Terms, conditions and modifications

Source: https://www.ugent.be/en/facilities/housing/termsandconditions.htm Parent: https://www.ugent.be/en/facilities/housing

Rental period

The minimum and maximum rental period depends on your enrolment. Please check the information specifically for your affiliation.
Check-in is possible from 2 p.m. on the start date of your reservation or any later moment during opening hours of our reception desk.
Find more information on this detailed page regarding all facets of your check-in.
Check-out needs to be completed by 10 a.m. on the last day of your tenancy agreement or any moment before that.
Find more information on this detailed page regarding all facets of your check-out.

Rental payment

The rent is due from the start till the end of the reserved period, even if check-in or check-out would be on a respectively later or earlier moment.
The tenant is obliged to keep the living unit that was allocated for the duration of the tenancy agreement. In case another unit can be allocated upon request of the tenant, an administrative fee of 100 euro will be charged.
The costs for the consumption of water, electricity and heating, provision of bed linen, cleaning of the communal areas, repair service and use of internet are included in the monthly rent.
The monthly invoice will be sent to you by email. Only the main tenant's information (Full name and address) is mentioned on the invoices. Please note no other information can be included (University details, VAT numbers...).\
The deadline for payments is 30 days after receiving the invoice: this means you do not need to pay before your arrival. You can wait until after your check-in.
Payments have to be made by bank transfers or instalments with the structural reference number, mentioned in the invoice, or by using the payment button in our monthly invoices. \ Please wait until you receive the invoice to pay anything.\ In case you are a Phd-student, Staff-member of a visitor of Ghent University, you can pay at our reception desk with a Visa or MasterCard Credit card as well.\ Payments in cash are possible (by law) in a local post office.
In case the rent is paid by the faculty on a project or fund, there will be an internal payment and no invoice sent to the tenant.

What if you need to extend, modify or cancel your reservation?

When you apply for a living unit (as a student for international programs, exchange-programs or as a PhD-candidate, staff-member or visitor) in the University Halls of Residence, you agree to these terms:

Modifications and cancellations

All modifications and cancellations must be done in writing, stating the reason and including the necessary supporting documents.\ Re-applications must be submitted online and are only taken into consideration if there are no rent arrears.
In case you wish to change the period for which you have made a reservation, please inform us at least one month before the start of the confirmed period. After that time, requests for changing the period will no longer be accepted and the rent will be due for the confirmed period.
If you cancel your application after a living unit has been assigned to you by the Housing Office (upon which you receive a confirmation email), an administrative fee of € 100.00 will be charged, plus a fee of 2 weeks rent in case the applicant cancels the application less than 2 weeks before the start date of the requested rental period.\ For staff and visitors, the rent for a created vacancy can be charged to the department or faculty in case of cancellation after a no-show without notification.\ An exemption is granted to all applicants who do not meet the eligibility requirements to be able to rent a living unit in the academic year for which they have submitted an application and who inform the Housing Office of this situation timely.
A ‘no-show’ equals a cancellation, for which the administrative fee or - in case of staff and visitors - rent for the created vacancy will be charged. \ In this case, no exemptions are possible.
The tenant may terminate the tenancy agreement less than 3 months before the start date of the agreement, but must pay a termination fee of 2 months' rent. An exemption is granted to tenants who do not meet the eligibility requirements to be able to rent a living unit in the academic year for which they have submitted an application.
The administrative fee (and the fee of two weeks rent) will be charged by invoice to the tenant once a final decision has been made about the enrolment/registration. For staff and visitors, the rent for the caused vacancy will be charged on a WBS-element of the faculty.
From the start date of the tenancy agreement, you can terminate the lease if you end your enrolment or registration at Ghent University. The notice period is 1 month. The notice period of 1 month starts on the first day of the month following the receipt of the email or letter.

I have not yet received a confirmation mail.

You can cancel your room application free of charge through this template.

I have received a tenancy agreement, but have not yet signed.

You can cancel your tenancy agreement within 7 days through this template with the email address through which you have entered your application
An administrative fee of €100.00 will be charged through an invoice (around the original starting date of your tenancy agreement).
You are eligible for an exemption from these costs if you do not, or no longer, fulfil the eligibility requirements, cf. Internal rules and regulations. Provide us with proof of ineligibility. In that case no invoice will follow, or the invoice can be revised. You can send us this proof once you received the invoice as well.

Attention, after 7 days the Housing Office will cancel your tenancy agreement and an exemption will no longer be possible. An administrative fee of €100.00 will be charged through invoice.

I want to terminate a signed tenancy agreement before the starting date.

At least three months before the starting date

You can cancel your tenancy agreement through [this template](mailto:accommodatie@ugent.be?subject=Cancellation of signed tenancy agreement – Standard – Legal exemption&body=Contract number:%0AName:%0AFirst name:%0A%0ADear sir, madam%0AI would like to cancel my tenancy agreement.%0ACould you please take the necessary steps to arrange this?%0A%0AI am aware that an administrative fee of €100.00 will be charged and that this cancellation can only be done free of charge if I can prove that I am not eligible to rent, cf. the internal rules and regulations that have explicitly been agreed upon during the application process (www.ugent.be/huisvesting/internreglement).%0A%0AAccordingly, I will also send proof of this ineligibility (employment contract, transcript of records, graduation certificate, etc.%0A%0AThank you in advance.%0A%0AKind regards%0A...).
An administrative fee of €100.00 will be charged through an invoice.
You are eligible for an exemption from these costs if you do not, or no longer, fulfil the eligibility requirements, cf. Internal rules and regulations. Provide us with proof of ineligibility. In that case no invoice will follow, or the invoice can be revised.

Less than three months before the starting date

There is a termination fee of 2 months' rent. Cancellation is possible through this template.
You are eligible for an exemption from these costs if you do not, or no longer, fulfil the eligibility requirements, cf. Internal rules and regulations. Provide us with proof of ineligibility. In that case no invoice will follow, or the invoice can be revised.

I want to terminate my tenancy agreement once the starting date has passed.

From the entry into force onwards you can terminate your tenancy agreement in the following cases.

You can terminate your tenancy agreement by mail or by letter, with the reason for your termination and necessary proof included.

Termination of studies

If you end your studies, or if you enrol for less than 27 ECTS credits or are no longer affiliated in any other way (e.g. resignation), you can terminate your tenancy agreement. The notice period is 1 month and starts on the first day of the month following the notification of termination by email.

Termination due to family reasons

Upon the death of one of the parents of the tenant, or another person responsible for the living expenses of the tenant, you can terminate the tenancy agreement. The notice period is 1 month and starts on the first day of the month following the notification of termination by email.