The University of West Georgia has a First Time in College Residency Requirement, therefore, these cancellation policies do not apply to Freshman Residential students.

Release of Housing Contract (Please read all of the following information):

 

  • Academic Year 2020 - 2021

    Students with a signed housing contract who want to terminate their contract must email Housing and Residence Life at housing@westga.edu.

    Notification of the decision will be sent to the contract holder’s University email account. All decisions of the Housing Appeals Committee will be final.

    The following conditions, when coupled with required supporting documentation, constitute acceptable conditions for a Release of Contract Request.

    • Graduating (Verification from Registrar)
    • Transferring* (Official acceptance letter from new University/College attending)
    • Withdrawing* (Official University withdrawal process completed)
    • Marriage (Marriage Certificate Required)
    • Birth of a child by the enrolled student (Birth Certificate Required)
    • Participation in a University-sponsored Study Abroad, Student teaching, or internship program that requires off-campus residency. (Letter from acceptance into a study abroad program, internship enrollment, or teaching requirements should be provided).
    • Called to military service (Copy of deployment or transfer papers).
    • The untimely death of the student or an immediate family member (parent/guardian, sibling) within the contractual period.

    *Any student approved for release of contract based on the transfer to another institution who later enrolls to UWG within the contract period for which he/she was released may face penalty charges up to the full cost of housing for that academic term (s). Contracts for students who withdraw or otherwise do not enroll will be placed into inactive contract status, and their enrollment status will be verified each academic term/session within the contract period. Such students will not be assigned or will be removed from their assignment once non-enrollment is verified. Should the student move into their assignment and then withdraw from the University, they will be responsible for housing charges (including but not limited to time in room). 

    If the student's circumstances do not fall within these conditions, they may still submit the Release of Contract Request Form.  The request will be presented to and reviewed by a Housing Appeals Committee.  The appeal basis must be that a significant life change has occurred and has altered the student's ability to comply with the contract requirements.  Such changes must be accompanied by substantial documentation including, but not limited to: tax records, court orders, insurance claims, etc.  All supporting documentation should be attached to the Release of Contract Request Form for review by the committee.  Without supporting documentation, the student's request will automatically be denied.  Should the request be based on a medical or accessibility situation, the student should contact and work with the University's Accessibility Services department. 

    The Housing Appeals Committee will meet regularly and will consist of representatives from Student Affairs, faculty, and staff members. Please allow at least two weeks for committee decisions to be sent to the student via UWG email.

    Fee Schedule for Release of Contract (Fall Term):

    Request submitted & Associated Cancellation Fees

    • February 1, 2020 | No Cancellation fee
    • February 2 - May 1, 2020 | $250
    • May 2 - August 1, 2020 | $500
    • After August 1, 2020 | $1,500
    This schedule does not apply to any student that had a contract or room assignment prior to January 2021.

    Request submitted & Associated Cancellation Fees

    • October 1, 2020 | No Cancellation fee
    • October 2 - November 1, 2020 | $750
    • November 2 - December 1, 2020 |  $1500
    • After December 1, 2020 | $2000
  • Academic Year 2021 - 2022

    Students with a signed housing contract who want to terminate their contract must complete the Release of the
    Contract Request form found in the Housing Portal. All cancellation and appeal decisions will be based on the timestamp generated upon completion of the Release of the Contract Request form by the student.

    Notification of the decision will be sent to the contract holder’s University email account. All decisions of the Housing Appeals Committee will be final.

    The following conditions, when coupled with required supporting documentation, constitute acceptable conditions for a Release of Contract Request.

    • Graduating (Verification from Registrar)
    • Marriage (Marriage Certificate Required)
    • Birth of a child by the enrolled student (Birth Certificate Required)
    • Participation in a University-sponsored Study Abroad, Student teaching, or internship program that requires off-campus residency. (Letter from acceptance into a study abroad program, internship enrollment, or teaching requirements should be provided).
    • Called to military service (Copy of deployment or transfer papers).
    • The untimely death of the student or an immediate family member (parent/guardian, sibling) within the contractual period.

    Contracts for students who withdraw or otherwise do not enroll will be placed into inactive contract status, and their enrollment status will be verified each academic term/session within the contract period. Such students will not be assigned or will be removed from their assignment once non-enrollment is verified. Should the student move into their assignment and then withdraw from the University, they will be responsible for housing charges (including, but not
    limited to time in room).

    Students who are granted release from their contract will not be charged a cancellation fee but will be responsible for rental charges and social fees for any occupancy of the residence hall room.

    Appeal of Housing Contract for Reasons Not Listed Above

    If a student's circumstances do not fall within these conditions, they may still submit the Release of Contract Request Form. The request will be presented to and reviewed by a Housing Appeals Committee. The student must demonstrate that a significant life change has occurred and has altered the student's ability to comply with the contract requirements. Such changes must be accompanied by substantial documentation including, but not limited to: tax records, court orders, insurance claims, etc. All supporting documentation should be attached to the Release of Contract Request Form for review by the committee. Without supporting documentation, the student’s request will automatically be denied.

    Should the request be based on a medical or accessibility situation, the student should contact and work with the University’s Accessibility Services department.

    The Housing Appeals Committee will meet regularly and will consist of representative faculty and staff members from the University of West Georgia. Please allow at least two weeks for committee decisions to be sent to the student via UWG email.

    If the appeal is granted, the below cancellation fees may/will apply.

    For Contracts beginning Fall 2021 and ending Spring (May) 2022:

    Request submitted & Associated Cancellation Fees

    • On or Before February 1, 2021 | No Cancellation fee
    • Feb. 2 through May 1, 2021 | $250
    • May 2 through August 1, 2021 | $500
    • After August 1, 2021 thru Move-In Date | $1,500

    For New Contracts Beginning Spring 2022 only

    *Note: students who signed a contract for the Fall 2021 term are subject to the Fall 2021 cancellation fee timeline regardless of when they start living on campus. The Spring 2022 Cancellation Fee Timeline is for students signing a new housing contract for the Spring 2022 semester.

    Request submitted & Associated Cancellation Fees

    • On or Before November 1, 2021 | No Cancellation fee
    • Nov. 2 through December 1, 2021 | $500
    • After December 1, 2021 through Move-In Date | $1,500