This policy is part of the 2008-2009 Academic Year Student Housing Agreement.

Student-Initiated Cancellations After the Binding Date

The Student Housing Agreement is binding for the period specified in your initial application. Students who wish to be released from their agreement after the binding date may do so only in the following circumstances:

• You withdraw from the University and do not enroll during the original term of the Student Housing Agreement (i.e., full academic year, the remainder of an academic year after date of application).
• When applications exceed the number of bed spaces available and Housing Assignment Services calculates that a limited number of students can be released from their Student Housing Agreements without resulting in empty beds during the next term, students can be released after their binding date on a first-come first-served basis. These students may be placed on a cancellation waiting list until such time as Housing Assignment Services determines whether or not projected occupancy warrants their release. Students who are guaranteed housing and are placed on a waiting list should not assume that they will be released. They may be held to all terms of their Student Housing Agreement. If you have requested release and are placed on a cancellation waiting list and subsequently change your mind, you must notify Housing Assignment Services in writing. If you fail to do so prior to the time a release is granted, you will no longer be guaranteed housing.
• Students who have a unique situation may submit a Request for Release from the Student Housing Agreement to Housing Assignment Services with justification.

Requests for Release
All requests for release from the Student Housing Agreement must be submitted in writing or by Web form to a Housing Assignment Services staff member or sent by certified mail to the Director of Housing Assignment Services, 5 Courtney St., Newark, DE 19716. Be sure to include documented proof of the circumstances related to your release request. If these circumstances change after you are released from the Student Housing Agreement, your release will become invalid and you will again be obligated to the terms of the Student Housing Agreement. (For example, if you withdraw from the University and later register during the academic periods originally covered by your housing agreement, you will still need to pay fees described in the Student Housing Agreement.) If your request is approved, it will become effective after completion of the procedures outlined in the section on Vacating Procedures and Rebate Policy.

If you want to be released from both your Student Housing and Dining Agreements at the same time, you may submit your request for canceling both agreements to the Director of Housing Assignment Services, 5 Courtney Street. Consult the Dining Services Agreement if you are only requesting an exception to, or release from, your dining agreement.

Requests for release will usually be acted upon by Housing Assignment Services following consultation with appropriate offices and necessary verification of information provided. You will normally have a decision within five working days. Decisions are made solely on the basis of the documentation you submit.

Acceptable Circumstances
You will be released from your Student Housing Agreement when you submit proof of one of the following circumstances to Housing Assignment Services:

• January or summer graduation.
• Voluntary official withdrawal or approved leave of absence from the University.
  Note: A written request is not needed when the student withdraws or takes a leave of absence from the University, as verified by the Office of the Associate Vice President for Campus Life or the University Registrar's Office. Dropping all classes does not constitute withdrawal.
• A new eligible applicant of the same sex is willing to assume full responsibility for the Student Housing Agreement. (The applicant must accept a binding Student Housing Agreement for the remainder of the academic year, submit a deposit, and remain in housing during the entire period.) To be released for this reason, you must accompany your eligible replacement when he or she submits a housing application to Housing Assignment Services. At the same time, you must provide a Housing Assignment Services staff member with a written statement including your replacement's name. The effective date of your release from the Student Housing Agreement is the date when the new resident signs in and occupies the space.
  Note: Your replacement must be fully matriculated and cannot be an incoming University student (first-time registrant) or one who already has an application on file with Housing Assignment Services. Students who have deferred their application to spring semester do not qualify as an eligible replacement.
• You are a freshman assigned to extended housing, and no permanent space is available when you request a cancellation.
  Note: This type of release request will be considered only until the end of the 11th week of the fall semester.
• Involvement in University-sponsored academic programs--such as student teaching, study abroad or University cooperative work program--make it impossible for you to commute from the Newark campus.
  Note: To avoid late fees, spring semester cancellation requests must be received by the last day of final examinations of the fall semester. Otherwise, you may be billed a $100 late cancellation fee once the Request for Release is approved.

Unacceptable Circumstances
You will not be released from your Student Housing Agreement for any of the following reasons:

• Voluntary reduction of academic credits
• Termination of your Student Housing Agreement due to violation of residence hall policies and procedures
• Failure to register for classes before the end of the drop/add period
• Failure to sign in or occupy the residence halls for the fall or spring semester
• Judicial sanctions (see Termination Due to Disciplinary Action)

Other Circumstances
If you want to be released from your Student Housing Agreement because you face serious circumstances other than those listed as unacceptable or acceptable, submit a written request to Housing Assignment Services. Normally, this request must be submitted at least five working days before you can be released from your Agreement. Requests must be accompanied by relevant and substantial supporting documents, such as financial changes verified on a Financial Aid form, or a medical needs form verified by the ADA coordinator or a medical statement verified by the Student Health Service. I understand if I provide documentation, authors or others may be called to verify information or provide clarity.

Appeals
If your request for release from your Student Housing Agreement is denied, you can submit a written appeal to the Office of the Associate Vice President for Administrative Services, 112 Hullihen Hall. 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 will arrange for any financial rebate due. A student, whose request for release is denied, is responsible for the cost of the assigned space and the dining charge through the remainder of the academic year. (Also see Primary Residence.)

After Release From a Student Housing Agreement
Once you have been released from your Student Housing Agreement, you must vacate your residence hall room or apartment within 48 hours of the effective date of release. You will be charged for the actual number of days that you occupied the room plus an additional two weeks. Any room charges paid in excess of the actual amount owed will be credited to your student account. The effective date for a rebate is the date when all of the following obligations have been met:

• Your request for release has been approved or initiated by Housing Assignment Services
• You have removed your belongings, leaving the space in clean, habitable condition.
  Note: Belongings that have been left in a room beyond the deadline designated for their removal may be packed and stored. In that event, you will pay a minimum of a $20 service charge. Students will be billed for the cost to bag personal items, to store items, or to move items. Items will be moved to a new assignment only if the assignment is in the same building. Items will be stored if the assignment is in a different building. The University will dispose of all stored items after 30 days if unclaimed. The University does not accept responsibility for items left or stored under these circumstances. If your room is dirty, cleaning charges will be added to your student account.
• You have completed a Check-In/Check-Out form in conjunction with a Residence Life staff member and submitted the form to your Hall Director.
• You have returned all of your keys and your Access Card to the Resident Assistant, the Hall Director, or the Area Office immediately after vacating the room or apartment. If you fail to return your keys/Access Card within 48 hours of your release date, you will be charged the cost of recoring the locks on the room and/or replacing your Access Card.

At the End of the Student Housing Agreement
You are required to vacate, return all keys and Access Card to the Resident Assistant, the Hall Director, or the Area Office and remove all personal belongings from your space within 24 hours of completing your last final examination or by the scheduled closing time (whichever comes first). If you are a graduating senior, you may remain in your residence hall space until the time designated by Housing Assignment Services.

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