As a Licensee, when you sign the terms of the License Agreement, you commit to living on campus for an indicated period of time. The Stanislaus State Housing Office acts as the landlord representative for the California State University; therefore, it can be difficult to cancel License Agreements.

To cancel a License Agreement, the CSU requires verification of a significant change in your circumstances, which occurred after signing the terms of the License Agreement. Substantial documentation must be provided before a cancellation request is considered for review. The Licensee must complete a “Petition to Cancel” form in addition to the documents required below.

Submit a Petition to Cancel in the Housing Portal

Please carefully read all the information in the license agreement. This information can also be found in the housing application.

Guidelines for Cancellation

All cancellation requests require a written 30-day notice.  Charges will be based on the pro-rated rent amount of the 30 days. 

You MUST cancel your license agreement with the Housing Office via the Housing Portal.  Stop payment on checks or cancelling with the university admissions does not cancel your housing agreement. This includes denied admission, disqualification, choosing not to attend Stan State, finding off campus housing, etc.. 

Financial Obligation

Please be aware that your License Agreement is for the academic year and remains intact while your request to cancel is being reviewed. You are obligated to make all payments when due. If your petition to cancel is approved, you will be billed through the date you officially check out or at the end of your 30 notice, whichever is greater. Submitting a cancellation request and documentation does not guarantee approval. Completed Petition to Cancel forms and documents will be reviewed and decisions will be provided within 2 weeks. Those submitting a cancellation request will be informed of the appeal process, in case of denial. 

Automatic Cancellations

A “Petition to Cancel” for the reasons listed below with receive automatic approval upon completion of the 30-day notice and submission of required supporting documentation.

Change of Student Status  

  • Graduation (fall semester only)
  • Withdrawal 
  • Transfer 
  • Non-admittance 
  • International – (fall semester only)
  • Marriage 
  • Military Service 

You must submit a Petition to Cancel 30 days before the last day of the Fall license term to be released from Spring rent charges.   

Non-Automatic Cancellations

A compelling and unanticipated situation which, in the judgment of the University, represents a significant change from the time the student entered the license agreement that makes it extremely difficult or impossible for them to meet the terms of the license.

Extreme and Unexpected Hardship 

  • Financial 
  • Medical  
  • Personal  

Petitioners are asked to provide any information and supporting documentation which they believe will demonstrate that the hardship is significant and was unforeseeable at the time the license was entered. The documentation required will vary depending upon the hardship circumstances. 

You must be able to demonstrate a significant financial change from the time you signed to the terms of the License Agreement. The Stanislaus State Housing Office does not cancel a license based on a student’s realization that he/she is having difficulty meeting the financial demands of living independently and paying for college. The Housing Office also does not cancel a license because a parent has decided to discontinue support of his/her student’s expenses. 

Other options: The Housing Office will ask the student to pursue other options to meet financial obligations and may suggest the following: 

  • Develop a payment plan with the Student Accounts Specialist 
  • Obtain employment 
  • Increase work hours 
  • Apply for Financial Aid/Loan 
  • Additional family assistance 

Your medical condition must have significantly changed since the time you signed the terms of the License Agreement and prohibits you from living in on-campus housing. You must write a letter explaining your situation and provide documentation that verifies the medical necessity for cancellation. 

It is not unusual for students to find adjusting to college and living in a student residential community a big challenge. Whether it is finding a quiet place to study, resolving differences with a roommate, or adjusting to sharing a room, it may feel that community living isn’t working for you. 

Other options: Although the Housing Office understands this feeling of incompatibility, it is not a reason that can be accepted for canceling a License Agreement. Instead, a Residential Life staff member will meet with you personally to identify your concerns and assist in developing an appropriate response. 

Some of the approaches that you may be asked to pursue are: 

  • Speak with your Resident Assistant or Residential Education Coordinator 
  • Discuss with your Residential Education Coordinator about a room/apartment change 
  • Meet with one of the counselors at Counseling and Psychological Services 

Required Documentation Per Cancellation Reason

Reason for Cancellation Required Documentation
Graduation Approved Graduation Application
International/Study Abroad  Documentation from International office that you are a single semester student. 
Change of Student Status 

Withdrawal form, if available 

  • The Housing Office will verify your student status to determine if you are enrolled in classes; if you are found to be in attendance at Stanislaus State, your cancellation is rescinded and your student account will be charged accordingly. 

Marriage If you are married since you signed your license agreement, or have a marriage pending within four weeks, you may be approved to cancel your housing agreement.  A marriage license must be presented to complete the cancellation; if it isn’t, the cancellation is reversed, and your student account will be charged accordingly. 
Military Documentation of military orders  
Financial Hardship

Documentation that clearly demonstrates a significant change in financial situation at the discretion of the resident.  Some examples: 

  • Bankruptcy documentation 
  • Parent’s unemployment records or tax records that show significant drop in income. 
  • Documentation regarding all sources of income and living expenses. 
  • Evidence of change in income 
Medical Hardship
  • Letter from physician/psychologist with reasons why your medical hardship necessitates a license cancellation. 
  • Pregnancy confirmation/due date 
  • Letter from Disability Resource Center with reasons why your medical hardship necessitates a license cancellation 
  • Other supportive information at your discretion 
Personal Hardship
  • A letter describing the hardship in detail and specific steps taken to resolve the matter. 
  • Supporting documentation from your Residential Life Coordinator 
  • Supporting documentation from a counselor and/or medical doctor 

Submitting False Information

Students who petition to cancel and forge or knowingly provide false information and/or supporting documentation will be referred to the Office of Student Conduct, for disciplinary action according to section 41301 of Title V of the California Administrative Code. In addition, the student’s request to cancel will be denied or rescinded and disciplinary sanctions may be imposed through the Stanislaus State disciplinary process. 

Updated: November 08, 2024