2023-24 Queen's Withdrawal From Residence Policy
Your residence contract is for a period (the “Term”) beginning on your scheduled Move-In Day, and ending on your Move-Out Day. After the commencement of the “Term”, whether or not you have taken occupancy, you cannot cancel this Contract, and you are financially responsible for the full 8-month term room and meal plan fees (or 4-month term fees for fall-only or winter-only exchange students). Exceptions apply for students who withdraw from the University for approved academic or medical reasons.
Medical and/or Academic Withdrawal
You may request cancellation of your contract only if withdrawing from the University for approved academic or medical reasons. If you are withdrawing due to an approved academic or medical reason, we will issue refunds according to the schedule below. There are three things you must do to receive a prorated refund of your room and meal plan fees:
-
Withdraw from program courses through the faculty or Registrar’s office (course enrolment cancellation is verified by the Residence Admissions office).
-
Complete the Residence withdrawal form in the Residence and Dining Portal.
-
Vacate your room and return keys to the designated front desk for your building.
Your withdrawal date is set as the date that all three steps are completed. If you leave Residence without following all steps required, you will be required to pay your Residence fees in full for the entire Term of your Contract.
Fee Refund Schedule
This refund schedule includes your Residence room and Meal Plan fees and is for approved medical and/or academic withdrawals only. Residence Meal Plans for any other reason are non-refundable or transferable. However, the remaining Flex$ portion of your Meal Plan can be refunded for a $50 administration fee, or it can be carried over for use in future academic terms.
Fall term
-
Prorated to withdrawal date until November 1st
-
November 1 to end of fall term – 0% (but the student will be released from winter term fees)
Winter term
-
Prorated to withdrawal date until March 1st
-
March 1 to move out – 0%
Withdrawal from Residence but not Academics
If you want to withdraw from residence but do not plan to withdraw academically, you will be permitted to do so, without financial penalty, if another student not currently living in residence can be found to take over your contract.
If you want to withdraw from residence without withdrawing from academics for a situation in which you feel that the residence environment is causing a medical concern, you must set up a meeting with the Manager, Residence Admissions. If you do not follow this process, you will be held liable for any associated room and meal plan charges. These requests will be assessed on a case-by-case basis involving the Manager, Residence Admissions and Director, Residence Life and Services. A refund is not guaranteed.
Termination of Contract for Disciplinary Reasons
If the University terminates your contract as a result of a violation of your Residence Contract and/or University Policies, you remain responsible for payment of the full room and meal plan fees for the 8-month term (4-month term for half term exchange students). If your contract is terminated for this reason, you will not be eligible to live in Residence or Queen’s Community Housing for the remainder of the current academic year. Housing requests for future academic years may be considered on an individual basis.
If more information is needed, please visit the Residence Admissions office in Victoria Hall, room D001 or by emailing reshouse@queensu.ca or by calling 613-533-2550.