This policy is part of the 2008-2009 Graduate Student and Family Housing Agreement.

Student-Initiated Cancellations After the Effective Date of Agreement

Housing Assignment Services approves requests for release from the Graduate Student and Family Housing Agreement only under specific (see Acceptable Circumstances) and/or exceptional circumstances (see Other Circumstances). If you are released from your Agreement and the circumstances for your release later change, you will once again be obligated to fulfill the terms of the Agreement. (For example, if you withdraw from the University and later register during the period covered by your original housing agreement, you will again be obligated to honor the terms of your Agreement.)

Requests for Release
To cancel your Graduate Student and Family Housing Agreement after signing into your room or apartment, submit a Request for Release form to Housing Assignment Services 30 days before your requested date of departure. Hand your request directly to a member of the Housing Assignment Services staff (5 Courtney St.) or send the request by certified mail to: Director, Housing Assignment Services, 5 Courtney St., Newark, DE 19716.

• If you cannot provide 30-days notice, Housing Assignment Services may delay your release for up to 30 days. In that case, you will be charged for the full 30 days, even if you did not occupy the room or apartment during that time.
• Failure to pay your rent does not constitute cancellation of your Graduate Student and Family Housing Agreement.

Acceptable Circumstances
Cancellation of your Graduate Student and Family Housing Agreement will be permitted under the following circumstances when you submit proof to the Director of Housing Assignment Services:

• You have officially withdrawn from the University (Newark campus).
• You have graduated.
• You have taken an approved leave of absence from the University.
• You will be participating in University-sponsored programs, such as an internship, which would make it impossible for you to commute to Newark.
• You have identified a qualified applicant who is willing to occupy your space, submit a $200 Housing Deposit, and sign a Graduate Student and Family Housing Agreement confirming their willingness to comply with all terms.
  Note: In this case, your release takes effect on the same day the new occupant's Graduate Student and Family Housing Agreement becomes effective.

Unacceptable Circumstances
Cancellation of your Graduate Student and Family Housing Agreement will not be permitted for the following reasons:

• If you voluntarily reduce your academic credits below the minimum established by Housing Assignment Services
• If you fail to pay University charges on time
• If Housing Assignment Services terminates your assignment because you have violated policies or procedures
• If you fail to register for classes

Other Circumstances
If other medical or financial circumstances make it impossible for you to continue living in Graduate Student and Family Housing, submit a written request to: Director, Housing Assignment Services, 5 Courtney St., Newark, DE 19716. Describe the circumstances in your Request for Release. Requests must be accompanied by relevant supporting documents, such as medical statements and financial statements.

Appeals
If your Request for Release is denied, you can submit a written appeal to the Office of the Associate Vice President for Administrative Services, 112 Hullihen Hall, Newark, DE 19716. Your fully documented appeal and all appropriate documentation must be submitted within five working days of the date of the original decision letter. If your release is granted, the appropriate department administrator will be notified to arrange for any financial rebate due.

University-Initiated Cancellations Before the Effective Date of the Agreement
Housing Assignment Services can cancel your housing application before the Binding Date of the Agreement without prior notification under the following circumstances:

• If you fail to confirm your arrival date at least seven working days before the Binding Date of the Agreement
• If you fail to occupy your assigned room/apartment within two days of your scheduled check-in date without notifying a staff member of Housing Assignment Services to reschedule your check-in date.
• If your registration is canceled because you have been academically dropped for failure to maintain satisfactory progress
• If your registration is canceled because you failed to pay your University bills (including rent) on time
• If you voluntarily withdraw from the University.
  Note: If possible, your room or apartment will be reassigned to someone on the waiting list. If the space cannot be filled, however, you will be billed for the period of time between the effective date of your assignment and the effective date of the new applicant's Graduate Student and Family Housing Agreement. Once the new applicant occupies the space, your assignment and your Graduate Student and Family Housing Agreement will become null and void. If an eligible replacement cannot be found, you will be financially responsible for the space, according to the terms and conditions of your original assignment—unless you are officially released from your agreement by Housing Assignment Services.

University-Initiated Cancellations After the Binding Date of the Agreement
Housing Assignment Services can terminate your Graduate Student and Family Housing Agreement after the Binding Date of the Agreement without prior notification under the following circumstances:

• You are not properly registered at the University for the fall or spring semester.
• You are dropped for academic reasons.
• You fail to pay your University bills (including rent) on time.
• You fail to uphold the terms of the Graduate Student and Family Housing Agreement or other rules and regulations of the University described in the Student Guide to University Policies and agreed upon as a condition of assignment.
  Note: You will forfeit the entire $200 Housing deposit if Housing Assignment Services cancels your Agreement after it has gone into effect. Normally, Housing Assignment Services will provide 30 days notice before terminating your Agreement for any of the reasons outlined above. In extreme cases, such as a serious policy violation, however, the University can evict you immediately. In that event, you would remain financially responsible for your apartment or room rental for 30 days.

Vacating Procedures and Refund Policy
You must vacate your room/apartment by the last date of the Agreement Period specified in your Graduate Student and Family Housing Agreement or on the effective date of your Request for Release from your Graduate Student and Family Housing Agreement. All of the following tasks must be accomplished by 5:00 p.m. on that date.

• Remove all your belongings from your room or apartment.
  Note: If you leave anything behind, the items may be packed and stored by University personnel at your own risk. You will pay a minimum $20 service charge to cover the cost of moving such items. The University will dispose of all confiscated items within 30 days, unless you claim them.
  
• Before you leave, you must make arrangements to have the Apartment Manager conduct an exit inspection.
  Note: You will be financially responsible for any missing items or damage resulting from negligence or misuse of property. If you leave the space dirty, you will be billed for cleaning.
  
• You must complete a Check-In/Check-Out Form in conjunction with the Apartment Manager.
  Return your key and access card at the time of check-out to the Apartment Manager.
  Note: If you fail to turn in key and access card, the University will automatically change your lock and deactivate your access card. Any charges assessed at the time that you vacate your apartment will be deducted from your $200 Housing deposit. Charges in excess of the deposit balance will also be added to your student account. Any final Housing deposit balance will be credited to your student account. Please provide a forwarding address, in writing, to the U.S. Post Office, as well as to the University of Delaware.

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