Cancellation & Appeals

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. 

2024 - 2025 Academic Year 

Students wishing to cancel their request to live on-campus for the 2024 - 2025 Academic Year who have a room assignment, must notify the Housing Office by email or by cancelling in their myHousing portal by July 19, 2024, to avoid penalties by providing 30 days notice. Notifying any other university office does not satisfy your obligation to notify Housing & Residence Life. Such requests received by July 19 will be honored; all cancellations will forfeit the nonrefundable application fee of $100. 

Beginning July 20, 2024, requests to cancel will be honored; however, these requests will forfeit the $100 nonrefundable application fee, be charged a $200 cancellation fee, and charged a prorated daily penalty fee for their room and meal plan for each day of notice that is less than the required 30 days.

Students who cancel from the waitlist (who have not yet received a room assignment) after the July 19 cancellation deadline will not be penalized. If we have not offered or guaranteed a space at the time the student cancels from the waitlist, they will not be penalized. If a student is still on the waitlist and we offer or guarantee that student a room and the student then cancels, the standard cancellation fee applies.

Spring 2025 (Only for NEW Spring 2025 residents)

Please carefully review the cancellation information in the application for Spring 2025. (This does not apply for students who lived on-campus for Fall 2024). Students wishing to cancel their request to live on campus for Spring 2025 must notify the Housing Office by email or by cancelling in their myHousing portal by January 2, 2025. Notifying any other university office does not satisfy your obligation to notify the Housing Office in writing. Such requests received by January 2, 2025, will be honored; all cancellations will forfeit the nonrefundable application fee of $100.

Beginning January 3, 2025, requests to cancel will be honored; however, these cancellations will forfeit the $100 nonrefundable application fee, be charged a $200 cancellation fee and charged a prorated daily penalty fee for their room and meal plan for each day of notice that is less than the required 30 days.

Students who cancel from the waitlist (who have not received a room assignment) after the January 2 cancellation deadline will not be penalized. If we have not offered or guaranteed a space at the time the student cancels from the waitlist, they will not be penalized. If a student is still on the waitlist and we offer or guarantee that student a room and the student then cancels, the standard cancellation fee applies.

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.

As outlined in the License Cancellations/Revocations and Refund Policy section of the Housing & Residence Life and Dining License Agreement, a student wishing to vacate the residence halls will be required to provide at least a 30-day notice. All students must submit a Vacate Form when vacating the residence halls at any time during the academic year. A Vacate Form that is submitted less than thirty (30) days prior to the date the student vacates, 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 received by Housing & Residence Life. In addition, the $100 nonrefundable application fee will be forfeited, and a $200 cancellation fee will be applied. Thirty days or less prior to the end of the fee period for each semester, accounts will not be adjusted

Appeals

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 the due date to avoid late charges. If your appeal is approved, adjustments to your account will be made.

Appeal for License Agreement Release

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.

Please see the License Agreement, under "License Cancellations/Revocations and Refund Policy" for a more detailed explanation of the notice requirements and penalties involved.