Accommodation

Room Swaps & Transfers

Swaps and Transfers

Swaps

Find out how you can swap a room with another student.

Finding someone to swap with

It is your responsibility to find someone to swap rooms with.  

If you need help finding someone to swap with, you can register your interest on our Newcastle University Accommodation Swaps Facebook page. 

Who you can swap with

You can only swap with a student of the same gender and undergraduates cannot normally swap with postgraduates and vice versa.  As rooms are allocated to ensure a good student mix of both UK and overseas students, it may not always be possible for a swap to be agreed.

If one student is withdrawing from the University, or leaving the accommodation to live elsewhere, this does not count as a swap.

When can you swap?

Room swaps can take place before you arrive at Newcastle or while you are living in your accommodation.  If you want to swap before you arrive, both parties must be happy to do so without viewing the actual room.

How to arrange a swap

Both you and the student you wish to swap with should visit the Allocations Team at King’s Gate during our 'Drop-in sessions' or complete our web enquiry form. You can find this in the ‘Contact us’ section of the ‘Your Journey’ page of your online application. You will need to provide us with the name, student number and room details of the student you wish to swap with to find out of the room swap is possible.  

Once the swap is confirmed, you will then arrange to view each other’s room to make sure you’re completely happy with the proposed swap and then arrange a convenient date for the move to take place.  New contracts will be issued by the Allocations Team and keys should be returned to Customer Services Reception on your departure.  When you arrive at your new residence, you will collect keys to the new room from Customer Services Reception and sign the relevant key card.

Room swaps cannot take place without the agreement of the Accommodation Service and the issuing of new contracts. There are legal and financial implications to each contract. If you carry out an unauthorised swap, you will have to move back to your original room and will be charged if cleaning is required.

Students with any outstanding accommodation charges are not permitted to move to an alternative room.  

Fees

Your first room swap is free, however an administration fee of £25 will be charged for second or subsequent swaps.

See Rent Adjustments for details of how the swap may affect your rent and payment schedule.

If you have any questions contact us or call in and speak to an Accommodation Officer

Transfers

Find out how you can apply to transfer rooms.

If you would like to be considered for a move to an alternative room, it may be possible to do so.

How to arrange a transfer

You will need to complete our online Transfer Request Form which will be available from 1 November 2017. There are two forms, one for Undergraduates and another for Postgraduates.

What happens if there are no vacancies?

If there are no vacancies at your preferred accommodation, we will review the transfer requests from other students to see if it is possible to arrange a room swap with you.

If we are not able to help with a room transfer or swap at the time of your application, we will keep your request open in case alternative accommodation becomes available during the academic year.

Students with any outstanding accommodation charges will not be permitted to move to an alternative room.  We are not able to guarantee that we will be able to make you an offer of alternative accommodation at any time during your current contract.

Fees

Your first transfer is free, however an administration fee of £25 will be charged for second or subsequent moves.

If you carry out an unauthorised swap you will have to move back to your original room and will be charged if cleaning is required.

Rent

You will only pay rent on one of the rooms, as long as you return your keys for your original room within 24 hours of moving.

If you delay in returning your keys and we are stopped from offering the room to another student, you may be charged for both rooms at the same time.

See rent adjustments for details of how the swap may affect your rent and payment schedule.

If you have any questions contact us or call in to speak to an Accommodation Officer.

Rent Adjustments

Find out about the financial implications of swapping or transferring rooms.

When you swap or transfer rooms, the contract on your first room will end on the day your new one begins.

Your new contract will only contain details about the accommodation charges for that room, for the specified period. It will not include information about payments made under your previous contract.

Additional charges and refunds

If you paid your accommodation charges in full for your first room and the new room is of a higher rent, there will be additional charges to pay. You will receive an invoice within 14 days of your move for the extra charges.

If the room is of a lesser rent, then you will be entitled to a refund. We'll arrange this refund by sending you a  Refund Request Form (PDF: 143 KB) which you can also download.

Direct Debit

If you are paying by direct debit, your rent account will be adjusted automatically. It will take into account the total charges for both rooms, together with payments made.

You will receive an amended Advance Payment Notice, which will clearly show what payments will be taken on which date.

If your parent(s) are responsible for paying the direct debit charges from their bank account, the Advance Payment Notice will be sent directly to them.

If the money is paid out of your bank account but your parent(s) send you the money to cover the costs, we recommend that you send them a copy of the amended Advance Payment Notice.

You do not need to advise your bank of the changes.

Payment through termly invoices

If you pay your rent upon receipt of an invoice, you will receive new invoices depending on the time of your room swap.

Termly invoices are issued with payment due dates of:

  • 1 November 2016
  • 1 February 2017
  • 1 May 2017
  • 1 July 2017 (for 50 week contracts)

If you have moved to a room with a higher rent in between these dates, you will receive an invoice within 14 days of your move to cover the additional costs for the duration of that term. The remaining termly invoices will be issued as normal.

If you have moved to a room with a lesser rent, any overpayment will be deducted from your next term’s invoice.