Booking for Staff
PhDs, Postdocs, Researchers and Other guests
In order to access our services, you need to be invited to our booking system. All information about room details, exact prices, and availabilities is provided there. Several rules determine who are eligible and can be invited to the booking system.
If you wish to be invited to our booking system you must fulfill the following requirements:
- You are an international staff member at The University of Copenhagen (or sometimes at another academic institution in Copenhagen—see more below)
- You want housing for minimum 3 months and maximum 2 years
- You can provide official documentation proving your status with The University of Copenhagen (or other relevant institution—see below)
Will you be working at a different University or institution in or around Copenhagen? Please find more information here
We do not accommodate Danish citizens
We only accommodate international students and staff. Even if you are an international visitor, you must inform us if you have Danish citizenship – in that case we cannot help you.
How does it work? - The booking round
We systematically invite new members of staff to our online booking system two times a year—these events are called ‘booking rounds’. To receive an invitation to access our online booking system, you must be put on our list. The invitations are sent by e-mail, on the day of the booking round, and contain a link that gives access to our booking system.
Access outside the booking rounds: We know that many members of staff arrives outside the fixed semesters and therefore outside our booking rounds. However as a member of staff this is not an issue. If you wish to be invited to our booking system outside the booking rounds (e.g. in the middle of a semester), please contact Housing Foundation directly via email. Then we can evaluate your case individually.
The two yearly booking rounds:
| Spring booking round | Fall booking round |
|---|---|
| For staff who wish to rent from January/February/March/April until July/August | For staff who wish to rent from July/August/September/October until end of January |
| Booking round will take place in late November | Booking round will take place in late June |
More precise dates of the booking rounds will be advertised on the front page of our website ahead of time.
How to sign up for housing
1. PhD and Postdocs:
Send us your employment letter or an e-mail from your supervisor or HR. The document must mention the period of your stay and your full name. Send it to [email protected]
2. Other University employees such as; Researchers, Professors, guests:
Send your employment letter to [email protected]
When to contact us if you need housing
We understand that you might be eager to secure your accommodation in Copenhagen well in advance. However if you wish to participate in one of our booking rounds we only open for sign-ups two months in advance (see overview below). Please keep this in mind, as we will not be able to sign you up for the booking round earlier than this.
If you are looking for housing outside the booking rounds (e.g. mid semester) please read the information above
| Spring booking round | Fall booking round |
|---|---|
| Booking round for the spring semester will take place in end of November | Booking round for the fall semester will take place in end of June |
| If you wish to participate we will start the sign-ups for the booking round in October. When you contact us, please remember to provide the documentation mentioned above | If you wish to participate we will start the sign-ups for the booking round in May. When you contact us, please remember to provide the documentation mentioned above |
Are you looking for housing suitable for families with kids?
The Housing Foundation have a limited number of family apartments and they are kept for staff and students arriving with children.
Please note: It is not possible to stay with children in any of our other dorms or shared apartments. Housing options appropriate for staff with children will be marked as “Family” in our booking system.
Rental periods
It is important to keep in mind that we rent out rooms from the date that they become available and therefore start dates of the different rooms cannot be changed.
Please find the specific rental periods below.
Members of staff can rent during the whole year and are not bound to follow the University semesters
Length of stay
Minimum 3 months
Maximum 1 year (2 years)
Rental periods
Staff members have flexibility and can rent at any time depending on vacancies.
Contracts typically:
- Begin on the 1st or 15th of the month
- End on the last day of the month.
In addition they have a time restriction on their rental period, as they can only rent from us for:
- A minimum of 3 months
- A maximum of 12 months (24 months)
Move out date:
According to the rental contract paragraph 11, tenants must vacate their rooms and return their keys before 12 noon 7 days prior to the last day of your contract. The move out date is non-negotiable.
The reason why tenants have to move out 7-days before is because we need to prepare the accommodation before the next tenant moves in.
This applies even if the move-out date falls on a Saturday or Sunday or on a holiday as our inspection crew works all week.
You can read more details in the departure section.
The Booking Manual
Reading the Booking Manual is mandatory.
Details about how to enter the booking system and make a booking are described in our Booking Manual. It is mandatory to read the manual before completing a booking. When making a booking and when signing a rental contract you confirm that you have read and understood the Booking Manual and that you have read our website.
Please make sure you read the correct booking manual!
For staff members working at other Universities in or around Copenhagen
We distinguish between primary and secondary users
Our primary focus it housing students and staff at the University of Copenhagen. However, we also help students and staff from other Universities an institutions in and around Copenhagen, if we have any availability. These users are called Non UCPH- or “secondary” students and staff.
These could be from e.g., CBS, DTU, RUC, Aalborg University, KEA etc.
You can still follow all the information mentioned above. With the exception of one important thing: The invitation date.
As mentioned above, the invitations are sent by e-mail, on the day of the booking round. However as a secondary user this is not the case. Secondary users will be invited a day after the primary users and only if we have any available accommodations left.
