Appeals Process
Undergraduate Student Housing Cancellation Process
Housing Cancellation Process
Housing contract cancellations are not automatically granted and depend on specific conditions. In most cases, a cancellation request can only be approved if an eligible replacement is found to take over the contract. The replacement must be a registered student, not currently living in University housing, and eligible for the assigned room type and location. If no students are on the housing waiting list or accept an offer for your space, finding a replacement is unlikely, and the request will be pending unless it qualifies under an approved exception (see approved reasons for cancellations below). If an eligible replacement is found by UC Berkeley Housing, the student will be notified in writing and provided with move-out instructions. The waiting list is usually exhausted by late July or early August, with some opportunities for cancellation occurring at the end of the fall semester.
Students who want to cancel their contract for the spring semester should submit their request as soon as possible to increase the chances of securing a replacement.
We recommend that you do not sign an off-campus housing contract prior to being officially released from your UC Berkeley Housing contract. Unless you are notified in writing by UC Berkeley Housing that your contract has been cancelled, your contract will still be in effect and you will be charged for room and board through the end of the contract.
Approved Reasons for Cancellation
A cancellation request will be approved for the following reasons if the contract holder provides the corresponding documentation:
- Withdrawal from the University – Proof of withdrawal
- Graduation – Official confirmation of degree completion
- Participation in an Education Abroad Program (EAP) – The student must no longer be enrolled at UC Berkeley or provide documentation that their EAP participation is ending
- Marriage after contract acceptance – A marriage certificate or other supporting documentation
How to Request a Cancellation
To request cancellation, please follow these steps:
- Submit a cancellation request on the housing portal
- Return the keys to front desk of the unit upon move-out
- Provide supporting documentation to reshall@berkeley.edu
Fees and Financial Responsibility
Approved cancellations before moving in will incur a $150 cancellation fee, while cancellations after moving in will result in a $300 fee plus prorated room and board charges. The cancellation date will be based on:
- The date of University approval
- Complete move-out
- Key return
- Submitted cancellation request
Until the cancellation is approved, the student remains financially responsible for the assigned room and board costs.
Appealing a Pending Cancellation Request
Cancellation requests remain open until they can be processed or the end of Terms and Conditions period. Students who experience a significant change in circumstances after signing their contract may want to consider submitting an appeal with supporting documentation. See the Appeals Process Section below for more information.
Graduate Student Housing Cancellation Process
Single Student Apartments Graduate Housing (SSA) agreement operates on a 12-month basis. If you decide to leave SSA, you must submit a Request to Vacate (RTV) notice at least 30 days before your planned move-out date.
Cancellation is not guaranteed and depends on whether we find a replacement for your housing agreement. The replacement must be a registered student, not currently living in University housing, and eligible for the assigned room type and location. We will contact you via email if a replacement is found and your cancellation request is granted. Unless you receive a written notice of housing agreement cancellation, you are still financially responsible for your housing agreement.
Please note, we cannot guarantee approval. You will be informed by email if your request is approved, and if an approval email is not received, your request is still open, pending any possible replacement being found. Cancellation requests are processed in the order received, and students for whom a cancellation is granted are financially responsible until the replacement student’s housing agreement begins.
Alternatively, you can find the RTV form on the Housing Portal at portal.housing.berkeley.edu under Online Forms. The RTV form can also be picked up at the UC Berkeley Housing office located at 2610 Channing Way in Berkeley.
The completed RTV form can be submitted online through the housing portal, at the UC Berkeley Housing office, or via email to graduatestudenthousing@berkeley.edu.
Forms Overview:
- Request to Vacate (RTV) Form:
- Where to Download: >Download here
- Physical Pickup Locations:
- UC Berkeley Housing Office: 2610 Channing Way, Berkeley
- Submission Options:
- In-person at the UC Berkeley Housing Office
- Email: graduatestudenthousing@berkeley.edu (attach a scanned copy)
Single Student Apartments Request to Vacate Form (PDF)
Family Student Housing Cancellation Process
The Family Student Housing (FSH) agreement operates on a month-to-month basis. If you decide to leave FSH, you must complete and submit an Intent to Vacate (ITV) notice at least 30 days before your planned move-out date. If you are moving out due to graduation, cancellation is NOT automatic; you must still submit the ITV form at least 30 days before you vacate. You can use the links on this page to download the form, or you can find the ITV form on the Housing Portal at portal.housing.berkeley.edu under Online Forms. The ITV form can also be picked up at the UC Berkeley Housing office.
Please note, rent is prorated based on your move-out date, so you will not be charged the full month’s rent if you submit the ITV form on time and your vacate date is before the end of the month.
Graduation ITV Submission Dates:
- Spring Graduates – Submit ITV by May 30th
- Summer Graduates – Submit ITV by June 30th
- Fall Graduates – Submit ITV by December 1st
The completed ITV form can be submitted via email to apts@berkeley.edu (preferred) or in-person at the UC Berkeley Housing office located at 2610 Channing Way in Berkeley.
Forms Overview:
- Intent to Vacate (ITV) Form:
- Where to Download: Download here
- Physical Pickup Locations:
- UC Berkeley Housing Office: 2610 Channing Way, Berkeley
- Submission Options:
- In-person at the UC Berkeley Housing Office
- Email: apts@berkeley.edu (attach a scanned copy)
Undergraduate Student Housing Appeal Process
The Appeals Board is established to confidentially review appeals from students whose requests for contract cancellation were not approved through the normal replacement process. Only cases of extreme hardship will be considered. Appeals based on finding alternate housing will not be accepted, and students must also follow the roommate mediation process for conflicts before appealing.
For financial appeals, students must demonstrate that they have exhausted all available options provided by the Financial Aid Office, including loans. For medical and mental health appeals, students typically need to have engaged in the ADA accommodations process. Please note that the Appeals Board is the final decision-maker on these requests, and filing an appeal does not guarantee cancellation.
Residence Halls Appeals Board Instructions (PDF)
If you need guidance on how to prepare an appeal and what documents to include, please schedule a meeting with one of our staff members in the UC Berkeley Housing office. They are available for in-person, phone, or Zoom meetings. While our staff do not serve on the Appeals Board, they are familiar with the processes involved. To request an appointment, please email reshall@berkeley.edu.
The Appeals Board meets twice a month from September through May, excluding weekends and University holidays. Outcomes are communicated the following Friday, but please be aware that delays may occur if the outcome date falls on a holiday.
Undergraduate Appeals Board Dates Spring 2025:
| Submissions Due | Outcome Emails Sent |
| 1/9/2025 | 1/17/2025 |
| 1/23/2025 | 1/31/2025 |
| 2/6/2025 |
2/14/2025 |
| 2/20/2025 | 2/28/2025 |
| 3/6/2025 | 3/14/2025 |
|
3/20/2025 |
3/31/2025 |
| 4/3/2025 | 4/11/2025 |
| 4/17/2025 | 4/25/2025 |
| 5/1/2025 | 5/9/2025 |
| 5/15/2025 | 5/23/2025 |
Graduate Student Housing Appeal Process
The Appeals Board is designed to formally and confidentially review appeals from students who were not approved for contract cancellation through the normal process of finding a replacement for your contract. Only cases of extreme hardship will be considered. Finding alternate housing is not a valid reason for appeal, and appeals due to alternate housing will not be granted. Appeals related to roommate conflicts will not be granted, as the student must engage in the roommate mediation process and, if applicable, the room relocation process. For all financial appeals, students must show that they have exhausted all possible options provided by the Financial Aid Office, including loans. For medical and mental health appeals, the student typically must have engaged in the ADA accommodations process. The Appeals Board is the final decision-maker on such requests. Filing an appeal does not guarantee cancellation.
Graduate Student Appeals Board Instructions (PDF)
If you would like guidance on how to prepare an appeal and what possible documents and items to include, please set up a conversation with one of our staff members in the UC Berkeley Housing office. They can meet in person, over the phone or over Zoom. Our staff does not serve on the appeals board but are familiar with their processes. Please send an email to graduatestudenthousing@berkeley.edu to request an appointment.
The Appeals Board meets once a month, excluding weekends and University holidays. Outcomes are sent via email by the end of business day Fridays after the Board meeting, but delays occur when the outcome date falls on a holiday.
Graduate Appeals Board Dates Spring 2025:
| Submissions Due | Outcome Emails Sent |
| 12/31/2024 | 1/17/2025 |
| 1/31/2025 | 2/14/2025 |
| 2/28/2025 | 3/14/2025 |
| 3/31/2025 | 4/18/2025 |
|
4/30/2025 |
5/16/2025 |
| 5/31/2025 | 6/13/2025 |
| 6/30/2025 | 7/18/2025 |
| 7/31/2025 | 8/15/2025 |