By submitting the Housing application, you have entered into a legally binding contract for the duration of the current academic year. The Housing Contract covers both the fall and spring terms (and summer term for University Village residents). University Village residents are financially responsible for the fall, spring, and summer portion of the agreement period. Please review the current Housing & Dining Contract.
Students who wish to cancel their housing assignment before the official move-in date should log back into the Housing Portal, select "Apply for Housing," select the appropriate term that you intend to cancel, select "Cancel On-Campus Housing," carefully read over the cancellation message and follow the prompts.
Cancellations received by May 15 are eligible for a partial credit of $200 of the application fee (if applicable). The credit will be released to the student's university account and the student will be released from their agreement.
Starting May 16 and prior to move in, the agreement may be canceled, but students are not eligible for the return of any portion of the application fee. Students who also do not cancel in the Housing Portal and fail to occupy their space are not eligible for return of any portion of the application fee.
Spring Only Applications
Cancellations for students applying for the spring only semester must be received by December 15 to be eligible for the $200 application fee credit and to be released from their Housing & Dining Contract.
Starting December 16th and prior to move in, the agreement may be canceled, but students are not eligible for the return of any portion of the application fee. Students who also do not cancel in the Housing Portal and fail to occupy their space are not eligible for return of any portion of the application fee.
Non-occupancy of a student's assigned space does NOT terminate the Housing & Dining Agreement nor its financial obligations.
Students who wish to cancel their housing assignment after the official move-in date should complete the Petition for Release from contract request form in the Housing Portal. Submitting a Petition for Release form is only a request and should not be assumed to be approved. Decision notices are sent to the students ODU email address.
** Please remember that just checking out of your room and returning your key does not cancel your Housing Assignment. All students must fill out a Petition for Release form in the Housing Portal. **
Eligibility for Releases
Eligibility requirements for post occupancy Petition for releases are also listed in the Terms and Conditions of the Housing & Dining Contract:
Petition to Release approvals include the following circumstances:
- Withdrawing/transferring from Old Dominion University and no longer registered for any credit hours
- Academic Suspension or Academic Dismissal from Old Dominion University
- Marriage during the agreement period
- Military Activation of the resident
- December/May Graduation
- University-affiliated programs away from campus
- Extenuating Circumstance: If the student has experienced significant and unforeseen changes in circumstances that would cause undue hardship if the student is held to their Housing & Dining Agreement.
The following common circumstances will not be considered extenuating circumstances, this includes but not limited to:
- Roommate Problems
- Signed a lease off-campus
- Registering as an online student
- Lack of knowledge of University or Housing & Residence Life policies and procedures
- Dietary Needs
- Non-qualification, late application, or loss of eligibility for financial aid/assistance or scholarships
- Failure to activate or maintain your official rajcmmementos.com email account
- Dissatisfaction with assignment/facility
- University Village Residents: Enrolling in courses outside of the university during the summer term, or opting not to enroll in courses during the summer term,
- University Village Residents: August Graduation (residents who walk during spring commencement, but don't officially complete their degree requirements until August, are not eligible for summer release.)
Costs Associated with Release
All students who receive an approved Petition for Release will be charged on a prorated basis date of either approved Petition for Release or the Resident's date of official check-out (includes completing all the following: removal of all belongings from room assignment, completion of check-out, and return of room key to Front Desk), whichever is later.
In addition, students will be charged a $200 cancellation fee. The only exceptions for the cancellation fee are as follows:
- Military service orders
- Graduation
- School-sponsored activities that result in a required move from the area (Internship or Study Abroad)
All students who receive a declined Petition for Release will be charged the full financial costs associated with your contract.
If you have received disciplinary conduct decisions which terminate your Housing & Dining Contract, or if you have received an interim suspension/trespass, you are not eligible to request a petition for release from your Housing & Dining Contract.
If you are dismissed from Housing for conduct reasons, you will be held financially responsible for the contract. You will be charged prorated rent through the effective date of your removal or the date you check out, whichever is later. In addition, you will be charged for 50% of your remaining contract (including summer if you are a Village resident). This applies whether or not your enrollment at the University continues.
Please use this guide as a summary for all charges and fees associated with cancellations or terminations:
Academic Year Applications for Housing
| Date of Requested Cancellation | Process | Total Cost |
|---|---|---|
| Prior to May 15 | Cancel in Application | Partial credit for $200 of application fee, if applicable ($50 nonrefundable). |
| After May 15 and prior to Move-In | Cancel in Application | No partial credit of application fee. Housing & Residence Life keeps full application fee. |
| No Show for Move In / No Check In by 6 p.m. on first day of classes | Contract canceled by Housing & Residence Life | No partial credit of application fee. Housing & Residence Life keeps full application fee, plus $200 cancellation fee. |
| After Move-In | Submit Petition for Cancellation Form in Housing Portal | After petition approval: Prorated rent for nights in residence hall until date for approved petition or date of check out, whichever is later, plus $200 cancellation fee (unless approved exemption for military orders, graduation, or required move for school activity). Declined petitions will be charged the full financial costs of their remaining contract (Village residents include summer as part of contract). |
| Termination of Housing by University - Any date | Contract canceled by Housing & Residence Life | Prorated rent for nights in residence hall until date of removal or date of check out, whichever is later, plus 50% of remaining rent for the year (Village residents include summer as part of contract). |
Spring Only Applications for Housing
| Date of Requested Cancellation | Process | Total Cost |
|---|---|---|
| Prior to December 15 | Cancel in Application | Partial credit for $200 of application fee, if applicable. ($50 nonrefundable) |
| After December 15 and prior to Move-In | Cancel in Application | No partial credit of application fee. Housing & Residence Life keeps full application fee. |
| No Show for Move In / No Check In by 6 p.m. on first day of classes | Contract canceled by Housing & Residence Life | No partial credit of application fee. Housing & Residence Life keeps full application fee, plus $200 cancellation fee. |
| After Move-In | Submit Petition for Cancellation Form in Housing Portal | After petition approval: Prorated rent for nights in residence hall until date for approved petition or date of check out, whichever is later, plus $200 cancellation fee (unless approved exemption for military orders, graduation, or required move for school activity). Declined petitions will be charged the full financial costs of their remaining contract (Village residents include summer as part of contract). |
| Termination of Housing by University - Any date | Contract canceled by Housing & Residence Life | Prorated rent for nights in residence hall until date of removal or date of check out, whichever is later, plus 50% of remaining contract rent for the year (Village residents include summer as part of contract). |
Questions?
Should you have questions or concerns regarding the cancellation processes, feel free to contact Housing & Residence Life via email at housing@rajcmmementos.com, by phone at (757) 683-4283, or by visiting our office located in the Virginia House. Our hours of operation are Monday - Friday, 8 a.m. - 5 p.m.