Housing Release Appeal Process

This page explains how students can cancel or request release from their Housing & Dining Agreement, how the fee schedule works, what documentation is required, and how the appeal process functions. It is designed to give students, families, and campus partners a clear, consistent understanding of the process.

Housing & Dining Agreements are binding upon signature and governed by the Terms & Conditions of the Housing & Dining Agreement. Students are financially responsible for all housing and dining charges unless they:

• Cancel before occupancy according to the Cancellation/Release Fee Schedule, or

• Submit a Release Request and the Release Committee approves the request.

A Release Request is an exception‑based process. Approval is not guaranteed, and approval does not eliminate or reduce charges. All financial outcomes follow the Cancellation/Release Fee Schedule, regardless of the reason for the request.

Cancellation vs. Release Request

• Cancellation: Applies when:

  • You have not yet reached your contractual move‑in date, and

  • You wish to cancel your Housing & Dining Agreement.

  • Key points:

    • No documentation is required.

    • The Cancellation/Release Fee Schedule applies based on the date you submit your request.

    • You may still be required to maintain a Commuter Meal Plan if you are enrolled and under the credit threshold.

• Release Request: Applies when:

  • You have reached your contractual move‑in date (even if you did not pick up your key or physically move in), and

  • You wish to be released from your Housing & Dining Agreement due to documented extenuating circumstances.

Key points:

• Documentation is required.

• Your request is reviewed first by Housing & Residential Education, then by the Release Committee.

• Approval is not guaranteed.

• The Cancellation/Release Fee Schedule still applies unless the Release Committee approves an exception.

Contractual Move-In Date and Occupancy

Occupancy is determined by your contractual move‑in date, not by physical arrival.

• New Students: Occupancy begins on the published new‑student move‑in dates.

• Returning Students: Occupancy begins on the published returning‑student move‑in date.

Even if you do not pick up your key or enter your room, you are considered to have reached occupancy once your contractual move‑in date arrives. The Housing & Dining Agreement states that failure to check in does not release you from financial responsibility.

Financial Responsibility

Financial outcomes for Housing & Dining Agreement cancellations and releases are determined ONLY by:

• The Cancellation/Release Fee Schedule

• The submission date of the request

• The student’s occupancy status

• The student’s move‑out date, which determines when charges stop accruing

These rules apply to all students unless the Housing Release Committee approves an exception.

If a Release Request is Approved

Approval of a Release Request allows the student to exit the Housing Agreement early. Under the Housing & Dining Agreement, the default financial outcome for an approved release is:

• The Cancellation/Release Fee Schedule still applies

• The $600 cancellation fee is charged

• Housing charges are assessed according to the schedule (50% or 100% depending on timing)

• Daily charges continue until the student fully vacates

This is the standard outcome for all Release Requests unless the Release Committee determines that documented circumstances justify an exception.

If a Release Request is Denied

The student remains responsible for all charges according to the Cancellation/Release Fee Schedule.

When a Release may Result in Reduced or Reversed Charges

A Release Request is not a refund mechanism. It is an exception process that allows the University to consider documented extenuating circumstances that may justify reducing or removing housing/dining charges after occupancy has begun.

The Housing Release Committee may approve a partial or full reversal of housing and/or dining charges only when documentation clearly demonstrates:

• Significant medical, financial, or personal hardship

• Circumstances that could not reasonably have been anticipated

• Conditions that materially prevent the student from fulfilling the Housing Agreement

If the Committee Approves an Exception:

• Housing charges may be reduced or reversed

• Dining charges may be reduced or reversed (based on usage and timing)

• The $600 cancellation fee still applies

• A refund is issued only if the student has no other outstanding balances on their overall student account

Dining Refund Rules

• No meal usage: Full dining amount may be credited

• Meal plan used: Dining may be prorated based on usage and timing

Refunds are released only when the student’s overall account is clear.

Request for Release Criteria

Experiencing one of the circumstances listed below does not guarantee a refund or release from financial obligations. These circumstances simply make a student eligible to submit a Release Request. The Release Committee will review documentation to determine whether the situation meets the threshold of a significant and unforeseen change that occurred after the agreement was signed.

• Academic program requirements (internship, clinical placement, student teaching, study abroad, etc.)
• Active military deployment
• Birth or adoption of a child occurring after the agreement was signed
• Change in enrollment status (withdrawal, transfer, part‑time status) as verified by the Registrar
• Documented financial hardship resulting from a new and unanticipated change after the agreement was signed, verified by Financial Aid
• Graduation
• Health or medical concerns arising after the agreement was signed. Will require completion of Reasonable Accommodations Form to determine if health or medical concern can be accommodated within the residence hall system.
• Marriage, with a legal marriage certificate dated after the agreement was signed

Thinking about Canceling Housing or a Request for Release?

We hope you’ll stay part of our on‑campus community, but if your plans change, here’s what you need to know about how cancellation fees and charges work.

Important Considerations

• Do not sign an off‑campus lease unless you have received formal written approval releasing you from your UMassD housing agreement. Signing another lease does not qualify as grounds for release after occupancy begins. Pre‑occupancy cancellations must still follow the July 1 deadline and fee schedule.
• Dissatisfaction with a room assignment, roommate, services, or policies is not a basis for appeal.
• Allergies and COVID‑19 (including variants) are not qualifying reasons for release, as these conditions cannot be fully mitigated in any residential environment.
• The Appeals Committee meets bi-weekly (excluding university closures). Students receive a written decision via their UMassD email. Students and families do not participate in committee meetings.
• A pending appeal does not pause billing. Students must continue to make payments by published deadlines. If an appeal is approved, adjustments will be made to the student account.
• Housing payment – A pending appeal does not defer your housing payment. Please pay your housing by the due date to avoid late charges. If your appeal is approved, adjustments to your account will be made.
• Be sure to review all of the Housing Agreement for expectations your housing commitment. 

How to submit a Release Request

1. Log onto the Student Housing Portal (StarRez)
2. Navigate to Forms & Processes 
3. Locate the Request for Release Form
4. Complete the Request for Release Form by:
   1. Make the proper form selections
   2. Provide a detailed narrative explaining the extenuating circumstances that have changed since the agreement was submitted.
   3. Submit official documentation that support yours narrative. These documents could include but are not limited to, Financial Aid documents, medical documentation showing recent diagnosis, treatment, or surgery, statements of job terminations, death certificates, etc.
5. Submit your Release Request

Please note that Release Requests can take up to 30 days, but are usually resolved within 10 - 15 business days.