The intention of the HFS Waiver Request process is to provide a means for students to request a dispensation from the terms of their housing agreement or an exemption from HFS policies. Waivers are occasionally granted in situations where a student demonstrates a sudden or recent change in their situation based on exceptional circumstances outside of their control.
How the waiver request process works
- You submit a HFS Waiver Request online, describing your circumstances and your reason for believing that charges should be adjusted or that you were incorrectly charged, or why you believe you should be exempted from certain terms of the agreement.
- Your request is reviewed by the Waiver Review Committee.
- You are notified of the outcome via email to your HFS email address.
Deadlines
Waiver requests for financial exemptions must be submitted within 60 days of charges being posted. Waiver requests for nonfinancial concerns must be received within 30 days of the event.
Request review timeline
- Requests received between the first and fifteenth of each month will be reviewed and responded to by the end of the month.
- Requests received between the sixteenth and thirty-first of the month will be reviewed and responded to by the fifteenth of the following month.
- The review process may be delayed if the Waiver Request is incomplete or documentation has not been provided.
Examples of waiver requests that are likely to be approved
- Change in financial situation: The student’s family experiences a significant change in their financial situation when a parent is laid-off from their job during autumn quarter. This causes extreme financial hardship, so the student moves home at the end of the quarter. Potential outcomes of an approved request would include reduced or waived Cancellation Charges, Early Termination Charges, Late Notice Charges, or monthly/quarterly housing charges. Examples of documentation appropriate to submit would include bank statements prior to and following the change, unexpected bills, unemployment paperwork or tax forms.
- Change in family situation: One of the student’s family members becomes seriously ill after the student has applied for on-campus housing, so the student decides to remain at home to assist with care-giving. Potential outcomes of an approved request would include reduced or waived Cancellation Charges, Early Termination Charges, Late Notice Charges, or monthly/quarterly housing charges. Examples of documentation appropriate to submit would include doctor’s notes clearly outlining the date of the event or diagnoses or bills associated with continued care.
- Change in health: The student sustains an injury requiring frequent, on-going medical visits to a facility outside of Seattle. As a result the student moves to an apartment close to the medical facility, drops all but one class, and commutes to campus two days a week. Potential outcomes of an approved request would include reduced or waived Cancellation Charges, Early Termination Charges, Late Notice Charges, or monthly/quarterly housing charges. Examples of documentation appropriate to submit would include doctor’s notes clearly outlining the date of the event and the medical rationale as to why you are unable to continue to reside on campus.
- Special circumstances: Strange things happen! If your situation doesn't fit into a description provided, you are still welcome to submit a waiver request and it will be reviewed by the committee.
Examples of waiver requests that are likely to not be approved:
- Roommate conflicts: HFS offers many different conflict resolution resources. Waiver requests are not typically approved for situations where there is an unresolved roommate conflict unless the student can demonstrate they took advantage of all conflict resolutions available including talking to their RA, RD, and participating the room change process.
- Dissatisfaction: When students apply for on campus housing they apply to our housing system and HFS does their best to assign them to a room that meets their preferences. Waiver requests are not typically approved for situations where a student is dissatisfied with their assignment or has independently chosen to live off campus unless a financial hardship or change in circumstances can be demonstrated.
- Misunderstanding: Waiver requests are not typically approved for situations where a student missed a deadline, did not check or read their email, or was confused about the information provided. Students should be familiar with their housing agreement, application terms, HFS website and/or other communications from HFS. If you have questions or need additional clarification, please contact HFS immediately after the situation to ensure you understand information provided.
- Dining accounts: Living in a 9-Month housing area, a dining account is a required part of the residential program. Requests to have the dining account waived are not considered. Rather, students are encouraged to visit our express markets to special order items or to talk with a dining manager about available dining options. In addition, students are encouraged to be familiar with the dining level change deadlines so they can adjust their levels as necessary. Students who are seeking an accommodation for a medically related dietary restriction must contact DRS to have their request reviewed.
- No documentation: Waiver requests that do not include documentation or that cannot be verified by means other than the student’s statement are not typically approved.
- No change: Waiver requests that do not demonstrate a change in circumstance are not typically approved.
Questions
Questions about this process may be directed to the Student Services Office at 206-543-4059 or hfsinfo@uw.edu.