Mid-Contract Termination

“Contract Termination” refers to the dissolution of a University Housing contract prior to its natural expiration. Specifically, a termination occurs anytime a contract ends between its start date (date of assigned entry) and its end date. A termination is different than a cancellation. A cancellation occurs between the date of signing the contract (online housing application) and the start of the contract term (date of assigned entry).

Residents who will not return for Spring semester must vacate by the last day of the fall semester. Vacates after those dates will result in pro-rated Spring Semester charges.

Requesting Termination of an Active Housing Contract

Current residents can submit a Request for Termination online in the Housing Portal. Submitting a request for termination does not guarantee that a termination will be granted. A student's housing contract is not considered terminated until they receive written notification from the Office of Housing and Residential Life. For this reason, it is recommended to not enter into any off-campus housing agreement or lease until the student has been notified regarding the status of the termination request. Entering into an off-campus agreement is not grounds for contract termination and could result in the student incurring the cost of two accommodations.

The Housing Contract is for the full academic year (fall and spring semesters), except for the Spring Only Housing Contract, which is for the spring semester only.

 

Before you submit a Request for Termination, consider the following...

  1. Do you have adequate documentation to support your request for termination?
    • Note that supporting documentation for a termination request must be submitted within five (5) days of request submission, and requests that are still without supporting documentation after 15 days will automatically be denied.
  2. Have you provided enough information to allow for a complete understanding of your situation?
    • Students are asked to submit a personal statement along with supporting documentation for their request for termination. Providing this statement can ensure the student's concerns and needs are fully taken into consideration, and all alternative options can be considered over terminating the housing contract.

  3. Have you explored all alternative options to find a more preferable space on-campus? This may include:
    • Changing roommates
    • Moving to a different environment (room, suite, floor)
    • Selecting a different study environment (library, hall/floor lounges, University Center, etc.)
    • Moving to a single room, if available

  4. (For Financial Requests) Have you demonstrated what significant change has occurred in your financial situation and action(s) taken to prevent contract termination?
    • Have you met with your Financial Aid advisor?
    • Have you explored Parent PLUS or alternative loan options?
    • Have you provided sufficient figures regarding your financial picture/situation?
    • Have you explored other financial alternatives?
      • Getting an on and off-campus job(s)
      • Investigating the costs of off-campus expenses (heat, water, cable, refuse, internet, travel to campus, etc.)
      • Reviewing personal expenses for possible reduction

  5. (For dietary concerns related to the meal plan) Have you worked with Dining Services to address your dietary needs?
    • Dining Services frequently works with students with food allergies and dietary restrictions to meet these needs while dining on-campus. Students are encouraged to contact Octavio Pino, Dining Services' General Manager, to discuss their needs for on-campus dining, or stop by the Dining Services Office, located on the ground floor of Maria Hall.

  6. (For roommate/suitemate conflict) Have you taken any responsibility to resolve or manage the situation? This may include:
    • Talking with your roommate/suitemates about your concerns
    • Talking with your RA or Community Director about your situation

If you feel that pursuing a termination request is the right avenue for your situation, please contact the Housing Office at housing@webster.edu to make an appointment with a professional staff member to discuss what is occurring. These staff members will work with you regarding your situation, and provide you with information pertaining to the termination process, forms, contract termination fees, and your next steps for moving forward.

If you have already met with a professional staff member, and would like to complete a termination request, you can find the application in the Housing Portal. Note that submission of a Request for Termination is not a guarantee that the request will be granted.

 

Approved Reasons for Requesting Termination

In certain cases, contract termination occurs for an approved reason. These reasons are differentiated into two categories: Category A and Category B. The termination fee schedule differs between Category A reasons and Category B reasons. Approved reasons for requesting termination of a housing contract are as follows:

Reasons for Requesting Termination (Category A)

A student graduating from Webster University must submit a request to terminate their contract for the subsequent academic term covered by the contract. Students must submit an approved petition to graduate with the request for termination. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

The Housing and Residential Life Office will confirm with the Office of Study Abroad and/or the Office of International Recruitment & Services to verify study abroad program commitment and program dates; additional documentation need not be submitted by the student. If the student re-enrolls in on-ground courses at the Webster Groves Home Campus during the terms of the contract, the student is obligated to the contract for room, board, and other housing fees. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

A student who must fulfill military service which necessitates residency away from campus must submit a copy of their military orders. If the student re-enrolls in on-ground courses during the terms of the contract, the student is obligated to the contract for room, board, and other housing fees. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

A copy of the marriage license must accompany this request (the marriage must take place during contract terms). If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

A student who must fulfill a required internship, student teaching, or practicum requirement which necessitates residency away from campus or commuting at least 50 miles from campus more than 50% of the week must provide a copy of the practicum/internship offer indicating the dates of the practicum/internship and confirming the location of the practicum/internship. If a student terminates for part of the contract period, they will be obligated for housing for the remainder of the contract period. If the student re-enrolls in on-ground courses during the terms of the contract, the student is obligated to the contract for room, board, and other housing fees. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

Even with medical documentation, most medical conditions DO NOT release students from the housing contract. To request termination for a medical or psychological health condition, a signed and dated statement from the student's treating physician, psychologist, therapist, or psychiatrist is required and must include:

  • The student's diagnosis
  • The treatment plan, especially as it relates to the student's housing
  • A description of living environment factors/features necessitated by the treatment plan and the rationale for them

The letter must be on office letterhead and must be dated no more than one month prior to the date the termination request is submitted. Upon receipt of medical documentation, the Housing and Residential Life Office will defer to the Reeg Academic Resource Center's Americans with Disabilities Act (ADA) Coordinator, who will review the situation and provide a recommendation to the Housing and Residential Life Office. By submitting this documentation, the student agrees to allow any information shared with the Housing and Residential Life Office to be shared with the University ADA Coordinator. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

Terminations for financial reasons will only be considered when the student has experienced a significant change in their financial situation since signing their contract (that is not otherwise rectified). Lack of funds and/or withdrawal from family contribution (support) is not an acceptable basis for termination of the housing contract. Financial aid is available to those who qualify. Students may still be eligible for Financial Aid even if there is no “need.” Finances for the academic year should be considered prior to enrollment to the university and signing an on-campus housing contract. Late notices or inadequate notice from the Financial Aid Office are not grounds for approved termination. Students will be encouraged to look at other campus housing options to help reduce their costs.

Supporting documentation includes documents from parents' employers, bank statements, loan information, and any other financial documentation to support the reason for request, as well as the student's financial aid award letter (available online). Upon receipt of financial documentation, the Housing and Residential Life Office will defer to counselors in the Financial Aid Office to compare what has been submitted as documentation with the student's most recent FAFSA data, who will review the situation and provide a recommendation to the Housing and Residential Life Office. By submitting this documentation, the student agrees to allow any information shared with the Housing and Residential Life Office to be shared with the Financial Aid Office. If a termination is approved, Category A charges will apply based on submission date of the request; see chart below.

 

Reasons for Requesting Termination (Category B)

A student transferring to another university or college or withdrawing from Webster University must provide notice from Academic Advising of their transfer/withdrawal from the University. If the student re-enrolls in on-ground courses during the terms of the contract, the student is obligated to the contract for room, board, and other housing fees. If a termination is approved, Category B charges will apply based on submission date of the request; see chart below.

Reasons that fall outside of the approved reasons for termination listed above are not considered to be reasons for termination of contract.

 

Reasons Not Considered for Termination

Unhappiness with living on-campus

Living on-campus is a new experience for most students and requires a certain amount of adjustment. If you have made a concerted effort to adjust to the on-campus living environment and are still unhappy, a community change, such as a room/floor change, or a roommate or suitemate change is generally an effective remedy. If you continue to be unhappy, your Resident Assistant and/or your Community Director are available to work with you on an individual basis to find a solution. This involves and requires your active participation.

Choosing to commute/living off-campus

The choice to commute from the student's home address within the commuting radius of campus or to live off-campus for students who are not required to live on-campus must be made prior to signing an on-campus housing contract.

 

Housing Contract Termination Fees by Category

Please be aware that approval for a termination does come with contract termination fees that are based on the amount of notice provided to the Housing Office based on academic year markers (e.g., FA1, FA2, Semester Break, etc). The fee schedule is as follows—please see a professional staff member in the Housing and Residential Life office for an understanding of the termination process:

Termination Fee Schedule

(Graduation, Study Abroad, Military Service, Marriage, Internship/Practicum, Medical/Psychological, Financial)

  45 or more days' notice to next termination date 44-15 days' notice to next termination date Less than 15 days notice to next termination date
Security Deposit Refunded toward student account balance Forfeited Forfeited
Termination Fees (billed to student account) $0.00 $0.00 $250.00
Housing Fees Students will be prorated for contracted period prior to contract termination. Please note that the meal plan is non-refundable after the add-drop date of the semester.

(Transfer/Withdrawal)

  45 or more days' notice to next termination date 44-15 days' notice to next termination date Less than 15 days notice to next termination date
Security Deposit Forfeited Forfeited Forfeited
Termination Fees (billed to student account) $250.00 $350.00 Billed at assigned housing rate to next termination date
Housing Fees Please note that the meal plan is non-refundable after the add-drop date of the semester.
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