Cancellation Process

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.

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.  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.. 

Cancellations BEFORE fee period

Academic Year Contract (August 18, 2023)

• July 19, 2023 – Deadline to cancel license agreement without being assessed a daily rate.
• July 20 – August 17, 2023 – If you cancel during this time period, you will be charged a pro-rated daily rate for every day beyond the fee period regardless of date of application. 

For example, written 30-day notice to cancel is emailed to housing on August 1, 2023 

• 30 day notice begins on August 1, 2023.   
• Fee period begins on August 18, 2023. 
• Prorated rent will be charged a daily rate for 12 days from August 18-August 30. 

Spring-Only Contract (January 24, 2024)

• December 22, 2023 – Deadline to cancel license agreement without being assessed a daily rate. 
• December 23 – January 23, 2024 – If you cancel during this time period, you will be charged a pro-rated daily rate for every day beyond the fee period.  

For example, written 30-day notice to cancel is emailed to housing on December 27, 2023 

• 30 day notice begins on December 29, 2023.  
• Fee period begins on January 24, 2024. 
• Prorated rent will be charged a daily rate for 4 days from January 24 – January 27th 

Completed applications after December 22, 2023 will have a 7-day grace period to cancel their application without the required 30-day notice. 

Steps to Cancel:

• Email housing at: housing@csustan.edu 
• Provide your full name, student Id# and reason for cancellation 
• Please note, the $40 application fee is non-refundable 

Cancellation AFTER fee period 

Academic Year Contract (August 18, 2023)

• August 18, 2023 – May 25, 2024 – If you wish to cancel your license agreement after the fee period has begun regardless of occupancy status. A completed Petition to Cancel form must be submitted and will serve as the 30-day notice. 

Spring-Only Contract (January 24, 2024)

• January 24, 2024 – May 25, 2024 – If you wish to cancel your license agreement after the fee period has begun regardless of occupancy status. A completed “petition to cancel” must be submitted and will serve as the 30-day notice. 

If the request is granted, the Licensee will be assessed a prorated daily rate for rent and meal plan charges for dates of occupancy, to include the thirty (30) day notice period, if applicable.

During the thirty (30) day notice period for which the prorated or actual charges are applied, the Licensee may continue using their meal plan. Prorated meal plan charges assessed to the Licensee will be inclusive of meal plan usage as of last date of occupancy, if higher than the prorated rate.

Steps to Cancel:

• Fill out the Petition to Cancel form located on the Forms & Policies page of the Housing website
• Provide necessary documentation (see required documentation per cancellation reason, listed below) 
• Please note the Petition to Cancel will serve as your 30-day written notice 

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 by November 17th to be released from Spring rent charges.  Please make arrangements to move-out of your unit by December 16th, 2023. 

Non-Automatic Cancellations 

Extreme and Unexpected Hardship 

• Financial 
• Medical  
• Personal  

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. 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. 

Financial Hardship

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 

Medical Hardship 

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. 

Personal Hardship 

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 Life Coordinator 
• Discuss with your Residential Life Coordinator about a room/apartment change 
• Meet with one of the counselors at Counseling and Psychological Services 

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. 

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. 

Required Documentation Per Cancellation Reason