Cancellation & Appeals
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Cancellation Prior to Move-In
If you need to cancel your application before move-in, because you will not be attending Cal Poly Humboldt or no longer plan to live in the residence halls; you must notify the Housing Office of your decision by emailing housing@humboldt.edu or email or by cancelling in your myHousing portal. NOTIFYING ANY OTHER UNIVERSITY OFFICE DOES NOT SUBSTITUTE FOR YOUR OBLIGATION TO NOTIFY HOUSING IN WRITING.
2023 - 2024 Academic Year
Students wishing to cancel their request to live on-campus for 2023 - 2024 who have a room assignment, must notify the Housing Office by email or by cancelling in their myHousing portal by July 14, 2023, to avoid penalties by providing 30 days notice.
Cancellation requests received between July 15 - August 13 will be honored; however, these requests will be charged a prorated daily penalty fee for each day of notice which is less than the required 30 days.
Beginning August 14, 2023, cancellations are no longer valid and students with a room assignment will be held financially responsible for their entire academic year housing contract.
Students who cancel from the waitlist after the July 14 cancellation deadline will not be penalized. If we are unable to offer or guarantee a space by August 14 and a student cancels from the waitlist, they will not be penalized.
If a student remains on the waitlist after August 14 and we offer or guarantee that student a room and the student declines it, they will be held financially responsible for the entire academic year room and meal plan fees, as per the license agreement.
Spring 2024 (Only for NEW Spring 2024 residents)
Please carefully review the cancellation information in the application for Spring 2024. (This does not apply for students who lived on-campus for Fall 2023 - those students are bound by the full 2023-2024 Academic Year Agreement). Students wishing to cancel their request to live on campus for Spring 2024 must notify the Housing Office by email or by cancelling in their myHousing portal by January 2, 2024.
Notifying any other university office does not satisfy your obligation to notify the Housing Office in writing.
Such requests that are received by January 2, 2024 will be honored, and will not be charged penalties by providing 30 days notice.
Cancellation requests received between January 3 - January 7, 2024, will be honored; however, these requests will be charged a prorated daily penalty fee for each day of notice that is less than the required 30 days.
Beginning January 8, 2024, cancellations are no longer valid and students will be held financially responsible for their Spring housing contract.
The only time the fees are waived is if we are unable to offer or guarantee you a space by January 8, 2024 and you then cancel your request to live on-campus.
If you remain on the waitlist after January 8 and we offer or guarantee you a room and you decline it, you will be held financially responsible for the entire spring term room and meal plan fees, as per the license agreement.
Cancellation/Vacate After Move-In
Any Licensee who need to vacate the residence halls must submit a Vacate Form. Please see your Housing & Residence Life and Dining License Agreement, “License Cancellations/Revocations and Refund Policy” for a more detailed explanation of the notice requirements and penalties involved.
Residents Remaining a Student at Cal Poly Humboldt
As stated in the Housing & Residence Life and Dining License Agreement the 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 Cal Poly Humboldt, 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.
Residents No Longer Attending Cal Poly Humboldt
Residents who will no longer be an active student, as outlined in the License Cancellations/Revocations and Refund Policy section of the Housing & Residence Life and Dining License Agreement, will be required to provide at least a 30-day notice. Failure to provide a 30-day notice will result in penalty fees. Please be advised that if you return to Cal Poly Humboldt and register for classes during the academic year you are vacating, you will be invoiced for the balance of your Housing and Dining contract per your original agreement for the academic year.
Appeals
Do not sign another lease unless you have received a 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. 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 meal plan 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 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.
Complete the Appeal for License Agreement Release
The Appeal for License Agreement Release must be completed by the Licensee obligated by the License Agreement.
Provide Supporting Documentation
Every Appeal for License Agreement Release must be accompanied supporting documentation. While the supporting documentation listed below are the minimum requirements 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 Campus Disability Resource Center (CDRC). 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.
Please contact housing@humboldt.edu with any inquiries regarding the appeals process.
Beginning on the first day of the fee period, Licensees who wish to cancel their agreement, while still attending Humboldt will be held financially responsible for their entire academic year housing agreement.
If a student is leaving the university, a 30-day notice is required. Failure to provide a 30-day notice will result in penalty fees for room and meal plan. Licensee will be charged the service fee, activity fee, nights the room was occupied, and a prorated charge for their meal plan, in addition to any penalties when not providing 30 days notice (unless they’re still attending the university, in which Licensee will be charged for room and meal plan fees through the end of the academic year fee period.) Licensee will be charged the nightly rent, and daily cost for the meal plan for each day the room is being held until we receive notification that they are vacating, in addition to any penalties that may apply.
A Vacate Form must be submitted on or after the beginning of the fee period and requires a minimum 30 day notice prior to the date the Licensee intends to vacate the facilities. A Licensee will be charged the nightly rent, and daily prorated cost for the meal plan for nights room was occupied (or reserved for Licensee), calculated from the start of the fee period until the Licensee vacates the living unit, in addition to any penalties that may apply.
If the request does not meet the conditions listed below, the Licensee will be charged for room and meal plan fees through the end of the academic year fee period.
- Licensee is a member of the International Program on a one-semester only exchange.
- Licensee graduates from University.
- Licensee withdraws or takes educational leave from University and does not re-enroll at University during the fee period.
- Licensee is academically disqualified from the University.
- Licensee is denied admission from the University.
- Licensee transfers to another school and provides documentation that he/she will no longer be enrolled at University.
- University can find a suitable replacement for the Licensee.
- The Licensee demonstrates through written appeal and supporting documentation that the request to vacate is due to extraordinary causes or a serious, compelling and unforeseen medical or financial circumstance that the Licensee encountered since the Housing License was signed and clearly beyond the control of Licensee. The Licensee must submit supporting documentation. The President or his/her designee will determine if such cause exists, and his/her determination will be final.
A Vacate Form that has been submitted during the fee period, and is submitted less than 30 days prior to the date the Licensee intends to vacate the facilities will be charged a penalty equivalent to 30 days times the daily room and meal plan rate for the living unit. The 30 day period will be calculated by counting the day on which the Vacate Form is submitted. Additionally, in the event that the Licensee submits a Vacate Form to move off-campus, the Licensee will be charged for room and meal plan fees through the end of the academic year fee period. Below are some instances where the Licensee will not be charged penalties even when not providing at least 30 days’ notice.
- Licensee is academically disqualified from the University.
- Licensee is denied admission from the University.
- Licensee demonstrates through written appeal and supporting documentation that the vacate is due to extraordinary causes or a serious, compelling and unforeseen medical or financial circumstance that the Licensee encountered since the Housing License was signed and clearly beyond the control of Licensee. The Licensee must submit supporting documentation. The President or his/her designee will determine if such cause exists, and his/her determination will be final.
Please see the License Agreement, under “License Cancellations/Revocations and Refund Policy” for a more detailed explanation of the notice requirements and penalties involved.