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Housing & Conference Services

Living At McMaster

Residence Withdrawal Policy

If you are thinking of leaving residence, there is some important information you should know before you make your decision.

Withdrawing from Residence, Before Move-In Day

If you have submitted a completed residence application, paid the deposit, and you are guaranteed residence, you are defined as being in residence. If you wish to withdraw from residence before move-in, you will forfeit all or part of the residence deposit depending on the date the written notice of cancellation is received in the Residence Admissions Office.

Date Written Cancellation Received Deposit Refund
For September: If cancellation received on or before 4:00 p.m. EDT on August 6, 2019 (Extended deadline) Applicant receives a refund of $300
For September: If cancellation received after 4:00 p.m. EDT on July 5, 2019 Applicant receives NO REFUND
For January Term: If cancellation received on or before 4:00 p.m. EDT on November 29, 2019 Applicant receives a refund of $300
For January Term: If cancellation received after 4:00 p.m. EDT on November 29, 2019 Applicant receives NO REFUND

A forfeited residence deposit cannot be applied to other outstanding university accounts or transferred to the residence account of another student. In order to withdraw from residence, you must notify the Residence Admissions Office by completing the Cancellation Step on the online residence application.

Students gathering together

To Withdraw from Residence Before Move-In, You Must Complete the Following Steps:

  • Log into the Residence Application Portal and select your term.
  • Go to the “Residence Application Status Page” and click on “If you would like to cancel your application, please click here.”
  • This will take you to the “Cancelling Your Application” page
  • On this page, we will ask your reason for cancelling, and you will enter your student number to confirm cancellation.
  • Then you will be taken to the “Confirmation of Cancellation Application” page

Typically, the refund will be processed back to the credit card within 5 business days and you will receive a confirmation email.

You will receive an e-mail from our residence system notifying you that the cancellation was successfully completed.

Withdrawing from Residence After Move-In Day

If you plan on leaving residence, please reach out to your CA or Residence Life Area Coordinators as they may be able to accommodate for you to remain in residence. Many situations which cause students to leave residence can often be resolved allowing you to continue participating in the residence community.

Students living in residence who plan to withdraw from residence for any reason whatsoever during the academic year must:

  • Complete the Residence Withdrawal paperwork with the Residence Admissions Office.
  • Check out at their Service Centre and return their residence keys/access card.

Failure to do these steps will result in being charged as outlined in section 25 of the Residence Agreement Contract. The date of withdrawal will be recorded as the date the Residence Withdrawal paperwork is completed or when the residence keys/access card is returned, whichever is later.

You (the student) are financially responsible for your full year’s fee and is placed on a refund waiting list in order of date of withdrawal.

Students together

How Does the Refund Waiting List Work?

When a new student is admitted to residence, a refund is processed for the next student on the refund waiting list. This is not dependent upon filling the vacated residence space, rather it is based on filling the vacancy in the residence system created by your withdrawal.

Eligible refunds of residence fees are calculated on a pro-rated daily basis and are credited to the student’s university account, less a $300 administration fee. If the student has no outstanding university accounts, the residence refund will be issued to the student.

Residence Withdrawal Fee Appeal

A student who withdraws from residence due to exceptional circumstances beyond his/her control may submit a written appeal with supporting documentation to Residence Admissions. The deadline to submit an appeal for consideration is within fifteen days as of the date the Residence Withdrawal paperwork is provided by the Residence Admissions Office.

If the appeal is successful, the student will receive a pro-rated refund of his/her residence fees as of the date of withdrawal. The date of withdrawal is the date the Residence Withdrawal paperwork is completed and the residence key/access card is returned, whichever is later. This student remains responsible for the administrative fee.