Mercia Lodge, Coventry

1. HOLDING DEPOSIT
On making your booking with CRM Students you will be asked to pay a Holding Deposit. Payment of the Holding Deposit constitutes your acceptance that the Holding Deposit is retained to secure your room in accordance with these terms and conditions. You agree by us holding a deposit that the deadline to conclude the Tenancy Agreement following the receipt of the holding Deposit fee shall be 14 days thereafter, or any other period agreed by us (the "deadline"). By entering into the Tenancy Agreement your Holding Deposit converts to your refundable Security Deposit. If your tenancy agreement is an Assured Shorthold Tenancy (AST) in England or an Occupational Lease in Wales, it will be protected in an independent government approved tenancy deposit protection scheme, such as the Tenancy Deposit Scheme (TDS). Unless otherwise stated on the site’s web page, your Security Deposit will be refunded to you at the end of your tenancy if there are no outstanding arrears or damage to your room and/or communal areas. By paying your Holding Deposit, you give us express consent to use the details provided by you to undertake searches against sanction lists maintained by the government of the United Kingdom, United States, and other countries we choose including those maintained by the United States Office of Foreign Assets Control (OFAC). This will not affect your rights and/ or our obligations to you under the Data Protection Act 2018. You have the right to ask us to not undertake such searches, but in doing so we will not be able to progress your application. CRM Students will make relevant checks to confirm your place at university and will then make you an Offer of Accommodation where you will receive your online Tenancy Agreement via the Student Portal. The Tenancy Agreement sets out the full terms and conditions under which you agree to rent a room with the Landlord, your guarantor, and CRM Students Limited as Agent. You will need to log into your account, check your details, read your tenancy agreement, and sign the online contract before uploading relevant identification documentation. You will be asked to pay the full years rent up front unless you have a UK based guarantor. If you have a UK based guarantor, you can pay your rent in 3 or 4 instalments. The first instalment needs to be paid 5 weeks before your contract starts. You will not be able to move into the property if this has not been paid. The second rent instalment is due in September, the third in January and the final one in April. If for any reason we are not able to make you an Offer of Accommodation, we will contact you as soon as possible detailing reasons why or with an alternative solution. If we cannot offer an alternative or the alternative is not suitable, we will refund your Holding Deposit in full via the original method the payment was made.
2. CANCELLATION BY YOU – CANCELLATION WITHIN THE COOLING OFF PERIOD
If you choose to cancel your booking with CRM Students, you have 14 calendar days after receiving the original Accommodation Offer to do so and get a full refund of the Holding Deposit paid. If you have made your booking less than 14 days before your scheduled check-in date, you may cancel your booking until the earlier of (a) 14 days after receipt of the Accommodation Offer email and (b) the Tenancy Start date on your Tenancy Agreement. You may cancel your booking by sending an email to the relevant Accommodation Office email address listed on the individual sites contact details on www.crm-students.com. CRM Students will refund your Holding Deposit within 7 calendar days of cancellation. If you cancel your booking after the cooling off period has expired, you will not get your Holding Deposit returned to you and you, and your guarantor if reasonable, will be required to meet the obligations set out within the Tenancy Agreement.
3. PERIOD BEFORE YOU ENTER INTO YOUR TENANCY AGREEMENT
The Landlord and CRM Students reserve the right to not return your Holding Deposit and cancel your booking on
notice if:
3.1 We take all reasonable steps to enter into the Tenancy Agreement before the deadline and you fail to do so, for example, if you fail to complete your application or provide guarantor details and supporting documentation in good time;
3.2 You provide us with relevant false or misleading information; and/or
3.3 We are prohibited from entering to the Tenancy Agreement because of the Immigration Act 2014.
4. PERIOD FROM AND INCLUDING WHEN YOU HAVE ENTERED INTO THE TENANCY AGREEMENT
If you have entered into the Tenancy Agreement and you cancel your booking after the cooling off period has expired, we will release you from the contract up to and including 23rd August 2024 where you meet the following criteria and can provide sufficient evidence: If you are a first-year prospective undergraduate student and your offer of a place at your preferred
University/Higher Education institution is withdrawn because of you not achieving the required entry grades or you have surpassed your required entry grades and choose to go to a different University.

To meet the criteria, you will need: To provide a written rejection letter from your chosen university/higher education institute within 72 hours of your exam results being published o To provide a copy of the acceptance letter from your new university. Where proof is provided in accordance with these terms and conditions and to our and the landlordsreasonable satisfaction, you will be entitled to cancel the booking and you will not be liable for the contractual obligations laid out in the Tenancy Agreement from the date of cancellation. Failure to obtain a UK Visa If you fail to obtain a UK Visa before the start date of your tenancy, we will cancel your Tenancy Agreement and refund any rent payments made, so long as you provide within 72 hours of receiving your official confirmation:
• Supporting official evidence that your Visa was declined.
• Written confirmation that you wish to cancel your booking.
Cancellation for any other reason
If you have entered into the Tenancy Agreement and you wish to cancel your booking after the cooling off period has expired and you do not fit into our eligible criteria above, you will not get your Holding Deposit returned to you, and you and your guarantor, will be required to meet the obligations set out within the Tenancy Agreement regardless of whether you have collected your keys. If you cancel your booking and can find an eligible replacement tenant, subject to our agreement, you will be released from the contractual obligations as set out in the Tenancy Agreement. Any overpaid rent will be refunded to you, less an amount equal to your Holding Deposit as a cancellation fee. The site team will confirm your official release date.

5. CANCELLATIONS AFTER YOU HAVE MOVED INTO THE ACCOMMODATION
5.1. We hope you have a happy stay in your accommodation, but if for any reason you decide to leave during your contracted term, the landlord may agree to release you from your contract. Providing the conditions set out below are met:
5.1.1. You agree that you will not transfer or sublet the tenancy created by the Tenancy Agreement to anyone else without obtaining our written consent in- line with point 11.1(m) of the Tenancy Agreement.

5.1.2. You find a suitable replacement to take a new Tenancy Agreement for your room for the remaining period of your contract.
5.1.2.1. Replacement tenants must be 18 years old or over and enrolled as a full-time student in a university or college in proximity to the accommodation. Where the accommodation has agreements with set universities, the replacement may be restricted to that university - Please check with your Accommodation Team.
5.1.2.2. The incoming tenant must enter into a Tenancy Agreement with us and pay sums due within this agreement.
5.1.2.3. The incoming tenant, where reasonable, must provide a suitable Guarantor. The Guarantor must accept the Terms and Conditions set out in the Tenancy Agreement.
5.1.3. Refunds due will be processed once the replacement taking over the contract has signed the Tenancy Agreement, paid, and moved into the accommodation.
5.1.4. If you do find someone to take over your contract, you will need to pay a £50 administration fee.
5.1.5. If you fail to find someone to take over your tenancy, you will be responsible for paying the full rent until the end of your contracted time at the accommodation.
6 CANCELLATIONS BY CRM STUDENTS OR THE LANDLORD
Our terms and conditions require you to sign your Tenancy Agreement online within 14 calendar days of receiving the Offer of Accommodation. If you fail to sign your agreement within this timescale, we may cancel your booking, giving notice by email and you will forfeit any booking fee paid if it is outside the cooling off period above.
If you fail to check-in on your accommodation start date and you have not signed your agreement, we may cancel your booking at any time by giving notice by email. If you are outside the cooling off period, your Holding Deposit will not be refunded.  Once you have signed your Tenancy Agreement, it may only be terminated if we mutually agree to do so or in the circumstances set out in point 3 above.
7. ROOM AND TENANCY CHANGES
Change to Tenancy Length If you wish to change your tenancy length, you will be unable to shorten your tenancy, but you can choose to extend without charge up until the Tenancy Start Date (Subject to room availability). Tenancy Start Date If you wish to change your tenancy start date, please contact your local accommodation team. Room Swaps If you wish to upgrade your room, or move to a different room type, which is the same type as your original choice, you can do so free of charge up until the Tenancy Start Date, subject to room availability. Room moves after the start date will be subject to room availability. An administration charge of £50 will be payable for the variation of the Tenancy Agreement.
Governing Law
These Terms and Conditions shall be governed in the laws of England and Wales.
UPDATED SEPTEMBER 2023

Q. Who can live here?

Any full-time student (minimum 16 hours per week) enrolled in a university or college, who is 18 years of age or older on the date they submit the application form.

Q. What is the contract length?

We offer a variety of contract lengths from short term summer and semester stays and longer academic year stays. Some semester stays may be available so please inquire with our bookings team.

Q. What is included in the room rate?

All utility bills (water, lights, and electricity), 100Mb internet access, 24-hour security, contents insurance and gym access at specific sites only.

Q. Can I choose my room in the building?

Normally rooms are allocated on a first come first served basis. You can specify any special requests at the time of your booking and we will do our best to accommodate you in that room.

Q. Is there somewhere to store my bike?

Yes, all residences have secure bike storage available free to residents.

Q. Do you have extra storage for suitcases?

If students need to arrive earlier than the check-in time on their contract start date, it is fine to leave suitcases with the Reception team until it's time to check-in. However, there is no storage space at any of the residences, and any luggage is left at your own risk.

Q. What furniture is in my room?

Our rooms are all standardised and have the same high-quality furniture throughout.

Q. What are the guest policies?

Residences are your home so you are allowed to have friends and family visit you when you want, we just ask that you respect your fellow residents and sign your guests in and out of the buildings so we know who is in the building in case of an emergency.

Q. Is there a curfew?

No, you can come and go as you please. 24-hour security will be available to welcome you at the front door.

Q. Can I smoke in my room?

No. You may smoke outside in designated smoking areas.

Q. Will I have a phone in-room?

Phones are not provided in-room, however, Ask4 have provided VOIP telecoms which is available using your laptop and allows residents to call home at discounted rates.

Q. Will my room is cleaned?

We have a housekeeping team on-site, they will clean all communal areas in the residence. This does not include your room, however, you can arrange a room clean with them directly at additional cost.

Q. What if something in my room breaks?

We have a maintenance team on-site, they maintain the residence and make sure that it is always in the best order for students living in the building. Should you have a problem with anything in your room; say your fridge stops working or a lightbulb needs replacing, they will fix it as soon as possible for you. Maintenance issues can be reported online through your student portal.

Q. Are there accessible facilities throughout the buildings?

All of our residences feature accessible rooms alongside wheelchair and mobility access throughout.

Q. Is there a laundry?

Yes. We have enlisted the help of laundry specialists Circuit to manage our laundry facilities within the residence.

Q. Is the use of the Gym included in my rent?

Yes. We have a fully kitted out gym and fitness suite in some of our residences. This is free for students to use and open 24hrs a day.

Q. What about my Post?

Our front desk and security staff will take collections for you and sort your mail. Each resident has a secure mailbox which they share with around 4/5 students living in the building.

Q. What hours can I use the courtyard?

The courtyard is open from 10am-10pm and is a smoke-free zone.           

Q. Do you provide bedding?

No. It is up to students to purchase their own bedding.

Q. Can I move in early?

Yes, if your room is available. The additional charge will be at the current room rate per week and early move-ins are on a week, not daily basis. Please check with our team as to whether your room is available to secure an early arrival.

Q. What do I need to bring?

Provided your checklist is complete and the required rent payment is received, you will only need to provide an ID at Reception when you arrive at check-in

Q. What documents are required for me to check-in?

We require a copy of your passport, visa, photo and proof of address.

These documents must be uploaded to the Student Portal within 10 days of receiving your accommodation offer. Failure to do this will mean that your check-in could be severely delayed and could possibly result in you not being able to check in.

Q. What if I want to live in a different residence to the one I have booked?

Should a resident book with us at one of our residence and then want to move to another residence, this will be possible provided there are rooms available.

Q. Do I need a television licence?

Yes, if you watch television in your bedroom. All homes in the UK require a television licence and your room is treated as a home under the licensing authority's definition. There is a large screen television with Sky in the Social Hub which has a television licence associated with it. However, for IPTV provided by Ask4 and viewed in your room, you will need a licence.

Q. What other charges can I expect?

You will have to pay for laundry, phone calls, your TV licence, upgrade of insurance or internet packages, and any items purchased from the vending machine.

Q. Can I pay by Bank Transfer?

It is possible to pay by bank transfer, however, please be aware that it can take up to 5 working days to reach us and the payment must be showing in your account before you would be able to check-in to the residence.