Housing Move - Out Appeal Process

Overview 

If you’ve received a charge related to your residence move-out and believe it was issued in error or unfairly, you have the right to appeal. This guide explains the appeal process, outlines what qualifies as a valid reason for appeal, provides instructions on how to submit your appeal, and describes what to expect during the review. 

 

 Appeal Timeline 

  • Deadline to Appeal: Within 5 days of receiving your move-out charge notification. 

  • Review Time: Appeals are typically reviewed within 10-20 business days. 

  • Status: The original charge remains in effect until the appeal decision is finalized. 

 

What Qualifies for an Appeal? 

To ensure fairness and consistency, appeals must meet at least one of the following criteria: 

1. New Information 

You have new evidence or documentation that was not available during the original inspection and could reasonably change the outcome. 

Examples: 

  • You have time-stamped photos showing that the room was cleaned before you left. 

  • You have a written agreement with a roommate who was responsible for a shared task. 

  • You were charged for an item that was never in your unit (e.g., a missing chair that was never issued). 

 

2. Disproportionate Charge 

The charge seems significantly higher than what would be expected for the issue. 

Examples: 

  • You were charged $500 for a minor scuff on a wall that could have been easily cleaned or painted. 

  • You were charged for a full carpet replacement when only a small area was stained. 

 

3. Procedural Error or Fairness Concern 

There was a mistake or inconsistency in how the inspection or charge was handled. 

Examples: 

  • The charge was issued to the wrong person (e.g., you had already moved out and the damage occurred afterward). 

  • The inspection report includes incorrect or conflicting information. 

What Does Not Qualify? 

  • Simply stating that a charge is “unfair” without explanation or evidence. 

  • Disagreeing with the policy itself (e.g., not liking the cleaning standards). 

  • Submitting an appeal after the 5-day deadline without a valid reason. 

 

How to Submit an Appeal

  1. Complete the Housing Move-Out Appeal Form 
    Include all required fields: 

    1. Date you received the charge 

    2. The staff member who issued the charge 

    3. Description of the charge 

    4. Your understanding of the situation 

    5. . Reason for appeal (based on the criteria above) 

  2. Attach Supporting Documentation 
    This may include: 

    1. Photos 

    2. Emails or messages 

    3. Receipts 

    4. Roommate agreements 

  3. Acknowledge the Administrative Fee 
    A $25 fee will be applied to your student account. If your appeal is successful, the fee will be refunded. 

  4. Submit the Form 
    Submit your completed form and attachments through the Housing Office or designated online portal. 

 

 Tips for a Strong Appeal 

  • Be clear and concise in your explanation. 

  • Focus on facts and evidence, not emotions. 

  • Use specific dates, names, and details. 

  • Submit your appeal as early as possible within the 5-day window. 

 

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