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OfficeofStudent&ResidentialLifeRoomSelectionProcess2016-2017

NYMC ROOM SELECTION TIMELINE Room Selection Information Session: Tuesday, March 15th at 4:30PM Medical Request Forms Due: Tuesday, March 22nd by 4:00PM Room Selection Forms & Deposits Due Tuesday, April 5th by 4:00PM Retention Results Tuesday April 12th by 5:00PM Lottery Results Friday April 15th by 4:00PM Lottery Assignment Forms Due: Wednesday, April 20th by 12:00PM (For Non-Retention Students Only) Waitlist B Requests Due: Wednesday April 27th by 4:00PM Cancellations Due for $150 refund Monday, May 2nd by 3:00PM DPT Students Move Out Wednesday, May 25th by 12:00 Noon (only those not living on campus) All Other (Non Graduating) Students Move Friday July 1st by 4:00pm Out only those not living on campus)

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TABLE OF CONTENTS

Section 1

General Information Page 3 Room Selection Information Session Page 3 Special Needs Medical Requests Page 3 Room Selection Calendar Page 4 Cancellation Policies Page 5 The Room Selection Committee Page 5

Section 2

Eligibility for Student Housing Page 6 Steps to Complete for Room Selection Process Page 6 Allocations Page 7 Retention Phase Page 8 Open Lottery Phase Page 8 Entering Lottery as a Single or a Group Page 9 Married Housing Page 9 Off-Campus Students: Page 10 Waitlist Page 10 Allocation Chart Page 11

Section 3

Room Selection Form for Single Students Page 12 Room Selection Form for Married Students Page 13

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SECTION1

GENERALINFORMATION

Welcometothe2016-2017RoomSelectionProcess.Youmustcarefullyreadthroughthispacketsothatyouareawareoftheprocess.Youareresponsibleforallinformationcontainedintheseprocedures.HousingisNOTguaranteedforallstudents,asaspecificnumberofbedsareallocatedtoeachclass/studenttypeandpriorityisbasedonlotterynumberaswell.ROOMSELECTIONINFORMATIONSESSION

AninformationsessionwillbeconductedintheBSB(NevinsAuditorium),atthefollowingdate/time:TuesdayMarch15that4:30pm

Westronglyencourageanyonewhohasnotgonethroughthisprocess,orisunfamiliarwiththeprocesstoattendthemeeting.Ithasbeen

scheduledtoaccommodatethemajorityofyourschedules.NOTETOSTUDENTSWITHSPECIALNEEDS

Astudentwhohasaseriousmedicalneedorphysicallimitationthatwouldrequirespecialhousingaccommodationsmustfollowspecificstepswhichareasfollows.Studentswhohavehadspecialneedsaccommodationsinthepastmustre-submitthepaperworkannually,asthemedicaldocumentationmustbeupdatedfromaphysician.

1. CompleteaRegistrationandApplicationAccommodationform;indicateyouarelookingforHousingAccommodations.YOUMUSTCOMPLETEALLSECTIONSANDPARTII.Theformcanbelocatedhere,oryoucanrequestacopyfromouroffice.http://www.nymc.edu/Medical/Bulletin/PolicyOnStudentsWithDisabilities.html

2. Attachanofficialletterfromthephysician.3. SubmitbothformsandtheofficialletterfromaPhysiciantotheOfficeofStudent

&ResidenceLife.

AllpaperworkandchecksmustbesubmittedbynolaterthanTuesday,March22ndby4:00PM.EachofthesestepsmustbecompletedbyMarch22nd.Extensionswillnotbegranted!Approvalsarelimitedandscreenedthoroughly.Pleasebeadvisedthatroommatescannotbeguaranteed,asspecificroomswillbereservedinordertoaccommodatestudentswithspecialneeds.Ifyouarecurrentlylivinginanapartmentdesignatedforthispurposeyoumaybeaskedtorelocate,ifnecessary.

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ImportantDates

MarchMONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

7 8 9 10 11

14 15 16 17 18 Housing Info

Session 4:30pm Nevins Auditorium

21 22 23 24 25 Medical Request

Forms Due

April

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

4 5 6 7 8 Rm. Selection

Forms Due by 4:00pm

11 12 13 14 15 Retention

Results Lottery results

notified via email by 4:00pm

18 19 20 21 22 Lottery forms due

May

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

2 3 4 5 6Cancellations due for $150 refund by 3:00pm

SPRING BREAK

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CANCELLATIONPOLICIES:

DepositRefund:IfyouwithdrawfromhousingbyMondayMay2ndat3:00PM,youwillberefundedyour$150.00housingdeposit.FailuretosubmityourcancellationinwritingbythisdatetotheOfficeofStudent&ResidentialLifewillresultinthelossoftheentiredeposit.Studentswhoareonthewaitlistandremovethemselvespriortoreceivinganofferofhousingwillberefundedtheir$150.00depositregardlessofthedate.Areminderthatthe$50.00processingfeeisnon-refundable.AFTERMAY2nd,2016:Studentswhowanttocancelafterthisdatewillbeheldaccountablefortheiryearlyrentunless:

1. Theyarenolongerastudentand/orarenolongereligibleforhousingatNew

YorkMedicalCollege.2. Weareabletofilltheirspacewithapersonfromourwaitinglist,ifthereisa

waitlist.THEROOMSELECTIONCOMMITTEE:

Purpose:TheRoomSelectionCommitteeprovidesvaluablefeedbacktotheOfficeofStudent&ResidentialLiferegardingtheRoomSelectionProcessandprocedures.ActualallocationofbedsiscompletedbytheOfficeofStudent&ResidentialLifeinconjunctionwiththeRoomSelectionCommitteeduringthelotteryprocess.Feelfreetocontactoneofthesestudentswithquestionsregardingtheselectionprocess:

Name Cell Prog YearStephanieDuque 305-562-0417 Med 2019MayraRamirez 732-259-5611 Med 2019

ColePapakyrikes 978-430-3639 Med 2019PaulJeong 248-622-3091 Med 2018

ChristaBelgrave 404-457-8568 Med 2017FatimaTraore 213-587-1036 Med 2018

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SECTION2ELIGIBILITY:TobeeligibleforoccupancyinNewYorkMedicalCollegeownedhousing,apersonmustcurrentlyberegisteredatNYMCasafull-time,matriculateddegreecandidate.Allstudentswhopaymonthlymustbeuptodateontheirpaymentstoparticipateinthehousingselectionprocess.AnychangeinstatusmustbereportedtotheOfficeofStudent&ResidentialLifeimmediatelyandmayaffecteligibilityforhousing.STEPSTOPARTICIPATEINTHEROOMSELECTIONPROCESS:1. Ifyouplantomoveoffcampus,pleasecompletetheRoomSelectionFormandturnitintotheOfficeofStudent&ResidentialLifebyTuesday,April5thby4:00PM.Ifwedonotreceiveaformfromyou,wewillassumethatyouwillnotbelivingon-campusnextyearandyouwillforfeityoursecuritydeposit.

2. Decidehowyouwillentertheprocess:asasingle,marriedstudentorgroupforeitherRetentionorLottery.Ifyouareagrouppleaseincludethenamesofthoseinyourgrouponyourformandsubmitallformstogether.

3. CompletetheRoomSelectionFormasaSingleorMarriedStudent(locatedinthebackofthispacket-besuretousethecorrectform).RoomSelectionFormsmaynotbechangedoralteredaftersubmission.

4. Paymentsmustbesubmittedwiththeapplication.Paymentsmustbemadewith2separatechecksormoneyordersmadeoutto“NewYorkMedicalCollege”.IncludeyournameandstudentIDoneachcheck.Thesepaymentsareforthefollowing:

A.) AllStudents:Non-refundableapplicationfeeforthesumof$50.00

B.) HousingDeposit:o Studentscurrentlyoncampus-$150.00whichwillbe

appliedtoyourFall2016billo Studentscurrentlyoff-Campus-$200.00whichwillbeheld

asasecuritydeposituntilyoumoveoffcampusorwithdrawyourapplication.

Paymentsmustbemadewith2separatechecksormoneyorderONLY.Nocreditcardsorcashwillbeaccepted.ApplicationswillnotbeacceptedwithoutBOTHpayments.Thisincludesformsthataremailedin.****Failuretosignyourcheckwillresultinadditionalfees****

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5. Studentsenteringtheprocessasagroupmaydesignateonepersonfromtheirgrouptoturninallmaterialsforgroupmembers.Formsshouldbestapledtogether.Groupmembersmustrankthesamechoices.

6. LotterynumbersarerandomlygeneratedbyPeopleSoftandarelistedonthemailinglabelofyourpacket.ThisnumberwilldetermineinwhatorderstudentsgothroughtheRetentionorLotteryPhaseoftheprocess.Grouplotterynumberswillbeaveragedandthatnumberwillbeusedforallstudentsinthatgroup.

7. BMSstudentsarerequiredtogettheirRoomSelectionformssignedbyBarbaraLewispriortosubmission.

8. Ifyoucurrentlyliveoffcampus,arandomlotterynumberwillbeassignedtoyouwhenyouturninyourRoomSelectionForm.

ALLOCATIONS:Eachmedicalschoolclassandgraduateschoolisallottedacertainnumberofbedsineachcomplex.Thisallocationonlygiveseachclassanumberofspacesinthecomplex,notspecificapartments.Pleaserefertothetableonpage11toseehousingallocationsbyclass,studenttypeandcomplex.Pleaserememberthatthisisthetotalnumberofapartmentsoncampus,notthetotalnumberofapartmentsthatwillbeavailablefortheRoomSelectionProcess.**Housingallocationsaresubjecttochange.

1. Studio&Junior1bedroomapartmentsarereservedforindividuals.2. Onebedroomapartmentsarereservedformarriedcoupleswithout

children.3. Assignmentswillbemadeinthefollowingorder:

A. MarriedCouples/familiesB. 4thYearMedicalStudents,4thYearPhDStudentsandM.D/PhD

StudentsC. 3rdYearMedicalStudentsD. 2ndYearMedicalStudentsE. ALLGraduateStudents,IncludingDPTStudents

4. Selectionoflotterynumbers:Eachclassandprogramisgivenacertain

numberofspacesoncampus.Allstudentscurrentlyoncampus,regardlessofwhethertheywanttogothroughRetentionortheLotteryPhase(ortheyplantomoveoffcampus)willreceivealotterynumber.Thisnumberwilldeterminetheorderinwhichstudentsareofferedspacesintheabovegroups.Lotterynumbersarerandom!

5. Shouldthenumberofstudentsrequestingtoremaininon-campushousingexceedthenumberofspacesallottedforaparticularclass,theselectedlotterynumberswilldeterminewhogetshousingandwhodoesnot.

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RETENTIONPHASE:TheRetentionPhaseofRoomSelectiontakesplacesfirst.Thisphaseallowsstudentstoretaintheircurrentapartmentandbedroom.PleaseindicateyourintentionstoremaininyourcurrentroomandapartmentonyourRoomSelectionForm.Theallocationofbeds,aswellasyourlotterynumber,willdetermineinwhichorderyouareplaced.

1. Withintheallocationofspacesperclassyearand/orstudentgroup,retentionofastudent’sapartmenttakesprecedence.Forexample,astudentwishingtoretaintheirapartment1112-2,withlottery#84,wouldbegiventhatroomfirst…overastudentwhowishestomoveintothatapartment.Eveniftheotherstudenthasalowerlotterynumber.Theretentionprocesstakesplacefirst!

2. StudentswillbenotifiedviaemailiftheyhaveretainedtheirroombyTuesdayApril12th.

3. IfstudentsarenotabletoretaintheirroomtheyareautomaticallyplacedonWaitlistA(eitherasanindividualorgroupdependinguponhowtheyenteredtheprocess).

4. StudentsnotabletoretainarenotpermittedtogothroughtheLotteryPhase.Theywillbeplacedfromthewaitlistasspacebecomesavailableafterlottery.

5. StudentsmayalsoputtheirnamesonWaitlistBaftertheLotteryPhaseiscomplete(seedetailsonWaitlistBonpage10).

6. TheOfficeofStudent&ResidentialLifereservestherighttore-assignstudentsleftinmostlyemptyapartmentsand/orassignpeoplefromthewaitlistortheincomingclasstoemptyspots.

CONSOLIDATIONPOLICY:

v Anystudentwhochoosestoretaintheircurrentroominanapartmentwith2ormoreanticipatedvacancieswillberequiredtoconsolidatetoanotherapartmentpriortoJuly1st.

v Any2studentswhoretainedtheirbedroomsina4bedroomunitwilleitherberequiredtoconsolidatetoanotherapartmentorconsolidatetoonesideoftheunit.

*Studentscannotleavecampuswithoutcompletingthemove*

OPENLOTTERYPHASE:(Thosewhowanttoswitchapartments).TheOpenLotteryPhaseistheprocessbywhichstudentschangeroomsand/orbuildings.Ifyouwishtomoveintoanotherapartmentorbuildingasanindividualorgroupthisisthephaseyouwouldenter.StudentswillbeallocatedbedsinGrasslandsIorIIbasedonClassYear/StudentTypeandbylotterynumber.Onceyouenterthelotteryphase,youmaynotswitchtotheretentionphasenorwillyoubepermittedtochangeyourinitialchoices.Allstudentswhoswitchroomsorapartmentswillincura$50roomchangefee.Thiswillbebilleddirectlytoyouraccount.

1. PleaserankpreferencesontheRoomSelectionFormcarefullyandnoteALLacceptableapartmenttypes.Pleaseindicateifthereisaspecific

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apartmentnumberyouhopetomoveinto.PleasenotethatifyouentertheLotteryPhaseasagroupyoumustchooseanapartmenttypethataccommodateseveryoneinthegroup.(TheOfficeofStudent&ResidentialLifewillnotplacegroupmembersasindividualsunlesstheyputtheirnamesonWaitlistBaftertheLotteryPhase).

2. StudentswillbenotifiedviaemailiftheyhavebeengrantedaroomthroughtheLotteryPhasebyFridayApril15th.

3. Whenstudentsarenotified,theywillreceivealistingofopenapartmentsandroomsalongwithanAssignmentForm.Studentsmustranktheirtopchoicesofapartments/roomsontheassignmentFormandsubmittheformbynolaterthanWednesdayApril20thby4:00PM.StudentswhodonotsubmittheirformsontimewillbeplacedontheWaitlist.

4. IfstudentsareunabletoobtainaroomthroughtheLotteryPhase,theywillautomaticallybeplacedonWaitlistA(eitherasanindividualorgroupdependinguponhowtheyenteredtheprocess).

5. StudentsmayalsoputtheirnamesonWaitlistB(seedetailsaboutWaitlistBonpage10).

ENTERINGROOMSELECTIONASASINGLEORAGROUP:Thisisapersonalchoiceoneachstudent’spart.StudentsmayentertheRetentionPhaseortheLotteryPhaseasanindividualorgroup.ForindividualstheirclassyearandsinglelotterynumberwillbeusedtoplacethemduringeitherRetentionorLottery.Forgroupstheirclassyearsandlotterynumberswillbeaveragedforplacement.

1. IndividualswhodonotreceivehousingwillautomaticallybeplacedonWaitlistAasanindividual.

2. Groupswillnotbepermittedtochangemembersonceformshavebeensubmitted.

3. GroupswhodonotreceivehousingwillautomaticallybeplacedonWaitlistAasagroup.Youmay,however,choosetoputyournameonWaitlistBasanindividual.

MARRIED/FAMILYHOUSING:1. Ifyouwouldliketoremaininyourcurrentapartment,pleaseindicatethison

yourRoomSelectionFormandreturnittotheOfficeofStudent&ResidentialLifewith2separatechecksormoneyorders;a$150.00depositanda$50.00processingfeebynolaterthanTuesday,April5that4:00PM.

2. IfyouareinterestedinmovingtoanotherapartmentwithinGrasslandsI,pleaseindicatethisonyourRoomSelectionFormtoentertheLotteryPhaseandreturnittotheOfficeofStudent&ResidentialLifewithyour$150.00depositand$50.00processingfeebynolaterthanTuesday,April5that4:00PM.

3. OnlyfamilymembersmayresideinFamily/Marriedapartments.Theapartmentmaynotbesharedwithotherstudentsornon-students.

4. Currentoff-campusstudentsseekingMarried/FamilyhousingmustsubmitdocumentationofmarriagetotheOfficeofStudent&ResidentialLifeby

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Tuesday,April5th,at4:00PMinordertobeconsidered.Birthcertificatesforeachdependentmustbeonfile,aswell.

5. Notethatcurrenton-campusmarriedstudentsandfamiliestakeprecedenceoveroff-campusmarriedstudentsandfamiliesintheLotteryPhaseofRoomSelection.

*IfyouplantogetmarriedoverthesummerpleasecontactResidenceLife*

OFF-CAMPUSSTUDENTS:1. Ifyouarecurrentlyresidingoff-campus,youmustsubmitanApplicationfor

HousingForm,aRoomSelectionForm,andtwoseparatechecks;a$200.00damagedepositanda$50.00non-refundablelotteryprocessingfeetotheOfficeofStudent&ResidentialLifebynolaterthanTuesday,April5that4:00PM.

2. Student&ResidentialLifeApplicationsmaybeobtainedfromtheOfficeofStudent&ResidentialLifeortheNYMCHousingwebsite.

3. Off-campusstudentswillautomaticallybeplacedintotheLotteryPhaseofRoomSelectioneitherasanindividual,grouporMarried/Familystudentbasedonhowtheyentertheprocess.

4. Off-campusstudentswillbeplacedinhousingbasedonClassYear/StudentTypeallocationsandlotterynumber.

5. Off-campusstudentswhodonotreceivehousingthroughtheLotteryPhasewillautomaticallybeplacedonWaitlistA.IfyouenterasagroupyoumayalsoputyournameonWaitlistBasanindividual(seebelow).

6. Notethatcurrenton-campusmarriedstudentsandfamiliestakeprecedenceoveroff-campusmarriedstudentsandfamiliesintheLotteryPhaseofRoomSelection.Thisisnotthecaseforindividualstudents.

WAITLISTS:1. AllstudentswhodonotreceivehousingthroughtheRetentionorLottery

PhasewillbeplacedonWaitlistAautomatically.

2. StudentswhoenterRetentionorLotteryasagroupareautomaticallyplacedonWaitlistAasagroup.GroupmembersmayelecttoseparatethemselvesfromthegroupandplacethemselvesonWaitlistBasindividualsbynolaterthanWednesdayApril27that4:00PM.TheDirectorofStudent&ResidentialLifewillnotplacegroupmembersasindividualsunlesstheyputtheirnamesonWaitlistB.

3. TheDirectorofStudent&ResidentialLifebeginsplacingpeoplefromthewaitlistsinhousingbasedonclassyearandlotterynumberbeginningMay8th,andstudentswillreceiveoffersviatheircampusemailaccountasspacebecomesavailable.Oncethestudentiscontactedviaemail,thestudentwillhave48hourstoacceptordeclinethespacebeforethenextpersononthewaitlistisofferedthatspot.

4. Cancellationsandplacementsoffthewaitlistwillbeprocessedonaweeklybasis.

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PROPOSEDALLOCATIONOFSTUDENTSPACES(Beds)2016-2017

GrasslandsIGrasslands

II GrandTotal

Classof2020 25 140 165Classof2019 40 111 151Classof2018 20 21 41Classof2017 35 6 41

TotalMedicalStudents 120 278 398GSBMS 47 8 55

SchoolofPublicHealth 17 28 45TotalGraduate

Students 64 36 100

ACTUALAPARTMENTTOTALSANDNUMBEROFBEDS

ApartmentSizeandType TotalNo.ofApartments/TotalNo.ofBeds(NotAllBedsWillBeAvailable)SingleStudents GrasslandsIIThreeBedShare 15/(45Beds)GrasslandsIIFourBedShare 65/(260Beds) SingleStudentsorFamilies GrasslandsIStudio 6/(6Beds)GrasslandsIJr.1Bedroom 5/(5Beds)GrasslandsITwoBedroom 65/(130Beds)GrasslandsIThreeBedroom 12/(36Beds) MarriedCouples GrasslandsIOneBedroom 15/(15Beds)**HousingAllocationsaresubjecttochangepriortoRoomSelection/Lottery*

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SECTION 3

SINGLE STUDENTS 2016 - 2017 Room Selection Form

Name: ______________________________________________ Birthdate: ___________ Gender: q male q female Student ID: _______________________________ Current Cell Number: __________________________________ Current Address: _______________________________________________________________________________ Status: qMedical Student Class of: 2017q 2018q 2019q qGraduate Student SLPq DPTq MPHq PHDq BMSq Anticipated Graduation Date ________ Housing Choice: Remember, you will be offered on-campus housing only if your lottery number and allocation for your class permits. Enter one choice only

q I would like to RETAIN my current housing assignment for the 2016-2017 academic year, and I understand the new consolidation policy located on page 8.

q I plan to enter the LOTTERY PHASE (Switch Rooms) [Fill out Move Preference Section Below] HOW DO YOU PLAN TO RETAIN OR ENTER THE LOTTERY PHASE?

q As an individual q As part of a group, the names of those in my group are:

1. ____________________________ 2. ____________________________ 3. ____________________________

q I will not be residing in NYMC owned housing for the 2016-2017 academic year. I understand I must vacate my current apartment and properly check out of housing on or before July 1, 2016 OR May 25th (DPT Students only). Move Preferences: [To be filled out by those students entering the Lottery]. Rank your preferences for Housing, (1=most desirable) and cross off any that are not acceptable. Please choose ALL apartment types in GI & II that you are interested in or you will not be considered for them! Group members must submit the same preferences in the same order. Prices quoted below are rent figures from the 2016-2017 . Rents may be subject to change, pending the approval of the 2016-2017 budget.

Single Students – Grasslands Remember to rank your preferences (1=most desirable) _____ studio [1050.00] _____ Jr. I bedroom [1175.00] _____ two-bed share (GI) [765.00] _____ three-bed share (GI) [645.00] _____ three-bed share (GII) [865.00- 890.00] _____ four-bed share (GII) [830.00]

Declaration: Please know that your signature on this form indicates either your acceptance of NYMC owned housing or your intention to move out of NYMC owned housing. For those students accepting NYMC owned housing, a Housing Agreement will be sent under separate cover. Students are not permitted to change their preferences once the form is submitted. The information submitted is final.

Signature Date **Special Note: If you are applying as a group, all forms should be submitted together. All deposits must be made payable to “New York Medical College” Any checks submitted incomplete will be subject to $25 penalty.

For office use only:

Individual # Group Avg.

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New York Medical College

Student & Residential Life – FOR MARRIED/FAMILY HOUSING 2016-2017 Room Selection Form

Name: ______________________________________________ Birthdate: ___________ Gender: q male q female Student ID: _______________________________ Current Cell Number: _________________________________ Current Address: _______________________________________________________________________________ Status: qMedical Student Class of: 2017q 2018q 2019q qGraduate Student SLPq DPTq MPHq PHDq BMSq Anticipated Graduation Date ________ Housing Choice: Remember, you will be offered on-campus housing only if your lottery number and allocation for your class permits. Enter one choice only

q I would like to RETAIN my current housing assignment for the 2016-2017 academic year. q I plan to enter the LOTTERY PHASE (Change Rooms) [Fill out Move Preference Section Below] q I will not be residing in NYMC owned housing for the 2016-2017 academic year. I understand I must vacate my

current apartment and properly check out of housing on or before July 1, 2016. * * * * * * * * * * * * * * Move Preferences: [To be filled out by those students entering the Lottery Phase]. Rank your preferences for Housing, (1=most desirable) and cross off any that are not acceptable. Please choose ALL apartment types you are interested in or you will not be considered for them! Prices quoted below are rent figures from the 2016 rates. Rents may be subject to change.

Married Students – Family Housing

Remember to rank your preferences (1=most desirable)

_____ Grasslands I one-bedroom [1,365.00]

_____ Grasslands I two-bedroom [1,530.00]

_____ Grasslands I three-bedroom [1,935.00]

Declaration: Please know that your signature on this form indicates either your acceptance of NYMC owned housing or your intention to move out of NYMC owned housing. For those students accepting NYMC owned housing, a Housing Agreement will be sent under separate cover. Students are not permitted to change their preferences once the form is submitted; the information submitted is final.

Signature Date

For office use only: Group Average Individual #