Parham Student Village

Special Tenancy Procedures for COVID-19 outbreak – March 2020 

This document sets out how to proceed with requests for cancellation or delay specifically relating to the COVID-19 outbreak. 

Please note that if a university lease or nomination agreement is in place, then the cancellation policy of the relevant university will take precedence over this policy, and the clauses within the agreement apply. 

Tenancy Agreement: The tenancy agreement is a legal contract between the tenant and Homes for Students. The tenancy agreement is for a fixed term and the student (and guarantor) are liable for the full term of that agreement unless and until express written release is granted. 

The usual Termination of Student Tenancy Policy applies for all cancellation requests that are not EXPLICITLY related to the COVID-19 (Coronavirus) outbreak.       

Initial Cancellation Period: A student can cancel a tenancy agreement for up to 14 days after the date the booking is confirmed (the Initial Cancellation Period). For bookings made from 1st August to 30th September ahead of the academic year the booking is for, the Initial Cancellation Period reduces to 7 days. We will refund the full security deposit (£50 to £250). £20 will be deducted from the refunded amount to cover any international bank charges for deposit refunds made to non-UK banks.

Outside Initial Cancellation Period   

If a student wishes to cancel outside of the Initial Cancellation Period, and the cancellation reason is EXPLICITLY related to COVID-19, then the following applies:

* 19-20 Course Withdrawn (19-20 IELTS/Pre-sessional/short term/foundation etc) 

If the student is attending a short-term course in the UK and the course is withdrawn completely by the University or Higher Education Institute, the student may be eligible to be released from this agreement.

* 19-20 Course Delay (19-20 IELTS/Pre-sessional/short term/foundation etc) 

If the student is attending a short-term course in the UK and the start date of the course is delayed by the University or Higher Education Institute, the student may be eligible for a reduction in tenancy length based upon evidence of the delayed new course start date. 

The student must provide written evidence that the course start date has been delayed within 3 days of being notified and we may then adjust the contract accordingly.

* 20-21 Course which is reliant on IELTS/Pre-sessional 

If the student is a prospective first-year Undergraduate or Postgraduate student and the offer of a place at the University of Higher Education Institute in the UK is subject to completing and passing an IELTS (or equivalent) in the UK or in the student’s country of origin, and this is unable to be completed because the IELTS (or equivalent) is withdrawn entirely, the student may be eligible to be released from this agreement. 

The student must provide written evidence that the course is no longer taking place at all within 3 days of being notified and we will release the student from the contract without penalty and refund the deposit paid. 

* 20-21 Course Delay 

If the course start date in the UK is delayed by the University or Higher Education Institute, the student may be eligible for a reduction in tenancy length based upon evidence of the delayed new course start date. 

The student must provide written evidence that the course start date has been delayed within 3 days of being notified and we may then adjust the contract accordingly.

* Travel Ban (19-20 or 20-21 bookings) 

If the student is unable to travel to or enter the UK due to a restriction on leaving their country of origin, or a restriction on entering the UK which means they cannot arrive in time to start their course, the student may be eligible to be released from this agreement, subject to evidence being provided of a formal travel ban being in place. 

There must be a specific government ban in place at the start date of the student’s course that prevents the student from coming to, or entering the UK in time to start their course, and there must be no realistic prospect of a delayed course start date. 

Termination by Choice       

 A tenancy cannot be terminated by a student who is already in the UK or a student who does not want to attend the university or come to the UK of their own choice outside of the Initial Cancellation Period. The tenant remains liable for the entire rent until a suitable replacement tenant is found. 

If the room is re-let we will refund the deposit, less any appropriate charges and a deduction of £50 for the administration of the variation of the tenancy agreement. 

APPROVAL    

Approval for all cancellations due to COVID-19 must be received from Scott Lewis, Simon West, or Kate Forester.

Approval must be sought using the Special Room Release Request Form – COVID-19, which is available on the Intranet under Direct Let procedures.  

Please note, cancellations will need client approval which could take up to 4 weeks.