Travel and Accommodation
This page does not apply to local students.
Book your travel and accommodation
Complete the booking form to request accommodation and travel to be booked by the PARTNERS team.
The deadline to apply is Wednesday 17 June.
If you do not respond by this date, we will assume that you do not want accommodation for the summer school and that you’re happy to book your own travel.
Want to sort accommodation and/or travel yourself?
Complete the request form anyway and decline the accommodation and/or travel request.
We will not reimburse the costs of accommodation if you choose to decline free university accommodation.
If you choose to book your own travel, we will reimburse the costs of one return journey. You may be waiting until September to receive the reimbursement.
If you choose not to stay in university accommodation and commute in each day, we can only reimburse one return journey, so we will not reimburse you for additional journeys to and from your home address. If this is the case, it is your responsibility to ensure you arrive on campus for a 9:00 start or your first timetabled session each day.
If you request to stay in university accommodation and change your mind immediately prior to, or during the Summer School and choose to travel in each day, we will only be able to reimburse travel costs for one return journey. This is due to costs incurred for your reserved room.
Accommodation
For your time on campus at PASS, non-local students will stay in university accommodation – Park View Student Village – this is free of charge. Breakfast, lunch and dinner will also be provided for your on campus days.
Once you’ve completed the accommodation and travel request form, we’ll reserve your room - you don't need to do anything else.
You’ll receive your room allocation and key card during PASS registration.
Catering
For those staying in accommodation, you will be provided with breakfast and an evening meal. All attendees also receive lunch vouchers to spend on campus during your on campus days.
You can flag any dietary requirements and allergies in the request form
Will you be under 18 on 28 June?
A parent, carer or guardian must sign the under 18 accommodation consent form. Even if you turn 18 during the summer school.
Download the under 18 accommodation consent form and email the completed form to: academicsummerschool@newcastle.ac.uk
Travel
To arrange travel, you can choose to either:
- have one return journey booked and paid for in advance by our team
Or
- arrange your own travel and claim the cost back from us afterwards (reimbursement can take up until Autumn)
If you are arranging your own travel you should:
- aim to arrive in Newcastle no later than 16:00 on campus on your registration day
- aim to leave Newcastle no earlier than 16:30 on your final on campus day, sessions finish at 16:00
- keep all receipts if you wish to claim reimbursement from us
Travel reimbursement
- we will only reimburse travel by the most reasonable method i.e. do not book first class
- we can reimburse car mileage to and from Newcastle
- we will not reimburse flights unless you are travelling from Northern Ireland
When will I receive my travel tickets?
It may take us a couple of weeks to send you details of your travel arrangements.
Travel details will be sent to applicants between Monday 18 May and Friday 19 June.
Please only contact us regarding an update on your travel arrangements if you have not heard anything after Friday 19 June. At this point you should contact us ASAP via academicsummerschool@ncl.ac.uk or on 0191 208 6094
I have made a mistake on the travel and accommodation form, what should I do?
Please contact us as soon as possible via academicsummerschool@ncl.ac.uk or 0191 208 6094 to let us know of any incorrect information.
Please do not complete the form again as this will lead to a delay in booking your travel.
I am booking my own travel, how do I get reimbursed?
If you choose to book your own travel, we can reimburse your travel costs to and from the University, providing that you travel by the most reasonable method possible (using public transport and not including Taxis/ Uber). Please be aware that you may be waiting to receive the funds up until the end of September 2026.
If you're not local, we will reimburse the costs of one return journey (to Newcastle and back). You will need to fill out a Travel Reimbursement Claim Form during PASS. This is a virtual link and will be available within the PASS Hub Canvas Community.
Read more about Travelling to Campus
I can't find my train tickets or booking confirmation, what should I do?
Your travel booking confirmation has been sent to the email address that you provided to the PARTNERS Team via your UCAS Form. Please make sure to search your inbox and junk/spam folder for an email from 'academicsummerschool@ncl.ac.uk'. The subject of the email will be 'Your PARTNERS Summer School travel details'.
Further info on your travel booking
Train bookings
Your confirmation email will contain a link to access your ticket details.
E-ticket confirmations contain a link to either download your ticket and print a copy off. Download them to your mobile device and present them to the ticket barrier to get on the platform and on the train.
- Phone - 0191 208 6094
- Email - academicsummerschool@ncl.ac.uk
Flight bookings
You'll need to follow the instructions in your email to check in to your flight and get your boarding information. Your boarding information will then be available as a PDF and/or printable ticket.
Use the airline locator reference and your surname to access your flight booking on the airline's website (usually on the manage my booking page). Follow the instructions to check-in and download board cards to PDF for mobile device.
Experiencing delays or cancellations en route to Newcastle?
If you need support during your journey, please speak to train station staff or service provider's website. The PARTNERS team aren't able to advise.
You should inform the PARTNERS team that you're running late by calling the PASS helpdesk phone.
How are flats and rooms allocated?
We randomly allocate all PASS students to a single gender flat based on the gender information provided on your UCAS and PARTNERS applications.
We aim to ensure that all University-managed accommodation is a safe, welcoming, and inclusive place for everyone. However, we understand that some students in the LGBTQ+ community may require a specific gender sharing preference in order to feel safe and secure. If this applies to you, please include further details in the additional information section of the travel and accommodation request form. We will take this into consideration when allocating rooms.
Can I be in a flat with my friends during PASS?
We're unable to allocate specific rooms and flats during PASS unless there are medical or wellbeing reasons for this.
Only PARTNERS students will be residing in the accommodation and you'll have plenty of opportunities to see friends and socialise during the days.