Cancellations & Refunds

Cancellation MUST be completed online.

Credit card refund ONLY—processed using the initial method of payment.

Before move-in date

Winter Session Contract: Place Vanier, Totem Park, Orchard Commons, Rits-UBC, Fairview Crescent, Ponderosa Commons (Cedar House), Walter Gage and Marine Drive, Building 1 (Floors 2, 3 & 4)

Term 1

  • $50 residence application fee is non-refundable.
  • Effective September 2020: $250 Residence Allocation Process Deposit (if applicable) will be refunded if a cancellation request is received.
  • 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 qualify for an exemption, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Term 2

  • $50 residence application fee is non-refundable.
  • Effective September 2020: $250 Residence Allocation Process deposit (if applicable) will be refunded if a cancellation request is received no later than June 10, 2020.
  • 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 qualify for an exemption, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Year Round Contract: Brock Commons (Tallwood House), Exchange, Iona House, Ponderosa Commons (Arbutus, Maple, Oak and Spruce Houses), Fraser Hall, Marine Drive

  • $50 application fee is non-refundable.
  • You may be required to pay a $1,000 cancellation fee. 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 qualify for an exemption, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Year Round Contract: Thunderbird

  • $50 application fee is non-refundable.
  • You must provide at least 30 days written notice to Student Housing and Community Services of your intention to vacate the accommodation. Submit notice via the Online Service Centre. Please refer to your Residence Contract for further information about cancellations and refunds.
  • If you cancel before the move-in date noted on your Residence Acceptance Confirmation, you will be charged 30 days of residence fees. The daily residence fee rate is calculated by dividing the monthly residence fees by 30.
  • 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 qualify for an exemption, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Acadia Park Residential Agreement

  • $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 & St. John’s College

  • $50 application fee is non-refundable.
  • May be subject to an $950 cancellation fee.
  • 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 qualify for an exemption, acceptable evidence and notice of cancellation must be received online by the day before the move-in date noted on the Residence Acceptance Confirmation.

Summer Residence & Summer Stay Through Contract

  • $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.

  • 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.

After move-in date

Year Round Contract: Brock Commons (Tallwood House), Exchange, Iona House, Ponderosa Commons (Arbutus, Maple, Oak and Spruce Houses), Fraser Hall, Marine Drive

  • 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.

Year Round Contract: Thunderbird

  • You must provide at least 30 days written notice to Student Housing and Community Services of your intention to vacate the accommodation. Submit notice via the Online Service Centre. Please refer to your Residence Contract for further information about cancellations and refunds.

All contract types

Supporting documents required:

  • Program Completion—provide a letter from your faculty 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.

For more information regarding Cancellations, please refer to your Residence Contract.