ROTATION

Rotation Rules
Prefrosh Weekend Rotation Rules
Report a Rotation Violation or Uncomfortable Situation

I. Special Note

IHC believes that the procedures outlined below are the best way for prefrosh and the Houses to learn about each other, leading to the most optimal placement. We are also committed to making sure that all students feel safe and comfortable during Rotation. If you have extenuating circumstances that make the procedures outlined below challenging (for example: difficulty with extensive socialization, issues standing or sitting for prolonged periods, or allergies to bread) or you require a single room, please contact Dean Lesley Nye (lnye@caltech.edu) , Dean Kevin Gilmartin (kgilmartin@caltech.edu) , or Dean Kristin Weyman (kweyman@caltech.edu) . Together you will discuss your situation and determine how to alter the standard procedure to best suit your needs.



II. Procedures

1. Rotation week begins on the Wednesday prior to the first week of the term and ends after the first Friday of the term.

2. Throughout the course of Rotation week, new students will remain in residence at a randomly determined temporary room assignment in one of the Houses or Bechtel.

3. For the duration of Rotation, each incoming student visits a different House for dinner every day in a randomly determined order. Attendance at Rotation dinners is highly recommended. Incoming students also may visit the Houses for dessert, which are optional but recommended. Bechtel will have two lunches for incoming students to attend. Each incoming student will be assigned to one lunch. At the conclusion of the eight assigned dinners and two Bechtel lunches, there will be two additional free dinners where incoming students choose which dinners attend. Incoming students may elect to attend a Bechtel dinner for the free dinners.

4. Though participation in Rotation is highly encouraged, it is not mandatory. If prefrosh make the choice to not participate, we would like them to notify a member of the IHC, an RA, or the Deans as quickly as possible. If an incoming student knows that they cannot attend a particular dinner or dessert but would still like to participate in Rotation, they should talk to the IHC Chair or Secretary as far ahead of time as possible. If a student wants to participate in Rotation but does not feel comfortable in doing so in the manner laid out above, they may speak with the IHC Chair, Secretary, RAs, or Deans, and special accommodations may be made.

5. All new students must rate all eight of the Houses and Bechtel and submit a list of those preferences via a Qualtrics survey sent out to all students at (10:00 AM) due at 2:00 PM. Prefrosh will receive reminders to fill out the survey. New students will uniquely order all nine Houses and Residences on an integer scale from 1 (this House/Residence is my top pick) to 9 (this House/Residence is my last pick). Students may only rank one house as number one, but they may have ties after that. They must rank houses ordinally. For example, if a prefrosh ranks one house number one and two houses number two, their next house(s) must be ranked 3. Prefrosh rankings are made available only to the IHC and Cases of Concern committee.

6. At 2:00 PM, the IHC Chair will received a memo of all students who have submitted rankings. At 4:00 PM, the Cases of Concern Committee will meet and discuss the placement of the cases of concern. By 8:00 PM, houses will need to submit their finalized picks list.

7. Selection of new students will take place at a closed meeting of the IHC, the Senior Director of Student Activities and Programs, the Director of the Office of Residential Experience, and the Chair of the ACRL (just to make sure the algorithm runs smoothly). This meeting will occur on the Friday night to Saturday morning immediately following Rotation week. Though the procedures occuring during both this meeting and the cases of concern meeting will be public, the discussions of the Cases of Concern committee and the IHC, and the prefroshs’ and Houses’ data will be private.

8. The agenda of the meeting will be as follows. The Cases of Concern Committee will place any cases of concern or prefrosh with special considerations at the outset. Then, an algorithm will place all house list prematches. A convex penalty algorithm will then be run to optimize for prefrosh preference. We expect this algorithm to have many solutions. A set of solution will be algorithmically chosen to maximize house preference. If there is more than one solution in that set, then the IHC will meet and discuss each of the solutions. For more detailed information, refer to the ACRL Rotation report.

III. Clarifications

House Dinners

Houses will have ten dinners at which current students can show incoming students what their cultures are like and what traditions they have. Before Rotation starts, prefrosh will be assigned a list of dinners for each night. Though Rotation is not mandatory, we ask that prefrosh respect their dinner assignments if participating, as it is unfair to the Houses and CDS dining staff if there are more or less students than expected showing up to dinner. Houses may have name tags set out for each prefrosh. If a prefrosh does not show up to dinner, the president of the house should report to the IHC at which point a member of the IHC will reach out to the prefrosh to determine whether they were opting out or were gone for another reason, unless the reasoning is already known. If the latter, the prefrosh should be made aware of any resources available to them as outlined in the ACRL Rotation report.

House Meetings
Houses may meet to discuss which frosh should appear on their house list. Houses may also have feedback forms where students may submit feedback about prefrosh. This feedback will only be made available to the IHC, picks team, and the Cases of Concern Committee unless otherwise noted.

We are recommending meeting to ensure that all prefrosh who participate to Rotation have been considered for the house lists. We recommend these meetings be held outside of the house in order to accomodate all House members who would like to attend. The nature of these meetings will be known to the prefrosh, but the specifics of the discussions and the resulting house lists will not be made public.

The meetings will be restricted to conversations about a prefrosh’s fit with a House. Students may talk about their experiences with and any facts about a prefrosh if it is relevant. Students may express any opinions about whether a student would fit in with the house (positive or negative). Anyone may also explain concerns privately to an IHC member, an RA, a non-anonymous feedback form, the RLCs, or the Deans.

We ask that discussion on irrelevant things about a prefrosh’s background, identity, as well as ad hominem attacks be prevented. By 8pm on the last day of Rotation, Houses should have their final house list. By 2pm on the last day of Rotation, all concerns should be submitted to the IHC, non-anonymous forms, RAs, or Deans so the Cases of Concern Committee may have sufficient time to look them over.

Cases of Concern
The Cases of Concern Committee was charged by the VPSA with placing students who were concerns to one or multiple houses or had concerns about one or multiple houses during the Rotation process. The committee membership is not final, but will include the IHC Chair, the head of the Office of Residential Experience, and an Associate Dean. This year, the members will be Sarah Crucilla, Felicia Hunt, and Lesley Nye. The Committee may consult with the Counseling Center, the Caltech Center for Diversity, or any other relevant party. The Committee will be meeting throughout Rotation to handle any cases that need to be dealt with immediately.

If a current student or a prefrosh has a concern about prefrosh placement in one or multiple houses, they may reach out to an IHC member, an RA, and RLC, the Deans, or submit concerns via a non-anonymous survey. The IHC will then pass on cases deemed legitimate by the below criteria. The case of concern committee will then determine how the student’ s placement will proceed. The Case of Concern Committee will review all cases, meeting daily and consulting with relevant offices if needed. If there is a concern regarding a prefrosh’s placement in any of the houses, they will be placed by the IHC Chair and Associate Dean. All cases given to the Case of Concern Committee from Houses will be anonymous, and students will not know how they have been placed. Prefrosh may know how they have been placed if they bring up concerns regarding their own living environment. The final decisions of the Case of Concern Committee will be approved by the Undergraduate Dean, Kevin Gilmartin

Who is considered a case of concern?


Note: Prefrosh, as well as upperclassmen, may submit any concerns.

Picks Team

In years past, the picks team has helped extensively during the process of Rotation. With the changes in the algorithm used to place prefrosh, the role of the picks team will be limited during the actual House assignments. However, it is still beneficial to have a picks team to help during Rotation and with the formation of the house lists.

Each House may have up to five members on the picks team (with one member being the House president) who the House president may consult with regarding the formation of the finalized house list. The picks team may meet any time before 8pm on the last day of Rotation to finalize the list. During Rotation itself, it is up to the discretion of the president of each House to decide on any other picks teams meetings. The goal of picks team is to ensure that the house list is balanced.

Each president must select the members of their picks team by mid-Rotation and notify their house and the IHC of their selection at that time.

Open Feedback Form
A feedback form will be sent to all of the prefrosh. They may fill it out if they have specific concerns that they would like to voice to the IHC and/or Cases of Concern committee.

The feedback will be made available only to the IHC and the Cases of Concern committee at the discresion of the IHC.

Stage Three of the Algorithm
In the case that the algorithm described in the ACRL report on Rotation gives multiple answers, the IHC is tasked to choose the best outcome. The outcome chosen should take into account factors such as house balance, diversity, and prefrosh comfort. The outcome chosen will have to passed by seven out of the eight voting members on the IHC.

IV. Schedule

Date Wed.
9/26
Thu.
9/27
Fri.
9/28
Sat.
9/29
Sun.
9/30
Mon.
10/1
Tue.
10/2
Wed.
10/3
Thu.
10/4
Lunch

Bechtel I
Bechtel II
D
F




Dinner
A
B
C
E

G
H
Free Dinner
Free Dinner
Dessert
(10:00pm)
1
2

3 (4:00PM), 4
5
6
7
8




Avery
Blacker
Dabney
Fleming
Lloyd
Page
Ricketts
Ruddock
Bechtel
Wed 9/26 Dinner A 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:05pm
Thu 9/27 Dinner B 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:05pm 12:00pm
Fri 9/28 Dinner C 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:05pm 12:00pm
Sat 9/29 Linner D 1:00pm 1:05pm 1:10pm 1:15pm 1:00pm 1:10pm 1:00pm 1:05pm
Sat 9/29 Dinner E 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:05pm
Sun 9/30 Linner F 1:00pm 1:05pm 1:10pm 1:15pm 1:00pm 1:10pm 1:00pm 1:05pm
Mon 10/1 Dinner G 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:05pm
Tue 10/2 Dinner H 5:45pm 5:30pm 5:45pm 6:15pm 5:55pm 6:15pm 6:00pm 6:00pm
Wed 10/3 Free Dinner 6:15pm 6:00pm 6:15pm 6:45pm 6:25pm 6:45pm 6:30pm 6:35pm 5-7pm
Thu 10/4 Free Dinner 6:15pm 6:00pm 6:15pm 6:45pm 6:25pm 6:45pm 6:30pm 6:35pm 5-7pm
Note: Bechtel dinner is open every day after October 1 from 5-7PM. Prefrosh are assigned to attend only one Bechtel lunch as part of Rotation unless they choose to opt-out. Bechtel will not have a dessert. Chandler Cafe will also be open from 5:00-8:30PM during the entirety of Rotation.

Date
Time
House
Event
Every Day
After Dinner
Blacker
Do Try This at Home
Every Day
After Dinner
Dabney
Dabney Event Initiative
Thursday, 9/27
8:00pm-10:00pm
Avery
Avery Tea Bar
Thursday, 9/27
10:30pm-12:30am
Page
Chill @ Page
Friday, 9/28
8:00pm-10:00pm
Ruddock
Cafe Ruddock
Friday, 9/28 10:00pm-
Ricketts
Open Mic Night
Saturday, 9/29 10:30pm-12:30am
Fleming
Dirty Dodgeball
Saturday, 9/29
11:59pm(Sat)-2:00am Lloyd
Capture the Flag and Milkshakes
Tuesday, 10/2
11:00pm-12:00am
Fleming
Feptathlon
Wednesday, 10/3
10:00pm-12:00am
Page
Trivia Night

Note: The times listed above indicate the start of the reception at each house. Food will be served 30 minutes after the times listed.
For the free dinners on Wednesday and Thursday, there will be no receptions, and dinner will begin at the times listed.
The desserts are optional but highly encouraged.