Mid-Year Housing Release

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Policy and Application for Release from the Housing Agreement

Please review this site in its entirety. 

The Housing Agreement is binding for the entire academic year (August–May). This form will be available October 1st 2019 and will close at 11:59PM on December 1st 2019.

Application for Housing Release

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):

Justification Required Documentation
Commuting from home of parent(s) or guardian within 30 mile radius of campus*

Notarized Verification of Residence with parent or legal guardians signature (this form can be found here)

Please note that your approval mid-year release is based on the condition that you reside at the residence listed on the verification of residence, and this residence only, for the entire spring term. Should your arrangement change, you must notify the Office of Residential Life/Learning Communities and will be required to move into College owned housing

Marriage* Marriage License or other appropriate documentation
Veteran Status Copy of DD 214 form
Medical*

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 College will make all efforts to provide reasonable accommodations to meet student medical needs.

Dietary*

Before applying for a dietary exemption, students must read and understand BASC's special dietary needs section of their website. That website may be accessed here.


Once that page is reviewed, students will also need to review their section on meal plan accommodations. This link may be found at the bottom of the page regarding special dietary needs.

 

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.

Financial*

Demonstration of an extraordinary change in financial condition beyond student's resource base, which cannot be remedied through existing College financial aid programs. Students who qualify for loans and other types of aid, but choose not to accept, will not be granted a financial release. 

The following items MUST accompany the students application for release:

  • Student Aid Report (this can be found in WebBanner)
  • A copy of the student's Financial Aid Award Screen (this also can be found in WebBanner)
  • A written narrative explaining the financial need
  • Any other supporting documentation that the student feels would help support their case. Documentation could include a copy of the students FAFSA.

If you are having trouble locating these two documents, you may call the Financial Aid Office. Applications that are received without this information will not be reviewed until a complete packet is received.

 

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.

 

Note: the ability to save money by living off campus is not a justification for exemption.

Graduation Graduation requirements must be completed as verified by the Office of Registration and Records.
Approved Temporary Academic Leave OR Transfer

Completing the Temporary Academic Leave request
(Please make sure to check "at the end of the semester" or your current classes will be dropped.)

If you are transferring, please also submit your letter of acceptance.

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 College owned housing and charge your student bill accordingly.

Parent* Birth certificate of dependent
Student involvement in a College‑sponsored academic program such as student teaching, study abroad, 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.
Extraordinary Personal Circumstances*

A typed document stating why student can no longer live on campus. This letter should accompany any documentation student believes would help in the decision process. All extraordinary personal circumstances will be reviewed by the Director of Residential Life or their designee.

*Students that fall into these categories will be assessed a “Housing Cancelation 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. Mid-Year Release Applications received after December 1st will not be considered for review.

Procedures:

  1. 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 (below).
  2. The completed application must be submitted online. Release applications for the spring 2020 semester will be accepted until Tuesday, November 19, 2019, at 5 pm.
  3. Each request must be accompanied by relevant supporting documentation (i.e. medical circumstances verified by The Hazen Center for Integrated Care or Student Accessibilty 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.
  4. 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.

Response to Student Timeline

If a complete packet is submitted by..... Student will recieve a response in their Brockport email by...
Thursday October 17th at 5pm. Thursday October 24th at 5pm
Thursday October 31st at 5pm Thursday November 7th at 5pm
Thursday November 7th at 5pm Friday November 15th at 5pm
Thursday November 14th at 5pm Tuesday November 19 th at 5pm
Applications received after Tuesday November 19th at 5pm Applications received after November 19th at 5pm, will be considered late and responded to as time allows
December 1st 2019 Mid-Year Release Applications received after December 1st will not be considered for review


If you have any further questions, please contact your Resident Director or Townhomes Coordinator. 

Appeals

If your original request is denied, you have an option to appeal the decision. All appeals must be in writing to housing@brockport.edu 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.

Resources

Verification of Residence

Temporary Academic Leave

Last Updated 9/24/19

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