Termination & Cancellation Policy

Cancellations occur prior to move-in. Withdrawals occur after move-in. Cancellations and withdrawals will not be accepted over the phone. If you decide to cancel your Student Housing application you must submit a Cancellation/Withdrawal Request Form via in-person, email, fax, or by mail.

Policy Overview

The following information is directly quoted from Section 8 of the Student Housing Agreement. The cancellation policy refers to housing fees and the deposit, which are detailed in Section 2 of the Student Housing Agreement. Section 8.06 explains the differences in the policy for students applying for specific terms: Summer Semester, Academic Year, and the Winter Semester.

  1. If you cancel your application or enrollment at NVIT, you will also need to cancel your housing application.
  2. Once you have agreed and acknowledged the Student Housing Agreement & HCLS, you are bound by the termination and cancellation policy detailed within it.
  3. If for any reason, the Manager issues a refund to the Student, the refunded amount may be subject to a cancellation fee.

Click below for the complete Student Housing Agreement in PDF

If you have any questions about the termination and cancellation policy please email us or give us a call.

Prior to Move-In, the Student must pay 1 month of Student Housing Fees and must pay a deposit (the “Deposit”). Deposit is to be held by the Manager and applied to the cost of repairing damage to the Room, any additional cleaning charges, and to any unpaid amounts owing by the Student under this Agreement. The amount of the deposit is detailed in Table 4. Upon the termination of this Agreement, provided that there are no damage claims, cleaning charges or unpaid amounts then owing, the Deposit will be refunded to the Student as described in section 8 of this Agreement.

The Student must pay the “Student Housing Fees” in accordance with the Rates and Payment Schedules detailed in Table 4 for the right to occupy a Room during the Term. Tables 2, 3 and 4 also detail additional Fees that the Student is subject to, including the mandatory Student Housing Life Activity Fee and the cost of Extended Terms. If a hard copy of this agreement is required by the Manager, the Student is required to select one of the payment schedule options, by initialling their desired option.

The Deposit for the Academic Year 2018-2019 is $250.00.

Summer Semester 2018 – Payment Schedule – Single Room Type

(a) $2,100.00 payable on or before April 15, 2018, at 5:00 p.m. or
(b) $2,100.00 payable as to $525.00 on or before May 1, 2018 at 5:00 p.m. and as to $525.00 on or before June 1, 2018 at 5:00 p.m. and as to $525.00 on or before July 1, 2018 at 5:00 p.m. and as to $525.00 on or before August 1, 2018 at 5:00 p.m.

Academic Year 2018-2019 – Payment Schedule – Single Room Type

(a) $4,200.00 payable on or before June 15, 2018, at 5:00 p.m. or
(b) $4,200.00 payable as to $525.00 on or before August 15, 2018 at 5:00 p.m. and as to $525.00 on or before September 15, 2018 at 5:00 p.m. and as to $525.00 on or before October 15, 2018 at 5:00 p.m. and as to $525.00 on or before November 15, 2018 at 5:00 p.m. and as to $525.00 on or before December 15, 2018 at 5:00 p.m. and as to $525.00 on or before January 15, 2019 at 5:00 p.m. and as to $525.00 on or before February 15, 2019 at 5:00 p.m. and as to $525.00 on or before March 15, 2019 at 5:00 p.m.

Winter Semester 2019 – Payment Schedule – Single Room Type

(a) $2,100.00 due December 1, 2018 at 5:00 p.m. or if accepted after December 1, 2018 payment is due immediately.

Summer Semester 2018 – Payment Schedule – Family Room Type

(a) $4,000.00 payable on or before April 15, 2018, at 5:00 p.m. or
(b) $4,000.00 payable as to $1,000.00 on or before May 1, 2018 at 5:00 p.m. and as to $1,000.00 on or before June 1, 2018 at 5:00 p.m. and as to $1,000.00 on or before July 1, 2018 at 5:00 p.m. and as to $1,000.00 on or before August 1, 2018 at 5:00 p.m.

Academic Year 2018-2019 – Payment Schedule – Family Room Type

(a) $8,000.00 payable on or before June 15, 2018, at 5:00 p.m. or
(b) $8,000.00 payable as to $1,000.00 on or before August 15, 2018 at 5:00 p.m. and as to $1,000.00 on or before September 15, 2018 at 5:00 p.m. and as to $1,000.00 on or before October 15, 2018 at 5:00 p.m. and as to $1,000.00 on or before November 15, 2018 at 5:00 p.m. and as to $1,000.00 on or before December 15, 2018 at 5:00 p.m. and as to $1,000.00 on or before January 15, 2019 at 5:00 p.m. and as to $1,000.00 on or before February 15, 2019 at 5:00 p.m. and as to $1,000.00 on or before March 15, 2019 at 5:00 p.m.

Winter Semester 2019 – Payment Schedule – Family Room Type

(a) $4,000.00 due December 1, 2018 at 5:00 p.m. or if accepted after December 1, 2018 payment is due immediately.

This agreement may be terminated by the Manager if: (a) the Student fails to check into their assigned Room within five (5) days of the first day of the Semester; (b) the Student abandons their Room as detailed in section 8.03 of this Agreement; (c) the Student decides not to accept the Room they were assigned, or any alternate Rooms offered to them during the course of this Agreement; or (d) the Student violates any of the terms of this Agreement, including violations of the Housing Community Living Standards or Institution Standards. The Manager may notify the Primary or Secondary Contact by phone or e-mail of the termination of the Student’s residency at the same time, if possible, as written Notice of Termination of Residency is delivered to the Student. If the Student is unavailable to receive service of the notice in person, then delivery of the notice to the Student’s Room shall be deemed proper service and delivery. The Student will be allowed 24 hours from the date and time of delivery of the Notice of Termination of Residency to fully vacate and remove all personal belongings from Student Housing.

If the Student wishes to terminate this Agreement or cancel their Student Housing application, the Student must notify the Manager in writing via the online Student Housing cancellation/withdrawal form. To cancel this Agreement, the Student is expected to demonstrate that they are no longer enrolled in classes at the Institution or provide evidence of exceptional circumstances beyond their control. Please note that Student Housing operates independently from the Institution and if the Student cancels their application or enrolment at the Institution, they will also need to cancel their Student Housing application. Refunds will be issued by the Manager as detailed in section 8.06.

If the Student vacates the Room prior to the expiry of the Term without the Manager’s prior agreement, the Room will be deemed abandoned by the Student.  In that event, the Manager may (i) repossess the Room without liability to the Manager, and (ii) enter into an agreement for the occupancy of the Room with a third party.

Upon the termination of the privileges of this Agreement, the Student shall, forthwith vacate the Room within the time frame given, and deliver to the Manager vacant possession of the Room together with all of the furnishings, fixtures, appliances and telephone of the Student Housing, and the furnishings and fixtures shall be in good condition, with reasonable wear and tear excepted. The Student will follow the Move-out Procedures explained in section 3.02 of this Agreement and all additional directions communicated by the Manager.

If the Student does not vacate the Student Housing on the expiry or early termination of this Agreement, (i) the Student is liable for any financial loss sustained or incurred by the Institution or the Manager, and (ii) the Manager may remove the property of the Student from the Room (whether or not the Student is present at the time), and place the property in temporary storage in a location in the Student Housing of the Manager’s choice, at the Student’s expense, without notice to the Student and without liability to the Manager for any damage to or loss of the Student’s property.

Upon the termination of this Agreement or housing application by the student, as detailed in section 8.02, the Residence may be entitled to a partial refund of Housing Fees, without interest, within eight (8) weeks of the student vacating student housing or cancelling their housing application. The refund will be in the form of a cheque mailed to the students permanent address on file in the students name only. If a student requires a cheque to be reissued as a result of the student not providing an updated address prior to vacating student housing and/or canceling their housing application, a charge of $50 may be applied. Refunds are issued based on the following:

(i) If the Student’s written cancellation request is received by the Student Housing Manager on or before June 15 (Deadline 1), whether the Student has been accepted into Student Housing or not, the Student will receive a full refund of the Deposit and any Student Housing Fees paid to date.

(ii) If the Student has been accepted into Student Housing and the Student Housing Manager receives the Student’s written cancellation request after June 15 (Deadline 1) but on or before August 1 (Deadline 2), then the Student’s Deposit will be forfeited. The Student will receive a full refund of any Residence Fees paid to date.

(iii) If the Student is on the wait list for Student Housing and the Student Housing Manager receives a written cancellation request before the Student is accepted to Student Housing, then the Student will be refunded the full Deposit.

(iv) If the Student is on the wait list and a space becomes available after June 15 (Deadline 1), the Student will be offered a space in Student Housing and asked to confirm the status of the Student’s Student Housing acceptance within 24 hours. After confirmation to the Student Housing, all regular cancellation policies and payment deadlines apply.

(v) If the Student has been accepted into Student Housing and the Student Housing Manager receives the Student’s written cancellation request after August 1 (Deadline 2), but on or before the first day of the Term (Deadline 3), then the Student will be charged a late cancellation fee. The cancellation fee will be equivalent to 45 days of  Student Housing Fees. The Deposit will be refunded less any damages, charges or money owing to the Student Housing.

(vi) If the Student Housing Manager receives the Student’s written cancellation request after the first day of the Term (Deadline 3) and on or before November 15 (Deadline 4), then the Student will be charged for each day they occupy a Student Housing Room plus a cancellation fee. The Student must complete all Move-out Procedures detailed in section 3.02 before cancellation fees and refunds will be assessed and issued. The cancellation fee will be equivalent to 60 days of Student Housing  Fees. The Deposit will be refunded less any damages, charges or money owing to the Student Housing.

(vii) If the Student Housing Manager receives the Student’s written cancellation request after November 15 (Deadline 5), then the Student will be charged for each day they occupy a Student Housing room plus a cancellation fee. The Student must complete all Move-out Procedures detailed in section 3.02 before cancellation fees and refunds will be assessed and issued. The cancellation fee will be equivalent to 90 days of Student Housing Fees. The Deposit will be refunded less any damages, charges or money owing to the Student Housing.

(i) If the Student’s written cancellation request is received by the Student Housing Manager on or before Deadline 1, whether the Student has been accepted into Student Housing or not, the Student will receive a full refund of the Student’s Deposit and any Student Housing Fees paid to date.

(ii) If the Student is on the wait list for Student Housing and the Student Housing Manager receives a written cancellation request before the Student is accepted to Student Housing, then the Student will be refunded the full Deposit.

(iii) If the Student is on the wait list and a space becomes available, the Student will be offered a space in Student Housing and asked to confirm the status of the Student’s Student Housing acceptance within 24 hours. After confirmation to the Student Housing, all regular cancellation policies and payment deadlines apply.

(iv) If the Student has been accepted into Student Housing and the Student Housing Manager receives the Student’s written cancellation request after Deadline 1, but on or before the first day of the Term (Deadline 2), then the Student will be charged a late cancellation fee. The cancellation fee will be equivalent to 45 days of Student Housing Fees. The Deposit will be refunded less any damages, charges or money owing to the Student Housing.

(v) If the Student has been accepted into Student Housing and the Student Housing Manager receives the Student’s written cancellation request after the first day of the term (Deadline 3) then the Student will be charged for each day they occupy a Student Housing room plus a cancellation fee. The cancellation fee will be equivalent to 60 days of Student Housing Fees. The Deposit will be refunded less any damages, charges or money owing to the Student Housing.

Late applicants will be subject to the same cancellation deadlines outlined below. The cancellation date is the date the student vacates Student Housing.

Summer Applications & Agreements

Deadline 1

Date: After Application – On or before March 31
Fee: Full refund of Deposit and Student Housing Fees.

Deadline 2

Date: After March 31 – On or before Move-In Day
Fee: Deposit and Student Housing Fees refunded. Cancellation Fee equivalent to 45 days of Student Housing Fees.

Deadline 3

Date: After Move-In Day
Fee: Charged for each day they occupy a Student Housing room plus a cancellation fee equivalent to 60 days of Student Housing Fees.

Late applicants will be subject to the same cancellation deadlines outlined below. The cancellation date is the date the student vacates Student Housing.

Academic Year Application & Agreements

Deadline 1

Date: After Application – On or before June 15
Fee: Full refund of Deposit and Student Housing Fees.

Deadline 2

Date: After June 15 – On or before August 1
Fee: Forfeit Deposit.

Deadline 3

Date: After August 1 – On or before Move-In Day
Fee: Deposit and Student Housing Fees refunded. Cancellation Fee equivalent to 45 days of Student Housing Fees.

Deadline 4

Date: After Move-In Day – On or before November 15
Fee: Charged for each day they occupy a Student Housing room plus a cancellation fee equivalent to 60 days of Student Housing Fees.

Deadline 5

Date: After November 15
Fee: Charged for each day they occupy a Student Housing room plus a cancellation fee equivalent to 90 days of Student Housing Fees.

Late applicants will be subject to the same cancellation deadlines outlined below. The cancellation date is the date the student vacates Student Housing.

Winter Applications & Agreements

Deadline 1

Date: After Application – On or before December 1
Fee: Full refund of Deposit and Student Housing Fees.

Deadline 2

Date: After December 1 – On or before Move-In Day
Fee: Deposit and Student Housing Fees refunded. Cancellation Fee equivalent to 45 days of Student Housing Fees.

Deadline 3

Date: After Move-In Day
Fee: Charged for each day they occupy a Student Housing room plus a cancellation fee equivalent to 60 days of Student Housing Fees.

The Manager’s acceptance of any payment of arrears or of any other payment for the use or occupation of the Room, after delivery of a notice terminating this agreement to the Student, does not operate as waiver of a notice of termination, nor reinstatement of this Agreement.

Each reference in this Agreement to the Manager, the Institution, and the Student includes their respective heirs, estate trustees, legal representatives, successors and assigns, as applicable.