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Understanding Tennessee State University’s Housing Refund Policy: A Complete Guide

If you are a Tennessee State University (TSU) student living on campus, understanding the housing refund policy is critical if your plans change. This guide explains the specific scenarios, deadlines, and percentages that determine if and when you can receive a refund.

🗓️ Key Refund Deadlines & Percentages

The refund schedule is based on specific calendar periods within the semester. Missing these deadlines can result in losing your eligibility for a refund.

The following flowchart illustrates the crucial timeline you must follow and the corresponding refund percentages you can expect:

flowchart TD
    A[Submit Housing Cancellation Request] --> B{"What is your cancellation date?"}
    B -- "Before the first day<br>of classes" --> C[100% Refund<br>Less the $100 non-refundable prepayment]
    B -- "On the 1st day through<br>the 14th day of classes" --> D[75% Refund]
    B -- "On the 15th day through<br>25% of the term" --> E[25% Refund]
    B -- "After 25% of the term" --> F[0% Refund<br>No housing charges are refunded]
    C --> G[Process Complete]
    D --> G
    E --> G
    F --> G

Important Notes:

  • The $100 Non-Refundable Prepayment: This amount, paid with your application, is never refunded, even if you cancel before classes start. It will be deducted from any refund you are owed.
  • Full Academic Year Contract: The housing agreement is binding for the entire academic year (Fall and Spring semesters). You are not automatically released after the Fall semester. To cancel for Spring, you must submit a Housing Cancellation Agreement for an approved reason (see below).

✅ Eligible Scenarios for a Refund

Refunds are not automatic and are only granted under specific circumstances approved by the University.

1. Student-Initiated Cancellations (With Approved Reason)

If you choose to cancel your housing, you may receive a pro-rated refund based on the schedule above only if you meet one of these university-approved conditions:

  • Graduation after the Fall semester.
  • Study abroad, internship, or externship.
  • Withdrawal from the University for a non-disciplinary reason.
  • Failure to register for classes by the 14th day of the semester.

Required Action: You must submit a written Housing Cancellation Agreement and receive official approval from University Housing. Your assigned room must be fully vacated before the cancellation can be processed.

2. University-Initiated Cancellations (100% Pro-Rated Refund)

The university will issue a daily pro-rated refund if it requires you to vacate housing for reasons other than disciplinary action. This could include:

  • Personal Medical Reasons: Confirmed in writing by a licensed physician and approved by the appropriate University official.
  • Request of the University for non-disciplinary reasons.

3. Special Circumstances (100% Refund)

  • Death of a Student: 100% of housing fees will be refunded.
  • Student fails to register for courses by the 14th day of the semester.

❌ Scenarios Where NO Refund is Granted

You will not receive any refund of housing charges in the following situations:

  • Withdrawal for Disciplinary Reasons: If you are removed from housing or withdraw from the University due to disciplinary action (violation of housing rules, student conduct code, etc.).
  • Voluntary Withdrawal Without Approval: Choosing to leave housing without an approved reason from the list above.
  • Cancellation After the 25% Point: As shown in the schedule, no refunds are issued after 25% of the term has passed.
  • The $100 Application Prepayment: This fee is always non-refundable.

📝 Step-by-Step Process to Request a Refund

  1. Review Your Eligibility: Confirm your situation matches one of the “Eligible Scenarios” listed above.
  2. Submit Official Documentation:
    • For medical reasons: Obtain a written letter from a licensed physician.
    • For graduation, study abroad, etc.: Gather supporting documentation (degree audit, program acceptance letter).
  3. Complete the Housing Cancellation Agreement: Obtain, fill out, and submit this form to University Housing. Do not assume moving out is enough.
  4. Fully Vacate Your Room: Remove all personal belongings, return all issued keys, and complete the official check-out process with your Residence Hall Director. Failure to do this will result in additional charges and delay your refund.
  5. Await Official Approval and Processing: Refunds will be processed according to the schedule after your cancellation is officially approved.

Key Takeaways & Pro Tips

  • The contract is for the FULL YEAR. Plan for both semesters unless you have an approved reason to cancel for Spring.
  • Act Early. The refund percentages decrease rapidly. The sooner you act, the more money you may recover.
  • Get Everything in Writing. Official approval from University Housing is required for any cancellation. Keep copies of all submitted forms and correspondence.
  • Check Out Properly. Follow all check-out procedures to avoid fines that will be deducted from any potential refund.
  • Spring-Only Residents: The same cancellation deadlines and refund percentages apply if you have a contract for the Spring semester only.

For the most current information and to obtain the official Housing Cancellation Agreement form, always refer to the TSU Housing website or contact the Office of Residence Life and Housing directly.

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