Hillfort House

Cancellation policy relating to bookings for the 2024/25 academic year at properties in England, Scotland and Northern Ireland

A. Cooling-off Period

You can cancel your booking in writing or by sending an email directly to the Property Team within 7 days of accepting your tenancy agreement. If you decide to cancel your accommodation booking within these 7 days, we will arrange a full refund of your deposit.

If you book your accommodation on or after 1 August 2024, your cooling off period will reduce to 24 hours only from the point you accept it. If you do cancel your booking within these 24 hours, we will arrange the return of your full deposit.

Please note that if you check in to your accommodation and collect the keys during the cooling-off period, the cooling-off period will immediately and automatically end at the point you accept the keys.

B. Cancelling after cooling-off period has expired

If you wish to terminate your tenancy agreement after the cooling-off period has expired, there are some circumstances where you may be able to be released from your tenancy, e.g. if you can evidence that you are not/are no longer a student at university. In other cases, you may need to find a replacement tenant.

Please read the sections below and check whether any of the situations described apply to you.

To submit a cancellation request, please send an email or letter directly to your Property Team with supporting evidence as set out below. The Property Team will respond as soon as possible with a decision or requesting additional information to support your request. Please note that failure to send any, or insufficient, official written evidence supporting the reason for your cancellation request may delay a decision being made.

We assess all cancellation requests on a case-by-case basis.

The following procedure applies to the below:

• Failed to receive the grades needed to take up your University place at the start of the 2024/25 academic year.

• Failed to obtain visa needed to take up your University place at the start of the 2024/25 academic year.

• The pre-sessional English language course required to take up your University place is cancelled.

• University entry is deferred from the start of the 2024/25 academic year until the start of the 2025/26 academic year.

• Choice of University for the start of the 2024/25 academic year has changed to a different city where Student Roost accommodation is unavailable.

If you’ve confirmed your Student Roost accommodation but then can no longer attend the affiliated University for the 2024/25 academic year for one or more of the above reasons, you may be able to cancel. Please email or write to your Property Team explaining the reason(s) you need to cancel and enclosing official written evidence from the relevant University and/or Summer School and/or UCAS and/or visa authorities/embassy supporting the reason(s) why you cannot attend the relevant University.

If sufficient evidence is provided to our satisfaction, you will be eligible for release from your tenancy agreement from the date of our approval of your cancellation request (which will not be earlier than the date we receive satisfactory evidence) and we will arrange to return your deposit (if you have already moved into your accommodation, this would be minus any deductions relating to unpaid rent owed (if any) for the period you have occupied the Accommodation up to the approved date of cancellation and the condition of your room/flat upon your departure).

If you have changed your mind about your choice of University and wish to study in a different city for the 2024/25 academic year, we will seek to place you in Student Roost accommodation in that city, if such accommodation is available. Please note that a new tenancy agreement will have to be entered into and the room type and rent for the new Student Roost accommodation in the different city may be different from the room type and rent for the original Student Roost accommodation. For example, the rent amount for the new Student Roost accommodation in the different city may be higher than the rent for the original Student Roost accommodation. If alternative Student Roost accommodation is not available, and you provide sufficient evidence of your change in circumstances as set out above, you will be eligible for release from your tenancy agreement from the date of our approval of your cancellation request (which will not be earlier than the date we receive satisfactory evidence) and we will arrange the return of the deposit (minus any deductions that apply if you have moved in).

The following procedure applies to the below:

• Eviction from University

• Voluntary withdrawal from University

Cancelling your tenancy agreement for one of the above reasons is subject to approval at Student Roost’s sole discretion. We will consider cancellation requests for these reasons on a case by case basis.

Please email or write to your Property Team explaining the reason why you would like to cancel your tenancy and enclosing official written evidence from the University supporting the reason for your request.

Please note that until a decision is made by Student Roost you will continue to be liable for the rent.

If your cancellation request is approved, you will be released from your tenancy agreement from the date of our approval (which will not be earlier than the date we receive satisfactory evidence supporting the request), and we will arrange the return of your deposit (minus any deductions relating to unpaid rent and/or the condition of your room/flat upon your departure).

The end of the academic year, or the conclusion of any examination period, does not qualify for release from the tenancy and tenants will remain liable for the full tenancy period in their tenancy agreement. For the avoidance of doubt, you will remain fully liable for the entire duration of the tenancy agreement regardless of the academic calendar or exam schedules.

The following procedure applies to the below:

• Change of mind.

• Booked different accommodation.

• Accepted onto a placement or exchange programme.

• Single semester course.

• Classes temporarily or permanently being delivered online.

• Decide to commute to your University city.

If you do not wish to live at Student Roost for one or more of the above reasons you will be required to find a replacement person to take over your tenancy. You are only permitted to do this until 31 May 2025. from and including 1 June 2025, a tenancy takeover is not possible.

The replacement person must be a student and match the preferences of the accommodation (e.g. female-only flat), and you must not have any rent arrears. Also, an existing resident/an individual who has a completed 2024/25 room booking with Student Roost cannot be used as a replacement person.

A TENANCY TAKEOVER FEE OF £50 WILL APPLY. This fee is non-refundable and covers the costs associated with changing your tenancy agreement.

The replacement person must sign a contract for the entire length of your tenancy agreement and secure this with payment of the deposit. If a replacement person is found, you will be released from your tenancy agreement from the start date of the replacement person’s tenancy period, provided that the replacement person has signed their tenancy agreement and any applicable cooling-off period has expired. Student Roost will also return your deposit (minus any deductions relating to unpaid rent and/or to the condition of your room/flat upon your departure). Please note that you will remain liable for the rent until the replacement person has signed their tenancy agreement and paid the deposit, any applicable cooling-off period has expired, and their tenancy period has started.


Cancellation policy relating to bookings for the 2024/25 academic year at properties in Wales :

A. Cooling-off Period

You can cancel your booking in writing or by sending an email directly to the Property Team within 7 days of accepting your occupation contract. If you decide to cancel your accommodation booking within these 7 days, we will arrange a full refund of your deposit.

If you book your accommodation on or after 1 August 2024, your cooling off period will reduce to 24 hours only from the point you accept it. If you do cancel your booking within these 24 hours, we will arrange the return of your full deposit.

Please note that if you check in to your accommodation and collect the keys during the cooling-off period, the cooling-off period will immediately and automatically end at the point you accept the keys.

B. Cancelling after cooling-off period has expired

If you wish to terminate your occupation contract after the cooling-off period has expired, there are some circumstances where you may be able to be released from your occupation contract, e.g. if you can evidence that you are not/are no longer a student at university. In other cases, you may need to find a replacement contract holder.

Please read the sections below and check whether any of the situations described apply to you.

To submit a cancellation request, please send an email or letter directly to your Property Team with supporting evidence as set out below. The Property Team will respond as soon as possible with a decision or requesting additional information to support your request. Please note that failure to send any, or insufficient, official written evidence supporting the reason for your cancellation request may delay a decision being made.

We assess all cancellation requests on a case-by-case basis.

The following procedure applies to the below:

• Failed to receive the grades needed to take up your University place at the start of the 2024/25 academic year.

• Failed to obtain visa needed to take up your University place at the start of the 2024/25 academic year.

• The pre-sessional English language course required to take up your University place is cancelled.

• University entry is deferred from the start of the 2024/25 academic year until the start of the 2025/26 academic year.

• Choice of University for the start of the 2024/25 academic year has changed to a different city where Student Roost accommodation is unavailable.

If you’ve confirmed your Student Roost accommodation but then can no longer attend the affiliated University for the 2024/25 academic year for one or more of the above reasons, you may be able to cancel. Please email or write to your Property Team explaining the reason(s) you need to cancel and enclosing official written evidence from the relevant University and/or Summer School and/or UCAS and/or visa authorities/embassy supporting the reason(s) why you cannot attend the relevant University.

If sufficient evidence is provided to our satisfaction, you will be eligible for release from your occupation contract from the date of our approval of your cancellation request (which will not be earlier than the date we receive satisfactory evidence) and we will arrange to return your deposit (if you have already moved into your accommodation, this would be minus any deductions relating to unpaid rent owed (if any) for the period you have occupied the Accommodation up to the approved date of cancellation and the condition of your room/flat upon your departure).

If you have changed your mind about your choice of University and wish to study in a different city for the 2024/25 academic year, we will seek to place you in Student Roost accommodation in that city, if such accommodation is available. Please note that a new occupation contract will have to be entered into and the room type and rent for the new Student Roost accommodation in the different city may be different from the room type and rent for the original Student Roost accommodation. For example, the rent amount for the new Student Roost accommodation in the different city may be higher than the rent for the original Student Roost accommodation. If alternative Student Roost accommodation is not available, and you provide sufficient evidence of your change in circumstances as set out above, you will be eligible for release from your occupation contract from the date of our approval of your cancellation request (which will not be earlier than the date we receive satisfactory evidence) and we will arrange the return of the deposit (minus any deductions that apply if you have moved in).

The following procedure applies to the below:

• Eviction from University

• Voluntary withdrawal from University

Cancelling your occupation contract for one of the above reasons is subject to approval at Student Roost’s sole discretion. We will consider cancellation requests for these reasons on a case by case basis.

Please email or write to your Property Team explaining the reason why you would like to cancel your occupation contract and enclosing official written evidence from the University supporting the reason for your request.

Please note that until a decision is made by Student Roost you will continue to be liable for the rent.

If your cancellation request is approved, you will be released from your occupation contract from the date of our approval (which will not be earlier than the date we receive satisfactory evidence supporting the request), and we will arrange the return of your deposit (minus any deductions relating to unpaid rent and/or the condition of your room/flat upon your departure).

The end of the academic year, or the conclusion of any examination period, does not qualify for release from the occupation contract and contract holders will remain liable for the full occupation period in their occupation contract. For the avoidance of doubt, you will remain fully liable for the entire duration of the occupation contract regardless of the academic calendar or exam schedules.

The following procedure applies to the below:

• Change of mind.

• Booked different accommodation.

• Accepted onto a placement or exchange programme.

• Single semester course.

• Classes temporarily or permanently being delivered online.

• Decide to commute to your University city.

If you do not wish to live at Student Roost for one or more of the above reasons you will be required to find a replacement person to take over your occupation contract. You are only permitted to do this until 31 may 2025. from and including 1 june 2025, a tenancy takeover is not possible.

The replacement person must be a student and match the preferences of the accommodation (e.g. female-only flat), and you must not have any rent arrears. Also, an existing resident/an individual who has a completed 2024/25 room booking with Student Roost cannot be used as a replacement person.

The replacement person must sign a contract for the entire length of your occupation contract and secure this with payment of the deposit. If a replacement person is found, you will be released from your occupation contract from the start date of the replacement person’s occupation period, provided that the replacement person has signed their occupation contract and any applicable cooling-off period has expired. Student Roost will also return your deposit (minus any deductions relating to unpaid rent and/or to the condition of your room/flat upon your departure). Please note that you will remain liable for the rent until the replacement person has signed their occupation contract and paid the deposit, any applicable cooling-off period has expired, and their occupation period has started.