Cancellation and Appeals

Cancellations for undergraduate student housing contracts and graduate student housing agreements are not automatically granted and depend on specific conditions. For family student housing rental agreements, notice of intent to vacate must be submitted 30 days in advance. Please carefully read the cancellation request process for your type of housing contract.

Cancellation request processes

• Undergraduate student housing cancellation process
• Graduate student housing cancellation process
• Family student housing cancellation process
• Summer housing cancellation process

Appeals processes

• Undergraduate student housing appeal process
• Graduate student housing appeal process
• Housing cancellation appeals: Frequently asked questions

Undergraduate student housing appeal process

Undergraduate student 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 who requested the cancellation will be notified of the approval in writing and provided with move-out instructions.

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.

We recommend that you do not sign an off-campus housing contract prior to being officially released from your UC Berkeley Housing contract. 

Timing for cancellation requests: The housing wait list for eligible replacements 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.

Approved reasons for a cancellation exception and support documentation

An undergraduate student housing cancellation exception request will be approved for the following reasons, if the contract holder provides the corresponding support 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

If the correct documentation for an approved reason is provided, the housing cancellation will be approved by written notification from UC Berkeley Housing.

How to request a cancellation

To request cancellation for undergraduate student housing, please follow these steps:

1. Submit a cancellation request through the Housing Portal.
2. Provide support documentation as listed above to reshall@berkeley.edu.
3. Receive written notification of approval of cancellation.
4. Return the keys to the front desk of the unit upon move-out.

Cancellation fees and financial responsibility

Undergraduate housing cancellations that are approved before moving in will incur a $150 cancellation fee, while cancellations approved after moving in will result in a $300 fee plus prorated room and board charges. The cancellation date will occur when, and not before, all these tasks have been completed (tasks can be completed in any order):

1. University approval (e.g., Notifications of cancellation, withdrawal, admissions revocation, academic disqualification, etc.) 
2. Student completed moving out
3. Keys are returned to the unit’s front desk
4. The housing cancellation request has been submitted

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 UC Berkeley Housing appeals process below for more information.

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Graduate student housing cancellation process

The graduate student housing Single Student Apartment Agreement operates on a 12-month basis starting in August. If you want to move out of graduate student housing, you must submit a Graduate Student Housing Request to Vacate (PDF) form at least 30 days before your planned move-out date.

Graduate student housing agreement cancellations are not guaranteed and depend on whether 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. 

You will be informed by email if your request to vacate is approved. If you have not received an approval email, your request is still open, pending an eligible replacement being found. Unless you receive a written notice of housing agreement cancellation, you are still financially responsible for your housing agreement.

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. We will contact you via email if a replacement is found and your cancellation request is granted. 

How to submit a Request to Vacate form: Download the Graduate Student Housing Request to Vacate (PDF) form, find the RTV form in the Housing Portal under Online Forms, or pick up a paper copy at the UC Berkeley Housing Administration Office (2610 Channing Way, Berkeley).

Once completed, submit the form using one of the following methods:

• Email: Send a scanned copy to graduatestudenthousing@berkeley.edu.
• Docusign: Submit the RTV form linked in the Housing Portal via Docusign.
• In person: Drop it off at the UC Berkeley Housing Office.

Appealing a pending cancellation request

Cancellation requests remain open until they can be processed or the end of the Housing Agreement period. Students who experience a significant change in circumstances after signing their housing agreement may want to consider submitting an appeal with supporting documentation. See the Graduate student housing appeal process below for more information.

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Family student housing cancellation process

The Family Student Housing rental agreement operates on a month-to-month basis. If you’re planning to move out of family student housing, you must submit a Family Student Housing Intent to Vacate (ITV) PDF form with at least 30 days notice before your move-out date. You can also find the ITV form in the Housing Portal under Online Forms. Submit the ITV form using one of the following methods:

• Email: Send a scanned copy to apts@berkeley.edu
• Docusign: Submit the ITV form linked in the Housing Portal via Docusign.

Rent is prorated based on your move-out date, so you will not be charged the full month’s rent if you submit your Intent to Vacate form on time and your vacate date is before the end of the month.

If you are graduating

If you are moving out of family student housing because you are graduating, cancellation is not automatic and you must still submit the ITV form with at least 30 days notice. If you are graduating, to ensure timely processing, submit your Intent to Vacate by:

• Spring graduates: May 30
• Summer graduates: June 30
• Fall graduates: December 1

If you cancel a family student housing agreement before moving in

If you accept a family student housing offer, you have signed a rental agreement with UC Berkeley Housing. If for any reason you need to cancel your housing agreement before you move in, you will need to email apts@berkeley.edu with 30 days advance notice, and you will be liable for at least 30 days of rent. For the cancellation to be processed, you will need to submit a Family Student Housing Intent to Vacate (ITV) PDF form with your start date listed as the vacate date.

If you need to change your vacate date after submitting the ITV form

If you have already submitted your Intent to Vacate and need to change your vacate date, it is important to notify UC Berkeley Housing as soon as possible by emailing apts@berkeley.edu. Once you submit the ITV form, maintenance and custodial work is scheduled to occur once you have vacated and your apartment could be offered out to someone on the wait list, which will need to be changed if your vacate date changes.

If you need to move out earlier, you can change your vacate date by providing a new ITV form with at least 30-days notice. If you are unable to provide 30-days notice, you can move out before the vacate date you originally indicated on your ITV form, but you will still be financially responsible for your apartment until that vacate date.

If you need to move out later, you must submit a new ITV form before your current vacate date and at least 30 days before the new vacate date (the sooner the better!). Your new vacate date must not extend past any vacate deadlines unless you have requested and been approved for a housing extension.

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Summer housing cancellation process

Summer 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 who requested the cancellation will be notified of the approval in writing and provided with move-out instructions.

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.

We recommend that you do not sign an off-campus housing contract prior to being officially released from your UC Berkeley Housing contract.

Students who want to cancel their contract for the summer should submit their request as soon as possible to increase the chances of securing a replacement.

Approved reasons for cancellation and support documentation

A summer housing cancellation request will be approved for the following reasons, if the contract holder provides the corresponding documentation:

• Graduation: Official confirmation of degree completion
• Denied admission to the university: Proof of denied admission
• Medical withdrawal from the university: Proof of withdrawal
• Denied a travel visa: Proof of denial

If the correct documentation for an approved reason is provided, the housing cancellation will be approved by written notification from UC Berkeley Housing.

How to request a cancellation

To request a summer housing cancellation, please follow these steps:

1. Submit a cancellation request through the Housing Portal.
2. Provide support documentation as listed above to summerhousing@berkeley.edu.
3. Receive written notification of approval of cancellation.
4. Return the keys to the front desk of the unit upon move-out.

Cancellation fees and financial responsibility

All approved summer housing cancellations will result in a $300 cancellation fee plus any prorated room and board charges if the resident has moved in. The cancellation date will occur when, and not before, all these tasks have been completed (tasks can be completed in any order):

1. University approval (e.g., Notifications of cancellation, withdrawal, admissions revocation, academic disqualification, etc.) 
2. Student completed moving out
3. Keys are returned to the unit’s front desk
4. The housing cancellation request has been submitted

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 undergraduate student housing appeal process below for more information.

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Undergraduate student housing appeal process

The Undergraduate 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. The Appeals Board is the final decision-maker on appeal requests. Filing an appeal does not guarantee cancellation.

Grounds for submitting an appeal for an undergraduate housing cancellation request:

• Financial: Before appealing, students must demonstrate a change in financial circumstances since signing the housing contract. Students must exhaust all sources of aid, including loans. If applicable, students must request relocation to a more affordable room.
• ADA or medical: Before appealing, students must engage in the Medical and Accessibility Accommodations process to determine if a reasonable accommodation can be provided.
• Extenuating circumstances: Students may appeal in cases of extreme hardship, such as the death of a family member.

Appeals for the following reasons will not be considered.

• Alternate housing: Finding off-campus housing, including sorority or fraternity housing, is not grounds for appeal.
• Roommate conflict: Conflict with a roommate is not grounds for appeal. Students should contact their Resident Assistant (RA) for support and engage in the mediation process.
• Facilities issues: Facilities or maintenance issues are not grounds for appeal. Students should contact their front desk for support.

Submit an undergraduate housing cancellation appeal

Step 1). You must submit your housing cancellation request via the Housing Portal online.

Step 2). Decide how you will submit your cover letter and support documentation; you can achieve this one of three ways:

• Use the upload feature built within the Undergraduate Housing Appeal Request form
• Drop off physical documents to the UC Berkeley Housing Administration Office:

UC Berkeley Housing Office, 2nd floor

2610 Channing Way

Berkeley, CA 94720

• Emailing the documents to the  UC Berkeley Housing Administration Office at reshall@berkeley.edu 

Step 3). Submit the Undergraduate Housing Appeal Request form online

Guidance for the housing appeals process

If you are an undergraduate student who needs guidance on how to prepare an appeal, what steps to take, and what documents to include, please schedule a meeting with one of our staff members in the UC Berkeley Housing Administration office. They are available for in-person 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. Consider making your appointment a week in advance of the appeal submission date.

Undergraduate appeals board dates, fall 2026

The Appeals Board meets twice a month from September through May, and once in June, 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.

• Starting in academic year 2026–27, an appeal must be submitted within the academic year you are appealing for. Retroactive appeals will not be accepted.
• An academic year begins in late August and ends in mid-May. 
• The month of June will have one published submission deadline date with one outcome date at the end of the month to close out that academic year. 
• The Undergraduate Appeals Board will not hear appeals in July or August.

Undergraduate Appeals Board dates, fall 2026

Spring Semester dates will be posted in mid December, 2026.

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Graduate student housing appeal process

The Graduate Appeals Board is designed to formally and confidentially review appeals from students who were not approved for housing agreement cancellation through the normal process of finding a replacement for your agreement. Only cases of extreme hardship will be considered. The Appeals Board is the final decision-maker on appeal requests. Filing an appeal does not guarantee cancellation.

Grounds for submitting an appeal for a graduate student housing cancellation request.

• Financial: Before appealing, students must show that they have exhausted all possible options provided by the Financial Aid Office, including loans. If applicable, students must request a relocation to a more affordable room type.
• ADA or medical: Before appealing, students must engage in the Medical and and Accessibility Accommodations process to determine if a reasonable accommodation can be provided. 
• Extenuating circumstances: Students may appeal in cases of extreme hardship, such as the death of a family member.

Appeals for the following reasons will not be considered for cancelling a graduate housing agreement.

• Alternate housing: Finding alternate housing is not a valid reason for appeal, and appeals due to alternate housing will not be granted.
• Roommate conflict: 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.
• Facilities issues: Facilities or maintenance issues are not grounds for appeal. Students should contact their front desk for support.

To submit a graduate housing cancellation appeal

Submit your appeal for a housing cancellation request to the UC Berkeley Housing Administration Office. Appeals can be submitted in person or by email, but email is the preferred method of submission. Email your completed Graduate Student Appeals Board Instructions (PDF) and any supporting documents to graduatestudenthousing@berkeley.edu.

Guidance for the housing appeals process

If you would like general 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 Administration 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.

Graduate Appeals Board dates, summer and fall 2026:

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 2026:

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Housing cancellation appeals: Frequently asked questions