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contract holds a student financially responsible for their residence fees unless the academic offer for a student has been revoked.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


Step 1:

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:

Step 2: The completed scanned PDF appeals package should be submitted by email to 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).

Step 3:

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.


Important dates


If you would like your appeal to be heard at a meeting, submit your appeal documents by 9 a.m. on the following dates:

Fall 2020 - Spring 2021
No Appeals Required due to pandemic
Fall 2021/Winter2022 Appeals
Appeal Submission Deadline Appeals Committee Meeting
Monday, October 18, 2021 Week of October 25, 2021
Monday, November 22, 2021 Week of  November 29, 2021
Monday, February 14, 2022 Week of February 21, 2022
Spring 2022/Fall 2022 Appeals
Appeal Submission Deadline Appeals Committee Meeting
Monday, April 4, 2022 Week of April 11, 2022
Monday, July 25, 2022 Week of August 1, 2022
Monday, October 17, 2022 Week of October 24, 2022
Monday, November 21, 2022 Week of November 28, 2022

The opportunity to submit an appeal expires at the end of every academic year. The deadline to submit appeals for the 2019/2020 academic year has passed. The Committee will not consider any other appeals from the 2019/2020 academic year.


Frequently asked questions