Cancellation

Cancelling a September reservation

Cancel your application before being assigned a room

Log into the Housing Portal on uoZone.
Select the "Withdraw application" button.

Cancel your room

Log into the Housing Portal on uoZone.
Select the "cancel your offer" button.

Consult the refund schedule and deadlines and the administrative charges table

Deadline

Consult the important residence dates for deadline details.

Mandatory replacement

If you do not meet the cancellation deadline, you must be replaced to obtain a cancellation. An agreement holder is charged for the residence fees until an eligible replacement is found for the room. 

To help you find an eligible replacement, post an ad on the Student Housing Billboard.

Who is eligible to be a replacement?

Full-time uOttawa students
A person of the same gender as you if you have been assigned a double room, or a suite, a studio, a connected room at the Henderson Residence, or if your single room is located on a non-coed floor.

Terminating during the academic year

During the academic year, you must be replaced by an eligible student to obtain the termination of your residence agreement while it is in effect. An agreement holder is charged for the residence fees until you have found an eligible replacement for the room. Once you have been replaced, we send the confirmation by email to your @uOttawa.ca address or to your personal email address if you have withdrawn from the university.

Terminating a 12-month agreement effective April 30

The deadline for requesting the termination of a 12-month agreement to be effective April 30, 2025, is March 31, 2025.

Who is eligible to be a replacement?

Full-time uOttawa students
A person of the same gender as you if you have been assigned a double room, or a suite, a studio, a connected room at the Henderson Residence, or if your single room is located on a non-coed floor.

Request a cancellation and find a replacement

Login to uoZone and go to the Housing Portal to request a termination even if you have not yet found someone as this is an official request.
Post an ad on the Student Housing Billboard.
Access cards and keys must be returned to the 90U reception once you find an eligible replacement and you are moving out.

Cancelling a meal plan

Leaving the University or moving out of residence will not automatically set off the cancellation or the reimbursement of your meal plan. To cancel your meal plan, please contact the uOttawa Card Service, and provide them with the required documents.

To check if you have a meal plan, please login with your uoAccess credentials.

For any questions regarding your meal plan cancellation and reimbursement, please refer to the uOttawa Cardholder Agreement, or contact the uOttawa Card Service.

Terminating due to a medical reason

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:

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 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.

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.