Cancellation & Appeals

Cancellation Prior to Move-In

If you need to cancel your application before move-in, because you will not be attending Humboldt State University or no longer plan to live 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.

Spring 2020

Please carefully review the cancellation information in the application for Spring 2020. Students wishing to cancel their request to live on campus for Spring 2020 must notify the Housing Office in writing, by fax or by email of this decision by January 2, 2020.

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, 2020 will be honored, all cancellations will forfeit the nonrefundable application fee of $200.

Requests postmarked or received between January 3 - January 12, 2020, 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Beginning January 13, 2020, cancellations are no longer valid and students will be held financially responsible for their academic year housing contract.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 13, 2020 and you then cancel your request to live on-campus.

If you remain on the wait list after January 13 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.

2020-2021 Academic Year 

Please carefully review the cancellation information in the application for 2020-2021 Academic Year. Students wishing to cancel their request to live on campus for 2020-2021 must notify the Housing Office in writing, by fax or by email of this decision by July 17, 2020.

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

Such requests that are postmarked or received by July 17 will be honored, all cancellations will forfeit the nonrefundable application fee of $200.

Requests postmarked or received between July 18 - August 16 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 17, 2020, cancellations are no longer valid and students will be held financially responsible for their entire 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 17 and you then cancel your request to live on-campus.

If you remain on the wait list after August 17 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 meal plan fees, as per the license agreement.

Cancellation After Move-In

Any Licensee who requests to cancel/vacate the housing facility must submit a Request to Vacate Form.

Beginning on the first day of the fee period, Licensees who wish to cancel their agreement, while still attending HSU 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. After the start of the fee period, Licensees’ are not charged the $200 cancellation fee. Licensee will be charged the service fee, activity fee, nights the room was occupied, and days for the 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 fixed costs for the meal plan for each day the room is being held until we receive notification that they are cancelling, in addition to any penalties that may apply. 

In the event of a no show, or circumstance where the Licensee cancels, and never checked-in, the service and activity fee will be waived. Cancellations and vacates less than 3 weeks after the fee period starts, prior to the meal plan change end date, will be dropped to the lowest meal plan required in their living area. In the event the Licensee is assigned to an area that doesn’t require a meal plan, their meal plan will be dropped. All Licensees will be charged for points they’ve used, and the daily fixed cost for the days they had the plan. A Request to 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 fixed cost for 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 Request to 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 Request to Vacate Form is submitted. Additionally, in the event that the Licensee submits a Request to 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 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.

Please see the 2019-2020 License Agreement, under “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 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 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 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.

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