How to request a change of room in University accommodation
Room move requests are considered on a case-by-case basis and are dependent on room availability.
Applying for a room move
Unless there are exceptional circumstances, the room move application process does not commence until mid-October. If exceptional circumstances are cited then we may request evidence to progress this such as advice for our student support teams or from a medical practitioner.
If you wish to change rooms, then a Room Move Request form must be completed. If you wish to change rooms, then a Room Move Request form must be completed. You can find the form and policy here; (Room Move Policy and Form).
Enquiries over the telephone, via email or in person will not be considered as formal requests.
You can specify 3 preferred room move locations, but we cannot guarantee that we will be able to meet these preferences. You may be offered a room at an alternative location.
Before completing the form, please consider the following:
if your request is maintenance related, please report the issue to repairs@yorksj.ac.uk.
if your request is wellbeing or welfare related, please request an appointment with the Wellbeing/Welfare team through the Student Hub online portal
if your request is finance related, the Student Funding Advice team can provide support and guidance around money management. Please request an appointment through the Student Hub online portal. Knowledge articles regarding finances can be found here; https://www.yorksj.ac.uk/students/your-finances/
What happens next?
Once your application is received, a member of the Accommodation team will contact you within 5 working days to discuss the reasons for your request. The Accommodation Services Manager reserves the right to refuse a room move if there are any outstanding accommodation fees, or if it is deemed that it would not be in the best interest of the University or the immediate community.
Deadlines for accepting a room move offer
You are required to respond to your room move offer within 48 hours of receiving the offer email. A written response must be submitted through the Student Hub online portal.
If you fail to respond to the offer within the given time frame, we will assume the room move is no longer required and the request will be cancelled. An administration fee of £50.00 will be payable for facilitating a room move. This will be added to your account upon receiving confirmation of your room move acceptance.
Moving to your new room
Once you have accepted your room move offer, the Accommodation Team will specify the date on which you can collect your new key and a date your original key must be returned by. You need to inform us within 24 hours of receiving this information if the dates given are not feasible. Please note the following;
Keys will only be issued if a valid York St John ID card is presented at the time of collection.
If you fail to collect your keys on the date specified, we will assume the room move is no longer required; the request will be cancelled, and the £50 fee will be forfeited.
if you fail to return the keys to your original room on the date specified, then we will issue charges for key replacements and/or new locks to be fitted if we deem this a security concern.
You are expected to leave your original room in a reasonable condition. If the room is found to be in an unacceptable state and/or that the room and/or the contents within have been damaged, you will be liable for all charges associated with any cleaning and repair costs
If you move to a higher- or lower- priced room, your Accommodation Fees will be adjusted accordingly.