HOUSING CANCELLATIONS & FINANCIAL LIABILITY
Housing agreement cancellations directly affect the university's housing operations, as the budget is derived entirely from operating revenue under the agreements. The housing agreement is similar to other consumer agreements. Its value lies in the agreement terms, which set out the conditions under which either party is assured of the other's compliance. While many consumer agreements do not offer a party the option to terminate, the housing agreement does, but only for the specific reasons listed in the Terms of Occupancy.
Do not sign an off-campus lease while having an on-campus agreement. An off-campus lease option is not a valid reason to seek release from financial liability. Signing a lease off campus before obtaining an approved financial liability release creates a liability for both locations. It is not an acceptable reason for releasing you from your housing agreement.
Important Concepts:
- Cancellation before the first day of the Agreement Period: Available to students before receiving their room key and occupying their upcoming reservation, and does not require approval. Occurs when a student cancels their upcoming room reservation by submitting a cancellation request through their housing portal before moving in and does not complete a check-in or receive a room key.
- Release from Housing after an Agreement Period has Commenced: Occurs during an active housing agreement after a resident has checked in and received their room key. Housing agreements end in May of the current academic year. Limited reasons can be appealed for release.
Cancellation Before the First Day of the Agreement Period
This option is available to students before receiving their room key and occupying their upcoming reservation, and does not require approval. Students who cancel housing lose priority for on-campus housing and must join the on-campus housing waitlist if they need housing again in the future.
If you paid a housing deposit, it will be applied against any termination fees. After
a student moves into their housing assignment, they are financially liable until the
end of the agreement period. Please see the next section below for additional information. The check-in deadline is 5 pm on the first day of classes. Late check-in can be requested
until the end of the second week of classes, when late registration ends. If someone
requests a late check-in and does not check in by the late registration deadline,
their housing reservation will be canceled, and a termination fee will be applied. Residents who lived on campus during the fall semester are not eligible to cancel
their academic-year agreement for the spring. Spring semester timeline and termination fees for canceling your housing before moving
in: If you paid a housing deposit, it will be applied against any termination fees. After
a student moves into their housing assignment, they are financially liable until the
end of the agreement period. Please see the next section below for additional information. The check-in deadline is 5 pm on the first day of classes. Late check-in can be requested
until the end of the second week of classes, when late registration ends. If someone
requests a late check-in and does not check in by the late registration deadline,
their housing reservation will be canceled, and a termination fee will be applied. If we receive notice of an admission deferral prior to the start of an agreement (the
Saturday before semester classes start), and you have not already canceled your housing,
we will process your current housing deposit as a forfeiture but will not require
a housing deposit for the semester your admission was deferred to. This can only be
done for the first time admission is deferred. Any further readmissions beyond the
initial deferred semester will require a new housing deposit. Admission deferrals taking place after the start of the agreement period are subject
to normal termination fees related to the "Cancellation requests after the start of
an agreement period and prior to moving into housing" dropdown tab. Our cancellation request is located in the Housing Portal, which requires the student to use their university credentials (NetID and password)
to log in. If there are issues submitting via the method above, contact reside@stonybrook.edu for assistance. Please include your ID number in your correspondence.
Cancellation Request Date and Termination Fee
April 30 or earlier: $0
May 1 - June 30: $200
July 1 - July 31: $300
August 1 - Saturday before all classes start: $400
Sunday before classes start and later: $500
Fall residents should see the section below labeled "Requesting Release from Housing
after an Agreement Period has Commenced" for agreement release parameters.
Cancellation Request Date and Termination Fee
November 1 or earlier: $0
November 2 - January 15: $200
January 16 or later: $500
Requesting Release From Housing After an Agreement Period Has Commenced
This occurs during an active housing agreement after a resident has checked in and received their room key. Housing agreements end in May of the current academic year. Limited reasons can be appealed for release.
Billing Charges: Students with an approved release who check out prior to November 15 or April 15 are
eligible for a prorated semester bill for the remaining days of the billing period.
Moving out after these dates will result in a full-semester charge. Students who withdraw through the university process do not need to submit an appeal and must check out of housing within 48 hours of their
withdrawal. Appeal Reasons: If you believe you meet one of the reasons listed, please read the guidance sections
of this website and then visit the Housing Portal to submit a financial liability
appeal in the Housing Appeals section. Submitting an appeal does not guarantee release from financial liability. Appeal Submission Deadlines: Billing Charges: Students with an approved release must move out by the start of the spring housing
semester to avoid any spring billing. If a student moves out after these dates, they will receive a pro-rated spring bill
for the nights remaining until they complete checkout. Not attending the Spring Semester does not require an appeal: This includes students who are graduating, not enrolling for the Spring Semester, or participating in an external study outside Suffolk County with no regular on-campus
attendance. Do not need to submit an appeal. Instead, complete the “Fall End of Semester Plans” process in the Housing Portal,
indicating your reason and the date of checkout. Students can enroll in winter session classes and remain in housing until the last
Friday of winter session, and will incur a spring semester housing bill through that
date. Departure dates can be updated in the Housing Portal. Attending for the Spring Semester requires an appeal on the basis of one of the following: If you believe you meet one of the reasons listed, please read the guidance sections
of this website and then visit the Housing Portal to submit a financial liability
appeal in the Housing Appeals section. Submitting an appeal does not guarantee release from financial liability. These appeals are reviewed by a cross-campus Appeals Board based on: The content you submit is the only information you can provide that will be considered
by the appeals board. You can only submit information once. For unexpected financial change appeals: Appeals Board Dates:
Submission Due | Outcome Email Sent | Notes
Appeal Explanation Guidance
In the appeals process, you will submit a detailed explanation of your situation that is supported by your uploaded documents. This is your only chance to provide context on your situation. We recommend being as detailed as possible so that individuals reviewing appeals can have a thorough understanding of your situation, including the dates when it occurred, how you were impacted, where you will be staying after moving off-campus, and why living on campus is no longer feasible.
These details are most important when submitting an appeal for an unexpected financial change and for primary caretaker status after moving in. Appeal length is typically two or more well-written, descriptive paragraphs.
Appeal Supporting Documentation Guidance
The appeals process will require you to upload additional documentation that supports your explanation. The guidance below does not guarantee release from the housing agreement, and other documents not listed may still apply that support your reason.
Documentation must indicate the start date and the location of the external study. Typically, students upload an offer, an acceptance letter, or an assignment email
that provides the required information.
Frequently Asked Questions: Release from Housing After Agreement Period Commenced
Appeals for leave during a semester due to external study or a doctoral student completing their degree outside of the traditional
end of a semester typically receive a response within 7 business days. Appeals for an active medical/psychological condition that requires the student to
live off campus are dependent on the process with the Student Accessibility Support
Center. This can take multiple weeks due to the various components of the process. Appeals for an unexpected financial change or new responsibilities as a primary caretaker
after moving in receive responses based on the appeals board submission and outcome
deadlines listed in the chart on this website. If approved during a semester, charges will end on your check-out date but no later
than November 15 for fall semesters and April 15 for spring semesters. Moving out
after these dates will result in a full-semester charge. This includes students who
withdraw during the semester. If approved between the fall and spring semester, students with an approved release
must check out by the start of the spring housing semester to avoid any spring billing. While not recommended, students may check out prior to an appeal response. If an appeal
is approved and a student meets the proration criteria, the end billing date will
be the check-out date. Students who are seeking release during an agreement period are not charged the early
termination charge in the following situations: If you cannot move out by the undergraduate spring housing billing start date listed
on the Campus Residents Rates and Fees website, you will incur a spring bill for the nights until you complete a check-out. The “Fall End of Semester Plans” process in the Housing Portal will allow you to select
a check-out date no later than the Friday before spring semester classes begin. As
you are not a student with an on-campus purpose for the spring semester, you must
be moved out by this date. Most students will need to join the on-campus housing waitlist, as your on-campus
housing priority was forfeited when you canceled or terminated your agreement. Students who had housing during or the semester prior and take a documented medical
leave through the university, participate in an SBU external study, or take U.S. military
leave will retain eligibility to return to housing in the first semester they return
to on-campus classes. External study students must be enrolled in SBU credits related
to their external studies or transfer credits back in once the program ends. If a student is released from financial liability during an agreement period and subsequently
requests to move back in during the same agreement period, a charge for the gap period
may be assessed. Exceptions will be made if the break in occupancy was due to an official
medical leave, a call to active duty in the US military, or an approved external study. General questions can be emailed to reside@stonybrook.edu. Questions regarding the process for someone with an active medical/psychological condition
that requires the student to live off campus can be directed to SASC@stonybrook.edu and reside@stonybrook.edu Due to the nuanced situations surrounding appeals for an unexpected financial change
or new responsibilities as a primary caretaker after moving in. Students appealing
for these reasons who want guidance on how to prepare an appeal or what documents to include may schedule a meeting
with a staff member in the Housing Administration Office. They are available for phone
or Zoom meetings. While our staff do not serve on the Appeals Board, they are familiar
with the processes involved. Housing Administration cannot speculate on the likelihood
of approval or advocate for approval. To request an appointment, please email reside@stonybrook.edu, including your SBU ID number, availability Monday through Friday, 9 AM to 4 PM,
and your phone number unless requesting a Zoom meeting. You can have only one meeting
with our office regarding your appeal.