Housing Policies + Mission Statement

Stay in the know of all of our housing policies that may come in handy during your time on campus.

Resident Assistant Complaint Policy

As student residents you are encouraged to assert your right to live in a comfortable and secure environment, consistent with the Resident Assertion Guidelines described in the UW-Eau Claire Housing and Residence Life Student Planner.  The intent of these guidelines is to provide a safe environment for you to assert those rights, yet also respect the rights of Resident Assistants as both university employees and as students seeking to improve their relationships with other students.

If you feel that your rights have not been respected because a Resident Assistant has pressured, coerced, or inappropriately influenced you to attend or participate in a meeting, campus activity, or organization, then the following process is provided to permit you to express your opinions and seek a satisfactory resolution.

1. The most appropriate first step in asserting your rights is to communicate your request or concern in person to your Resident Assistant. The purpose of this informal step is to provide an open and respectful opportunity for you and your Resident Assistant to resolve your concern to your satisfaction without the need for more formal action.

2. If you are either uncomfortable in initiating direct contact with your Resident Assistant, or if the result of that discussion is unsatisfactory to you, then you should communicate your request or concern to your Hall Director. Again, the purpose of this step is to provide an opportunity for you to resolve your concern to your satisfaction. As a result of this discussion, you may request:

• • that no action be taken, or
  • that a statement be filed for potential future reference, or
  • that a formal complaint be filed.

It is also possible that your Hall Director will determine that the incident necessitates formal action, and in such cases your Hall Director will file a formal complaint.

3. If you are either uncomfortable in initiating direct contact with either your Resident Assistant or your Hall Director, or if the results of the prior discussions are unsatisfactory to you, then you should communicate your request or concern to the Associate Director of Housing and Residence Life. As a result of this discussion, you may request:

• • that no action be taken, or
  • that a statement be filed for potential future reference, or
  • that a formal complaint be filed.

It is also possible that the Associate Director will determine that the incident necessitates formal action, and in such cases the Associate Director will file a formal complaint.

Note: a key principle in each of the instances above is that you are encouraged to resolve your request or concern informally with the individuals involved, but if you are uncomfortable with such direct contact, you can initiate communication with another person (Hall Director or Associate Director of Housing and Residence Life) with whom you are comfortable.

If a formal complaint is filed, the following additional sequence of steps will be taken:

4. If you have not already met with the Associate Director of Housing and Residence Life to discuss your request or concerns, the Associate Director of Housing and Residence Life will meet with you and, if appropriate, the Hall Director to review and discuss the complaint.

5. The Associate Director of Housing and Residence Life then will meet with the Resident Assistant and, if appropriate, the Hall Director to review and discuss the complaint.

6. The Associate Director of Housing and Residence Life will meet jointly with you and the Resident Assistant to further discuss the complaint and attempt to find a mutually acceptable resolution.

7. If a mutually acceptable resolution cannot be found, the Associate Director of Housing and Residence Life will refer the formal complaint to the Director Housing and Residence Life who will review the complaint and make a determination from among the following:

1. • there are insufficient grounds to support the complaint and, as a result, no further action will be taken, or
   • there are sufficient grounds to support the complaint and, as a result, the Resident Assistant may be placed on (or continue on) probation, or
   • there are sufficient grounds to support the complaint and, as a result, the employment contract of the Resident Assistant may be terminated.

In all cases, the decision of the Director of Housing and Residence Life is final.

Housing Contract Cancellation Policy

Students have until May 1 each year to cancel their housing contract and receive a refund of their $75 room reservation deposit.

Please go to My Housing Portal and compete the Cancellation Request.

When you completed the housing application, you should have reviewed, signed, and received a copy of the housing contract.

View Cancellation Policy

Cancellation Appeal Process

Appeal Process

Requests to cancel that do not conform to the UW Board of Regent policy will be administratively rejected. Once a student is notified that the cancellation request is rejected, they may submit a one-time appeal of this rejection by completing the Cancellation Appeal Form through My Housing Portal, Application within 10 business days of receiving the cancellation request rejection decision. The appeal is made in writing only (not in person), so make certain to be complete, descriptive, and thorough in the written appeal attach any relevant documentation at the time of submittal.

Appeal Requests

1. Appeals and supporting documentation are to be included though this Cancellation Appeal form in My Housing Portal

2. Students do not attend cancellation appeal review sessions, which shall be conducted by a panel of Housing & Residence Life staff and students appointed by the Residence Hall Judicial Board (when Judicial Board is in session, when out of session, requests are heard by Housing & Residence Life staff).

3. Students should submit the reason for the appeal in the form, being as complete and descriptive as possible. Supporting documentation is strongly encouraged, and is required for appeals based on medical reasons. Supporting documentation from disinterested individuals are preferred over supporting documentation from friends, family members or individuals with an interest in the outcome.

4. Medical documentation must appear on the provider's letterhead, and include the signature of the provider. The medical provider should not simply tell the board the student cannot or should not live on-campus. Information is needed as to why the student cannot live on-campus, and should include

• • date of onset of the condition
  • diagnosis of condition
  • prognosis – whether the condition can be treated
  • course of treatment
  • why the condition prevents the student from completing their housing agreement
  • discussion of why there are no other alternatives other than cancellation of the housing agreement that will address the condition

 5. Cancellation appeals are typically not awarded for:

• • conflicts dealing with roommates, policy violations, and/or services provided. These concerns can be resolved by meeting with Housing and Residence Life staff and requesting a room change or other assistance.
  • financial inconvenience or inability to pay. The University of Wisconsin – Eau Claire does not assume or bear the risk that students are unable, or become unable, to meet their financial obligations.
  • Commuting/living off campus.  If you have signed an off campus lease, UW Eau Claire does not assume or bear risk from that decision.  You will likely need to find a subleaser for the off-campus property.

Appeal Recommendations

• Before you submit an appeal, consider the following, and address all applicable topics in the body of your appeal.
• Have you met the documentation requirements listed above?
• Have you explored all other alternatives other than cancellation, which might include a different roommate, a different living location, a different study environment, or a single room (when available)?
• Did the condition or situation exists before you signed the contract?
• Have you provided enough information to allow for a complete understanding of your situation (this is your one opportunity, there is no further level of appeal).
• If your request is for financial reasons, have you demonstrated what significant change has occurred in your financial situation and the actions you have taken to attempt to prevent contract cancellation?  Have you met with your Financial id advisor, explored loan options, explored on and off campus job options, and cut personal expenses?  Have you provided sufficient financial figures in your appeal regarding your financial situation/picture?
• Have you meet in person with the head chef or administrator in Blugold Dining to address dietary needs?  Who did you meet with (name and contact information, and what was the result?)
• Have you taken any responsibility to resolve the situation, including but not limited to: talking in person with your roommates about your concerns; working with your RA or Hall Director about your situation, exploring resources such as Counseling Services, Student Health Services, Financial Aid, or the Dean of Students?  If so, describe who you spoke with (by name), what you discussed, and what strategies you tried short of requesting a cancellation.

Students will receive written notification of the appeal decision through email within 10 business days of submission of the appeal request. The decision of the appeal committee is final, and there is no further level of appeal.