Can I change dorms during my stay?

Can I change dorms during my stay?

In general, students are not allowed to change dormitories once their stay has begun. Dormitory assignments at 3D ACADEMY are determined before your arrival based on your application, preferences, and availability at the time of booking. However, we understand that unexpected situations can arise. If you have a valid and reasonable reason, we are willing to consider your request—within the limits of room availability and fairness to other students.

This FAQ explains our dorm change policy, why changes are limited, and what to do if you believe a room change is necessary.

Why can’t I change dorms freely?

Changing dormitories may sound like a simple request, but in reality, it affects a wide range of logistical, social, and fairness-related factors. Here are the main reasons we have a “no-change” policy by default:

1. Fairness to Other Students

If we allow one person to change dorms for personal comfort, many others may request the same. This creates unfair situations, especially for those who may be enduring similar discomfort but choose to respect the system.

2. Limited Availability

Dormitories—especially popular room types such as single or hotel-style rooms—are often fully booked. Making changes mid-stay disrupts planned allocations and may leave rooms underutilized or overfilled.

3. Operational Impact

Changing rooms involves:

• Reassigning cleaning schedules

• Updating records and security lists

• Managing room deposits and rental periods

• Potential roommate disruption

For these reasons, we ask all students to think carefully before choosing their dormitory type during the application process. If you’re unsure about which option is best for you, our admissions team is happy to offer guidance before your arrival.

✅ When can a dorm change be considered?

While our policy is to avoid mid-term changes, we recognize that certain situations may require special attention. We will consider your request if you have a reasonable, documented reason.

Examples of acceptable reasons may include:

• Medical conditions requiring a quieter or more private space

• Serious roommate conflicts not resolvable through communication

• Severe sleep or allergy issues caused by specific room conditions

• Documented safety concerns

Examples of not sufficient reasons include:

• “I just want more privacy”

• “My friends are in a different building”

• “I changed my mind”

• “The weather is too hot/cold in my room”

If you believe your case is valid, please speak with the school office. We’ll ask you to explain your situation and may arrange a brief meeting with staff to assess the case.

How to request a dorm change

If you wish to request a dorm change, please follow these steps:

1. Visit the school office and politely explain your situation.

2. If necessary, fill out a Room Change Request Form, including your current dorm type, reason for the request, and any supporting documents (e.g., medical notes).

3. The school team will review your case, usually within 2–3 working days.

4. If approved and a suitable room is available, you will be notified of the details and any additional fees.

5. If not approved, we will try to offer advice or solutions to improve your current stay.

Please understand that submitting a request does not guarantee approval.

Will there be an additional cost?

Yes—in most cases, a room change requires a room type upgrade, which comes with a fee adjustment.

Examples:

• Moving from a 6-person shared room to a 2-person room → additional charge

• Changing from an on-campus room to a hotel-style room → rate difference applies

• Downgrading is rarely permitted, as it leaves rooms underbooked

If a change is granted due to a medical emergency or school-related reason, fees may be waived or discounted at the discretion of management.

What about roommate issues?

Roommate compatibility issues are one of the most common reasons for dorm change requests. While we encourage students to work things out respectfully, we understand that not all roommate situations are ideal.

Before considering a room change, we encourage the following:

• Open communication: Politely discuss issues with your roommate. Many problems stem from misunderstandings.

• Set clear boundaries: Talk about noise levels, sleep times, cleanliness, and personal space.

• Speak to staff: If you’re uncomfortable addressing it directly, our staff can help mediate.

• Document serious concerns: If there’s ongoing harassment, unsafe behavior, or rule violations, report it formally.

If a room change is approved due to a roommate issue, we’ll make every effort to minimize disruption for both parties.

Can I switch between on-campus and off-campus dorms?

Switching between on-campus and off-campus (hotel) dormitories is rarely approved unless:

• There is a medical necessity

• You are upgrading to a more private room and space is available

• Your original dorm becomes unavailable for operational reasons

Hotel dormitories are managed independently, and room arrangements often involve contracts and coordination with third-party facilities. These types of changes may require additional paperwork and higher costs.

When is the best time to request a change?

If you feel uncomfortable in your room from the very beginning of your stay, please notify staff within the first week. While changes are still not guaranteed, early notice makes it easier for us to manage possibilities.

Requests made midway or late into your stay are much harder to accommodate, as most rooms are already occupied and housekeeping schedules are fixed.

Frequently Asked Questions

Q: Can I move to a single room if one becomes available?
A: If space allows and you’re willing to pay the rate difference, yes—subject to approval.

Q: What if I don’t like the dorm building or location?
A: Unfortunately, personal preferences alone are not a valid reason for a dorm change.

Q: Can I swap rooms with another student?
A: No. Room swaps between students are not allowed without official approval.

Q: Will I get a refund if I move to a cheaper dorm type?
A: In general, no refunds are issued for downgrades. The original rate applies unless approved by management under special circumstances.

Final Thoughts

At 3D ACADEMY, we do our best to match students with the most suitable accommodation from the start. While dorm changes are not generally allowed, we are not inflexible. If you have a genuine reason that affects your ability to enjoy your stay or concentrate on your studies, please talk to us.

Our goal is to maintain fairness for all students while supporting individual needs. With clear communication and mutual respect, we can usually find a solution—even if that doesn’t always involve changing rooms.

If you’re unsure, the best first step is simply to speak with us.