Termination & Cancellation Policy – Whitby
Cancellations occur prior to move-in. If you wish to cancel your residence application, you must cancel through My Housing Portal prior to move-in.
Withdrawals occur after move-in. If you wish to withdraw from residence, please contact the front desk for a Residence Withdrawal Form. You must return it to the front desk within 5 business days of the anticipated departure date.
Cancellations and withdrawals will not be accepted over the phone.
The following information is directly quoted from Section 8 of the Student Residence Agreement. The cancellation policy refers to residence fees and the deposit, which are detailed in Section 2 of the Student Residence Agreement. Section 8.06 explains the policy for students applying for specific terms.
If you cancel your application or enrollment at the College, you will also need to cancel your residence application.
- Once you have agreed and acknowledged the Student Residence Agreement & RCLS, you are bound by the termination and cancellation policy detailed within it.
- If for any reason, the Manager issues a refund to the Resident, the refunded amount may be subject to a cancellation fee.
Click below for the complete Student Residence Agreement in PDF
If you have any questions about the termination and cancellation policy please email us or give us a call.
Prior to the Resident’s first payment of Residence Fees, the Resident must pay a deposit (the “Deposit”) to be held by the Manager and applied to the cost of repairing damage to the Room, any additional cleaning charges, and to any unpaid amounts owing by the Resident under this Agreement. The amount of the deposit is detailed in Table 3. Upon the Withdrawal of this Agreement, provided that there are no damage claims or unpaid amounts then owing, the Deposit will be refunded to the Resident as described in section 8 of this Agreement.
The Resident must pay the “Residence Fees” in accordance with the Rates and Payment Schedules detailed in Table 3 for the right to occupy a Room during the Term. Tables 2 and 3 also detail additional Fees that the Resident is subject to. If a hard copy of this agreement is required by the Manager, the Resident is required to select one of the payment schedule options, by initialling their desired option.
- The Deposit for the 2019-2020 Term is $500.00.
- 2019-2020 Term Payment Schedule Option (b) includes a non-refundable $150.00 administration fee.
2019-2020 Term (12 Month Lease) – Payment Schedule – Whitby Residence
- $7,700.00 payable on or before July 3, 2019, at 5:00 p.m. or
- $7,850.00 payable as to $2,620.00 on or before July 3, 2019 at 5:00 p.m, $2,615.00 on or before October 17, 2019 at 5:00 p.m and $2,615.00 on or before January 23, 2020 at 5:00 p.m.
This agreement may be terminated by the Manager if: (a) the Resident fails to check into their assigned Room within five (5) days of the first day of the Semester; (b) the Resident abandons their Room as detailed in section 8.03 of this Agreement; (c) the Resident decides not to accept the Room they were assigned, or any alternate rooms offered to them during the course of this Agreement; or (d) the Resident violates any of the terms of this Agreement, including violations of the Residence Community Living Standards or Institution Standards. Written Notice of Withdrawal of Residency will be delivered to the Resident, and if necessary, the Manager may notify the Primary or Secondary Contact by phone or e-mail of the Withdrawal of the Resident’s residency. If the Resident is unavailable to receive service of the notice in person, then delivery of the notice to the Resident’s Room shall be deemed proper service and delivery. The Resident will be allowed 24 hours from the date and time of delivery of the Notice of Withdrawal of Residency to fully vacate and remove all personal belongings from the Residence.
Cancellations occur prior to the Resident occupying the Room. If the Resident wishes to cancel this Agreement or their residence application, the Resident must notify the Manager in writing via the online residence cancellation process prior to occupying the Room. Withdrawals occur after the Resident has occupied the Room. If the Resident wishes to withdraw from Residence, the Resident must complete a Residence Withdrawal Form and return it to the Front Desk within 5 business days of the anticipated departure date. Please note that the Residence operates independently from the Institution and if the Resident cancels their application or enrolment at the Institution, they will also need to cancel their Residence application. Refunds will be issued by the Manager as detailed in section 8.06.
If the Resident vacates the Room for a period greater than 15 days prior to the expiry of the Term without the Manager’s prior agreement, the Room will be deemed abandoned by the Resident. In that event, the Manager may (i) repossess the Room without liability to the Manager, and (ii) enter into an agreement for the occupancy of the Room with a third party.
Upon the Withdrawal of the privileges of this Agreement, the Resident shall vacate the Room within the time frame given, and deliver to the Manager vacant possession of the Room together with all of the furnishings, fixtures, and appliances of the Residence, and the furnishings and fixtures shall be in good condition, with reasonable wear and tear excepted. The Resident will follow the Move-out Procedures explained in section 3.02 of this Agreement and all additional directions communicated by the Manager.
If the Resident does not vacate the Residence on the expiry or early Withdrawal of this Agreement, (i) the Resident is liable for any financial loss sustained or incurred by the Institution or the Manager, and (ii) the Manager may remove the property of the Resident from the Room (whether or not the Resident is present at the time), and place the property in temporary storage in a location in the Residence of the Manager’s choice, at the Resident’s expense, without notice to the Resident and without liability to the Manager for any damage to or loss of the Resident’s property.
Upon the Withdrawal of this Agreement or residence application by the Resident, as detailed in section 8.02, the Residence may be entitled to a partial refund of Residence Fees, without interest, within ten (10) weeks of the Resident vacating the Residence or cancelling their residence application. The refund will be in the form of a cheque mailed to the Resident’s permanent address on file in the Resident’s name only. If a student requires a cheque to be reissued as a result of the resident not providing an updated address prior to vacating residence and/or canceling their residence application, a charge of $50.00 may be applied. Refunds are issued based on the following:
(i) If the Resident’s written cancellation request is received by the Residence Manager on or before July 3 (Deadline 1), whether the Resident has been accepted into Residence or not, the Resident will receive a full refund of the Deposit and any Residence Fees paid to date.
(ii) If the Resident has been accepted into Residence and the Residence Manager receives the Resident’s written cancellation request after July 3 (Deadline 1) but on or before August 1 (Deadline 2), then the Resident’s Deposit will be forfeited. The Resident will receive a full refund of any Residence Fees paid to date.
(iii) If the Resident is on the wait list for Residence and the Residence Manager receives a written cancellation request before the Resident is accepted to Residence, then the Resident will be refunded the full Deposit.
(iv) If the Resident is on the wait list and a space becomes available after July 3 (Deadline 1), the Resident will be offered a space in Residence and asked to confirm the status of the Resident’s Residence acceptance within 24 hours. After confirmation to the Residence, all regular cancellation policies and payment deadlines apply.
(v) If the Resident has been accepted into Residence and the Residence Manager receives the Resident’s written cancellation request after August 1 (Deadline 2), but on or before the first day of the Term (Deadline 3), then the Resident will be charged a late cancellation fee. The cancellation fee will be equivalent to 30 days of Residence Fees. The Deposit will be refunded less any damages, charges or money owing to the Residence.
(vi) If the Residence Manager receives the Resident’s written cancellation request after the first day of the Term (Deadline 3) and on or before November 15 (Deadline 4), then the Resident will be charged for each day they occupy a Residence room plus a cancellation fee. The Resident must complete all Move-out Procedures detailed in section 3.02 before cancellation fees and refunds will be assessed and issued. The cancellation fee will be equivalent to 60 days of Residence Fees. The cancellation fee will not exceed the Agreement end date (“Move-Out Day”) or as Customized by the Manager section, detailed in Table 1. The Deposit will be refunded less any damages, charges or money owing to the Residence.
(vii) If the Residence Manager receives the Resident’s written cancellation request after November 15 (Deadline 5), then the Resident will be charged for each day they occupy a Residence room plus a cancellation fee. The Resident must complete all Move-out Procedures detailed in section 3.02 before cancellation fees and refunds will be assessed and issued. The cancellation fee will be equivalent to 90 days of Residence Fees. The cancellation fee will not exceed the Agreement end date (“Move-Out Day”) or as Customized by the Manager section, detailed in Table 1. The Deposit will be refunded less any damages, charges or money owing to the Residence.
Late applicants will be subject to the same cancellation deadlines outlined below. The cancellation date is the date the student vacates the Residence.
2019-2020 Term Application & Agreements
Date: After Application – on or before July 3
Fee: Full refund of Deposit and Residence Fees.
Date: After July 3 – on or before August 1
Fee: Forfeit deposit.
Date: After August 1 – on or before Move-In Day
Fee: Deposit & Residence Fees refunded. Cancellation Fee equivalent to 30 days of Residence Fees.
Date: After Move-In Day – on or before November 15
Fee: Charged for each day they occupy a Residence room plus a Cancellation Fee equivalent to 60 days of Residence Fees.
Date: After November 15
Fee: Charged for each day they occupy a Residence room plus a Cancellation Fee equivalent to 90 days of Residence Fees.
Note: This table does not apply to students on a waitlist for residence.
The Manager’s acceptance of any payment of arrears or of any other payment for the use or occupation of the Room, after delivery of a notice terminating this agreement to the Resident, does not operate as waiver of a notice of Withdrawal, nor reinstatement of this Agreement.
Each reference in this Agreement to the Manager, the Institution, and the Resident includes their respective heirs, estate trustees, legal representatives, successors and assigns, as applicable.