The Barn, Exeter

Booking Deposit

• An Advance Rent Payment of £150 in England or £200 in Scotland is required to progress the booking application.
• Make the payment before the Agreement is issued for signature.
• If the booking is completed, the payment is credited towards the first rent instalment or licence fee instalment.
• The payment is shown on the Residents’ Portal/App as “Advance Rent Payment”.
• The room is not secured until the Advance Rent Payment is made, all required parties sign the Agreement, required checks are completed, the application is accepted, and the property signs the Agreement

Pay In Instalment

• The Agreement sets out payment instalments and shows them in the Residents’ Portal/App.
• Unless otherwise agreed in writing, the Initial Payment is due by the earliest of the first instalment date in the Agreement, 14 calendar days after the Agreement is signed by all parties, or 14 calendar days before the Start Date.
• If the booking is completed less than 14 calendar days before the Start Date, the Initial Payment is due immediately.

Mode Of Payment

• Payments are managed through the Residents Online Portal.

Guarantor Requirement

• A suitable Guarantor is required when the student chooses an instalment payment schedule.
• A Guarantor is not usually required when the full rent is paid in advance, subject to approval.
• Students who will be under 18 on the Start Date must provide a suitable Guarantor even if the full rent is paid in advance.
• The Guarantor must be at least 18 years old, not be a student, have the ability to meet the guaranteed obligations, sign the required documentation, and provide required identity, address and suitability information.
• The Guarantor must not live in accommodation managed by the property unless they are the student’s parent or guardian or otherwise agreed in writing.

No Visa No Pay

• If the UK visa application is refused before the Start Date and the student cannot come to the UK to study, the booking can be cancelled and the Advance Rent Payment and any rent payments made will be refunded.
• The student must email the Residents’ Team as soon as reasonably possible, normally within 48 hours of receiving the visa decision.
• Reasonable evidence, such as a visa refusal letter, must be provided.

No Place No Pay

• If the student does not achieve the grades required for their university place and is therefore not accepted by the university, they may cancel before the Start Date.
• The student must normally notify the Residents’ Team within 48 hours of receiving the relevant decision or evidence.
• Reasonable evidence, such as exam results, a university rejection letter or UCAS evidence, must be provided.
• The Advance Rent Payment and any rent payments made will be refunded.

University Course Cancellation/Modification

• Changing university or changing course does not automatically cancel the Agreement or end payment obligations.
• If the change results in loss of student status, the student may give at least 4 weeks’ written notice, unless a shorter period is agreed in writing.

Early termination by students

• Early termination is permitted where the Agreement provides a right to end early, the property accepts a suitable replacement resident, the room is re-let, or the property agrees to release the student in writing.
• For medical reasons, where the student cannot begin or continue studies for 60 days or more, the property may agree to end the Agreement early.
• For medical reasons, at least 4 weeks’ written notice and reasonable supporting evidence are required.
• For non-medical loss of student status, at least 4 weeks’ written notice is required unless a shorter period is agreed in writing.
• Liability for future rent ends when the replacement agreement starts, the room is re-let, the property agrees in writing to release the student, or the Agreement ends, whichever occurs first.

Replacement Tenant Accepted

• The student may introduce a proposed replacement resident before or after the Start Date.
• The replacement resident must meet eligibility requirements, pass required checks, provide a suitable Guarantor where required, pay any amounts due, and enter into a new agreement.
• The property must approve the replacement resident; it is not required to accept a proposed replacement.
• If the replacement resident starts a new agreement from the Start Date, the student and Guarantor will not be liable for rent from the Start Date, subject to unpaid sums or reasonable costs properly due.
• If the replacement resident starts after the Start Date, liability for future rent ends when the replacement agreement starts, subject to applicable unpaid sums, rent shortfall or reasonable costs.

Deferring Studies

• Deferring studies does not automatically cancel the Agreement.
• Where deferral results in loss of student status, the student may give at least 4 weeks’ written notice unless a shorter period is agreed in writing.
• The student remains liable until a suitable replacement resident enters a new agreement, the room is re-let, the property agrees in writing to release the student, or the Agreement ends.

Extenuating Circumstances

• Medical reasons may qualify for early release where the student is unable to begin or continue studies for 60 days or more.
• At least 4 weeks’ written notice and reasonable supporting evidence, such as university confirmation or medical evidence, are required.
• Approval is subject to the property agreeing to the early release.
• The property may also consider refunds in other exceptional circumstances at its discretion but is not required to do so unless the Booking Terms or Agreement provide otherwise.

Other cancellation policies

• The Advance Rent Payment is generally non-refundable if the student decides not to continue, does not sign the Agreement, the Guarantor does not sign or meet requirements, a suitable replacement Guarantor cannot be provided, checks are not passed, or the student withdraws from university, changes university, changes course, or decides not to move in.
• The property may refuse, cancel or withdraw a booking application for reasons including failed checks, non-payment, failure to sign within the required period, room unavailability, legal/compliance reasons, or other reasonable grounds.
• If the property cancels or withdraws the booking for a reason not caused by the student, Guarantor or application information, payments made will be refunded.
• Refunds are generally processed within 28 days after the refund is confirmed as due and the required evidence or information is received.

Delayed Arrivals & travel restrictions

• If you are unable to travel due to government-imposed travel restrictions, please contact the team with the relevant supporting documentation. We will facilitate the request to review your circumstances and explore the possibility of cancellation/contract amendment. Requests are considered individually, and any outcome will depend on the property's review and applicable booking terms.