Student Accommodation FAQs | Capitol Students

Booking and payment

• Do I pay a booking fee or advance rent?

  We ask for an advance rent payment (£100 to £300 depending on the location) to allocate you a room.

  For our properties in England, this will be deducted from the first instalment or payment which is due before the tenancy start date. For our properties in Scotland, this will deducted from the first instalment or payment due on the tenancy start date.

• How do I book?

  It couldn't be easier! We can only take bookings through our website; this is a really easy and secure system. Simply select your chosen location, the room you want and then follow the steps. If you are having any problems making a booking online then please contact the scheme directly.

  Once you've paid your advance rent, you will be allocated a room and receive an email with instructions on how to complete the booking process. Please note, there is a 10 day deadline to accept your room offer and sign your licence agreement electronically. Failure to complete your booking may result in your booking being cancelled and you will forfeit your advance rent. Please note, if your booking is made within 14 days of the licence start date we reserve the right to reduce the acceptance period to within 48 hours of the licence start date.

• How do I sign my copy of the Licence Agreement?

  Once you’ve accepted an offer, you’ll be sent a link to Adobe EchoSign’s secure electronic signature system. You need to use this to sign your Licence Agreement electronically, after which you’ll need to upload your documentation. At this point we’ll confirm your booking and you can make your first rental payment. If you have a guarantor they’ll also need to sign and upload their ID/proof of address – (only once you have signed). We perform a credit check on all guarantors.

  We accept passports, driving licences and national identification cards as valid proof of ID. 

  You will receive an electronic copy (signed by us) on your move in day.

• What happens if I want to cancel my booking?

  Get in touch and tell us straight away. How much we can help will depend on the timing and the circumstances of your cancellation. Please click here for our Cancellation Policy for our properties in England and here for our properties in Scotland*.

  Licence Agreements are legally binding, so once you have signed and returned your contract you're required to pay your rent. If (under special circumstances only) you need to pull out of the Licence Agreement, we'll help try to find a replacement Licensee for your room - but we can't guarantee that we'll be able to. If a new Licensee is found then we can release you from your licence, but there will be a re-licence fee*. If you require a copy of the re-licence terms and conditions then please contact us.

  *England only​

• Can I leave early and get the remainder of my rent back?

  Unfortunately, you are committed under the licence agreement to pay the full rent, however if you decide you want to leave early please tell the managers of your site asap. We may have a waiting list of people that would like to take over your licence agreement which would then relinquish you from your contract. If you find a new Licensee, we'll let you out of your agreement from the day they move in, and refund you any unused rent that you've paid in advance (minus a £50 admin fee)*. We cannot refund your rent until you have found someone to take over your licence agreement, their booking is confirmed and they have paid the first instalment of their rent.

  *England only 

• What bills do I need to pay?

  All utility bills (gas, electricity and water), WiFi and contents insurance for your belongings are all included. If you bring your own television or use one that is pre-installed in your room then you will have to buy your own TV licence. See www.tvlicensing.co.uk for further details. 

  If you cease to be a full time student during the occupation of your room then you will become liable for council tax. If the second occupant of a double occupancy room is not a student then they may also be liable for council tax. 

• Can I transfer my booking to a different Capitol Students location?

  It’s possible that you’ll be able to transfer from one Capitol Students location to another before moving in, but this completely depends on what we have available. If we can transfer you, your booking fee will move with your room but you’ll be charged an admin fee of £50 – and unfortunately we can’t guarantee that you’ll get the same sort of room. If you need to request a transfer, contact the site manager at your original Capitol Students location.

• Can I change my room?

  If you’d like to change your room once you’ve moved in, we’ll do our best to accommodate you (providing we’re not fully booked). Any moves will incur a £50 admin fee*. If you’ve moved to a cheaper room, any excess rent you’ve already paid will be taken off the next instalment. If you’ve already paid for the whole year, we’ll simply give you a refund of the difference.

  *England only

• What happens if my student loan is late and I can’t pay my instalment on time?

  The student loan shouldn't be late, however if there is a problem we will need a letter from the loan company showing amount and dates of payments and four week's advance rent before you move in in September. You can get in touch with the Student Loans Company here, but please keep us posted and we can help you.

• How long is the contract?

  Most of our contracts run for either 43, 44, 50 or 51 weeks. This will be indicated when you make a booking.

• Guarantor

  For the following properties,

  - Leeds - Asa Briggs House
  - Sheffield - Sharman Court
  - Southampton - Hampton Square
  - Bristol - Transom House
  - Huddersfield – Firth Point, Saw Mill, Snow Island
  - Plymouth – Alexandra Works, Central Point, Discovery Heights, St Teresa House, St Thomas Court
  - Sheffield – Central Quay

  If you want to pay your rent in instalments, you’ll need a guarantor. This is someone who is willing to sign a contract saying they’ll pay your rent if you fail to do so. If your guarantor resides within the UK, we will run a credit check on your guarantor – if they happen to fail we’ll get in touch about what to do next. Your guarantor cannot be another student or a government.

  In the circumstances where you do not have a guarantor, you can register with Housing Hand who will act as guarantor subject to meeting their terms and conditions. More information on this service can be found here.

  Alternatively, you will need to pay your rent for the whole Licence Agreement/AST in advance.

  ---

   

  For the following properties,

  - Edinburgh, Westfield & Gorgie
  - Glasgow, Clifton & Stewart House
  - London – Bernard Myers House, Sunlight Apartments

  If you want to pay your rent in instalments, you’ll need a UK-based guarantor. This is someone who lives and works in the UK and is willing to sign a contract saying they’ll pay your rent if you fail to do so. We will run a credit check on your guarantor – if they happen to fail we’ll get in touch about what to do next. Your guarantor cannot be another student or a government.

  If you do not have a guarantor then you’ll need to pay your rent for the whole Licence Agreement in advance.

• How much is my rent?

  To find out how much each room costs, go to the location you’re interested in and you’ll find all the details there.

• What is included in my rent?

  All your utility bills (including super-fast broadband and WiFi) are included, as is contents insurance for your room.

• What happens if I can’t make my payment on time?

  Come and talk to us - we will always work with you to find the best way for you to pay your rent. If your payment is seven days late and we haven't heard from you, you'll be charged a £30 admin fee. 

• Can I move in earlier or later than my Licence Agreement date if need be?

  This depends if your room is ready, so it’s best to contact the scheme direct. You would need to pay for the extra days beforehand.

• What's the best way for me to pay for my rent?

  Debit card, credit card or bank transfer are all fine – make your choice when you complete your booking.

• When do I need to pay?

  For our sites in England, if you have a guarantor then you can pay in instalments in September, January and April. The 1st payment will be due before your licence starts, depending on the location, it can be 12 days to 1 month prior to the tenancy start date. If the 1st instalment of your Student Loan is paid after this date then we can accept a payment of 4 weeks rent 1 week before you move in, with the balance paid when you receive your loan.

  For our sites in Scotland, we can align payments with when you receive your Student Loan. Please contact us for further information. If you do not have a guarantor, then payment will be due when you move in. 
• When’s the latest I can book?

  As long as there’s a room available. We keep our site perfectly up to date so you’ll be able to see where our spaces are.

• Can I book if I'm under 18?

  All residents living at one of our schemes in England are required to be over the age of 17 during the academic year booked, and residents living in our schemes in Scotland to be age 16 or over.

  Exceptions may be available on a case-by-case basis, and you will need to contact the site to get approval. If in doubt, please contact the respective schemes and the on-site team will be able to advise you.

International students

• How do I apply for a visa to the UK?

  You can apply for a student visa to study in the UK if you’re 16 or over and you:

  - have been offered a place on a course by a licensed student sponsor
  - have enough money to support yourself and pay for your course - the amount will vary depending on your circumstances
  - can speak, read, write and understand English
  - have consent from your parents if you’re 16 or 17 - you’ll need evidence of this when you apply

  Click here for more information

• How do I open a bank account?

  The UK has lots of banks, including National Westminster (NatWest), Barclays, RBS, Santander, HSBC and Lloyds. All of these offer special bank accounts for students, which usually include an interest-free overdraft. All high street banks have the same basic range of services – savings accounts, credit cards, overseas cash transfers and so on – but they offer different deals to attract new customers, so shop around to find your favourite.

  To open a bank account you’ll need to visit a branch of your bank (check to see if your chosen bank has a branch near your Capitol Students location) with the appropriate ID. Your passport, driving licence and one or two forms of proof of address (such as a bill or licence) will usually be enough. Bank accounts take a few days to get up and running, so try to open yours before you leave for university – or make sure you have a credit card to keep you going when you arrive.

• If I want to get a part-time job, where should I look for opportunities?

  You’ll find that your student union often has job adverts, and if you’re looking for shop, bar or restaurant work you can usually spot “Help wanted” signs in the shop windows. Your local Jobcentre will also have opportunities – simply head to the website and search by area.

• How do I register with a doctor?

  Most surgeries now offer online registration – once you’ve found your local GP, check their website. Check with us too for any recommendations.

• If I’m an international student can I open a bank account in the UK?

  No problem – you’ll just need the same identification as other students. Take your passport, driving licence and at least one proof of address document such as a bill or licence. If you can get a letter from your bank at home recommending you, that’s even better – but you don’t strictly need this, and you absolutely do need the ID mentioned above.

Room facilities

• Is bedding included with the room?

  No, but you can purchase bedding and other items from our partner UniKitOut by clicking here.

• Are there fridges in the rooms?

  Yes – each studio or flat kitchen has a fridge with freezer compartment. 

  Unfortunately, you cannot bring your own fridge as this would invalidate our insurance.

• Do I need to bring any furniture?

  All our rooms are all really well equipped with high quality furnishings that provide ample storage and comfort.

• Are there kitchen facilities in my room?

  Yes – studio rooms and flats have an oven, a hob, a sink and a fridge/freezer and plenty of storage for all your pots and pans. Flats have communal kitchen spaces.

• Do I need to bring my own saucepans, wok, etc?

  If you would like to bring your own kitchen equipment we have lots of storage space. 

  You can purchase kitchen equipment and other items from our partner UniKitOut by clicking here. Save 10% at UniKitOut with the code 'CAPITOL10'.

• Is there a TV in my room? Can I bring one if not?

  Some of our schemes have TV's in the rooms, however should you wish to use it then you will have to purchase a TV licence. To check if your room has a TV provided, head over to the room type of your preferred location to see what's included in your room.

  If the scheme does not provide a TV, you are more than welcome to bring your own to plug in. For more information on TV Licensing then please visit www.tvlicensing.co.uk.

Resident facilities

• Is there a common room?

  One of the best things about living with Capitol Students is the amazing communal space that is open for all residents to enjoy. We've got TV areas, pool tables, private or group study areas that are all perfect for you to enjoy on your own or in a group. We also hold regular social events in the common areas - check your information pack when you arrive for details. 

• Are there bike storage facilities on site?

  Yes – we try to be as eco-friendly as possible so each of our schemes have plenty of secure bike storage space. 

• Can I bring my car?

  All our developments are based in fantastic city centre locations, with great transport links nearby. We also try and be as eco-friendly as possible so we don't encourage students to bring cars. Very limited parking is available on a case-by-case basis – if you have a genuine need to keep a car at university, you can contact the management for your chosen Capitol Students development to discuss your options. All our developments have nearby public car parks, perfect for when friends and family visit. Short term car access is available for dropping off or picking up your belongings. 

• Do you have a gym?

  Most of our schemes have gyms. They are open 24/7 and completely free to use for all our residents. Unfortunately, our insurance does not cover guests to use the gym.

  To check if the scheme has a gym, head over to the location page to find out more.

• Who should I contact if I have a problem with my internet?

  You can register a maximum of 5 devices and the level of bandwidth will vary depending on usage. Please contact the service provider for any internet problems, they have specially trained tech support staff to help sort out your internet as quickly as possible.

  Service Provider: Ask4
  Contact No.:0114 303 3232
  Email: support@ask4.com 

  Click here to view the terms & conditions from Ask4.

• Where do I wash my clothes?

  All our developments have easy to use laundry rooms with washing and drying machines (operated by Circuit Laundry). You can top up your laundry card from your computer and then use it to pay for your washing, or use your phone through the mobile app.

  The laundry rooms are open 24 hours and we do not provide detergent. 

• Can I bring my e-bicycle or e-scooter?

  E-bicycles and e-scooters are strictly prohibited at all of our sites as they pose a significant fire risk.

Living at Capitol Students

• What happens if there is a breakage or problem with my room?

  You can log all maintenance issues online through the Student Portal. Our onsite maintenance team will respond to the issue as soon as possible.

• Am I allowed to bring electrical appliances with me?

  For safety reasons, we can’t allow any overseas electrical equipment that doesn’t comply with all relevant British standard. We do not allow portable heaters in any of our rooms.

• Do I have to supply my own food?

  Yes you do. All our sites have plenty of local supermarkets nearby.

• Can my friend store their things/belongings/luggage in my room?

  No. Letting someone else store their things in your room is a breach of your Licence Agreement, and it will also invalidate your insurance coverage. 

• Can I have guests to stay?

  Of course. We normally allow a maximum stay of two days per visit for guests but they will need to sign in/out at reception (this is outlined in our guest policy which you will sign when you move in). Guests are not allowed their own key.

• Is insurance included in my rent?
  Yes – we provide complete personal contents insurance to protect you and your belongings.

  Your insurance is through Endsleigh. For further information about what's covered click here. Additional cover is available at an extra cost.
• Is your accommodation suitable for mature students?

  Of course! You can enjoy the social aspect of student living, while hanging onto some personal space in one of our self-contained rooms.

• Are there specific times of day I have to move in?

  So things don’t get too hectic, we will send all students different timeslots prior to move in so you can book your slot.

• Am I able to have a party in my room if I want one?

  We don't allow parties in your room - this is because we host regular parties and social events in the common areas throughout the year. 

• Whose responsibility is it to clean my room?

  You’ll be in charge of cleaning your own room and helping to clean the communal area of your flat (if applicable). However, we do offer a cleaning service at a cost (details are in your arrival pack and on the Student Portal). 

• How safe is my room?

  Your room is very safe - all door entry is secured with a lock system and all communal space has CCTV.

• How safe is the development?

  All our developments have staff on site 24 hours a day, monitoring the entire site to protect you and our buildings.

• Can I smoke in my room?

  No. As per your Licence Agreement, if you’re caught smoking or tampering with smoke/fire detectors a charge may be applied to your account to cover call out charges of a fire engineer to check or repair the equipment. There are designated smoking areas at each of our developments which you are welcome to use. 

• What is the Student Portal?

  The Student Portal is your online info guide. You can use it to report maintenance issues, book a cleaner, find out if you have post, as well as find useful documents like your Welcome Pack. 

• Is Capitol Students affiliated with the university in any way?

  We’re not part of a university, but we have excellent working relationships with all the universities whose students we look after.

• Is Capitol Students a member of an accreditation scheme?

  Yes we are a member of ANUK/Unipol National Code for Larger Developments. Capitol Students’ is part of the National Code under our sister brand’s, Student Castle, accreditation.

  For further information, please click here.

• Can I use the common room facilities to run a private club/event/business?

  No, the facilities are only for our residents. It is only polite not to abuse this. 

• What happens if I stop being a full time student?

  You can still live at Capitol Students until the end of your licence period, however you will become liable for council tax during this time. We can help you try and find somebody to take over your licence should you wish to leave, however this cannot be guaranteed. 

• How do I make a complaint?

  How to complain?

  If you're already living with us, the best and quickest way to resolve your issue is to speak to a member of the Capitol Students team at reception as we are likely to be able to resolve your issue there and then. If you are not living with us, or you are a member of the general public, you can contact us here and we will take the details of your complaint and help resolve it. We really want to help resolve your problem quickly so when contacting us by email please provide us with the following information:

  • Your name
  • Contact details - telephone number/email address/home address so that we can get back to you
  • Details of your issue or problem
  • Details of actions you have already taken, or anyone you have already spoken to

  What happens next?

  We will investigate your issue thoroughly. We will acknowledge all complaints upon receipt and ask that we be allowed 14 working days in order to fully investigate and respond to any issues raised. If you are not happy with our reply you should let us know and explain why - we can then arrange for a manager to contact you directly to discuss. Finally, if you remain unhappy, we will escalate your complaint to our Head Office to review and issue a full and final response. 

  If you feel that your complaint is unresolved after a reasonable time, refer to the National Code Complaints procedure here.

Equality & Diversity

• Can I choose my flatmates?

  You can request to be in a room close to or within the same flat as your friends, however this is subject to availability. We will do all we can to accommodate your request. Subject to availability you may request to be in a single sex cluster flat for religious or cultural reasons.

  Please see our Equality and Diversity Policy here for further details.

• As a disabled person I have specific requirements for my living needs, can Capitol Students cater for these?

  We make every effort to ensure that our accommodation is accessible for all.

  Rather than try to plan generic “accessible” rooms in advance, we prefer to work with individual students to see how we can help. We have a certain amount of flexibility at each of our schemes, which allows us to offer a wide range of possible solutions.

  If you have any specific accessibility requirements, please contact us at students@capitolstudents.com.

Green living

• What does Capitol Students do for the environment?

  We’re committed to considering – and, where possible, reducing – our impact on the environment across everything we do. We focus on green methods of construction and waste reduction, and all our developments have the facilities for you to carry on our eco-friendly mission! You can do your bit by recycling as much as possible.

• Are there recycling facilities on site?

  Of course. Every site is equipped to recycle cardboard, plastics, paper and glass. To recycle other items, check out the options with your scheme manager.