License Agreement Cancellation Request Process

• Confirmed Housing Assignment Required for Review

  • Only students with a confirmed housing assignment must go through the cancellation request review process.

  • Applicants without a confirmed housing assignment may submit a cancellation request at any time without penalty or fee.

• Use the Right Form Based on Timing

  • Before Move-In: Submit a Request to Cancel

  • After Move-In: Submit a Request to Vacate
    [See the section on how to submit a cancellation request ➜]     

• Submitting a Request ≠ Automatic Approval

  • Submitting a cancellation request does not release you from your Student Housing License Agreement or housing charges unless and until your request is formally approved.

• Approval is Not Guaranteed

  • All requests are subject to review and may be approved or denied at the sole discretion of Housing and Residential Engagement.
    
    For full terms, refer to Section VII of your Student Housing License Agreement.

• You Will Be Contacted About Your Status
  • After submitting your request, Housing and Residential Engagement staff will notify you via email whether your request has been approved or denied. It may take 7 to 10 business days to receive a response.

How to Submit a Cancellation Request

Cancellation Types:

• Request to Cancel
  • For students who have not receive a housing assignment
  • Waitlisted students

• Request to Vacate
  • For current residents who have moved in or has a confirmed booking
    • Requires formal checkout
    • Assigned students who haven’t checked in
      
      

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All requests must be in writing and must be submitted through the provided links. The student must include the following:

• Full name
• CWID
• CSUF email address
• Housing assignment (if applicable)
• Reason for cancellation
• Supporting documents, only for residents requesting to vacate (PDF only, must show name + CWID)

Acceptable Supporting Document Sources:
When requesting a housing exemption or early release from your contract, you must provide documentation from an official source. The following are acceptable:

• Office of the Registrar
  For official withdrawal or leave of absence documentation and approval.
• Office of Disability Support Services
  For medical withdrawal documentation and approval.
• Office of International Students & Scholars or Your College/Program Department
  For Study Abroad Program documentation.
• Marriage License
  Or other official documentation confirming your marital status.
• Graduation Candidate Page (screenshot accepted)
  Accessible via: CSUF Student Portal → Student Homepage → Academic Records

Unacceptable Supporting Documents:

The following items will not be accepted as valid documentation:

• Private personal medical documents
  (Submit these directly to the Office of Disability Support Services for review. Once approved, provide Housing with the confirmation.)
• A typed letter from the student or parent explaining intent to vacate
• Screenshots of personal bank account balances or financial documents for financial hardship
• Off-campus lease agreements

 

One-Time Request to Vacate Policy (Resident only)

This policy applies to residents only.

A resident is defined as a student who has physically moved into their assigned campus housing space.

• You may only submit one official Request to Vacate per academic year (Fall–Spring term).
• Once your request has been submitted, reviewed, and processed, you cannot submit another request for the same license agreement period.
• This includes situations where:
• You submitted a Request to Vacate, then changed your mind and canceled the request, but later decided to submit a new Request to Vacate. A second request will not be accepted.
• If your Request to Vacate is reviewed and denied. The decision is final, and you will remain financially responsible for your housing assignment through the end of the term.

Please make sure to:

• Carefully review your reason and supporting documentation
• Confirm that your decision is final before submitting
• Review the Reasons Not Eligible for Cancellation section below

End-of-Fall Move-Out (Fall Resident NOT Returning in Spring)

If you do not plan to live on campus for Spring 2026 and meet the eligible cancellation criteria, you must submit your Request to Vacate by Tuesday, December 9, 2025, at 11:59 PM.

Late submission will not be reviewed until Spring semester begin, you will be charged for Spring 2026 housing fees in mid-December, as your space will remain assigned to you. You will be responsible for the 1st spring housing installment amount, no exceptions.

Approved End-of-Fall Move-Out Deadline:

• Friday, December 19, 2025 by 8:00PM

To move out at the end of Fall:

• You must submit your Request to Vacate by Tuesday, December 9, 2025, at 11:59 PM
• Your request must be approved in writing by Housing and Residential Engagement

 

Approved Request to Vacate Move-Out & Checkout Instructions

This information applies only to residents who have received a written approval from Housing and Residential Engagement for the Request to Vacate.

To ensure a smooth and successful move-out, please carefully follow the steps below:

Checkout Hours & Locations

• In-Person Checkout with Housing Staff:
  • Housing Office
  • Monday–Friday: 8:00 AM – 5:00 PM

Steps to Finalize Your Move-Out

Student must by the approved checkout date given by Housing and follow these steps:

1. Vacate & Clean Your Space

• • Remove all personal belongings
  • Thoroughly clean your area
  • Restore your room to its original condition

2. Request a Moving Bin

• • Moving bins are available for loan from the Housing Office or Holly Mailroom to help with your move

3. Inspection & Documentation

• • Our staff will inspect your space after checkout
  • Any damages, left items, or excessive mess will result in charges
  • Pro tip: Take photos of your cleaned, empty space—especially if roommates are staying

4. Mail & Package Pickup

• • Check your mailbox and retrieve any packages
  • Update your mailing address in your CSUF Student Portal under Student Homepage > Profile for mail forwarding

5. Visit the Housing Office Front Desk

• • To complete checkout and return any keys, stop by the Housing Office during business hours
    • Residence Halls or Apartments: Return all keys in person during posted hours
    • Suites Residents: No keys required, but checkout is still mandatory at the front desk

 

Improper Checkout Fees

• Failure to properly check out = $120 Improper Checkout Fee
• Vacating without formally checking out is considered as an improper checkout
• Missing or unreturned keys = $50 per key fee

 

Final Billing & Refund Eligibility

Final Charges (if applicable)
Final charges (including damages and missing Housing resources) will be billed to your student account after you have completed checkout and a move-out inspection is completed by our staff.

 

Refund Eligibility
 Refunds will only be issued if your cancellation is approved and all of the following conditions are met:

• Your housing balance is paid in full before submitting your Request to Vacate
• You receive written approval from Housing and Residential Engagement for the Request to Vacate
• You followed the Move-Out and Checkout Instructions and completed all the steps

If these conditions are not met—especially if your housing charges are not fully paid—you will not receive a refund, your outstanding balance will be adjusted based on the following:

• Prorated housing charges based on your actual occupancy up to the approved checkout date by Housing plus 30 days of room and board fees (if applicable, depending on the timeline of cancellation request) to cover reassignment delays and turnover impact.