Room Changes | Accommodation | Newcastle University

Room Changes | Accommodation | Newcastle University
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Newcastle University
Accommodation
Living With Us
Room Changes
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 opened in November. Transfers can be requested through the
accommodation portal
. Go to
'Your Room'
and select
'Request a Room Transfer'.
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.
Important Notes
•    Students with
outstanding accommodation charges
will not be eligible for a room transfer, unless it’s a move to more affordable accommodation.
•    There will be
no rent gap
between tenancies. Keys must be returned within
24 hours
of moving out to avoid being charged for both rooms.
Your questions answered
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.
How can I find someone to swap rooms with?
Finding someone to swap rooms with may take some searching. We have a dedicated Facebook page where you can post details about your room and the type of room you are looking for.
What happens if a room transfer is not possible?
If a room transfer is not possible, your request will remain open. If an empty room becomes available, we will let you know.