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Housing Policies + Mission Statement

Housing policies you need to know

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

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View 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. Click below to review the terms of the housing contract.

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.

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