Cancel a Residency
Last updated: October 5, 2026
Canceling a residency removes a student’s active housing assignment, updates their profile and application record, and creates full refunds for any related housing or meal plan charges. This process allows admins to apply cancellation fees or prorated charges based on the student’s actual dates of occupancy or usage.
Residency cancellations are commonly used when a student withdraws, moves off campus, or becomes ineligible for housing. All cancellation actions must be completed from the individual residency record.
Select a Residency
Navigate to the Residents section of the admin portal.
Search for the student and click their name to open their residency detail page.
On the residency page, click Quick Actions.
Select Cancel Residency from the dropdown menu to begin the cancellation workflow.
Cancellation Actions
Once the cancellation workflow begins, you’ll be guided through a series of steps. These steps allow you to define the effective cancellation date, apply fees, update application status, manage meal plans, and handle any necessary financial adjustme
Cancellation Details
Add your required cancellation details and click Next to proceed to Application Status.
Note: Cancellation fees are optional in this step. Only use a cancellation fee if your institution charges student's an administrative fee.
Application Status
You can optionally update the application status to reflect the cancellation, depending on your institution’s process.
Select from the provided status options.
Click Next to proceed to Meal Plans.
Manage Meal Plan Assignments
If the student has an active meal plan, you’ll be prompted to review or remove it. Removing a plan will queue a full refund in the next step.
Click Next to proceed to Refunds.
Review and Adjust Refunds
The refund screen will auto-populate full refunds for the housing assignment and meal plan (if selected). As a system standard, all refunds are based on the full transaction amount originally charged to the student. Once processed, refunds cannot be refunded or partially reversed. If a prorated amount is needed, admins can remove the refund and create a new prorated charge on the next step.
Learn more about transaction procedures and refund logic.
To remove a refund, click the x icon.
Click Next to proceed to Charges & Fees.
Apply Full or Prorated Charges
This step allows you to apply a custom fee or prorated housing charge based on the student’s actual dates of occupancy or usage. Proration is calculated using the daily rate of the selected charge code and the number of days the student was assigned to housing or had access to their meal plan.
Click Pro-Rate Charge to open the proration window and adjust dates or amounts as needed.
Note: If your institution does not use prorated billing, you can manually enter a flat fee instead.
Click Next to proceed to the Confirmation review.
Confirmation Review
The Confirmation screen provides a summary of all changes made during the cancellation workflow.
Note: The review can include adjusted application statuses, meal plan statuses, refunded transactions, any new charges or fees applied.
Carefully review all changes to ensure they align with your institution’s policies and the student’s actual circumstances. After review, click Confirm to finalize the cancellation.
Post-Cancellation Review
After cancellation, the student’s residency detail page will display updated cancellation information.
To view the all updated records navigate to the student’s Profile and select Residencies, Meal Plans, Applications, or Transactions.
The canceled residency will now show as Canceled status.
Review the Applications tab to see if the status was changed during the workflow
Review the Transactions tab to view all charges and refunds generated during cancellation
