University accommodation and leaving before your contract end date

Your right to terminate your University accommodation agreement is affected by whether you will be remaining as a registered full-time student.

Students withdrawing from, or suspending their studies, or who have their studies terminated by the University

As you will no longer be a registered full-time student, you cannot remain in University accommodation and you will need to vacate your room within 7 days of your withdrawal from your studies.

You will need to complete the Early Departure Request Form 1. This can be obtained by submitting a case to the Accommodation team through the Student Hub online portal.

If your studies are terminated by the University, the Accommodation team will be notified by the relevant School department.

Students who are continuing their studies at the University, but no longer wish to remain in their accommodation

If you wish to leave your accommodation before the end of the period of residence, for any reason other than terminating your studies at the University, then you will only be released from the agreement in exceptional circumstances.

You must have considered all alternative avenues before requesting an early departure. For example, a room move or wellbeing support.

The following process will apply:

•  Complete an Early Departure Request Form 2.- This can be obtained by submitting a case to the Accommodation team through the Student Hub online portal.
•  Return the form and supporting evidence by submitting a case with your attached form through the Student Hub online portal. Refer to the Important notes section below for examples of approved supporting evidence.
•  Requests will be reviewed by a panel with representatives from relevant areas of the University.
•  Requests will only be approved if there are deemed to be exceptional circumstances (refer to the Important notes section below for examples of extenuating circumstances)
•  Requests will be responded to within 10 working days. The outcome of the panel review will be sent to your University email address.
•  The University reserves the right to offer a room move or another alternative resolution if they deem it appropriate.
•   If your departure is approved, you will be given 30 days to vacate the accommodation and return your keys.

Leaving accommodation without an approved early departure

If you choose to leave your accommodation without approval from the University, then you will remain liable for the rent for the room until such time as a suitable replacement student has accepted a contract and moved into the room.

You can recommend a replacement student, provided they meet the following criteria:

1.       They are a full-time registered student of the University

2.       They are not currently resident in any other University accommodation

3.       They are not in debt with the University

The University may be able to arrange a replacement tenant, but this cannot be guaranteed.

Important notes

Extenuating circumstances

The following list is not exhaustive, but aims to provide guidelines around what would be likely to be approved for early departure:

•    A serious, acute or chronic medical condition (mental or physical) has been diagnosed or has become significantly more disruptive since living in University accommodation
•   Changes to treatment that require adjustment not accommodated by University accommodation - for example, admission to hospital for treatment
•   Significant caring responsibilities within immediate family* that require the student to move home
•   Recent bereavement or serious illness within immediate family*
•   Student has been a victim of/witness to a crime that has significantly impacted on their physical or mental health
•   Student has become pregnant
•   Safeguarding concerns for the student
•   Significant disruption to the financial circumstances of the student

The following scenarios are provided as examples of cases that would not be considered extenuating circumstances and would not, therefore, be considered for early departure. This list is not exhaustive:

•   Minor ailments
•   Personal disruptions or events that could have been anticipated - such as moving into private accommodation
•   Finishing exams/studies and wishing to leave before the end of the contract period
•  Terminal illness, caring responsibilities, or bereavement of non-immediate family members
•   Where the University can provide reasonable adjustments or solutions such as a room move
•   Undeclared, ongoing maintenance issues - such as kitchen hygiene, noise or local area construction

Approved supporting evidence

It is important that the appropriate supporting evidence is provided to ensure that the request can be properly evaluated. The list below provides examples, but is not exhaustive. If you wish to discuss the type of evidence you can provide, you can contact the Accommodation team for advice.

•   Letter from the students registered General Practitioner or Specialist Doctor, confirming the long-term condition and clarification of the impact of the student remaining in University accommodation
•   Hospital documentation dated within 28 days (treatment letter, specialist letter, admission letter)
•   Letter from a Care Coordinator or member of the Students Community Mental Health team or social worker
•   Supporting documentation from the Emergency Services (for example, a crime reference number)
•   Supporting professional documentation for immediate family member* that demonstrates an urgent need for the student to be released from their accommodation agreement.

*Immediate family is considered a parent, guardian, sibling, child or spouse.