Housing Cancellation Process
The Housing and Dining Services Agreement is for the entire academic year. That means everyone currently living in the residence halls during the fall semester is contractually obligated to reside in the halls for spring semester.
Continuing residents may be automatically released from the spring semester portion of their academic year agreement without penalty if the request is granted based on one of the following four reasons, and if a written request is postmarked by Dec. 31 of that year. Any request postmarked after Dec. 31, which receives approval based on one of the following reasons, will result in a minimum forfeiture of $250.
1. WITHDRAWAL OR LEAVE OF ABSENCE: including transfer to another university, academic disqualification or approved leave of absence. You must notify your appropriate school or college of your intention to withdraw or take a leave of absence. You must also notify the Office of Residential Life in writing by December 31 in order to avoid cancellation fees. Any request postmarked after Dec. 31, which receives approval based on one of the following reasons, will result in a minimum forfeiture of $250.
2. ASSIGNMENT TO A UNIVERSITY SPONSORED PROGRAM WHICH REQUIRES LIVING AWAY FROM SAN DIEGO: Any resident leaving USD for spring semester, but planning to return to campus housing for fall, should contact the Office of Residential Life by March 1 of that year. A $250 non-refundable room prepayment will be required at that time to sign up for Fall housing.
3. JANUARY GRADUATION
4. MARRIAGE. PROOF OF MARRIAGE IS REQUIRED
Students not returning to the residence halls (for reasons 1-4 noted above) may stop by the Office of Residential Life to complete the Agreement Cancellation Form that will serve as written notification. These forms are available now and should be completed before the end of the semester.
A resident with reasons for cancellation, other than those stated above, must submit a detailed letter to request authorization for release from the contract. Only those residents with unusual or compelling circumstances that were not foreseeable when the agreement period for occupancy began will be considered for release. Releases are not granted lightly. Reasons for cancellation such as roommate conflicts, noise or dislike of food will not be considered strong reasons for release. These issues can be addressed without canceling the contract via staff mediation or a room change request.
This written request should include very specific and detailed reasons for the cancellation request and what living arrangement is tentatively being planned for spring semester (actual street address, roommate(s), cost, etc.) if a release is granted. If financial reasons are involved, please either provide a copy of your financial aid award letter, or comment on the reasons you are not receiving any financial aid. Any continuing resident who submits a written request for cancellation of his or her academic year agreement by December 31 and who receives approval from the Director of Housing shall be assessed a cancellation fee of $1,500 as financial damages to partially compensate the University for this early release. Any request for termination received after December 31 that is granted will result in a cancellation fee of $2,000.
A Resident who receives approval to cancel the spring semester portion of his/her academic year agreement must complete all checkout procedures by the last day of fall semester contract period for occupancy (i.e. noon on December 23, 2009). Any resident who cancels the spring semester portion of his/her academic year contract and who does not complete all checkout procedures by the last day of the fall semester period for occupancy shall be assessed additional daily fees. These additional daily (late checkout) fees will be assessed for all checkouts after December 23 even if the request for cancellation is submitted after December 23.
The letter should be submitted to Rick Hagan, Director of Housing, either via e-mail at rhagan@sandiego.edu, or by sending a letter to the address below:
Office of Residential Life
University of San Diego
5998 Alcalá Park
San Diego , CA 92110
Every effort will be made to send a reply and additional instructions within five business days of receiving the written request.
