2020/21 Cancellations and Withdrawals
We understand that it may become necessary for students to consider cancelling their contract or withdrawing from residence, especially in light of the ongoing pandemic. In an effort to always put students first, Campus Housing offers a flexible cancellation and withdrawal from residence contracts due to pandemic reasons for the 2020/21 academic year. We encourage students to meet with their community's Residence Life Co-ordinator (RLC) before making a decision to leave residence. The RLC can provide options, resources, and referrals to assist students in their decision-making process. This includes information on how to go through the Accessible Housing process in the case of students that may require an accommodation due to a medical, sensory, physical, environmental, psychological, allergy/dietary restrictions, or mental health conditions.
Undergraduate, exchange, and graduate students living in non-family housing who decide to cancel or withdraw from their residence contract due to pandemic concerns or because they have decided to academically withdraw will be eligible to receive a prorated residence credit. The residence credit is prorated based on when a student has moved out of housing (belongings removed, and keys returned).
Please note the following:
- Students will remain financially responsible if they decide to leave for reasons outside of “academically withdrawn” or “pandemic concerns” between now and spring 2021.
- Study permit holders who cancel before arriving on campus, will receive a $500 housing deposit refund to their original payment method since we understand that international travel continues to be impacted by the COVID-19 pandemic. Residence fees will be credited back to their Quest account in full.
- Canadian citizens and permanent residents who cancel before arriving on campus will not receive the housing deposit refund but are eligible for a one-time $500 rebooking credit if they move into residence in a future academic term in 2021. The credit will be applied to the first term they live with us (example: if they live with us for winter and spring, the credit will only be applied to winter). Residence fees will be credited back to their Quest account less $500 (see administrative fee).
- All students including study permit holders that cancel or withdraw from residence after moving in will receive a prorated credit for their residence fees and are eligible for a one-time $500 rebooking credit if they move into residence in a future academic term in 2021. The credit will be applied to the first term they live with us (example: if they live with us for winter and spring, the credit will only be applied to winter).
- Students who cancel their contracts and move out of residence within the last 4 weeks of term will not receive a prorated housing credit.
- Students cancelling their housing contract must submit the Withdrawal/Cancellation form. Cancellations are processed daily, and students will see the residence and/or deposit credit in Quest within 10 business days of the processed cancellation.
If you wish to cancel your contract or withdraw from residence, please submit a withdrawal/cancellation form.
Note: 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. Except for study permit holders who receive a refund for their residence deposit, students who cancel their contract will see a $500 administrative fee charged to your Quest account. The administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.
Withdrawal penalties
Our 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.
*Not applicable for 2020/21 academic year due to COVID-19.
How to withdraw or cancel your residence contract
1. Submit the withdrawal/cancellation form and indicate a potential move out date and share 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 process your cancellation or withdrawal using 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.
4. 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
- Find a contract replacement
- Academically withdrawing from the University (only available for students for fall 2019 and in future terms) Students that are academically withdrawing will be relieved of their prorated residence fees once Quest status reflects their withdrawn student status.
- Waterloo Residences is 100% occupied
If Waterloo Residences reaches 100% occupancy for the term you have withdrawn from, you will be notified by the Housing department.
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 since I paid a $500 housing deposit?
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. With the exception of study permit holders who receive a refund for their residence deposit, students who cancel their contract will see a $500 administrative fee charged to your Quest account. The 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 up to 10 business days for the residence fee credit to appear on your Quest account. It will also take 10 business days for the housing deposit, but that 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.
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?
At this time, study permit holders who cancel their residence contract before moving into residence will receive a refund of their $500 residence deposit. If you are a Canadian citizen, Permanent Resident or Study Permit student that moved into residence your $500 deposit remains non-refundable. However, you may be eligible to receive a $500 rebooking 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 anytime during the 2020-2021 academic year (fall 2020, winter 2021, or spring 2021), you can receive a $500 credit to your Quest account if you apply, accept, and move into residence in any term before the end of the 2021-2022 academic year (up to spring 2022). This is a one-time credit that will only be applied to the term you move in.
Who is eligible for the rebooking credit?
Students who cancelled their residence contract or withdrew from residence and forfeited their residence deposit are eligible to receive a rebooking credit if they move into residence within the next academic year. The credit is available to undergraduate and single graduate students. Families are not eligible.
How do I request a rebooking credit?
Rebooking 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. You do not need to contact us to request your credit.
When will I receive my rebooking credit?
The rebooking credit will be applied to your Quest account about 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 10 business days of the confirmation date.
Can I receive my rebooking credit as cash or in my bank account?
No. All rebooking credits will be applied to your student Quest account. 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.
