How to find a room through Short Stay

Instruction for students of Van Hall Larenstein

1. General Information
1.1 Correspondence
Automatically generated e-mails (like the accommodation confirmation mail) will be sent from noreply@sshxl.nl. Make sure this e-mail address is accepted by your e-mail provider as safe mail and that it does not end up in your spam box!

1.2 Explanation of the terms

• Rental Period
  The rental period are fixed periods. Check your Terms & Conditions for the exact dates.
  You will have to enter one of the fixed rental periods, otherwise your application will not be approved.
• 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
  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  students in Leeuwarden are not suitable for (married) couples or families.

If you would like to live with a friend or fellow student who is also a registered international guest student, it is possible for both of you to indicate your preference for a shared room, or for rooms in the same apartment, if available, when reserving accommodation. You will both have to be registered separately in order to do so. It is not guaranteed, however, that the requested accommodation will be assigned to you. Please take into account that all shared rooms as well as apartments with 3 rooms or less, are so-called “same gender” apartments. Apartments with 4 rooms or more are mostly mixed-gender apartments.

2. Registration

Info	After being admitted to your educational institution in Leeuwarden you will receive information from them regarding housing.
What to do	Register on-line. Enter the required information. For detailed information on how to register, see below.
Period	Check with your university.
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 your department to approve your application.

Detailed info Registration:
The yellow boxes are obligatory.

• Enter your personal information.
• When your nationality is not in the list, enter “not in the list”.
• Enter an account name.
  Click on NEXT

On the next page you will have to enter

• Your address and a valid e-mail address.
• When your home address is NOT in The Netherlands, first enter your country, then enter your home address. If your country is not in the list, enter “unknown”, then enter your address.
• Please also enter your (mobile) phone number.
  Click on NEXT
• Secondary Applicants
  Do not enter a secondary applicant! (see 1.2)
• Desired rental period
  The rental periods are fixed periods. (see 1.2)
  
  It is technically possible to enter other dates than the fixed dates, but then your application will NOT be approved by your university!

IMPORTANT

• 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 for you by your educational institution. If you tick the box 'housing corporation' you will be redirected to our 'direct offer'. Different terms & conditions apply.
• enter your educational institution (Van Hall Larenstein, or NHL University, or Stenden University)
• enter your department (“International Office”) .

We will send a confirmation of your registration via e-mail. With this mail you also receive your account name and password.

3. Authorization

Info

When you have registered, your application is automatically sent to the contact person of your university in Leeuwarden. Your contact person has to check your registration and check if you have been approved to the school / university of your choice. If that is confirmed the contact person will then approve your registration.

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 via this website.

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 University 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 your university to enquire about your case.

4. Searching

Info	With your account name and password you can search for accommodation.
What to do	Search on-line. 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 of Van Hall'. 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 your registration.
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 first payment. We advise you to pay as soon as possible. The first payment has to be transferred to our account within 2 weeks. After we have received the amount, your reservation is definite. 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!
Status	Definite
Period	Within 10 working days of receiving the preliminary confirmation.

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.