How to find a room through SSH Short Stay

Instruction for guests of the Utrecht School of the Arts

The Utrecht School of the Arts has reserved rooms for their international exchange and master students. If you have been approved by your faculty you can register on our website.

1. General Information
1.1 Correspondence
The Short Stay 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 SSH Short Stay
If you already registered in the past and have lived, or currently live in a Short Stay 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, contact us via info@sshxl.nl

1.3 Explanation of the terms

Rental Period
The rental periods for Utrecht School of the Arts students are always fixed periods. 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.

The fixed rent periods exchange students can apply for are:
Semester I (4 months): 1 September - 31 December
Semester II (5 months): 1 February - 30 June
Full year (10 months): 1 September - 30 June

The fixed rent periods master students can apply for are:
Full year short (10 months): 1 September – 30 June
Full year (12 months): 1 September - 31 August

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. 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
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 accommodation reserved for international Utrecht School of the Arts 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).

If you would like to live with a friend or fellow student who is also a registered international guest student of Utrecht Shool of the Arts, 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 (see above under "Gender").

2. Register
First you will have to register. The orange boxes are obligatory.

• Enter your personal information.
• Enter an account name (log on 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. Please also enter your (mobile) phone number.
  Click on NEXT

On the next page you'll see

• Secondary Applicants
  Do not enter a secondary applicant (see above).
  Click on NEXT
  
• Desired rental period
  The fixed rent periods exchange students can apply for are:
  Semester I (4 months): 1 September - 31 December
  Semester II (5 months): 1 February - 30 June
  Full year (10 months): 1 September - 30 June
  
  The fixed rent periods master students can apply for are:
  Full year short (10 months): 1 September – 30 June
  Full year (12 months): 1 September - 31 August

It is technically possible to enter other dates than the above, but then your application will NOT be approved by the Utrecht School of the Arts!

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 Utrecht School of the Arts. If you tick the box 'housing corporation' you will be redirected to our 'direct offer'. Different terms & conditions apply. enter Utrecht School of the Arts enter "Student Service Centre".

• Income above boundary: select 'yes' if your personal income is above the boundary stated in the 'info'. Select 'no' if you income is below this boundary.

-> Click on "Finish"

Your registration is now completed. SSH Short Stay will e-mail you the confirmation of your registration. With this e-mail, you will also receive confirmation of your account name and your password.

3. Approval
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.  If you have not been approved you will receive an e-mail with the reason. You then log in, go to "edit registration" and adjust your registration. Your application is again sent to your faculty.

IMPORTANT If your registration is not correct, it will NOT be approved and you will NOT be able to access the housing database to reserve accommodation. If you do not receive an e-mail to inform you that your registration has been approved or rejected, your application might not be correct. Therefore make sure to check if you have entered all information correctly:   •  Did you spell your name correctly? •  Did you enter a valid e-mail address?  •  Did you enter the correct rental period? •  Did you tick the box “I am looking for housing offered by company/university” ? •  Did you register with Utrecht School of the Arts? •  Did you enter Student Service Centre? Etc.

4. Log in
Fill in the username and password to log in to your account.

5. Check for available accommodation
To access the housing database click on “Offer by University”.

6. Terms and Conditions
Before you can see the available accommodations you will have to agree with the Terms & Conditions. Please read the Terms & Conditions carefully before you tick the box “I agree with the Terms & Conditions”. 
-> Then click on “Proceed”.

IMPORTANT You should read the Terms & Conditions carefully! If you agree on them and rent accommodation from the Utrecht School of the Arts reserved offerings, you are committed to these Terms & Conditions. If you do not agree with the Terms & Conditions, you should not engage a rental agreement with Short Stay under the Terms & Conditions of the Utrecht School of the Arts.

7. 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.

8. Search Result
The information is showed to you in this order: Apartment -> Room -> Building.
First you see a list of apartments. Click on an address to see information about the room. Then go to “Complex” (under Details). Here you find detailed information about the building, living area and facilities.

9. Add changes or edit your registration
To edit your registration, log in to access your personal account. Click on “Edit Registration”. Click on the rental period, then you can click on "Edit". On your personal account page you can edit your personal information, rental period, etc.
Make sure to save the changes. Note that if you change your rental period or register with another Faculty after your registration has been approved, your registration will go back to the status For Approval and you will not be able to access the housing databases until it is approved again by the contact person of Utrecht School of the Arts. 

10. Reserve a room
Log in with your account name and password. You will have to agree with the terms & conditions, by ticking the box. You have now access to the accommodation database. When you have made your choice of accommodation click on ‘reserve’. After making the reservation, you will immediately receive an automatically generated e-mail with confirmation of your request.  SSH Short Stay will check your accommodation request for availability.

Within 10 working days you will receive a preliminary confirmation of the reservation with a request to pay your first and last month’s rent and the reservation fee of € 190,-. This payment is necessary to make your reservation definite.
The complete down payment is non-refundable.

11. Payment
Transfer the down payment (first month, last month, reservation fee). We advise you to pay as soon as possible. The payment has to be on our account within 2 weeks of receiving the preliminary confirmation. After we have received the amount within these 2 weeks, your reservation is definite.

For international bank transfers, you will need the following information:
BIC code: INGBNL2A
IBAN code: NL84INGB0003170505
Bank account number: 3170505
Short Stay Solutions Utrecht

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

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

Once we receive your payment (in time!), your reservation is definite. Cancellation of a definite reservation is only possible before commencement of the rental period. However, the downpayment will not be refunded (see Terms and Conditions). Within 10 working days after receipt of your payment we will send you a confirmation that your payment has been received and that your reservation is definite. If we do not receive your payment within 2 weeks after we have sent you the mail 'Confirmation of your Accommodation reservation', your reservation will be cancelled without further notice.

12. Information
For general information on your accommodation, check our website. For more detailed info, log on to your account. 

13. Questions?
If you have any questions, please first read the instructions carefully!
You can contact us via info@sshxl.nl or call +31 (0)30 25 25 725.