Cancellation & Appeals

Cancellation

(before moving in)

If you return your application and decide that you:

  1. will not be attending Humboldt State University; or
  2. will not be living in the residence halls;

you must notify the Housing Office in writing of your decision.

NOTIFYING ANY OTHER UNIVERSITY OFFICE DOES NOT SUBSTITUTE FOR YOUR OBLIGATION TO NOTIFY HOUSING IN WRITING.

You can also cancel your application in your myHousing account.

2017-2018 Academic Year 

Please carefully review the cancellation information in the application for 2017-2018 Academic Year. Students wishing to cancel their request to live on campus for 2017-2018 must notify the Housing Office in writing, by fax or by email of this decision by July 15, 2017.

Notifying any other university office does not satisfy your obligation to notify the Housing Office in writing.

Such requests which are postmarked or received by July 15 will be honored, all cancellations will forfeit the nonrefundable application fee of $200.

Requests postmarked or received between July 16 - August 14, 2017, will be honored; however, these requests will forfeit the $200 nonrefundable application fee plus be charged a prorated daily penalty fee for each day of notice which is less than the required 30 days.

Beginning August 15, 2017, cancellations are no longer valid and students will be held financially responsible for their academic year housing contract.

The only time the fees are waived is if we are unable to offer or guarantee you a space by August 15, 2017 and you then cancel your request to live on-campus.

If you remain on the wait list after August 15 and we offer or guarantee you a room and you decline it, you will be held financially responsible for the entire academic year room and board fees, as per the license agreement.

Spring 2018

Please carefully review the cancellation information in the application for Spring 2018. Students wishing to cancel their request to live on campus for Spring 2018 must notify the Housing Office in writing, by fax or by email of this decision by January 2, 2018.

Notifying any other university office does not satisfy your obligation to notify the Housing Office in writing.

Such requests which are postmarked or received by January 2, 2018 will be honored, all cancellations will forfeit the nonrefundable application fee of $200.

Requests postmarked or received between January 3 - January 8, 2018, will be honored; however, these requests will forfeit the $200 nonrefundable application fee and be charged a prorated daily penalty fee for each day of notice which is less than the required 30 days.

Beginning January 9, 2018, cancellations are no longer valid and students will be held financially responsible for their academic year housing contract.

The only time the fees are waived is if we are unable to offer or guarantee you a space by January 9, 2018 and you then cancel your request to live on-campus.

If you remain on the wait list after January 9 and we offer or guarantee you a room and you decline it, you will be held financially responsible for the entire academic year room and board fees, as per the license agreement.

Request to Vacate: For Students Remaining at HSU

As stated in the Student Housing & Residence Life and Dining License Agreement “signing this license obligates Licensee to reside in the residence halls for the entire academic year or balance thereof.” If you decide to leave the residence halls while continuing to remain a student enrolled in classes at HSU, according to the terms of the license agreement you are legally and financially responsible for payment of the entire housing and dining charges for the balance of the entire academic year.

Request to Vacate form for students remaining at HSU

Request to Vacate: For Students Leaving HSU

As stated in the Student Housing & Residence Life and Dining License Agreement “signing this license obligates Licensee to reside in the residence halls for the entire academic year or balance thereof.” Requests to vacate when leaving HSU will be approved only as outlined in the License Cancellations/Revocations and Refund Policy section of the Housing & Residence Life and Dining License Agreement. A 30-day notice is required. Failure to provide a 30-day notice will result in a penalty fee. Please be advised that if you return to HSU and register for classes during the academic year you are requesting to vacate, you will be invoiced for the balance of your Housing and Dining contract per your original agreement for the academic year.

If you are currently involved in a student conduct process with Student Affairs or Housing, you will forfeit your right to vacate the residence halls and leave HSU with only a 30-day financial penalty. You will be responsible for the entire academic year if you are removed from Housing.

Request to Vacate form for students withdrawing from HSU

Please see your housing license agreement, “License Cancellations/Revocations and Refund Policy” for a more detailed explanation of the notice requirements and penalties involved.

Appeals

Do not sign another lease unless you have received a formal written release from your Housing License Agreement.

If a contract (lease) is completed in addition to a student’s (hereinafter called “Licensee”) Housing License Agreement, that Licensee then becomes legally obligated to two different agreements. Having another signed agreement is not grounds to be released from the Housing License Agreement.

The information on this page pertains to Appeal for License Agreement Release from Housing covered by the Housing License Agreement (hereinafter called “License Agreement”).

Your License Agreement is a legal contract. You cannot appeal the $200 non-refundable application fee. If you are, or will be, a registered Licensee and have completed a License Agreement, you are obligated to the terms of the License Agreement and must therefore appeal to be released from the License Agreement if you wish to have your rental obligation removed.

A pending appeal does not defer your room and board charges. Please make all payments by your assigned due date to avoid late charges. If your appeal is approved, adjustments to your account will be made.

Appeal for License Agreement Release

Appeal for License Agreement Release - En Español 

Appeal Information:

The submission of an appeal never guarantees release from a License Agreement. Appeals for License Agreement are any reason for which a Licensee has the goal of being released from a License Agreement. Reasons to submit such an appeal must include extraordinary causes, a serious, compelling and unforeseen medical or financial circumstance that you have encountered since you signed your License Agreement. Appeals must be initiated by the Licensee responsible for the License Agreement. The Appeals Committee makes recommendations to the Director for review.

Here are the steps to submitting an Appeal for License Agreement Release:

1. Complete the Standard Required Documents

The Appeal for License Agreement Release must be completed by the Licensee obligated by the License Agreement including the review and initialing of the License Agreement Release Documentation Guidelines (page 2). Page 2 of the Appeal for License Agreement Release details the types of documents required for this appeal. The Licensee must initial the bottom of this page to verify that they have read and understand this information.

Standard Required Documents

2. Supply Additional Information

Every Appeal for License Agreement Release must be accompanied by Standard Required Documents. While the Standard Required Documents listed below are the minimum requirement for the submission and consideration of an Appeal for License Agreement Release, it is required that Licensees supply additional information outlining their significant and unforeseen change of circumstances since signing their License Agreement to the Appeals Committee. This additional information may further support the Licensee’s case.

For every appeal that is submitted, the Appeals Committee looks at the documents presented to them and tries to answer the question, “What was the extraordinary cause, or serious, compelling and unforeseen medical or financial circumstance that the Licensee has encountered since the License Agreement was signed that prevents them from fulfilling their contractual obligations as outlined in the agreed-to terms and conditions of their License Agreement?” Therefore, it is often best to provide ‘too much’ dated documented evidence rather than ‘too little’. All appeals documentation is kept strictly confidential.

The Appeals Committee cannot inform you what to provide as each situation is individual. The Appeals Committee will have no knowledge of your situation other than the information you provide. Submitting factual documentation and detailed timelines in relation to the License Agreement may be helpful to the committee and explaining your situation in requesting an appeal. The Appeals Committee makes recommendations to the Director for review.

Medical Hardship Appeals

Release from the License Agreement is likely to be approved only if the Appeals Committee decides that the medical situation cannot be supported at an alternate location in campus housing. If the Appeals Committee determines that a vacancy exists on campus that adequately addresses or mitigates the condition, a medical priority transfer will be arranged, and the appeal will be denied. If the Committee is unable to determine that a significant and unforeseen/unavoidable change in medical circumstance has occurred since the completion of the Licensee’s on-campus License Agreement, the appeal will likely be denied.

If your medical appeal is disability-related, you must register your disability with the University by contacting the Student Disability Resource Center (SDRC). Medical appeals require written documentation from a physician or licensed mental health counselor (may not be a relative of the Licensee) confirming the medical situation as described in the appeal. This documentation should clearly state the type of accommodations that would assist in mitigating the condition (such as no carpet, no curtains, etc.) and should be on letterhead with the physician’s signature and contact information.

Types of medical documented evidence that may strengthen an appeal includes, but is not limited to:

  • Medical recommendation from physician’s office on letterhead that states the Licensee must live off campus with specific reasons
  • Other documented evidence that shows a clear change in condition since signing the License Agreement that affects the Licensee’s ability to live on campus

Financial Hardship Appeals

To appeal on grounds of financial hardship, Licensees must provide additional written documentation to support the claim of a significant and unforeseen/unavoidable change in financial circumstance since entering into the terms and conditions of the License Agreement that prohibits them from fulfilling their License Agreement obligations. Evidence of an alternate, less expensive housing arrangement does not qualify for a successful appeal and release from the License Agreement. Failure to maintain grade point averages, causing a loss of financial aid does not constitute a successful appeal.

If the Appeals Committee is unable to determine that a serious, compelling and unforeseen financial circumstance has occurred since the Licensee signed the License Agreement, the appeal will likely be denied.

Types of financial documented evidence that may strengthen an appeal includes, but is not limited to:

  • Checking account statements before and after the significant change of circumstance Dated proof of unemployment or loss of employment on letterhead and signed by previous employer Official Financial Aid statements
  • Other documented evidence that shows a clear change in financial circumstance that occurred since signing the License Agreement.

3. Submit Your Appeal

Submissions:

Licensees can submit the Appeal for License Agreement Release, accompanying letter and supporting documents:

  • Via Email (preferred): to housing@humboldt.edu with subject line “Housing Appeal”
  • MAIL: Licensees may submit documents via mail to Housing Appeals (HSU Housing and Residence Life, 355 Granite Ave, Arcata, CA 95521-7914),
  • FAX: (707) 826-5316 Attn: Housing Appeals.

Submitting documentation for an appeal does not guarantee an approved appeal. Whether or not documentation provided is sufficient to grant an appeal is at the sole discretion of the Appeals Committee regardless of the type of documentation provided. Incomplete appeal submissions will not be considered. Licensees must submit all appeal information in one, concise packet.

Please contact housing@humboldt.edu with any inquiries regarding the appeals process.