Room Configurations
How many people live in the room with me?
We have a mix of one-bedroom apartments, bunkhouses, and mobile houses.
- The Winton and Li one-bedroom apartments have four beds in the bedroom, one bathroom, a living room, and a kitchen. All areas of the apartments are considered communal living space.
- The Bunkhouses are one large room with eight beds, like a summer camp cabin. Each bunkhouse has a shared bathroom and a kitchen in the Dining Hall. All areas of the bunkhouse and the Dining Hall are considered communal living space.
- The Mobile Houses are three-bedroom, two-bathroom mobile homes with a kitchen, living room, and laundry. The large bedroom has four beds and an attached bathroom. The smaller bedrooms each have two beds and share a bathroom. All areas of the mobile houses are considered communal living space.
Like other campus residence halls or hostels, there is no private sleeping space and limited personal storage space. Facilities and space within the living unit are accessible to all residents. Please plan accordingly and limit how many valuable items you bring with you to live in HMSC housing if you are unfamiliar with your roommates.
- The mobile houses have washers and dryers directly in the unit.
- Apartment and Bunkhouse residents have access to two laundry rooms. The cost of laundry is included in the room rental rate, and residents can access the laundry rooms with their room keys.
- Common appliances: refrigerators/freezers, stoves/ovens, microwaves, and coffee pots.
- Other supplies: pots, pans, dishes, silverware, measuring cups, and mixing spoons.
- Kitchens may have additional equipment left by previous residents. It is not guaranteed that your room will have any equipment available beyond the items listed above. If you need access to something not listed, it is recommended to bring it yourself.
Room Assignments and Roommates
If we have space available, we will offer single, double, or triple occupancy rooms for an additional nightly or monthly fee. Reduced occupancy can only be guaranteed on a term-by-term basis and is generally not available in OSU’s spring or summer terms. Regardless of how many people are assigned to your room, you must keep all furniture in the room and set up in the original configuration. Indicate your preference for a reduced occupancy room on your housing application or by emailing [email protected].
If you are staying at HMSC for at least a month during the Academic Year or during Summer Session for any length of time, we will assign you a roommate. This means that you will be assigned to a room and pay the full occupancy rate no matter how many roommates you have assigned to your room. You must be prepared for a roommate to be assigned to an empty space in your room at any time and you must keep your room set up in the original configuration.
If you are staying at HMSC during the Academic Year for less than one month, you must fill your own room with roommates in order to pay the reduced per bed costs. Those not using a room to full capacity will be charged the reduced occupancy rates for their housing. Bunkhouse rates are always the same per bed cost but will not be assigned to fewer than five residents.
If you want to live with a specific person, please indicate your preference on your application. Roommate requests must be mutual, so please make sure that your requested roommate also lists you on their application or have them email [email protected].
if they have already submitted the application without listing you as a roommate. We cannot guarantee that roommate requests will be honored because we make assignments in order to accommodate the greatest number of residents before taking roommate requests into account.
We assign roommates based on gender preferences as indicated on the housing application. Rooms may be single or mixed gender, depending on resident preferences and most efficient use of space. OSU students are only assigned with other OSU students. We do our best to assign people in the same program together, but it is not always possible to do so.
To request a room change, contact [email protected]. We have limited housing capacity year-round, so room changes may not be possible or may only be possible at a higher monthly or nightly rental rate. If you have safety concerns about your current room, please contact housing staff or TCB security right away for assistance.
Moving In
HMSC Housing is on the HMSC campus near Guin Library. Check in will occur either in the Gazebo or Dining Hall, depending on the weather. HMSC’s campus only has a few street addresses, so use the coordinates to get the most accurate driving directions:44.620883254106936, -124.04608871360276.
You will receive a room offer email that indicates your earliest available move-in date. You can move in on that date or later.
We hold the following move-in days:
- Spring Move-in: Sunday before Spring Term
- Summer Move-in: Sunday after the end of Spring Term, Sunday before Summer Session 2, Sunday before Summer Session 4
- Fall Move-in: Sunday before Fall Term
If you are not arriving on a scheduled move-in day, you will need to make an appointment to move in. You will receive a link to sign up for a move in time at least two days before your scheduled move in day.
A government-issued photo ID or an OSU ID. If you are not an OSU student, the ID needs to include your birthdate.
Other Questions
Yes, we have OSU Secure, OSU Unsecured, eduroam, and Visitor wireless networks.
- If you have an ONID, it is suggested that you connect to one of the OSU networks or eduraom.
- If you are coming from an institution that subscribes to eduroam, it is suggested that you connect to that network. You can check subscribed institutions here.
- If you do not have access to OSU or eduroam credentials, connect to the Visitor network.
- We do not have wired ethernet connections available.
Mail will be delivered to housing. You will receive a notification when packages are received.
Your mailing address is:
(your name)
c/o Hatfield Marine Science Center
2030 SE Marine Science Dr.
Newport, OR 97365
Utilities are included in your room rental rate.
- Bedding, including pillows – no linens are included unless you rent them from us.
- Outdoor equipment – many residents like to go out into the estuary or do other activities that require boots or specialized equipment.
- Lock – some room types have lockable drawers.
- Toiletries – we do not provide any toiletries.
- Food – you will have access to a kitchen, but we do not provide a meal plan or residential food service. There is a café on campus.
HMSC Group Housing FAQ Sheet
This sheet will discuss how to make a reservation at HMSC and will answer your questions about HMSC
housing. Our group application is available on our website.
Eligibility:
Is my group eligible to stay in HMSC Housing?
• Your group must be visiting HMSC to engage in mission-related work or education.
• We have a complex priority system, but generally, groups comprised of OSU students and/or
groups engaging in activities on the HMSC campus have a higher priority over groups
participating in other activities in Newport or Lincoln County.
• HMSC housing is not intended to be a hotel. It cannot serve as a stopover point for groups not
engaging in activities on campus or in the community while they are staying with us.
• Groups of OSU students coming to HMSC to participate in a full-term course are generally not
eligible for group reservations. If you have a course group who may need an exemption, email
us.
Can I bring a K-12 group?
• No, all residents must be over the age of 18.
How to make a reservation:
What do I need to know to request rooms?
• Your preferred move in and move out dates
• An estimated number of group participants
• Billing information
• Room preferences
How will I know if my application is approved?
• If you are applying for a group visiting during the academic year, you will receive feedback on
your application by email after your budget authority has approved charges to their index or
organization.
• If you are applying for the summer session, you will receive feedback only after your budget
authority has approved charges to their index or organization. Based on the date of your
application, you will hear on the deadlines listed below:
o If you apply by March 1, you will receive a response by March 15.
o If you apply by April 29, you will receive a response by May 6.
o If you apply by June 3, you will receive a response by June 6.
o After June 3, applications are processed as they come on a first come, first served basis.
Updated 5/23/2023
What happens after my application is approved?
• We will contact you to schedule move in and move out.
• Your participants will each need to fill out our individual application, available on our website.
o Please do not forward the application to your participants until we let you know that it
is ready. We need to manually add each group to the application form.
What if my participants have questions about the application?
• Please have applicants email us with their questions about the application. We will respond
within one business day.
Payment information:
How do we pay for rooms?
• You have three options to pay for rooms:
o Bill to an OSU index
o Bill to an outside organization, agency, or company
o Bill housing costs to participants
What payment forms are accepted?
• OSU Index
• OSU Student Account (the only option for housing being billed to OSU students)
• Check made out to Oregon State University
• Visa or Mastercard
• It may be possible to arrange a wire transfer or ACH payment, email us for more information.
Room Assignments and Roommates:
Do rooms have to be single gender?
• We typically make single gender assignments unless residents request to live in a gender
inclusive room. We have three gender categories for single gender assignments: man, woman,
and self-identified.
Who makes room assignments?
• We prefer to make room assignments so that residents do not need to disclose gender or
disability information to instructors or group leaders if they don’t feel comfortable.
• If you prefer, you can create room assignments and email them to us. However, if residents
indicate they are uncomfortable with their room assignment, we may change the assignment
without notifying the group leader depending on the situation.
Will my group members live together?
Updated 5/23/2023
• We do our best to keep group members together. During the academic year, we are generally
able to keep groups isolated from other residents on campus. During the summer, assignments
will be made to make the most efficient use of space, and we cannot make any guarantees that
your group will be assigned together.
• OSU students will only be assigned to rooms with other OSU students.
What if I have participants who need to be assigned based on ADA or FHA accessibility needs?
• Please have the participant email us as soon as possible to start the process of determining their
needs. Some accommodations may require the participant to go through an approval process,
which can take a significant amount of time, depending on the request and existing
documentation.
Resident Responsibilities:
What happens if my participants violate policies?
• If the participant is an OSU student, they will be referred to the Office of Student Conduct and
Community Standards. If the student will be permitted to remain in on-campus housing, you will
not be notified that a student has been referred to SCCS. If your program is paying for housing
and your participant loses the ability to remain in campus housing, you will be notified that their
housing contract is cancelled but will not be given details.
• If the participant is not an OSU student, you may be notified of behavior issues, depending on
the severity or frequency of issues. Behavioral issues may also be reported to the resident’s
home institution.
Moving in:
Where do we check in?
• HMSC Housing is on the HMSC campus near Guin Library. Check in will occur either in the
Gazebo or Dining Hall, depending on the weather. HMSC’s campus only has a few street
addresses, so use the coordinates to get the most accurate driving directions:
44.620883254106936, -124.04608871360276.
When can we check in?
• Groups moving in and staying for the full summer term should plan to move-in the Sunday after
the end of spring term or the Sunday before the start of summer term. Alternative days can be
requested, but we may not be able to accommodate them.
• If your group is arriving individually:
o If they are all arriving the same day, we will choose a 2 to 3 hour window and have a
check-in desk.
Updated 5/23/2023
o If they are arriving over the course of a few days, I will email them instructions on how
to sign up for a move-in appointment.
• If your group is arriving together:
o We will schedule a time in advance for me to meet your group, go over safety
information, and hand out keys.
What should we bring with us to move in?
• Government-issued photo ID or an OSU ID. If participants are not OSU students, the IDs need to
include their birthdate.
• If you are paying for a group by check or credit card, you need to bring payment. Payment
amount required will be discussed in advance.
Moving Out:
When do we need to move out?
• Move out time is noon. We can be flexible during slower times of the year, but the move out
time is not negotiable between summer week 0 and fall term week 1.
How do we return the keys?
• You will return keys to HMSC housing staff. In some instances, staff may not be available for
move out. In this case, you will be given directions to leave keys in rooms.
Do we need to clean rooms?
• You are responsible to leave clean rooms when you leave. We are able to offer rooms at
discounted rates because guests have been responsible and tidy in the past.
• If you have stayed fewer than 5 nights, it is not necessary to do a full room cleaning before you
leave, but you must remove trash and clean up any significant messes, like spills or hair in the
sink.
• If you have stayed for 5 nights or more, your participants will need to have their rooms checked
before they leave. You should have time in your schedule to have your participants clean and
get their room checked before you leave.
• Sand on floors is the most common cleaning concern. Please have your participants rinse off
dirty shoes and boots with our hoses and/or leave them outside on the deck.