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Contract appeals

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contract holds a student financially responsible for their residence fees unless the academic offer for a student has been revoked.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

  • Medical,
  • Exceptional circumstance, or
  • Academically required to repeat or withdrawal.

All other reasons for a residence withdrawal do not have grounds for an appeal and students will be held financially responsible. 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:

The completed document package should be submitted to the Waterloo Residences Fees and Contracts Appeal Committee c/o Manager, Residence Assignments. Students may deliver their appeal documentation to the Student Life Centre Department of Housing and Residence Office (SLC 0134) or send the documents in an email to

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. by the first Monday of the meeting month:

Appeal Submission Deadline Appeals Committee Meeting
Monday February 19, 2018 Week of February 26, 2018
Monday April 2, 2018 Week of April 9, 2018
Monday July 23, 2018 Week of July 30, 2018
Monday September 24, 2018 Week of October 1, 2018
Monday November 26, 2018 Week of December 3, 2018
Monday January 15, 2019 Week of January 21, 2019
Monday February 18, 2019 Week of February 25, 2019
Monday April 1, 2019 Week of April 9, 2019
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

The opportunity to submit an appeal expires at the end of every academic year. The deadline to submit appeals for the 2016/2017 academic year has passed. The Committee will not consider any other appeals from the 2016/2017 academic year.


Frequently asked questions