Housing Booking Instructions for students

University of Copenhagen Housing Foundation

Welcome to the University of Copenhagen!
The UCPH Housing Foundation offers accommodation to international
students and staff. Our service is optional you are by no means
obligated to use the service and you are very welcome to find
accommodation on your own.
We are an independent cost-based foundation associated with the
University of Copenhagen. For details on the UCPH Housing
Foundation, including office hours, housing descriptions etc. please
see our website: www.housingfoundation.ku.dk.
Below you will find a booking manual which, in combination with our
website, you will need to familiarize yourself with in order to be
prepared to book a residence via our online housing system. We
recommend that you read the booking manual in advance of receiving
your actual invitation to have a general idea of the system that you
have it beside you when you first enter the booking system as well as
bringing a print with you so you can easily look up what to do or how
to act at a later point in your stay. You can, however, always look it up
on our website.
We hope that you will enjoy your stay in Copenhagen and will be
happy with the available housing option(s) that you can book via the
UCPH Housing Foundation.

Table of contents
Preparation ...............................................................................................................................................................4
Beginning to use the Booking system.......................................................................................................................5
Tenant ID ..................................................................................................................................................................5
Navigation.................................................................................................................................................................5
Confirmation e-mails ................................................................................................................................................5
Internet browsers .....................................................................................................................................................6
Password...................................................................................................................................................................6
1 year of service........................................................................................................................................................6
Have you previously lived in one of our residences? ...............................................................................................6
Contacts ....................................................................................................................................................................6
Administration ..........................................................................................................................................................6
Application information............................................................................................................................................7
Shared rooms Master and Child relations .........................................................................................................7
Girl/boy sharing a Shared room .............................................................................................................................8
Housing needs ........................................................................................................................................................10
- Disability: ......................................................................................................................................................10
-Financial need: ..............................................................................................................................................11
- Rental period configuration: ........................................................................................................................12
General Service costs and fees ...............................................................................................................................13
Room selection .......................................................................................................................................................13
- Summary of information: .............................................................................................................................13
- Room availability: .........................................................................................................................................13
-Booking a room that is vacant the same day as the booking day. ................................................................15
-Fixed rental periods .......................................................................................................................................15
-Booking an already selected room: ...............................................................................................................15
-Changing your selection (no previous booking) ............................................................................................15
-Changing from one booked room to another within 14 days of initial booking ...........................................16
No vacancies in your Flow ..............................................................................................................................16
- Room acceptance: ........................................................................................................................................17
Email confirmation of booking not final confirmation ........................................................................................19
Contract ..................................................................................................................................................................19
- Download and print main contract for students ..........................................................................................19
- Download and print main service contract for students .............................................................................19

- Print contract specific section ......................................................................................................................20

- Sign and upload contracts ............................................................................................................................21
Specific and general residence handbook required reading ...............................................................................22
Payment ..................................................................................................................................................................22
- Account status: .............................................................................................................................................23
-Account Data .................................................................................................................................................24
- Information about payment .........................................................................................................................25
- Terms and conditions ...................................................................................................................................26
- Online payment ............................................................................................................................................27
-Payment by third parties ...............................................................................................................................29
-Subsequent payments ...................................................................................................................................29
Cancellation ............................................................................................................................................................29
-Cancellation within 14 days of cooling off period .........................................................................................29
-Cancellation after 14 days but before the rental contract has begun ..........................................................30
-Cancellation without having moved in up until 1 month after the first rental day ......................................31
-Cancellation after move-in or more than 1 month after the first rental day ...............................................31
Move in, Keys and your room inspection ...............................................................................................................31
Report your move-in date ...........................................................................................................................31
-Issue report ...................................................................................................................................................31
Extension ................................................................................................................................................................32
Offer to shorten ......................................................................................................................................................34
-specification of shortening offer ...................................................................................................................35
-Shortening date .............................................................................................................................................35
Move out ................................................................................................................................................................36
-survey ............................................................................................................................................................36
-move out and return of keys .........................................................................................................................37
Inspection ...............................................................................................................................................................37
-returning your deposit ..................................................................................................................................38

Updated November 10, 2014

Preparation
To prepare yourself for using the booking system, please follow the below points to ensure you have a
full understanding of the booking system, rules and options so you can make an informed but quick
booking once you are invited into the system.

Review the Booking Manual for semester students and any pieces of information it directs you
to. Also note; when logging into the online booking site you must declare that you have read
and understood the content of the Booking Manual.

Familiarize yourself with the information, rules, and various housing options on the UCPH
Housing Foundation website. Please make sure you have many options on your mental wish
list when you start booking in many of the residences, we only have a few rooms (which may
not be vacant). Therefore, you should focus on places where we have over 70 rooms and still
keep in mind that targeting a specific area, flat, or hall can easily result in disappointment.

Ensure your own availability at the time when invitations will be sent out. We can only inform
you of what week it will be. It is never possible for us to give you an exact time. Also ensure
that you have access to a printer and a scanner within 3 days of making the booking, as this is
the deadline for signing and uploading your housing contract.

Think about housing funding in advance. The payment of your housing is not dependent on
when your personal financial situation as for instance when your home university pays out
subsidies

It is important that you enter the booking system and choose a housing option quickly once you
receive the housing invitation. If unable do to so (for instance because of travelling or no internet
access), we recommend that you give a friend or family member access and permission to book a
housing option on your behalf. If you have yet to receive your final university admission or Entry Visa,
you may still book via the UCPH Housing Foundation. However, please note that any contract you
enter into is binding and not dependent on for instance your Entry Visa. If you delay greatly in using
your invitation, the UCPH Housing Foundation does not guarantee that there will be any housing
options left.
It is the UCPH Housing Foundations aim to provide at least one housing option per student. The
system monitors which housing options you have in the booking system. The longer you wait; the
fewer options you are likely to have if you wait too long, there may ultimately not be any options left.
You may choose not to do a booking from any of the option(s) you have. You then take on the
responsibility of potentially having to find housing on your own. However, since alternative housing
can prove very difficult to find around semester start in Copenhagen, the UCPH Housing Foundation
strongly recommends that you do a booking in the system while you have the option to do so.
Students with physical disabilities Please read this information with particular care if you have
special housing needs due to a disability. Students who are wheelchair users are asked to also e-mail
contact@housingfoundation.ku.dk as soon as possible, so we can prepare to reserve the available
number of rooms with wheelchair access.

Beginning to use the Booking system

Please use the personal link provided in the invitation email sent to you from the University of
Copenhagen Housing Foundation to log in to the housing booking system also called your online
Flow. Make sure to always check your spam filter to see if the invitation was caught there. Even
though some emails come through, others may still be held back by the spam filter.
You must always enter your online Flow via the personal link; you cannot log on by typing
www.housingfoundationbooking.ku.dk in the address field!. The link is stated in all of the automatic
email confirmations you receive.
Please note that you will not be able to access the booking system before you have received an
invitation by email from the UCPH Housing Foundation. You cannot request to get the link ahead of
others.
Tenant ID

The first time you use your link, the system will generate you a 4-digit tenant ID. Please note
that you cannot get your tenant ID before that time. The ID is used solely for the UCPH
Housing Foundations system.
Please also note that we cannot identify you by your University of Copenhagen admission
number. It is the 4-digit ID number, you must use whenever you contact the UCPH Housing
Foundation.
Navigation
Whenever you have filled in a step (page) in the booking system, you must press SAVE. To save
and continue to the next page; press Next. The system monitors where you are in your booking
process and will bring you to the next expected Step.
After your initial booking, you may find that the system jumps back to an earlier Step than what you
expected. This will typically happen if you are due a payment or are missing a contract upload. The
system will then expect that you intend to complete this step. If not, and you wish to proceed to a
different step than what the system suggests, use the left hand Menu to navigate.
A filled in step will in subsequent overviews usually appear closed (collapsed) in the left hand Menu
to save space. You click on the headline of the step to expand and view the stated information.
Many fields have an i after them, if you hold the cursor here, additional information will appear.
You can refresh your Flow by pressing F5. Please note that the system will bring you to the step
where it has identified that you have something unfinished. If you intend to refresh and stay at a
certain step, please click again on the step in the left hand Menu as this will also refresh the page.
Confirmation e-mails
The system will automatically generate and send an e-mail to you when you complete certain steps.
Please react if there is anything in these e-mails which does not correspond with your expectations.
When you pass such a step again, the system will send an e-mail again even if you have not made a
new action (such for instance as making a payment), it will simply reconfirm the latest action taken
on this step.

Updated November 10, 2014

Internet browsers
The system requires that you use one of the supported internet browsers. If you do not, then you will
automatically be asked to download Google Chrome. Please keep this in mind if you later have
problems with the system you may have tried to use the system in an unsupported browser. Please
switch back to Google Chrome.
Password
When you receive your invitation link, the first thing you will be asked to do is to create a new
password. Please note that the UCPH Housing Foundation cannot inform you of your password or
reset it. You are required to secure the password in a place so that you can always find it again.
Please make sure to do so even if you currently feel confident that you will be able to remember it.
1 year of service
The goal of the UCPH Housing Foundation is to assist as many international students and staff
members at the University of Copenhagen as possible for their first year in Copenhagen to give them
a chance to get their bearings in Copenhagen as well as an opportunity to place themselves on
waiting lists etc. and look for housing the same way the Danish students do (which is not via any
services by the University of Copenhagen). If you are staying longer than 1 year, please remember to
prepare for having to find housing on your own afterwards.
Have you previously lived in one of our residences?
Applicants who have previously benefitted from our housing services or other accommodation
services connected to the University of Copenhagen are obligated to inform us of this when applying
especially if they have entered into the previous contracts under different names, email addresses or
other alias.
Contacts
For general information, please contact: contact@housingfoundation.ku.dk
For payment information, please contact: finances@housingfoundation.ku.dk
After move-in only:
For building related problems (fixtures in the apartment such as windows, floors), please
contact the building inspector stated in your Specific residence handbook
For problems taken care of by the UCPH Housing Foundations extra inspector service
(cleaning, furniture, inspections) please contact the building inspector stated in your Specific
residence handbook. When in doubt always ask the UCPH inspector first
Whenever you report a problem, you should attach photos to clarify the issue and state your telephone
number, thank you.
Administration
Before starting the actual booking process, you will have to confirm Study data and your email
address. The Study data reflects whether you have been admitted to UCPH for one or two
semesters. Make sure to tick the Acknowledgement in the bottom of the page. Note that the e-mail
address used will forever be the one which the UCPH Housing Foundation contacts you via. You are

expected and required to keep this e-mail address, to check it on a regular basis, and ensure that it is
possible to contact you via it (inbox should not be blocked or full).
It is preferred but not required that you also write from this e-mail address whenever you contact the
UCPH Housing Foundation. Kindly also state your given 4-digit Tenant ID number for easy and correct
identification. You may well not be the only one with your name in our system. Also, please do refrain
from signing with a nickname, we know you by the official name you apply with.

Application information
Enter your Application information and Address information. It is very important that the information
you state is correct.
Pay special attention to that you fill in the gender (male/female) correctly! If you state the wrong
gender, shared housing options, which are solely available for the stated gender, will appear in your
online Flow. If you book such a room, it may not necessarily be discovered until you and a person of
the opposite gender arrive to enter the shared accommodation. The UCPH Housing Foundation will be
forced to cancel your booking due to wrong information given. It cannot be guaranteed that there will
be alternative options left.
Shared rooms Master and Child relations
The UCPH Housing Foundation has a number of shared rooms and two-person apartments, which
can either be booked by one person booking the entire room/apartment for her/himself (or her/himself
and one other person) OR they can be booked separately by two individuals who each book one half
of the room/apartment.
The UCPH Housing Foundation calls the entire room/apartment the Master and each of the two
halves of the room, a Child. The children are designated by having an A or B after the room
number. Once one of the children is booked, the master becomes unavailable and the other child
can only be booked by a person of the same gender as the person who first booked one of the
children. If, on the other hand, the Master gets booked first, both children become unavailable.

Updated November 10, 2014

As an example, a Tranehavegrd apartment for two persons can appear in the system as:
22-2L (Master, booking the whole apartment for 1-2 person(s))
22-2L-A (Child, booking half A of the room for 1 person)
22-2L-B (Child, booking half B of the room for 1 person)
If for instance only the 22-2L-A appears in your Flow, it means that another person has already
booked the 22-2 L-B, and so neither 22-2L nor 22-2L-B are available to book.
Girl/boy sharing a Shared room
Couples who want to share a room may need to enter faulty gender information on purpose since the
booking system is by default set to have only SAME SEX tenants in shared rooms (one-room
residence) and apartments where there is a passing room.
In order to book the room as an opposite sex couple, one of you needs to reserve the A part of the
residence, and then the other person needs to temporarily change gender status in the booking
system to make it possible to get the B part of the residence. While the two tenants look for available
shared residences, they must appear as being the same gender within the system.
Keep that status (having the same gender) for both of you beyond the step where you accept the
residence (because the only the same gender in shared rooms rule is checked by the system again
at the time of acceptance and therefore the system would hide the option again).Once the contract is
in place for both of you (when the Main contract button appears, but before you open and print the
contract) for a part of a shared residence (A and B), change the wrongful gender to your real
gender by reloading the step Application > Applicant information > Applicant information in the menu.
Changing the gender will reset the step Summary of information just submit it (press NEXT), it will
then update the database with the correct gender, and you will skip the completed residence
reservation. Please see further directions on our website here.
Example of Address information step:

Updated November 10, 2014

Housing needs
- Disability:
Tick No to this question, unless you have any physical disabilities that will affect your choice of
housing.

If you are physically disabled, you tick yes. Make sure to read the information here before clicking
Yes.
The disability application is divided into 3 categories:
Wheel chair tick this off if you are in a wheelchair
Limited mobility tick this off if you have limited mobility perhaps you suffer from arthritis and
must have an elevator in your accommodation.
Other disability tick this off for any other type of disability perhaps you have a special
medical need for a private bathroom or a private refrigerator in your room.
Next, you upload documentation of your disability. As an example, it can be a previous approval of
your special need from your doctor or home university. Please also include your personal description
of your need (though this should not stand alone).

You proceed with the following steps and make a booking of the currently most suited option. You will
receive an e-mail when your disability application is processed. If approved, you will receive an offer to
be relocated.
-Financial need:
Tick No to this question, if you are not in severe financial need more so than what can be expected
simply from being a student. Make sure to read the information here and in the Booking Manual before
making your selection.

If your financial situation is particularly severe, tick off yes. Upload documentation including a
personal explanation of your situation. Continue with the rest of the application and book the most
suited available option. You will receive an e-mail when your financial need application is processed. If
approved, please enter your online Flow shortly after receiving the confirmation to see if you want to

Updated November 10, 2014

swap to an alternative option among the cheaper rooms. Any potential new and cheaper housing
options, which may appear in your Flow, will not continue to be vacant indefinitely.
Please note that there are no guarantees that any residences reserved for financially needy students
will be available. Therefore, you should not refrain from booking an available option the first time you
enter the booking system, because you expect your Financial Need application to be accepted.

- Rental period configuration:

If you are admitted for two semesters; in this Step, you can choose to tick off that you only want to
book for one semester of housing to begin with. You will normally be able to extend a booking to cover
the second semester later on, please see the section about extensions.

NB! You will not be able to change the dates in the section Standard semester periods. Also note that

these are not necessarily the dates in which the various housing options are vacant and thus must be
rented from. It is solely a confirmation of which official semester you are booking in.
General Service costs and fees
Please note that it is free to browse in the system but once you book a housing option, you pay a
booking fee as well as other costs paid to cover our services. Some fees are mandatory for all while
others depend on your own actions (such as late payment, failure to cancel etc.). Therefore, you must
be aware of which costs booking and other actions will entail before you act. Please refer to the most
current list on our website whenever you take an action that will entail a cost.
Room selection
- Summary of information:
Check that all information listed in each of the categories is correct. The various points are usually
closed (collapsed); expand them to see what you have stated:

- Room availability:
In this section, you will see which rooms are available to you, and you can make your room selection.
Initially the system will automatically select (and reserve for 30 minutes) the cheapest room available.
The pre-selected room and any room listed below that selection is marked in purple. You may have to
scroll down to see the selected room if there are many options. You can see more information on a
room by clicking on the middle of the row stating the individual room, which will make a new page popup with more details. If you take longer than 30 minutes to book the pre-selected room, it is quite
possible that the pre-selected room has been reserved for someone else in the meantime. The option
will then have disappeared from your Flow when you refresh the page. It is your responsibility to
complete the booking within 30 minutes if you do not do so, it is regarded as a housing offer which
you did not make use of. You are welcome to go back to the availability step to see if you have other
options.

Updated November 10, 2014

The below test student identity has a fictitious test room available called TEST cannot be booked 1
(which you as a real person should of course never book) as well as two alternative options.
The Tranehavegrd-room in this example conforms to the standard system and standard rental period
- just as almost all of your options will.

You pull the bar, at the bottom of the residence selection window, to the right to see when this room is
vacant/to be rented from, the price of the deposit and the type of accommodation:

However, in a few cases, for technical reasons it may be necessary for us to add informative
notes/exceptions such as is the case with the above University Guest House option. These will
usually be after semester start. In case the room you are interested in, has a NOTE such as the above

University Guest House does, then these dates overrule the dates stated under Available from
further to the right in the window.
-Booking a room that is vacant the same day as the booking day.
Please be especially aware that if you book a room which is vacant here and now (from the day you
do the booking), the various cancellation options you normally have before the start of the rental
contract (described in detail under cancellation) are not relevant. You can only cancel in accordance
with the Cancellation without having moved in up until 1 month after the first rental day rule.
You must therefore be completely sure that you intend to keep this room; you cannot just change your
mind without any cost.
-Fixed rental periods
Any standard rental period will go from either the 1st or the 15th of a month and end on the 14th or the
30/31st (last day) of a month. There is a 4-day inspection period at the end of your rental period, so if
for instance your rental period goes to the 14th, you must move out no later than 10am on the 10th. You
should remember to take this into account when planning your stay.
You rent your housing in fixed non-terminable periods.
In the spring, you can expect most rooms to be available from either 1 January or 1 February and the
fixed end date is 14 July (move out 4 days before).
In the autumn, you can expect most rooms to be available from 15 July and the fixed end date is 31
January (move-out 4 days before).
You are welcome to arrive later and depart earlier than the period your contract is for (keys can be
picked up any time during opening hours after your contract starts) - but the rooms must be
contractually rented from their vacancy date to the fixed end date. This means that you do not save on
the total rental amount by arriving later or leaving earlier and the rent must still be paid on time in
accordance with your payment plan.
The halls of residence and owners of other types of housing will only hold back rooms for students if
the UCPH Housing Foundation guarantees the rent all year round. Therefore, the rooms must be
taken over by the next tenant shortly after move-out, so there are no vacant periods when the UCPH
Housing Foundation would have to cover the rent on tenants behalf which we do not offer.
Otherwise, a service like the UCPH Housing Foundation would not be able to exist.
Also note that if you chose not to book a room e.g. because the available rooms are vacant from an
earlier date than when you plan to arrive , we do not guarantee that any options with a start date which
suits your better, will later appear in your online Flow. . You may in effect have chosen to find housing
on your own.
-Booking an already selected room:
Press SAVE and Next to complete the acceptance of the selected room.
-Changing your selection (no previous booking)
You can change the initial selection by ticking off the radio select button of a different room (looks
like this
.) Please make sure to refresh the page shortly before changing a selection, so that you
ensure that you are not trying to change over to an option which is no longer available. Press SAVE
and Next to complete the acceptance.

Updated November 10, 2014

-Changing from one booked room to another within 14 days of initial booking
If you have made a booking, you can change over to a different room with the same start rental day
without any fees or the like within 14 days of the booking, provided that the rental contract has not
begun. You can change the selection by ticking off the radio select button of a different room. Press
SAVE and Next to complete the acceptance. Please also note that if you use this function, it is
instantly in effect, therefore, you should take great care not to do it by mistake. You may not be able to
change it back.
However, if you want to change over to a room which has a later start rental date, you must first
cancel your initial booking and then you can make a booking with a later start rental date.
If you do not (but just change over using the radio select button); the system will shorten - not cancel
- your initial booking. You will then have a booking in two locations. If you regret having done so, you
can e-mail the UCPH Housing Foundation to request cancelling the short term booking but it will
only be possible if no one else has booked the room subsequently (so that the vacancy date can be
changed back to the earlier date).
Please also be aware that booking in several locations in different periods entails a moving fee,
additional inspection payment - and please do not forget that there is a 4-day interval between moveout and move-in which you must take into account when making your plans.
The system will automatically change your payment plan and transfer any made payments to the new
booking(s).
No vacancies in your Flow
When there are no vacancies for you to book, your Flow may be empty as the example below.

The system may also state an Error message in red stating that there are no current vacancies. If
you get such a message, please note that it is not a technical error. We understand it may look like a
technical error message - but it is actually a service message. Please read the entire service
message. As stated, there is nothing technical wrong with your Flow.

However, since the system reserves any vacant room for 30 minutes when someone without a
booking logs on, it may well be that there are vacancies which do not appear this instant because they
are currently reserved for another student. If a room is not subsequently booked, it will appear later in
your Flow. Especially during busy times, when many people are logged on at the same time - you
must stay logged on and refresh your Flow on a regular basis to see all vacancies. You will not
necessarily see any/all vacancies if you log on and log off again shortly after.
In addition, since bookings are regularly cancelled (for instance due to that the contract was not
uploaded within 3 days), you should also try again the next day(s) / weeks(s). As soon as a booking is
cancelled, it will automatically appear as vacant in the Flow.
Therefore, especially around the time of invitations being sent out and up until semester start,
vacancies will appear in waves of offers coming into the Flows, being reserved/booked, and
repapering if a booking is not finalized.
Once the semester has started, it is more likely that lack of options in your flow reflects that there
really are no options left, but you can and should still check your online Flow on a regular basis if you
are looking for housing or would like to swap.
- Room acceptance:
You will see now detailed information about the selected room - name of residence, address & room
number, information about key pick-up and payment information.
Read all of this information carefully! Also double check that the closed (collapsed) overview
information is the same as expected (as well as later stated in your contract). If not, please contact the
UCPH Housing Foundation.
Then tick the Acknowledgement box in the bottom of the page.

Updated November 10, 2014

NB! The room you selected was initially reserved for you for 30 minutes. If you accept the room, it will
be kept for you and you are thus responsible for upholding the terms. You are required to (1) sign and
upload the contract within 3 days and (2) pay on time (please refer to your payment plan as described
later in this Handbook). If you do not, the housing contract can ultimately be cancelled. However, note
that you do not cancel your booking by not upholding the terms - you are simply in violation of the
agreement you entered into. The UCPH Housing Foundation reserves the right to contact any relevant
parties such as the University of Copenhagen, or a home university, or other contact persons if an
agreement is not upheld.
Press Save and Next to continue the booking process.

Email confirmation of booking not final confirmation

The system will send you an e-mail confirmation of the booking. Please note that this is not a final
confirmation of a successful booking. You must immediately check your contract (specific section) to
double check that your booking went through. It can happen that a booking actually failed (usually
because several are trying to book at the same time) but the system erroneously still sends out the email confirmation. If your Specific Section of the contract does not reflect the attempted booking, it did
unfortunately not go through and you must select a different room.
Contract
After you do a booking, the system will generate two contracts for you which are composed of 3
documents: a main accommodation contract (contains the general terms of the accommodation
contract), a main service contract (contains the general terms of our service contract) and the specific
contract section (contains the specific details of your housing and is a part of both your
accommodation and your service contract). The contracts can be found in your workflow under the
step Contract. You will not receive it via email. Make sure to read the contracts carefully. You have
three days from the moment you do a booking to complete the uploading of the signed contracts

- Download and print main contract for students

After you have confirmed and accepted your room, the next step is to download, print, sign and upload
your housing contracts. The contract on this step is the Accommodation contract. Print and then sign
the contract. To upload only the signature page is acceptable as the rest is on file in your Flow. You
are of course accepting the entire document.
- Download and print main service contract for students
Download the Service contract. Print it out and sign it. To upload only the signature page is acceptable
as the rest is on file in your Flow. You are of course accepting the entire document.

Updated November 10, 2014

- Print contract specific section

Click on the contract specific section to open it and click Print to print it. Sign it on the last page in a
visible spot there is no actual signature field. The whole specific section should be uploaded. Your
upload may not be accepted otherwise.
If your specific section states error or perhaps Sys colon Error instead of some of the room details,
please wait until the system has been re-booted (usually a couple of hours later 24 hours at the very
longest,) with printing the specific section. If the problem has not corrected itself within 24 hours on
working days, you are welcome to contact us about the error.

- Sign and upload contracts

Tick the contract status box and upload each of your scanned signed contracts (Accommodation
contract + Service contract + specific section). Remember to SAVE. If you have problems uploading
the files, it may be that your files have been saved in a format that makes them too large - and you
should try again in a different format.

NB! Make sure that your contracts are uploaded correctly. If the contracts are uploaded you will see
the uploaded files right below the Signed contract section.

When your booking and uploaded contracts have been approved, you will receive an e-mail confirming
this (note that the automated booking confirmation is not an approval in itself).

Updated November 10, 2014

Please note that reselecting your room/going over the step Room Availability and pressing SAVE will
remove your uploaded contract files and you will need to upload them again. The system regards it as
if you made a complete new booking, so if you do not upload signed contracts within the required 3
days; your booking may be cancelled even if it was previously approved. It is only possible to
get the room back if no one else has booked it in the meantime.
Specific and general residence handbook required reading
Once you know where you will be staying, you must make sure to be aware of the house rules,
cleaning responsibilities etc. Please find links to the relevant handbooks to the left under each housing
description. It is divided into one which is relevant for all and one specific to your housing, you must
read both. The UCPH Housing Foundation does not have a printing service, so we suggest that you
print them out before you leave for Denmark, as you should be aware of these rules from day 1.
Below you can see an example of the housing description page for the Signalhus kollegium (right
hand side).

It is also time to familiarize yourself more thoroughly with the pre-arrival information, plan key pick up
within opening hours etc. You will need to consider this information when you book your flight. Please
also refer to the detailed information here.
Payment
Provided that you have made your booking more than 14 days before the start rental day of the
contract, you must pay the first instalment (1 months rent + booking fee + deposit) within 14 days of
the initial booking.
If you have booked a room which is vacant from a day that falls within 14 days from the day you do the
booking, the time you have to make the payment is equally less i.e. you can never make the first
payment after your first rental day. The next instalment is due on your first rental day, so in cases of
bookings made shortly before the contract begins, both the first and second payment instalment will
be due shortly after. Please see further details of the payment plan here.
It is also stated in your contract specific section.

- Account status:
This section shows the balance totals and payment. Read the Account data carefully in order to see
the full amount you will have to pay to the Housing Foundation.
You can choose to pay the full amount for the entire rental period or you can choose to pay the
amounts as they become due. It is also possible to split a due amount into smaller payments.
However, please take care that the total amount due is paid on time. In addition, your very first
payment should never be less than the deposit (please refer to the deposit section).
It is our experience that students who only pay a self- calculated amount without referring to the
Amount Due soon field have often forgotten about the booking fee, inspection payment or the like.
You will then have paid a little too little and this often results in late payment reminder/fee and/or
banking fees which exceed the amount you are transferring. We therefore highly recommend that you
do not pay less than what is stated in the Amount due soon field

If you have paid the full amount in advance, the Total balance will have a 0 stated in it, while any
payments which are not due as yet (but paid in advance) will still appear in the balance due soon as
a positive amount (no minus in front). The below example if of a student who has paid everything
whereof the DKK 14992 is paid in advance. This person does not have to make any further payments.

Updated November 10, 2014

-Account Data
You can see what the various payments consist of as well as your future due dates by opening your
Account Data button in the Account Status step.
There is a number of non-payment postings which together make up your payment plan. Each has
stated a credit amount for anything credited to you or a debited amount which are the amounts you
need to pay during your stay. If you pull the bar down to the bottom, you see the payment postings
which are any payments we have received from you. The very last statement is your current
balance.
Please note that you must remember the various due dates in your Account Status yourself, it is not
the responsibility of the UCPH Housing foundation to remind you. Therefore, we recommend that you
put a warning in your electronic calendar and that you do not wait to pay until the last minute.
Since international payments can sometimes present unforeseen problems/delays in your bank for
instance, some cards do unexpectedly turn out to be blocked from making such transfers or have a
small transfer limit - we do recommend to allow time for banking difficulties, so that you will a chance
to contact your bank and complete the payment before the amount is overdue.

- Information about payment

To avoid a series of fees, the Housing Foundation advises you to pay online using a credit card.
A separate company called QuickPay provides the online payment option. They charge 1.4 % of the
payment for their services. This amount is automatically added to the amount you have selected to
pay to the UCPH Housing Foundation whenever you are using the online payment option. The amount
paid to Quickpay will not appear in your Account Status as it is not paid to the UCPH Housing
Foundation, it will only appear in your credit card statement.
Quickpay accepts international and Danish credit cards such as VISA and Mastercard but please
note that you cannot pay with debit cards.
By using this online payment option, you do not pay the UCPH Housing Foundation fee we charge for
receiving bank transfers as well as the manual return of a deposit.
Be sure to use a credit card for the initial payment with an expiration date later than 2 months after the
end of your contract. In this case, we can return your deposit faster than if we were returning it to a
bank account and you save the fee which we charge for returning the deposit by making a bank
transfer.
Note that you cannot later change the credit card information. If you for some reason do not want the
deposit returned to the card used for the initial payment, the return must be made via bank transfer
(which will entail an additional cost).
The deposit or other returns can only be returned to the credit card used for the initial payment if your
initial payment covers the equal costs as the amount to be returned, and if the credit card used is still
valid at the time when the deposit can be returned.
When you are ready to make a payment, refresh the previous Account status Step, go back to the
online payment step and tick Yes if you want to pay online.

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- Terms and conditions

Read terms and conditions carefully. Declare that you accept the terms and conditions by ticking the
box in the bottom of the page.

- Online payment
Confirm the payment amount and make your online payment by opening the Payment window
available. Note that you should always as a minimum pay the amount stated as due soon by the
system. If you manually calculate a lower amount than what is showed in Payment due soon, it is
likely that you have forgotten to take something into account (such as for instance the booking fee or
inspection fee) and you are likely to get a late payment fee.

Updated November 10, 2014

In case you receive an error, please see here a list of typical payment errors.
You can at any time go back to Account status to check that your payment has been registered and
what is due.
If you cannot pay via credit card, you can pay via bank transfer. Please look here for instructions.
Please remember to include both banks fees as well as the UCPH Housing Foundations fee for
reception of payments via bank transfer, or you will find that you have transferred less than the due
amount.
You cannot pay in cash to us. You can pay in cash to Danske Bank once you have arrived in
Denmark, but please note that the banks have a relatively low limit to how much you are allowed to
pay in cash at a time, so you may have to do the payment over several days. Please check with the

bank which fees you need to add to your payment. The UCPH Housing Foundations fee is the same
as when receiving a bank transfer.
At the end of your stay, your account with us will be settled. If you have made any excess payments,
they will be added to the deposit return (the deposit is subject to deductions as a result of inspection
etc.). Therefore, if you are in doubt about how much the banks charge to carry out a transfer, please
note that it is cheaper for you to transfer a little too much than a little too little even a small amount
missing from your payment will result in a late payment fee. You can read more about the deposit
here.
-Payment by third parties
You may have an agreement with someone to pay for you. As an example it could be your parents, or
it can be a scholarship provider, a home university, a programme at the University of Copenhagen etc.
Please note that this is not as such relevant for the UCPH Housing Foundation. Our contract is with
you. You must give this party access/information to pay for you and to do so within the payment
deadline(s). Any third party you may have an agreement with is not known to the UCPH Housing
Foundation and payments will never automatically be informed to or made by this party. It is up to you
to enable them to make the payment and in due time.
-Subsequent payments
A minus in the Account status field means that you owe us money.. If there is no minus in front of the
stated amount, it is a plus. Please note that you can only pay 15 days in advance. If your Account
status shows that you are currently due DKK 0 or have a plus in your Account Due Soon, your
payment Flow will be light grey, indicating that you cannot currently make a payment. Please wait until
the payment is due within15 days or less and the Step will once more be active.
Cancellation
If you want to cancel your booking, you have various options depending on when you did the booking
in relation to when the contract begins. The UCPH Housing Foundation strongly recommends that you
take great care to cancel within the cooling off period if at all possible, if not, you will have to accept
the cost of cancelling at later times in the process. Please also note that if you use this function, it is
instantly in effect, therefore, you should take great care not to do it by mistake. You may not be able to
change it back.
-Cancellation within 14 days of cooling off period
If it is less than 14 days since you did the booking and the contract has not yet started, you should use
the Cancellation of bookings Step. This is called the Cooling off period. Please read more here:

Updated November 10, 2014

You change the tick from No, I do not wish to cancel my bookings to Yes, I wish to cancel my
bookings and SAVE. The step becomes inactive when the cooling off period is over and it is no longer
possible to cancel without any financial consequences.

-Cancellation after 14 days but before the rental contract has begun
After the 14-day Cooling Off period, you can no longer just cancel your booking. You should e-mail the
UCPH Housing Foundation. You will be charged the booking fee and the early cancellation fee.
Please see the fees list here.

-Cancellation without having moved in up until 1 month after the first rental day
You should e-mail the UCPH Housing Foundation. You will be charged the booking fee, the inspection
fee, the withdrawal fee, plus 1 months rent. Please see the fees list here.
-Cancellation after move-in or more than 1 month after the first rental day
It is no longer possible to cancel the rental contract. Another student has to be found to take over your
contract. This is not necessarily possible. You should e-mail the UCPH Housing Foundation. You may
want to search your surrounding student body for an international University of Copenhagen student
who is eligible for housing and wants to take over your contract.
Move in, Keys and your room inspection
Report your move-in date
Please ignore this step. It is not currently functional. You can pick up keys during opening hours any
day after your rental contract has begun. Please see details here.
-Issue report
If the inspectors missed anything upon the last inspection, you are required to report it in your online
Flow within 7 days of your keys being handed out. Take care to do this within the deadline. The
function will cease to be active once the deadline is over.
You cannot later claim that something was unclean in your residence or that a damage was there
upon move-in if you did not report it within the initial 7 days. If you choose not report in the online
Flow, you accept responsibility.
As an example: you cannot fail to report that something was unclean upon move-in and then leave the
room dirty with reference to that there was also a problem upon move-in. You are required to report it
with documentation - and then we will send the cleaners back to do the job better. In case you chose
to do the cleaning yourself, we cannot make refunds for a job done. The UCPH Housing Foundation
will send the cleaning company to take care of any remaining issues.

Updated November 10, 2014

Please describe any issues in the designated field and take pictures of them. You can upload two
single documents/pictures. If you need to upload more than two pictures, please copy them into a
document and upload them, so there is documentation for all issues. Remember to press SAVE. You
should make sure to report all issues at once it is a one-time step.
Our inspectors will then evaluate the issue and see to that it is solved or explain how you yourself
handle the issue in question. You can read the response from the inspector in your online Flow.
Please note that missing smaller items such as kitchen equipment or showerhead replacements are
picked up at our office, they are not delivered (you can just come directly to the office).
Extension
If you are already admitted for two semesters but selected to book for 1 semester to begin with, you
can extend your rental period by going back to the step Rental period configuration and change your
search period back to two semesters.

You un-tick 1 semester and select 2 semesters instead.

You then use the left hand menu to go confirm the following steps again. Click on each sub step and
press SAVE.
You select your room in the new period under Room Availability, SAVE. Confirm your acceptance
under Room Acceptance and press NEXT. Please check that your new contract specific section
reflects your extension. You then upload the updated contracts within 3 days as you did before.
If you were not admitted for two semesters from the beginning, you must first e-mail us documentation
of your extended admittance to the University of Copenhagen. We will then change your admittance
status and you will then be able to do as described above.
In some cases, it may be necessary to refresh your Flow to get it to recognise that you are active for
an extra semester. You do so by going through every step in your Flow from the very top and pressing

Updated November 10, 2014

SAVE and NEXT (or SAVE and left hand menu if the system jumps to later steps too early). If so,
you must usually change the search period back to 1 semester after refreshing the Flow in order to get
the correct rental period. Please note that if you do not, it is not to be taken as an approval from the
UCPH Housing Foundation that you can rent for 1.5 years instead of the normal 1 year maximum of
service.

Also note that you will always use the same identity/link throughout your stay. If you are on e-mail lists
for the new arrivals from the University of Copenhagen and therefore receiving e-mails about receiving
a new link for the next semester, you should ignore these.
Offer to shorten
The Shortening of contract function is a system which allows you to offer your room up to another
student who is taking the pre-semester Danish Language course which is from 1 January or 1 August
respectively. A very limited number of students will also come to a summer course from 1 July and
some of them may be interested in a short term contract for the duration of their course. You are
welcome to offer the final period of your contract to these students these are the end dates you can
offer to shorten your contract to:
30 June
31 July
31 August
Remember that you must move out 4-days before the offered end date.
Please note that it is only an offer and if no other student is interested in booking your room in the
shortened period, it will not be possible for you to shorten your contract. You will need to keep your
contractual obligations and keep paying rent for the whole period even if you decide to move out
earlier.
Note that if another student accepts the offer, it is binding to both you and the person accepting. If you
change your mind and want to stay, and no one has booked the room, you may be able to withdraw
the offer. You must e-mail the UCPH Housing Foundation. Your offer is not withdrawn until the UCPH
Housing Foundation has confirmed it to you.
You will usually know if someone has accepted your offer by medio November/medio December for
offers from 1 January and in medio June/medio July for offers from 1 July or 1 August. The UCPH
Housing Foundation is not able to inform you of a result at an earlier time as it is dependent
on/coincides with the next semester bookings.
You must keep up your payment plan, you cannot refrain from paying rent in the expectation of
someone accepting your offer. Again, please remember that any excess rent payment is returned and
is never wasted.

-specification of shortening offer

You un-tick You do not want to shorten your rental agreement and change it to You wish to offer to
shorten your rental agreement thus making it possible for another tenant to take over your
accommodation before your original end allocation date. Press SAVE.

-Shortening date
You enter the offer date under offered end date. Technically, you can enter any date ending on the
14th or the 30/31st of a month but the only dates you can actually offer your room up for are the
above stated three possibilities.
Please do refrain from stating anything else; it just creates work for the UCPH Housing Foundation of
informing you that the offer is immediately declined via this function. If you want to shorten your

Updated November 10, 2014

contract for instance to a date in the middle of the semester, you must refer to the information under
the Cancellation section.
State your offered end date and press SAVE. Students in the coming semester will now be able to
select your room from this offered date. If no one accepts your offer in the initial booking week, the
UCPH Housing Foundation will change the last rental date back to standard dates without further
notice.

Move out
Please make sure to carefully read the departure information on our website well in advance of your
departure. Remember to take the key return into your departure plans. The keys must be returned on
the last day of your stay without delay.
Moreover, do not let yourself be taken by surprise by how long it actually takes to do a proper
departure cleaning. It is usually a process you begin at least a week before.
-survey
First you fill in your overall overall satisfaction with the residence by a number. Then please comment
on why you have stated this number and if you would recommend this residence to others. We thank
you to both state what you liked about the housing and if there was anything you disliked.
Then you state your satisfaction with this system. By that is meant the online Flow where you do all
your booking, payments etc.
The UCPH Housing Foundation actively uses your response to make improvements, such as finding
out which residences to give notice to, which ones to work to get more of, which types of sharing
works best, which parts of the online Flow work well and which may need clarification. Therefore, we
rely on that everyone takes the short time needed to fill in this survey.

-move out and return of keys

Please ignore the confirm your move-out date step, the function is not currently active and is not
used.
The online return of keys is for the UCPH Housing Foundations use only.
You must hand back what you were given (such as keys, laundry card, access chips) to the
designated location on your move-out day at the latest. You can read more here.
Anyone (a friend, roommate, or other contact person you trust) can return your keys on your behalf,
please just make sure that they do not delay in returning them. They must be in the UCPH Housing
Foundations possession just as quickly as if you handed them in yourself.
Inspection
The UCPH Housing Foundation inspectors will inspect your room within 4 days of your last official
rental day and register the result of the inspection in your online Flow. The registration itself may take
longer. The registration is subject to corrections until 1 month after your last rental day. The result and
thereby any potential deductions will be documented by pictures or video.
Please be forewarned that cleaning and repairs done by a professional is expensive in Denmark. Per
October 2014 the cost is DKK 440 per hour (subject to changes). The UCPH Housing Foundation
therefore strongly recommends that you take great care to be very thorough when doing your
departure preparation, so that your room and common facilities will not need extra attention or
cleaning and there is no need for deductions to your deposit.
However, if you choose not to, then you will have effectively chosen to have professionals do the work
for you. Also note that if something is broken, you pay not only for the item itself but also a
professional to go procure / repair the item for you. Therefore, we strongly recommend that items
which are easily replaced (such as kitchen equipment) are replaced by you prior to inspection. Missing
items will be replaced without question, for instance, the inspectors do not go pick up a chair you left in
the common area.

Updated November 10, 2014

-returning your deposit

The deposit is subject to deductions as a result of the inspection, unreturned or lost keys, missing rent,
or any other damages caused during your stay. Any remainder will be returned to you.
The deposit/remainder thereof is normally returned with 8 weeks of your last rental day provided that
you have provided all the relevant information for us to make the transfer.
If you paid your first payment by credit card, the amount paid was equal to the deposit or more, and
the credit card is valid, the option to have your deposit returned to this card will be active. If you want
this, you tick off yes and SAVE.

If you do not wish to have the amount returned to the credit card or if it is not possible, a step for
submitting in your bank account details will appear. Please take great care to state the correct details.

The UCPH Housing Foundation hopes that you will have a pleasant stay while you are in
Copenhagen.
The Housing officers are:
Charlotte Simonsen, Director of Housing
Marianne Himann, Housing Coordinator
Eva Louise Petersen, Housing Coordinator
Julie Rosenkilde Hannibal, Housing Coordinator
Katrine-Sofie Schlie Russell, Finance & Accounts Manager
Charlotte Larsen, Finance & Accounts
Helene Bak, Housing Assistant

The UCPH Housing Foundation

Grundtvigsvej 14A, Ground right/ Stuen tv.
DK-1864 Frederiksberg C
Tel: +45 3533 2078
E-mail: contact@housingfoundation.ku.dk
Website: http://housingfoundation.ku.dk/

Updated November 10, 2014