Cancellation FAQ — University Housing and the Resident Experience

Our team has collected some of the frequently asked questions we receive regarding the cancellation of housing here at the University. For full details on Cancellation, be sure to review our Cancellation Policy here. If you have any questions or would like to discuss your housing options prior to cancelling, we welcome you to reach out to us at housing@louisville.edu.

I have decided that I no longer wish to live on campus for Fall 2023-Spring 2024, and I have not yet moved into my Fall 2023-Spring 2024 room assignment. What should I do?

We would love to discuss this decision with you prior to cancelling. If you would like to chat with a University Housing staff to discuss your housing options prior to cancelling, please reach out to us at housing@louisville.edu to speak to a team member.

If you are certain that you would like to cancel your housing, please log into the Housing Portal on our homepage, navigate to “Requests,” and select “Cancellation Request.” Be sure to review our Cancellation Policy prior to submitting your request. If you are first-year or second-year Card, also be sure to review our First-Year Live-On Policy and Second-Year Residential Requirement, as fees may apply.

I would like to cancel my housing for Fall 2023-Spring 2024, but I have a room assignment. Will I be charged a fee?

All housing applicants indicated on the Housing Application that they had reviewed our Cancellation Policy. When applicants received their assignment notification to their university email addresses, they were also informed that they would have ten days in which to cancel their assignment without incurring a cancellation fee.

If more than ten days have passed since you received your assignment notification email, then you are responsible for paying a cancellation fee. If you would like to appeal the Cancellation Fee due to a proven extenuating circumstance which occurred after selecting a room/receiving a room assignment, you may submit a “Cancellation Fee Appeal Request” in the Housing Portal on our homepage. We will evaluate your individual case based on the reason for cancellation as well as the supportive documentation which you provide.

I have an extenuating circumstance which occurred after I selected a room/after I received a room assignment. Due to this circumstance, it is no longer in my best interest to live on campus for Fall 2023-Spring 2024. Do I still have to pay a cancellation fee?

We understand that extenuating health, financial, and other circumstances may arise after room assignment and that these situations may negatively impact your ability to live on campus. If you are certain that you will not be residing on campus for Fall 2023-Spring 2024, please cancel your housing as soon as possible in the Housing Portal on our homepage.

If you would like to appeal the Cancellation Fee due to a proven extenuating circumstance which occurred after selecting a room/receiving a room assignment, you may submit a “Cancellation Fee Appeal Request” in the Housing Portal on our homepage. We will evaluate your individual case based on the reason for cancellation as well as the supportive documentation which you provide.

What kind of documentation is sufficient to show that I should not be charged a cancellation fee?

When you submit a “Cancellation Fee Appeal Request” in the Housing Portal on our homepage, you will have the opportunity to explain your extenuating circumstance and upload up to two forms of supportive documentation (as a legible PDF, PNG, or JPG file) along with your request. This documentation should demonstrate how your situation changed after selecting a room/receiving a room assignment, and how this change in circumstance now means that it is no longer in your best interest to reside on campus. Examples of typical supportive documentation include the following, but documentation need will vary on a case-to-case basis:

A letter from an employer on official company letter head which indicates that an individual’s salary has changed from $X to $X as of X date. The letter should be hand-signed in black or blue ink by the employer.
Medical documentation from a licensed medical professional which indicates an unexpected health circumstance which occurred after selecting a room/receiving a room assignment. In addition, you should provide documentation (a statement on official letterhead from a medical professional hand-signed in blue or black ink) which indicates that due to this new health condition, it is no longer in your best interest to reside on campus.
Medical documentation from a licensed medical professional which indicates how a pre-existing health condition may now place you at an additional health risk while living on campus. The documentation should indicate that this change in risk occurred after the date on which you selected a room/received a room assignment. It should also include a diagnosis and a date of diagnosis as well as an original signature in blue or black ink on the medical professional’s official letterhead.

If I check into my Fall 2023-Spring 2024 room assignment but decide that I would like to cancel my housing and move off campus, will I be charged a fee?

After moving into your room assignment, you will be responsible for paying a prorated amount which will be based on your room assignment as well as your check-out date. In addition, you will be responsible for paying a cancellation fee which is equivalent to one full semester’s cost of your room assignment.

If you would like to appeal the Cancellation Fee due to a proven extenuating circumstance which occurred after checking in to your room assignment, you may submit a “Cancellation Fee Appeal Request” in the Housing Portal on our homepage. We will evaluate your individual case based on the reason for cancellation as well as the supportive documentation which you provide.

If you are a first-year student who has not received an approved exemption to live off campus, you will be responsible for paying a non-compliance fee for each semester out of compliance with our University’s First-Year Live-On Policy. This fee is equivalent to the cost of housing for a traditional double room on campus.

I am an incoming first-year student who has decided to unenroll from classes at the University of Louisville. What do I need to do?

If you withdraw from classes at the University of Louisville prior to checking in to your room assignment, you will not be responsible for paying a housing cancellation fee. Please follow these steps to withdraw from classes in ULINK and report your un-enrollment to the Office of Admissions:

In order to avoid a tuition financial penalty, be sure to completely withdraw from all of your classes in ULINK. Click on the Student Services tab and navigate to "Registration" in the right-hand corner. Next, under "Summer and Fall 2021 Registration," go to "Drop/Withdraw from Classes." If you need assistance, please email Regoff@louisville.edu.
Log into your New Cards Gateway and select “Accept or Decline Your Offer of Admission and Pay Your Enrollment Deposit.”
Select "I have decided that I will not be attending the University of Louisville" to officially close your university application file.

If you withdraw from classes at the University of Louisville after you have already checked into your room assignment, you will still be responsible for paying a prorated housing cost based on your room assignment and length of stay. In addition, you should submit a Cancellation Request in the Housing Portal on our homepage. A housing cancellation fee will be placed on your student account. In order to appeal the fee, you may submit a Cancellation Fee Appeal Request in the Housing Portal on our homepage along with supportive documentation such as an official transcript which indicates that you have transferred to another university and are no longer enrolled at the University of Louisville.

I am a returning upper-level (sophomore and above) student who has decided to unenroll from classes at the University of Louisville. What do I need to do?

If you are a returning resident who withdraws from classes at the University of Louisville prior to checking in to your room assignment, you will not be responsible for paying a housing cancellation fee.

Please follow these steps to withdraw from classes in ULINK:

In order to avoid a tuition financial penalty, be sure to completely withdraw from all of your classes in ULINK. Click on the Student Services tab and navigate to "Registration" in the right-hand corner. Next, under "Summer and Fall 2023 Registration" or "Spring 2024 Registration" (whichever semester is relevant to your circumstances), go to "Drop/Withdraw from Classes." If you need assistance, please email Regoff@louisville.edu.
As long as you completely withdraw from classes and do not re-enroll, you will not be responsible for paying a housing cancellation fee. A housing cancellation fee will remain on your student account until we are able to verify that you have not re-enrolled in classes. This will occur after the last drop/add date of the semester for which you are un-enrolling. Once we are able to verify this, we will credit the full housing cancellation fee to your student account. No further action is needed other than withdrawing from classes.