Room Exchange Procedure
Once a room has been offered it will not normally be changed. A student who wishes to change from one room to another will need to find another
student who is willing swap rooms via the 'Room Exchange' procedure.
Both students need to complete the Room Exchange application form,
which can be downloaded from the link below.
A £5 administrative fee is payable by both parties.
There are
some restrictions on the categories of student who are permitted to
exchange rooms; for example, undergraduate students will not
normally be permitted to move into postgraduate accommodation and
students who are here for limited periods would not be able to move
into accommodation with different letting terms. In addition, the
exchange may not be permitted if the balance of sexes and
nationalities is adversely affected within a flat. Please ensure
that you read the below terms and conditions prior to completing an
advert or applying for a room exchange.
If a student requests and is granted a transfer to a vacant room there is
a £55 charge to cover cleaning and administration costs.
Room Exchange :
Terms & Conditions
- The notice board is strictly for the use of students
registered with the University of Essex who have a current tenancy
agreement in university owned accommodation.
- Messages are checked before going live (this takes up to 48
hours Monday-Friday)
- Users should be aware that they are using a system in the
public domain and therefore leave their own name and contact
details at their own risk and discretion. Users under 18 should
not post phone numbers, e-mail or postal addresses on this site.
- If you are unhappy with anything anyone has posted on this
notice board please email details to accom (non-Essex users should add @essex.ac.uk
to create full e-mail address)
- An exchange of rooms will only by authorised if:
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- Both students are fully registered and have
corresponding let length periods.
- Neither student has got an outstanding debt to the
university.
- The gender status of each flat is appropriate and
maintained.
- The exchange is from undergraduate to undergraduate
accommodation or postgraduate to postgraduate accommodation.
- The smoking status of each flat is appropriate.
- Both students have not already completed a room exchange,
a transfer of tenancy or a room transfer during the current
term.
- Neither student has applied to withdraw from the
university.
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- Students must come to the main Accommodation Office with their application form for a room exchange once they have
found a suitable swap. Students who arrange a room exchange
without the prior permission of the Accommodation Office are in
breach of the Residence Regulations and will be reported to the
Proctor.
- If an exchange is approved a £5.00 administration fee must be
paid by both parties prior to the completion of the Room exchange.
- Please note that unfortunately due the number of students
arriving at the start of the academic year, room exchanges are
not available until the third week of term.
- Room exchanges between three students (three way swaps) are
not permitted due to the complicated nature of the transactions to
be carried out.
- Colchester Institute students are only able to swap
rooms with other Colchester Institute students and cannot
arrange swaps with University of Essex students.
Application form to place an advert on the Room Exchange notice
board If you wish to advertise your room for exchange you
may complete the application form below and submit you details to the
accommodation office. Your advert will then be uploaded to the web notice board
within 5 working days.
Users should be aware that they are using a system in the public domain and
therefore leave their own name and contact details at their own risk and
discretion. Users under 18 years of age should not post phone numbers or e-mail addresses on
this site. If you do not enter contact information you will need to email accom
(non essex users should add @essex.ac.uk) with your contact details. Please only
enter contact information that you are happy to have published on the web.
Web notice board
A web based notice board is now available which will allow you to search by
location for other students who wish to exchange their current room.
Details of students wanting to exchange rooms will be posted on this noticeboard,
once applications have been checked that they fit the criteria.
Web notice board of
student rooms available for exchange
If you have found someone to exchange rooms with you will need to
print the below form and then both students need to complete it and
hand it in at the Main Accommodation office for checking. The staff
at the main accommodation office will be able to tell you when to
contact the office in order to confirm if the exchange has been
authorised.
Application to exchange rooms
[Download as a PDF file
- 13kb]
You will need Acrobat Reader to view the PDF files (the reader is
probably on your computer already, but it is also available for free
from the
Adobe
website). Note for visually-impaired users: Adobe provide
a free online tool which converts PDF files to a format which can be
used with screen-reading programs. This is available on the
Adobe Accessibility site.
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