Hale Mid-Semester Transfer Guide

Overview

Mid-Semester Transfers allow current residents to change rooms during the same semester.

Important Timing

• Transfers begin 2 weeks after the semester starts
• Transfers close 2 weeks before check-outs
• All options are based on availability

Note: If you want to transfer for a future semester, you do NOT need to apply for a mid-semester transfer. Use the Housing Portal instead.

Two Types of Mid-Semester Transfers

Once the semester has started, there are two ways to move:

1. Mid-semester Room Selection: Move into an empty (unoccupied) space.
2. Room Swap: Switch rooms with another willing resident.

Mid-semester Room Selection

Conditions

Before requesting a new room, please review the following:

• You may only select rooms that are currently open
• You cannot select rooms that are already occupied
• Transfers must occur during business hours only
  
  • No weekends
  • No holidays
  • No after-hours transfers
• All room changes are final
  
  • Once you confirm, your old room becomes available for others
• If you have failed your super inspection 2 or more times, you are on probation and not eligible to transfer

Room Selection Process

Step 1: Visit the Housing Operations Office

(See calendar for avalibility)
During your appointment:

• Staff will show you available rooms based on eligibility
• You will review openings
• You will select your transfer day
• You will sign an agreement

Step 2: Transfer

If you choose a room:

• You will be rebooked
• You must move by the end of the week
• Go to the Housing Office on your scheduled date to complete the transfer

Step 3: Room Condition Report

• Complete a Room Condition Report within 2 days of checking into your new room

Room Swap

You may request to swap rooms with another willing resident at any time during the semester.

Important Notes

• Room swap requests close 2 weeks before check-outs
• The person you invite is not required to accept
• Bullying or harassment will not be tolerated
• All swaps are final once both residents accept and the booking is updated
• No cancellations are allowed

Room Swap Process

Step 1: Coordinate with the Other Resident

Before submitting a request:

• Agree on a transfer time together
• Transfers must occur during business hours (No weekends, holidays, or after-hours transfers)

Step 2: Resident #1 Creates the Swap Link

1. On the Housing Portal, click 'Residency'
2. Click 'Room Swap'
3. Click 'Generate Link'
4. Copy and send the link to Resident #2

Step 3: Resident #2 Accepts the Request

1. Click on the sent link
2. Review details
3. Click Accept Request (or decline)

Step 4: Both Residents Email Housing

If accepted, both residents must email Housing with their requested transfer time

Step 5: Under Review

• A staff member reviews the request
• If both residents are eligible, Housing will email confirmation
• You can track your request status or add comments anytime under “Requests”

Step 6: Transfer

• Go to the Housing Office on the scheduled date
• Complete the move to your new room

Step 7: Room Condition Report

Complete a Room Condition Report within 2 days of checking in

Summary

Mid-Semester Transfers allow eligible residents to:

• Move into an open room (Mid-semester Room Selection), or
• Swap rooms with another resident (Room Swap)

All transfers:

• Must occur during business hours
• Are final once confirmed
• Require a Room Condition Report within 2 days