Withdrawal and Cancellation | Campus Housing

Confirmed Contract Cancellations

Campus Housing residents who choose to cancel their confirmed residence contract may be eligible for financial relief, depending on the reason for cancellation.

Financial Responsibilities

Under our terms and conditions, all undergraduate, graduate, and Family Housing students who accept a residence contract are financially responsible for the full term; however, if the contract is cancelled, eligibility for financial relief will be reviewed based on the reason for cancellation.

Students will remain financially responsible if you leave for reasons other than "academically withdrawn, deferred, or graduating".

We encourage you to review your specific residence contract for applicable withdrawal fees before submitting your request.

Review the following information to understand your financial responsibilities and determine if you qualify for financial relief:

Eligible for financial relief

Students are financially responsible for your contract unless you leave due to academic withdrawal, deferral, or graduation. Any credit is prorated based on when you have completely moved out of Campus Housing (all belongings removed, and keys returned).  

Any academic reason for cancelling a contract must be reflected and verifiable on Quest.

Students who academically withdraw must be approved by your academic advisor.

Not eligible for financial relief

Students will remain financially responsible if you leave for reasons other than "academically withdrawn, deferred, or graduating." Reasons not eligible for financial relief may include moving off campus, roommate conflicts, or co-op.

If you are not eligible for relief, you may explore other options for financial relief from your contract:

Find a contract replacement.
Submit an appeal based on exceptional circumstances or medical grounds.

Campus Housing will assist Family Housing students who remain academically enroled but wish to cancel their contract by first trying to find a replacement through the Family Housing waitlist. More information about our family eligibility criteria can be found in our Family Terms and Conditions.

THINGS TO CONSIDER BEFORE CANCELLING YOUR CONTRACT

If your academic or co-op schedule changes, contact Campus Housing first—we can adjust most contract types (Fall/Winter, Fall-Spring, Winter, Spring Only).  Students cancelling for a stream change/co-op will need to follow the appeal process if we are unable to accommodate your contract to your stream change.

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 (work orders, roommate contracts, mediation, etc.) before cancelling your confirmed housing contract.

Roommate contracts, mediation, and connecting with facilities are a few of the ways our Residence Life staff can help a student find resolution when experiencing an issue in residence.

Students are encouraged to go through the accessible housing process before cancelling your contract or moving out of residence. You will need to submit a medical grounds appeal if accessible housing supports are not meeting your needs and you have already worked with your Residence Life Coordinator to explore possible solutions. Students may appeal without first using Accessible Housing if recommended by your healthcare provider. However, appeals are harder to approve without evidence that supports were explored.

Financial Responsibilities

Our terms and conditions states that students who have accepted their residence contract are held financially responsible for the full length of your contract.

This means if you cancel your contract, you will be required to pay your full residence fees unless you are eligible for financial relief.  We encourage you to review your specific residence contract for applicable withdrawal fees before submitting your request.

Cancellation Fees, Credits and Charges

Students who cancel the contract will see a $500 administrative fee charged to your Quest account.

Students who have an offer of admission deferral approved by August 1 are eligible to receive a refund of the residence deposit. Eligible students must submit a Confirmed Contract Cancellation Form prior to this deadline and select ‘deferral’ as the reason to receive the deposit refund back to the original payment method.

Students with a revoked admission offer are also eligible for a refund of the residence deposit. Students must submit a Confirmed Contract Cancellation Form and select ‘Revoked Admission’ as the reason to receive the deposit refund back to the original payment method.  
The rebooking incentive credit allows students who forfeited their $500 deposit when cancelling their residence contract, to receive a one-time credit if they move into residence within the next year.

How to cancel your confirmed residence contract

Step 1:

Submit the Confirmed Contract Cancellation form and indicate a firm move out date (please select the first day of term if you haven’t moved in yet) and select a reason why you are leaving residence. Please provide additional details for your reason for requesting to cancel on the cancellation form.

Step 2:

Move your belongings out of residence and return your keys to the front desk of your residence community. The fees credit amount is based on the day you move out and return your keys

Step 3:

Once we receive notification that you have moved out and your keys have been returned, we will begin processing your cancellation. If you would like to seek financial relief for residence credit if your reason for cancelling is not eligible, please determine if a contract appeal or replacement is appropriate. 

Step 4:

We will process your cancellation based on your eligibility.

If eligible for financial relief, we will use the key drop off date as your official move out date. You will receive an email to your UWaterloo email indicating that your withdrawal/ cancellation has been processed.
If the reason you have indicated is not eligible for financial relief, we will contact you via email advising you of your next steps.

Cancellation/Withdrawal Frequently Asked Questions

WHY AM I CHARGED THE $500 ADMINISTRATIVE FEE when I already PAID A $500 HOUSING DEPOSIT?

When you pay your $500 residence deposit, it is applied and used as a credit on your Quest account and helps pay part of your residence fees for you to become fees arranged. Students who cancel their contract will see a $500 administrative fee charged to their Quest account. This administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.

WHEN WILL I SEE THE RESIDENCE FEE AND/OR HOUSING DEPOSIT CREDITED TO MY QUEST ACCOUNT?

Once we process your cancellation form, it can take 3-5 business days for the residence fee credit to appear on your Quest account.

For housing deposits, the refund will go back to your method of payment, so please check your credit card statements carefully.  

If you have questions about becoming fees arranged while waiting for the residence fee credit to appear on your Quest account, please visit How to become “Fees Arranged”

HOW DO I PAY THE $500 ADMINISTRATIVE FEE?

Please pay the administrative fee through your Quest account similar to paying regular residence fees. You can view payment options here.

I CANCELLED MY CONTRACT. CAN I GET A DEPOSIT REFUND?

For the academic year if you are a student that has or has not moved into residence your $500 deposit remains non-refundable. However, you may be eligible to receive a $500 rebooking incentive credit to your Quest account if you pay another deposit when accepting your new residence offer within the next year.  

This means that if you cancel a residence contract or forfeit your deposit anytime during an academic year you can receive a $500 credit to your Quest account if you apply, accept, and move into residence within one year. This is a one-time credit that will only be applied to the term you move in. 

Example: A student cancels their contract in Fall 2022 and loses their deposit. They re-apply Fall 2023, accept, pay a new deposit and move in. This student will be eligible for the rebooking credit.

WHO IS ELIGIBLE FOR THE REBOOKING Incentive CREDIT?

Students who forfeited their residence deposit are eligible to receive a rebooking incentive credit if they move into residence within the next academic year. This applies to students who cancelled their residence contract, withdrew from residence or were at one point not eligible to reside in housing. The credit is available to undergraduate and single graduate students. Families are not eligible.

HOW DO I REQUEST A REBOOKING Incentive CREDIT?

Rebooking incentive credits will be applied to your Quest account once you move into residence, and we confirm your eligibility. The credit will automatically be applied about six weeks from the start of term. If you believe you are eligible for a credit but have not received it, contact housing@uwaterloo.ca with your full name and 8-digit Waterloo ID number with your request.

WHEN and how WILL I RECEIVE MY REBOOKING Incentive CREDIT?

The rebooking credit will be applied to your Quest account approximately six weeks into the term. If you are determined to be eligible, you will receive a confirmation email, and your credit will be applied to your Quest account within 5  business days of the confirmation date. Please note that if you have an outstanding balance on your account, the credit may be automatically applied to offset that balance. Questions about using Quest credits should be directed to Student Financial Services.

I AM DEFERING. WHAT IS THE PROCESS?

If you are deferring your academic enrollment, you will not be held financially responsible for your contract. We will need to verify your deferral to your Quest before we are able to process your cancellation. If you have an approved deferral before August 1, then you would be eligible for a deposit refund.