Instruction for international students of Stenden University

PLEASE READ THESE INSTRUCTIONS CAREFULLY. Registering correctly is your own responsibility. If your registration is not correct, you will NOT be able to reserve accommodation. Also read the “Terms and Conditions STUDENTS” on our website carefully to be informed about the rules and regulations.

1. General Information
1.1 Correspondence
The Short Stay Solutions online housing system will send automatically generated e-mails (like the accommodation confirmation e-mail) to you from noreply@sshxl.nl. Make sure this e-mail address is accepted by your e-mail provider as safe e-mail so that our e-mails will not end up in your spam box!

1.2 If you are currently renting or have previously rented from Short Stay Solutions
If you already registered in the past and have lived, or currently live in a Short Stay Solutions accommodation, you do not need to register again. You can use your original user name and password to log in and add a new rental period. If you have any questions, do not hesitate to contact us!

1.3 Explanation of important terms
• Rental Period
This the period during which student and lessor have agreed to rent (out) accommodation.
The rental periods for Stenden University students are always fixed periods. You should not register for any other period than the ones mentioned under paragraph 2 "Registration" (desired rental period). The first day of your rental period is always the 1st day of the month. The last day of your rental period is always the last day of the month, even if you arrive some days later, or leave some days earlier. Note that you must enter one of the fixed rental periods, otherwise your application will not be approved and you will not be able to reserve accommodation.

• Gender
Apartments with 3 rooms or fewer are same-gender apartments. The first person to reserve a room determines whether the apartment has only male or only female tenants. Apartments with 4 rooms and more have at least two people of the same gender

• Number of applicants
You should always register as a single (1) applicant. Even if you are accompanied by a friend, partner and/or children, you cannot register them as secondary applicants, because the students accommodations reserved for international University students are not suitable for (married) couples or families. Therefore, you should always enter the number of applicants: 1. If you are a student and want to rent an apartment for you and your partner and/or family, you can apply for the so-called Direct Offer (please note that different terms and conditions apply to the Direct Offer).

2. Registration
Info After being admitted to Stenden you will receive information from them regarding housing.
What to do Register on-line at www.sshxl.nl/shortstay. For detailed information on how to register, see below.
Period Check with Stenden
Status For approval
Correspondence You will immediately receive an automatically generated e-mail to confirm your application. In this mail you also receive a user name and password.
What to do next Wait for the contact person of Stenden to approve your application.
 
Detailed info Registration:
First you will have to register on our website. By clicking “Register” on top of the home page. The orange boxes are obligatory.
• Enter your personal information.
• When your nationality is not in the list, enter “not in this list”.
• Enter an account name (you should make one up yourself). -> Click on "Next"

On the next page you will have to enter
• Your address and a valid e-mail address.
• Address: first enter your country, then enter your home address. If your country is not in the list, select “not in this list”, then enter your address.
• Please also enter your (mobile) phone number.
• In the box Home University, enter the name of the department or the name of the programme at Stenden University that you are enrolling in -> Click on "Next"

Now you are asked to enter
• Secondary Applicants
Do not enter a secondary applicant (see 1.2)
-> Click on "Next" (without entering any secondary applicants!)

• Desired rental period
Note that the rental periods for Stenden students are always fixed periods. Check your terms and conditions for the exact dates!

Note that even though the system will allow you to enter different dates than the fixed rental period, your application will NOT be approved by your faculty if you do not comply with the dates mentioned above!

IMPORTANT !
When you get to the option
• I’m searching for housing via ...
Tick the box: company/university (do not tick the box ‘housing corporation’!)
>> This is very important! Only when you tick this box, you can search for accommodation that is reserved by Stenden University. If you tick the box ‘housing corporation’ you will be redirected to our ‘Direct Offer’ and you will not get access to the reserved University accommodation offerings!
• Select Stenden University 
• Select your faculty. If you register with the wrong Faculty, your registration will not be approved and you will not be able to reserve accommodation!

-> Click on "Save"

Once you have saved your registration, Short Stay will send you confirmation of your registration via e-mail. With this e-mail, you will also receive confirmation of your account name as well as a password.

3. Authorisation
Your contact person has to authorise (approve) your application. When your contact person has approved it, you will receive an e-mail that informs you that you can start looking for a room in our online housing database.

Option 1: You have been approved
Status Approved
Period Check with your university
Correspondence If you have been approved, you will receive a confirmation mail.
What to do next? You can start searching. Log in to start your search.

Option 2: You have not been approved
Status Not approved
Period As soon as possible after your registration.
Correspondence You will receive an e-mail with the reason. The most common reason for not approving is:
- you did not enter a valid fixed rental period
- you did not enter the correct school/university
What to do? Log in and adapt your registration according to the information in the mail. Your registration is again being sent to your department for authorization.

Option 3: Your registration is not treated
Status For approval
Info In some cases your registration remains untreated. This could happen if your registration is not correct, for instance when you have entered an invalid e-mail address, if you register with the wrong educational institution, with the wrong Faculty or if you register as a Staff member.
Correspondence In these cases you may not be notified: you do not receive an e-mail in which your registration is approved or rejected.
What to do? If you do not receive an email in which your registration is approved or rejected you should check if you have registered correctly, and if so, contact the Faculty at Stenden University where you will be studying to enquire about your case.

4. Searching
Info With your account name and password you can search for accommodation.
What to do ? LOG IN and start searching! Detailed info: see below.
Status Pending
Period We advise you to make a reservation as soon as possible after you have been authorized. The sooner you log in the more choice you have!
Correspondence After making the reservation, you will immediately receive an automatically generated mail with confirmation of your request.
What to do next? Wait for Short Stay to approve your request

Log in
Log in with your account name and password. You will now see
Edit your registration
Offer by University [rental period]

Check for available accommodation
Click on Offer by University, then go to the bottom of the page. Here you see your Rental Period. To see the available accommodation click on Company/ University.

Terms and Conditions
You can already read the terms & conditions on the website under 'Guests Stenden'. You will have to agree with the terms & conditions, by ticking the box. Read them carefully! Then click on 'Proceed'.

Search for Housing
Click on 'Search' to see all available accommodation. You can enter your preferences (address/ price category) if you want to narrow your search. You have now access to the available accommodation. When you have made your choice click on 'reserve'.

Search Result
The information is showed to you in this order: Apartment -> Room -> Building.

Apartment
First you see a list of apartments. Click on an address to see information about the apartment. Under 'Accommodations' you will see the available rooms.

Rooms
Click on a room for details about the room. Then under Details you can click on the name of the complex for more info on the area and the premises.

Building
Here you find detailed information about the building, living area and facilities. For example: click on (470) Kanaalstraat. to read more info about the building Kanaalstraat.

5. Changes
To edit your personal information, or the period for which you are looking for accommodation, log on to your account. Go to "Edit registration". Click on the rental period, then click on "Edit".
On this page you can edit your personal data. On this page you can also change the rental period. If you change your rental period, your department has to approve your application again.

6. Confirmation
Info Short Stay will check the data for availability.
Correspondence Within 10 working days you will receive a preliminary confirmation of the reservation with a request to pay the last two months of your stay. This payment is non-refundable and necessary to finalize your reservation. (The first month of your stay needs to paid upon arrival.)
What to do Transfer the down payment. We advise you to pay as soon as possible. The down payment has to be transferred to our account within 2 weeks. After we have received the amount, your reservation is definite.
Status Definite
Period Within 10 working days of receiving the preliminary confirmation.

BIC code: INGBNL2A
IBAN code: NL84INGB0003170505
Bank account number: 3170505
Short Stay Solutions Utrecht

Address Bank:
ING Bank
P.O. Box 1800
1000 BV Amsterdam
The Netherlands

Clearly state your last name and the address we reserved for you with the transfer!


7. Definite reservation
Info Once we receive your payment, your reservation is definite.
Period Within 10 days of receiving your payment.
Correspondence We will send you a confirmation that your payment has been received and that your reservation is definite.

8. Cancellation
If we do not receive your payment in time, your reservation is cancelled without prior notice.

9. Questions?
If you have any questions, do not hesitate to contact us via info@sshxl.nl or
phone +31 (0)30 25 25 725.