Housing Roommate Matching

You can use the Housing Roommate Matching page to automate the process of sifting through housing applications for the campus finding students who are eligible for housing, and then assigning suitable rooms and roommates.

You can also:

• Define the criteria to filter all the students who have applied for housing facilities on campus and find those students who are eligible for housing

• Place the eligible students in these rooms

• Confirm a lease to be created using Roommate Matching for placed students

For roommate matching to work, the Housing Application must have at minimum the Building, Building Category, and Room Category active and one must be selected.

The Room Frequency value of Terms is not applicable when Academic Year is active on the Housing Applications. For other options (Housing Period or Terms being active in place of Academic Year), all the Rooms are displayed irrespective of the Frequency.

Prerequisites

You must have:

• Common - Processes - View authorization

• Student Services – Processes – Housing Roommate Matching authorization

Access Method

Select the Processes tile > expand Student Services > select Housing Roommate Matching.

Procedure to Match Roommates

1. In Specify Match, review, specify, or change the following values.

   Application Select the housing application. When you select a campus, the active application associated with the campus is automatically populated in this field. If you want to run the match for an inactive housing application associated with the campus, select the inactive application from the drop-down list. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Match Detail Select the match detail. The options are: - New Match: If you are creating a new match, enter a Name for the new match. - Existing Match: If you have previously run a match and saved it before completing the eight steps in the process, it is listed. To complete such a match, select the Existing Match option, and then choose an existing match from the list. The Campus and Application fields are automatically updated in this case. The list of saved roommate matches is displayed based on the campus selected.

   Match Type Select the match type for the roommate. The options are Automatic or Manual. This field is enabled only when you have selected the New Match option in the Match Detail field. Name Enter a name for the new match. This field is enabled only when you select the New Match option in the Match Detail field.

   If you have previously run a match and saved it before completing the Confirm step and to complete such a match, select the Existing Match option from the Match Detail Select the match detail. The options are: - New Match: If you are creating a new match, enter a Name for the new match. - Existing Match: If you have previously run a match and saved it before completing the eight steps in the process, it is listed. To complete such a match, select the Existing Match option, and then choose an existing match from the list. The Campus and Application fields are automatically updated in this case. The list of saved roommate matches is displayed based on the campus selected., and then select an existing match from the list. Anthology Student displays the list of saved roommate matches based on the campus selected.

2. Select the Next button. Anthology Student enables the Set Questions section.

3. In Set Questions, review, specify, or change the following values.

   Direct Match When you select the required Direct Match check box for a question, the answer for the question has to match directly for two students to be considered as roommates. Questions Lists of questions in the housing application. You can select the questions for roommate matching. The list of questions depends on the Match Type (manual or Automatic).

   Type The type of the question, such as Yes/No, Multiple Answer Single Select. Weight(in%) Specify the weight in percentage that the question holds. You can use for the questions that do not need to match directly but need to be considered in the roommate matching process. The sum of the weights assigned to such questions cannot exceed 100%.

4. Select the Next button. Anthology Student enables the Specify Criteria section.

5. In Specify Criteria, review, specify, or change the following values.

   Anthology Student uses these values to identify students eligible for the roommate match, out of all the students who have submitted applications. Those students who have not deposited the application fee (in case the application fee was required while applying) and/or are not packaged will not be considered eligible. For information about how to override the deposit and packaging validations, refer to General Settings for Student Services.

   Application Submission The date of the application submission. From and To Expected Start Date This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To Graduation Date The date when the student graduated or is scheduled to graduate from the program version. From and To Housing Date The date range of housing for a student. From and To Housing Dates The date range of housing for a student. Housing Required For Specify whether housing is required for Academic Year, Housing Dates, or Term.

   Matching Threshold Value The Matching Threshold Value is required when the Matching Type is Automatic. The threshold value determines the minimum match score needed for the question to be considered a match. Specify a value between 1 and 99. Packaged Students Only Select this check box if you want to gather only students who have been packaged. Program Versions The program version associated with the student or item. Student Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access. Student Status Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. The status for an alumnus can be complete or graduated. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

   If you are working with an existing match, Anthology Student disables all the fields above and you cannot edit the data.

   If you selected the Academic Year option in Housing Required For Specify whether housing is required for Academic Year, Housing Dates, or Term. field, Anthology Student displays Housing Date The date range of housing for a student. From and To fields to specify dates. Anthology Student displays students whose housing application is Academic Year Based and where the Academic Year is within the months specified. For example, if you enter a Housing Date The date range of housing for a student. From: 4/15/2010 and To: 1/5/2011. Anthology Student displays all Academic Year based applications from 4/1/2010 to 1/31/2011.

   Anthology Student does not display an Academic Year based lease with room frequency of Term in criteria.

6. Select the Next button. Anthology Student enables the Select Task section.

7. In Select Task, review, specify, or change the following values.

   List	Values
   Email	Email Subject The text that appears in the subject line of the email. It contains the subject configured by your organization for the type of task and can be edited. Subject The description of the task. If you are specifying the description, the default is the value that you selected for the Task. The value can be modified. Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution.
   Letter	Subject The description of the task. If you are specifying the description, the default is the value that you selected for the Task. The value can be modified. Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution.

8. Select the Next button. Anthology Student enables the Select Rooms section.

9. In Select Rooms, review, specify, or change the following values.

   Building Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

   Lease Date The date range of the lease. From and To

10. In the grid, select the arrow () to display the details of the building.

11. Select the record from the grid.

12. Select the Next button. Anthology Student enables the Assign Students and Rooms list.

13. In Assign Student and Rooms, review, specify, or change the following values.

    Address The address of the person, organization, or building associated with the record. If you change the address for a student, Anthology Student displays a dialog that you can use to save the address before your changes to the Related Addresses list for the student (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Related Addresses tile.). You can also specify the type of address. For example, if your institution has a value of Previous configured for the address type, you can select the value for any previous addresses. Building Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Building Maximum Capacity The value for the maximum occupant capacity of the building. Building Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Building Normal Capacity The value for the normal occupant capacity of the building. Hosting Campus The name of the campus hosting housing. Location The location/address associated with the item or person. Maximum Capacity The numeric value of the maximum occupant capacity of the room or suite. Normal Capacity The value for normal occupant capacity.

    Occupancy The number of occupants. Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). Room Category Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Room Gender The gender setting of the room to allow matching of roommates by gender. Room Number The number for the room. The values are configured by your institution. Suite Category Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Suite Gender The gender setting of the suite to allow matching of roommates by gender. Suite Number The number assigned to the suite of rooms. Type The type of building such as Room, Suite.

    Select the arrow () to display the details of the student and take the appropriate action in the grid.

    Task	Action to Take
    Add Student	Select the Add Student button. Anthology Student displays the Select Student dialog. Select the student record from the list. Select the Select button. Anthology Student adds the selected student. Select the Save button. Anthology Student saves the changes.
    Remove Student	Select the student record from the list. Select the Remove Student button. Anthology Student removes the selected student. Select the Save button. Anthology Student saves the changes.

14. Select the Next button. Anthology Student enables the Confirm section.

15. In Confirm, review the following values.

    Room Assigned Indicates whether the room is assigned. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

16. Select the Finish button.

    If there are matched students assigned to the rooms and students who are not matched, Anthology Student displays a confirmation dialog. Select the Continue button.

Anthology Student matches and assigns the roommates for housing.

The lease status for the students who are placed is now set to Current, the students who are not placed are released from the match, and the match is deleted. Students released from the match can be allocated rooms in some other match.