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Housing and Residential Programs
Member, Texas Tech University System The Princeton Review - 373 Best Colleges, 2011 Edition

Housing Policy Exemption Forms and Instructions

Housing Policy Exemption - Contract Release Information:


  Financial Hardship

Please provide the following information:

  1. A completed an Exemption Request Application Form
  2. Please attach a letter and supporting documentation explaining these things:
    • Reasons why you believe your case is extraordinary
    • Why moving to another residence hall/room will not solve your situation
    • The resources you have used (both on and off campus) to help you with your current situation
    • How living off campus will solve your problem.

Students requesting exemption from the university’s Housing Policy should be aware that their ability to secure less expensive off-campus housing is NOT, in and of itself, valid demonstration that a financial hardship exists. Requests based solely on this reason will not be approved.

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 Financial Aid Office, located in the Hardeman Student Services Center. Financial aid forms may take six weeks or longer to process. Requests for financial hardship may be denied if you have not completed your application for financial aid.

If you are not eligible for 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.

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 on 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.

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  Marriage

Please provide the following:

  1. A completed an Exemption Request Application Form
  2. A copy of your marriage license after it has been filed at the appropriate county clerk’s office.

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.

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  Active Duty Military Service

Please provide the following:

  1. A completed an Exemption Request Application Form
  2. A copy of your military paperwork showing the date that your active duty service began and the date that your active duty ended.

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.

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  Residing with parents, grandparents or sibling

Please provide the following:

  1. A completed an Exemption Request Application Form
  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, including proof of established residency at that location for at least ONE YEAR prior to exemption request date. Common examples of acceptable forms of verification include: county tax assessment documents, (may be available on-line through your county of residence) signed and dated leasing agreements, verifications of contract holder and length of service at the indicated residence from a public utilities provider, etc.

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 Residential Programs 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.

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  Special Circumstances

If you are seeking a release/exemption for reasons other than those listed, please provide the following:

General special circumstances:

  1. A completed an Exemption Request Application Form
  2. Reasons why your situation is compelling or extraordinary.
    • Explain why moving to another residence hall/room will not solve your situation.
    • Describe the resources you have used to help you solve your situation.
    • Explain how you believe living off campus will solve your situation.

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.

Transfer student:

  • A completed an Exemption Request Application Form
  • 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.

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      Certified Medical Hardship Related Directly to the Residence Halls

    Please provide the following:

    1. A completed an Exemption Request Application Form
    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 this 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.

    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 the questionnaire, your request will be denied.

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

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      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 pro-rated on a daily basis and board rates are pro-rated on a weekly basis.

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      Denials/Appeals

    If your request for release/exemption is denied, you will receive written notification of the decision to deny, along with the reason(s) your request was denied. Current students or new students who have received their ASU e-mail account will be notified via that e-mail account. Prospective students or applicants who do not have ASU e-mail accounts will be notified by U.S. Mail.

    You may appeal the denial of your request by submitting a written request to the Student Life Office, University Center #112, attention: Chairperson of the Housing Appeals Committee. You can reach the Student Life Office by phone at (325) 942-2191 or via fax at (325) 942-2126.

    Your appeal request should consist of a written statement of why you are appealing the decision as well as any additional or new information that was not included in your original exemption request that you would like to have considered for your appeal. Specific details regarding deadlines for submitting the appeal, date of the next scheduled appeals committee meeting, etc., will be included in the denial 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.

    If the Housing Appeals Committee approves your appeal, the committee chairperson will notify Residential Programs of the approval. You will be expected to follow the procedures to schedule and complete a proper check-out of your assigned room with your hall staff. Any required room and/or board charges (if applicable) will be pro-rated based on the date that you complete your proper check out.

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Housing Policy Exemption

Read the options for release/exemption and select the one that best fits your situation. If you have questions regarding any of the exemption information, please contact our office for assistance. Once you have made your choice, you should read the instructions carefully and submit your application for release/exemption with all supporting documentation to:

Attention: Tracy Wright Baker,
Assistant Director
Housing & Residential Programs Office
ASU Station #11016
San Angelo, TX 76909-1016
FAX: (325) 942-2239
E-mail: housing@angelo.edu

The decision to release you from your academic year housing contract and grant an exemption to the ASU Housing Policy will be based on 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 10 business days. Exceptions are financial hardship and medical hardship requests. Because of the additional documentation required, these categories may take longer to process.