When you need a leave of absence
If you are currently living in residence and need to temporarily vacate your room, you can apply for a leave of absence. This option is available for students who need to leave for the winter break, complete a co-op work term, or handle a medical reason. Applying for a leave ensures that you keep your residence spot and do not have to reapply for housing next term.
Who can apply
Any current resident of Larch House or Ashgrove House can request a leave of absence. This applies to students on the traditional room plan or the suite plan. You must be in good standing with the residence office and have no outstanding maintenance charges or fines when you submit your request.
Steps to apply
- Download the residence leave of absence form from the residence portal or pick one up at the residence office.
- Complete the form and select the reason for your leave (winter break, co-op work term, or medical).
- Submit the form at least two weeks before the start of the term you plan to vacate.
- For medical leaves, attach a signed note from a doctor or a healthcare provider explaining the reason for your absence.
- Wait for confirmation email from the residence office. You will receive your approval or a request for more information within five business days.
Fees and refunds
Residence fees are prorated based on the number of days you vacate the room. You will not be charged for the period you are away. Ancillary fees are not refunded. If you have a meal plan, the meal plan fee is also prorated for the weeks you are not on campus.
If your leave is for a co-op work term, your residence spot is automatically held while you work. You will not need to reapply when your placement ends. If your leave is for medical reasons, your spot is reserved for the remainder of the academic year. You must submit a new leave request for any future terms.
Keep in mind that a student parking permit is $210 per term. If you vacate for the entire term, you can request a refund for the parking permit by emailing the parking office. If you only vacate for a portion of the term, the permit remains valid.
Returning to residence
You will keep your current room when you return from a leave of absence. Check the move-in and move-out dates on the residence website to know when you can come back. If you are returning from a medical leave, you must provide a clearance note from a healthcare provider before you are allowed to move back in.
Remember to clear your room completely and return your keys to the residence office before your leave begins. If you leave belongings behind, unclaimed items are held for 30 days before being transferred to the Campus Security office.
Contact the residence office
If you have questions about the leave process or need help with the form, contact the residence office during business hours.
Phone: 519-555-0175
Email: [email protected]
Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.