Campus Housing’s terms and conditions states that a student with an active residence contract is financially responsible for residence fees unless they are academically withdrawn from the University, academic offer was revoked, or have graduated.
If a student is enrolled at the University and successfully cancels their residence contract*, they can submit a contract appeal. These appeals will fall into two categories: exceptional circumstances or medical grounds.
*A residence cancellation is considered successful when the cancelling student has moved out of their room, returned their keys and the cancellation has been processed by Campus Housing.
Please note:
- All deposits are non-refundable and are therefore not subject to an appeal.
- Students academically withdrawing (including transferring to another University) do not need to appeal. Financial relief from a residence contract will be processed once the student’s academic status changes on Quest.
- The appeal process does not apply to student family housing contracts. The Residential Tenancies Act governs these contracts. Please see the family housing terms and conditions for more information.
The opportunity to submit an appeal expires at the end of every academic year (fall to spring), listed in the Terms and Conditions. The deadline to submit appeals for the 2022/2023 academic year has passed. The deadline to submit appeals for the 2023/2024 is July 30, 2024.
Types of Contract Appeals:
A student can submit an appeal for one of two reasons:
- Exceptional Circumstances: Circumstances that are unforeseen or unavoidable and align with the academic term(s) in question and cannot be resolved with a change in residence contract terms. An example would be changes in an academic program or co-op would not fit either a Fall/Winter or Fall/Spring contract.
- Medical Grounds
Medical condition or disability that cannot be appropriately accommodated through Campus Housing. We do recommend students appealing on medical grounds to go through the Accessible Housing process before leaving residence. Our office and campus partners can work to meet the recommended housing needs of the student. We understand that medical needs change unexpectedly and some students may need to leave residence without going through the Accessible Housing process. It is also recognized that an accessible housing support may not be appropriate for every student, therefore this is recommended but not required.
All other non-academic reasons for a residence contract do not have reasons for an appeal, and students will be held financially responsible for their contract.
How to Submit an Appeal
Please select the option below that best fits your reasons for appealing to learn more about how to submit a successful contract appeal.
All decisions regarding reimbursement of residence fees will be made on behalf of the Residence Fees & Contract Appeals Committee.
If your appeal is approved and you decide to return to Campus Housing within one academic year, 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 offset your administration fee.
Important dates
Students academically withdrawing (including transferring to another University) do not need to appeal. Financial relief from a residence contract will be processed once the student’s academic status changes on Quest.
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 2023, Winter 2024 & Spring 2024 | |
---|---|
Appeal Submission Deadline | Appeals Committee Meeting |
Monday, November 20, 2023 | Week of November 27, 2023 |
Monday, February 19, 2024 | Week of February 26, 2024 |
Monday, July 22, 2024 | Week of July 29, 2024 |
If you are unsure if your reason for ending your contract requires an appeal, please contact us at housing@uwaterloo.ca with your full name and 8-digit Waterloo ID number.