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Requests and appeals

Room Change Requests

Please note that if you have concerns with your current room, please first discuss it with your Don. Your Don is always there to help you with any problems you are having.

In the fall term, room change requests before October are only processed in extenuating circumstances. 

If your Don determines that room change may be appropriate for you, she or he will refer you to your Residence Life Co-ordinator (RLC) for further assistance.

Roommate/Suitemate Concern

Living with other people can be difficult at times but it is essential that residents learn to live together through cooperation and respect. It is advised that all residents sharing a bedroom or suite complete the Roommate Agreement Contract. Further, we will only process one room change for Roommate/Suitemate Concern per contract.

Please note that room changes for roommate/suitemate concerns are not accepted within the first month of the term.

Step 1
If there is a roommate conflict, residents must first attempt to resolve the matter between them. This includes talking about the issue or creating a roommate agreement contract.

Step 2
If residents are unable to resolve a conflict on their own, they must contact their Don who will then facilitate a mediation with the parties involved.

Step 3
If the conflict cannot be resolved, or should a resident have other questions regarding the room change process, they may schedule an appointment with a Community Co-ordinator (CC) or Residence Life Co-ordinator (RLC) by email:

Ron Eydt Village: rev.reslife@uwaterloo.ca
Village 1: v1.reslife@uwaterloo.ca
Columbia Lake Village South: clv.reslife@uwaterloo.ca
Mackenzie King Village: mkv.reslife@uwaterloo.ca
Minota Hagey: mh.reslife@uwaterloo.ca
UW Place: uwp.reslife@uwaterloo.ca

Step 4
At your appointment, your CC or RLC will assess the situation. If it is agreed that a room change is appropriate, the CC or RLC will begin the administrative process. Please note that room availability may be limited. Room changes are conducted on a priority basis and may take a few weeks. 

Step 5
Once the administrative process is complete, your CC or RLC will send you an email confirming your move and provide you with additional information regarding the room change process.

Note the following:

• A resident may be moved at their RLCs discretion.

• Some bed spaces may appear to be vacant, however they may not be available.

New Room Request

Room change requests are rare for students who simply prefer a new location. Please book a meeting with your Community Co-ordinator (CC) or Residence Life Co-ordinator (RLC) to discuss your options:

Ron Eydt Village: rev.reslife@uwaterloo.ca
Village 1: v1.reslife@uwaterloo.ca
Columbia Lake Village South: clv.reslife@uwaterloo.ca
Mackenzie King Village: mkv.reslife@uwaterloo.ca
Minota Hagey: mh.reslife@uwaterloo.ca
UW Place: uwp.reslife@uwaterloo.ca

Medical

Room changes due to a medical need may require further documentation from a medical professional. If you require a room change based on a medical need, please contact your Community Co-ordinator (CC) or Residence Life Co-ordinator (RLC) by email:

Ron Eydt Village: rev.reslife@uwaterloo.ca
Village 1: v1.reslife@uwaterloo.ca
Columbia Lake Village South: clv.reslife@uwaterloo.ca
Mackenzie King Village: mkv.reslife@uwaterloo.ca
Minota Hagey: mh.reslife@uwaterloo.ca
UW Place: uwp.reslife@uwaterloo.ca

Stream changes

Academic stream changes affect your residence room booking, contract, and fees. 

If you make a request to change stream, you may have to move to a different residence community for the second term of your contract.

If you have any questions, please contact Housing administration.
 

If your room change is approved

Step 1
Upon receiving an approval email, go to the Residence Front Desk of your new room location, to pick up your new keys to your new room.

• Clear out all of your belongings from your room/suite and move them to your NEW room.

• Clean your OLD room and all common areas (dust, vacuum, wipe down counters, etc.).

• Arrange your furniture back to its original location.

Your room should look like it did when you first moved in!

Step 2
Once you are fully moved into your new room, return your old room keys to the Residence Front Desk of your old room location.

Step 3
Set up a time to meet with your new Don to introduce yourself. Meet with your new roommates (if applicable) and complete a new roommate agreement form. Introduce yourself at the next community meeting.

Disciplinary appeal procedure

Submit a Notice of Appeal

In order to appeal disciplinary action and/or eviction from residence, the student must submit a Notice of Appeal to the Manager, Residence Life within 10 working days of the action and/or eviction being appealed.

» Learn more about the disciplinary appeal procedure.

Waterloo Residences Fees and Contract Appeals Committee

In order to appeal a decision related to a student financial responsibility for residence fees, the student must submit an appeal to the Waterloo Residences Fees and Contracts Appeals Committee within five days of completing a Waterloo Residences Withdrawal/Cancelation form.

» Learn more about Waterloo Residences fees appeals.