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Near or Far, We're All Trees Together 

The staff of Ujamaa pose with resident fellow Jan Barker-Alexander during move-in day.  Barker-Alexander is 2nd from left in middle.

Introduction and What to Expect

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Image featuring students taking part in staff training with a sky colored outline.

Undergraduate residential student staff play a critical role in the creation of safe, inclusive residential communities that support student health and well-being. 

Residential Education (ResEd) strives to facilitate a staff selection process that balances consistent standards and expectations with the distinctive needs and cultures of the individual houses. ResEd strives to implement a process that is fair and considerate of the experience of all participants, and provides equitable access to all participants.

Phases of the Selection Process

1. Application

Location managers are those individuals (Resident Fellows, current student staff, or Residential Education professional staff) who review applications, conduct interviews, and submit lists that will inform appointment decisions. Location managers are encouraged to provide information to applicants about the values that inform the house community, what qualities are desired in staff, and what is distinctive or cherished about the culture in the house. Some houses signal these values through the use of supplemental application questions. Thoughtful answers to these questions allow applicants to demonstrate interest and compatibility with that house. 

Applicants are encouraged to learn about houses before they apply and to rank only those houses in which they want to staff. It’s equally important for applicants to decide what they do not want in a house or role. Though it may be tempting to assume that houses with similar populations or geography are very similar (such as the all-frosh houses), it’s important to explore what differentiates houses and make thoughtful decisions about which houses will offer the best fit. 

This is especially true with the implementation of the ResX neighborhood system which hopes to create a coherent and supportive experience for students in the undergraduate residences.  Examples of these changes include:

  • More all-frosh housing, and all-frosh housing in every neighborhood.  
  • All-sophomore housing in every neighborhood for the 2021-2022 academic year.
  • Ensuring every neighborhood meets a broad spectrum of disability accommodation needs.
  • Ensuring students can move from RF houses to a more independent style of living.
  • Ensuring every neighborhood includes Row houses and apartment-style living.

Applicants can apply to a maximum of 10 positions. (The term “position” refers to the combination of both a specific house AND role associated within it.) Of those 10 positions, only 8 can be in all-frosh houses. 

Applicants must submit the full application by the deadline. ResEd will not modify incomplete applications to make them complete and will not accept incomplete applications. An important part of being a staff member is paying attention to details such as selecting the correct houses on the application, completing all portions of the application, reading and agreeing to expectations of the role, and successfully submitting the application according to the directions. For these reasons, we strongly encourage applicants to begin and complete the application well in advance of the deadline to avoid technical difficulties and/or misunderstandings, as neither are considered for exception to the deadline.

2. Interview  

Interviews provide an opportunity for applicants to learn about houses and for location managers to learn about applicants. Each applicant should have no more than two interviews per position in each house; this cap is to help limit the amount of time applicants spend in interviews. Some houses offer a combination of group and individual interviews; houses determine the format, sequence, and contents of these interviews. Houses also determine whether, when, and how applicants are invited to interviews. All interviews will be virtual to allow for equity among candidates who are on and off campus

3. The Match 

ResEd uses the Gale-Shapley algorithm to produce optimal matches between applicants’ and houses’ preferences. Neither location managers nor applicants should attempt to circumvent or control “The Match” by communicating their intentions about their ranked lists. Applicants and location managers should compose their lists free from pressure or influence. You can learn more about The Match by watching this short video

4. Post Match  

The Post-Match process is the process whereby houses will fill any vacancies after The Match. All houses with vacancies will be able to review applications of any unmatched applicant (including those who applied by the deadline, regardless of whether they applied to the role or house originally). When houses have decided they would like to extend an offer, they will notify selection@stanford.edu.  You will access this process via the Post-Match portal in selection.stanford.edu.  All offers must be given by ResEd and accepted by applicants via selection.stanford.edu to ensure that future staff are able to agree to/sign their staff agreements and to avoid any undue pressure on applicants to accept an offer without considering it fully. 

A few things to note for applicants

  • Your application will be provided to all houses with staff vacancies and some may contact you and invite you to interview with them for an open position on their team. 
  • You may check the clock icon next to “Post Match” to display the start and end time of each step.
  • If you receive a placement you must confirm or decline this placement within 48 hours or your placement will be withdrawn. Go to Appointment Status in Post Match to confirm your placement. 

Expectations for Participants 

To ensure applicants and location managers are operating from a similar set of principles in the Selection process, we set forth the following expectations for participants in the Selection process: 

Location Managers Should Follow Legal Hiring Practices

Location managers should not ask questions about or make ranking decisions with reference to protected classes: race, color, ancestry, religion, sex (including pregnancy, childbirth, and related medical conditions), disability (physical or mental), genetic information, marital status, sexual orientation, gender identity and gender expression, AIDS/HIV status, medical condition, political activities or affiliations, military or veteran status, and status as a victim of domestic violence, assault, or stalking.

The one exception in this context is that gender can be taken into account as a condition on a house's ranked list since some housing assignments are made on the basis of gender.  

Location Managers Should Strive for Equitable Treatment of Applicants

Location managers should treat applicants professionally, fairly, and consistently (e.g., they should focus on relevant issues, ask similar questions, interact with applicants under similar circumstances/conditions, and communicate with applicants in similar/consistent ways). 

Location managers should be mindful that subtle differences in interactions or communications can signal unintended messages to applicants.

Location Managers Should Strive for Transparency about their Process

Whenever possible and practicable, we encourage location managers to share information about the timing of the process for their house. Knowing roughly when first or second round interviews are being held, or when invitations to interviews will be communicated, can reduce stress and uncertainty for applicants. 

All Participants Should Honor Others' Time

Applicants should only apply to houses they are genuinely interested in staffing in or in learning more about. If an applicant needs to cancel or reschedule an interview, they should communicate with the location manager at least 24 hours in advance. Location managers and applicants should arrive for and begin interviews on time.

All Participants Should Maintain the Integrity of the Match

Applicants should not know whether/how hiring managers intend to rank them on their preference lists. Resident Fellows should not share this information with applicants or current staff either explicitly or implicitly. Location managers should not extend or communicate informal offers for any position. Location managers should not attempt to influence how an applicant composes their ranked list and should neither disclose their intentions or ask an applicant to disclose their intentions. Applicants should not disclose their intentions to location managers.

Questions and Concerns

  • If you have questions, please ask us! The Selection Team can always be reached with questions. A team member will respond within one business day.
  • If you have concerns, please share them with us. Any participant with concerns about the integrity of the Selection process is invited to share those concerns with the ResEd Selection Team via the following form: Report a Concern. ResEd will make every effort to follow up on any concern that is not aligned with our expectations for participants.

ResEd will make every attempt to safeguard the identify of the person sharing a concern (“reporter”), consistent with legal responsibilities and our need to review and intervene.

Reports may be submitted anonymously by not completing the reporter information section of the form. Please note that reporting anonymously may limit ResEd’s ability to follow up and respond to the alleged behavior(s). If you choose to report anonymously, please consider providing some method to contact you, even if it is still anonymous, so that we may gather additional information, if needed.

Please note that ResEd may not be able to inform reporters about the actions taken in response to a report. If any follow up information can be shared with the reporter, ResEd professional staff will make every effort to do so. 

University policy prohibits retaliation against individuals who raise concerns of perceived discrimination or harassment or who participate in the investigation of any claim of discrimination or harassment. Retaliation is any materially adverse action that would dissuade a reasonable person from making or supporting a claim of harassment or discrimination.

University policy prohibits retaliation against individuals who raise concerns of perceived discrimination or harassment or who participate in the investigation of any claim of discrimination or harassment. Retaliation is any materially adverse action that would dissuade a reasonable person from making or supporting a claim of harassment or discrimination.