Housing Leases

You can use the Housing Leases page to:

• Edit and delete a housing lease for a student
• Bill outstanding charges for a lease
• Generate the charge schedule for a lease
• Print a lease for a student
• Renew a lease
• Move a student from an assigned room to another available room. You can select the room selection criteria, assign a new available room to the student, and adjust the fee difference. You can then confirm that the student's lease is reassigned to the new room.
• View/edit the charge schedule for a lease
• View room/roommate information for a lease

A Housing Lease can be created as term-based (even if the billing Frequency will not be term-based); otherwise the lease is created using housing period dates.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Services - Housing Leases - View, Edit, and Delete authorization

When you give a staff member Student Services - Housing Leases - View, Edit, or Delete authorization, Anthology Student also gives them Admissions – Processes – High School Tasks – View authorization if they have any other Admissions - Processes authorization so that they can view tasks for students associated to their housing.

Access Method

Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Leases tile.

Procedure to Edit Housing Leases

Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

1. Review the values of the records in the grid.

   Academic Year The academic year date range configured by your institution and associated with the record. Actual End Date The last date that the item is effective or can be used. Application The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Building The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Frequency The billing Frequency value for the housing lease can be Daily, Weekly, Monthly, Flat Rate, or Term. The Frequency values are specified in Configuration > Student Services > Housing Buildings > Rooms. Term Frequency requires registration, and the Housing Application must exist before the registration. Schools that have early registration but won’t have housing application until later, won’t have a housing charge pending unless some type of registration/change happens after the Housing Application was done. Automated Rent Billing will not be effective for leases generated for rooms with Term Frequency. Flat Rate, Monthly, Weekly, Daily Rate Frequencies do not require registration. The system gathers billing data based on the lease dates using the Housing Post Rent Charges process if manual review of rent charges was configured. Lease charges are displayed as pending on the student's ledger card. Staff members can select and choose Bill Outstanding Charges on the Housing Leases page. Configure automatic or manual rent billing Settings > Student Services > General. Lease Amount The amount in dollars for housing lease. Lease Status The status of the housing lease can be Current, Expired, Lease Broken, or Pending. Manually Update Dates Indicates whether you can manually update the dates of a housing lease.

   Move-Out Date The date when the student will move out from housing. Move-Out Reason The reason for the student to move out from housing. The options are Lease Ended, Evicted, Changing Rooms, Medical Reasons, and Personal Reasons. Program Version The program version associated with the student or item. Room Number The number for the room. The values are configured by your institution. Sequence Specifies the sequence in the academic year. For Program Versions, this column is displayed only, if the billing method selected has a billing frequency of Academic Year. Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Suite Number The number assigned to the suite of rooms. 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. Termination Fee The termination fee will be charged when the lease is broken. The termination Fee is posted in the subsidiary ledger if the transaction code selected is associated with the subsidiary. If it is not posted in the subsidiary ledger, pending charges are created or posted in the ledger card based on the billing method configuration.

2. Select a link in the Application column. Anthology Student displays the Edit Housing Lease section.

   Review, specify, or change the following values.

   Academic Year The academic year configured by your institution. This field is enabled only when you select Academic Year in the Housing Type field. Actual End Date The last date that the item is effective or can be used. Application Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Billing Term Available terms for billing with start and end dates for each term. This field is enabled based on the values configured in the Housing Lease Status field. Billing Transaction Code The billing transaction code. This field is enabled based on the values configured in the Housing Lease Status field. Building The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Frequency The billing Frequency value for the housing lease can be Daily, Weekly, Monthly, Flat Rate, or Term. The Frequency values are specified in Configuration > Student Services > Housing Buildings > Rooms. Term Frequency requires registration, and the Housing Application must exist before the registration. Schools that have early registration but won’t have housing application until later, won’t have a housing charge pending unless some type of registration/change happens after the Housing Application was done. Automated Rent Billing will not be effective for leases generated for rooms with Term Frequency. Flat Rate, Monthly, Weekly, Daily Rate Frequencies do not require registration. The system gathers billing data based on the lease dates using the Housing Post Rent Charges process if manual review of rent charges was configured. Lease charges are displayed as pending on the student's ledger card. Staff members can select and choose Bill Outstanding Charges on the Housing Leases page. Configure automatic or manual rent billing Settings > Student Services > General. Housing Dates The date range of housing for a student. Housing Lease Status The status of the housing lease can be Current, Expired, Lease Broken, or Pending.

   Housing Type The Housing Type options are Academic Year (A), Housing Dates (H), and Term (T). Depending on your selection, corresponding dates willl be populated in the Academic Year, Housing Dates, or Term field. Last Print Date The last print date of the lease. Lease Amount The amount in dollars for housing lease. Program Version The program version associated with the student or item. Room Number The number for the room. The values are configured by your institution. Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Suite Number The number assigned to the suite of rooms. 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. Termination Fee The termination fee will be charged when the lease is broken. The termination Fee is posted in the subsidiary ledger if the transaction code selected is associated with the subsidiary. If it is not posted in the subsidiary ledger, pending charges are created or posted in the ledger card based on the billing method configuration. Termination Fee Subsidiary Code Select the termination fee subsidiary code from the list of subsidiaries associated with the selected transaction code. This field is only populated when the transaction code selected for Termination Fee is associated with a single or multiple subsidiaries.

3. In the Moving Out section, review, specify, or change the following values.

   Move Out Date The date when the student will move out from housing.

   Move Out Reason The reason for the student to move out from housing. The options are Lease Ended, Evicted, Changing Rooms, Medical Reasons, and Personal Reasons.

4. If you selected a Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). in the future (The lease start date is not the current date or a past date) and select the New button on the Tasks tab, Anthology Student displays Days Before Task dialog.

   In the dialog, review, specify, or change the following value and select the Next button.

   Days Before Start of Task Specify the number of days before the start of the task.

5. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

Procedure to Delete Housing Leases

To delete a housing lease with:

Type of Charges	Your institution must have selected	Location
Billed charges	Allow Deleting Lease with Billed charges Select the check box if you want staff members to be able to delete a lease with billed charges using the Delete button on the Housing Leases page (Students tile > select the studfent name > Student Services > Housing Lease tile).	Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member > select the Specialized Permissions tile.
Unbilled charges	Allow Deleting Lease with Unbilled charges Select the check box if you want staff members to be able to delete a lease with unbilled charges using the Delete button on the Housing Leases page. (Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Lease tile.)

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid.

3. Select the Delete button. Anthology Student displays a confirmation dialog.

4. In the dialog, select the Delete button.

Procedure to Bill Outstanding Charges

To enable Bill Outstanding Charges option, your institution must have not selected the Prevent Manual Billing Select the check box if you want to prevent staff members from saving changes or billing selected charges using the Bill Selected Charges button. (Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Lease tile > application in the list > More button > View/Edit Charge Schedule.) option on the Housing tab ( Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member > select the Specialized Permissions tile.)

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > Bill Outstanding Charges.

   Anthology Student bills the outstanding charges for a lease if any charges exist.

Procedure to Generate Charge Schedules

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > Generate Charge Schedule.

   Anthology Student generates the charge schedule for the selected record and assigns an appropriate status to a charge schedule depending on the billing status of the lease.

3. If you want to re-generate charge schedule, select More > Generate Charge Schedule.

   Anthology Student displays a message to confirm whether you want to again generate the charge schedule for the selected housing lease record and select the Re-generate button in the dialog.

Procedure to Print Leases

To enable print lease option, your institution must have configured campuses student services lease printing (Select the Settings tile > expand System > select Campuses >select the New button and specify the general information or select an existing campus > select the Student Services tile.)

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > Print Lease.

   Anthology Student displays the housing lease details and also updates the last print date field with the date on which the lease was printed.

Procedure to Renew Leases

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > Renew Lease.

   Anthology Student displays the Renew Housing Lease section.

3. Review, specify, or change the following values.

   Academic Year The academic year configured by your institution. This field is enabled only when you select Academic Year in the Housing Type field. Actual End Date The last date that the item is effective or can be used. Application Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Billing Term Available terms for billing with start and end dates for each term. This field is enabled based on the values configured in the Housing Lease Status field. Billing Transaction Code The billing transaction code. This field is enabled based on the values configured in the Housing Lease Status field. Building The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Frequency The billing Frequency value for the housing lease can be Daily, Weekly, Monthly, Flat Rate, or Term. The Frequency values are specified in Configuration > Student Services > Housing Buildings > Rooms. Term Frequency requires registration, and the Housing Application must exist before the registration. Schools that have early registration but won’t have housing application until later, won’t have a housing charge pending unless some type of registration/change happens after the Housing Application was done. Automated Rent Billing will not be effective for leases generated for rooms with Term Frequency. Flat Rate, Monthly, Weekly, Daily Rate Frequencies do not require registration. The system gathers billing data based on the lease dates using the Housing Post Rent Charges process if manual review of rent charges was configured. Lease charges are displayed as pending on the student's ledger card. Staff members can select and choose Bill Outstanding Charges on the Housing Leases page. Configure automatic or manual rent billing Settings > Student Services > General. Housing Dates The date range of housing for a student. Housing Lease Status The status of the housing lease can be Current, Expired, Lease Broken, or Pending.

   Housing Type The Housing Type options are Academic Year (A), Housing Dates (H), and Term (T). Depending on your selection, corresponding dates willl be populated in the Academic Year, Housing Dates, or Term field. Last Print Date The last print date of the lease. Lease Amount The amount in dollars for housing lease. Program Version The program version associated with the student or item. Room Number The number for the room. The values are configured by your institution. Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Suite Number The number assigned to the suite of rooms. 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. Termination Fee The termination fee will be charged when the lease is broken. The termination Fee is posted in the subsidiary ledger if the transaction code selected is associated with the subsidiary. If it is not posted in the subsidiary ledger, pending charges are created or posted in the ledger card based on the billing method configuration.

4. In Moving Out, review, specify, or change the following values.

   Move Out Date The date when the student will move out from housing.

   Move Out Reason The reason for the student to move out from housing. The options are Lease Ended, Evicted, Changing Rooms, Medical Reasons, and Personal Reasons.

5. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

Procedure to Switch Rooms

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > Switch Room.

   Anthology Student displays the switch room selection criteria.

3. Specify the following values.

   Building The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Room Category The category of the room.

   Suite Category The category of the suite. Suite categories are configured by the institution.

4. Select the Next button. Anthology Student populates the room selection list.

5. In the Room Selection list, review the Building Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). and select the arrow icon () to review the room details of the building.

6. Full Path The path of the room/suite in the building. Maximum Capacity The numeric value of the maximum occupant capacity of the room or suite. Room Frequency The frequency of the room such as weekly, daily, monthly. Room Full Indicates whether the room capacity is full.

   Room/Suite Gender The gender of the room/suite. Room/Suite Number The number of the room/suite. Type The type of building such as Room, Suite.

7. Select the check box of the room record in the grid and select the Next button.

   Anthology Student populates the fee difference list.

8. In the Fee Difference list, review, specify, or change the following values.

   Current Room Fee Displays the monetary value of the current room. This field is read-only. Difference in Fee Due to Room Change Indicates the difference in the fees, but may be altered before switching rooms.

   New Room Fee Displays the monetary value of the new room. This field is read-only.

9. Select the Switch Room button.

   Anthology Student switches the student to a new room.

Procedure to View/Edit Charge Schedules

To enable View/Edit Charge Schedule option, your institution must have generated a charge schedule for a lease.

1. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

2. Select a record in the Housing Leases grid and select More > View/Edit Charge Schedule.

   Anthology Student displays the edit charge schedule for the selected housing lease record.

3. In the grid, specify or change the following values.

   Academic Year The academic year date range configured by your institution and associated with the record. Academic Year Lease Indicates whether the academic year is included in the housing lease. Actual End Date The last date that the item is effective or can be used. Amount The dollar amount associated with the record. Building The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Frequency The billing Frequency value for the housing lease can be Daily, Weekly, Monthly, Flat Rate, or Term. The Frequency values are specified in Configuration > Student Services > Housing Buildings > Rooms. Term Frequency requires registration, and the Housing Application must exist before the registration. Schools that have early registration but won’t have housing application until later, won’t have a housing charge pending unless some type of registration/change happens after the Housing Application was done. Automated Rent Billing will not be effective for leases generated for rooms with Term Frequency. Flat Rate, Monthly, Weekly, Daily Rate Frequencies do not require registration. The system gathers billing data based on the lease dates using the Housing Post Rent Charges process if manual review of rent charges was configured. Lease charges are displayed as pending on the student's ledger card. Staff members can select and choose Bill Outstanding Charges on the Housing Leases page. Configure automatic or manual rent billing Settings > Student Services > General. Lease End Date The end date of the housing lease for the student. Lease Start Date The date when the housing lease started for the student. Lease Status The status of the housing lease can be Current, Expired, Lease Broken, or Pending. Move-Out Date The date when the student will move out from housing.

   Move-Out Reason The reason for the student to move out from housing. The options are Lease Ended, Evicted, Changing Rooms, Medical Reasons, and Personal Reasons. Program Version The program version associated with the student or item. Room Number The number for the room. The values are configured by your institution. Sequence Specifies the sequence in the academic year. For Program Versions, this column is displayed only, if the billing method selected has a billing frequency of Academic Year. Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Status The status of the charge schedule. The options are "Not Billed", "Billed", and "Pending". 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. Suite Number The number assigned to the suite of rooms. Transaction Code The transaction code associated with the record. Termination Fee The termination fee will be charged when the lease is broken. The termination Fee is posted in the subsidiary ledger if the transaction code selected is associated with the subsidiary. If it is not posted in the subsidiary ledger, pending charges are created or posted in the ledger card based on the billing method configuration.

4. Take the appropriate action in the grid.

   To assign a term:

   1. Select the record in the list.

   2. Select the Assign Term button on the toolbar. Anthology Student displays a dialog.

   3. In the dialog, select a required term.

   4. Select the Select button. Anthology Student assigns the selected term.

   To bill selected charges:

   1. Select the record in the list.

   2. Select the Bill Selected Charges button on the toolbar. Anthology Student updates the status of the charge record to be billed.

5. Select the Save button. Anthology Student saves the changes.

Procedure to View Room/Roommate Information

1. Select a record in the Housing Leases grid and select More > Room/Roommates Information.

   Anthology Student displays the room/roommate information dialog.

2. Review the value in the dialog. Select the arrow () for more details on the room/roommates.