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Student Housing and Residence Life

Contract Cancellation

Under certain unusual circumstances, residents may terminate their contracts before the end of the Academic Year. The request form is only an application for release from your Academic Year Housing Contract and will be reviewed by the Director of Housing and Residence Life or their designee. You will receive a notification via email once your application for release has been reviewed. A resident is not officially released from their contract until they have received WRITTEN notification from the Office of Student Housing and Residence Life (SHRL). A resident should never enter into any additional off-campus lease agreements until they have been officially notified of their release by SHRL.

In order to be released from the legally binding housing contract, a resident MUST fill out the Contract Cancellation Request Form and provide documentation of the reason for the release. A resident must meet one of the reasons for release to be considered for contract cancellation, even if the Contract Cancellation Request Form is submitted before the listed deadlines. A resident is not officially released from their contract until they have received written notification from SHRL. If the resident is released, they may be charged for placement in housing plus additional charges and may forfeit the entirety of their housing deposit.

Contract Cancellation Request Form (pdf)

Cancellation Process

Step 1: Submit a request to the Office of Student Housing and Residence Life.

Step 2: If your request is approved via email, you will have 48 hours after the anticipated checkout date to vacate the premises.

Step 3: Complete the Express Check-Out Form and return it to Housing.

Step 4: Ensure all personal belongings are removed and the room is clean before leaving.

Step 5: After your checkout, the Office will process any potential deposit refunds, pending a damage assessment. Any outstanding balances owed to the university may be deducted from your deposit.

If you have any questions during this process, please don't hesitate to reach out for assistance.

Housing Contract

Students who submitted an application/contract (including the Summer semester) are bound by the Terms and Conditions.

Please note the following established contract cancellation deadlines:

• Fall Semester - April 30

• Spring Semester - November 30

• Summer Semester - April 15

Contract Cancellation Requests for your current Housing Contracts received after these dates are subject to late cancellation fees.

Request for Cancellation

Residents may request to cancel their Housing Contract by submitting a written Contract Cancellation Request Form to SHRL. Only written notification from SHRL of a cancellation approval will terminate the Housing Contract.

Grounds for Consideration

Requests for cancellation will only be granted for the following reasons:

• Graduation at the end of the current term

• Total academic withdrawal/non-registration from all Cameron University classes (including online courses) for the remainder of the contract period

• Serious illness, medical, or mental health condition which prevents attendance in-person

• Participation in academic-related experiences/internships off-campus farther than 40 miles outside the greater area

• Death in the immediate family

• Call-up or induction into active military service

• Academic suspension

• Marriage

It is the resident's sole responsibility to provide all necessary supporting documentation and sufficient verification of the respective rationale and circumstances to the satisfaction of SHRL.

Effective Date

If cancellation is approved, the effective date is the date the Request for Cancellation is approved by SHRL. Residents must promptly and properly vacate the premises within forty-eight (48) hours of this date.

Termination or Release by Resident

(a) This is a legal, binding agreement. Unless otherwise stated in the Contract, you cannot cancel, terminate, or be released from this Contract unless you completely withdraw from classes, get married during the academic year, graduate, or are released by the Director of Housing and Residence Life or their designee. You are responsible for making any cancellation or release requests and providing supporting documentation.

(b) Upon receiving the written request and supporting documentation for a release, SHRL will review your request and respond in writing within five (5) business days. Releases are at the University’s sole discretion and will be granted only under extreme and extenuating circumstances.

(c) If you are enrolled in classes and terminate your Contract on or after the first day of the academic term, you will incur the charges set forth below and forfeit your deposit.

Termination & Release Fees

• The greater of (i) meal plan charges used by the resident or (ii) the amount the University has been charged by Food Services, PLUS

• Charged for a portion of the total housing cost based on the termination date as set forth below, PLUS

  • 1st week of the academic term: 20% of total housing cost
  • 2nd week of the academic term: 40% of total housing cost
  • 3rd week of the academic term: 60% of total housing cost
  • 4th week of the academic term: 80% of total housing cost
  • 5th week of the academic term and later: 100% of total housing cost

If a resident terminates their contract for the spring semester during the fall semester and is still enrolled in classes, they will be required to pay 20% of the total remaining housing costs.

Termination by University

(a) The University may terminate this Contract if you violate the terms of this Contract, any state or federal law, or any University policy, rule, regulation, or directive, including, but not limited to, failure to make any payment when due or for falling below applicable enrollment requirements.

(b) Residents whose Contract was terminated by the University are subject to the same charges as set forth above.

Release from Contract

If your request for release from the Contract is granted and after completion of proper clearance procedures, the resident will be obligated to pay for room charges accumulated from the start of the Contract through the date of checkout, a cancellation fee of 20% of the remaining balance of the Contract, and the deposit will be forfeited. If the resident moves prior to a release, charges will accumulate until a release is approved.

Force Majeure Event

If your room/apartment is damaged, unavailable, or made uninhabitable because of unforeseen circumstances beyond your or the University’s reasonable control (including but not limited to national disasters, pandemics, or government declarations of emergency), this Contract is terminated at no cost or expense to you or the University. This Contract is not terminable under this paragraph if the University offers or provides alternative accommodations within 90 days of the unforeseen event’s occurrence.