CANCELLATION POLICY – The Department of Housing Services requires that students, or if under 18 a parent or legal guardian, electronically sign a housing agreement to secure a unit on campus. By requiring students to do this, Housing Services can conclude that these students intend to live on campus and therefore a unit should be reserved in their name. By submitting a housing agreement, students are stating that they have read and understand the policies and fees associated with canceling the housing agreement.
If a resident wishes to cancel, he or she must cancel his or her housing agreement in writing and meet with a Housing Services staff member, except in extenuating circumstances. The cancellation process will not be complete until the resident completes the step-by- step instructions for checking out. See page 9 for more information on checking out. Full room charges will continue to accrue on a prorated basis until the resident successfully completes the checkout process, including the returning of all university-issued keys and the written acknowledgement of the cancellation by Housing Services.
Residents who cancel their housing agreement with two weeks or less remaining in fall or winter quarter or one month or less remaining in spring quarter will not receive partial credit for that quarter. Refer to calendar on page 12. All cancellation notifications must be made in writing to Housing Services. Most cancellations are subject to cancellation fees; the guidelines are as follows:
NO CANCELLATION FEE for students who cancel while they are still on the housing wait list or for students who have not been confirmed for a unit.
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$1,000 CANCELLATION FEE for (1) continuing students who cancel after being confirmed for housing and prior to the first day of occupancy; (2) students who cancel due to a voluntary withdrawal from the university after the start date of the housing agreement; and, (3) enrolled students who are academically dismissed from the university.
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CANCELLATION FEE EQUAL TO 50 PERCENT of the housing charges for the remainder of the full length
of the agreement for all students who cancel after they –
have been confirmed for housing and/or have taken occupancy or after the start of their agreement. This includes all residents who are judicially removed from on-campus housing or dismissed from the university for judicial reasons.
Students who have been confirmed for housing or who have occupied a residential unit are also subject to a prorated daily room charge of 100 percent until a written cancellation request has been received and the checkout process has been successfully completed, according to Housing Services’ procedures.
Cancellation fees are not affected by whether or not Housing Services is able to fill the residence unit vacated by the resident. Each resident is responsible for all appropriate cancellation fees outlined in the terms and conditions of his or her housing agreement. The resident must cancel his or her housing agreement in writing and meet with a Housing Services staff member to follow the step-by- step instructions of the checkout process. All room and board charges will continue to accrue until the student has completed the checkout process. This process includes the return of all university-issued keys.
CHECK-IN PROCEDURE – During check-in, you are issued a room key and instructions on how to complete a housing condition report (HCR). It is your responsibility to: Carefully examine your unit and its contents
Review pre-existing issues already noted by staff on the HCR
Fill out the personal information form and key agreement
Indicate the unit’s condition (including noting the absence/presence and quantity of furnishings) on the HCR
Complete the HCR as instructed within 48 hours of check-in
IMPORTANT DATES REGARDING YOUR AGREEMENT. TO SEE THE COMPLETE CALENDAR, VIEW PAGE 12. EVENT
DATE AND TIME Fall Quarter Move-Out December Intersession Winter Quarter Move-In Spring Quarter Move-Out 8 8 HOUSING AGREEMENT Wednesday, November 26, 2014, by noon Wednesday, November 26, 2014 through 5 p.m. on Friday, December 19, 2014 Friday, January 2, 2015, at 9 a.m. Saturday, June 13, 2015, by noon
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