Waiting List Policies & Procedures
- Eligibility: Dallas Theological Seminary offers campus housing for accepted DTS students who attend the Dallas campus and who are taking at least 12 credit hours toward a degree per leasing term. The number of required class hours will be modified if the lease is not a standard 12-month term.
- Marital Status Eligibility: Swindoll Tower Apartments are available for DTS students with families. The Washington Hall apartment complex is for single or married DTS students without children. Students may be placed only on the waiting list appropriate for their status at the time of application. If a couple assigned to Washington Hall gets pregnant before the lease term begins, they will be added to the transfer list for Swindoll Tower.
If they get pregnant after the lease term begins, they will be placed on the priority list for Swindoll Tower transfers for the following lease term.
- Waiting List Ranking: Available apartments are offered in order of the appropriate waiting list on a first-come, first-served basis. Placement on the appropriate waiting list is based solely on the date applicants' applications are received in the Housing and Relocation Office. The only exception is if an apartment becomes available after the beginning of a fall or spring semester. In this case, the apartment will be offered to the first applicant who communicates their ability to accept the apartment at that time (i.e., if an apartment becomes vacant the second week of fall/spring classes and someone has turned in an application the week before and stated that they were still looking for a place to live, that person would be contacted first).
- Acceptance Status: Applicants must be fully accepted to DTS in order to be placed on any waiting list. International students who still need to prove their finances are not considered to be fully accepted students and will not be placed on the appropriate waiting list until they have been cleared by the International Students Department.
- Lease Term Requirements: All Washington Hall leases are for a one-year period with the exception of the first lease, which may vary in length depending on move-in date. All subsequent leases begin the first day of July and end on the last day of June. Students who plan to move out before the end of the leasing term, except for graduating students are responsible for paying the monthly rent until the end of the lease term.
Graduates will not be responsible for rent payment after the date of the Commencement Ceremony provided the graduating student submitted the required Notice of Intent to Vacate form at least 45 days prior to the desired departure date. Students graduating in December or Winter Intercession may not move in during the summer/fall prior; students graduating in May or summer may not move in during the prior winter/spring. The only exception to this rule would occur if there happened to be an empty apartment with no eligible applicant.
- Student Account Financial Responsibility: In order to receive an apartment, all student accounts must be current, and students must not be on any form of probation or in any form of disciplinary process through the Dean of Student’s office.
- International Priority Eligibility: International students who will arrive from outside the US will receive priority on the waiting list if the following conditions are met by the applicant: The student arrives in the US no more than 30 days before the first day of class. He or she did not live in the US during the previous 5 years. The applicant is not returning to DTS for a second degree. The Applicant must possess his or her visa, and visas for any family members accompanying them, to the US by the following deadlines: May 15 For summer/fall semesters and November 1 for the winter/spring sessions. Priority placement on the waiting list does not apply to international students who live off campus during their first semester. Exceptions to these conditions are not possible for any reason. This priority status will only be granted to international students who fit the above criteria and who are beginning their first DTS degree.
International students who have already received one degree from DTS and who are returning for additional degrees or who are returning from a leave of absence will not receive this priority status. International students living in the US are not given priority status and will be placed on the appropriate waiting list according to the date the application is received in the Housing and Relocation Office.
If Housing is unable to accommodate an international student with an apartment and, if the student comes to the US and finds off-campus housing, the student is no longer classified as a priority and will be placed on the appropriate waiting list according to the date the Housing and Relocation Office received the application.
- Visa Requirements: International students must have their visas or received notification that they have been approved to receive a visa in order to be assigned an apartment. Housing and Relocation Services is unable to hold apartments for international students without visas. As apartments will be booked quickly, in order to be considered for an apartment assignment all international students need to communicate their visa status to the Housing and Relocation Office by November 1 (for winter/spring entry) or May 15 (for summer/fall entry). International students who have not received their visas by these deadlines will need to look for off-campus housing as all vacant apartments will likely be assigned immediately after these dates.
Current On-Campus Resident Priority
Washington Hall Resident Transitions to Swindoll Tower: Current apartment residents who will be having children, and therefore need to transfer from Washington Hall to Swindoll Tower, will have priority over all applicants on the appropriate waiting list, including disabled and international students. For example, if a couple currently living in Washington requests to transfer to Swindoll Tower’s family housing option, the residents will be given priority over applicants on the Swindoll Tower waiting list for a vacant apartment. To receive summer priority, one of the two members of the couple must apply for Swindoll Tower before the April 15 deadline. Winter priority deadline is October 31.
ADA Priority Eligibility: Applicants who request an ADA apartment will receive priority for any available ADA apartments after the Disabilities Coordinator confirms the applicant’s ADA status. The Disabilities Coordinator serves in the office of Student Life.
Remaining on the Waiting Lists
Confirmation Forms: Each semester waiting list confirmation forms are sent by email to every person on the respective waiting lists with instructions to return the card by a specified date in order to remain on the appropriate waiting list. The Housing Office will only use the contact information that has been provided on the application. It is the applicant’s responsibility to inform the Housing and Relocation Office of any changes to e-mail addresses. Housing and Relocation Services is not responsible if it is unable to communicate with applicants due to non-updated contact information.
Apartment Offer Process
- Determining Housing Vacancies: The Housing and Relocation office will not know until mid-November how many vacancies there will be for winter/spring entry, but statistically there have been very few. Once the number of vacancies for winter/spring is known, Housing will begin contacting applicants and fill all apartments as quickly as possible. Housing will not know how many vacancies there will be for summer/fall semester entry until the end of May and will begin contacting WH applicants around the end of May/first part of June for apartment assignments and will attempt to have all apartments assigned by July 15. While there will be more vacancies for summer/fall than there are for the winter/spring semesters, it may not be possible to accommodate everyone with an apartment.
- Offer Process: When an apartment becomes available, efforts will be made to contact the applicant over a period of 36 hours. Contact will be made via e-mail. An applicant has 36 hours from the time that the apartment offer email was sent to respond to the offer of an apartment. If the applicant has not responded by the deadline, the next applicant on the appropriate waiting list will be contacted.
- Offer Refusal: An applicant may refuse the apartment offered and still maintain their current position on the appropriate waiting list. However, three apartment refusals will result in removal from the waiting list. Waiting list positions are not transferable.
- Holding Fees: Once an applicant accepts an apartment, a non-refundable holding fee equal to half of one month’s rent, which will be applied toward the deposit, is required within 7 calendar days. The holding fee is forfeited if the applicant chooses not to move into the assigned apartment. After the applicant has selected an apartment and the holding fee has been paid, the applicant may not reconsider and request a different apartment.
- Two-Week Move-in Window: If the applicant is unable to move into the apartment on the day that the apartment is available to be occupied (the “release date”), the apartment may be held for two weeks (14 calendar days). If the applicant still cannot move in after the 14 days, the applicant may begin paying rent on the 15th day after the release date or the apartment will be offered to the next eligible applicant.
- Housing Financial Responsibility: The lease, rental payments, and electricity responsibility will begin on the date the apartment lease agreement is signed and/or keys are distributed, except in cases where the applicant cannot move in within 14 days of the release date. In those instances, the lease, rental payments, and electricity responsibility will begin on the 15th day after the release date.
Roommate Assignment Policy for Washington Hall
- Apartmentmate—separate bedroom
- Roommate—share the same bedroom
Single students are responsible for finding their roommate(s) if desired. Housing and Relocation Services does not assign roommates but will screen all potential roommates to make sure that they are eligible to live in campus housing and will work with you through the process to get them moved in.