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Managing Student Room and Board

In this article you'll learn how to keep track of student room plans, room assignments, meal plans, and any associated financial charges.

Setup

First you'll need to set up room and meal plans. Once meal plans are set up, they're ready to use. Room plans, on the other hand, have to be triggered by a student getting placed in school housing, so you'll need to set up buildings and rooms.

  • This article covers setup for room and meal plans.
  • Building and room setup are covered in this article. You can assign default room plans to individual rooms.

Assigning rooms and plans to students

You can assign rooms and plans to students in a couple spots: Profile > Campus Life and Room pages.

On Profile > Campus Life, you can choose a different room plan than the room's default (or just stick with the default). You can also add a meal plan.

  1. Click add next to Room Plan History.
  2. Select the term.
  3. Select the room plan.
  4. Select the building and room.
  5. By default, the capacity used will be "1". If you wish to change this, edit this number.
  6. Click Save to finish.

After doing this, the room assignment will show on the Room Plan History and a pending charge will show on Profile > Financial > By Term. You can edit it by clicking up until the term has passed. The student will also display on Campus Life > Rooms and the room page linked to from that report.

On the room's page:

  1. In Campus Life > Rooms, find the room you wish to populate and click its name to go to its page.
  2. On the room page, select the term.
  3. Click edit next to Occupants.
  4. Search for the student and select from the results.
  5. By default, the capacity used will be "1". If you wish to change this, edit this number.
  6. Click Save to finish.

After doing this, the student will be shown as an occupant. On the student's profile, the room's default plan will show on the Campus Life view under Room Plan History and a pending charge will show on Profile > Financial > By Term.

Student Billing tasks

Once the room and board assignments are to your liking, you can invoice the charges.

Move-outs and changing room assignments

If a student moves out or needs to change room assignments, here's how to handle that:

  1. Go to Profile > Campus Life.
  2. Click to edit the room assignment.
  3. Select -- for the building and room fields.
  4. Click Save.
  5. If re-assigning the student to a different room, follow the instructions above for the new room assignment.
  6. If you're refunding some or all of the room plan fee, follow the instructions in this article.
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