Cancellations

Refer to the details below for information about residence cancellation fees and possible fee exemptions.   

Please see the refunds page for more information about refund options and processing times. All cancellations must be completed through the Online Service Centre.

Submit a cancellation

On this page

Cancelling before your move-in date

Winter Session Contract

Fairview Crescent, Orchard Commons, Place Vanier, Ponderosa Commons (Cedar House), Ritsumeikan-UBC House, Totem Park and Walter Gage.

Term 1 cancellation details
  • $50 residence application fee is non-refundable.
  • $300 Residence Allocation Process Deposit (if applicable) will be refunded if a cancellation request is received no later than May 1.
  • May be subject to additional $400 cancellation fee from July 1 to July 31.
  • From August 1 until scheduled move-in date, cancellations will be subject to a cancellation fee of either: $950 if you have not paid a Residence Allocation Process deposit; or $700 if you have paid a Residence Allocation Process deposit.
  • You may qualify for a fee exemption if you can demonstrate:
    1. You are not admitted to UBC; or
    2. You have a substantiated medical condition preventing University attendance; or
    3. The University has cancelled your courses.

To request an exemption from the cancellation fees, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Acceptable evidence must also be submitted by email to information@housing.ubc.ca. Your request for exemption will then be reviewed and the decision provided to you by email.

Term 2 cancellation details
  • $50 residence application fee is non-refundable.
  • $300 Residence Allocation Process deposit (if applicable) will be refunded if a cancellation request is received no later than May 1.
  • Additional $400 fee for cancellations between November 15 and December 15.
  • From Dec. 16 until scheduled move-in date, residence cancellations will be subject to a cancellation fee of either: $950 if you have not paid a Residence Allocation Process deposit; or $700 if you have paid a Residence Allocation Process deposit.
  • You may qualify for a fee exemption if you can demonstrate:
    1. You are not admitted to UBC; or
    2. You have a substantiated medical condition preventing University attendance; or
    3. The University has cancelled your courses.

To request an exemption from the cancellation fees, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Acceptable evidence must also be submitted by email to information@housing.ubc.ca. Your request for exemption will then be reviewed and the decision provided to you by email.  

Year Round Contract

Brock Commons, Exchange, Fraser Hall, Iona House, Marine Drive, Ponderosa Commons (Arbutus, Maple, Oak and Spruce Houses), tə šxʷhəleləm̓s tə k̓ʷaƛ̓kʷəʔaʔɬ and Thunderbird

Cancellation details
  • $50 application fee is non-refundable.
  • You may be required to pay a cancellation fee equal to the acceptance deposit amount. For additional details, please refer to Section 1.11 and Appendix III in the Year Round Residence Contract.
  • You may qualify for a fee exemption if you can demonstrate:
    1. You are not admitted to UBC; or
    2. You have a substantiated medical condition preventing University attendance; or
    3. The University has cancelled your courses.

To request an exemption from the cancellation fees, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Acceptable evidence must also be submitted by email to information@housing.ubc.ca. Your request for exemption will then be reviewed and the decision provided to you by email.  

Acadia Park Residential Agreement

Cancellation details
  • $50 application fee is non-refundable.
  • If you cancel fewer than 45 days previous to the move in date noted on your Residence Acceptance Confirmation, you will forfeit your security deposit.
  • You may qualify for an exemption if you can demonstrate:
    1. You are not admitted to UBC; or
    2. You have a substantiated medical condition preventing University attendance; or
    3. The University has cancelled your courses.

Acadia Park residents can submit a cancellation request and apply for a fee exemption using the Online Service Centre.

Acceptable documentation is required before the move in date noted on your Residence Acceptance Confirmation.

Green College and St. John’s College

Cancellation details
  • $50 application fee is non-refundable.
  • May be subject to a cancellation fee equal to the acceptance deposit amount.
  • You may qualify for a fee exemption if you can demonstrate:
    1. You are not admitted to UBC; or
    2. You have a substantiated medical condition preventing University attendance; or
    3. The University has cancelled your courses.

To request an exemption from the cancellation fees, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Acceptable evidence must also be submitted by email to information@housing.ubc.ca. Your request for exemption will then be reviewed and the decision provided to you by email.  

Summer Residence and Summer Stay-through Contract

Cancellation details
  • $50 application fee is non-refundable.
  • $150 cancellation fee applies unless written notice is received 22 days prior to the move-in date shown on your Residence Acceptance Confirmation.
  • Refunds are processed using the initial method of payment.
  • After moving in, 30 days notice is required to cancel.

Early Arrival

Contact Student Housing and Community Services. Students who need to arrive early should consider booking short-term accommodation.

Cancellation details
  • Reservations will be charged unless cancelled by July 31, regardless of whether or not the room is occupied.
  • Payments will be refunded only if proof of non-acceptance to UBC is provided.

Cancelling after your move-in date

Winter Session Contract

Totem Park, Place Vanier, Orchard Commons, Ritsumeikan House, Ponderosa Commons (Cedar House), Walter Gage, Fairview Crescent

Cancellation details

You will be subject to a termination fee. The termination fee is equal to 25% of your total residence fees or the remainder of your residence fees from the time you check out, whichever is less. For additional details, please refer to Section 1.14 in the Winter Session Residence Contract.

Year Round Contract

Brock Commons, Exchange, Fraser Hall, Iona House, Marine Drive, Ponderosa Commons (Arbutus, Maple, Oak and Spruce Houses), Thunderbird.

Cancellation details

You will be subject to a termination fee. The termination fee is equal to 25% of your total residence fees or the remainder of your residence fees from the time you check out, whichever is less.

For additional details, please refer to Section 1.12 in the Year Round Residence Contract.

Supporting documents for all contract types

If supporting documents are required as part of your cancellation, here is what you need:

  • Program Completion—provide a letter from your faculty’s advising office confirming the date you are expected to complete your degree requirements.
  • Work term placement—provide a letter from your co-op office confirming the dates of your work term.
  • Go Global Student Exchange Program—provide a letter from the Go Global office confirming the dates of your exchange program.
  • Teaching practicum—provide a letter from the Teacher Education Office confirming your practicum dates.
  • Graduate Students—provide a copy of your program completion and closure date memo from the Faculty of Graduate Studies.

FAQs

I’m completing my program in April, but I need housing until graduation. Can I stay in residence?

If you live in Year Round Residence and will complete your program in April, but need housing until graduation (i.e., your convocation ceremony), you may be eligible to remain in your room/unit.

Action required

  • February: accept your contract renewal offer for the next academic year, when you receive it via email.
  • By no later than April 1: submit a cancellation request via the SHCS Online Service Centre, indicating that you are staying for convocation. In spring, we’ll send you your approved departure date, which varies from year to year and depends on the date of the final convocation ceremony.

Please note that if you submit your cancellation request after the April 1 deadline, you may be subject to cancellation fees, as outlined in your housing contract.

I’m completing my program in April, but I need housing for the summer. Can I stay in residence?

You may be eligible to live in residence—but in Summer Residence, rather than your current Year Round residence assignment. Learn more about what action you need to take.

Action required

  1. February: do not accept your contract renewal offer for the next academic year, when you receive it via email.
  2. Late-February/early-March: apply for Summer Residence in the SHCS Online Service Centre.

Please note that your Summer Residence room/unit assignments will likely be different from your current assignment. Most Summer Residence students are assigned to Fairview Crescent.

I’m completing my program partway through the summer, but I need housing for the entire summer. Can I stay in residence?

You may be eligible to live in residence, in your currently-assigned room/unit, up until the end of August, but your specific departure date might vary, depending on the current year’s calendar. Please refer to your residence contract for the latest departure date in August.

Action required

  1. February: accept your contract renewal offer for the next academic year, when you receive it via email.
  2. By no later than June 30: submit a cancellation request via the SHCS Online Service Centre, indicating a departure date at the “end of Augustâ€. Specific departure dates may vary depending on the year. Please contact us to verify the latest accepted departure date—or find it in your residence contract under “Termination of the Residence Contract On or After Move-In Dateâ€.

I am withdrawing / being withdrawn from my academic program. When do I need to cancel my residence contract and move out?

Voluntary withdrawal

If you are planning to voluntarily withdraw from your academic program, you will no longer be eligible to remain in Student Housing.

Action required

  • Submit a cancellation request via the SHCS Online Service Centre—at least two months in advance of your intended withdrawal date.*
  • Indicate a departure date no later than the end of the month you are withdrawing (i.e., if you’re withdrawing on January 15, indicate a withdrawal date of no later than January 31).

*If you are not able to provide two month’s notice, please let us know.

Please note that your cancellation may be subject to cancellation fees as outlined in your housing contract.

Required withdrawal

If you live in Year Round Residence and you are required to withdraw from your academic program at the end of the Winter Session (i.e., at the end of April), and you will no longer be a student in September, you can continue living in residence until the end of August, if needed.

Please refer to your residence contract for the latest departure date in August.

Action required

  • February: accept your contract renewal offer for the next academic year, when you receive it via email.
  • By no later than June 30: submit a cancellation request via the SHCS Online Service Centre, indicating a departure date at the “end of Augustâ€. Please contact us to verify the latest accepted departure date—or find it in your residence contract under “Termination of the Residence Contract On or After Move-In Dateâ€.

Please note that your cancellation may be subject to cancellation fees as outlined in your housing contract.

Appealing a required withdrawal?

If you are planning to appeal the decision you received from your faculty, here are the steps we recommend you take:

  1. Submit your cancellation request as outlined above. In the comments, let us know that you’ve been required by your program to withdraw and that you are submitting an appeal.
  2. After submitting your appeal, email us a copy of the appeal confirmation and the anticipated decision timeline.
  3. Notify us as soon as you receive the decision about your appeal.

Successful appeals

If your appeal is successful and you register full-time for September, we will cancel your cancellation request, and you may remain in residence.

Unsuccessful appeals

If your appeal is unsuccessful, you must move out by the end of Term 2 of the Summer Session. Please contact us to verify your end date—or find it in your residence contract under “Termination of the Residence Contract On or After Move-In Dateâ€.

Additional information

For more detailed information about cancellations and refunds, please refer to your Residence Contract.