PRACTICAL INFORMATION

It is not legal to use rental possibilities as airbnb, homeexchange, homeswap etc. in student accommodations.

Acording to the law for student accommodations it is only individuals who fulfil the criteria for these specific housing types who may live in these residence. This includes that the resident must be in education. In addition, you must not use the residence for reasons other than those agreed. This, amongst other things, means that you must not earn money on your accommdation. 

If you would like to sublet your accommodation for at period, the sub-letter must be in education, Kollegiekontoret must approve the subletting conditions, and all other conditions for subletting must be met. 

If a residence is illegally rented out, the lease will be terminated.

 

 

 

You can enter into an agreement with Bolignet-Aarhus about delivery of TV packages. 

Please note that even if you choose not to buy any TV-packages, you are obliged to pay for the operation and maintenance of the aerial facility. 

You are obliged to help clean the common areas. Please see the cleaning plan in this Information Folder or on a common notice board in the hall of residence.

Dialogue is always better than conflict, but if a conflict is impossible to solve, you have the opportunity to complain. Your complaint must be in writing and only exceptionally concern incidences more than two weeks old. The complaint must be sent to the Residents' Council (at Skjoldhøjkollegiet: the Complaint Council). Complaints regarding violation of the house rules are treated by the Residents' Council/Complaint Council in closed meetings in absolute discretion. 

If you want to file a complaint against a fellow resident, you must make a written complaint outlining whom the complaint is made against, what the complaint is about and when the reason for the complaint took place. The complaint can only be anonymously in exceptional cases. 

The person the complaint is being made against must have the chance to present his/her opinion on the matter. The Residents' council/Complaint Council makes a decision of whether to make a written warning to the resident in question. 

If there are repeated written warnings regarding the same violation of the house rule, the violating resident's lease will be cancelled (with 3 months notice) or terminated (with short notice). 

If your hall of residence has set up a procedure for handling complaints, you can finde it here in the information folder. 

If your complaint has been treated by the residence council/complaint council and you are not satisfied with the outcome, you can address the board of the hall of residence.

In cases of disagreements between the resident and the lessor in cases such as the examples listed below, the case can be brought to the municipality's complaint board (huslejenævnet)

- the amount of rent, incl. regulation of rent
- the condition of the residence when moving in and out
- water and heating accounts
- the residents' responsibility when moving out. 

Find further information regarding municipality's complaint board on: www.aarhuskommune.dk (only available in Danish). 

According to the fire preventive regulations, entrances, corridors, balconies, stairs and emergency exits must be cleared of all objects (bookcases, mattresses, clothes horses etc.).

Once a year, the fire authorities conduct an inspection of the fire prevention without notice to check that the fire regulations are observed. They make protests and sometimes impose fines if the corridor areas etc. are not cleared. The caretaker may also remove objects in the corridors etc. without notice.

Please also make sure that escape routes on e.g. parking lots are kept free of cars, bicycles, prams etc.

 

 

If the electric bell system in your room does not work anymore please contact the caretaker.

At Tandlægekollegiet, it is not possible to borrow furniture, but at the other halls of residence the following can be borrowed:

Skjoldoldhøjkollegiet and Ravnsbjerg Kollegiet: Box mattress (when borrowing the box mattress purchase of the matching mattress topper is obligatory), desk, office chair, chest of drawers, architect lamp, coffee table, bookshelf and armchair.

Vilh. Kiers Kollegium: Box Mattress (when borrowing the box mattress purchase of the matching mattress topper is obligatory), desk, office chair, chest of drawers, architect lamp, coffee table and bookshelf.

Kollegiekontoret has effected a householders' comprehensive insurance and an insurance of buildings for the hall of residence.

The householders’ comprehensive insurance covers washbasins, toilets, door- and windowpanes. The insurance of buildings covers buildings and the fixed installations in case of fire, storm, cloudburst, pipe burst etc.

None of the insurances of Kollegiekontoret covers your personal belongings (PC, TV, stereo etc.), so you must take out your own house contents insurance, which does not have to cover damages of door- and windowpanes plus sanitary. Make sure that it covers rehousing, in case you have to vacate your residence for a period due to e.g. water damage.

We will also encourage you to take out an accident insurance.

Please note that no insurance covers burglary in case of unlocked doors. Therefore, always remember to lock the doors of e.g.. lumber rooms, laundry and bike room.

It is permitted to mount your own dishwasher and/or washing machine in your residence, if the electrical, water and drain installations of the hall of residence allow it.

A permission from Kollegiekontoret is required before installation of a dishwater/washing machine.

An application can be requested from the house inspector of the hall of residence at Kollegiekontoret.

You have the possibility to move internally in your hall of residence. There can be different reason for you wishing to use this opportunity. For instance if you wish to

- move to another room
- move from a room to a flat
- move into a flat with another resident from your hall of residence
- move into a larger flat because you are expecting a child 

Applicants for an internal move have first claim to an available room/flat in the hall of residence they are living in. Internal moving can only take place in the hall of residence you are living in. If you wish to move to another hall of residence, you have to apply on ungdomaboligAarhus.dk Subtenants cannot apply for an internal moving, you can neither apply for internal moving if you have given notice of termination. 

If you want to apply for internal moving, you can fill in this form or simply send a letter or write a mail to Kollegiekontoret stating:

  1. your name and address
  2. where to in the hall of residence you wish to move, e.g. a certain residence type, a specific corridor or floor

If you decline an offer, your application for an internal move will be deleted. 

NB You may be offered an internal move before the expiry of the term of notice on you present residence. Therefore, you may have to pay rent for two residences in a period of time. The deposit/advance payment for your present residence will not be returned until 2 weeks after the expiry of the tenancy. So if you apply for an internal move, you must make sure to have money ready for the first month’s rent as well as deposit/advanced payment for your new residence.

You have connection to the internet. If you experience problems with your connection, your ethernet card may be at fault. Please contact the network responsible for help.

It is Bolignet-Aarhus who provides the hall of residence with its internet connection. Please, do yourself the favour in typing their number in your phone already now. If you need it, you may not be able to see it here.

Bolignet-Aarhus support department:  82 50 50 50 (Mo-Fr 10-19, Sa 12-15) 
 
You can also print out the manuals (only Danish version) found on mit.bolignet-aarhus.dk regarding setting up of Internet connection, email and phone account.

NB In the menu option "Mine Sider" you can upgrade the speed of your internet connection yourself.

In case you lose the key to your room or flat, please contact your caretaker during normal working hours, so that he can lock you in.

Outside normal working hours please observe the following guidelines:

Ravnsbjerg, Vilh. Kiers Kollegium and Tandlægekollegiet: After normal working hours please contact a locksmith. You must pay the expenses yourself.

Skjoldhøjkollegiet: If you forget or loose your key outside normal working hours the caretaker can lock you in upon payment of a fee. (This only applies if a caretaker is on duty) The caretaker will NOT lock you in after midnight. 

It goes for all the hall of residences that if you lose your keys, you must pay for the expenses of converting the lock. So take care of your keys and keep an extra key at your neighbour’s.

At Tandlægekollegiet, Vilh. Kiers Kollegium and Skjoldhøjkollegiet you were given a laundry card when you moved in. The card registers every time you wash or tumble dry, and the expenses are added to your rent.

At Ravnsbjerg Kollegiet the laundry expenses are included in the rent.

At Skjoldhøjkollegiet every tenancy has its own lumber room to store small things.

At Ravnsbjerg Kollegiet and Vilh. Kiers Kollegium you share a lumber room with other tenants. Every tenancy has its own shelf space to store small things.

At Tandlægekollegiet there are no lumber rooms.

 

 

You must use our termination form, if you want to terminate your lease. You must terminate your lease at least 6 weeks before you wish to move out, and you can give notice to the 1st or 15th in a month. You can find the correct terms of notice on the termination form. If you live with someone else he/she also has to sign the termination.

State when you want your residence to be sub-leased. If your residence is subleased before the timely termination date, you must of course only pay rent until the date of the subleasing.  

SkjoldhøjkollegietRavnsbjerg Kollegiet and Tandlægekollegiet: You must move out no later than 7 working days before the wanted subleasing date also even though your residence has not been subleased.

Vilh. Kiers Kollegium: You must move out no later than 14 days before the wanted subleasing date even though your residence has not been subleased. 

The residence must be cleaned and cleared and your keys must be dropped off at the caretaker’s no later than 9 am on the moving out day. From when you have terminated your lease and until you are moving out, you are still obliged to clean the common areas.

The caretaker will carry out a room inspection. If you want to be present, you must arrange a date with him no later than 3 days before moving out.

Pets are not allowed at Ravnsbjerg Kollegiet, Vilh. Kiers Kollegium and Tandlægekollegiet 

At Skjoldhøjkollegiet all kind of animals are allowed. Dogs are to be registered at the caretaker’s office. 

The rent must be paid on the 1st working day of each month at the latest. If you pay later than that, a fee of DKK 279 (2017 standard) will be included in next month’s rent. You may choose between the following three methods of payment:

1.        Nets (payment service). We recommend that you use this method of payment, as it is the cheapest and easiest for all parties. Nets is free and can be discontinued at any time. You can join the service on the paying-in slip you receive after moving in. If you still receive paying-in slips after having joined PBS, the reason is either that the arrangement has not been effectuated or that a mistake has occurred. Please contact your bank to have this corrected.

2.        Payment via paying-in slip by home-banking or in the bank. This method of payment costs you a fee every month.

If you do not receive a monthly paying-in slip or if the slip is lost, it is your responsibility to make sure that the rent is paid on time. You can pay to Kollegiekontoret’s giro account no. 913 0187. Please remember to state your name and your hall of residence address or your “lejemålsnr.” 

3.        By home banking to reg.no. 3627 and account no. 0009130187. Please remember to state your name and your hall of residence address or your “lejemålsnr.” 

4.       If you pay from abroad please use IBAN: DK39 3000 0009 130187 and Swift/bic code: DABADKKK. (Danske Bank, Kannikegade 4 – 6, 8000 Aarhus C) Please note that all costs concerning payment from abroad are to be paid by you.

No respite of payment
It is not possible to apply for respite of payment. The rent has to be paid on time.

If rent is not paid 
If you do not pay rent, we will first send a reminder with fee. Then the case is handed over for collection and your lease will be terminated. It will cost you around DKK 1.800 to cover the expenses of lawyer and bailiff.

Rent increase
If rent is increased, it usually happens August 1 and it will be notified 3 months ahead, i.e. usually before May 1. Kollegiekontoret informs Nets and the housing subsidy office about the increase.

 

 

You have moved into an independent hall of residence. This means, among other things, that you are part of a resident democracy and can play a role in ensuring that your hall of residence is an exciting and well-functioning place.

For instance, at least once a year, a resident meeting is held for all the tenants of the hall of residence. At this meeting, the tenants elect a number of residents' council members. All residents' council members have to be tenants in the hall of residence.

The residents' council can e.g. propose changes, works and common arrangements in the hall of residence. Furthermore, the residents' council must ensure good peace and order and treat the cases, in case of complaints from tenants about fellow tenants. The residents' council is bound to observe professional secrecy regarding confidential circumstances.

Besides the residents' council, the hall of residence also has a Board who is responsible for the executive management. The other two thirds are partly nominated by the city's educational institutions and partly by the municipality. 

We encourage you to take part in the resident meetings and make your influence felt!

Read more about resident democracy

At least once a year, Kollegiekontoret sends out a study check to ensure that the conditions regarding living in the hall of residence are met. If you do not return the study check in time or if you are no longer a student or trainee, we will terminate you lease with a three months’ notice.

NB You are allowed to stay in your residence three months after finishing your education.

If you are going on exchange, in traineeship or other which means that you have to move away temporarily, you can sublet your residence up to two years. You are responsible for finding a person (subtenant) to sublet your residence to. The subtenant must be under education. Kollegiekontoret must approve the subletting contract before the subtenant is allowed to move in.  

You can find the subletting rules and the subletting document on this website.

You are allowed to carry on a trade from your residence, but it must not cause any inconvenience whatsoever to any of your fellow residents. The trade must not be connected with displaying of signs, stock-in-trade or personal application at your address.

Your waste much be sorted. SEE HOW

Make sure that the skips are not overloaded. Overloading results in the hall of residence having to pay for extra skips which consequently will lead to an increased rent.

Read more about the waste sorting system.

Your caretaker can inform you about the rules regarding bulky waste in the area in which your hall of residence is situated. Put out the bulky waste on the collection spot the day the waste is collected (not some days before or after). Remember, it is your responsibility (and not the caretaker’s) to make sure that the bulky waste is actually collected. 

THE DOCUMENTS OF THE HALL OF RESIDENCE

HOUSE RULES ETC.
These are the regulations you are obliged to follow when you live in Vilh. Kiers Kollegium

MAINTENANCE REGULATIONS 
Here you can find information on how you are obliged to maintain your accomodation at Vilh. Kiers Kollegium

GUIDELINES TO THE MAINTENANCE REGULATIONS
Here you can find information about how you are obliged to clean and maintain your tenancy

GUIDELINES FOR THE FILLING IN OF THE LIST OF DEFECTS 
Guidelines to fill in the list of defects which you receive a link to in connection with your moving in