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Monthly lease holders are able to submit a notice to vacate, as the terms of their residence agreement indicate that they need to provide one (1) calendar month's notice to move out of their current residence. Beyond this, no further action is required.

11-month lease holders must submit a waiver request form, with a minimum of one (1) calendar month's notice as per the terms of their residence agreement. The request will either be approved or denied by Residence Services based on whether the correct amount of notice is given, the reason for submitting the request and the supporting documentation provided.

8-month and 4-month lease holders must submit a waiver request form, with a minimum of thirty (30) days notice as per their residence agreement. The request will either be approved or denied by Residence Services based on whether the correct amount of notice is given, the reason for submitting the request and the supporting documentation provided.

Lease type	Correct form	Notice required	Reason + supporting documentation needed
Monthly	Notice to vacate	One (1) calendar month	No
11-month	Waiver request	One (1) calendar month	Yes
8-month	Waiver request	Thirty (30) days	Yes
4-month	Waiver request	Thirty (30) days	Yes

What is a waiver request?

A waiver request is a petition submitted by the resident to be exempt from specific conditions and/or policies outlined within their residence agreement, requiring the formal approval of the Residence Services office.

The following are the specific conditions and/or policies (bolded) that can be challenged through the submission of a waiver request:

1. TERMINATION OF TENANCY BY RESIDENT AFTER TAKING OCCUPANCY
a. If the Resident elects to terminate this Residence Agreement prior to the end of the Term, the Resident must pay the full Rent up to the end of the Term, which will include all amounts owing as Rent, any insufficient notice fees and other amounts payable.

1. MEAL PLAN (where applicable)
a. Termination
If the Resident terminates this Residence Agreement pursuant to Clause 12 (Termination of Tenancy by Resident After Taking Occupancy), the Resident will continue to be responsible for the Meal Plan for the entire Term. No refund for the Meal Plan will be provided.

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How the waiver request process works

The following section outlines what is required of you, the resident, and what to expect of the Residence Services office throughout the waiver request process:

• The resident will proceed to the next page of this form after reviewing their residence agreement and ensuring they understand the list of approved and unapproved circumstances for requesting a waiver, outlined in the next sections.
• The resident will fill out all required fields, upload supporting documentation as needed, and submit their form in accordance with the following timelines:
• For residents on 4 or 8-month leases: at least thirty (30) days prior to vacating, OR
• For residents on 11-month leases: on or before the first day of the tenancy month to be effective on the last day of that tenancy month.
• The Residence Services office will review the waiver request form the resident submitted within ten (10) business days. Please note that any incomplete or incorrect supporting documentation provided by the resident can slow the review process.
• The Residence Services office will reach out to the student via their official U of A email address within fifteen (15) business days with a decision on whether or not the waiver request has been approved or denied.

Examples of waivers likely to be approved

• You are no longer attending the º£½ÇÉçÇø because you have fully withdrawn from all of your courses
• You have been required to withdraw from your program of study as per your faculty's request
• You have a co-op or practicum placement outside of the Edmonton area that would not be accessible by transit (Sherwood Park, St. Albert and Fort Saskatchewan would not be exempt by this definition)
• You will be graduating from your program of study before the end of your contract
• You are participating in an exchange or visiting student program
• You have a mental or physical health condition for which you have received a doctor's note from a qualified medical provider advising against living in residence

For all of the situations described above, please note that you are not automatically exempt from your meal plan—this is handled on a case-by-case basis at the discretion of Dining Services.

Please note that if you have withdrawn from all of your courses prior to the add/drop deadline for the current or upcoming term, a decision regarding your waiver request will not be made until after that deadline has passed. Please see the for these specific dates.

Examples of waivers likely NOT to be approved

• You have signed a lease agreement somewhere new off-campus
• You need/want to live off-campus for financial reasons
• You have a mental or physical health condition that impacts your ability to live in residence, for which you are not willing or able to provide a doctor's note from a qualified medical provider
• You moved out of residence and returned your keys already, without following the waiver request process
• You are taking online courses only
• You are not happy with your space in residence or your roommates
• Misunderstanding your lease agreement, missing a deadline, not checking or reading Residence Services and other º£½ÇÉçÇø communications, and/or being confused about the information provided

In addition to the above, any "likely to be approved" reasons for requesting a waiver are unlikely to be approved if the appropriate supporting documentation is not provided. More details on this requirement are available within the form itself.

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Refund Information

If your waiver request is approved by Residence Services, you can expect a refund to be issued to the original payment method utilized to pay your residence fees. This refund can take up to four weeks to be processed by our finance team and reimbursed to your account.

Please note that if you owe the º£½ÇÉçÇø money (such as tuition, fees, library, parking, housing, meal plan, etc.), any credit from refunded charges will first be applied to your outstanding balances in Bear Tracks.