Room Changes
Wanting to change your room? Here's what you need to know.
We know where you’re living has a huge impact on your University experience, and if you’re not happy with your room, there are options available. Residents in University-owned accommodation may be able to swap rooms with another student, or transfer to an empty room in another residence. Find out more about both options below.
Students living in managed partnership accommodation are not eligible for a room transfer to a University-owned accommodation and vice versa; if you'd like to change rooms within a managed partner accommodation you will need to find a swap or transfer internally. It's best to speak to your accommodation provider directly about this.
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
We have a dedicated Facebook page where you can post details about your room and the type of room you are looking for.
It is your responsibility to find someone to swap with. We can usually only accept room swaps from students of the same gender and level of study (undergraduate or postgraduate). Room swaps are not appropriate for individuals who have already left their room to live elsewhere.
Arranging a room swap
If you find another Newcastle University student to swap with before arriving on campus, you can submit a request via our online form. All we need from both of you is your names, student numbers, and room details so that we can check if a swap is possible. If approved, new contracts will be sent via email.
If you've already moved into your room, you will need to contact the Accommodation team to see if the swap is possible. From there, you can schedule a viewing of each other's rooms to make sure you're both happy with the exchange. Please get in touch after you've agreed a move-in date to arrange for a new accommodation contract to be provided.
Things to consider
When swapping rooms, it is your responsibility to make sure that your room is clean and ready for the next occupant. The Accommodation Service will not provide any additional cleaning services. New contracts will be provided by the Allocations team, and keys must be returned to the Customer Services Reception upon departure. When you arrive at your new residence, you will collect the keys to your new room from the Customer Services Reception and sign the appropriate registration card.
It is important to note that you must go through the official channels when swapping rooms, as the acceptance of a Newcastle University accommodation offer includes a legally and financially binding contract. Accommodations Service will ensure that both students are supported through the process.
Room transfer
A room transfer is when a student applies to be assigned to a different, currently vacant room. Applications are typically available in November and are processed on a first-come, first-served basis. If you're in managed partnership accommodation at Newcastle University, you can only change rooms if another student moves into yours. The Accommodation team will help you with this, but we can't guarantee we will find someone. The availability of all room swaps and transfers is subject to change.
Arranging a transfer
Room Transfer Requests open from 9am 1 November 2024 and are processed on a first-come, first-served basis.
Application form for Room Transfer Request - Undergraduate
Application form for Room Transfer Request - Postgraduate
Your application will stay open until the end of the relevant term you are applying within. If we're unable to offer a room transfer or a swap within the term, you will need to let us know you wish to remain on the list for the next term. We will email all applicants, prompting them to let us know they wish to remain on the list. If you do not respond within the required timeframe, your transfer request will be cancelled.
Please note that students with outstanding charges will not be able to transfer rooms.
In the event of a successful transfer, there will be no rent gap between the two tenancies, and students must promptly return their key within 24 hours to avoid being charged for both rooms.
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.