FAQ: "Living in a student dorm" - RWTH Aachen University
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FAQ: „Living in a student dorm“ Thank you for your interest in accommodation provided by Studierendenwerk Aachen. Please read the following information carefully. Studierendenwerk Aachen provides rooms for international exchange and visiting students (i.e. Erasmus, UNITECH, double degree, etc.) in the residence halls. Please note that the number of applicants is significantly higher than the number of available rooms. Therefore we cannot guarantee that you will get a room offer. Rooms will be allocated by a randomized selection. The International Office is in charge of the applications whereas Studierendenwerk Aachen is in charge of allocating the rooms, issuing the lease contracts and all further procedures that have to do with their student dorms. Table of contents The Application.…………...…………………………………………………………………………………....2 The Rooms.………………………………………………………………………………………………...........4 The Offer………………………………………………………………………………………………………….5 The Rent / The Deposit…...……………………………………………………………………………………6 Lease Contract and Key……………………………………………………………………………………….7 Tipp: Living in a Student Dorm – an illustrated Dictionary
The application
1. How can I apply for a room in a student dorm?
As exchange, program or visiting student, you will definitely need to apply for a so-called “quota
room” via the International Office Housing Portal. This portal is managed in collaboration with
Studierendenwerk Aachen.
Additionally, you have the possibility to apply via the regular application portal of Studierendenwerk
Aachen (https://bewerberportal.stw.rwth-aachen.de/app.php/en/). We recommend applying via both
portals to increase your chances of receiving a room offer. The applications are independent from
each other. Please note: if you receive one official offer (from either portal), this is a binding offer.
2. What are the specificities of the application procedure via the International Office Housing
Portal?
You receive an application number via email from the International Office which gives you
exclusive access to the Housing Portal.
You can apply for up to four room types (see q. 5). However, you cannot apply to specific student
dorms.
The portal has fixed opening times. For winter term you can apply from 01.05. to 15.07. and for
summer term from 01.12. to 15.02. Outside these opening times, it is normally not possible to
submit an application.
After having submitted your application, you will receive a confirmation of receipt via email.
Your application remains active either until you receive a room offer via the Housing Portal or
until you receive an email of refusal by the International Office.
Tip: The e-mail confirmation of receipt of your quota room application sums up the room
types you have applied for and the dates you have chosen for your stay. Please note that
once you have received an offer, it is not possible to postpone the starting date.
3. What are the specificities of the application procedure via the regular application portal of
Studierendenwerk Aachen?
You do not require any applicant number from the International Office. You can just submit your
application via: https://bewerberportal.stw.rwth-aachen.de/app.php/en/
You can apply anytime during the year for up to six dormitories and as many room types as are
available.
You will receive spots on the student dorms’ waiting lists. It usually takes six months up to one
year to get a good spot on the waiting lists.
In order to keep your applications active and keep your spots in the different waiting lists, you
need to confirm that you are still in need of a room every month between the 15th and 25th. You
need to confirm your active status by logging into your application and hitting the re-registration
button that only appears between the dates indicated above.
Please note that if you do not send the confirmation within the deadlines, your application(s) at
Studierendenwerk Aachen will be automatically cancelled. You will need to re-apply and you
will receive new spots on the different waiting lists.
4. Can I apply for a room in a student dorm without having been admitted at the University?
Yes. Since the waiting lists are very long at Studierendenwerk Aachen, we strongly suggest you
apply for accommodation as early as possible. Your application for a room or apartment is
independent from your application as exchange student.
5. Can I change my application via the International Office Housing Portal after having
submitted it?
Normally, yes. If you have not received any offer via the International Office Housing Portal yet,
write an email to housing@rwth-aachen.de asking to change the room type(s) and/or time period of
your application. Please provide following information: Family name, first name, requested time
period, requested room types. Below you can find an overview of the available room types:
1. Single bedroom (washbasin usually included), shared kitchen, shared bathroom) – 225€ - 280€
2. Single bedroom, bathroom included (shower and toilet), shared kitchen – 300€ - 310€
3. Single bedroom in shared flat, shared kitchen and bathroom – 250€ - 382€ excl. electricity
4. Studio apartment with kitchen and bathroom – 275€ - 400€The rooms
1. What are the specificities of the quota rooms of International Office?
The rooms of International Office are furnished. However, the furniture varies depending on the
student dorm. Most rooms (except apartments) do not have any private kitchen, shower or toilet.
Usually these are shared by 5 to 15 students living on the same floor.
The bed is equipped with a mattress. However you will need to bring your own bed sheets and
pillow. If the mattress is not new when you move in, you can request a new one at the
Hausmeister (dorm manager).
Since quota room residents often change, administration and renovation costs are higher than
for regular Studierendenwerk rooms. Therefore, the rent for a quota room is a bit higher. In
return, you do not have to renovate your room before moving out.
Should you get a quota room via the International Office Housing Portal, you will need to sign a
lease contract limited in time. The period of time is fixed to the one you indicated in your quota
room application. If, for example, you have applied for a room from 01.09.2021 to 31.03.2022,
your lease contract with be limited to that period of time.
2. What are the specificities of the regular rooms of Studierendenwerk Aachen?
The regular rooms of Studierendenwerk are usually partly furnished (desk, chair, wardrobe,
shelf, bedside table).
Should you get a room via the regular application portal of Studierendenwerk Aachen, you will
need to sign an unlimited lease contract.
3. Can I do my laundry in my student dorm?
Yes. Every student dorm is equipped with washing machines and tumble-dryers. In order to use
them, you might need your RWTH BlueCard as a payment method.
4. Is facility management in charge of cleaning my room and shared facilities (i.e. kitchen,
bathroom)?
No. You are responsible for cleaning and disposing waste from your own room. Furthermore, you
and your neighbors are in charge of keeping the shared facilities clean. All residents are responsible
for cleaning the room, disposing waste and keeping shared facilities clean and tidy.The offer
1. When will I receive an offer?
International Office Housing Portal:
The Housing Portal needs to be closed in order for the room offers to be sent out. Therefore,
you may not receive any housing offer before 15.07. (winter semester) and 15.02. (summer
semester).
The room allocation is done chronologically by Studierendenwerk Aachen. Thus if you applied
for a room from 01.10., you might receive an offer approximately around the beginning of
September.
The offers are sent out via email and are signed by the Studierendenwerk Aachen.
The offer consists of a room of the types you have applied for, the room number, address and
name of the dorm, rent, deposit and if applicable extra costs, dates of lease and a
confirmation/refusal link. You will also find your applicant number in the offer email.
The offer is valid for three days. If you do not confirm the offer by the deadline, it will be declined
automatically.
Once you will have bindingly accepted the room offer, the Studierendenwerk will sent you a
confirmation of reservation a few days later with further information about deposit and rent
payment, contact details of your dorm manager, etc.
Please note: if you accept the room offer you have received, the room or apartment will be
bindingly reserved in your name and you are committing yourself to paying both the first rent
and the deposit in the period fixed by the Studierendenwerk. If you do not transfer the deposit
and rent in due times, the reservation will be cancelled and the room will be offered to another
applicant.
Studierendenwerk Application Portal:
You can receive a room offer anytime.
The offers are sent out by Studierendenwerk Aachen on behalf of the allocation committees of
the student dorms.
The offer is valid for three days. If you do not confirm the offer by the deadline, it will be declined
automatically.
You will receive further information (student dorm, address, rent, etc…) directly in the room
offer.
2. Can I receive a new room offer if I have not accepted another one in due time or if I have
declined it?
Should you have received an offer via the International Office Housing Portal, it will be the only offer
your will receive via this portal. If you do not accept this offer, you will not receive any further one.
Your whole housing application via the International Office Housing Portal will be cancelled.
If you have missed or declined an offer from Studierendenwerk Aachen, your further applications
are still active and you still have a chance of receiving an offer from other dorms.
3. Can I decide in which dorm I would like to live when applying via the International Office
Housing Portal?
Due to the high demand for rooms and apartments in student dorms, Studierendenwerk Aachen
can unfortunately not consider individual requests (such as location of the dorm) when allocating
rooms via the International Office Housing Portal. You can only submit individual request when
applying via the regular application portal of Studierendenwerk.The rent / the deposit
1. Which costs are included in my rent?
Usually all costs are already included in the rent. This means, that all utilities (i.e. heating, water and
electricity costs, TV cable costs) are already included and you do not need to bear additional costs.
In shared flat however, electricity costs are calculated separately by an electricity provider.
Telephone and internet installations are liable with costs. In each dorm, there is an “Internet-club”
taking care of providing a cheap internet connection. Usually, it does not cost more than 10€/month.
After having moved in, get in touch with the “Internet-club” of your dorm in order to equip your phone,
laptop or tablet with Wi-Fi. Furthermore the obligatory TV-Radio fee (GEZ) is not included in the rent
and has to be paid separately at the GEZ directly. The registration to GEZ is done automatically
right after your registration at the Citizens’ Office of Aachen.
2. How much does my deposit costs?
Deposit adds up to two months’ rent. Therefore, you need to pay two month rent + the first month
rent before moving in.
3. How do I pay for my room?
The first rent and deposit (two month rent) need to be transferred to Studierendenwerk Aachen at
the latest ten days before the start of your lease contract. Please note that international bank
transfers take up to ten days.
For the further rents, you will need a bank account in Germany, since Studierendenwerk Aachen
will need to debit the rent from your bank account at the beginning of every month directly. As soon
as you will be in Aachen, you can easily open a bank account. When signing your lease contract,
you will be requested to fill a form which authorizes Studierendenwerk Aachen to debit the rent from
your German bank account (“Einzugsermächtigung”).
4. I will arrive in the middle of the month in Aachen. Do I need to pay for the full rent?
Yes. You will need to pay the full rent, since the room reservation and the lease contracts are issued
for full months and are valid from the first day of the month. The monthly rent needs to be on the
Studierendenwerk’s bank account at the latest on the third day of the month. If this is not possible
for you, please contact Studierendenwerk Aachen immediately.Lease contract and key
1. Where and when can I sign my lease contract?
Your tenancy will be regulated according to the rental agreement only. The contract will be
concluded between you and Studierendenwerk Aachen. Therefore, you must sign the contract in
person. Please bring along the bank receipt of your advance payment when coming to sign the
agreement. You will find the Studierendenwerk office at the following address:
Studierendenwerk Aachen
Wohnheimverwaltung
Pontwall 3, 2nd floor
52062 Aachen
Homepage: http://www.studierendenwerk-aachen.de/de/wohnen.html
Email: quotarooms@stw.rwth-aachen.de
Please stick to our business hours to sign your rental agreement. It is not possible to sign your
agreement outside those hours: Monday, Wednesday and Friday: 8.00 am – 11.30 am
Please note that due to the pandemic, this procedure has been adapted temporarily. The
Studierendenwerk Aachen will inform you about the procedure currently applying if you receive and
accept a room offer.
2. How do I get my room keys?
You will receive your room keys from the dorm manager (“Hausmeister”) when you move in. The
contact details of your dorm manager are provided along with your confirmation of room reservation.
The dorm manager’s office is located at the residence hall and he will hand out the keys to you,
provided that you have signed the rental agreement with Studierendenwerk Aachen beforehand.
Therefore, it is important to bring your rental agreement when you meet the dorm manager to pick
up your keys.
Please be aware that the dorm managers also have office hours and do not work on weekends.
Making an appointment in advance is absolutely necessary and if necessary, book a temporary
accommodation for the first night(s)!
3. I will arrive outside of office hours (Studierendenwerk or dorm manager). What should I do?
You can only sign the rental agreement during the Studierendenwerk’s business hours. Picking up
your keys is only possible by appointment with the dorm manager. Please consider business hours
when planning your arrival in Aachen and make an appointment with the dorm manager in advance.
If you already know that you will arrive outside office hours (e.g. at a weekend or public holiday, in
the evening) please inform housing@rwth-aachen.de in advance so we can email you a list of useful
addresses and affordable accommodation for short-term stays.
You can also provide a friend or your Buddy with an official authorization to pick up your key before
your arrival. The Housing Advice Service can provide a template for such an authorization letter.
4. Is it possible to extend my lease contract?
It might be possible to extend your lease contract. Quota rooms of International Office cannot be
rented for more than two semesters to the same student, since these rooms are reserved to new
exchange, program and visiting students.
Should you want to extend your lease contract, please write an email to housing@rwth-aachen.de
at the latest two months before the end of your lease contract including the following information:
Family name, first name
Address, room number
Current end date of lease contract
Requested end date of lease contract
The International Office Housing Advice Service will check with Studierendenwerk whether a
contract extension is possible. Please note that we cannot guarantee that a contract extension will
be possible. Requests need to be checked and approved or declined individually. In case an
extension is not possible, prepare to search for accommodation on the private market.5. Is it possible to cancel my lease contract?
The quota rooms contracts of Studierendenwerk Aachen stipulate that it is usually not possible to
cancel the contract earlier due to the short rental period and that exceptional cancellation requests
can be discussed individually.
If you have received a room via the International Office Housing Portal (limited lease contract), you
need to request your exceptional contract cancellation at the International Office Housing Advice
Service at housing@rwth-aachen.de at the latest two months before the wished end date. Your
email must include following information: Family name, first name, address, room number, end of
your current contract, requested end date, reason for cancellation. The Housing Advice Service will
check with the Studierendenwerk if a contract cancellation is possible and will inform you about the
final decision.
Please note: If your current contract is valid until 31.08. and you would like to cancel it as at 31.07.,
you need to request the cancellation at the latest by 31.05. If you miss the notice period of two
months, your cancellation request cannot be approved.
If you have a regular room at Studierendenwerk (unlimited lease contract), you will need to submit
your cancellation request at Studierendenwerk. You will find the form at
https://www.studierendenwerk-aachen.de/de/downloads/wohnen.html
6. What do I need to take care of when moving out?
You will need to make an appointment with the dorm manager at least three weeks before the end
of your lease contract in order to move out of your room. The dorm manager with inspect your room
and let you sign an inspection report. The room muss be clean and waste must be completely
disposed. Please note that this procedure is absolutely necessary in order to get your deposit back.
The key needs to be handed over to the dorm manager and him only. If you cannot attend the
inspection appointment with the dorm manager personally, you will need to provide a third person
with an authorization. You can get a template for an authorization form at the Housing Advice
Service.
Please provide the dorm manager or the Studierendenwerk a valid bank account to refund your
deposit. Deposit refund can take up to five months.
Tipp: Living in a Student Dorm – an illustrated Dictionary
This illustrated dictionary about living in a student dorm was published by Studierendenwerk Bielefeld
and Deutsches Studierendenwerk – this dictionary gives you the most important terms and expressions
around living in a student dorm in German, English and Chinese!You can also read
