Room Change Request

Mediation

Before requesting a new room, speak to your Community Advisor (CA).  If your request is due to a roommate conflict, your CA will offer to mediate the problem.

Room change requests will NOT be approved if efforts have not been made to resolve the issues through mediation.

Room Change Process

Once the mediation is conducted, your CA may recommend, if appropriate, that you request a room change in the Housing Portal, found under the “Applications” tab in uoZone

Your request will be forwarded to the Residence Life Coordinator for your building who will speak with your CA and assess your case. It’ll be up to the Residence Life Coordinator to approve the request.

Note: Room changes are not always approved. The change will also be based on availability of rooms, so you may be offered a room in a residence that is not your preferred one.

Please note that room change requests are not processed in the first three weeks of the academic year.

Take Over
Takeovers is not be permitted the 2020-2021 academic year.
InformationExceptionally, because of the safety restrictions in place, students will not be allowed to takeover another student's agreement this year. 

What is a takeover?

The takeover occurs when a student is being replaced by another uOttawa student for the remainder of the residence agreement.

Time Period

A takeover can occur from August 15 preceding the beginning of the agreement up to April 30 of the current residence year.

After April 30, a resident who does not need his/her room can sublet it until the end of the contract.

Consequences of a cancellation by takeover

  • The student moving out has his/her contract terminated on the date the takeover takes place, and no longer is responsible for the payment of the residence fees
  • At 45 Mann, Annex and Hyman Soloway, the student moving in can sublet his/her room for the summer, and apply for the year following.

You have a room for a takeover?

  1. Learn more about the Cancellations policies below.
  2. Submit a termination notice 
    Submit a request for termination, even though you have not yet found someone to replace you.
    A 30-day notice is required. For a termination effective on April 30, you must submit your request by March 31. The form is in the Housing Portal, via uoZone, under the section Your Room, select Terminate Residence Agreement.
  3. Find a replacement
    Post an ad in the Student Housing Billboard.
  4. Identify your replacement
    In the Housing Portal, via uoZone, section Your Room, go to Room Takeover to identify the person who replaces you.
  5. Meet your roommate(s)
    Download the Meeting Confirmation form*; once completed, upload it to your file on the page View your requests.
  6. Approval
    Wait for Housing to approve your candidate. You will be notified by email when your termination request is approved. Meanwhile, you can check the status of your takeover request by logging in to the Housing Portal and clicking on the View your Requests option.

Looking to take over a room?

  1. Find a takeover room opportunity on the Student housing billboard
  2. The current resident must fill out a Termination form in the Housing Portal.
  3. Apply
    You must apply for the current academic ear in the Housing Portal, via uoZone.
  4. Accept your Housing Offer
    When the takeover is approved, you will receive a housing offer by email. You must accept the offer on the Housing Portal to have access to the residence.
  5. Move In
    Pick up your keys and move in to your new room.

*Form unavailable since sublets are not possible for summer 2021.

Sublet
Sublets will not be permitted for summer 2021.
InformationExceptionally, because of the safety restrictions in place, students will not be allowed to sublet their room this summer. 

What is a sublet?

A sublet occurs when a resident living in either the Annex, 45 Mann or Hyman Soloway is looking to temporarily leave the unit during the summer session and finds another student from a post-secondary institution as a temporary replacement. Occupancy is for a fixed term, usually 4 months, and cannot be renewed.

Beware! People using classified ads websites are often targeted by scammers. To know how to spot them and avoid being tricked, consult our Housing scams info page.

Have a room to sublet?

  1. Eligibility
    In the Housing Portal, via uoZone, section Your Room, go to Sublet Room to learn the eligibility criteria.
  2. Identify the occupant
    Further down the page on the Housing Portal, fill out the online form.
  3. Find a replacement
    Post an ad on the Student Housing Billboard.
  4. Register the subletter
    Download, complete the "Sublet agreement and registration of your occupant" form*, and upload it to your file, using the View your Request option in the Housing Portal.
  5. Approval
    Wait for Housing Service to approve your candidate. You can check the status of your sublet request by logging in to the Housing Portal and clicking on the View your Requests link. Your summer occupant must be registered to have access to the residence.

Looking to sublet a room from a resident?

  1. Find a sublet room opportunity on the Student Housing Billboard Portal
  2. Registration
    Make sure the "Sublet agreement and registration of your occupant" form* is properly completed, signed both by you and the resident. The resident must identify you in the Housing Portal and upload your registration form to the Portal.
  3. Approval
    The resident must log in to the Portal to see the status of the request.
  4. Move in
    Pick up your keys at the reception desk in 90 University and move in to your new room.

*Form unavailable since sublets are not possible for summer 2021.

Cancellation
Cancelling a September reservation

Cancel your room

  • login to the Housing Portal on uoZone.
  • Select the "Withdraw application" button

Consult the refund schedule and deadlines and the administrative charges table

Deadline

The deadline for requesting a cancellation and receiving a deposit refund is July 15, 2021. Consult the important residence dates for deadline details. 

Mandatory replacement

Starting August 16, you must be replaced to obtain a cancellation. A contract holder is charged for the residence fees for as long as no replacement has been found for the room. Posting an ad on the Student Housing Billboard will help you find an eligible replacement.

Who is eligible?

  • only uOttawa full-time students
  • a person of the same gender as you, if you have been assigned a double room, or a suite, a studio, a connected room at the Henderson Residence, or if your single room is located on a non-coed floor.
Terminating during the academic year

At all other times, you must be replaced to obtain the cancellation of your reservation, or to have your residence agreement cancelled while it is running. A contract holder is charged for the residence fees for as long as no replacement has been found for the room. Once you have been replaced, we send the confirmation by email to your @uOttawa.ca address.

Who is eligible?

  • only uOttawa full-time students
  • a person of the same gender as you, if you have been assigned a double room, or a suite, a studio, a connected room at the Henderson Residence, or if your single room is located on a non-coed floor. 

To find someone to replace you:

  • Set up a meeting with your roommates,  download the "Meeting Confirmation form", complete it and upload it in the Housing Portal for return to Housing Service.
  • Access cards and keys must be transferred to the resident moving in through the reception.
Terminating a 12-month agreement on April 30

The procedure is the same as during the academic year (see above), but the deadline for requesting a termination effective April 30, 2021, is March 1, 2021.

Cancelling a meal plan

Leaving the University or moving out of residence will not automatically set off the cancellation or the reimbursement of your meal plan. To cancel your meal plan, please contact the uOttawa Card Service, and provide them with the required documents.

To check if you have a meal plan, please go to the uOttawa Card website and login with your student number and your uoZone password.  

For any questions regarding your meal plan cancellation and reimbursement, please refer to the uOttawa Card Terms and Conditions (section 8 &14), or contact the uOttawa Card Service.  

Return to residence

Already living in Annex, Hyman Soloway or 45 Mann?

Although we can't guarantee it, you can request to stay in your room or ask to move to another unit within your residence. It’s very easy!


Other residents

Coming back to residence is easy.

  • Have a look at the living options for upper year students.
  • Apply online, pay your deposit and follow instructions.

Applications will be processed on a first come, first serve basis.

Back to top