Step-by-step Student Housing

To Create a Session

Click on the green Create Session button in the Residence Life Sessions block. Example
The Residence Life Create Session pop-up opens. Example
Add a Name for your new session (required).
Enter a session Code (required).

Your institution may have an established pattern for assigning codes, for example: Q32016 or FALL2018. Check with your administrator before setting a code, as this value is not editable, and cannot be changed later.

Choose a Type from the drop-down (optional).

Create, edit, and manage session types from Manage Session Types, under the Residence Life Admin Hub Options drop-down.

Enter a Description (optional).
Use the drop-down calendar to select a Start Date and End Date for the session.

Before students can be assigned housing, you must first add Residence Bedrooms to the Session. On the Session Summary page, click on the Residence Bedrooms link. Example
This will find all of the active and available spaces in Facilities with a place type of Residence/Housing Facility, and make them available in the session. You will be given an option to continue or cancel this action. Click Continue. Example
This opens the Manage Residence Bedrooms page, with the Manage Room Details view displayed. Example

If there are rooms you do not want students to be able to select, you can set them to unavailable, or make them inactive in the session. Use the Bedroom filter to find the group of rooms you want to work with, and use column headers to sort the list of bedrooms. Click on the plus sign to expand a row and edit details for that bedroom.
You can use the blue Options drop-down button to perform actions on multiple selected rows. Example

To create an Applicant Group for a session:

On the session summary page, click on the Create applicant group button on the Housing Application block and follow the prompts for the applicant group wizard. Example
On the session summary page, click the Session options drop-down button and select View applicant groups. Example
On the View Applicant Groups page, click on the name of the group you wish to edit. Example
On the Applicant group summary page, click on the Applicant group options drop-down button and select Manage potential applicants. Example
Add students to this housing applicant group roster by using the Add by name, Filter from all students, or Use Izenda query option buttons. Click Add to roster to move names from the top field to the roster below. Example
Enter a descriptive name for the Applicant Group, and notes in the description field, if desired. Click Save & continue. Example
Add students to this housing applicant group roster by using the Add by name, Filter from all students, or Use Izenda query option buttons. Click Add to roster to move names from the top field to the roster below. When you are finished adding students, click Save & finish. Example

You can come back and add more students to this roster any time before the application is published.

Create Housing Application Form

Customize housing application form

Students will use the Roommate Request feature to send, accept, or decline roommate requests.

Add the Roommate Request feature to Campus Portal.
Copy the link address for the Roommate Request portlet and paste it into the appropriate field under Process Step 2: Roommate Request in the Applicant Group Process Definition Details in J1 Web.

You will not be able to paste the link into J1 Web until after you have created your applicant group. If you have not done that yet, you may find it easiest to paste the links you will need for that process (housing application form, roommate request portlet, and room selection portlet) into a document, so that you will have all of your links handy when you need them in J1 Web. Another option is to have two tabs open in your browser, one logged in to Campus Portal, the other logged in to J1 Web.

How To

Add Roommate Request Feature to Campus Portal

See example video of how to add a portlet

See example video of copy/paste link to portlet

After roommate groups are established, students will use the Room Selection feature to choose a room or suite out of available options.

Add the Room Selection feature to Campus Portal.
Copy the link address for the Room Selection feature and paste it into the appropriate field under Process Step 3: Room Selection in the Applicant Group Process Definition Details in J1 Web.

You will not be able to paste the link into J1 Web until after you have created your applicant group. If you have not done that yet, you may find it easiest to paste the links you will need for that process (housing application form, roommate request portlet, and room selection portlet) into a document, so that you will have all of your links handy when you need them in J1 Web. Another option is to have two tabs open in your browser, one logged in to Campus Portal, the other logged in to J1 Web.

How To

Add Room Selection Feature to Campus Portal

See example video of how to add a portlet

See example video of copy/paste link to portlet

Below is diagram of a typical Residence Life Admin workflow. Although some steps may be performed or completed in a different sequence, the first step is usually to create a session.

The housing application feature allows you to create and customize a FormFlow form for students to apply for housing. This form has powerful customization capabilities. It can be set up to collect any information you need from students, allow students to acknowledge policies and rules, and even collect application fees. The housing application is specific to one applicant group, but you can create a copy of it to be used with other applicant groups.

If you decide not to use the housing application, you will need to manually submit an application for each student in the applicant group, providing some basic information about each one. This can be done on the Lottery Number Assignment tab, on the Manage Housing Application and Assignments page.

The roommate request feature allows students to request other students to join roommate groups. When one person in the roommate group selects (or is assigned) a room, all of the students in that roommate group are assigned to that room.

If you decide not to use the roommate request feature, roommates will be determined by whoever selects or is assigned to the same room.

The Room Selection feature allows students to choose a room assignment from the available rooms in the campus portal. If you decide not to use the room selection feature, you will need to manually update each student's room assignment.

In J1 Web

Create a session.

Add spaces to the session.

Create applicant group.

In JICS Campus Portal

(Optional) Create and customize student housing application; copy link.

(Optional) Add Roommate Request portlet; copy link.

(Optional) Add Room Selection portlet; copy link.

In J1 Web

Paste links for JICS features you are using into the appropriate applicant group Housing Application Process Definition block or tab.

(Optional) Set up lottery number and time slot assignment.

(Optional) Manually adjust any roommates or room assignments.

Guide to Setting Up Student Housing for a Session

Setting up student housing in J1 Web

Introduction

Step 1: Create a Session

To Create a Session

Step 2: Add Residence Spaces to the session

Step 3: Create Applicant Group

Setting up Student Housing in Campus Portal (JICS)

Introduction

Step 1: (Optional) Set up Application for student housing

Create Housing Application Form

Customize housing application form

Step 2: (Optional) ADD Roommate Request Feature in Campus Portal (JICS)

How To

Step 3: (Optional) ADD Room Selection Feature in Campus Portal (JICS)

How To

FAQ