Allocation Procedure

Version 28 August 2018

The student residences of the Studierendenwerk Würzburg are usually built with government subsidies of the Free State of Bavaria.

In view of the limited number of places in the student residences, the length of residence is limited to make state-subsidised accommodation available to as many students as possible (principle of rotation).

With this allocation procedure, the fairest possible distribution of places is to be ensured. There is no legal claim to a place in a student residence. By sending the application to the Studierendenwerk Würzburg, each applicant agrees to this procedure.

For programme students, different arrangements can be made depending on their programme or university.

If the BAföG Federal Training Assistance Act is mentioned in the following, this Act applies regardless of whether a person actually receives BAföG assistance or not.


Eligible persons

Eligible persons for a place in a student residence are persons to whom none of the exclusion criteria listed below apply. Furthermore, they have to be enrolled at one of the universities within the competence of the Studierendenwerk Würzburg (Aschaffenburg, Bamberg, Schweinfurt or Würzburg).

Exclusion criteria:

Excluded are persons

  1. who are not enrolled at a university within the competence of the Studierendenwerk Würzburg or have not received a letter of acceptance for one of these universities.

  2. whose tenancy has been terminated by the Studierendenwerk Würzburg.

  3. who have been banned by the Studierendenwerk Würzburg.

  4. who live or have lived in a student residence of the Studierendenwerk Würzburg without a valid rental contract or without the consent of the Studierendenwerk Würzburg, provided that it was not a typical visit.

  5. who are overdue with the rent or have other financial liabilities with the Studierendenwerk Würzburg.

  6. whose parents live in the same town in which the university is located.

  7. whose parents do not live in the town in which the university is located but still live in the fare zone of the semester ticket. This applies to Bamberg and Würzburg.

  8. whose monthly income is more than the current BAföG maximum rate.

  9. who have already obtained a university degree or college diploma in the Federal Republic of Germany, as far as it is not a Bachelor's degree followed by a Master's degree.

  10. who will have exceeded the maximum funding term according to the BAföG Act at the date of moving in or the desired date of moving in.

  11. who are or will be enrolled in a postgraduate course at the date of moving in or the desired date of moving in.

  12. who are or will be a doctoral candidate, Ph.D. or trainee teacher at the date of moving in or the desired date of moving in.

  13. who are taking their final exams without being enrolled at the date of moving in or the desired date of moving in.


Students with children

The student residence at Peter-Schneider-Straße 7 also accepts applications of couples with children or single students with children. When applying as a couple, both partners must be enrolled at a university.


Application

You must apply via the website of the Studierendenwerk Würzburg (www.swerk-wue.de).

If you are already enrolled at a university at the time of your application, please add a current matriculation certificate via file upload. If you are not enrolled yet, please add your admissions letter via file upload. If you added an admissions letter for a higher semester or a letter of conditional admission to your application, you must send your matriculation certificate to the Studierendenwerk Würzburg immediately after you have received it.

In the case of changes in addresses or contact details, please inform the Studierendenwerk Würzburg immediately.


Waiting lists

All applications made in accordance with the requirements of this allocation procedure will be registered on waiting lists.

The waiting lists are constantly updated. Applicants who check back after having received an email from the Stu­dieren­den­werk which asks them to do so within the given deadline will keep their place on the waiting list. If they do not check back or do not do so in time, the applicants will be deleted from the waiting list.

Depending on the student residence and type of housing, the waiting time is up to three semesters. It can change in the case of an extension of contracts, renovations, seasonal fluctuations etc. Therefore, the waiting time listed at the time of the application is no guarantee for the desired or expected move in date.


Expiraton of the application

The application expires if

  1. it does not meet the requirements of this allocation procedure, especially if one of the exclusion criteria applies.

  2. one of the exclusion criteria occurs or becomes known later.

  3. the applicant has given incomplete or false data.

  4. documents are missing or are illegible (e.g. ID card, matriculation certificate, admissions letter).

  5. the applicant does not confirm the application within the given deadline.

  6. the applicant receives an offer for an apartment or room in a student residence.

  7. an applicant applies again for the same town and has changed the choice of the desired type of housing and/or student residence (the previous application expires). Otherwise the new application will be considered a correction of the previous application.


Allocation of housing units

The housing units are generally assigned in the chronological order of applications received.
However, subject to availability, preference is given to

  1. students who use a wheelchair (this only applies to housing units that are suitable for wheelchair users).

  2. students with children (this only applies to housing units suitable for students with children).

  3. programme students as far as specific conditions are met and as far as places are available. The student residence and type of housing is selected by the Stu­dieren­den­werk.

  4. former tenants who had terminated or not extended their contract because of a leave of absence, study abroad, an internship in another town or because they had to go to another city to write their thesis and would like to come back to the same student residence afterwards or for the start of the following semester. However, this aplies only if the application is made no later than three months before the desired date of moving in and if none of the exclusion criteria apply at the desired date of moving in.

  5. severely disabled students, but only on request and on presentation of a disabled person's pass. The Stu­dieren­den­werk will then choose a suitable residence.

When the Studierendenwerk Würzburg allocates housing units to applicants, it reserves the right to select applicants in a way which ensures that tenant structures are socially stable and settlement structures as well as the economic, social and cultural backgrounds of the tenants are balanced.

The allocation of a place in a student residence usually takes place two to eight weeks before the start date of the contract. In unforeseen cases, it is also possible that places will be assigned with a shorter notice.

A prerequisite for the acceptance of the offer for a room or apartment is that the Stu­dieren­den­werk has received, within the deadline, the signed rental contract from the tenant as well as the bank withdrawal authorisation (Bankeinzugsermächtigung) signed by the account holder and a recent passport photograph. The rental agreement is only valid after the Studierendenwerk Würzburg has also signed the rental contract.


Switching rooms

It is generally not possible to switch rooms or apartments within the same student residence. In Aschaffenburg and Schweinfurt, it is generally not possible to move to another student residence in the same town. In Bamberg and Würzburg, it is possible to once move to another student residence in the same town.You can apply via the website of the Studierendenwerk Würzburg. The allocation of the housing units is made via waiting lists. An administrative fee will be charged. The tenant himself/herself is responsible for arranging accommodation in the period between the date of moving out specified in the rental agreement for the previous room or apartment and the date of moving in of the new room or apartment.

Apartments or rooms for wheelchair users or students with children can also be given to other students if there is no corresponding demand. However, as soon as the places are needed again, the tenant has to move to another room or apartment. No administrative fee will be charged for this move.


Length of residence

All rental contracts are fixed-term contracts. They are generally issued for a period of seven semesters. Should the maximum funding term according to the BAföG Act be reached earlier, the contract is limited up until the respective date (rounded up to full semesters). Persons who added an admissions letter for a higher semester or a letter of conditional admission to their application and who have not submitted a matriculation certificate to the Studierendenwerk Würzburg yet generally receive a rental contract with a duration of one semester. However, persons who are studying at the i-Campus in Schweinfurt generally receive a rental contract with a duration of one or two semesters when they start their studies.

Rental contracts for rooms or apartments that the Studierendenwerk Würzburg has rented are limited to the date of the next possibility of termination of contract.

Depending on the programme and the university, programme students will receive a rental contract for one or two semesters and, depending on needs and availability, for another month for a preceding language course / introduction course.

Provided that none of the exclusion criteria apply, the tenant can extend the rental contract up until the maximum funding term according to the BAföG Act. The maximum funding term according to the BAföG Act, however, is reduced by the number of semesters the tenant had a leave of absence. An administrative fee will be charged.
 


Suspension of this allocation procedure

In the individual student residences, many students from different cultures are living together. This requires mutual respect to prevent conflict. The Stu­dieren­den­werk is entitled to suspend this allocation procedure in the case of existing or impending conflicts in community life.

 

Coming into effect

This allocation procedure comes into effect on 28 August 2018 and replaces the previous Allocation Guidelines of the Studierendenwerk Würzburg, provided that there are no other regulations in place for individual issues.

 

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