License Agreement Release Process
The Student Housing Office is committed to providing an on campus living experience that enhances and contributes to a student’s academic success. When applying for on campus housing, every student electronically signs the terms and conditions of the License Agreement, which is a legally binding document effective for the entire contract period. If a student wishes to cancel their housing assignment they must complete the "Housing License Agreement Release Request" form found in the Student Housing Portal side menu under Campus Life in MyLMU.
The Housing License Agreement Release Request Form is only a request for release; you are not released from your License Agreement until you receive written notification from the Student Housing Office.
Note: Once a request is submitted, the student will receive an update on their request within 5-7 business days. If a student is approved to be released, the student will be charged for housing until the date at which all four of the above steps are completed. All students released from the license agreement regardless of the reason, must move out of their space and follow all move-out procedures and steps in order to be approved. While the Student Housing office does all it can to process requests promptly, requests will not be expedited due to housing refund deadlines.
You should not enter into any additional off campus lease agreements until you have been notified of your release. Signing an off-campus lease is not sufficient reason for release from your prior to committment to the Student Housing License Agreement.
Reasons for Release
Students who are requesting a release from the License Agreement can choose from one of the eight reasons within two categories and will need to contact any additional departments if necessary.
Category 1: Automatically Approved Reasons
The following reasons for release will be automatically approved once confirmed. Some require additional documentation and others are confirmed by the related University department.
- Withdrawal/Transferring/Leave of Absence: A student who will no longer be enrolled at LMU because of a transfer to another university or college, leave of absence from studies, or withdrawal is no longer eligible for Student Housing and will be automatically released. The student must complete the Release Request form and the Cancellation Form to inform Student Housing of their move-out.
- Status Confirmed with Registrar; No Additional Documentation Necessary
- Studying Abroad: A student who is studying abroad must submit a request to be released from the license agreement during the period in which they will be abroad. You must be accepted to a program with the Study Abroad Office.
- Status Confirmed with Study Abroad Office; No Additional Documentation Necessary
- Graduating: A student graduating from LMU is no longer eligible for Student Housing once they are no longer enrolled and must submit this Release Request form to be released from the license agreement during the period in which they will have graduated. Students Graduating who do not cancel any furuture license agreements will be responsible for any related charges.
- Status Confirmed with Registrar; No Additional Documentation Necessary
- Internship/Military: A student who must fulfill a student internship or military requirement which necessitates residency away from campus or commuting at least 50 miles from campus must comply with the License Agreement during the times the student is on campus. The proper documentation must be submitted to our office for verification.
- Student must upload registered letter of enlistment or official internship offer.
- Marriage: As LMU is unable to provide married housing, students who get married after having signed the License Agreement are eligible to be released upon presenting a copy of the marriage certificate. Release may not be granted if the marriage was already valid prior to signing the License Agreement.
- Student must upload marriage certificate; date and names on certifice must be legible.
- Medical/Psychological: If a medical or psychological condition has developed or degraded since signing the License Agreement, students must submit documentation to the DSS Office for review and determination of a housing accommodation. DSS will provide Student Housing with 1) confirmation of what accommodations would be required for the student to remain in Student Housing and 2) determination if the circumstance warrants release if Student Housing cannot facilitate the recommended accommodation. If DSS does not approve an accommodation or does not determine that the circumstance warrants release if not accommodated, the request will be denied.
- Student must submit documentation to DSS at their request.
Category 2: Requests Requiring Review
The following reasons for release may be approved at the sole discretion of the Housing Release Board. The Housing Release Board is comprised of University officials from across the institution who make an indepdent evaluation of whether a request demonstrates and warrants reasonable change in personal circumstance to be released. Decision made by the Housing Release Board are final and cannot be appealed.
- Financial: If a student’s financial situation has changed drastically and beyond their control since entering into the License Agreement and that it is clearly not feasible for the student to continue in residence. The student will be asked to supply letters and supporting documents from their employer or a guardians’ employers, bank statements, loan information, and any other financial documentation to demonstrate the change.
- Extenuating Circumstances: Submit documentation that demonstrates what has changed since signing the License Agreement.
Housing Release Board
The Housing Release Board is comprised of University professional staff across various departments. Each request is reviewed on an individual basis. All requests requiring review are evaluated by Housing Release Board and a written response is usually sent to the student within 10 - 15 business days once the case has been reviewed.
Students may request to meet with the Release Board in addition to submitting documentation, or can have the Release Board reivew the documentation without being present.
All decisions made by the board are final and cannot be appealed.
Things To Consider Before Submitting Request
If you do not meet one of the Category 1 Reasons for Release and you plan to submit a request to be released from your License Agreement, consider these items first:
- Speak with your Resident Advisor and/or Resident Director about your concern(s) and discuss solutions that can be found within the Student Housing system. The Release Board will not approve a release request if a mediation or room change can remedy the situation.
- Meet with representatives from other on campus departments that may be able to find a solution to your concern. For example, if you have a medical condition that is best treated with a specific style of building/room, you should speak with the Disability Support Services Office. In some instances, the Release Board will often recommend that you seek accommodations from another department that will make your on campus housing assignment comfortable again.
- The Release Board does not recommend signing a lease with an off campus unit until you have been approved for a release from the License Agreement by the Release Board. You may not be granted a release from the License Agreement, in which case you may then find you are simultaneously bound to the on campus License Agreement and the off campus lease.
- The University has established or approved a refund schedule that offers percentage amounts refunded if you are released from the License Agreement. The date of release directly correlates to when your case is approved and when you complete all paperwork with the Student Housing Office. If you present a case that you have not adequately prepared for, meaning you have not considered the suggestions above, you may not be released from the License Agreement or you may be released at a much later date than you anticipated, thereby receiving a smaller refund amount.
- If you have a vehicle on-campus, you will need to continue to park in your designated sector based on your housing assignment. If the Release Board approves your appeal and allows you to cancel your housing assignment, only then will you receive further information and instructions about parking your vehicle in other sectors. If you park your vehicle in other parking sectors before a decision is made regarding your case, you may be subject parking tickets.
2023 - 2024 Academic Year Cancellation Refund Schedule
The University has developed the following Refund Schedule to determine what portion of the Semester Housing Charge should be credited back to your Student Account if you cancel your housing agreement. ^Please note that the date used to determine your refund is the date at which all four steps of the Housing Release Process listed at the top of this page are determined to be complete.
|Fall 2023 Refund Dates^||Percent Refund||Spring 2024 Refund Dates^||Percent Refund|
|Through Sep 01, 2023||100%*||Through Jan 12, 2024||100%*|
|Through Sep 15, 2023||70%||Through Jan 26, 2024||70%|
|Through Sep 29, 2023||50%||Through Feb 9, 2024||50%|
|Through Oct 20, 2023||25%||Through Mar 1, 2024||25%|
|On/after Oct 21, 2023||0%||On/after Mar 2, 2024||0%|
*Per Paragraph 8 of the Student Housing License Agreement, students who cancel after receiving an assignment may still owe a total of $1,000 for their housing assignment. Please see paragraph 8 of your agreement for more details.