Withdrawal and Cancellation

Contract Cancellations  

For any undergraduate, exchange, and graduate students who choose to cancel their residence contract, the reason for leaving will determine your eligibility for financial responsibility for the contract fees. 

If you decide to break your contract with Campus Housing, your Residence Cancellation Form will be reviewed to determine if you qualify for financial relief. Please see your terms and conditions for more information. 

Eligible for financial relief 

Students who are academically withdrawing, deferring, or graduating are eligible to receive a residence fee credit. This credit is prorated based on when the student has completely moved out of Campus Housing (all belongings removed, and keys returned).  

  • Any academic reason for canceling a contract must be reflected and verifiable on the student’s Quest record.  
  • Students who academically withdraw must be approved by their academic advisor. 

Not eligible for financial relief 

Students will remain financially responsible if they leave for reasons other than "academically withdrawn, deferred, or graduating." Reasons not eligible for financial relief may include moving off campus, roommate conflicts, or Co-op.  If you are not eligible for relief, you may explore other options for financial relief from your contract: 

  1. Find a contract replacement 
  2. Submit an appeal based on exceptional circumstances 
  3. Submit an appeal based on medical circumstances 

Please note this is not applicable to student family contracts. The appeal process also does not apply to student-family housing contracts. Please see the family housing terms and conditions for more information. 

Deposit refunds are only offered to students where applicable 

  • Students who have their offer of admission deferral approved by August 1 are eligible to receive a refund of the residence deposit. Eligible students must submit a Confirmed Contract cancellation form prior to this deadline and select ‘deferral’ as the reason to receive the deposit refund back to the original payment method.  
  • Students with a revoked admission offer are also eligible for a refund of the residence deposit. Students must submit a Confirmed Contract Cancellation Form cancellation form and select ‘Revoked Admission’ as the reason to receive the deposit refund back to the original payment method.  

Financial Responsibilities  

Our terms and conditions states that students who have accepted their residence contract are held financially responsible for the full length of their contract.  

This means if you cancel your contract, you will be required to pay your full residence fees unless you are eligible for financial relief.  We encourage you to review your specific residence contract for applicable withdrawal fees before submitting your request.  

Cancellation Fees, Credits and Charges 

When you pay your $500 non-refundable housing deposit, it is applied as a credit to your Quest account. The deposit will offset part of your residence fees when you become fees arranged. Students who cancel their contract will see a $500 administrative fee charged to their Quest account. The administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.  

Rebooking Incentive Credit

The rebooking incentive credit allows students who forfeited their $500 deposit when cancelling their residence contract, to receive a one-time credit if they move into residence within the next year. 

How to cancel your confirmed residence contract  

Step 1:

Submit the Confirmed Contract Cancellation form and indicate a firm move out date (please select the first day of term if you haven’t moved in yet) and select a reason why you are leaving residence. Please provide additional details for your reason for requesting to cancel on the cancellation form. 

Step 2:

Move your belongings out of residence and return your keys to the front desk of your residence community.  The fees credit amount is based on the day you move out and return your keys 

Step 3:

Once we receive notification that you have moved out and your keys have been returned, we will begin processing your cancellation. If you would like to seek financial relief for residence credit if your reason for cancelling is not eligible, please determine if a contract appeal or replacement is appropriate.  

Step 4:

We will process your cancellation based on your eligibility. 

  • If eligible for financial relief, we will use the key drop off date as your official move out date. You will receive an email to your UWaterloo email indicating that your withdrawal/cancellation has been processed.  

  • If the reason you have indicated is not eligible for financial relief, we will contact you via email advising you of your next steps.

Cancellation/Withdrawal Frequently Asked Questions

WHY AM I CHARGED THE $500 ADMINISTRATIVE FEE when I already PAID A $500 HOUSING DEPOSIT?

When you pay your $500 residence deposit, it is applied and used as a credit on your Quest account and helps pay part of your residence fees for you to become fees arranged. Students who cancel their contract will see a $500 administrative fee charged to their Quest account. This administrative charge ensures that the non-refundable residence deposit is retained by Campus Housing.

WHEN WILL I SEE THE RESIDENCE FEE AND/OR HOUSING DEPOSIT CREDITED TO MY QUEST ACCOUNT?

Once we process your cancellation form, it can take 3-5 business days for the residence fee credit to appear on your Quest account. 

For housing deposits, the refund will go back to your method of payment, so please check your credit card statements carefully.   
 
If you have questions about becoming fees arranged while waiting for the residence fee credit to appear on your Quest account, please visit How to become “Fees Arranged”

HOW DO I PAY THE $500 ADMINISTRATIVE FEE?

Please pay the administrative fee through your Quest account similar to paying regular residence fees. You can view payment options here. 

I CANCELLED MY CONTRACT. CAN I GET A DEPOSIT REFUND?

For the academic year if you are a student that has or has not moved into residence your $500 deposit remains non-refundable. However, you may be eligible to receive a $500 rebooking incentive credit to your Quest account if you pay another deposit when accepting your new residence offer within the next year.   

This means that if you cancel a residence contract or forfeit your deposit anytime during an academic year you can receive a $500 credit to your Quest account if you apply, accept, and move into residence within one year. This is a one-time credit that will only be applied to the term you move in.   

Example: A student cancels their contract in Fall 2022 and loses their deposit. They re-apply Fall 2023, accept, pay a new deposit and move in. This student will be eligible for the rebooking credit. 

WHO IS ELIGIBLE FOR THE REBOOKING Incentive CREDIT?

Students who forfeited their residence deposit are eligible to receive a rebooking incentive credit if they move into residence within the next academic year. This applies to students who cancelled their residence contract, withdrew from residence or were at one point not eligible to reside in housing. The credit is available to undergraduate and single graduate students. Families are not eligible.

HOW DO I REQUEST A REBOOKING Incentive CREDIT?

Rebooking incentive credits will be applied to your Quest account once you move into residence, and we confirm your eligibility. The credit will automatically be applied about six weeks from the start of term. If you believe you are eligible for a credit but have not received it, contact housing@uwaterloo.ca with your full name and 8-digit Waterloo ID number with your request.

WHEN and how WILL I RECEIVE MY REBOOKING Incentive CREDIT?

The rebooking credit will be applied to your Quest account approximately six weeks into the term. If you are determined to be eligible, you will receive a confirmation email, and your credit will be applied to your Quest account within 5  business days of the confirmation date. Please note that if you have an outstanding balance on your account, the credit may be automatically applied to offset that balance. Questions about using Quest credits should be directed to Student Financial Services.

I AM DEFERING. WHAT IS THE PROCESS?

If you are deferring your academic enrollment, you will not be held financially responsible for your contract. We will need to verify your deferral to your Quest before we are able to process your cancellation. If you have an approved deferral before August 1, then you would be eligible for a deposit refund.