Exchange students of the Aschaffenburg University of Applied Sciences
The Studierendenwerk Würzburg runs two student residences in Aschaffenburg. For exchange students of the Aschaffenburg University of Applied Sciences, there is limited number of places in these student residences. When applying for one of these places, you will have to pay attention to some specifics.
The Studierendenwerk Würzburg guarantees a reservation of a room for every exchange student, provided that the student has sent a complete and correct online application to the Studierendenwerk Würzburg by 15 June for the following winter semester and by 15 January for the following summer semester and that there are still rooms available. In addition, the rental contract for a reserved place in a student residence must be received by the Studierendenwerk in full and signed within a given deadline. Also within this deadline, the deposit and the first three month's rent must be credited to the bank account of the Studierendenwerk Würzburg.
You can rent a room in the student residence for the following periods:
1 August - 28/29 February of the following year (7 months)
1 September - 31 July of the following year (11 months)
1 September - 28/29 February of the following year (6 months)
1 March - 28/29 February of the following year (12 months)
1 March - 31 July (5 months)
The rent is payable for the entire contract period, regardless of the duration of any grant and actual duration of the stay in the student residence. A termination of the tenancy is only permitted according to the regulations determined in §18 of the tenancy agreement (see Sample Contract). This also applies for the case of having received an acceptance for an internship in another city at short notice. It is not possible to move rooms.
Step 1: Save letter of acceptance
For the application it is absolutely necessary that you have a letter of acceptance of the Aschaffenburg University of Applied Sciences. An application without this letter of acceptance is not valid and will be cancelled by the Studierendenwerk Würzburg. If you have received the letter of acceptance by email as PDF file, then save this file. If you have received the letter of acceptance by mail, then scan the letter and save as PDF file. The PDF file must not be bigger than 850 kB. You will need the file in Step 3.
Step 2: Scan your identity card/passport
Scan your ID-card or passport and save as PDF. The PDF file must not be bigger than 850 kB. You will need the file in Step 3.
Step 3: Fill in online application
After that, go to:
https://www.swerk-wue.de/en/wohnen/move-in-guide/applications-for-accommodation.html
and fill out the application for the student residence taking the following instructions into account:
Field "Wished types of housing"
You will have to make a choice here because of the software, but due to the guarantee of a room, your choice here cannot be taken into account.
Field "Wished student residences"
You will have to make a choice here because of the software, but due to the guarantee of a room, your choice here cannot be taken into account.
Field "Favoured move-in date"
You may only choose:
1 March (... 01.03.)
1 August (... 01.08.)
1 September (... 01.09)
Due to the guarantee of a room, a different choice here cannot be taken into account.
Field "Favoured term of rental contract ..."
You may only choose:
5 months (1 March - 31 July)
6 months (1 September - 28/29 February of the following year)
7 months (1 August - 28/29 February of the following year)
11 months (1 September - 31 July of the following year)
12 months (1 March - 28/29 February of the following year)
Field "Identity card / passport"
Upload the file from Step 2
Field "Certificate of matriculation / letter of admission"
Upload the file from Step 1
Field "Security code" (if present)
If there are problems with the security code, often the security code has been typed in wrong or the uploaded file is too big. The file must not be bigger than 850 kB.
Step 4: Confirm link
After you have sent the application, you will receive an email including a link, which has to be confirmed within 7 days after we have sent it. Only if you confirm this link on time, your application will be registered in our system.
If you did not receive an email, also check your spam filter and make sure that your mailbox is not full. It can also be possible that you have given a wrong email address. Also define the domains of the Studierendenwerk Würzburg (@swerk-wue.de and @studentenwerk-wuerzburg.de) as trusted or safe sender in your email settings. In this case you will have to send a new application.
Step 5: Sign and scan rental contract
Between 16 June and 31 July respectively between 16 January and 31 January the Studierendenwerk Würzburg will inform you by email, whether a place in the student residence is reserved for you.
If they have reserved a place in a student residence for you, the Studierendenwerk Würzburg will sent you the rental contract along with a SEPA direct debit mandate by email by the beginning of August respectively mid-February. The email also contains a deadline within which the steps 5 - 7 must be carried out.
The following rental contract and SEPA direct debit mandate are only examples for your information and therefore not valid:
Download example rental contract for Aschaffenburg
Download example SEPA direct debit mandate
Please print the rental contract (incl. all appendices) you received by email completely and sign the rental contract on page 10. After that scan pages 1 - 15 of the signed rental contract and save as PDF. You will need the file in step 7.
Step 6: Transfer deposit and first three total rents and scan proof of payment
Please transfer the deposit (see § 1 section 3 of the rental contract) and the first three total rents (see § 1 section 2 of the rental contract at "Gesamtmiete") to the Studierendenwerk Würzburg within the given deadline. You will have to bear any incurring bank charges.
Details for the transfer of the deposit and the first three total rents:
Name of account holder: Studierendenwerk Wuerzburg
Address of account holder: Am Studentenhaus 1, 97072 Wuerzburg, Germany
Name of bank: UniCredit Bank Wuerzburg / HypoVereinsbank Wuerzburg
Address of bank: Eichhornstraße 2a, 97070 Wuerzburg, Germany
SWIFT (BIC): HYVEDEMM455
IBAN: DE40 7902 0076 0001 4978 04
Amount: deposit + 3 total rents + any incurring bank charges
Payment details: "Ident.-Nr. _ _ _ _ _ _" (see rental contract above § 1) + "Deposit and 3 total rents Aschaffenburg"
After having transferred the money, please scan your proof of payment (bank statement or screen shot of the online transfer) and save as PDF file. You will need the file in step 7.
Step 7: Send scans of rental contract and the proof of payment by email
Please send your saved PDF files with the scans of the signed rental contract (Step 5) and the proof of payment (Step 6) by email to the Studierendenwerk within the given deadline.
If the scans and the bank transfer have arrived in full and on time at the Studierendenwerk Würzburg, you have rented the room in the student residence. The Studierendenwerk will then also sign the rental contract and return it to you as scan by email.
In the event that the signed rental contract and the payment of the deposit and the first six total rents should not be properly received within the given deadline, the Studierendenwerk Würzburg is entitled to rent the room to another student without further notice.
Step 8: Fill out SEPA direct debit mandate and send it by mail
If you already have a bank giro account/current account (Girokonto) with a bank that participates in SEPA, have a SEPA-enabled bank account in Germany or abroad and want to use this account for further payments of your rent, please fill out your SEPA direct debit mandate now and send it to the Studierendenwerk Würzburg.
For more information on SEPA procedures, please visit
http://europa.eu/youreurope/business/sell-abroad/payments/sepa/index_en.htm
Unfortunately, some banks abroad have problems with SEPA direct debits, therefore you should make sure to first ask your bank if a direct debit from Germany is really accepted, if additional charges apply and what are the conditions. Sometimes it is more advantageous, in some cases absolutely necessary, that you open a new bank account in Germany after your arrival in Aschaffenburg (Step 11).
If you do not hold a bank account suitable for the SEPA direct debits of the Studierendenwerk Würzburg or do not want to use that account at the moment, you do not have to do anything at this step, but only after your arrival in Aschaffenburg.
Step 9: Receive key
You will receive the key/key card for the room in the student residence and the mailbox from the caretaker Mr Lott (mobile +49 1516 2814339, email alexander.lott@~@swerk-wue.~.de) at his office (Room 1922 in the student residence Bessenbacher Weg 10 and room 2051 in the student residence Schoberstraße 6) after the beginning of the contract against an acknowledgement of receipt. If you have assigned a tutor of the University of Aschaffenburg or any other person to pick up your keys / key card, you will need to confirm the receipt again with the caretaker. As needed, you will receive a wireless remote control for the barrier system in the entrance area of the student residence Bessenbacher Weg 10 from the caretaker.
Step 10: Hand in passport photo
Please hand in a passport photo to the caretaker at the student residence within one week after moving in.
Step 11: Hand in SEPA direct debit mandate
If you did not send the SEPA direct debit mandate to the Studierendenwerk Würzburg in step 8, you will now have to open an new bank giro account/current account (Girokonto).
Then fill in the SEPA direct debit mandate and hand them in to the caretaker at the student residence within one week after moving in.
Step 12: Hand in handover record
After your arrival in Aschaffenburg you will also receive a handover record when moving in and receiving your keys (see Step 9). Please check your room/flat and the objects in it for damage and completeness based on the inventory listing. Then fill out the handover protocol, sign it and hand it in to the caretaker within 7 days after having received the keys.
Download example handover record
Download example inventory listing
Step 13: Wohnungsgeberbestätigung (landlord's confirmation of residence)
After you arrival in Aschaffenburg you will also receive a Wohnungsgeberbestätigung (according to the currently applicable Bundesmeldegesetz) when moving in and receiving you keys (see Step 9). You have to hand in this Wohnungsgeberbestätigung to the Meldebehörde (registration office) at the city hall in Aschaffenburg. You will find the Meldebehörde at the Bürgerservicebüro on Dalbergstraße 15 in 63739 Aschaffenburg.
Download Sample Wohnungsgeberbestätigung
Step 14: Rundfunkbeitrag (licence fee) for apartments
For every apartment in the student residence there has to be paid a licence fee to the "Beitragsservice von ARD, ZDF und Deutschlandradio". Further information under www.rundfunkbeitrag.de
Download Flyer - "The Licence Fee For Students"
Step 15: Hand in certificate of registration
According to § 3 of the rental contract, the certificate of registration of Aschaffenburg University of Applied Sciences has to be handed in to the Studierendenwerk Würzburg at the beginning of each semester until 1 April respectively 1 October. You can send the certificate by email to the Studierendenwerk Würzburg or upload under
https://www.swerk-wue.de/en/wohnen/certificate-of-matriculation.html
You can download your certificate of registration online on the "CampusPortal" of Aschaffenburg University.
Step 16: Move out
Please contact your caretaker at the latest 4 weeks before the date on which you are planning to move out.
Step 17: Receive your deposit back
You can download a form for the repayment of your deposit at
https://www.swerk-wue.de/en/wohnen/moving-out-guide/repayment-of-deposit.html
This form also contains more information on the repayment of your deposit.
The responsible contact person for the repayment of your deposit is Mr Fuß.
