Transferring

The Direct Transfer process allows residents to move to a vacant room within their current apartment or dorm suite, or to a vacant room in a friend’s apartment.

Key Details:

• Room Specification: The desired room must be specified in the application. Studios and fully vacant apartments are not eligible for direct transfer.
• Condition of Room: Rooms are transferred "as-is," and any maintenance issues must be addressed before the transfer is completed.
• Application Review: Applications are accepted and reviewed year-round on a rolling basis.

Direct Transfer Application Process

How to Apply:
Applications can be submitted through the Housing Portal at any time. The application must include the specific unit being requested.

• Review Process:
  Once submitted, we will confirm with building staff whether the requested unit is available for a direct transfer. If approved, residents will receive notification with the next steps.
• Vacancy Requirement:
  Transfer requests cannot be approved until the current tenant has vacated the requested room. If a roommate is moving out, we recommend coordinating with them to time your application submission appropriately.
• Timing Considerations:
  If the requested room is selected by another student, the Direct Transfer request cannot be approved. To avoid conflicts, we encourage submitting applications before the high-demand housing selection periods in May and November. 

The Group Transfer option allows two or three single student residents of Columbia Residential to transfer together into a new apartment share.

Key Details:

• Limited Availability: Offers are direct assignments and depend on unit availability.
• Group Participation: All group members must submit individual applications and accept offers for the transfer to proceed.
• Review Process: Applications are reviewed in the order they are submitted.
• Eligibility: Only current (primary) Columbia Residential residents are eligible. Group members who have not yet moved into Columbia Residential housing cannot apply for a transfer.

Group Transfer Process

1. Application Submission:
   Each group member must submit a group transfer application through the Housing Portal and list their preferred roommates or group members. Applicants do not need to list themselves as a “Group Member”.
2. Offer Process:
   • Applications are reviewed by submission date.
   • If a suitable apartment becomes available, eligible applicants will be contacted with an offer.
     • 2-Person Groups: Offered 2-bedroom apartment shares.
     • 3-Person Groups: Offered 3-bedroom apartment shares.
3. Acceptance Requirements:
   • All group members must accept their assigned room in the same apartment for the transfer to be finalized.
   • If one or more group members decline, let their offer expire, or fail to accept, the entire group transfer will be canceled.

General transfers outside the standard October–March period are rare and will only be considered under the following circumstances:

• University Mandated Transfers  
• Documented medical or disability-related need, with the approval of Disability Services
• Documented financial need  
• Verifiable Change of Couple or Family Status requiring reassignment. Residents currently in Couple or Family Housing must notify Columbia Residential of any change in status and agree to be reassigned or vacated if needed.  

Off-Cycle Transfer Process

Students who meet the criteria above may email [email protected] to request an exception. Each request will be reviewed individually, with decisions based on the applicant's specific circumstances.

If approved, a decision letter will be provided, detailing the next steps in the transfer process. Please note:

• All decisions are final.
• Transfers are subject to the availability of suitable housing options.
• Students can Cancel Housing at any time.

Transfer Timeline

Approved transfer move-ins must be completed within 7 to 14 days (1 to 2 weeks) from the date of housing selection or offer. If your transfer occurs at the end of a transfer period, this timeline may be shortened.

Move-In and Move-Out Process:

• Columbia Residential will create a move-out notice on the residents behalf one business day after their transfer move-in date.
• On your move-in date, you will receive the keys to your new unit.
• You must remove all belongings from your previous unit and return the keys to the superintendent by 4 PM on the following business day.

Billing Information 

• Proration: Billing for your previous unit will be prorated based on your move-out date. Billing for the new unit will begin on the following day.
• Account Updates: Your account will be updated after the transfer process is completed. During this time, you may temporarily see charges for both units.
• Processing Time: Please allow approximately 2 weeks from your move-out date for your account to reflect the updated charges.

Cancelling Your Transfer

Residents who do not select or accept a new unit during the transfer process will retain their current housing through the end of their existing agreement.

However, once a new unit is selected and the offer is accepted, the previously assigned unit becomes available for other students to select and may no longer be available.

If a resident wishes to cancel their transfer after accepting an offer, they must submit a request by emailing [email protected]. Please note that while we will review all cancellation requests, we cannot guarantee they will be accommodated.

1. Do I have the option to cancel the transfer request? 

• Upon confirming a unit, you are given 2 business days to accept or decline your offer. You are not obligated to give up your current apartment when submitting a transfer application or participating in Housing Selection. It is only once you accept a new housing offer that your unit is made available for other students to select. Residents who would like to cancel their transfer and remain in their current unit should decline the offer in the portal. 

• If you have accepted an offer but no longer want to continue with the transfer, please email [email protected] with this request. We cannot guarantee that the cancellation request will be accommodated. 

2. When can I visit the apartment? 

• If seeing the unit is super important, be sure to select one with the “Earliest Move-In Date” that suits your needs. Units cannot be viewed before this date.

• You may visit the unit after you have selected and received a housing offer. You can also send a proxy!  

• Log into the Housing Portal and click Housing Assignment to schedule a viewing appointment. Appointments are available Monday-Friday between 9 AM - 3 PM. Same day appointments cannot be made. 

3. How long do I have to complete the transfer? 

• Your move in date must be within 7-14 days (1 to 2 weeks) from the date the unit is confirmed. You are given one business day to complete the move in process.   

• PRO TIP! Many residents find it useful to transfer on a Friday (if appointments are available). For example, if the new move-in appointment is on Friday, the keys for the old apartment must be returned to the Superintendent by Monday (or via the Express Move-Out option). 

For more frequently asked questions, please click here.  

Faculty, Staff & Postdoc transfer applications are reviewed between October and March.  Residents approved to transfer will be notified by email and will receive information about participating in housing selection. For more information, please review Faculty, Staff & Postdoc Housing Selection.

All faculty, staff & postdoc applicants, including those not approved, will receive an update on their status each month during the transfer season. Kindly note, there may be times when transfers cannot be approved due to lack of immediate availability. During any month when this is the case, Columbia Residential will send a status update to all faculty, staff & postdoc residents with active transfer applications on file. 

Signing the New Housing Agreement 

The new housing agreement will be sent via email through DocuSign once the transfer offer has been accepted and a move in date has been selected.

Residents who receive a transfer offer but do not accept the offer within the time allotted may remain in their current unit. Those whose offers are declined or expire may reapply in a future semester, if eligible. Those who choose to move out of Columbia Residential may face a cancellation fee. 

Completing the Transfer & Billing Information 

Approved transfers must be completed between 7 to 14 days (1 to 2 weeks) from the date of housing selection/offer. 

• Columbia Residential will create a move out notice on your behalf. Your move-out date will be one business day after your transfer move-in date. 
• You will receive the keys for the new unit on your move in date, and you will have until 4 PM on the following business day to remove your belongings from the previous unit and return the keys to the superintendent. 
• Billing for the previous unit will be prorated based on your move-out date, and billing for the new unit will begin on the following day. 
• Please note, your account will be updated after the transfer is completed. Please allow approximately 2 weeks from your move-out date for your account to be updated.