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Residence Life

How to Apply for a Special Circumstances Exemption

Please carefully read the information.

HOUSING POLICY EXEMPTION - CONTRACT RELEASE INFORMATION:

Read the following options for release/exemption and select the one which best fits your situation. Once you have made your choice, you should read the instructions carefully and submit your application for release/exemption with all supporting documentation.

The decision to release you from your academic year Housing Contract/grant an exemption to the ASU Housing Policy will be based upon a significant hardship and our inability to meet \your needs within the residence hall system. In most cases, completed applications will receive a written response within ten (10) business days. Exceptions are Financial Hardship and Medical Hardship requests. These categories may take longer to process.

Categories:
  1. Financial Hardship
  2. Marriage
  3. Active Duty Military Service
  4. Residing with Parents, Grandparents, or Siblings
  5. Special Circumstances
  6. Certified Medical Hardship Related Directly to the Residence Halls
  1. FINANCIAL HARDSHIP
    Please provide the following information:
    1. A completed Application for Release/Exemption.
    2. A letter explaining the following:
      1. Reasons why you believe your case is extraordinary;
      2. Explain why moving to another residence hall/room will not solve your situation;
      3. Describe the resources you have used (both on and off campus) to help you with your current situation;
      4. Explain in detail how living off-campus will solve your problem;
    3. All applicants for Financial Hardship MUST have completed their financial aid file BEFORE the release/exemption request can be processed. You may pick up the Free Financial Aid forms in the Student Financial Aid Office (Room 204 in the Administration Building). Financial Aid forms may take 6 weeks or longer to process. Requests for Financial Hardship may be denied if you have not completed your application for Financial Aid;
    4. If you are not eligible for Student Financial Aid (loans, grants, scholarships, etc), or if your request for Financial Aid has been denied, you must include a copy of the notification from ASU stating that you are not eligible to receive Financial Aid.
    5. If you lived in campus housing for the Fall semester, you will need to show that the hardship occurred after the start of the current academic year.

    Once your application is complete, we will process your request. Among the items considered is the amount of financial aid that you receive along with the average cost of attending ASU. Based upon the information we receive, your request will be granted or denied.

    If your request is denied, you will need to follow the procedure for requesting an appeal.

  2. MARRIAGE
    Please provide the following:
    1. A completed Application for Release/Exemption.
    2. A copy of your marriage license after it has been filed at the courthouse.
    3. If you lived in campus housing for the Fall semester, you will need to show that the marriage occured after the start of the current academic year.

    If your request is denied, you will need to follow the procedure for requesting an appeal.

  3. ACTIVE DUTY MILITARY SERVICE
    Please provide the following:
    1. A completed Application for Release/Exemption.
    2. A copy of your military paperwork showing the date that your active duty service began and the date that your active duty ended.
    3. If you lived in campus housing for the Fall semester, you will need to show that your release from active duty occurred after the start of the current academic year.

    If your request is denied, you will need to follow the procedure for requesting an appeal.

  4. RESIDING WITH PARENTS, GRANDPARENTS, OR SIBLING:
    Please provide the following:
    1. A completed Application for Release/Exemption.
    2. A completed Request to Reside with Relative Form. This form must be signed by the applicant, the parent, and the other relative. The parent of the student must sign the Sworn Statement of Commuting Status
    3. Verification of the address where you will live. Acceptable forms of verification can be found here.
    4. If you lived in campus housing for the Fall semester, you will need to document in writing that this option was not available to you prior to the start of the current academic year.

    If there is any question regarding the accuracy of the information you provide, you may be required to provide additional information to the Residence Life Office. If the Request to Reside with a Relative Form is signed by your legal guardian, copies of the court approved guardianship papers must accompany your application and request for exemption.

    If your request is denied, you will need to follow the procedure for requesting an appeal.

  5. SPECIAL CIRCUMSTANCES:
    If you are seeking a release/exemption for reasons other than those listed, please provide the following:
    1. General Special Circumstances:
      1. A completed Application for Release/Exemption.
      2. Reasons why your situation is extraordinary;
      3. Explain why moving to another residence hall/room will not solve your situation;
      4. Describe the resources you have used to help you solve your situation;
      5. Explain how living off-campus will solve your situation.
      6. If you lived in campus housing for the Fall semester, you will need to show that the hardship occurred after the start of the current academic year.
    2. Transfer student:
      1. A completed Application for Release/Exemption.
      2. Explain what your living arrangements were at your previous institution. i.e. Did you live on campus? Were you required to live on campus? What "special circumstances" would you like us to consider related to your situation as a transfer student, when reviewing your request to the University Housing Policy?

    Your letter should include as much relevant information as possible so that we are better able to understand your situation.

    If your request is denied, you will need to follow the procedure for requesting an appeal.

  6. CERTIFIED MEDICAL HARDSHIP RELATED DIRECTLY TO THE RESIDENCE HALLS:
    Please provide the following:
    1. A completed Application for Release/Exemption.
    2. A completed Authorization for Release of Medical Information. This form authorizes your physician to release information about you to Angelo State University;
    3. A detailed letter specifying how your condition impacts your ability to live in the residence halls. Your letter should include the following information.
      • Your specific condition,
      • When your condition was diagnosed (the duration of your condition),
      • How you currently manage your condition,
      • How living on campus will interfere/prevent/disrupt the treatment of your condition.
    4. If you lived in campus housing for the Fall semester, you will need to show that the medical condition developed after the start of the current academic year.

Once we receive your completed application for release/exemption, we will FAX a questionnaire to your physician. When we receive the completed questionnaire back from your physician, we will send it to the University Clinic for review. The ASU campus physician may contact your primary care physician to discuss your case. Based upon the information provided by you, your doctor, and the campus physician, your request will be granted or denied. If we do not receive a reply from your physician within 10 business days of our sending them the questionnaire, your request will be denied.

If your request is denied, you will need to follow the procedure for requesting an appeal.

Submit all information to:
Residence Life Office
ASU Station #11016
San Angelo, TX 76909-1016.
FAX to (325) 942-2239

APPROVALS:
If your request for release/exemption is approved, you will receive written notification stating the reason your request was approved. You will be billed through the date of the approval or the date that you officially check out of your residence hall room. If this date is after the start of the semester, you will be billed for room and board charges through the date that you officially check out of your residence hall room. Room rates are prorated on a daily basis and board rates are prorated on a weekly basis.

DENIALS / APPEALS:
If your request for release/exemption is denied, you will receive written notification along with the reason(s) your request was denied. You may appeal the denial of your request by submitting a written request to the Chairperson of the Housing Appeals Committee. Specific details will be included in the notification.

If the Housing Appeals Committee upholds the denial of your request for release/exemption, you will be expected to reside in University-owned housing and you will be held financially responsible for the full duration of your contract. A space in the residence halls will be held for you to uphold the University's responsibility to the contract.