Release of Contract

1) To apply for a release of contract, please complete the Release of Contract Request Form. Please have documents named appropriately and in either JPEG or PDF format to ensure easy review.

Click Here for Release of Contract Fall 2023. 

Click Here for Release of Contract Summer 2023. 

 2) Releases are reviewed on basis of tiers:

•  Tier 1 - Typical reasons for release: Graduating, Marriage, Withdrawing, Transferring, VSU credited internship requiring off-campus residency, study abroad during the specific term of occupancy, military obligations. These requests are reviewed by the contracts and assignments coordinator. If you do not get approved on this basis, you will be able to submit a request for committee review, which will be outlined in the decision email. These reviews typically result in hearing back within 1-2 weeks of submission.
•  Tier 2 - If you apply on the basis of financial hardship, medical hardship, personal reasons, or other reasons not outlined under typical reasons for release, expect for the committee to have to review the case. In these requests, you will want to speak to the fact that an important change in a student's personal, medical, or financial situation has altered and does not allow compliance with the residency or contract requirements. Committee reviews typically take 2-3 weeks to decide.

3) Final Appeal: After committee review, there is one final level of appeal. That appeal decision is reviewed by the Associate Director of Housing. Directions for final appeals will only be given in the committee review decision email. Submitting for final appeal means further documentation that previously provided must be given. Final appeal requests will not be accepted via e-mail.

Release of contract requests submissions as outlined below will allow for responses to be given back according to the chart below. Again, this does not account for how submission dates impact cancelation charges. Please see the section below specifically speaking to how the date of submission of your requests impact deposits and charges.

1. Here’s what we recommend you know and have ready before you submit the form

If you are withdrawing from the university, transferring to another university, or married, your Release of Contract application will be approved if sufficient documentation is provided.

If you are withdrawing, please make sure that you have officially dropped the classes and can provide proof prior to applying for RFC.

If you are transferring to another university, please make sure that you have dropped your classes at VSU and can provide proof of classes, registration, or some other clear letter or image showing the school and that you start the semester you are asking for an RFC from.

If you are married, you must provide a marriage license.

If you are experiencing financial, personal, or medical hardship, you will need to provide proof of the circumstances that will be reviewed and approved on a case-by-case basis by the committee. Some examples of proof of these situations are as follows:

•  Student account balances and financial aid award summary including what you get and what you’ve accepted. We suggest you add a statement if you did not accept the full offer you were made
• Tax statements, proof of bills and/or loss of income can also be included.
• Typically, in order for the RFC to be accepted due to financial hardship, you must prove that there are no financial assistance options available to you and living off campus would benefit you more than remaining in your housing contract. In these cases, we usually request you show us your off campus provider’s bills (utilities, water, electric, rent) month by month in comparison to your current charges

Personal hardship: Personal statements, police files, tax records, court orders, insurance claims, and notarized notes from a counselor/therapist/doctor can be provided in the situation that you feel personal hardships warrant a release from contract.

Medical reasons:

• If you are pregnant, we require a notarized doctor’s note with your name/information and pregnancy confirmation.
• If your medical reason for requesting a release of contract does not involve pregnancy, you can provide a notarized doctor’s note and supporting documentation of the situation. When providing doctor’s notes, it is preferred that the documentation is faxed to the housing office.

In general, please be aware that depending on your situation, you will be asked to provide supporting documentation of what you have done to resolve the situation prior to attempting to move off campus. Some examples of this would be requesting a room change to more affordable housing, speaking with the access office to see what accommodation could be made, speaking with your RA or RHD about roommate mediation or a room change, etc.

Simply submitting a Release of Contract application does not mean that you are released from your contract. The application must be reviewed and approved before you are released from the contract. This means that until your release of contract is approved, you are financially responsible for your housing assignment. If your application is denied, you will continue to be financially responsible for your housing assignment. If you claim to be withdrawing or transferring but remain enrolled or re-register for classes at VSU for the semester you have requested a release, we will apply the charges back to your account.

Unless you are released from your contract for reasons such as graduation, military transfer, credited internship, study abroad, or academic suspension, we charge a standard $100 cancellation fee.

If your Release of Contract becomes approved:

•  If you do not check out prior to the approval of your RFC, you are responsible for the time you lived on campus until the point the release is approved AND your date of checkout.
• If you check out prior to approval of RFC, you are responsible for charges up until the approval date.

Cancellation Charges & Deposit Refunds

If a request for cancellation is received more than 30 days prior to the first day the academic year’s classes, the student may cancel their contract and receive a refund of their $150 housing deposit. The $100 housing application fee is not refundable.

 If a request for cancellation is received more than 15 days but less than 30 days prior to the date of occupancy, a student may cancel their contract and receive a refund of $75 for the housing deposit. The $100 application fee is not refundable. The student will be responsible for a $100 cancellation charge, unless released on basis of graduation, withdrawal, military, credited internship, academic suspension or institution mandated suspension/expulsion.

 If a request for cancellation is received less than 15 days prior to the date of occupancy or after, no portion of the deposit will be refunded and a $100 cancellation fee will be assessed to the student’s account. The student will be responsible for a $100 cancellation charge, unless released on basis of graduation, withdrawal, military, credited internship, academic suspension or institution mandated suspension/expulsion.

For Fall 2023-Spring 2023, anything submitted after 5:30pm on July 16th, 2023, this policy applies.

 Students who sign the contract and live on campus during the Fall semester of this contract, but are approved for a release of contract for Spring semester will forfeit their housing deposit of $150 and will be charged a $100 cancellation charge, unless released on basis of graduation, withdrawal, military, credited internship, academic suspension or institution mandated suspension/expulsion. 

1. What typically is not approved (only in truly extenuating circumstances)

•  Online class
•  Exemptions - even on the basis of age, etc.
•  COVID concerns
•  Discontent with housing experience/roommate situations

Release of contract requests are reviewed by the assignments and contracts coordinator and are approved for certain reasons. Other reasons that do not fit the criteria are reviewed by the committee and decided on a case-by-case basis. Some reasons that are not likely to be approved unless coupled with other circumstances are: online classes, COVID concerns, or freshman/age exemptions.

2. When can you expect to hear back?

Release of contract requests are reviewed in the order that they are submitted as quickly as possible. Please allow 24-48 hours for your application to be reviewed upon submitting. If you submit your application on a Friday afternoon, you can expect to receive a response the following week.

If it needs to go before the committee or appeal, please expect to hear back within 2-3 weeks.

3. How long does the committee's decision take?

The appeals committee meets to review Release of Contract applications twice per month. If your initial application is denied, please allow 2-3 weeks for the appeals committee to get back to you with a response.

4. Can I check out prior to being approved for release of contract?

At any point in time during the semester, you are free to move out of your assignment and check out. It is important to remember, however, that you are financially responsible for your assignment unless a release of contract is approved. When checking out of a room, you can go to the front desk of your residence hall or call HEART (229)253-4000. A student assistant will come with you to your room to confirm it is emptied completely and cleaned. They will make note of any damages, take your key back, and check you out of the room. If you are waiting for a release of contract to be approved, you can go ahead and check out of your room. However, you are responsible for the charges of the assignment until the release of contract is approved. If the release of contract is denied and you have already checked out, you will still be financially responsible for the assignment. At that time, you can still move back in as you will be still paying for the space.

5. Who does not need to apply for a release from contract?

•  Academic suspension students
•  Evicted students
•  Students who have been expelled or suspended via disciplinary measures or BIT recommendation
•  Students who withdraw during the actual semester that we need to release them front the contract.

As example, if you are living on with us during Fall semester and withdraw during Fall semester, you do not need to apply for a release for the Fall semester. But if you withdraw from Spring Semester while in Fall semester, you do need to apply for the Spring release.

If you are on academic suspension, have been evicted, or have been expelled/suspended vis disciplinary measures or BIT recommendation, you do NOT need to apply for a release of contract.

6. Who can I contact with more questions?

If you have other questions, please reach out to housingrfc@valdosta.edu. Please note that e-mail is only for questions, not to apply for a release. Release requests will not be accepted via email. You may also call the housing office at 229-333-5920 to get assistance.