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contract holds a student financially responsible for their residence fees unless the academic offer for a student has been revoked.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 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
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.
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 firstname.lastname@example.org.
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 refund 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. by the first Monday of the meeting month:
- February 6, 2017
- April 3, 2017
- June 5, 2017
- August 7, 2017
- October 2, 2017
- December 4, 2017
The opportunity to submit an appeal expires at the end of every academic year. The deadline to submit appeals for the 2015/2016 academic year has passed. The Committee will not consider any other appeals from the 2015/2016 academic year.
Frequently asked questions
What is an appeal?
If you are looking for a refund 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?
All supporting and relevant documentation must be submitted within 10 business days of you submitting your withdrawal form.
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: email@example.com 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: letter from Registrar’s Office explaining why you must withdraw due to academic status or situation.
- Medical: letter from a medical professional which outlines your condition and why you must withdraw from residence.
- 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.
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?
The committee meets two times per term; every second month and fourth month of a term. This means the Committee meets in: October, December, February, April, June and August.
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.