As outlined in the Campus Housing terms and conditions, a residence contract holds a student financially responsible for their residence fees unless a student has graduated, or is academically withdrawn or revoked.

In certain occasions, there may be grounds to submit an appeal to release a student from being financially responsible for their contract.

Grounds for appeals

The following are grounds on which a student may submit an appeal to the Residence Fees & Contract Appeals Committee:

  • Exceptional circumstance
  • Medical condition/disability that cannot be appropriately accommodated through Campus Housing

All other reasons for a residence withdrawal do not have grounds for an appeal, and students will be held financially responsible. Students academically withdrawing do not need to appeal. Financial relief will be processed once the student’s status changes on Quest.

Additionally, all deposits are non-refundable and not subject to an appeal.

All decisions regarding reimbursement of residence fees will be made on behalf of the Residence Fees & Contract Appeals Committee.

*Please note that the appeal process does not apply to student family contracts. The Residential Tenancies Act governs these contracts. Please see your terms and conditions for more information.

Exceptional Circumstances

Students appealing based on exceptional circumstances are required to provide a personal letter explaining the reason why residence fees should be refunded. Supporting documentation is optional but recommended. Exceptional circumstances are defined as circumstances that are unforeseen or unavoidable and align with the term(s) in question.  

Medical Grounds

Students appealing on medical grounds should go through the Accessible Housing process before leaving residence so our office and campus partners can work to meet the needs shared in their recommendation. We understand that medical needs may change swiftly, and some students may need to leave residence without going through the Accessible Housing process.

If you are appealing for medical reasons, you must download and have your health care provider complete the “
Housing Disability Verification Form – Contract Appeals ". Please upload the completed form by the appeal deadline listed below. The recommendation will be added to the appeal submission and fulfills the required supporting documentation component.

The appeal process

Step 1:

Within ten business days of completing the Campus Housing Withdrawal and Cancelation Form, students must complete:

Students must ensure that all their documentation is complete, correct, and legible. Supporting documents in a foreign language must be translated. If the proper documentation is not provided, the appeal will not be considered.

If you are appealing based on medical grounds, you must:

Step 2:

The completed scanned PDF appeals package should be submitted by email to housing@uwaterloo.ca. We are not able to accept emails with appeal documents attached as photographs or appeals sent as multiple attachments. The in-person drop off is located in the Campus Housing Main Office, located in Ron Eydt Village, South Quad, Room 110.

Step 3:

The Residence Fees & Contract Appeals Committee meets twice a term; every second and fourth month. Students will be contacted by email once a decision has been made. An appeal can only be submitted once, and all decisions are final. If you have been granted relief from your contract, you will receive a credit minus a $500 administration fee.

 

Note: If your appeal is approved and you decide to return to Campus Housing in the future, we want to support your transition. Please contact us once you have confirmed your contract and we will provide you with a $500 credit to off-set your administration fee.

Important dates

Appeals were paused for the 2021-2022 academic year. If you wish to submit an appeal for Spring 2022, please submit a cancellation request outlining your reason for cancellation.

No appeal is required if you are transferring or withdrawing from the University.

Beginning Fall 2022, if you are breaking your residence contract for reasons other than transferring/withdrawing from the University, you must submit an appeal. If you are unsure if your reason for breaking your contract requires an appeal, please contact us at housing@uwaterloo.ca with your full name and 8-digit Waterloo ID number.

If you would like your appeal to be heard at a meeting, submit your appeal documents by 9 a.m. on the following dates:

Fall 2022, Winter 2023 & Spring 2023
Appeal Submission Deadline Appeals Committee Meeting
Monday, July 25, 2022 Week of August 1, 2022
Monday, November 21, 2022  Week of November 28, 2022
Monday, February 13, 2023 Week of February 20, 2023
Monday, July 24, 2023  Week of July 31, 2023

The opportunity to submit an appeal expires at the end of every academic year. The deadline to submit appeals for the 2020/2021 academic year has passed. The Committee will not consider any additional appeals for the 2020/2021 academic year.

Frequently asked questions