Manor Bank, Newcastle Upon Tyne

CANCELLATION POLICY

1. Unless you have already collected the keys to the accommodation, you may cancel your booking at any time during the 7 days after we send you an e-mail confirming your booking is complete (the “7 Day Cooling-Off Period”). If you do that, you will not be charged and we will return your deposit or any Advance Rent Payments you have made.2. Provided the 7 Day Cooling-Off-Period has expired, you will have to pay all amounts due
under your Tenancy Agreement unless a replacement Tenant is found for your Room or you enter into a new Tenancy. If a replacement Tenant is found for your Room before your start date, we will release you from your Tenancy Agreement on the date seven days after the new Tenant’s Tenancy Agreement is signed. If a replacement Tenant is found for your Room after your start date, we will release you from your Tenancy Agreement from the start date of the replacement Tenant's new Tenancy Agreement. If you have occupied the Room prior to this, you will be charged £50.00 to cover our costs of preparing the Room for the
replacement Tenant.

No Place No Pay – applicable to 1st year students only.

If you are a prospective first year undergraduate student and your offer of a place at your preferred University/Higher Education Institution is withdrawn by the University/Higher Education Institution
as a result of you not achieving their required entry grades, you may be eligible to be released from
this agreement. You may also be eligible to be released from this agreement if you are a prospective
first year undergraduate student and you choose to go to a different University because you have
exceeded your expected grades. To apply to be released from this agreement in the circumstances
referred to above, you will need to supply us with a copy of:
1. a written rejection letter from your chosen university/college or UCAS or a screen shot of your UCAS status which confirms that the required results were not achieved; or
2. a copy of the proof of acceptance of your new university by UCAS adjustment.
3. These document(s) must be received by us within 7 calendar days from the date your results
are published. On receipt of the required documentation it will be verified and, provided we
are satisfied, we will cancel your agreement and refund any deposit or advance rent paid in
full.

For International Students

Past these 7 days, the student remains liable for the rent for the whole length of the tenancy unless
they want to cancel with one of these 3 conditions:

No Place No Pay: if the student fails their exams or is rejected by the UK University, the student needs to send us the university rejection letter, or proof that the exam results don’t meet the requirements of the university, and we will cancel the booking and refund the money to the student. The student must send us the proof documents within 7 days of receiving them. This policy is valid until the 15th September.
No Visa No Pay: if the student doesn’t get their visa to come and study in the UK, the
student must send us the visa application rejection letter within 7 days of receiving it and we
will cancel the booking and refund the money to the student. This policy is valid until the
15th September.
No ATAS certificate, No Pay: Some international students coming to the UK to study in very
specific fields need to apply for an ATAS certificate. (Academic Technology Approval
Scheme). If a student’s ATAS certificate application is rejected we will cancel the booking
and refund the money to the student. The student must send us the ATAS certificate application rejection letter within 7 days of receiving it and we will cancel the booking and
refund the money to the student.
This policy is valid until the 15th September. The cancellation requests along with the proof documents must be sent by the student

Replacement tenant found:

if the student finds a replacement tenant to take over his room with the
same tenancy length and same weekly rate, we can process the booking for the new student, and
once the offer has been accepted by the new student and his guarantor, and that they have paid the
£250 (if applicable), we will release the original student from their contract.
Passed the 15th September, the No Place No Pay and No Visa No Pay do not apply.
The student remains liable for the rent unless they find a replacement.

Q. CAN I MOVE IN EARLY?

Our standard tenancies have fixed dates and cannot be changed. However, if you are looking to move in earlier it may be possible to book an additional short stay tenancy, this will involve signing another set of paperwork and you will be charged for any additional nights.

Q. WHAT DOCUMENTS DO I NEED TO BRING TO THE PROPERTY WHEN I MOVE IN?

Please bring an official form of ID with you e.g. passport or provisional/driving license. If you have not already returned the original signed tenancy agreement you should also bring these with you.

Q. HAVEN’T PAID RENT YET, CAN I STILL MOVE IN?

It’s really important that your rent is paid on time. Your first installment before moving in covers the first part of your tenancy.

Q. WHERE DO I GET MY KEYS?

You can collect your keys from reception when you check in. Just come straight to the main reception with your photo ID and they will have the keys ready and waiting for you.

Q. I HAVE BEEN GIVEN A TIME SLOT BUT I MIGHT MISS IT?

That’s fine, you can arrive at any time that is best for you and we’ll get someone to come and let you in and get your keys for you.

Q. CAN I HAVE POST DELIVERED TO SITE EVEN THOUGH I AM NOT THERE YET?

If you are having anything delivered before you arrive just to make sure someone knows that it will be arriving there. You can notify the staff at the property of this so they can look after the parcels for you.

Q. WHAT TIME CAN I MOVE IN FROM?

You can move in any time from the start date of your tenancy onwards. If you are going to be arriving much later than the start of your tenancy, just let us know and we will arrange for someone to be there to greet you and make sure you get the keys for your new home.

Q. CAN I SMOKE IN MY ROOM?

There are usually outside areas for you to smoke with ashtrays provided.

Q. AN EMERGENCY HAS HAPPENED BACK HOME AND I NEED TO CANCEL. CAN I DO THIS?

In emergencies, each cancellation request is looked at on a case-by-case basis and an early release is at the discretion of the manager.

Q. WHAT HAPPENS IF I FAIL MY EXAMS DURING MY STAY? DO I HAVE TO LEAVE?

If you leave university during your stay with us you will still be liable for the rent as per the tenancy agreement. Please check the cancellation procedure accordingly.

Q. CAN I PARK ON SITE?

The car park is there for students. There is a weekly cost for booking a car parking space, but you can choose to pay this in installments.

Q. WHY ARE MY WINDOWS RESTRICTED?

Your window may have a restricting device that limits how far it opens. It’s there for your safety so it’s important that you don’t disconnect or damage it, or let anyone else do so. If the window fittings do become damaged, you need to tell a member of the property team straight away. We check all the windows and their fittings regularly, to make sure they’re all safe and working properly. Depending on the floor you live on, it may be possible to derestrict your window upon request and with approval from the management of your property. Please speak to your reception team.

Q. HOW CAN I PAY MY RENT?

You can pay by credit/debit card or direct debit. You can pay by logging in and clicking on Make A Payment.

Q. CAN I RE-BOOK MY ROOM?

Absolutely!

Q. WHAT DOES THE INSURANCE COVER?

Some items are not included in our standard package - this includes accidental damage to items in your rooms and loss or damage to personal items when you are outside your property. Laptops and tablets, mobile phones and bicycles are not covered in the standard policy, however you can upgrade your policy so that your laptop, phone, tablet, and other gadgets are covered, wherever you and your gadgets are, and this also includes a laptop and mobile phone replacement within 24 hours (one working day) of your claim being approved. You can add this upgrade for a small cost at any time during your stay.

Q. WHEN WILL I GET MY DEPOSIT BACK?

If you are staying in England, you will get your deposit back in the form of a cheque, sent to your home address, within 14 days after your tenancy end date.

If you are staying in Scotland, Mydeposits Scotland will have emailed you a unique Release Code at the start of your stay. You need this at the end of your tenancy to authorize the return of your deposit.

Q. I FORGOT TO PUT ON THE INVENTORY THAT THERE WAS SOME DAMAGE WHEN I MOVED IN. WILL I BE CHARGED?

Possibly yes, this is to be fair and consistent with our approach.