Waterloo Residences acknowledges that we live and work on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land promised to the Six Nations that includes ten kilometers on each side of the Grand River.
As outlined in the Waterloo Residences terms and conditions, a residence contract holds a student financially responsible for their residence fees unless the academic offer for a student has been revoked.
All decisions regarding reimbursement of residence fees will be made on behalf of the Residence Fees & Contract Appeals Committee.
Grounds for appeals
Certain occasions may have grounds to submit an appeal to release a student from being financially responsible for their contract. The following are grounds in which a student may submit an appeal to the Residence Fees & Contract Appeals Committee:
- Exceptional circumstance, or
- Academically enrolled but cancelled their residence contract
All other reasons for a residence withdrawal do not have grounds for an appeal and students will be held financially responsible. Students academically withdrawing starting fall 2019 do not need to appeal. Financial relief will be processed once the student’s status changes on Quest.
Additionally, all deposits are non-refundable and not subject to an appeal.
The appeal process
Within ten business days of completing the Waterloo Residences Withdrawal/Cancelation form, a student must complete a written Notice of Appeal Form , letter of explanation and organize all other supporting documentation. Students must ensure that all their documentation is complete, correct, and legible. Supporting documents in a foreign language must be translated. If the proper documentation is not provided, the appeal will not be heard.
Step 2: The completed scanned PDF appeals package should be submitted by email to email@example.com. We are not able to accept emails with appeal documents attached as photographs. Students may deliver their appeal documentation to the Student Life Centre Department of Housing and Residence Office (SLC 0134).
The Residence Fees & Contract Appeals Committee meets twice a term; every second and fourth month. Students will be contacted once a decision has been made. An appeal can only be submitted once and all decisions are final. If you have been granted relief from your contract, you will receive a credit minus a $500 administration fee.
Note: If your appeal is approved and you decide to return to Waterloo Residences in the future, we want to support your transition. Please contact us once you have confirmed your contract and we will provide you with a $500 credit to off-set your administration fee.
If you would like your appeal to be heard at a meeting, submit your appeal documents by 9 a.m. on the following dates:
|Appeal Submission Deadline||Appeals Committee Meeting|
|Monday, July 22, 2019||Week of July 29, 2019|
|Monday, September 23, 2019||Week of September 30, 2019|
|Monday, November 25, 2019||Week of December 2, 2019|
|Fall 2020/Winter 2021 Appeals|
|Monday, January 27, 2020||Week of February 1, 2020|
|Monday, April 6, 2020||Week of April 13, 2020|
|Monday, July 20, 2020||Week of July 27, 2020|
|Monday, September 28, 2020||Week of October 5, 2020|
|Monday, November 23, 2020||Week of November 30, 2020|
|Monday, January 25, 2021||Week of February 1, 2021|
|Spring/Fall 2021 Appeals|
|Monday, April 5, 2021||Week of April 12, 2021|
|Monday, July 23, 2021||Week of July 26, 2021|
|Monday, September 27, 2021||Week of October 4, 2021|
|Monday, November 22, 2021||Week of November 29, 2021|
The opportunity to submit an appeal expires at the end of every academic year. The deadline to submit appeals for the 2018/2019 academic year has passed. The Committee will not consider any other appeals from the 2018/2019 academic year.
Frequently asked questions
What is an appeal?
If you are looking for relief of your residence fees after withdrawing from residence, you can submit an appeal.
The following are grounds in which a student may submit an appeals to the Residence Fees and Contract Appeals Committee:
- Medical (Doctor’s note required to support the medical need to leave residence.)
- Exceptional circumstance (Proof of an unpredicted circumstance that occurred after signing the residence contract is required.)
- Academic (Proof of being required to withdrawal or repeat is needed. This does not include stream changes.)
All other reasons do not have ground to submit an appeal.
When do I need to submit my appeal documentation by?
Please see the important dates calendar above to find out the submission date for supporting and relevant documentation.
All required documentation must be submitted to allow for the Residence Fees and Contract Appeals Committee to review the appeal. You can email your documentation to: firstname.lastname@example.org or drop it off in person to the Admissions and Marketing office located in the Student Life Centre (SLC), room 0134.
Students will have one opportunity to submit an appeal. The decision of the committee will be final and no further appeals will be granted.
What are some examples of supporting documentation?
Examples of supporting documentation:
- Academic: Waterloo Residences will verify your academic standing through the Registrar’s Office. Supporting documentation will not be required if cancelling a residence contract due to an academic withdrawal.
- Exceptional Circumstance: many reasons fall under this category so make sure your documentation supports your reasoning. Please note that your documentation must prove that an unforeseen circumstance occurred after you signed your residence contract. If your circumstances are medically related, a letter from a medical professional which outlines your condition and why you must withdraw from residence must be submitted.
Decisions are based on the documentation submitted that creates a compelling argument for an appeal. Ensure that all your documentation is correct, legible and clearly outlines your reason(s) for appealing.
When does the committee meet?
Please see the schedule above for the submission deadlines and committee meeting times.
What are the possible outcomes?
There are two outcomes:
- Approved: if your appeal is approved this means you will be provided financial relief for the term(s) you have requested (less a $500 administration fee).
- Declined: if your appeal is declined this means you are still financially responsible for your full fees as your appeal was not granted. You can consider finding a replacement for your contract or replacing yourself in order to be relieved of your financial responsibility.
Students have one opportunity to submit an appeal. The decision of the committee will be final and no further appeals will be granted.
When will I be notified of the results of my appeal?
Students will be notified by email within 1 - 2 weeks after the committee meets.
Who is on the Residence Fees and Contract Appeals Committee?
The committee consists of Waterloo Residences staff and student representation and meets two times per term to review the submitted documentation for each appeal. The committee will determine if a student will be relieved of their financial responsibility.
I found a replacement and submitted an appeal. What do I do now?
A successful replacement has to be someone who is not on a current contract or part of the first-year guarantee. If your replacement meets the criteria and accepts the offer, you will be relieved of the residence fees less the $500 administrative fee. We are not able to guarantee that the replacement will receive your residence assignment.
You are still responsible for any fees incurred before your replacement moves into residence, but you will not need to continue through the appeals process.
I withdrew from residence and my cancellation was processed.
However, now I want to live in residence.
If you decide you want to live in residence after your withdrawal form has been processed, you can replace yourself (i.e. re-apply for residence and submit a new $500 non-refundable deposit). This means that once you sign your new contract, you would be relieved of your financial responsibility from your previous contract (minus a $500 administration fee) and only held financially responsible for your new contract. We want to support your transition back into residence – contact us once you’ve moved into residence and we will provide you with a $500 credit to make up for the administration fee you received.