Application Procedures for Move-in and Move-out Q&A

★Dormitory Application and Check-in Procedures

Q1：What dorm options are available for me to apply for?

There are currently 5 dormitories available for application, but the room layouts and allocations vary slightly for each building.

1. Graduate Male Students • Dorm 1 • Dorm 7 • Dorm 2 (2-person rooms) • Dorm 2 (4-person rooms) • Gender-Friendly Dorm (Returning students only)
2. Graduate Female Students • Dorm 1 Branch • Dorm 1 Branch (4-person rooms) • Dorm 7 • Dorm 2 (2-person rooms) • Dorm 2 (4-person rooms) • Gender-Friendly Dorm (Returning students only)
3. Undergraduate Male Students • Dorm 1 • Dorm 7 • Dorm 2 (2-person rooms) • Dorm 2 (4-person rooms) • Gender-Friendly Dorm (Returning students only)
4. Undergraduate Female Students • Dorm 1 • Dorm 7 • Dorm 2 (2-person rooms) • Dorm 2 (4-person rooms) • Dorm 1 Branch (Freshmen only) • Gender-Friendly Dorm (Returning students only)

Q2：How do I check in?

Please complete your check-in procedures based on your housing status:
(1)Confirmed Residents (Regular Applicants): Please bring your student ID and check in during the designated times announced for each semester.
(2)Waitlisted, Room-Change, or Dorm-Transfer Students: Please bring your student ID and visit the dormitory front desk to check in. (Available daily from 9:00 AM to 5:00 PM).

★Dormitory Withdrawal Application

Q3：How do I check out of the dorm?

Mid-Term Housing Withdrawal Procedure
1. Clear out your bed space and any associated personal belongings in common areas (such as shoe cabinets or lockers).
2. Log in to the Student Housing Application System. Under the "Basic Information Maintenance" section, verify your postal account number and ID/passport number. If there are any errors, please correct them immediately.
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1. Visit the dormitory front desk between 09:00 AM and 05:00 PM to complete the withdrawal process, which includes returning your room keys and signing out.
2. Dormitory staff will conduct a room checkout inspection. Any violations or damage will result in a deduction from your housing deposit.
3. Utility costs—including water, electricity, heat pump, and gas fees—will be calculated according to each dormitory's specific regulations and deducted from your housing deposit.
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The Student Housing Service Center will process the refund for your housing fees and deposit. The processing time takes approximately 1 to 2 months. Please note that incorrect account details will lead to delays in your refund.

【Important Notes】
1. Mandatory Front Desk Checkout: Students who fail to complete the official checkout procedures at the dormitory front desk will not be considered withdrawn. You will still be held liable for all housing fees and related expenses.
2. Utility Billing Cut-off: The settlement date for water, electricity, heat pump, and gas fees is the exact day you complete your checkout (including key return and signing out) at the front desk.
3. Account Verification Requirement: You must log in to the Housing Application System to ensure that your own postal or bank account details are correct. Refunds cannot be processed if no valid account number is provided.
4. Pro-rated Refunds: Housing fee refunds vary depending on the date of your withdrawal. Please refer to the Student Dormitory Management Guidelines for the detailed refund schedule.

Q4：Which date is used as the base date for calculating the housing refund?

1. Refund Calculation Base Date: The refund is calculated based on the actual date you complete the checkout procedures and sign out at the dormitory management office. It does not begin on the date you verbally or via email notify the Student Housing Service Center of your intent to withdraw. • Example: If the official move-in date is February 5, and you inform the center on February 27 that you wish to withdraw but do not officially complete the checkout procedures until March 10: • Scenario A: If you officially complete checkout on February 27 (under 30 days of residency), you will receive a 3/4 (75%) refund of your housing fee. • Scenario B: If you do not officially complete checkout until March 10 (exceeding 30 days of residency), you will only receive a 1/2 (50%) refund according to the Student Dormitory Management Guidelines.
2. Official Checkout Status Reminder: Please be strongly reminded that your withdrawal is determined solely by the full completion of the checkout procedures. Clearing out your bed space, returning your keys, or simply stating your intent to leave does not constitute an official withdrawal if the full procedure remains incomplete. You will still be considered an active resident, and you will remain fully liable for all housing fees and related expenses. If you are certain about withdrawing, please ensure you complete all front desk checkout procedures immediately to protect your financial rights.

Q5：I am an NTNU resident. Due to some personal conflicts (e.g., exams/flight schedules), I cannot move out on the official date. How can I apply for an extended stay or temporary daily housing?

1. Impact on Waitlisted Students: Residents who are required to check out but fail to complete the checkout procedures within the designated timeframe will directly impact the rights of waitlisted students. Therefore, you must complete all checkout procedures on time to avoid delaying accommodation for those waiting for a bed.

2. Compliance and Penalties: Residents who do not complete the checkout procedures within the required time will be subject to disciplinary actions/penalties in accordance with university regulations. Any other applicable deductions from the housing deposit will be processed according to the specific regulations of each dormitory.

3. Alternative Option (Single Day Accommodation): If you are unable to complete the checkout procedures on time due to special circumstances and simply need to extend your stay for a few more days, you may consider applying in advance for Single Day Accommodation (note: you may be assigned to a different room). For detailed information and guidelines, please visit the NTNU Student Housing Service Center Website.

4. Official Checkout Status Reminder: Please be strongly reminded that your withdrawal is determined solely by the full completion of the checkout procedures. Clearing out your bed space, returning your keys, or simply stating your intent to leave does not constitute an official withdrawal if the full procedure remains incomplete. You will still be considered an active resident, and you will remain fully liable for all housing fees and related expenses. If you are certain about withdrawing, please ensure you complete all front desk checkout procedures immediately to protect your financial rights.