Housing Regulations

Aalto University Student Union

Housing Regulations

Entry into force on 1 June 2017

Chapter I

 

General provisions

 

Section 1 Scope of application

In addition to provisions in the Act on Residential Leases 481/1995 (hereafter referred to as AHVL), these regulations apply to apartments in student housing properties owned by Aalto University Student Union (hereafter referred to as the Student Union) as well as apartments owned and administered by its subsidiaries and associated companies.

Section 2 Bodies

Administrative bodies in residential properties are determined by the administrative regulations for the halls of residence.

Section 3 Housing office

The Housing Office directed by the head of the Financial Office is responsible for housing-related practicalities.

Chapter II

 

Housing applications

 

Section 4 Housing types and housing queues

The housing type refers to shared apartments, studios in shared apartments, studios, two-room apartments, three-room apartments or apartments with more rooms.

Housing queues are formed based on housing types and the location of apartments. Valid housing queues at any given time are determined by the Housing Committee.

Section 5 Tenants and the right to apply for housing

The student union members and employees have the right to apply for apartments which are directly or indirectly administered by the Student Union and receive an apartment in accordance with criteria confirmed by the Representative Council as provided in these regulations.

Family and friends agreements are made for apartments with more than one room. Family agreements are made for apartments which are used as family apartments and where at least one member of the Student Union is living. Friends agreements are made for apartments where two or more student union members live together without forming a family.

In shared apartments, studios in shared apartments and studios, the tenant has to be a member or employee of the Student Union. In apartments rented as family apartments, at least one tenant must be a member or employee of the Student Union. All tenants must be student union members in apartments covered by the friends agreement. The Housing Committee can make exceptions to the above-mentioned criteria for very serious reasons.

Section 6 Housing application

Housing applications are submitted through an electronic application form in a specific web application. The application form corresponds to the valid decision of the Finnish Ministry of the Environment on the housing application format or other official instructions where applicable. A housing application must be made in writing. In special cases, an applicant must submit certain documents to the Housing Office to support one’s application.

Housing applications are accepted throughout the year. The application period for the first-year students usually begins as soon as their place of study has been confirmed. The Housing Committee may determine an exceptional application period for some housing queues.The Housing Committee determines the deadline for the application period of first-year students if the applicant wishes to receive the additional score for the first-year students.

First-year students must pay Aalto University Student Union’s membership fee during the registration period set by Aalto University or they will be removed from the housing queue after the end of the registration period.

In order to maintain their position in the housing queue, applicants must renew their applications every six (6) months. Applicants are also obliged to notify the Housing Office immediately if they wish to withdraw their application. The applicant can submit a new application for a new location if they wish to do so, which is placed in the application queue of the location in question, based on the date and scoring of the application. The applicant has the right to leave the queue at any time by cancelling one’s application.

The applicant may apply for apartments in several housing queues at the same time.

Housing applications of applicants with the right of residence are placed in housing queues in the application order, with the exceptions available in the scoring instructions for housing applications.

If the applicant is offered an apartment, one is removed from the housing queue in question. If the applicant approves the housing offer, the applicant’s applications are removed from all housing queues. However, the applicant may restore two (2) optional housing applications to the housing queue, as long as the Housing Office is informed about this within one (1) month from the acceptance of the housing offer.

Chapter III

 

Selection of tenants

 

Section 7 Selection criteria

The selection of residents is based on the tenant selection criteria defined by the Council of State. The criteria are taken into account according to these regulations.

Section 8 Exceptions to the application process

When confirming the apartment allocation criteria, the Student Union has the right to make exceptions in special cases to the housing application process and the allocation order determined by ARA’s tenant selection guide.

When confirming the housing allocation criteria, the Student Union has the right to decide to rent apartments also to persons who are not members of the Student Union.

If there are no suitable tenants among the student union members with the right of residence, the Housing Office can rent the apartment for any graduate student or student, favouring the members of the Student Union. In these cases, the tenant is granted three (3) years of the right of residence for the apartment in question.

Section 9 Notification of tenant selection

The Housing Office must immediately inform the applicants about the housing allocation and tenant selection decisions in writing by email or by mail upon request. The applicant must accept the housing offer within four (4) days of the provided offer. The Housing Office has the opportunity to specify an exceptional time limit for accepting the housing offer.

Section 10 Waiting period due to receiving an apartment

When the applicant accepts AYY’s apartment offer, one is not offered a new AYY apartment from the same queue before the tenancy has lasted for at least six (6) months. In addition, when the applicant accepts AYY’s apartment offer, one is not offered any new AYY’s apartments before the tenancy has lasted for at least two (2) months.

The Housing Committee can make exceptions to the waiting period for serious reasons.

Chapter IV

 

General provisions concerning tenancy

 

Section 11 Right of residence

The right of residence to apartments directly or indirectly owned and/or administered by the Student Union (henceforth referred to as ‘the Student Union’s apartment’ and ‘apartment’) applies to the student union members with the need for accommodation, taking into account the exceptions in Section 5. The right of residence requires studying and is therefore of a temporary nature. If wealth conditions or other conditions required by current legislation or any other similar decrees concern housing, the right of residence is subject to the fulfillment of these conditions. The fulfillment of the right of residence is resolved based on the information provided in the application form and its attachments, any additional clarifications, as well as the accumulation of the applicant’s credits.

The duration of the right of residence in the student union housing is the maximum of five (5) years for students accepted to study in Aalto University’s bachelor’s and master’s degree programmes and the maximum of two (2) years for students accepted to study in a master’s degree programme only, including the notice period in accordance with AHVL. The duration of the right of residence is extended by two (2) years for families with children.

When a member of the Student Union graduates from a master’s degree programme or discontinues full-time studies, one’s right of residence is terminated, regardless of how long one has altogether lived in the student union housing.

Doctoral students do not have the right of residence for AYY’s housing. If a member of the Student Union is accepted to undertake the licentiate or doctoral degree at Aalto University and is a member of the Student Union when undertaking the doctoral degree, one’s right of residence may be extended with the decision of the Housing Committee, until the original right of residence period has been used.

The right of residence period is calculated from the beginning of the academic term, during which the student union member begins one’s studies at Aalto University for the first time. The right of residence period is consumed whether one lives in the student union housing or not. The right of residence period ends after the fifth study year.

The right of residence period is not consumed if the person does not live in the student union housing and has registered for non-attendance at Aalto University. The right of residence period is neither consumed during the period when the person is employed by the Student Union.

Upon request, the Housing Committee may decide to extend the right of residence of a person who has acted as a member of the Student Union Board by one (1) year. Upon request, a resident may be granted a maximum of one (1) year extension with the decision of the Housing Committee due to an illness that has clearly slowed down one’s studies (medical certificate to be provided) or for other serious reasons.

Section 12 Suspension of tenancy for a fixed term

The suspension of tenancy for a fixed term and living elsewhere temporarily is possible without consuming the right of residence if the reason for this is:

military service;

  • studies abroad included in Aalto University degree;
  • internship abroad included in Aalto University degree;
  • other ground approved by the Housing Committee.

The suspension of tenancy for a fixed term does not require living in the student union housing. However, if a student lives in the student union housing, the suspension of tenancy requires that the apartment is handed over for a fixed term. The tenant does not have to hand over the apartment if the household living in the apartment includes children or if the apartment is subleased to a student union member during the suspension period.

The suspension of tenancy must be reported and, when requested, the student has to present a clarification on the reasons for the suspension of tenancy in writing to the Housing Office no later than one (1) full calendar month prior to the suspension and agree on practical arrangements with the Housing Office at the same time.

The Housing Office must be informed about the exact date of returning to the apartment no later than one (1) full calendar month prior to the return. The aim is to organise an apartment to the tenant from the same housing queue which one has left. A resident who has left an apartment larger than two-rooms should be placed in an apartment with at least two rooms.

Section 13 Subletting an apartment

Provided that rental conditions and costs are in accordance with one’s rental agreement, being responsible for those by themselves, tenants may sublet apartments for a fixed period on the following conditions:

  • to a person of their choice for the maximum of four (4) months between 1 Apr–30 Sept
  • to a student union member of their choice for the maximum period of twelve (12) months if the tenant provides the Housing Office with the proof of studies abroad included in Aalto University degree, internship abroad included in Aalto University degree or undertaking military service
  • in special cases with the Housing Committee’s decision to a student union member once for a period for over one year while residing abroad, after submitting good reasons for this procedure.

Subletting an apartment consumes the right of residence period. The Housing Office must be notified about subletting in writing no later than one (1) full calendar month prior to the beginning of subletting. The main tenant must provide a copy of the subtenancy agreement to the Housing Office before the beginning of subtenancy. After the subtenancy, the main tenant recovers one’s tenancy to the same apartment and his/her right of residence period is also consumed during the subtenancy.

Subletting an apartment in other than the above-mentioned situations and in other ways than the above-mentioned procedures leads to the termination of the rental agreement.

In accordance with AHVL, the subletting of an apartment is permitted.

Section 14 Rental agreement

Tenancy conditions are recorded in detail into a written rental agreement. The rental agreement is drafted either as open-ended or fixed-term agreement using at least two copies of forms confirmed by the Student Union. Both spouses or partners, or several tenants, must all sign the agreement and they are jointly responsible for the rent.

Section 15 Deposit

For each rental agreement, a deposit must be paid to the Student Union, the amount of which is confirmed by the Housing Committee annually in the spring. When moving into an apartment, the tenant is responsible for checking the condition of the apartment and the movable property and to notify the Housing Office about defects and deficiencies. When the tenant moves out, the deposit will be refunded once the condition of the apartment and movable property has been checked and found to be satisfactory. Returning the deposit also requires that the tenant does not have any unpaid rents or other unpaid payments. The tenant may use the deposit for covering the receivables from the tenant without hearing the tenant.

Section 16 Giving notice in exceptional circumstances

When the needs of the Student Union based on appropriate criteria so require, a rental agreement may be terminated and a new lease for another apartment is signed with the tenant. With the decision of the Student Union’s Representative Council, residents can also be temporarily required to move out of the apartments if the Student Union needs apartments for public good between 1 May–31 Aug.

In these cases, the period of notice in accordance with AHVL must be taken into account.

Section 17 Review of the right of residence

The Housing Office has the right to review that the conditions for the tenant’s right of residence are met. The tenant agrees to provide the Housing Office with information about issues affecting the right of residence for the review annually and at other times upon request.

In connection with the review of the right of residence, the Housing Committee or the Housing Office may terminate the rental agreement after the period of notice determined by AHVL particularly if:

  1. the tenant has finished one’s studies at Aalto University;
  2. the tenant is no longer a member of the Student Union;
  3. deadlines referred to in Section 11 in these regulations are met;
  4. the tenant has not completed eighteen (18) credits at Aalto University in the previous academic year as a resident of the Student Union’s residential property;
  5. the tenant does not provide the Housing Office with information necessary to review the right of residence.

If the person presents valid reasons for the delay of studies, the matter may be processed by the Housing Committee. Acceptable reasons include:

  • illness proved to delay one’s studies
  • military service carried out during studies
  • other reasons considered adequate by the Housing Committee.

Section 18 Postponement of the removal date

If the tenant is given a notice to move out of the apartment on a certain day, the Housing Committee may agree with the tenant to postpone the removal date. An adequate reason for this postponement is that a tenant has to rent a new apartment for an unreasonably short period of time due to moving elsewhere or waiting for one’s own apartment to be finished, or the tenant can present other very serious reasons for the postponement of removal. The removal date may be postponed with the maximum of one (1) year.

Section 19 Termination of a rental agreement

The rental agreement may be terminated by both parties as provided in AHVL.

The tenant may appeal against the notice within thirty (30) days of the announced notice. A written appeal must be submitted to the Housing Office.

Section 20 Annulment of a rental agreement

The Student Union or the board of a subsidiary or associated company of the Student Union, which acts as the landlord, has the right to terminate the lease on the same grounds and procedures as provided in AHVL. In addition, a rental agreement may be annulled if the tenant has provided false or misleading information or concealed factual information in the housing application or when reviewing the right of residence, or if the apartment or part of the apartment is subleased or otherwise assigned in violation of this regulation.

If the student union terminates a tenant’s rental agreement due to reasons provided in Section 8 of AHVL, the tenant loses one’s right of residence defined in Section 11 of AYY’s housing regulations for a set period of time. The set period of time for the loss of the right of residence is 6-18 months. The duration of the loss of the right of residence is decided by the Housing Committee.

If the right of residence is lost due to entries 1-5 in Section 17 of AYY’s housing regulations, the tenant’s right of residence is returned when the reason for the loss of the right of residence is no longer valid and a tenant has delivered an application to the housing office.

Section 21 Written warning

Before terminating a rental agreement, the Housing Office or the Housing Committee must give a tenant a written warning including a specific mention on the ground for termination. If the tenant immediately corrects one’s incorrect practices, it is prohibited to terminate the agreement.

Section 22 Termination of family and friends agreements

With family and friends agreements, a prerequisite for tenancy is that the apartment is used as a family or friends apartment. Family or friends agreements may be terminated if family members have ceased to live together in the same household or if one of the tenants decides to leave the apartment in question.

When a family or friends agreement is terminated, residents are not directly transferred to shared apartments / studios in shared apartments / studios.

If the tenant wishes to continue living in the same apartment after the termination of tenancy and the tenancy has continued for at least six (6) months, the tenant has the opportunity to sign a new agreement for a family or friends apartment in question with a new tenant. The new resident moving into the apartment must already be a main tenant in AYY’s apartment.

Section 23 Usage regulations for information network

As part of the rental agreement, the tenant agrees to comply with the Student Union’s current usage regulations for the information network.

Chapter V

 

Specific provisions

 

Section 24 Members of AYY Board and AYY’s employees

The members of AYY Board are offered an apartment from the vicinity of AYY’s Central Office if they so desire. If the board members have lived in AYY’s apartment before their term in the Board, they are offered the opportunity to return to an apartment in the housing queue which one has left after their term in the Board.

AYY’s employees are offered apartments according to their needs when possible.

Section 25 Deviation from the regulation provisions

The Student Union Board has the right to deviate temporarily from the provisions of this regulation for very serious reasons.

Section 26 Data protection

Rental housing applications are treated confidentially, as they include confidential financial and social information. The Student Union should file applications and their attachments in an appropriate manner taking into account the obligation to observe secrecy. As a clarification, the authorities supervising the use of rental housing produced with the support of the State, the municipality, Housing Fund of Finland (ARA) and the Ministry of the Environment have the right to inspect documents for supervisory purposes if they concern rental housing and their tenant selection within the scope of their supervisory responsibility.

Section 27 Scoring instructions

Housing scoring instructions are the appendix of the housing regulations. (link: scoring of applications)

Section 28 Additions and amendments

The Student Union’s Representative Council decides on additions and amendments to these regulations and their appendices by the two-thirds majority of the Representative Council votes.