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.); to 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.

The following special circumstances will reduce the cancellation charge if formal documentation is provided:

If a student withdraws and registers at another university or school, the charge will be reduced to $700.  If the student has taken occupancy of their room, they will be responsible for any rent as long as they are in possession of the keys to their room.
If the student has a medical condition requiring special accommodations that cannot be met by On Campus Housing, the charge will be reduced to $200.

The following special circumstances might reduce the cancellation charge if formal documentation is provided and appeal filed with the Appeal Committee:

  • Student marries or has an addition of a dependent child preventing student from living in the community bath halls or suites and there are no family units available in housing.
  • Student living in family housing adds an additional family member and this requires a larger living unit and none is available.
  • Student has completed special program and will no longer be associated with the university.
  • Student can document significant change in financial aid due to loss of scholarship (it is important to notify housing as soon as you receive this information).
  • Student becomes employed as a live in staff member at an affiliated campus community.
PLEASE NOTE - Delays in canceling may increase your cancellation charges.

Cancellation dates and charges are as follows:

Med-Dent Apartment Cancellation charges:

  • Students granted release for a special circumstance, as listed on the license, will be held accountable for one month’s license charge.
  • Students granted release, but not qualified for special circumstances, will be held responsible for two months’ license charge.

Community bath halls, Suites and Apartments Cancellation charges:

  • Prior to May 2nd or prior to the confirmation of assignment being available on ulink:
    • Students canceling by close of business on April 30th or prior to the confirmation of assignment being available on ulink will be allowed to cancel with no penalty. However, there will be a loss of $175 nonrefundable processing charge.
  • May 2 to June 30th:
    • A $200 cancellation charge will be assessed to their account.
  • July 1 to July 31st:
    • A $700 cancellation charge will be assessed to their account.
  • After August 1st to Friday of the first week of class:
    • Students canceling or who do not cancel their license yet fail to move into their assigned space, a $1500 cancellation charge will be assessed to their account.
  • Fall Semester:
    • Students granted release after the first week of class for the fall semester will be held accountable for the full fall semester charge and an additional $1500 cancellation charge will be assessed to their account.
  • Spring Semester if lived on campus during preceding fall term:
    • Students who cancel spring housing before January 1st will be held accountable for a $1500 cancellation charge.
    • Students who cancel spring housing after January 1st will be held accountable for a $2300 cancellation charge if they live in the community bath halls and a $2700 cancellation charge if they live in the suite or apartment halls.

Spring Applicants Cancellation Policy for applications received prior to January 1st:

  • October 1 to October 31st:
    • A $200 cancellation charge will be assessed to their account.
  • November 1 to November 30th:
    • A $700.00 cancellation charge will be assessed to their account.
    • December 1 to December 31st:
      • A $1500 cancellation charge will be assessed to their account.
    • January 1 and beyond:
      • Students who cancel spring housing after January 1st will be held accountable for a $2300 cancellation charge if they live in the community bath halls and a $2700 cancellation charge if they live in the suite or apartment halls.

*If you apply after January 1st and cancel it will be reviewed on a case by case basis by the Appeal Committee.

Summer Cancellation:


If you live in Community bath halls, Suites and Apartments:

  • Cancel from February 1 - March 31st:  $200
  • April 1 - May 1: $700
  • After May 1st it is the entire contracted cost for housing.


Summer residents will be billed for the dates requested. There will be NO REFUNDS if a student chooses to move-out before the dates indicated on their electronic Summer Housing Application Form. Make sure the term(s) requested are correct.  Appeals may be made for early check out and will be reviewed on an individual basis. Special circumstances include medical conditions or university class cancellations.  Documentation is required.  If appeal is approved, a $200.00 cancellation charge will still apply.

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 Sodexo 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 on campus housing, and by the Director of Housing for students living in on 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