Living On-Campus
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Sonoma State University
Housing Services
1801 East Cotati Ave.
Rohnert Park, CA 94928
Tele: (707) 664-2541
Fax: (707) 664-4158
Frequently Asked Questions
We have compiled a list of the most commonly asked questions of our Housing Staff. Browse through these questions to see if the answer to your question is listed here. Don't hesistate to give us a call at (707) 664-2541 or email us with your questions.
Application Process
How do I apply for Housing?
Applications for campus housing are only accepted from students who have been admitted to SSU or who are currently attending SSU.
- Freshman: Complete a Housing Request form as instructed in the online Admissions Guidebook. The URL (the web address) for this Guidebook is furnished in your admittance letter. Mail this form back to Sonoma State University as soon as possible.
- Transfer: Complete a Housing Request form as instructed in the online Admissions Guidebook. The URL (the web address) for this Guidebook is furnished in your admittance letter. Mail this form back to Sonoma State University as soon as possible.
- Current Residents: Information about applying to live on-campus for the next academic year is distributed to the resident's campus mailbox typically mid February.
- Presently Enrolled: For students who are presently attending Sonoma State and live off campus, or took a semester off from attending SSU and are coming back, you can fill out a Currently Enrolled Housing Request form. This form can downloaded from our website at http://www.sonoma.edu/housing/pest.html.
When should I apply for housing?
New Students: Once you have been admitted to the University. Housing is not guarantee and demand typically exceeds availability.
Does it cost anything to apply? Do I need to put a down payment?
No. There are no fees associated with just applying to live on-campus. A down payment is not needed until we can offer you a bedspace; however, you cannot be offered a space until you pay your Enrollment Reservation Deposit (deposit for classes). Once we extend a bedspace, you will need to complete and return a Student Housing License Agreement with a reservation deposit. The reservation deposit is $1000 unless you qualified as a Financial Aid recipient, which then you only pay $200.
Housing License Agreement and Reservation Deposit
How do I indicate what type of room I want?
On the License Agreement you are able to request the type of accommodation you are interested in as well as indicate if you would like to room with a particular individual.
Where do I send the HLA? Can I make a payment over the phone?
The License Agreement is mailed to Customer Services along with reservation deposit and supplemental documents. A business reply envelope is provided with your Licensing packet for your convenience of returning the required documents. Unfortunately, reservation deposits can not be accepted over the phone with a credit card. Complete the information on the credit card slip and enclose in the provided envelope.
My daughter currently lives on campus and I want to mail in her reservation deposit. What should I do?
If your daughter was offered a space on-campus and has received an Assignment Confirmation and a License Agreement, please mail the credit card slip or personal check to your daughter. Or you may call her and provide her with the credit card number to brint to Customer Services with her Housing
License Agreement. She will then need to bring her License Agreement and reservation deposit to Customer Service (first floor of Salazar Hall). Payments received in Customer Service without License Agreement will be returned and not processed, same goes for License Agreements received without payment.
Can I mail in a reservation deposit without my child receiving an offer to live on-campus?
No. Deposits will only be accepted from those students who have been offered a space on-campus.
I have paid a Reservation Deposit and have now decided not to live on campus, is the deposit refundable?
The reservation deposit is refundable if you notify Customer Service in writing by June 1st. There is a $100 cancellation fee that will be deducted from the reservation deposit. There is no guarantee of a refund after June 1st. For Spring semester applicants the deadline to cancel and receive a refund is December 15th.
Housing Payments
How do I know when to make a Housing Payment?
Students receive a Fee Schedule (a payment schedule listing due dates and amounts based on occupancy type) with their Licensing materials and again with their Room Assignment packet. Our Fee Schedule is also posted online at http://www.sonoma.edu/housing/payments.html.
Does the University send out statements each month?
The University does mail out monthly statements to those accounts with unpaid balances. These statements are mailed to the billing address listed in the University's system. All addresses are maintained by the student. Addresses can be added, modified, or deleted by using the self-service feature located at https://ldaps.sonoma.edu/portal/. Important note: Payments should be made according to the Fee Schedule regardless if a statement was received by the student or parent.
Do I qualify as a Housing Financial Aid recipient and if so can I defer my payments?
Qualified Financial Aid recipients are students who are receiving at least $9000 in grants, scholarships, and student loans. Parent loans and work study are not figured into the $8,000 minimum. A student must have filed their FAFSA by March 2nd and have a complete student file in the Financial Aid Office by August 1st. If the above is true then, a student can defer the remaining $800 of their reservation deposit and their August 1st payment. The remaining semester balance will be due in two equal installments in September and October after their aid disburses. For a complete description of how to utilize your financial aid to cover housing expenses, please visit our page titled "Paying for Housing with Financial Aid".
What if I do not pay my housing bill on time?
There is a $30 late fee assessed to accounts that are past due after the 10th of month. If you know ahead of time that you will not be able to make a scheduled payment please let us know in writing at ssu.housing@sonoma.edu.
How do I find out how much I owe?
Your Seawolf account is accessible 24 hours a day by logging into the Self Service feature of PeopleSoft. The web address is https://ldaps.sonoma.edu/portal/. You can also make a secured payment online by using a credit card (VISA, MasterCard, Discover, or American Express).
Accommodations
How do I know what areas are available to me?
Please review the information contained in the Living On-Campus section that pertains to your class level. This will provide you with what accommodations are available to you.
I am interested in coming to SSU, but I would like to view the different accommodations available. How do I schedule a tour?
If you are interested in scheduling a tour of the Residential Community as well as the rest of the University, you can do so by contacting Student Outreach Services at (707) 664-3029 or book a tour online at http://www.sonoma.edu/ar/outreach/tourreservations.shtml. The tour guide will take you to various locations on campus and in the Residential Community. Prospective students will view a residential suite in the Zinfandel Village. Currently, this is our only show room available. If you are not a freshman, we suggest walking through the different villages and asking a resident if they would be interested in opening their house to you for a viewing.
Is there a way to view the different types of residences not available on the tour?
All of our floor plans are available online at our First Time Freshman and Transfer prospective student links under Living On-Campus. You can also access the floor plans at our Floor Plan Gallery under Gallery in the Resource Center or at http://www.sonoma.edu/housing/plans.htmlOther places you can find the floor plans are under Gallery in the Resource Center and for a quick search, you can utilize our Housing A to Z index.
What are the dimensions of my room/living room/bathroom/kitchen?
We do post approximate dimensions of the various rooms and furniture. These are not exact calculations as they will vary to some degree depending on the location. Dimensions can be found at http://www.sonoma.edu/housing/dimensions.html.
I have a disability. How do I make sure that I am assigned a room that meets my needs?
Please contact Disability Services for Students (DSS) at (707) 664-2669 and let them know that you need special consideration for a housing assignment. DSS will request documentation supporting your condition and then will forward to Housing their recommendation of appropriate housing.
Room Assignments
When will I receive my Room Assignment information?
Room assignments are made and mailed by mid-July for Fall students and late December for new Spring students.
How is the priority for room assignments established?
Priority for room assignments for new students is based on the received date of the Housing Request form.
How are room assignment made for new students?
There are many factors to consider when making room assignments. The selection is determined by the received date of the Housing Request form, the room type requested, the preferred living environment, and if there is any roommate request to consider. Sonoma State does not solicit any type of "personality" information for the purpose of matching residents. This gives students the chance to live with a variety of individuals. It also promotes learning community skills that will be valuable for the future.
What if I am not happy with my room assignment?
There are opportunities prior to school starting and after you take occupancy to do a room change. Information is available with your Room Assignment packet and upon moving-in regarding how to do a proper room change.
Meal Plans
Am I required to be on a meal plan?
First year college students are required to participate in a meal plan. The cost of the meal plan is included in your contracting rate. Non-first year college students can purchase a meal plan with Dining Services directly.
What are my meal plan options?
Students can choose between four meal plan options which are a combination of meals per week and cash.
Room Changes
My roommate and I just don't get along. What do I need to do to change rooms?
Inquiries about switching rooms start with a conversation with your CSA (Community Service Advisor). If they are unable to assist with the matter, then you will want to discuss it with your RLC (Residential Life Coordinator). The RLC may require individuals of the suite to perform certain actions before proceeding with a room change. If you are authorized to do a room change by the RLC, then you will bring a "Room Change Request" for to the Housing Office on Wednesday of the week you are to move.
Housing will provide you with up to three new rooms to check out. You will need to confirm with Housing that Thursday what room you have chosen. Housing prepares the keys for pickup on Friday afternoons so that you can move over the weekend. You will return your old keys on Monday.
Can my suitemate and I switch rooms without getting approval or completing any paperwork?
No. All room changes even intra-suite require approval from the RLC prior to moving. This is so our directory information is current in case of an emergency and also for billing purposes for room damages.
What will happen if I do move without approval?
If you decide to switch rooms without official approval from Res Life and Housing, you will be charged a fee of $100.00 for an improper room change fee. Also, you will be required to move back to your original assignment.
Moving Out
Can I move off campus mid-semester?
Your license agreement is for a full academic year if you start in the Fall, and only for the Spring semester if you are new to the Residential Community for the Spring term. You must petition to vacate the Residential Community by completing a "Petition to Vacate" with Housing Services. Submitting the paperwork does not release you from your license agreement, it just starts the review process.
What do I need to do if I am withdrawing from the University mid-semester?
Please submit the appropriate paperwork with Admissions and Records for a term withdrawal. Complete a "Petition to Vacate" in the Housing Office for an automatic release since you will no longer be a student. No additional documentation is required. You will have 72 hours to remove your personal belongings and return your room and mailbox key to Housing. A $250.00 service fee will be assessed to your account for breaking your license agreement early.
How can I break my contract if I am still attending SSU, but want to move off-campus?
Students can petition for medical, personal, or financial reasons. These reasons require submitting a "Petition to Vacate" with supporting documents demonstrating your situation. Please read the Guidelines provided with the form for specific details. Medical reasons can range from newly diagnosed conditions or symptoms that are reoccurring due to your living environment. There is a wide range of personal issues that are presented under this category. In many cases, a committee would recommend doing a room change first before approving the Petition. Securing cheaper accommodations off-campus would not warrant being released from your License Agreement. You must demonstrate a significant change in your financial situation from the time you signed your License Agreement.
What do I need to do if I know I'm not returning for the Spring semester?
Students not returning for the Spring semester must complete a Petition to Vacate form by November 15th to avoid being charged a $250 service fee. If you are unsure about your student status due to grades or are considering transferring schools, you can submit a pending Petition. By doing this by November 15th it gives you time to make a final decision without incurring the cancellation fee.
What is the $250.00 service fee?
The service fee is assessed to anyone who moves out of the Residential Community prior to the end of the occupancy period without giving thirty days notice.
Can I just pay the service fee and leave?
No. Paperwork and approval must be received prior to leaving the campus.
Can I just get myself kicked off to get out of my license agreement?
Student's who violate policy and are sanctioned to license agreement termination may be held responsible for rent for the remainder of the fee period. We do not advise students to break policy so they can move off-campus because the consequences and sanctions can be severe and may jeopardize your student status.
How do I check out of my room?
After removing your belongings and returning the room to its original condition, turn in your keys to the Housing Office in a checkout envelope. Make sure you've checked your mailbox, cancelled any subscriptions and written your forwarding address and phone number on the front of the Express Checkout envelope.
Should I give my keys to my RLC, CSA, or roommate to turn in for me?
It is not advisable to turn in your keys to anyone but the staff at Housing Services. You are the only one who will be held responsible for missing keys and financially obligated to pay the $60.00 rekey fee.
What if I turn in my keys late or not at all during the semester?
Your license agreement is not considered cancelled until we have received all keys and paperwork from you. If you turn in your keys late, it may affect the amount of your refund. If you fail to turn in your keys altogether without notifying Housing Services that they are lost, you may incur extra charges as well as a rekey fee of $50 for a room key and $10 for a mailbox key. It is recommended that you return your keys the very day that you move out of the Residential Community.
What happens if I do not checkout by the end of the year checkout time?
Students who failed to check out by noon on the day of Commencement are assessed a $100 late checkout fee. It's extremely important that the students plan accordingly when making their move out arrangements.
When do I get a refund?
You will get a prorated refund for housing payments already made minus any damage/cleaning/cancellation fees and any other unpaid University charges. This refund usually takes up to three weeks to be mailed out and received by the student. The refund will always be issued in the student's name.
Damage & Cleaning Charges
When and why would I get charged for damage or cleaning charges?
It is possible to be charged for three reasons: (1) You placed a maintenance request because damage was caused by you; (2) a suitemate/roommate moves out and there is apparent damage to a shared area during the room inspection; or (3) after checkout at the end of the academic year, there were damages or cleaning issues that were not previously listed on your Room Condition Form or you did not submit a Room Condition Form.
I did not complete a Room Condition form, but there was a hole in the door prior to me moving in. Why am I now being charged to replace the door?
When you moved in or switched rooms, you were given a Room Condition form. You were instructed to thoroughly inspect your room and the other common areas and to list any damages or items that were unclean. By not returning the Room Condition form, we assume that your residence does not have any pre-existing damages or uncleanliness. What ever is discovered during a room inspection is then charged to the current resident(s) accordingly.
Will I be notified of charges placed on my account?
If Housing Services charges your account damage or cleaning fee during the academic year, you will be sent notification to your campus mailbox or e-mail address including the amount and reason for the charge. If at the end of the academic year we find damages during the room inspection, you will be mailed a End of Year Cleaning and Damage Charges notice to your forwarding or home address itemizing the different living areas and the cost to clean or repair.
Can I dispute the charges?
Yes. You have the right to contest the charges once you have determined what the charges represent. You may do this by emailing hscharge.dispute@sonoma.edu. Please include your name, the charge and the reason you believe it was recorded in error. You can expect a response within two weeks.
What if the damages are in my room, but another resident caused them?
Remember that you are responsible for your guest's behavior, which includes other residents invited into your room. However, they can take responsibility for any damages that affect another resident's account by filling out a Damage Responsibility Form in the Housing Office. Our recommendation is that after damage occurs, have the responsible resident fill it out immediately to avoid having to track them down later. This option is the sole responsibility of the resident incurring the charges. Housing Services will not take responsibility for investigating who caused the damage. If it is in your suite/room, you are ultimately responsible.
How do you calculate charges that are in common living areas?
Damage and excessive cleaning found in common living areas (i.e. the living rooms, bathrooms, kitchens, etc) is divided equally amongst all the residents. It is only fair to spread the cost across the board unless someone comes forward and claims responsibility.
