In Scheduled until that date.

Move Out Scheduled

A confirmed future move-out date is set in the system. Often used to prepare inspections, cleaning, and billing.

Example: A student with a spring-only housing contract has a Move Out Scheduled status for early May.

Canceled

The residency is no longer active because it was canceled by an admin. Common when a student withdraws from housing, chooses off-campus living, or never arrives for move-in.

Example: A student assigned to fall housing decides to commute and requests cancellation before August.

Transferred

The student’s original residency ended due to a space change, creating a new record for the new assignment. This occurs automatically when a Change Bed or Swap Residency action is completed.

Example: A student moves from a triple room to a single mid-semester; their old residency shows Transferred and a new one reflects the single room.

Common Mistakes and How to Avoid Them

Unrecorded check-outs causing Overstay

If a student has left housing but their check-out was never completed in the system, the residency will remain in Overstay. This can lead to incorrect occupancy counts and block bed reassignment.

Avoid it: Process check-outs in real time or as part of a daily departure review during closing periods.

Canceled instead of Transferred

Sometimes a residency is canceled by mistake when the intention was to move the student to a different space. Canceling ends the record with no link to a new assignment, which can disrupt billing or records.

Avoid it: Use Change Bed or Swap Residency for space changes. Only use Cancel Residency when the student will no longer live on campus for that cycle.

Move In Scheduled without an actual arrival

A student may remain in Move In Scheduled if they never arrive and the status isn’t updated. This can create confusion during occupancy audits.

Avoid it: If a student no-shows, either cancel the residency or reassign a new move-in time.

Incoming lingering after move-in day

If students appear in Incoming long after their scheduled arrival, it usually means the check-in step wasn’t processed.

Avoid it: Verify check-ins are recorded for all arrivals. Use filters in the Residents table to quickly identify anyone still in Incoming after move-in.