Check-out

Your stay in the University Halls of Residence of Ghent University will end soon.
Are you leaving Ghent or you are moving to another living unit or to a place on the private market? Make sure you don't forget anything.

What to do before the check-out?

  • Just as you register at your host town when you arrive, it is very important to de-register within eight days before leaving Belgium: inform the city administration that you are leaving and hand in your residence card.
    Or inform city hall about your new address.
  • Inform your health insurance fund as well, preferably by email and well in advance, that you are leaving the country or moving to another address.
  • Are you expecting mail? Please do not forget to fill in a mutapost-form at a local post office in case you are expecting correspondence after check-out, and inform other delivery companies you might frequently use as well.
    There is however one general exception: activation codes for residence cards will be accepted and kept up to three months after your departure at the reception desk of the Housing Office. You will get notified by email in this case.
  • Magazines and parcels for former residents are being sent back to the sender, even by the Belgian post office, so please do not forget to inform the sender as well of your new address or cancel your subscription.

How to prepare my check-out?

When?

May we kindly ask you to vacate your living unit and complete the check-out at the latest before 10 a.m. on the last day of your rental period, or any day before. 
If the living unit is not vacated and the keys are not submitted in time, the reimbursement of the deposit becomes invalid.

Please find the opening hours of our reception desk here.

Please note

  • In case the keys are not handed over on time, an intervention of the keysmith will be charged

Where?

If the reception is closed you put the key(s) and badge(s) in the mailbox of Stalhof 8, which you will find on your left-hand side, in the driveway (in between home Vermeylen and home Heymans) that leads to the Housing Office.
Please put them in a closed envelope and write down your name, your e-mail address, your home and living unit number on the envelope.

Please note

  • In case unlabeled keys are found, an intervention of the keysmith will be necessary. The costs of such an intervention will be charged.
  • Our reception desk will send you a confirmation email when you hand over these items to them directly. Please find the opening hours of our reception desk here.

    How?

    You must leave your living unit in the same condition as you indicated on your inventory form. Please put all the original furniture back and check everything yourself, from door to window.
    Below you can find a handy checklist of your housing unit. Use it to make sure you don't forget anything and avoid any costs!

    Repairments?

    Do you notice any problems when clearing your room? Please report them in any case!
    All defects in or around your living unit at the time of your departure should be mentioned on homeserve.ugent.be

    Swap-shop

    Drop any belongings, you cannot take home with you, at the Swap Shop and give them a second life.

    Checklists


    Homes Groningen, Uppsala, Göttingen and Canterbury
    • Window: inside, outside and encasement (and close, even in the summer!)
    • Window sill
    • Heating
    • Desk: surface and sides
    • Desk light
    • Desk drawers: inside and outside
    • Bookshelves
    • Curtains
    • Chairs
    • Bed: tighten the legs
    • Wardrobe: inside, outside and on top
    • Toilet: seat, cover, bowl (inside and outside)
    • Sink: bowl (inside and outside) and tap
    • Shower: shower doors (and handles), floor, clean the white filter in the drain, metal cover above filter, shower head, soap holder
    • Mirror
    • Shelf under mirror
    • Walls: remove stains and stickers (room, hall, bathroom) 
    • Floor (room, hall, bathroom)
    • Doors (room/bathroom and hall): inside and outside
    • Refrigerator: inside and outside (switch off)
    • Dustbin: inside and outside
    • Lockers in the communal kitchen: leave it clean, open and empty

    • Please put the original furniture back in its place.
    • Garbage should be sorted out and thrown in the correct recipients. Do not throw electrical devices in the regular waste bin and please do recycle batteries!
    • Do not leave any personal furniture or belongings. In case you wish to donate some stuff, put them in the SwapShop collection rooms on the first floor of home Uppsala, Göttingen or Canterbury.
    • Do not leave food in the communal kitchen.
    • Mind your mail: check your personal mailbox one last time and take your padlock with you.
    • Don't forget to leave your lockers in the communal kitchen clean, open and empty.
    • Switch off all lights, turn off the radiator, close the windows and lock your door.
    • Do not forget to mention any defects encountered when checking your room on homeserve.ugent.be and avoid additional invoices after your departure
    • Update your personal details on OASIS.

    Homes Fabiola, Vermeylen, Astrid, Boudewijn
    • Window: inside, outside and encasement (and close, even in the summer!)
    • Window sill
    • Heating
    • Desk: surface and sides
    • Desk light
    • Desk drawers: inside and outside
    • Bookshelves
    • Curtains
    • Chair(s)
    • Bed: tighten the legs
    • Wardrobe: inside, outside and on top
    • Sink: bowl (inside and outside) and tap
    • Cupboard above sink: inside and outside
    • Mirror
    • Shelf or towel holder under mirror
    • Walls: remove stains and stickers 
    • Floor 
    • Doors: inside and outside
    • Dustbin: inside and outside
    • Lockers in the communal kitchen: leave it clean, open and empty
    • Don't leave any food in the common refrigerator

    • Please put the original furniture back in its place.
    • Garbage should be sorted out and thrown in the correct recipients. Do not throw electrical devices in the regular waste bin and please do recycle batteries!
    • Do not leave any personal furniture or belongings. In case you wish to donate some stuff, put them on the Second-Hand shelves in the recreation room 
    • Do not leave food in the communal kitchen.
    • Mind your mail: check your personal mailbox one last time and take your padlock with you.
    • Don't forget to leave your lockers in the communal kitchen clean, open and empty.
    • Switch off all lights, turn off the radiator, close the windows and lock your door.
    • Do not forget to mention any defects encountered when checking your room on homeserve.ugent.be and avoid additional invoices after your departure
    • Update your personal details on OASIS.

      Homes Groningen, Uppsala, Göttingen, Canterbury and Bertha de Vriese
      • Window: inside, outside and encasement (and close, even in the summer!)
      • Window sill
      • Heating
      • Desk: surface and sides
      • Desk light
      • Desk drawers: inside and outside
      • Bookshelves
      • Curtains
      • Chairs
      • Table
      • Bed: tighten the legs
      • Wardrobe: inside, outside and on top
      • Toilet: seat, cover, bowl (inside and outside)
      • Sink: bowl (inside and outside) and tap
      • Shower: shower doors (and handles), floor, clean the white filter in the drain, metal cover above filter, shower head, soap holder
      • Mirror
      • Shelf under mirror
      • Walls: remove stains and stickers (room, hall, bathroom) 
      • Floor (room, hall, bathroom)
      • Doors (room/bathroom and hall): inside and outside
      • Refrigerator: inside and outside (switch off)
      • Cooking plates
      • Cooking hood (outside and filter)
      • Cooking utensils
      • Sink, kitchen shelves and tap 
      • Dustbin: inside and outside
      • Stairs (if applicable) 

      • Please put the original furniture back in its place.
      • Garbage should be sorted out and thrown in the correct recipients. Do not throw electrical devices in the regular waste bin and please do recycle batteries!
      • Do not leave any personal furniture or belongings. In case you wish to donate some stuff, put them in the SwapShop collection rooms on the first floor of home Uppsala, Göttingen or Canterbury.
      • Do not leave food in the communal kitchen.
      • Mind your mail: check your personal mailbox one last time and take your padlock with you.
      • Don't forget to leave your lockers in the communal kitchen clean, open and empty.
      • Switch off all lights, turn off the radiator, close the windows and lock your door.
      • Do not forget to mention any defects encountered when checking your room on homeserve.ugent.be and avoid additional invoices after your departure
      • Update your personal details on OASIS.

       

      Home Corneel Heymans
      • Window: inside, outside and encasement (and close, even in the summer!)
      • Window sill
      • Heating
      • Bed: tighten the legs
      • Wardrobe: inside, outside and on top
      • Desk: surface and sides
      • Bedroom light
      • Curtains
      • Chairs
      • Table
      • Small table (if applicable)
      • Sofa (if applicable)
      • Toilet: seat, cover, bowl (inside and outside)
      • Sink: bowl (inside and outside) and tap
      • Shower: shower doors (and handles), floor, clean the filter in the drain, metal cover above filter, shower head, soap holder
      • Mirror
      • Shelves behind mirror
      • Towel support
      • Light and ventilation in bathroom
      • Walls: remove stains and stickers (room, hall, bathroom) 
      • Floor (room, hall, living room, bathroom)
      • Doors (room, living room, bathroom and hall): inside and outside
      • Lights in living room
      • Refrigerator: inside and outside (switch off)
      • Cooking plates and tiles around (remove grease)
      • Cooking hood (outside and filter: remove grease)
      • Cooking utensils
      • Sink and tap 
      • Cupboards: clean inside and outside
      • Dustbin: inside and outside
      • Terrace
      • Hallway to the flat

      • Please put the original furniture back in its place.
      • Garbage should be sorted out and thrown in the correct recipients. Do not throw electrical devices in the regular waste bin and please do recycle batteries!
      • Do not leave any personal furniture or belongings. In case you wish to donate some stuff, put them in the garage 
      • Mind your mail: check your personal mailbox one last time 
      • Switch off all lights, turn off the radiator, close the windows and lock your door.
      • Do not forget to mention any defects encountered when checking your room on homeserve.ugent.be and avoid additional invoices after your departure
      • Update your personal details on OASIS.

      Terms and conditions?

      Please note at all times our terms and conditions, mentioned on our webpages as well as our tenancy agreement and our internal rules and regulations.

      • In case you would like to extend your agreement, please verify the possibilities as soon as possible. 
      • The rent is due for the entire duration of your stay. 

      Deposits and last invoice

      When you pay attention to the check-out checklist, there will be no additional invoices after the last month's rent. When in doubt, contact us on homebeheer@ugent.be 

      In case malfunctions or necessary repairments were not notified on homeserve.ugent.be or in case defects are found, which were not mentioned on your inventory form upon your check-in, the costs will be charged by regular invoice or deducted from your deposit.

      • The deposit is always 160 euros for a room or studio and 370 euros for a flat.
      • For a room plus or comfort room (studio) at site Kantienberg (homes Groningen, Uppsala, Göttingen and Canterbury), no deposit was charged at any time.

      Deposits are usually refunded at the end of the month following the end of the original rental agreement, but in some rare cases, the refund can take up to 3 months after the termination of your tenancy agreement.
      Deposits are always refunded on the bank account mentioned on OASIS. You can update your bank data at any time: you will be able to register a new account once you have put an end date on the existing account. 
      Please check your personal details on OASIS before your check-out: any questions you might have can be answered by our reception desk.

      In case you do not have access to OASIS, but you paid a deposit, please use this format to send the necessary details to studentenfacturen@ugent.be

        We hope you enjoyed your stay!

        In case you have another question, please do not hesitate to contact us on homebeheer@ugent.be