A resident who wants to terminate their Residence Agreement for medical reasons must provide a medical certificate and supporting documentation from a health-care provider that outlines the accommodation needs for support and adaptive measures that can no longer be met by living in residence.
A medical certificate and supporting documentation do not guarantee that a termination request will be approved, and additional documentation may be required. Housing and Residence Life strongly recommends that students/parents seek to find a student to take over the lease, since this option may increase your chances of terminating your Housing agreement sooner (see take-over process).
Understanding housing agreement cancellation policies
It is important to know that once the Housing cancellation deadline has passed, cancelling a Housing Agreement is not the same as withdrawing from the University. Students and parents should understand that when a Housing Agreement is accepted, the terms of the Residence Agreement are legally binding. Once the deadline has passed, residents are responsible for all residence fees outlined in the Housing Offer and in the Residence Agreement, Code of Conduct and Disciplinary Procedure until a termination has been approved.
Steps to submit a request for termination for medical reasons
Make use of the on-campus resources at your disposal
In most cases, students who request to terminate a Housing agreement for medical reasons but don’t seek assistance from on-campus resources may be denied approval from Housing and Residence Life. In many cases, students who seek on-campus and community assistance options are able to successfully pursue their studies and stay in residence. The following resources are at your disposal:
Submit a request to terminate a Housing agreement
In the Housing portal, submit a request for termination under the “Requests” button and provide all other pertinent documents to Housing Service.
Send medical documentation
Provide information and documentation signed by a health-care provider who has treated your condition for the purpose of needs assessment and accommodation. The note must demonstrate that the University is unable to provide proper resources or accommodations for the condition that would allow the student to remain in residence.
Please send your medical note directly to [email protected].
Examples of medical notes that might not be approved
In many cases, the medical notes we receive do not provide any details on the supports and accommodations needed, and consequently, we cannot accept these notes as valid for this purpose. This can be frustrating and lead to delays.
In addition, if the Housing Review Committee determines that the medical condition could still have allowed a resident to stay in residence, the request for termination of the Housing agreement may be denied.
Below are a few examples of medical notes that would not be sufficient:
- John needs to leave for medical reasons.
- John suffers from severe anxiety and will not be able to stay in residence.
- John needs to leave due to severe physical disability.
- John needs to go back home because of health issues.
Note: An acceptable medical note clearly demonstrates that the University is unable to provide proper resources or accommodations for the condition, and/or no treatment is available in Ottawa.
Look for someone to take over your room
Please follow the take-over instructions detailed on the takeover and sublet webpage.
Complete the check-out form
Before leaving residence, students must go see Reception and notify them of their departure. The student will also need to complete the check-out form and return any physical keys issued (if applicable).
Note: Completion of the check-out form does not approve the student for early termination but is required whenever a student moves out of residence. If the student fails to fill out the check-out form, the student will be charged a fee on their account.
Appealing a decision on a request for termination for medical reasons
Housing Service has established an appeals process for students who have been denied termination of a residence agreement for medical reasons. An Appeals Committee is in place to allow students to appeal the denial of termination. The Committee will meet as required based on the number of appeals received.
If a student is denied a request to terminate a Housing agreement for medical reasons, that student is only eligible for ONE appeal.
Steps to request an appeal
Before submitting an appeal, a student must first have been denied a request for termination of a Housing agreement for medical reasons.
- To submit an appeal to the Appeals Committee, send an email to [email protected].
- The appeal must include a letter detailing all the circumstances surrounding the basis for the appeal, i.e., why the denial by Housing Service should be reversed or modified, and the expected resolution. All supporting documentation (third-party letters, etc.) and/or proof for the termination request must be attached to the letter.
- If the medical documentation was deemed insufficient, please submit an updated copy.
- Additional documentation may be required to process the appeal. The student must include the following information in the letter so that they can be contacted, if necessary:
- Student number
- Mailing address
- Telephone number
- Email address
- The student/parent must submit any additional information requested in writing by the Committee within seven calendar days. Failure to do so will result in the rejection of the appeal, which will not be subject to a second appeal.
- Only the student, or the student’s parent or guardian as designated in the Housing Third Party authorization form, may submit an appeal.
How the appeal process works
- Housing will send a copy of the appeal and all related documents to the Appeals Committee, which will acknowledge receipt of the request within 72 business hours.
- A student may only file an appeal for denial of a refund or termination of the Housing agreement that applies to the current or previous academic year. The student must file the appeal and all new supporting documentation within 30 days of receiving written confirmation from Housing Service that the request for termination of the Housing agreement for medical reasons has been denied. No appeals will be considered after the 30-day deadline.
- The Appeals Committee has one month to review the appeal and provide its final decision, which it will send out via email. However, if the Committee decides that more information is needed before making a decision, the Committee will issue its decision within a month of receiving all requested documentation.
- It should be noted that the period at the start of a new term is particularly busy, which may prolong the waiting period.
- The Appeals Committee decision is final and cannot be further appealed.
- Students who wish to withdraw their appeal must inform the Appeals Committee by sending an email to [email protected]. Otherwise, the process will continue and the Committee will issue their decision on the appeal.
- If the Appeals Committee grants the appeal, Housing will explain the credit/refund process to the student. If the student’s account balance shows an amount owing, any credit will be applied to the amount owing before any refund is issued.
