Room Changes
Wanting to change your room? Here's what you need to know.
Room Transfers and Swaps
We know that sometimes, after moving in, your room or flat might not feel quite right and that’s completely normal. Settling into a new space can take time, and while moving may seem like the best solution, it’s not always possible due to room availability. Before requesting a transfer, we encourage you to speak with our ResLife team or Wellbeing Service, who can offer advice and support.
Room swap
While we try to allocate you to a room of your choice, sometimes we cannot meet every request. Room swaps offer you the chance to change rooms and find something that suits you better. You can arrange a swap before you arrive on campus or during your tenancy. If you wish to exchange before you arrive, both students must be comfortable with the arrangement without seeing the room.
Finding someone to swap with
You can connect with other students looking to exchange rooms through our dedicated Facebook page.
• It’s your responsibility to find someone to swap with.
• Swaps are usually only approved between students of the same gender and level of study (undergraduate or postgraduate).
• Room swaps cannot be arranged for students who are withdrawing/deferring.
Arranging a room swap
Before moving in:
If you find another Newcastle University student to swap with before arriving, email allocations-enquiries@ncl.ac.uk with both students’ names, student numbers, and room details. We’ll confirm whether a swap is possible, and if approved, new contracts will be emailed to you.
After moving in:
If you’re already living in your room, contact the Accommodation Team to check if a swap can be arranged. You’ll be able to view each other’s rooms before agreeing to the exchange. Once a move-in date is confirmed, we’ll issue your new accommodation contracts.
Things to consider
• Make sure your room is clean and ready for the next occupant. Additional cleaning services are not provided.
• New contracts will be issued by the Allocations Team.
• Return your keys to the Customer Services Reception when you move out and collect your new keys when you arrive at your new residence.
It’s essential to complete your room swap through the official process, as your accommodation offer is a legally and financially binding contract. The Accommodation Service will support both students throughout the process.
Room transfer
When Transfers Open
Applications for room transfers open from the start of November. You’ll receive an email letting you know when the process begins and how to apply.
Transfers Between Accommodation Providers
Please note that transfers between different accommodation providers are not permitted.
• If you live in university-owned accommodation, you can only transfer to another vacant university-owned room.
• If you live in managed partnership accommodation, you won’t be able to transfer to university-owned accommodation or another provider.
• To move between providers, you’ll need to find another student to swap rooms with.
What is the difference between a room swap and a transfer?
A room swap is when two students exchange rooms. This will usually happen if you are unhappy with the room you have been allocated. Room swaps can only happen between students of the same gender and level of study. A room transfer is when you relocate to an empty room within Newcastle University residences. The availability of all room swaps and transfers is subject to change. Students living in managed partnerships are not eligible for a room transfer to a University-owned accommodation and vice versa, they will need to find a swap or transfer internally.