Contract Release Requests

Housing/Dining Contract Review Information
Virginia Tech seeks to provide rooms for students at the lowest possible rate. For this reason, the University must operate the residence halls on a contract basis for the full academic year. Summer session contracts are in force for both summer sessions if the student is enrolled. Each student who resides on campus is required to sign a Housing/Dining Contract prior to assignment. When the Housing/Dining Contract is signed and returned to Virginia Tech, it becomes a legally binding agreement - a contract - between the student and the University.

As specified in the Housing/Dining Contract, the contract shall be terminated if the student completes requirements for graduation, or for any other reason is not enrolled in the University. (If the student subsequently returns to the University during the contract period, the contract shall be reactivated upon the student's re-enrollment.) The University reserves the right to terminate the contract in the interest of order, health, maximum utilization of facilities, or disaster after due notice to the student.

Release from the contract for considerations other than those listed above will be made upon the recommendation of the Contract Review Committee. A request for termination does not automatically break the contract. The committee will consider extenuating circumstances with regard to the impact upon both the student and the University.

The Review Process
1. Request for release from the Housing/Dining Contract must be made in writing to the Chairperson of the Contract Review Committee.

2. A hearing will be scheduled with the Contract Review Committee to examine the request.

3. A pre-hearing conference with the Chairperson of the Contract Review Committee is available upon request.

4. The student must provide the committee with facts to support the request to be released from the Housing/Dining Contract (supporting facts include related documentation such as financial statements, medical recommendations from attending physician, etc.).

5. Considerations for release include medical issues, unforeseen financial distress, marriage, family problems, and personal problems.

6. After the hearing, the student will be verbally notified of the decision of the Contract Review Committee after the hearing. Written notification will be sent to the student within four working days of the hearing.

7. The student may appeal the committee's decision. Appeal forms will be issued to all students whose requests are denied. To be considered, completed appeal forms must be submitted to the Office of Student Programs within one calendar week of the hearing. Appeals will be reviewed by the Assistant Director for Services. Interviews will be held at the discretion of the hearing officer.

8. If the request is approved, the student will receive an approval letter. The student is required to follow proper room check-out procedures by the date specified in the approval letter. Questions about the dining plan or student identification should be directed to the Hokie Passport Office in 100 Student Services Building. A Status Change Form will be sent to Student Accounts for billing purposes. A copy also will be sent to the student after the room has been vacated.

General Order of Events for Contract Review Hearing
(may be altered by committee as necessary)

1. If the student has additional material not provided with the initial contract review request letter, it should be delivered to the Chairperson of the Contract Review Committee for copying before the hearing.

2. The student requesting release is called into the hearing room. Other persons are not allowed into the hearing except to offer support of specific items to be presented. Third parties will not be permitted to disrupt or delay the proceedings through irrelevant or inappropriate presentations.

3. The order of events is explained and introductions of committee members are made.

4. The student comments on the written request and provides the committee with any additional information.

5. The committee members question the student.

6. The student may make a final comment to the committee.

7. The student is dismissed from the hearing room.

8. The committee deliberates.

9. The student is recalled to the hearing room and informed of the committee's decision.

10. If the request is denied, instructions on the appeal process are given. If granted, instructions for moving out are provided.

 

Address:

Office of Student Programs
Attn: Chairman, Contract Review
144 New Hall West (0428)
Blacksburg VA 24061

Alternatively, you may send your request via e-mail to housing@vt.edu or by fax to (540) 231-6818.

Housing Application Process

Housing/Dining Contract Terms and Conditions

Back to Your Housing/Dining Contracts