Withdrawal and Cancellation

Cancellations and Withdrawals for Academic Years 2023/2024 (Fall 2023-Spring 2024)

Undergraduate, exchange, and graduate students who decide to cancel or withdraw from their residence contract because they are academically withdrawing will be eligible to receive a prorated residence fee credit. The residence fee credit is prorated based on when a student has completely moved out of Campus Housing (belongings removed, and keys returned).  

Please note this is not applicable to student family contracts. These contracts are governed by the Residential Tenancies Act. Please see your terms and conditions for more information.

If you wish to cancel your contract or withdraw from residence, please submit a withdrawal/cancellation form. 

Please note the following:

  • Students will remain financially responsible if they decide to leave for reasons outside of “academically withdrawn/deferred/graduating” 
  • Any academic reason for cancelling a contract must be reflected and be verifiable on a student’s Quest record 
  • When you pay your $500 residence deposit, it is applied as a credit to your Quest account. The deposit will offset part of your residence fees when you become fees arranged. Students who cancel their contract will see a $500 administrative fee charged to their Quest account. The administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.  
  • Students who defer their offer of admission prior to August 1, 2023 are eligible to receive a refund of the residence deposit. Eligible students must submit a withdrawal/cancellation form prior to this deadline and select ‘deferral’ as the reason to receive the deposit refund back to the original payment method. 
  • Students who have an offer of admission revoked are eligible to receive a refund of the residence deposit. Students must submit a withdrawal/cancellation form and select ‘Revoked Admission’ as the reason to receive the deposit refund back to the original payment method. 

Withdrawal penalties

Our 2023/2024 terms and conditions states that students who have accepted their residence contract are held financially responsible for the full length of their contract. 

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

How to withdraw or cancel your residence contract 

  1. Submit the withdrawal/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.
  2. Move your belongings out of residence and return your keys to the front desk of your residence community. Please note that for every day you have your belongings in residence and/or have your residence key, you are financially responsible for residence. 
  3. Once we receive notification that you have moved out and your keys have been returned, we will begin to process your cancellation. If the reason you have indicated is not eligible for financial relief, we will contact you via email advising your next steps. 
  4. 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. 
  5. If you would like to seek financial relief for a residence credit, please determine if a contract appeal or replacement is appropriate.  

Students can find relief to this financial responsibility by:

  • Submitting an Appeal
  • Finding a contract replacement
  • Academically withdrawing from the University
    Students that are academically withdrawing will be relieved of their prorated residence fees once Quest status reflects their withdrawn student status.
  • Campus Housing being 100% occupied
    If     Campus Housing reaches 100% occupancy for the contract type you have withdrawn from, you will be notified by Campus Housing. 

Cancellation/Withdrawal Fees and Credits

$500 Administrative Fee: When a student cancels or withdraws from their residence contract, a $500 administrative fee is applied to their Quest account in addition to any prorated residence fee credits.

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. 

Rebooking Incentive Credit

The rebooking incentive credit allows students who forfeited their $500 deposit when withdrawing from residence, to receive a one-time credit if they move into residence within the next academic year. 

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

For the academic year 2023/2024 if you are a Canadian citizen, Permanent Resident or Study Permit 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 decide to live with us within the next academic 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.