Contract Replacement

If an undergraduate student cancels their housing contract during the academic year and is still enrolled as a student at the University of Waterloo, they will need to find their own replacement.  Students typically find replacement candidates through friends, classmates, and our off-campus housing website. 

Undergraduate replacements must meet the following eligibility criteria: 

• They must be a full-time University of Waterloo Undergraduate student

• They must be able to replace one or more terms within your existing contract:

  • Fall Two Terms - (Fall/Winter or Fall/Spring), 

  • 2023 Winter One Term or 

  • 2023 Spring One Term 

• A vacancy must be available to match their gender and student type (first year, upper year, exchange)

• Not be a part of the first-year guarantee process 

• Not be on a current contract with Campus Housing or the University College Residences 

• Must be a current housing applicant 

*Please note: Contract replacements do not have to replace the same bedspace or room type (e.g. single room, double room), this process is based on filling the vacancy rather than the specific room.

Undergraduates seeking a replacement during an academic year must complete the following steps: 

1. Submit a withdrawal/cancellation form including your replacement’s details (full name, 8-digit Waterloo ID number) in the additional notes section. The form is processed after the withdrawing/cancelling student has fully moved out of residence and returned their residence keys to the residence front desk.  
   We only permit one replacement name to be sent at a time. We will verify if the replacement is eligible and notify you via email.  If the student is not eligible, you will have to find another replacement that meets the criteria.  
2. The eligible replacement must complete the applicable housing application for the terms they are fulfilling for the cancelled student. 

3. A room assignment offer will be sent to the replacement. If they accept the contract, a prorated residence credit (less a $500 administration fee) will be issued in the Quest account of the withdrawing/cancelling student If they do not accept the offer, the withdrawn/cancelled student must start the process again until an eligible replacement accepts their offer, which will result in receiving a prorated amount of their residence credit. 

Example: First-year, undergraduate student cancels their residence contract in August, but does not find a similar replacement to accept the contract until October. The withdrawn/cancelled first-year student will be credited a prorated amount from when the replacement starts their residence contract in October.  

Students typically find a replacement before the contracted term(s) has started, though they can find a replacement to take over their contract even once it has begun. Students must withdraw/cancel their housing contract before engaging in the replacement process. Students who are successful in the process will receive a prorated amount based on the date the replacement starts their residence contract, less a $500 administration fee. 

A contract replacement can start a contract up to 30 days prior to the end of the term, after that the student must be held financially responsible for the full term. 

Once the replacement accepts, the withdrawn /cancelled student from residence will receive a residence credit. The credit is prorated to reflect the $500 administration fee and daily residence charge for the time between when the contract began and when the replacement started the residence contract.  

Within approximately 5 business days of a replacement successfully confirming a contract, the student will receive a residence credit on their Quest account.