Contracts & Assignments

Room Change Process

While you are able to make a request for a change to your room assignment during the summer, University Housing has limited space to honor all space change requests and cannot guarantee a change will occur during the summer months. We encourage residents to enter the academic year with an open mind and give their room assignments a try. After the summer room change period is complete, a room freeze will occur until the third week of the semester.

During the academic year, residents must meet with their Resident Assistant to discuss their interest in changing rooms. Your Residence Life Coordinator will make the final decision to grant any room changes. You may change rooms only with prior written authorization from your Residence Life Coordinator. Unauthorized room changes, or failure to move out of a room at a designated time, may result in being required to move back to your authorized assignment and/or disciplinary action. Changes between residence halls are granted only in limited/special circumstances and are at the discretion of the Associate Director for Business Administration.

Dining Plan Change due to Room Change

If a requested room/Residence Hall change is granted and results in a resident becoming eligible for the Supplemental Dining Plan, the resident may only change dining plans if they submit a Dining Plan Change form by the relevant deadlines detailed in the Contract Guidebook.

If a change is granted making a resident ineligible for the Supplemental Dining Plan, their dining plan will be defaulted to the 225 Plan unless they submit a Dining Plan Change form by the relevant deadlines detailed in the Contract Guidebook.

Waitlist

If you are seeking to be added to a waitlist for a specific room type within your building you will also need to see your Residence Life Coordinator to be added to a waitlist. Waitlists will begin the third week of the semester as well.

Every resident is required to participate in one of three Residential Dining Plans offered by Dining & Retail Services. Only residents in Cambridge Commons’ upgraded suites, RiverView Hall, and Sandburg Hall’s East Tower are eligible for the Supplemental Plan. Please refer to Section Q. Dining Services of your University Housing Contract & Guidebook for the full terms and fees.

Residents can change their Dining Plan by no later than October 1, 2025 for Fall/Semester I and February 15, 2026 for Spring/Semester II. No change is permitted in that given semester after these deadlines. Students entering into an initial Residence Hall contract after the relevant deadlines will not have the opportunity to change their plan for that current semester.

By submitting this form to University Housing, you are indicating that you would like to make the indicated changes to your University Housing contract preferences that you previously submitted online. University Housing will review your account and assignment details to determine eligibility for change.

Please note: Room and Dining Plan Rates are not established until mid-summer, prior to the start of that Fall Semester (usually early July). When considering rates, please note the year above the rate table, as it will indicate whether the prices are for the previous year or the next year.

Room Assignments for Returning Residents

Beginning in January, we will release University Housing online contracts to all current residence hall students.  Returners will have the option to complete their online housing contract for the following academic year. In March, returners will then have the opportunity to participate in Returner Self Assignment, self-selecting their own room and building, roommate, and suitemates for the following year. If a returning resident chooses not to self-assign they will be assigned using the same process for new students.

One-Contract Rule

It is important to understand that students may only participate in the self-assignment process for the building type for which they have signed an upcoming year contract. A student with a Kenilworth contract cannot participate in Residence Hall Self-Assignment, nor can a student with a Residence Hall contract participate in Kenilworth Self-Assignment. For this reason, it is important to (a) decide, in advance, which environment is right for you and (b) make sure you have signed the correct contract for that living environment. Visit the pages describing each University Housing facility (Cambridge Commons, Kenilworth Square Apartments, RiverView Hall, Sandburg Hall) and/or schedule a tour of the facilities in which you’re interested in order to make an informed decision. If you have any questions about your contract access, please contact the University Housing Office at (414) 229-4065 or housing@uwm.edu.

Returner Self-Assignment Process

Step 1: Determine where you want to live next year.

Collect all the information.

Once again, be aware of the One-Contract Rule. Visit the pages describing each University Housing facility (Cambridge Commons, Kenilworth Square Apartments, RiverView Hall, Sandburg Hall) and/or schedule a tour of the facilities in which you’re interested in order to make an informed decision on the correct living environment for you.

Step 2: Complete EITHER the Residence Hall contract OR the Kenilworth contract for the next academic year.

(Current Kenilworth residents are allowed to request to keep their current room, similar to residence hall students. After which, any current UWM student [currently living in Kenilworth, in a Residence Hall, OR Off-Campus] with a signed Kenilworth contract are invited to participate in self-assignment, where they can pick out their individual room/apartment.)

1. Go to the Housing Portal. Log in using your UWM Credentials.
2. Update your Emergency Contacts (link will be at the top of the left column).
3. Click on the link to either the Residence Hall contract, or the Kenilworth contract for the next academic year (link will be in the main column toward the bottom of the page). Only one can be completed.
4. Complete the contract you selected.
   1. The online contract will ask you if you want to keep your current assignment for the upcoming year. If you select “YES” you will be emailed regarding your request approx. 24 hours before the start of Self Assignment. If your request is granted, you will not have to participate in Self Assignment. If you change your mind and decide you do want to select a new space, you may self-assign on your assigned date/time. You will only be able to select a new space within the same facility type (Kenilworth OR Residence Hall) that you previously requested.
   2. You will need to make the normal set of contract preferences (room type, roommate, LLCs, etc.) in order to complete the process. However, these preferences are only used if you DO NOT participate in self assignment.

Download the RTSA Instructions PDF for additional assistance.

Step 3: Prepare for Returner Self-Assignment, if applicable.

Make a plan.

Some questions you will need to answer in the self-assignment process:

• What building/room type do you want?
  • During self-assignment, all the spaces that University Housing has available for the upcoming year will be listed.  Not all rooms in all buildings will be open for self-selection due to LLC assignments, facility renovations, and professional staff assignments. Please have a few different room options in mind!
• Who do you want to live with?
  • We strongly encourage you to select your own roommate(s) and suitemate(s)! If you and other current residents mutually agree to live together, indicate your roommate preferences by including their 9-digit (99xxxxxxx) ID number on your online contract.
  • Residents who do not select a roommate may be assigned another returning resident or a newly enrolled student (first-years and transfers) based on new contract holder preferences. Students who self-assign, but do not have a roommate may be consolidated in order to create an open room.  Thus, the only way for you to have a specific double room is for you to select your roommate.
  • Unfortunately, we cannot honor requests to live with specific RAs, as their assignments will not have been identified for the upcoming year and are regularly subject to change. No assignments will be made to RA suites.
• Do you want to live in Inclusive Housing? Or, participate in a Living Learning Community?
  • Both options exist for returning students. LLC placements may help you narrow your search of room types and roommates. Visit Living Learning Community or Room Assignment Policy for more information. 

Step 4: Participate in your designated Self-Assignment appointment.

Pick out your room!

ITEMS YOU WILL NEED FOR ROOM SIGN UP:

1. Completed online contract (by the deadline included in your email) 
   If you do not complete your contract by the deadline you can participate in the next round of Self-Assignment. Check your MyHousing account for your self-assignment date(s).

Summer Contract adjustments can now be made through the Housing Portal.

Please submit a Summer Residence Hall Contract request online and any necessary documentation (proof of summer employment or internship) to University Housing via one of the following methods:

Contact	Contact Information
In-Person	University Housing Office, Sandburg C100
Email	housing@uwm.edu; Subject: Summer Residence Hall
Fax	414-229-4127
Mail	University Housing, 3400 N. Maryland Ave., Milwaukee, WI 53211

Contract must be received by University Housing a minimum of 3 business days before desired date of entry.  The priority deadline for Summer Session I contracts is May 1. All Summer Residence Hall Contract Holders are bound to the terms and conditions of the Summer Contract, and University Housing Rules and Regulations outlined in the most current Resident Handbook. If you have any questions, please email housing@uwm.edu.

UWM new and current students with a documented disability or medical condition which requires special accommodation or modification to a University Housing facility (accessible shower, doorbells with light flashers, Braille signs, etc.) should apply for a Housing Accommodation online at uwm.edu/arc/apply. You will be prompted to sign in with your UWM credentials and complete the applications. You will be able to upload documentation when filling out the application. You may also submit documentation either by email (archelp@uwm.edu) or by fax (414-229-2237). The Housing Accommodation Review Committee meets weekly to discuss accommodation application requests and decision letters are sent to the email address on file.

If you do not have an ePanther ID

If you are a non-UWM resident of University Housing that is requesting accommodation for your stay on-campus, please select the “Accommodation Information Request Form” button at uwm.edu/arc/apply to submit a request for information about housing accommodations at UWM. You may also contact University Housing directly at housing@uwm.edu. Please indicate if you are part of a specific camp, conference group, or intern center when you submit your request.

Mid-Contract Cancellation

“Contract Cancellation” refers to the dissolution of a University Housing contract prior to its natural expiration. A standard cancellation is different than an early cancellation. Specifically, a standard cancellation occurs anytime the contract ends, between the contracts start date (date of assigned entry) and its end date. An early cancellation occurs between the date of signing the contract and the start date/assigned date of entry for the contract term.

Residents who will not return for Spring semester must vacate by the last day of the fall semester: for Residence Hall Residents – the last day of final exams; For Kenilworth Residents – December 31. Vacates after those dates may result in prorated Spring Semester charges.

Approved Reasons for Cancellation

In limited cases, standard contract cancellation occurs for an approved reason. Some examples of approved reasons are:

• graduation;
• assignment to a University-sponsored internship or other program which requires living outside of Milwaukee County; or
• withdrawal, transfer or being dismissed by the University.

Financial Difficulty

Lack of funds alone is not an acceptable basis for standard cancellation of your contract. Financial aid is available to those who qualify. You may still be eligible for Financial Aid even if there is no “need.” Standard cancellations for financial reasons may only be considered when you have experienced a significant change in your financial situation since the start of your contract (that is not otherwise rectified). Finances for the academic year should be considered prior to enrollment to the University and signing your University Housing contract. Late notices or inadequate notice from the Financial Aid Office are not grounds for approved cancellation. In review of cancellation requests for financial reasons, University Housing relies on the expertise of the Financial Aid Office to determine if you have a sufficient financial aid package to attend UWM.

Unhappiness with Residence Hall Life

Residence hall living is a new experience for most students and requires a certain amount of adjustment. If you have made a concerted effort to adjust to the residence hall environment and are still unhappy, a community change, such as a room/floor change, or a roommate or suite mate change is generally an effective remedy. If you continue to be unhappy, the Residence Life Coordinators are available to work with you on an individual basis to find a solution. This involves and requires your active participation.

Course Modality

The choice to take all course work online must be made prior to signing the University Housing contract.  The election to move to all online course after the contract started would not be an approved cancellation reason.

Commuting/Living Off-Campus

The choice to commute from the home or live off-campus must be made prior to signing the University Housing contract.

Health Conditions

Even with medical documentation, most medical conditions DO NOT release you from the contract. Your medical care provider needs to document your medical condition and outline your specific needs. University Housing will work with you to manage or remove a particular problem. In review of health conditions, University Housing relies on the expertise of the Accessibility Resource Center (ARC) who will review these types of situations and make a recommendation to University Housing.

Before you submit a Contract Cancellation request consider the following…

1. Have you provided documentation supporting your reason for cancellation?
2. Have you explored all your alternatives?
   • Different roommate
   • Moving to a different environment (room, suite, floor)
   • Different study environment (library, hall/floor lounges, Union, etc.)
   • Single room, if available
3. Were you aware of the situation before you signed the contract?
4. Have you provided enough information to allow for a complete understanding of your situation?
   • Specific background information
5. Have you demonstrated what significant change has occurred in your financial situation and action(s) taken to prevent contract cancellation?
   • Have you met with your Financial Aid advisor?
   • Have you explored Parent PLUS or alternative loan options?
   • Have you provided sufficient figures regarding your financial picture/situation?
6. Have you explored other financial alternatives?
   • On- and off-campus job(s) status
   • Investigated off-campus expenses (heat, water, cable, internet, travel, etc.)
   • Review of personal expenses for possible reduction
7. Have you worked with Restaurant Operations to address your dietary needs?
8. Have you taken any responsibility to resolve or manage the situation?
   • Talked with your roommate/suite mates about your concerns
   • Talked with an RA or Residence Life Coordinator about your situation
   • Explored University resources such as the Student Health and Wellness Center, Accessibility Resource Center, Academic Advisor, Financial Aid, etc.

If you must pursue a cancellation, please consult the cancellation checklist below to learn about the procedure for terminating your contract.

Cancellation Checklist

1. Review Contract Guidebook for Standard Cancellation policies.
2. Review your Resident Handbook for a list of all fees related to improper move-out, lock change, damage and cleaning charges.
3. Submit a Contract Cancellation request and supporting documentation through your Housing Portal.
   • If your Standard Cancellation is approved, you will receive an email with your applicable fees within 2 business days from University Housing staff.
   • If your Standard Cancellation is unapproved, a University staff member will reach out to you within 2 business days to schedule a 15-minute virtual exit interview to verify your reason and determine your applicable fees.
4. Submit any work orders for outstanding repairs that were not resolved from the room condition report you submitted online when you moved in.
5. Clean your room:
   • Return room to original condition.
   • Vacuum/mop.
   • Remove all items from door/wall.
   • Put bed in original placement.
   • Rental lofts should be taken down and placed under the bed. Submit a work order to have the loft picked up.
   • Remove all personal belongings from common areas.
   • Minimal cleaning supplies are available for check-out through the Service Desk.
6. Check your mailbox and pick up any remaining packages from mailroom.
7. Provide a mail forwarding address on your PAWS account.
8. Move all personal belongings out of your room and ensure it is clean prior to checking out. Charges may apply for damage and cleaning beyond normal wear and tear. If you are in a double or triple occupancy room, ensure your vacant spaces (desk, dresser, bed) are clear for custodial to come in and clean.
9. Contact mymicrofridge.com to return your rented micro-fridge, if applicable.
10. Remove bike from bike locker, if applicable.
11. Check out with the Service Desk to return your assigned key(s). If you have lost your key(s), you are still required to check out with the Service Desk and inform them that you have lost your key(s). Lost key lock change charge is $75.
    • Service Desk staff will work with you to complete the Express Checkout Envelope and take your key(s) upon departure.
    • University Housing does have centralized move-out processes for the end of each fall and spring semester. During those scheduled times, you would be required to sign up for a move-out appointment and your space would be inspected.
12. PantherCash can be refunded by contacting the Panther Card Office.

Financial Appeals

If you believe that your Standard Cancellation fees were assessed inappropriately or disagree with the Standard Cancellation fees, you have the right to appeal. Financial Appeal forms are available in the University Housing Office.

Appeals and supporting documentation must be submitted within 120 calendar days of when you completed your Contract Cancellation Exit Interview.

If you fail to schedule an exit interview or miss your initial appointment, your appeal must be submitted within 14 days of when your Contract Cancellation Form was submitted to University Housing. Financial Appeals submitted after this deadline will not be considered.