Housing Email Notifications

Select Area

Room Change Same Hall	Used for students moving rooms within the same residence hall.
Room/Hall Change Different Hall	Used for students moving to a room within a new residence hall.
Room Swap	Used for two students who are switching rooms with each other, either within the same hall or from different halls.
Single/Same Room Notification	Used when a student contracts their current room they live in as a single.
Checked In/ID Access	Notification for Check-In & ID access (Potentially can be removed, Leigh is checking with Valarie)
Checkout/Moveout	Used when a student moves out of the residence hall, and no Cancellation HEN has been received previously.
Charge Work Order/Lock Change	Used to charge a lock change or damage charges to a student’s SBS account.
Emergency Temp Space	Used when a student is moved from their current room to an emergency temporary space.

New Assignment	Used when the Welcome Center makes a new room assignment to a student without a current assignment.
Room Change Same Hall	Used for students moving rooms within the same residence hall.
Room/Hall Change Different Hall	Used for students moving to a room within a new residence hall, either within the same complex or a new complex.
Room Swap	Used for two students who are switching rooms with one another, either within the same hall or from different halls.
Single/Same Room Notification	Used when a student buys the current room they live in as a single.
Cancellation	Used when a student cancels their contract with the Welcome Center.
Cancellation No Show	Used to notate a student did not check in for Fall or Spring move-in.
Meal Plan Change	Used when a student makes a change to their meal plan.
Contract Compliant Resident	Used when a student moves off-campus, but will be financially responsible for their Housing & Hospitality Services billing. These students will be moved to a “Z” hall within Mercury.
Service Animal/ESA Approval	Used when a student with a Service Animal or ESA has completed the Housing portion of the Service Animal/ESA process.
Emergency Temp Space	Used when a student is moved from their current room to an emergency temporary space.
Death of Student	Used in the event of a death of a student living within a residence hall.
Notices for Staff Members	Used as a broad notification for any communication needed between the Welcome Center and Residence Life, Facilities, ID Access, Hospitality Services, Housekeeping, Transportation & Parking.

Res Life Hire/Separate/Move

Used by Residence Life Staff to notify the Welcome Center of new or departing staff, or for staff room/hall assignment changes.

Remember, please follow these guidelines:

Start a new HEN each time. Copying an old one and updating it can lead to mistakes in information or within the subject line.
“To” Line: include the student and all residence hall receptionist email addresses for all halls involved.
“Cc” Line: include all pre-filled email addresses, as well as the Welcome Center Advisor and any other pertinent parties.
Subject Line: Use subject line template and ensure information is accurate.
Body of HEN: fill out as much of the HEN as possible, include relevant/important information.
After initial HEN is sent: Reply back as needed. Examples include when a key is picked up or returned, when a room is ready for cleaning, or when Mercury is updated. Ensure you “reply all’.