Housing Buildings

You can use the Housing Buildings page to configure the details of buildings for student housing.

A building is a collection of rooms or suites, or both. You can also associate suites and rooms and the details of these, with a building.

Room fees are configured at the Housing Building level. The fees can be different by building. To configure the room fees, you must have configured the categories listed under Prerequisites. You must specify the charge type (aggregately or non-aggregately), the billing frequency (e.g., daily, weekly, monthly, term-based), and transaction code is associated with the billing. Optionally, you add an image of the room.

The housing configurations under Student Services (e.g., Building Categories, Room Types, Room and Suite Categories, Housing Buildings and Rooms) in Anthology Student will be visible to enrolled students on the Housing Application page in the Student Portal. Once the housing staff assigns a room in Anthology Student, the student can accept a housing assignment.

Staff members can access the submitted housing applications and deposits on the Student Profile by selecting the Housing Application and Housing Deposits tiles. Staff members can then:

• Initiate separate processes to move new housing charges to the ledger card or cancel charges if the student backs out. Depending on setup (i.e., charge monthly rent vs. full period), you can batch charge outstanding housing charges (refer to Auto Charges).

• Perform the roommate matching process (refer to Housing Roommate Matching

• Create tasks to send out notifications (letter, email, etc.) so students know what to do after the assignment (refer to Task Templates)

• Assign students and rooms. Upon saving the housing assignments, Anthology Student generates a “lease”, and the Student Portal will show the suite and room number and a lease status of “pending” (refer to Housing Leases).

• Perform the move out and renewal batch processes at the end of the housing period (refer to Housing Move Out/Renewal)

Prerequisites

To view the page, you must have Student Services - Configuration - View authorization.

To edit the page, you must have Student Services - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item but cannot edit it. When you add an item, you can only select campuses to which you have access.

Your institution must have configured:

• Housing Amenities page (Select the Configuration tile > locate Student Services > select Housing Amenities.)

• Building Categories page (Select the Configuration tile > locate Student Services > select Building Categories.)

• Rooms Categories page (Select the Configuration tile > locate Student Services > select Room Categories.)

• Suite Categories page (Select the Configuration tile > locate Student Services > select Suite Categories.)

Access Method

Select the Configuration tile > locate Student Services > select Housing Buildings.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

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

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list, and select the Duplicate button on the toolbar

   • Edit an existing list item, select the Name in the list

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

   Active Specifies whether the associated record is active. Building Category Building category for the building. 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. 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. Gender Gender of the students to be accommodated in the building. The options are Co-ed, Either, Female, or Male. Housing Amenities The housing amenities available in the associated record (building, room, or suite category).

   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. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Normal Capacity The value for normal occupant capacity. Notes Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Other Campuses Select the campus from where student will also have access to the building.

4. In Contact Information, review, specify, or change the following values.

   City The name of the city where the building, person, or organization is located. Country The country of residence. If you are specifying a country, the field defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. 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).

   State If within the United States, the name of the state. Street Address The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Advanced Search Operator list displays the Starts With option only. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes.

5. Select the Save button. Anthology Student saves the housing building record and enables the rooms and suites tab.

6. Select the Rooms and Suites tab.

7. In Rooms, review the following values.

   Active Specifies whether the associated record is active. Frequency Indicates how often the student pays the room or suite fee. Gender Gender of the students to be accommodated in the building. The options are Co-ed, Either, Female, or Male. Housing Amenities The housing amenities available in the associated record (building, room, or suite category).

   Room Category The category of the room. Room Fee The room fee for the room, specified in numbers. Room Number The number for the room. The values are configured by your institution. Transaction The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

   Take the appropriate action.

   • To add or edit a room:

     1. If you want to:

        • Add a new list item, select the New button on the toolbar

        • Edit an existing list item, select the number in the list

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

        Active Specifies whether the associated record is active. Aggregate Charge Specify whether aggregate charges apply for the room or suite. Frequency Indicates how often the student pays the room or suite fee. Gender Gender of the students to be accommodated in the building. The options are Co-ed, Either, Female, or Male. Housing Amenities The housing amenities available in the associated record (building, room, or suite category).

        Room Category The category of the room. Room Fee The room fee for the room, specified in numbers. Room Number The number for the room. The values are configured by your institution. Transaction 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.

     3. If you want to save and:

        • Continue making changes, select the Save button

        • Continue to add another item to the list, select the Save & New button

   • To delete rooms:

     Select the room record and select the Delete button on the toolbar. Anthology Student deletes the room record.

8. In Suites, review the following values.

   Active Specifies whether the associated record is active. Frequency Indicates how often the student pays the room or suite fee. Gender Gender of the students to be accommodated in the building. The options are Co-ed, Either, Female, or Male. Housing Amenities The housing amenities available in the associated record (building, room, or suite category).

   Suite Category The category of the suite. Suite categories are configured by the institution. Suite Number The number assigned to the suite of rooms. Transaction The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

   Take the appropriate action.

   1. If you want to:

      • Add a new list item, select the New button on the toolbar

      • Edit an existing list item, select the number in the list

   2. Specify or change the values.

      Active Specifies whether the associated record is active. Aggregate Charge Specify whether aggregate charges apply for the room or suite. Frequency Indicates how often the student pays the room or suite fee. Gender Gender of the students to be accommodated in the building. The options are Co-ed, Either, Female, or Male.

      Housing Amenities The housing amenities available in the associated record (building, room, or suite category). Suite Category The category of the suite. Suite categories are configured by the institution. Suite Number The number assigned to the suite of rooms. Transaction 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.

   3. If you want to save and:

      • Continue making changes, select the Save button

      • Continue to add another item to the list, select the Save & New button

   To delete suites:

   • Select the suite record and select the Delete button on the toolbar. Anthology Student deletes the suite record.

9. Select the Image Gallery tab.

10. In Image Gallery, take the appropriate action.

    • To add a new image:

      1. If you want to:

         • Add a new image, select the New button on the toolbar

         • Edit an existing list item, select the number in the list

         Anthology Student displays an upload photo dialog.

      2. Select the Upload Photo button and select a photo to upload.

      3. Select the Save button. Anthology Student saves the new image.

    • To delete an image:

      Select the image record and select the Delete button on the toolbar. Anthology Student deletes the image.

11. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button