ICC Contract Release Information

CONTRACT RELEASE OPTIONS

A current member is responsible for paying all monthly charges and completing all work requirements until they have been officially released.  Please begin the process by consulting Contract Release Committee Policy and Standing Rules Chapter 4 in conjunction with these guidelines.

The Contract Release Request Form is available on the ICC website under My Membership => Member Forms, or at this link. Submitting this form only means you allow the ICC to advertise your space. By itself, it is not a petition to the Contract Release Committee (Release Option Two), and you are still responsible for paying charges until officially released.

You will be notified of your release by the Housing Department when:

1. Your replacement has completed the signing process, or
2. The Contract Release Committee has notified you of your release, or
3. You have paid the Contract Buyout fee and your payment has cleared the banking process.

For more information, contact the Director of Housing Services at dhs@icc.coop.

RELEASE OPTION ONE : ACTIVE RECRUITMENT & REPLACEMENT REQUEST

A current member with a signed ICC contract can actively recruit a new member to sign for their space. A suitable replacement is defined as

1. A prospective member who has not had prior contact with the ICC Housing Dept; or
2. anyone NOT currently under contract to the ICC, only if a house is full.

Although strongly encouraged, replacement members do not have to sign for the same house or room, except for King House. In order to be fully released, the incoming member must be able to fill the entire remainder of the contract.

RELEASE OPTION TWO : RELEASE BY CONTRACT RELEASE COMMITTEE

Members are advised to meet with the Director of Housing Services (dhs@icc.coop) prior to initiating an official contract release petition. Contract Release Committee (CRC) generally does not grant releases outside of the automatic releases described below, except in the most unusual circumstances. The CRC may automatically release a member from all contractual obligations for the following documented reasons:

1. Call to Active Duty: members can be released one month before their induction date into the armed forces.
2. Flunked out of School and Leaving Ann Arbor: the action must be initiated by the school. It cannot be the member’s choice to withdraw from school.
3. Uninhabitable Room: A room that is deemed uninhabitable by maintenance staff due to conditions that pose a substantial risk for the member’s life, health, or safety. (Refer to Operations Committee Policy Section HP5 for more information).
4. Debilitating Illness or Hospitalization that prohibits a member from living in the ICC.
5. Boarder Releases: After they are completely released from house charges
6. Death

***CONTRACT RELEASE PETITION CHECKLIST***

Your petition to CRC must include a Personal statement of your specific reason(s) for leaving and supporting documentation of all claims. Documents should be emailed directly to the Director of Housing services (dhs@icc.coop).

Your personal statement should include all of the following information documentation listed below:

1. Your name and house where you hold a contract;
2. The contract period and exact dates for which you are seeing contract release. Dates can be retroactive (prior to Petition submission date);
3. Date the letter;
4. Your contact information (future address, e-mail address, etc.);
5. Statement of your reasons for seeking a contract release;
6. Any documents to support your decision to leave (must be on official stationary when applicable) such as:
   1. Medical documentation
   2. Financial documentation
   3. University or governmental documentation
   4. Photographs of an uninhabitable room or conditions that violate HP5 of OpsCom policy.
   5. (Optional) A letter from a house officer (President, Treasurer, etc.) that supports your reason for leaving the co-op, preferably describing any efforts you put into recruiting a new member to replace you
7. Any other relevant information.

When you have completed the checklist requirements below, your release will be considered, and you will be notified of the results, in a timely manner. All documents are kept in secure confidential files. You will be notified if the Contract Release Committee requires additional information. If you have not heard from the ICC within 30 days, please contact the Contract Release Committee at crc@icc.coop.

RELEASE OPTION THREE : CONTRACT BUY OUT

A contract buyout is a fee paid to the ICC for voiding a contract. Members may buy out a contract in accordance with the rules below. Contact housing services Staff for more details at info@icc.coop.

1. A Contract Buyout Fee is equal to 2 month’s worth of ICC, Utilities, and House charges.
2. Members who buy out must pay their total balance due to the ICC, along with the Contract Buyout Fee, in order to be released.
3. Cashier checks, money orders, or online payments are the only forms of payment accepted for contract buyouts.
4. Contract Buyouts are NOT permitted for Spring or Summer Term contracts.
5. Shares are returned once a member’s account balance is $0.

GUIDELINES:

• Ask your House to vote to release you from House Charges. The House President should add your request to the next meeting agenda.
• Individual co-ops may release members from house charges according to house constitutional procedures, but Houses cannot release members from ICC and Utilities charges.
• If your house releases you, have your house treasurer complete the House Charge Release Form and submit it to the ICC Finance Department.
• A Fall/Winter house may release members from house charges for Fall/Winter or Spring/Summer contract periods; a Spring/Summer house may only release a member from house charges for Spring/Summer; Fall/Winter house charges releases in the Spring/Summer can be done only with the approval of the Operations Committee.