A resident who wants to terminate their Residence Agreement for medical reasons must provide a medical certificate and supporting documentation from the 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 automatically approved, and additional documentation may be required. Housing and Residence Life strongly recommends that students/parents seek to find a replacement (see take-over process), as this option may increase your chances of terminating your Housing agreement sooner.
Understanding housing agreement cancellation policies
Once the Housing cancellation deadline has passed, it is important to know that cancelling a Housing Agreement is not the same as withdrawing from the University. Students and parents should know 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 the residence fees outlined in the housing offer and Residence Agreement, Code of Conduct and Disciplinary Procedure until a termination is 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 submit a termination for medical reasons and don’t seek assistance from on-campus resources could 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:
- Discuss your situation with your community advisor.
- Consult the various wellness services and resources on campus.
- Consult the Student Health and Wellness Centre.
- Consult Academic Support.
- Consult the Case Management team.
Submit a termination request
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 would not be automatically approved
In many cases, the medical notes we receive don’t provide any details outlining the supports and accommodations needed, and we are required to reject these notes. 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 could be rejected.
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 your 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, you must go see Reception and advise them of your departure. You will also need to complete the check-out form and return any physical keys issued to you (if applicable).
Note: Completion of the check-out form does not approve you for an early termination but is required when you move out of residence. Otherwise, a fee will be charged to your account.
Requesting an appeal of a termination request for medical reasons
Housing Service has established an appeals process for students who have been denied a Residence termination due to medical reasons. An Appeals Committee is therefore in place to allow students to appeal the refused termination. The Committee will meet as required based on the number of appeals received.
If your first housing termination request for medical reasons is refused, you are eligible for ONE appeal request.
Steps to request an appeal
Before submitting an appeal, students must first have received a denial of a termination request based on medical reasons for the Housing Agreement. · To submit an appeals request to the Appeals Committee, send an email to [email protected].
· The appeals request 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 letter, etc.) and/or proof of the exemption 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 appeals request. The student must include the following information in the letter so that they can be contacted, if necessary:
o Student number
o Mailing address
o Telephone number
o Email address
· Any additional information requested in writing by the Committee must be provided within seven calendar days. Failure to do so will result in the rejection of the appeals request, which will not be subject to a second appeals request.
· An appeals request may be submitted by the student only, or by a parent or guardian the student has designated in the Housing Third Party authorization form.
How the appeals process works
· Upon receipt of the appeals request, a copy of all documents will be provided to the Appeals Committee members, and the recipient will acknowledge receipt of the request within 72 business hours.
· An appeal may be filed for a refund/termination denial that applies to the current or previous academic year only. The student must file the appeals request and all new supporting documentation within 30 days of receiving written confirmation from Housing Service that the medical termination has been denied. No appeals will be considered following the 30-day deadline.
· The Appeals Committee has one month to review the appeals request and provide its final decision via email. However, if the Committee decides that more information is needed before making a decision, the decision will be given within a month of receiving all requested documentation.
· It should be noted that the beginning of a new term is particularly busy, which may prolong the waiting period.
· The Committee’s decision is final and cannot be appealed further. · If the student decides to withdraw their appeal, they must do so by emailing [email protected]. Otherwise, the process will continue, and the Committee will make a decision on the appeal.
· If the appeal is granted, the credit/refund process will be explained to the student. If the student’s account balance shows an outstanding amount due, any credit will be applied to the amount owing before any refund is issued.
