Cancellation Policy

Students may request to cancel the Confirmation and License Agreement by filling out the online cancellation form. Please read through all the information below before continuing to the online cancellation form. Cancellation charges will be assessed depending on the date of cancellation and the reason for leaving.

No cancellation charge is assessed for the following circumstances:

  • Student must participate in an education program that requires out-of-town residency (40 miles) for part of the academic year (i.e. medical rotations, National Student Exchange, International Study Abroad, and Co-Op.);
  • Students who can provide a proof of graduation; or to students who withdraw due to deployment for an armed service. 

In all of the above circumstances a cancellation form and formal written documentation must be provided prior to move out.

First-Year Students filing an exemption after application and service charges have been paid or deferred and the license agreement signed will be held to the current cancellation policy.

PLEASE NOTE - Delays in canceling may increase your cancellation charges.

Cancellation dates and charges are as follows:

**Starting October 1st, 2018**

Medical-Dental Apartments Cancellation charges:

  • Students who fill out the Medical-Dental Apartments application and choose to cancel their housing license agreement more than 72 hours after being notified of the housing assignment will be held accountable to pay one full semester of housing cost based on their room assignment.

2019 Summer Applicants (Non MDA):

  • Students will be accountable for half of the cost of their contracted room when 72 hours have passed since completing their Campus Housing application, and they have received their Campus Housing room assignment via their University of Louisville email.
    • Students who cancel their housing license agreement after their designated move-in day will be responsible for the full cost of their Campus Housing room assignment for the summer term(s) that they were assigned for.

2019 - 2020 Fall & Spring Applicants (Non MDA):

  • First-Year Student Applicants
    • Any student who cancels their license agreement will forfeit their Campus Housing room assignment.
    • Students under the First-Year Live-On Requirement may cancel their Campus Housing license agreement without penalty until 11:59 PM EST on May 1, 2019 with an approved First-Year Live-On Exemption. After May 1, 2019 at 11:59 PM EST, students who cancel their Campus Housing license agreement will be accountable for one full semester cost of their Campus Housing room assignment with an approved First-Year Live-On Exemption.
    • Students will be accountable for one full semester cost of their Campus Housing room assignment when 5 business days have passed since receiving their Campus Housing room assignment via their University of Louisville email.
    • Students are eligible to cancel without penalty up to 5 business days after receiving their Campus Housing room assignment via their University of Louisville email.
    • Students who chose to not attend the University of Louisville (do not enroll in academic courses) are eligible to cancel their Campus Housing license agreement without penalty with an approved Cancellation Request.
    • A student who has checked into their residence hall and cancels their Campus Housing license agreement are responsible for one full semester cost of their Campus Housing room assignment.
  • Upper-Level Student Applicants
    • Students who fill out the Upper-Level Housing Application and choose to cancel their housing license agreement more than 3 business days after being notified of the housing assignment will be held accountable to pay one full semester of housing cost based on their room assignment.
      • Students who go through Room Retention (i.e., wanting to stay in their same room)
        • Students will be held accountable for the Cancellation Policy after 3 business days of being notified of the Campus Housing room assignment via their UofL email account. If a student cancels their housing license agreement within 3 business days of being notified of their Campus Housing room assignment via their UofL email account will not be held accountable to the Cancellation Policy.
      • Students who go through the Room Selection Process
        • If students are not interested in the spaces that are available during the Room Selection Process, they are able to cancel their housing license agreement at that time and will not be held accountable to the Cancellation Policy.
        • If a student goes through the Room Selection Process and chooses a room assignment, they will be held accountable for the Cancellation Policy after 2 business days of being notified of their Campus Housing room assignment via their UofL email account.
      • Students who do not go through Room Retention or General Room Selection
        • If a student does not go through Room Retention or the General Room Selection Process, they will be given a room assignment by the Campus Housing team. Students will held accountable for the Cancellation Policy after 3 business days of being notified of their Campus Housing room assignment via their UofL email account.
      • Students who can provide proof of transferring universities, graduation, or withdrawal from UofL
        • Student will not be held to the Cancellation Policy with the submission of a Financial Appeal Request, which can be found on the Campus Housing website.
      • Students who participate in an educational program that requires out-of-town residency (outside of 40 miles) for part of the academic year
        • Students will not be held to the Cancellation Policy with the submission of a Financial Appeal Request, which can be found on the Campus Housing website.
      • Students who, after moving in, cancel prior to October 15th, 2019, at 11:59 PM EST for Spring 2020
        • Students will be held to the Cancellation Policy and will not be prorated for the time within their space for Fall 2019. Students will not incur any other charge.
      • Students who, after moving in, cancel after October 16th, 2019, at 12:00 AM EST until December 10th, 2019, at 11:59 PM EST for Spring 2020
        • Students will be held to the Cancellation Policy and will not be prorated for the time within their space for Fall 2019. Students will then be charged half of a semester of housing cost based on their room assignment.

The "Cancellation Request Form" can be found on our website.

The "Financial Appeal Request Form" can be found on our website.

The Cancellation policy prior to October 1st, 2018, can be downloaded from our website via this direct link.

The Cancellation policy for Fall 2018 and Spring 2019 can be downloaded from our website via this direct link.

Deferred Student:

Any student who has the application and service charge deferred is still held to the cancellation policy.

Appeal Process:

Students wishing to appeal cancellation charges must do so through the financial-appeal online form.  A completed cancellation form, along with supporting formal-dated documentation, will be required for the appeal to be considered. The documentation should demonstrate why you missed the dated deadlines listed above.  The student will be notified in writing once the decision has been made.
To contest the appeal decision, a letter must be submitted to the director of Housing within ten (10) days of receiving the appeal decision letter.

Formal dated documentation examples include:

  • Dated letter from registrar or academic unit demonstrating reduced aid or loss of scholarship
  • Official letter from another institution documenting date of application and admittance
  • Detailed doctor’s note on official letterhead
  • Marriage or birth certificate
  • Dated military reporting papers

Meal Plans

Meal plans for students who are cancelling are prorated based on the student’s move out date.  The Campus Card Office and Aramark set up the proration schedule.  If you become a commuting student your plan will be changed from a residential plan to a commuter meal plan.  If you are no longer enrolled, a credit will be applied to the student’s account based on the proration schedule.  If you wish to appeal your meal plan proration, appeals will be heard by the Director of Student Activities for students not living in Campus Housing, and by the Director of Housing for students living in Campus Housing.

The Director of Student Activities or the Director of Housing as appropriate will review and decide the disposition of all appeals.  The decision of the Director of Student Activities, or the Director of Housing, will be final.

Payment

Please note that cancellation charges should be paid quickly. Students whose accounts are not paid by the established deadlines may be subject to financial penalties. Students with unpaid account balances will be placed on Financial Hold by the Bursar's Office. Students placed on Financial Hold become ineligible for further registration and transcripts will not be released until the student account is paid in full. A late payment fee of $50.00 may be assessed when student accounts are not paid by the last day to drop/add for the semester.

A return payment fee of $25.00 may be assessed when payment is not honored by the bank on which it was drawn. If restitution is not made within 10 days of notification, the student may be subject to financial penalties and/or legal action.

Debtors who do not make satisfactory payment arrangements on their past due accounts may have their accounts placed with a billing service. If not paid through the billing service, the unpaid account may be forwarded to a collection agency. It is the policy of the University that unpaid accounts will be assessed the costs and expenses of collection, including attorney fees.

Send all payments to:

University of Louisville Bursar’s Office
2211 S. Brook St.
Louisville, KY 40292

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