Contract Appeals

If you've been academically revoked, graduated, or withdrawn from the university, submit the Confirmed Contract Cancellation Form. Once your status is verified in Quest, we will process your residence fee relief, minus a $500 administrative fee that covers the non-refundable deposit paid at the time of acceptance. 

• It is recommended that a medical grounds appeal should only be submitted after confirming that living in residence is not possible, even with accessible housing supports and assistance from Residence Life. 

• Students with significant changes to their medical needs may choose to appeal without pursuing accessible housing supports first. This decision is at the discretion of the student and their health/support team.  

• If your academic or co-op schedule changes, contact Campus Housing first—they can adjust most contract types (Fall/Winter, Fall-Spring, Winter, Spring Only). 

•  Campus Housing cannot switch you to a “Fall Only” contract or roll over your contract to another academic year. If that is what you need, you will have to submit an exceptional circumstances appeal. 

• If your financial situation changes, do not cancel or lease off-campus without checking available support first. 

• Connect with your Residence Life Coordinator to explore options like switching to a more affordable room or a residence without a meal plan requirement. 

• If you are thinking of cancelling your residence contract due to roommate or residence issues, contact your Residence Life Coordinator first. 

• An exceptional circumstances appeal must show you tried to resolve the issue (facilities request emails, roommate contracts, mediation, etc.) before cancelling your confirmed housing contract. 

Criteria:

Unforeseen or unavoidable circumstances that impact the ability to fulfill the residence contract and cannot be resolved with a change in residence contract terms or through a room change. This also includes changes in academic programs or co-ops that do not align with the contract terms.

Submission Process:

Step 1: Submit the Confirmed Contract Cancellation Form. If you are living in residence for the term(s) being cancelled, move out and return the keys to the front desk.  

Step 2:  Prepare a single PDF with: 

• Residence Contract Notice of Appeal Form

  • Letter of Explanation which includes: 

  • A timeline of what changed between when the contract was accepted and cancelled.  

  • What actions were taken to address the concerns or adapt to the situation. 

  • Explain how moving off-campus will help your academic and/or personal success. 

• Documentation supporting the written timeline which can include and is not limited to: 

  • Emails from academic advisors about program changes 

  • Housing communications (e.g. room changes, roommate issues, facility concerns) 

  • Financial updates (e.g. OSAP changes, bursary or grant letters) 

  • Co-op confirmations 

  • Proof of job loss or inability to secure employment or co-op. 

Step 3: Email your appeal to housing@uwaterloo.ca or drop it off at the Housing Office (REV South Quad, Room 110). 

• Please combine all documents into a single PDF. We do not accept emailed appeals with multiple attachments or photos of appeal documents. 

• Medical documentation cannot be included. 

Step 4: The Committee will review your appeal and notify you by email. 

Criteria:

Medical grounds appeals apply when a condition or disability cannot be reasonably accommodated through the Accessible Housing process and receiving an accommodation plan. It is strongly advised that students complete the Accessible Housing process first, since Campus Housing and partners can often provide effective solutions. 
 
We understand that medical needs can change unexpectedly, and some students may need to leave residence without completing the Accessible Housing process. While we advise following this process, if it is not possible, your registered health professional (qualified to diagnose) must clearly explain in the Housing Disability Verification Form – Contract Appeals why accessible housing accommodations cannot meet the student’s needs. Incomplete forms will require revision and resubmission for further review. 

Submission Process

Step 1: Submit the Confirmed Contract Cancellation Form. If you are living in residence for the term(s) being cancelled, move out and return the keys to the front desk.  

Step 2: Have a registered health professional (qualified to diagnose) complete the Housing Disability Verification Form – Contract Appeals explaining why your functional limitations and disability-related symptoms cannot be supported in residence with an accessible housing accommodation plan (i.e., accessible washroom, close to campus, etc.)  

Step 3: Submit the Residence Contract Notice of Appeal Form and a Letter of Explanation with a timeline of what changed between when the contract was accepted and the confirmed cancellation as well as how living off campus would support your academic and/or personal success. Please do not include any medical documentation. 

Step 4: Upload the Verification Form to Accessible Housing. When the recommendation is available, we will add it to the appeal or notify you if it is incomplete. Processing takes 10–15 business days. 

Step 5: The Committee will review your appeal and notify you by email. 

Possible Outcomes

• Approved: if your appeal is approved this means you will be provided financial relief for the term(s) you have requested minus a $500 administration fee.
• Declined: If your appeal is declined, this means you are still financially responsible for your full fees as your appeal was not granted. You can consider finding a replacement for your contract, withdrawing your cancellation returning to residence. If it is determined that a room change can support you, we will be in touch with the next steps.
• Requiring More Information: There is a request for additional documentation from the Committee or Accessible Housing. We will inform you of what is missing and how to resubmit your documentation or appeal.

Replacement Option

Students can find a replacement for their contract to avoid financial responsibility, subject to certain conditions.

Re-applying for residence after a Residence Cancellation

Students who withdraw from residence but later wish to return can reapply, offsetting the administration fee with a $500 credit after confirming their new contract and moving into residence when their new contract begins.

Residence Cancellation

A residence cancellation is considered successful when the canceling student has moved out of their room, returned their keys and the cancellation has been processed by Campus Housing. We cannot review an appeal unless the residence cancellation has been processed.

For specific questions or assistance, students can contact housing@uwaterloo.ca with their full name and Waterloo ID number.