Cancellations

Quick Links: How to Cancel, Deadlines, Penalties, Exceptions, Appeal Process, Contract Assumptions

When you submit a contract for on-campus housing, it is a LEGALLY BINDING document. As with any contractual agreement, it is your responsibility to read what you are submitting very carefully - making sure you fully understand what you are getting yourself into BEFORE you make a commitment.

Because no one is required to live on-campus and all housing contracts are voluntary, we go to great lengths to make sure that all of the information you need to know about deadlines and penalties is available to you before and at the time that you sign your contract. This information is available:

• On this web page
• In the Contract Terms and Conditions in the Forms and Documents section of this web site.
• During the contracting process
  • If you use AccessPlus to submit your contract, you must agree to awareness of the contract cancellation penalty and deadline before you can complete the contract.
  • If you submit a paper contract, the information is on the very front page in the Statement of Agreement
• In the Contract Confirmation email you receive after submitting a contract in AccessPlus
• During the cancellation process
  • If you use AccessPlus to cancel, you must agree to awareness of the contract cancellation penalty and deadline before you can complete the cancellation.
  • If you submit a paper cancellation form, the information is on the very front page in the Statement of Agreement.
• In the Cancellation Confirmation email you receive after submitting a cancellation is AccessPlus

Additionally, information regarding the cancellation deadline and penalty is included in a variety of letters, emails, posters, bulletin boards, newsletters, table tents etc. published and distributed by the DOR throughout the course of the year.

How Can I Cancel My Contract?

UNDER NO CIRCUMSTANCES WILL VERBAL CANCELLATIONS BE ACCEPTED. Notification of cancellation may be submitted as follows:

• AccessPlus = On the Student Tab, select Campus Housing, then the term the cancellation is intended for. Then click the link titled “Cancel my housing contract” and follow the instructions on subsequent screens.
• Contract Cancellation Form = Available in the Forms and Documents section of the DOR web site, this form and any accompanying documentation may be submitted as follows. If mailed, the postmark on the envelope will be considered the date of cancellation:
  • U.S. Mail = Department of Residence Administrative Office, 2419 Friley Hall, Ames, IA 50012-0003
  • E-mail = housing@iastate.edu
  • FAX = 515-294-0623

Newly admitted students canceling both their ISU admission acceptance and housing contract should notify only the Office of Admissions. The housing contract will be cancelled using the Admissions cancellation date. Cancellation must be received by Admissions on or before the stated Cancellation Deadlines to avoid penalties.

Please Note: Notifying an ISU dean, professor or academic advisor is not sufficient to cancel the housing contract or admission to ISU. Direct, written, notification to the Office of Admissions is strongly suggested.

What Are The Cancellation Deadlines?

Resident who cancel their contract on or before the following dates may do so without penalty. CANCELLATION AFTER THESE DATES WILL RESULT IN CANCELLATION PENALTIES.

• For residents with a contract for the full academic year, including students on waiver for the fall portion of the contract, the cancellation deadline is:
  • March 1 for Continuing ISU Students
  • May 1 for New Students
• For residents with a contract beginning the spring semester, the cancellation deadline is November 1.
• Residents who submit a contract after the associated cancellation deadline has passed will have one week (seven days) following the receipt date of their contract to cancel without penalty.

What Is The Cancellation Penalty? 

Residents who cancel their contract after the Cancellation Deadlines will incur the following penalties:

• 80% Penalty – The resident will be required to pay 80% of the remaining value of the entire contract - both housing and dining (if applicable). There will be no refund for unused Dining Dollar$ and un-issued Dining Dollar$ will be issued and billed at face value. Residents not yet assigned a room will be billed 80% of the value of a Richardson Court traditional double room plan and the Weekly 21 meal plan.
• Forfeiture of Prepayment – Those residents who are required to pay the $125 prepayment will forfeit the $125 prepayment.
• If you have already moved in, in addition to the 80% and forfeiture of the prepayment, you will also be charged room and board until you have officially moved-out.

Are There Any Exceptions to the Cancellation Penalty?

In some situations, the cancellation penalty will not be charged. These situations are listed below. Keep in mind documentation / verification is required in order to waive the penalty.

• Academic Dismissal, Transfer or Withdrawal = Residents who officially transfer / withdraw from ISU or who are academically dismissed are no longer eligible to live on-campus. As such, their housing contracts will be cancelled without penalty.
• Graduation = Residents who graduate in December can cancel the spring portion of their contract without penalty. December graduates who make the decision to continue their contract beyond their graduation term forfeit their graduate status for subsequent contract cancellations.
• Medical = Residents who cancel their contract due to a medical issue will be required to submit a physician’s statement explaining the medical reason that requires a move out of on-campus housing. The DOR reserves the right to request clarifying information from the physician and to seek guidance and opinion from the Thielen Student Health Center. Upon verification, the resident will be released from the contract. He/she will not be charged the 80% penalty and will be refunded their prepayment (if paid). If leaving ISU, the resident will also receive a refund for unused Dining Dollar$ and/or meals. However, if the resident remains enrolled, there will be no refund of unused Dining Dollar$.
• Military Service = Residents who cancel their contract due to a call to active military duty will be required to submit a copy of their military orders from their commanding officer at the time they submit their notification of cancellation. The DOR retains the right to request clarifying information from the commanding officer. Upon verification, the resident will be released from the contract without penalty.
• No Show = Contracts will be cancelled for residents who do not check in to their assigned rooms by 5:00 p.m. on Monday of the first week of classes and who do not notify the DOR that they will be arriving late. If the resident enrolls or remains enrolled he/she will be charged the 80% penalty and the prepayment will be forfeited (if paid). If the resident does not enroll, the contract will be cancelled without penalty.
• Waivers = Residents who must live away from campus and who have an academic year contract may request to have a portion of their contract waived without being charged the 80% penalty and without losing their room assignment priority. Generally, waivers are only approved for verified medical leave of absence and for the following ISU approved, recognized and for-credit circumstances where location 30 or more miles from campus prohibits commuting: Academic requirement, Student teaching, Cooperative program, Internship, Study abroad. Residents who submit a Waiver Form for fall and who then cancel their contract for spring, but who remain enrolled will be charged the cancellation penalty.
• University Affiliated (Greek) Housing = The DOR provides exceptions which allow some members of the Greek Community to cancel their contracts after August 1 and receive a modified penalty. Residents interested in this option should contact the Office of Greek Affairs for details and availability. The DOR does not determine eligibility for or distribution of University Affiliated Housing Penalty Exceptions.

There are also some reasons / excuses for which an exception will not be considered:

• "I was unaware of the deadline / penalty." = We go to great lengths to inform students ahead of time about the deadline and penalty - it is specifically outlined as part of the contracting process.
• "I only contracted  in case I couldn't find something off-campus." = On-campus housing is not intended as a back-up plan. We take our commitment to housing students very seriously. It you intend to live off-campus, you should do your off-campus search before submitting a contract or on-campus housing.
• "I found something less expensive / I liked better off-campus." = See above.
• "My parent / friend / roommate submitted my contract for me." = It is not possible for a third party to submit a contract on your behalf without your permission. You must give them your University ID number and / or AccessPlus password and username. As such, any actions they take on your behalf are your responsibility.
• "I don't like my assignment / I didn't get the assignment I wanted." = Because we are housing over 9000 students it is virtually impossible to give every student their 1st (and sometimes only) choice. “I understand that this contract is for a space only. Specific assignments are made on a first-come, first-served basis... As such, an assignment within my preferences cannot be guaranteed.”
• "I don't get along with my roommate." = When conflicts between residents occur on-campus, it is important to address the conflict rather than let it escalate. While resolving conflict is not easy, it can lead to understanding, respect, and help build a positive living environment. The DOR will work with roommates to address any conflicts and mediate any issues of contention that might arise. In situations where residents refuse to mediate or where mediation is not successful, we would offer both or either member of the pair / group the opportunity to relocate to another space within the system.

How Can I Appeal My Penalty?

Residents who cancel their contract and who wish to appeal the penalty may do so according to the following process. The penalty will remain on the resident’s account during the appeal process. Any late fees associated with the penalty are the responsibility of the resident.

• Appeal to the Assistant Director
  • Residents interested in exercising this option must submit their appeal within 30 days of their cancellation.
  • All appeals must be submitted, in writing (e-mail preferred to housing@iastate.edu).
  • The appeal must contain the resident’s full name, ISU ID number and e-mail address as well as rationale as to why an exception to the cancellation penalty is warranted. The appeal should also be accompanied by any supporting documentation necessary.
  • Once all materials are submitted, they will be reviewed and a decision will be communicated, in writing via e-mail, within 10 business days of the appeal submission. In some instances, the Assistant Director may need to contact the resident and ask for additional information, in which case, a decision may take more than 10 days.
• The Contract Appeals Board
  • If the penalty is upheld by the Assistant Director, the resident may appeal to the Contract Appeals Board for additional consideration.
  • Residents interested in exercising this option, must submit their appeal, in writing, within five business days of receipt of decision from the Assistant Director. Appeals should be addressed to: The Contract Appeals Board, Department of Residence Administrative Office, 2419 Friley Hall, Ames, IA 50012-0003
  • The Contract Appeals Board meets a maximum of three times each semester. The Board will review all submitted materials, including copies of the original appeal submitted to the Assistant Director. The decision of the Board will be communicated in writing to the resident within five business days of the Board’s meeting.
  • The decision of the Board is final and may not be appealed.

Apartment Contract Assumptions - Frederiksen Court and SUV Only

Apartment residents who wish to cancel their contract and remain enrolled may avoid the penalty by finding a non-contracted, eligible student to assume their contracts. The following conditions apply.

• The resident must notify the DOR, at the time of cancellation, of his/her intention to find someone to assume the contract.
• At the time of cancellation, the resident will be billed the penalty.
  • If within 30 days, the resident has found a non-contracted, eligible student to assume the contract, and that resident takes official possession of keys, the penalty will be removed.
  • If after 30 days a non-contracted eligible student has not been found to assume the contract the resident will forfeit the option of contract assumption.
• The resident canceling the contract will be released from the contract as of the date that the assuming resident executes a contract and checks-in to the apartment. At that time the new resident becomes responsible for all of the contract terms.
• In Frederiksen Court, the resident assuming the contract must be the same gender as the remaining residents of the apartment.
• In SUV shared apartments, the resident assuming the contract must be the same gender as the remaining resident of the apartment, unless the remaining resident agrees, in writing, to accept a roommate of the opposite gender.

Department of Residence, (515) 294-2900
2419 Friley Hall, Ames, IA 50012.

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