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How to Cancel Your Residence Hall & Food Services Agreement

Download the Residence Hall & Food Services Agreement Cancellation Form (PDF)

  1. For students who have not moved into their assigned Residence Hall Room
    1.  Consult the RH&FS Terms and Conditions  to evaluate associated charges for cancellation.
    2. Submit a completed Residence Hall & Food Services Agreement Cancellation Form  to the Business Services Office located on the first floor of Hallie McKinney Hall. The form can also be faxed to the Business Services Office at 580-745-7109. (It is recommended that the student confirm receipt of any faxed material, as sometimes faxed forms are not received. This would be considered the responsibility of the student.)
    3. Students may request a copy of the processed RH&FS Agreement Cancellation form for their records. The processed form would specify all associated cancellation charges.
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  2. For students who have moved into their assigned Residence Hall Room
    1. Consult the RH&FS Terms and Conditions [LINK] to evaluate associated charges for cancellation.
    2. Submit a completed Residence Hall & Food Services Agreement Cancellation Form. This form needs to be submitted to the Business Services Office located on the first floor of Hallie McKinney Hall. The form will be processed by Business Services. The student will receive a copy of the processed form back. This form will specify the associated charges, if the student completes the cancellation and check out as scheduled.  The form will not include any additional charges fro damages or cleaning, nor will it include any charges related to failing to properly check out or check by the date specified.
    3. Once the RH&FS Agreement Cancellation form has been processed by the Business Services Office, the student must schedule a check out appointment with Residence Life Staff.  These appointments should be scheduled 24 hours in advance. When possible, RL Staff may be able to complete a check-out sooner than the 24 hrs required, but the student should not expect that this can always happen. The student should contact their RHD to schedule the appointment.
    4. Prior to the check-out appointment, the resident must remove all personal belongings from the room/suite. (Any property left in the room/suite will be considered abandoned and will be discarded by RL staff. Once a resident checks out of the room or abandons the room, the resident has no claim to any property that was left in the room, and RL staff nor the university may be held responsible for anything left in the room/suite by the student.) The student must clean any space/furniture that was assigned to them (this includes the bed, dresser, desk, and closet assigned. It may also include the suite common spaces, including bathroom, living room, entryway, and kitchenette.)
    5. During the check-out appointment,
      1. the RL staff person (usually the RA, but on some occasions it might be the RHD/ARHD) will meet with the student
      2. The student will submit the RH&FS Agreement Cancellation Form to the RL staff member and return the key(s) to the residence hall room/suite/hall
      3. Together they will review the condition of the room/suite and note any concerns on the Room Condition Form (RCF).  Generally, any damage or cleaning needs will be noted on the form at the time of check-out, but the associated charges may not be indicated on the form at this time.  If the student would like to have specific charges listed on their form at the time of check-out, then they must schedule the check out appointment with the RHD (only) at least 1 business day prior to the planned check-out and the check-out must take place during regular business hours. All other circumstances will result in a delay from the time of check-out until the time that the charges are assessed.
      4. The student and the staff person will both sign the RCF.  The student should ensure that they can read anything entered on the form, and ask for clarification if they are unable to read any portion of the form.
      5. The resident will be given a copy of the RCF, indicating any damages and cleaning needs (but usually not the specific associated charges, as indicated in 5 above) at the completion of the check-out. The resident is urged to retain this form, as it is their evidence that they properly checked out of their room.
    6. After the check-out:
      1. The student is urged to retain a copy of the RCF, as this is their evidence that they properly checked out of their room.
      2. The student is no longer considered a resident, and does not have the privilege of entering the residence hall without being accompanied by a current resident.
      3. The resident is free to contact the RHD within 1 week of the check out to obtain a completed RCF with all charges specified, or the resident may wait until they receive a bill from the Business Services Office.
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  3. Failure to follow proper procedures may result in significantly higher charges.
  4. For additional information, contact your RHD or the Residence Life Office (580-745-2948).