Do not sign another lease unless you have received a formal written release from your Residence Hall Contract.
If a contract (lease) is completed in addition to a student’s Residence Hall Contract, that student then becomes legally obligated to two different contracts (leases). Having another signed contract (lease) is not grounds to be released from the Residence Hall Contract.
Should an appeal be denied, the contract holder will have one opportunity to re-appeal. If the re-appeal is denied, there will be no further option to appeal for contract release.
Your Residence Hall Contract is a legal contract. If you are, or will be, a registered student and have completed a Residence Hall Contract, you are obligated to the terms of the Contract and must therefore appeal to be released from the Contract if you wish to have your rental obligation removed. This obligation includes the payment of late charges and cancellation charges in a timely manner.
A pending appeal does not defer your rent payment. Please make all payments by your assigned due date to avoid late charges. If your appeal is approved, adjustments to your account will be made.
The submission of an appeal never guarantees release from a Contract.
Application for Contract Release appeals are any appeal for which a student has the goal of being released from a Residence Hall Contract. Reasons to submit such an appeal must include a significant unforeseen change in the student’s circumstances that prohibits the student from fulfilling their obligation under the Contract. Appeals must be initiated by the student resident responsible for the Residence Hall Contract.
Don’t forget to review the information on our Release & Appeals page!
Here are the quick steps to submitting an Application for Contract Release appeal:
1. Complete the Standard Required Documents (Required)
The Application for Contract Release must be completed by the student resident obligated by the Residence Hall Contract including the review and initialing of the Contract Release Documentation Guidelines (page 2). Page 2 of the Application for Contract Release details the types of documents required for this appeal. The student resident must initial the bottom of this page to verify that they have read and understand this information.
|Standard Required Documents|
2. Supply Additional Information (Required)
Every Application for Contract Release appeal must be accompanied by Standard Required Documents. While the Standard Required Documents listed below are the minimum requirement for the submission and consideration of a Contract Release appeal, it is required that students supply additional information outlining their significant change of circumstances to the Appeals Committee. This additional information may further support the student’s case.
For every appeal that is submitted, the Appeals Committee looks at the documents presented to them and tries to answer the question, “What was the significant, unforeseen and/or unavoidable change that has occurred since this individual completed their Contract and that prevents them from fulfilling their contractual obligations as outlined in the agreed-to terms and conditions of their contract?” Therefore, it is often best to provide ‘too much’ dated documented evidence rather than ‘too little’. All appeals documentation is kept strictly confidential.
The Appeals Committee or DOHRE staff cannot inform you what to provide as each situation is individual. The Appeals Committee will have no knowledge of you situation other than the information you provide. Submitting factual documentation and detailed timelines in relation to the contract may be helpful to the committee and explaining your situation in requesting an appeal.
More information regarding dated documentation that may be submitted as support for Application for Contract Release appeals may be found in the Contract Release Application Guidelines (on page 2 of the Application for Contract Release) and at the links provided below:
3. Meet With Your Professional Area Staff Member (Required)
Please note that an appeal review meeting is NOT an emergency. This meeting is required for appeal documents to be completed, but students should bear in mind that Area Staff are often busy and require meetings to be scheduled in advance. If a student has not yet moved into on-campus housing, this meeting is not required.
Students must arrange a meeting with their Professional Area Staff Member to review the student’s appeal documents and sign the bottom of the first page of the Application for Contract Release. If the student’s Professional Area Staff Member is not available to meet within the preferred timeline, a student may meet with another area’s Professional Staff Member. If the student wishes, the staff member will complete an optional Professional Staff Summary regarding the student’s appeal and will submit it to HREAppeals@housing.ufl.edu. This summary will then be considered with the student’s appeal, so a student should meet with a Professional Area Staff Member in advance of the appeal consideration due date if they would like to take advantage of this option.
4. Submit Your Appeal
- ONLINE: Students submit online for contract appeals by Logging in to https://hms.housing.ufl.edu/
- Select ‘Cancel Contract’ upload all documents and forms at that time. You cannot update or add to your documents once you have submitted this appeal.
- To Update your appeal online follow these steps:
- Login to https://hms.housing.ufl.edu
- Select ‘Cancel Contract’
- Select reason and upload the appropriate documents
- MAIL: Students who are appeals for other reasons may submit documents via mail to Undergraduate Appeals (Housing and Residence Education, P.O. Box 112100, Gainesville, FL 32611-2100),
- FAX: (352) 392-6819 Attn:Undergraduate Appeals. If documentation is sent via fax, there is no guarantee that it will be received by staff on the date that it was sent. Students receive an Appeal Documents Receipt when complete submissions are received and processed. This email notifies students of the date on which their appeal will be considered by the Appeals Committee. Appeal results are sent by 5pm each Friday.
- IN PERSON: The Department of Housing and Residence Education is located on the southwest corner of Museum Road and 13th Street. Hours are 8am to 5pm.
Submitting documentation for an appeal does not guarantee an approved appeal. Whether or not documentation provided is sufficient to grant an appeal is at the sole discretion of the Appeals Committee regardless of the type of documentation provided. Incomplete appeal submissions will not be considered. Re-appeals lacking new documented evidence in support of a student’s reason for appeal will not be considered. New typed personal letters alone do not qualify as valid documented evidence for a re-appeal. Students must submit all appeal information in one, concise packet.
Each student is allowed one appeal and one re-appeal per type of appeal. In an effort to be fair to all of our students, the Appeals Committee’s decisions cannot be overruled and the process cannot be changed to allow for a student to appeal again once they have exhausted their appeal and re-appeal.
Please contact HREAppeals@housing.ufl.edu with any inquiries regarding the appeals process.
The information on this page pertains to Applications for Contract Release from residence halls covered by the Undergraduate Housing Residence Hall Contract (Residence Hall Contract). For information regarding Graduate and Family Housing (Corry, Diamond, Maguire, UVS, and Tanglewood Villages) and/or the terms of the contract pertaining to those villages, please contact Villages@housing.ufl.edu. If you have questions regarding Graduate and Family Housing Billing, please contact GFHAccounts@housing.ufl.edu. If you have any questions regarding appealing area charges (ex. area damages, etc.), please contact your area desk or Professional Area Staff Member.