Frequently asked questions

Exterior doors and key fob

The key fob (the chip in the key head) can be used for the main entrance door, the exterior door from the courtyard, the two basement doors (bicycle storage), and the two emergency stairwells.

Interior doors

Several interior doors feature access control – requiring a fob, key, or code.

Access rights may vary, for example:

• Fitness room: requires registration and payment via your rent.
• Booking of common rooms and study rooms: requires use of a booking system (code provided).
• Bar: restricted to the party committee.
• Access limited to your own floor via stairs or elevator.

Residences

Each residence is equipped with an intercom unit connected to the main entrance panel at Søren Frichs Vej 3G.

Guests can locate the desired residence using the arrow keys or by entering the unit number directly, following the instructions above the entrance panel (4 digits: floor + apartment number, e.g., 0306 – then press the bell symbol).

Elevators

You can always take the elevators down to Level 0 (Studiestræde) and Level -1 (street level). Access to other floors requires your key fob.

When you let guests in via the intercom, the elevators are activated for 3 minutes, allowing travel to your floor without using a key fob.

You can reserve the study rooms and the common room.

When you move in, you will receive an email with information from One4All (PNT).

If you do not see the email, please check your spam folder.

For help with the app, please read this guide.

The common room is equipped with tableware, tables, and chairs for approximately 50 people. The dishwasher is located in the kitchen and is available for use; please remember to empty it after use.

Used cloths and tea towels should be placed in the laundry basket in the room near the tables.

You will find the tables and chairs behind the door in the common room; use the same access code for this door.

There is a trolley for the tables, though it is very heavy and somewhat difficult to maneuver. There is also a trolley for transporting the chairs.

Please remember to leave the room tidy for the next person 😊

Detailed rules regarding the use of the common room can be found under “Rules for the common room” in the resident folder.

You are permitted to run your own business from your home, provided it causes no nuisance whatsoever to the other residents. The business must not involve signage, the storage of stock, or in-person visits to your address.

Do not drill holes in the window frames.

Do not drill into the bathroom walls.

There are two elevators serving the floors from the basement up to the 12th floor. The internal dimensions of the elevators are 100 cm wide, 210 cm long, and 210 cm high. The elevator door opening is 90 cm wide.

The elevator on the left is a firefighter’s elevator, designated for use by the fire department. In the event of smoke in the corridors, smoke sensors will trigger a smoke and fire protection door in front of the elevator on the respective floors.

The elevator on the right is a standard elevator; it is equipped with a smoke ventilation system that activates in the event of fire or smoke.

The elevators should not be used in the event of a fire; if possible, use the emergency stairwells instead.

Electronic devices often contain lithium-ion batteries, which can pose a risk of explosion and fire, especially if they have been subjected to impact, shock, or overcharging.

Read about the correct way to charge electronic devices.

Below is a picture of a student dormitory room where a bicycle battery overheated while charging:

Godsbanekollegiet has a cleaning room on each floor, where the following items are available for free use: a vacuum cleaner (including bags), a mop handle, buckets, a window-cleaning kit, and various cleaning agents.

These may be used to clean your own room and the communal areas (please remember to return the items immediately after use).

You are required to help keep the common areas clean.

Dialogue is always preferable to conflict, but if a conflict reaches an impasse, you have the option to file a complaint. Your complaint must be submitted in writing and should only concern incidents older than two weeks in exceptional cases.

If you (or a group of residents) wish to file a complaint against a fellow resident, you must first submit a written complaint containing the following information:

• the identity of the complainant,
• the identity of the person being complained about,
• the nature of the complaint, and
• when the incident(s) took place.

You may use Kollegiekontoret’s complaint form. (The form can be filled out and signed digitally if you have the latest version of Adobe Acrobat Reader installed. Once you have opened the form in Adobe Acrobat Reader, click the edit icon on the right side of the screen.)

The complaint must be sent to klage@kollegiekontoret.dk. Complaints may only be anonymous in exceptional cases.

Kollegiekontoret will process the complaint and assess whether the person who is being complained about should receive a written warning.

Following repeated written warnings regarding the same violation of the house rules or the Rent Act, the resident’s tenancy may be terminated (with three months’ notice) or summarily terminated (with short notice).

In particularly serious cases, Kollegiekontoret may terminate a tenancy without prior notice.

If a complaint regarding you has been processed and you are dissatisfied with the outcome, you have the option to contact the municipality’s Resident Complaints Board.

The Resident Complaints Board can, among other things, handle cases concerning:

• The condition of the home upon move-in and move-out
• House rules, harassment, etc.
• Right of alteration
• Water and heating accounts

The Residents’ Complaints Board can, among other things, make decisions regarding:

• The validity of a decision made within the resident democracy
• Issuing a warning to a resident
• Making the tenancy conditional (meaning the tenancy may be terminated or cancelled if a new violation occurs).

Both residents and the housing organization may appeal to the Housing Court if they are dissatisfied with a decision made by the Residents’ Complaints Board. Find further information about the Residents’ Complaints Board at: www.aarhuskommune.dk/beboerklage

There is emergency lighting above the doors to the airlocks (vestibules with louvered windows facing the stairwells).

Escape routes must be kept clear to ensure they do not contribute to smoke generation or the spread of fire. Consequently, furniture, shoe racks, floor mats, and similar items are not permitted. Keeping these escape routes free of obstructions also makes cleaning much easier.

Fire authorities conduct unannounced fire safety inspections once a year to verify compliance with fire safety regulations. They issue warnings and sometimes fines if corridors and similar areas are not kept clear. The caretaker may also remove items from corridors, etc., without prior notice. Please also ensure that escape routes in any parking areas are kept free of cars, bicycles, strollers, and similar items.

Fire safety measures

In the event of a fire

• Call 1-1-2 and provide the address (Thomas Koppels Gade 1 – 8000 Aarhus C).
• Alert other residents, to the extent possible given the scale of the fire.
• Evacuate via one of the two emergency stairwells all the way to ground level (the street).

Fire blanket and fire extinguishers

If possible, extinguish the fire using the fire blanket or the fire extinguisher located just inside the door to the communal kitchen.

There is an additional fire extinguisher in the cleaning room.

The fire extinguisher is suitable for all types of fires (including oil/deep-fat fires).

The rooms are also equipped with smoke detectors; the building features smoke-venting windows and emergency escape systems.

When you move into your new home, you can sign up to use the fitness facilities. The cost is DKK 50 per month. Use of the exercise equipment is at your own risk.

Rules regarding the use of the fitness facilities can be found in the resident handbook.

Unfortunately, furniture cannot be borrowed at the dormitory.

Your unit

Your unit is equipped with ventilation in both the entryway and the bathroom.

Heated air is supplied at a temperature of 20°C.

Additionally, there is a radiator in the room that you can adjust yourself. The baseline temperature is automatically regulated based on the outdoor temperature; during the warmer summer months, the temperature is lowered for energy-saving purposes.

The bathroom features a heated towel rail; the temperature can be adjusted using the controls at the bottom left.

Shared kitchen

The communal kitchen is connected to a centrally controlled ventilation system linked to the cooker hoods.

Heated air is supplied at a temperature of 21°C.

The ventilation system is equipped with CO2 sensors, meaning ventilation increases when there are many people in the common area.

The communal kitchen also has 1–2 radiators. A control panel is mounted on the wall to the left of the door, allowing you to adjust both the ventilation and the radiator temperature by ± 2°C.

Kollegiekontoret Aarhus has taken out building insurance for the dormitory.

The building insurance covers the buildings and fixed installations in the event of fire, storm, cloudburst, burst pipes, etc.

The building insurance does not cover your personal belongings (PCs, TVs, mobile phones, etc.). You must therefore take out your own contents insurance. Ensure that the policy covers alternative accommodation should you need to vacate your room temporarily due to, for example, water damage.

We also recommend taking out accident insurance. If your parents have included you in their policy, that coverage typically only applies until you turn 18.

Please note that insurance does not cover losses resulting from a break-in caused by unlocked doors. Therefore, always lock doors to areas such as storage rooms, laundry rooms, and bicycle rooms.

You have the option to move to a different accommodation within the same dormitory.

Applicants seeking an internal moving have priority for vacant accommodation at the dormitory where they currently live. It is not possible to apply to switch from a two-room unit to two one-room apartments.

Note: Single applicants are at the back of the queue for two-room units (ranking after both external and internal two-person applicants).

Internal moving can only take place within the dormitory where you currently live. If you wish to move to a different dormitory, you must apply via www.stdenthousingAarhus.com

Subtenants cannot apply for an internal moving. You also cannot apply for an internal moving if you have already given notice to terminate your current tenancy.

You can find the internal moving form under the “Forms” menu (look under “Other”).

If you decline an offer, your application for an internal transfer will be cancelled.

Note: You may be offered an internal moving offer before the notice period for your current unit has expired. Consequently, you might have to pay rent for two accommodations for a certain period. You will not receive the deposit for your current unit until approximately 14 days after the tenancy ends.

Internet service from Bolignet-Aarhus is already available via your wall socket, and the cost is included in your rent. Simply connect your computer or router using a network cable and open mit.bnaa.dk in your browser. You will need to register/order your connection there to gain access to the internet.

If you want wireless internet, you must purchase a router yourself.

Please note that the router cannot be a mobile router or one provided by another service provider, as these are not compatible with Bolignet-Aarhus. You can purchase a compatible router at shop.bnaa.dk or at an electronics store.

Do you have questions or need assistance? Contact Bolignet-Aarhus customer service at 82 50 50 50 (Monday–Friday 10:00–19:00 and Saturday 12:00–15:00) or email support@bnaa.dk.

If you lose the key to your room or apartment, you can contact your caretaker during normal working hours; they can let you in.

Outside normal working hours, you can contact a locksmith. You are responsible for covering the cost yourself.

If you lose your keys, you must also pay the cost of having the lock rekeyed. So, take good care of them and consider keeping a spare key with a neighbor.

You were issued a laundry tag when you moved in. The tag registers every time you start a wash or use the tumble dryer, and the associated costs will be added to your rent payment.

Currently (2022 rates), the cost is DKK 11 per wash (including detergent) and DKK 3 per 10 minutes of drying time.

LAUNDRY HANDLING:

Underwired bras can lose their wires during the wash; these can get stuck in the drum and damage not only your own laundry but also that of other residents. Therefore, underwired bras must always be placed in a laundry bag before being put into the machine.

Always check your clothes for foreign objects before putting them in the machine. (You may wish to rotate the drum once before starting the machine.) Pockets must be emptied of all items.

Failure to follow the above instructions regarding laundry handling may result in damage to the machine. The person(s) responsible will be required to cover the repair costs.

You have access to “Min Side” (“My Page”) from the day you move in (as stated in your lease agreement). On “Min Side,” you can view your rent payments and documents from Kollegiekontoret, report defects, and give the caretaker permission to enter your home to carry out tasks.

You can access “Min Side” via the person icon in the top right corner of kollegiekontoret.dk or by using the link: minside.kollegiekontoret.dk

You log in using your email address, after which you will receive a one-time code via email.

You must use our notice-of-termination form if you wish to give notice on your tenancy.

You can find the form under the “Forms” menu item on this page.

Please note: You must terminate your home no later than 7 working days before the intended re-letting date, even if we do not succeed in re-letting it by that date. The home must be cleaned and cleared, and your keys must be handed over to the caretaker no later than 9:00 AM on the day you move out. From the time you give notice until you move out, you are still required to clean the common areas.

The caretaker will conduct a move-out inspection on the day you are required to terminate the property. If you wish to reschedule the inspection to an earlier date, you can try to arrange a different time with the caretaker—provided this is done no later than 3 days before the move-out date.

In the resident folder, you will find guidelines regarding maintenance regulations; on pages 9–12, you can read about the cleaning required when moving out

Keeping pets or looking after other people’s pets at the dormitory is not permitted.

Rent Payment

Rent must be paid no later than the first business day of each month. If payment is made after this date, a fee of DKK 335 (2026 level) will be added to the following month’s charge. You can choose from the following methods to pay your rent:

1. Registration with Nets (Betalingsservice/Direct Debit). We recommend this payment method, as it is by far the cheapest and easiest option for all parties. Betalingsservice is free of charge and can be cancelled at any time. You can sign up for the service using the payment slip you receive after moving in. If you continue to receive a payment slip after registering with Nets, it is either because the arrangement has not yet taken effect or because an error occurred during registration. Please contact your bank to resolve the issue.
2. Payment via payment slip using online banking or at the bank. This payment method incurs a monthly fee. If you do not receive your payment slip one month, or if it gets lost, it is your responsibility to ensure the rent is paid by the due date. This can be done by transferring the payment to the Kollegiekontoret’s giro account no. 913 0187. Remember to include your name and address or your tenancy number.
3. Via online banking by transferring the amount to registration number 3627 and account number 0009130187. Remember to include your name and address or your tenancy number. If paying from abroad, please use the following details: IBAN: DK393 000 000 913 0187 and SWIFT CODE: DABADKKK (Danske Bank, Holmens Kanal 2-12, 1092 Copenhagen). Please note that you are responsible for covering all costs associated with international payments.

No payment deferral

It is not possible to apply for a deferral of your rent payment. Rent must be paid on time.

Failure to pay rent

If you do not pay your rent on time, we will first send a formal payment demand (including a fee). Subsequently, the case will be referred to a lawyer; your tenancy will then be terminated, and you will be required to pay legal and bailiff costs.

Rent increase

If the rent is increased, this usually takes effect on 1 August, with three months’ notice given—meaning the notice is typically issued before 1 May. Kollegiekontoret notifies Nets and the housing benefit office of the increase.

If you have any other questions regarding your rent, please email us at husleje@kollegiekontoret.dk

At Godsbanekollegiet, 11 residents share a communal kitchen. Each resident has their own cupboard as well as a dedicated shelf in the refrigerator and freezer. The kitchens are fully equipped with pots, pans, tableware, etc.

There is a dining table and a sofa area with a TV in every kitchen.

Each shared kitchen also has its own balcony.

Kitchen Replenishment

There is an annual kitchen replenishment scheme allowing residents to purchase items they need.

The budget for purchases is DKK 1,500 per floor.

Fill out the item list in the Excel or PDF file below and follow the instructions in the “Procedure” document.

All rooms and communal kitchens are equipped with a mains-powered smoke alarm that includes a battery backup. The alarm only sounds within the individual unit or room.

You should check that the alarm is working approximately every three months. Do this by pressing the button and confirming that the alarm sounds (loud beeps).

If the smoke alarm is triggered accidentally—for example, by steam from a hot shower—open the window and fan the air directly beneath the alarm.

If the smoke alarm emits intermittent, single beeps, the backup battery needs replacing; please contact the caretaker.

Each unit has a storage space or cupboard within the home.

At least once a year, Kollegiekontoret sends a student status verification request to all residents to ensure that the conditions for residency are being met. If you fail to return the verification on time, or if you are no longer enrolled in an education, we will terminate your tenancy with three months’ notice. Note: You are permitted to remain in your accommodation for three months after completing your studies.

The louvered windows next to the stairwells open automatically to vent smoke in the event of a fire or similar emergency.

However, the windows can also be operated for comfort purposes if the corridors become too warm.

At the bottom of each stairwell, there is a control switch with an up arrow (↑) and a down arrow (↓).

Each switch operates all the windows adjacent to that specific stairwell simultaneously (i.e., on all floors at once).

To open the windows, press and hold the ↑ button; opening stops when the button is released, allowing you to adjust the degree of opening.

A single press of the ↓ button closes the windows completely.

Note: The windows do not close automatically when it rains.