Policy and Application for Release from the Housing Agreement
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The Housing Agreement is binding for the entire academic year (August–May). This application will be available November 1st 2023 and will close on December 1st 2023. The only applications that will be reviewed after December 1 are: Some Medical Exemptions approved via the interactive SAS Process, Graduation, Approved Temporary Academic Leave OR Transfer and Student involvement in a University-sponsored academic program such as student teaching, internship, study abroad, or other program, if the obligations demand residency 30 miles or more from campus.
Release from this agreement is permitted only under specific and/or exceptional circumstances approved by the Office of Residential Life/Learning Communities. A release will be granted, subject to later verification, when proof of one of the following circumstances is presented (and appropriate documentation is provided):
|Veteran Status/ Military Deployment||
Copy of DD 214 form/ Deployment Orders.
If approved for Veteran Status/Military Deployment, outside of what’s listed in the course registration system, students will not be able to complete courses remotely.
In addition to completing a release application through Residential Life for medical exemption, students are also required to complete an accommodation registration form through the Office of Student Accessibility Services (SAS)- https://brockport-accommodate.symplicity.com/. All documentation listed below must be uploaded to the SAS form and not the Residential Life application.
If you are already registered with SAS for any other accommodations, instead of completing a registration form, you must log into your Accommodate account and complete a “Re-Evaluation Request” form and still upload the required documentation listed below.
Written description of medical condition that includes negative impact of residential environment and description of proposed alternative. The Hazen Center for Integrated Care or Student Accessibility Services may be contacted to verify diagnosed medical condition, the impact of the residential environment and feasibility of addressing student concerns. The documentation must completed by a licensed health care professional (i.e. physician, psychologist, psychiatrist, social worker) who has treated the student.
The documentation must include:
If the request is related to respiratory, please also include:
Medical releases are rarely granted.
Concerns related to COVID-19 will not be a reason for a medical release.
The University will make all efforts to provide reasonable accommodations to meet student medical needs.
*Students that fall into this category, will be assessed a “Housing Cancelation Charge” of $250.00.
Before applying for a dietary exemption, students must read and understand BASC’s special dietary needs section of their website.
A committee consisting of representatives from the following areas: BASC Dining Services, Hazen Center for Integrated Care, Residential Life & Learning Communities, and Student Accessibility Services will review each meal plan accommodation request. Given the ability to accommodate a wide range of dietary needs, an exemption from participation in the meal plan is rare and will only be considered when needs cannot be met by Dining Services.
Note: general dissatisfaction will not be reason for approval.
If approved for a dietary release, outside of what’s listed in the course registration system, students will not be able to complete courses remotely.
You must provide 3rd party documentation that a legitimate financial change has occurred since you moved in. An example of 3rd party documentation would be a letter from an employer (on business letterhead) stating a loss of a job, parent divorce which changed family income, etc..
Financial reasons may be reviewed in conjunction with the Office of Financial Aid
Note: the ability to save money by living off campus OR the loss of a University scholarship is not a justification for exemption.
If approved for a financial release, outside of what’s listed in the course registration system, students will not be able to complete courses remotely.
|Graduation||Graduation requirements must be completed as verified by the Office of Registration and Records.. To apply for a graduation release, students must be 100% completed with their course work..|
|Approved Temporary Academic Leave OR Transfer
Completing the Temporary Academic Leave request
If you are taking a Temporary Academic Leave or Transferring, the Office of Residential Life/Learning Communities will check your registration status for the spring semester. If you are registered for classes, we will assign you to University owned housing and charge your student bill accordingly.
|Student involvement in a University‑sponsored academic program such as student teaching, study abroad, internship or other program, if the obligations demand residency 30 miles or more from campus
||Written (and email) verification from student’s advisor and copy of the acceptance letter into the program.|
*Students that fall into these categories will be assessed a “Housing Cancellation Charge” of $250.00 (if they are approved for release).
NOTE: Unless you receive approval of this request, your student status requires compliance with the housing policy. Alternative arrangements for housing, including a lease commitment, will not be considered sufficient reason for approval of this request. If you enter into a lease or other arrangement for off‑campus housing and have not been released from your Housing Agreement, you will be paying rent in two locations.
- Make an appointment with your Resident Director or Townhomes Coordinator (if needed) to discuss and review policy. After you submit your application, your Resident Director or Townhomes Coordinator may reach out to you to discuss your application. All requests for release from the Housing Agreement must be submitted on the online form, Application for Release from the Housing Agreement (at the top of the page).
- The completed application must be submitted online. Release applications for the spring 2024 semester will be accepted until December 1, 2023 at 5 pm.
- Each request must be accompanied by relevant supporting documentation (i.e. medical circumstances verified by The Hazen Center for Integrated Care or Student Accessibility Services, information regarding extreme changes in family financial situations as verified by the Financial Aid Office, etc.). Incomplete request packages will not be reviewed until all documentation is sent in. It is the students responsibility to make sure their request packet is complete.
- Each request will be reviewed by Residential Life staff in consultation with your Resident Director or Townhomes Coordinator. Residential Life staff will inform the applicant in writing of the decision. All decisions will be sent to your Brockport email address
The Office of Residential Life/Learning Communities encourages students to meet with Financial Aid representatives to see how living off-campus could potentially impact any financial aid/scholarships that are awarded.
If approved for a mid-year release, outside of what’s listed in the course registration system, students will not be able to complete courses remotely.
Response to Student Timeline
|If a complete packet is submitted by…..||Student will receive a response in their Brockport email by…|
|November 10th at 5pm.||November 15th at 5pm|
|November 20th at 5pm||November 24th at 5pm|
|December 1st at 5pm||December 7th at 5pm|
|After December 1st at 5pm||The only applications that will be reviewed after December 1 are: Some Medical Exemptions approved via the interactive SAS Process, Graduation, Approved Temporary Academic Leave OR Transfer and Student involvement in a University sponsored academic program such as student teaching, study abroad, internship, or other program, if the obligations demand residency 30 miles or more from campus|
If you have any further questions, please contact your Resident Director or Townhomes Coordinator.
If your original request is denied, you have an option to appeal the decision. All appeals must be in writing to email@example.com and submitted within 7 business days of the decision letter. If you plan on appealing your decision, new documentation must be submitted with the appeal letter. This will be complied with your initial paperwork. All appeals will be reviewed by the Director of Residential Life/Learning Communities or their designee.