Withdrawal and Cancellation

Students should meet with their community's Residence Life Co-ordinator (RLC) before deciding 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 for those that may require an accommodation due to a medical, sensory, physical, environmental, psychological, allergy/dietary restrictions, or mental health conditions.  

Students with a confirmed contract are financially responsible to pay for the entire contract once accepted.  Learn more about contract cancellations and appeals. 

Academic Withdrawal/Graduating

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.

Pandemic Concerns (spring 2022 only)

We understand that it may become necessary for students to consider cancelling their contract or withdrawing from residence due to the ongoing pandemic. For spring 2022, Campus Housing continues to offer flexibility with cancellations and withdrawals from residence contracts due to pandemic reasons.

For students cancelling due to “Pandemic Concerns”: 

• 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 incentive credit if they move into residence in a future academic term within the next year. Residence fees will be credited back to their Quest account less $500 (see administrative fee).  
• Undergraduate, exchange, and graduate students living in non-family housing including study permit holders that cancel or withdraw from residence after moving in will receive a prorated credit for their residence fees. The credit is based on when they move out of housing (belongings removed, and keys returned). They are also eligible for a one-time $500 rebooking incentive credit if they move into residence in a future academic term in 2022/2023.
  
  The rebooking incentive credit will be applied to the first term for all students when they live with us (example: if they live with us for fall and winter, the credit will only be applied to fall).

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/graduating” or “pandemic concerns” for spring 2022.  
• 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 are eligible to receive a refund for their residence deposit, 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. 

Withdrawal penalties

Our 2021/2022 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 potential move out date (please select the first day of term if you haven’t moved in yet) and share why you are leaving residence. If cancelling due to “Pandemic Concerns” for spring 2022 please select “Other” and include an explanation in the additional notes.

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 residence fees, please determine if a contract appeal or replacement is appropriate. 

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. Except for study permit holders who receive a refund for their residence deposit for the 2021/2022 academic year only, students who cancel their contract will see a $500 administrative fee charged to your Quest account. This administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.

Once we process your cancellation form, it can take 4-5 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”

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

Only study permit holders who cancel their residence contract before moving into residence for the academic year 2021/2022 will receive a refund of their $500 residence deposit. 

For the academic year 2022/2023 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 anytime during an academic year (e.g., fall 2021, winter 2022, or spring 2022), 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 2022-2023 academic year (e.g. spring 2023). This is a one-time credit that will only be applied to the term you move in. 

Students who cancelled their residence contract or withdrew from residence and forfeited their residence deposit are eligible to receive a rebooking incentive 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.  

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. You do not need to contact us to request your 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.