Cancellation by the Resident

The Terms and Conditions of a resident's Occupancy Agreement are binding for the entire occupancy period. However, under certain circumstances, Housing permits the termination of the Occupancy Agreement, subject to the conditions described below, including payment of charges for administrative expenses and the cost of re-letting the space.

A resident who desires to terminate this Agreement must submit notice to Housing. The resident will continue to be charged for occupancy until proper notification has been received by Housing, the premises have been vacated, the keys have been returned, including in-person deactivation of the University ID card for electronic lock and building access, and the requirements in Resident Responsibilities requirements have been met (“effective date of cancellation”). Notice of withdrawal or cancellation of admission or cancellation of registration to other University offices does not constitute notice of cancellation to Housing.

A resident canceling this Occupancy Agreement for any reason prior to taking occupancy will incur certain charges for administrative costs and for anticipated cost to the University for re-letting the space. These charges (which, along with other charges described herein, constitute liquidated damages and are not a penalty) are described in the clauses below.

The following charges apply to first-year students only:

If written notice of cancellation is received (postmarks are not considered) by Columbia Housing:                                                     

  • On or before the occupancy start date for an academic year Occupancy Agreement, there will be a charge of $250.

The following charges only apply to returning students, i.e., sophomores, juniors, and seniors:

If written notice of cancellation is received (postmarks are not considered) by Columbia Housing:

  • After accepting the Occupancy Agreement but before May 1, there will be a charge of $250.00 
  • After May 1 but not later than June 1 for an academic year Occupancy Agreement, there will be a charge of $350. 
  • After June 1 but not later than July 1 for an academic year Occupancy Agreement, there will be a charge of $500.
  • After July 1 but not later than August 1 for an academic year Occupancy Agreement, there will be a charge of $750. 
  • After August 1 but before the occupancy start date for an academic year Occupancy Agreement, there will be a charge of $1000.
  • If the resident cancels this agreement after the occupancy start date, but prior to moving in, there will be a charge of $1500.

A resident canceling this Agreement after occupancy is responsible for paying an administrative fee plus the prorated room charge as set forth in the Cancellation Proration Schedule. Prorated room charges for students who cancel this Agreement for any reason other than medical leave of absence, required military service, withdrawal, or graduation from the University include an amount to cover the cost of re-letting the space. Under the Proration Schedule, such students are required to pay 50 percent of the room fee for the entire year if the effective date of cancellation is after October 15 and 100 percent of the room fee if the effective date of cancellation is after March 1. Students who cancel this Agreement because of a medical leave of absence, required military service, withdrawal, or graduation will be charged the weekly prorated room charge through the effective date of cancellation.

Students intending to cancel and check out at the end of the fall term who do not check out by the date specified by Columbia Housing will be billed an additional charge for housing during winter break as set forth in the Cancellation Pro-ration Schedule.

Refunds due to students will be credited first to government-funded financial grants, loans and other aid. The remaining balance, if any, will be distributed to the student.

Terms and conditions regarding refunds and charges to students will be deemed amended to the extent required by applicable laws in effect as of the date of this Agreement. In that connection, to the extent required by law, Columbia Housing may waive the administrative fee as well as all or part of the charges described in clauses 1 (for first year students) and clauses 1 through 6 (for upper-class students) to students who cancel this Agreement because of withdrawal, graduation or a leave of absence. If such charges are waived, the student will continue to be responsible for the prorated charge for occupancy through the end of the day on which the effective date of check-out occurs.