YOUR HOUSING CONTRACT
It is important to understand and remember that room and board contracts at Reed are legally binding, just like off-campus leases. Once a student signs a contract with Reed they are bound by its terms unless a petition is approved. Please note that the effective dates are listed on the contract and should be reviewed and understood before the contract is signed. Termination information is provided in the housing contract (Available Here).
As stated in the contract: “A petition for housing contract termination is considered when conditions exist that originated after the contract was signed, and over which the student has little or no control. A decision to cancel the contract is only made in an exceptional circumstance. The student must document the exceptional circumstance in a petition that must be submitted to the Residence Life office. Generally, a student is not released from a contract until the date upon which a petition is favorably decided. Due to the college’s policy of generally meeting full financial need, financial hardship is not normally considered to be an exceptional circumstance.”
If you want to petition your housing (room and board) contract
If you just want to petition the board (meal plan) portion of your contract
When you can petition
Things to know about the petition review
If your petition is approved
If your petition is denied
- Set up a meeting with the Resident Director (RD) that oversees your residence hall to discuss the petition process. The RD will advise you how to write an effective petition that clearly states your position. They will direct you to other appropriate offices to talk to, if necessary, for your petition.
- If you are on financial aid, consult with the financial aid office (email: email@example.com or phone: 503/777-7223) to determine how living off campus will affect your financial aid package.
- Prepare a petition using the tips below and tips provided from your meeting(s).
- Explain in detail how your circumstances have changed since you signed your room and board contract, and the reason why living on campus is no longer a viable option for you.
- Explain in detail what solutions you have tried to make on-campus housing work for you.
- If your reason for petitioning is medical you must provide documentation that is clear and explains exactly why you must not live on campus and how living off-campus will fulfill your needs.
- Submit the petition electronically by emailing it to firstname.lastname@example.org
- Do not sign an off-campus lease or make other contract obligations until you hear back from Residence Life. It may take up to two weeks to make a decision depending on the time of year and number of other offices Residence Life must consult with.
In general, students who live in Reed’s residential facilities, with the exception of the Co-ops and apartments are required to be on a meal plan. Students wishing to petition to discontinue the board plan should understand that exceptions are rare, and are granted only in exceptional circumstances. Such exceptions are generally related to demonstrated medical or religious needs that Bon Appetit is unable to meet.
If specific food allergies or preferences are cited in the petition, students are asked to meet with Bon Appetit’s General Manager to discuss whether or not Bon Appetit can accommodate the student’s food needs. Bon Appetit does an excellent job of addressing individual student concerns and assisting in navigating the food options. The General Manager will then communicate with Residence Life regarding Bon Appetit's ability to address your food needs and that will be factored into the petition decision.
In some cases (and when there is a space available), Residence Life may offer the student an alterative location to live on-campus (such as the apartments or the co-ops) where students are permitted to be off the board plan. If the student does not accept this option, they remain on the meal plan and stay in their current location.
If a student successfully petitions off the board plan and has remaining meal plan dollars the business office will issue a refund and any remaining meal plan dollars will be deleted.
- Prepare a petition using the tips below
- Explain in detail how your circumstances have changed since you signed your contract, and the reason why being on board is no longer a viable option for you.
- Explain in detail what solutions you have tried to make the board plan work for you.
- If your reason for petitioning is medical you must provide documentation that is clear and explains exactly why you must not be on board and how not being on it will fulfill your needs.
- Submit the petition electronically by emailing it to email@example.com
- For release from the contract beginning fall semester: 3 weeks before the first day of classes.
- For release from the contract beginning spring semester: 3 weeks before the first day of classes.
- If a student experiences an extreme and/or sudden circumstance they may submit a petition for consideration during the semester.
- Residence Life does not normally interview or meet with students. Therefore write a well thought out letter that explains the reasoning an/or need to break the housing or board contract. If Residence Life has questions about the petition or needs additional information, they will let the student know.
- If the petition cites financial reasons, Residence Life will consult with Financial Aid to inquire if there are unusual/exceptional financial circumstances and if Financial Aid is meeting the student’s need. Residence Life does not inquire about or receive specific or personal financial information from the Financial Aid office.
If your petition is approved: The contract with Reed will be terminated. Once the petition has been approved and you have moved out of the residence hall, the student will be reimbursed on a prorated basis for room and board costs. If a meal plan petition is approved, the student will be reimbursed on a prorated basis starting on the day of approval. The Business Office handles the reimbursement of money and will communicate with the Financial Aid office as needed.
If your petition is denied: The student is still legally bound and financially obligated to Reed for the contracted cost of room and board. This means that even if the student signs a lease off campus and moves out of their room on campus or no longer purchases food from Bon Appetit, they will still be held responsible for paying the contracted amount.
Appeal procedure: A student does have the option to appeal Residence Life’s decision. The appeal must be submitted in writing to the Associate Dean of Students for Student & Campus Life within 3 days of receiving Residence Life’s decision. This appeal will be reviewed by the Residence Life Appeals Committee which consists of the Associate Dean, 2 Student Services staff members, and 1 student House Advisor.
The Residence Life Appeals Committee meets with students in person. During this meeting, students are given an opportunity to present their reasons for wanting/needing to break the housing or board contract. The Residence Life Appeals Committee will ask the student questions to gather additional information or clarify information that the student has already presented.
It is important to note that, similar to the petition review conducted by Residence Life, a decision to cancel the contract is only made in an exceptional circumstance.