Swapping from one place to another – University of Copenhagen

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Housing Foundation > The Booking System and Contracts > Swapping from one plac...

Swapping from one accommodation to another

If you already have a booking but see a vacancy of another residence/room in your online Flow which you wish to move to, you are welcome to do so. However, please be aware that such a situation requires special attention and vigilance. In the below this is explained in detail, please make sure to read it.

Swapping before your contract has started

In case you see a vacancy and wish to make a swap before your contract starts and the new residence/room is vacant from the same date or to be rented from an earlier date, the new booking will simply overwrite the old one. There is no fee for this change.

Swapping after your contract has started

If, however, you are first staying in one residence/room and then moving to another, the system will combine the two bookings and shorten the rental period of the original booking – and here you must pay attention so you do not find yourself in an unwanted situation where you have to move out of your residence earlier than planned.

As an example: You first book a room in Tåsingegade kollegium from 15 July to 31 January. Then you see a vacancy in your online Flow in Signalhuset kollegiet which is to be rented from 1 September. You prefer this location and book this in Room Availability. The system will then immediately and automatically shorten the rental period in your Tåsingegade kollegium room to match the new booking.

You then have a combined booking of:

- Tåsingegade kollegium from 15 July to 31 August

- ... followed by Signalhuset kollegiet from 1 September to 31 January.

Please note that if you wanted to only have the Signalhuset kollegium room, you should first have cancelled the room in Tåsingegade kollegium before booking the room in Signalhuset kollegium.

The system is exactly the same if you change room number at the same hall of residence – this is also to be considered changing location. 

Contract

Your contract has now changed and you must upload the new signed contract within 3 days as usual. Please note that if you have not moved in yet, it is the entire booking in both locations which will be cancelled if you do not uphold the deadline.

Cancelling the second booking

If you regret making the new booking, or if it was a mistake you can send us an e-mail and request the second room number/location to be cancelled without cancelling the first (in the above example Tåsingegade kollegium from 15 July to 31 August). However, please note that since the original room immediately became available for others to book in the system the second you swapped over, you cannot expect  to get the original booking back (in our example Tåsingegade kollegium from 15 July to 31 January). You can never hold on to several rooms at the same time.

Moving fee

A moving fee applies each time you swap over to a new residence, since this entails extra administrative work . You can see the price of the moving fee here:. There is one moving fee per move, so if you for instance create a contract in 3 locations/room numbers, there are two moving fees.

Inspection fee

In addition, there are now two inspections to be carried out in our above example. One after your stay in Signalhuset kollegium, and one after your stay in Tåsingegade kollegium. The cost per inspection is stated here. Each time you move, there is an additional inspection to be carried out by our inspection crew.

4-day gap in-between move-out and move-in

You are always required to move out 4 days before your last contract date. This is also the case if you have more than one booking, regardless of whether they are in the same hall of residence or building. Therefore: if you have selected a stay in several locations; you must arrange your own accommodation during the 4 days overlap, e.g. in a hostel, with friends or the like.

Examples:

If your contract in one residence ends on the 14th of a month, you must move out on the 10th a 10am at the latest. The move in date of your new residence will normally be the 15th at 12.00noon but please double check your contract for details.

If your contract in one residence ends on the 30th of a month, you must move out on the 26th a 10am at the latest. The move in date of your new residence will normally be the 1st at 12.00noon but please double check your contract for details.

If your contract in one residence ends on the 31st of a month, you must move out on the 27th a 10am at the latest. The move in date of your new residence will normally be the 1st at 12.00noon but please double check your contract for details.