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Warwick Accommodation Students

Early Departure Form

If you are departing campus and vacating your room before the end of your accommodation contract, you should complete the form below to formally log your departure.
  • Please only complete the departure form below from the day you depart campus.
  • You should ensure you complete the below form as soon as you can once you have departed campus as we are not able to backdate departures.
  • We encourage all students departing campus and vacating their room to please return their key fob back to the Student Information Centre or your Local Residence Hub on departure, so that we can make a conscious effort to reuse them. If returning to the Student Information Centre, you can give to a member of the team direct at the front desk, or if departing out of hours you can simply place in the drop box by the front entrance of Senate House.

Please note: returning your key and completing this form does not mean that you will be released from the obligations of your contract.

Please confirm that you understand you will no longer be able to access your room once you have completed the departure form (required)
Please confirm that you have taken all of your belongings with you (required)

If you are completing this form and departing campus it does not mean that your contract will end and you will receive a refund of your accommodation fees.

We will only release students before the end of their contract if they have found an eligible replacement who has taken over liability of the room, withdrawn from University, or a release has been agreed with Wellbeing and Student Support and we have been formally notified of this. 

Please note, if you are withdrawing from the University or you are supported to be released from your accommodation contract by Wellbeing and Student Support - we will process your release from the latest of the below:

  • your official withdrawal date
  • the date you were supported to be released from your accommodation contract
  • the date that you completed this form

If you are eligible to be released from your accommodation contract, we will confirm this with you by email - if you do not receive an email from the accommodation team within two weeks after completing this form, please email accommodation@warwick.ac.uk.

Privacy notice

The University of Warwick will process your personal data on this form being your ID number, full name, email address, residence, room number, information about your departure and consent for your key to be deactivated for the purposes of processing accommodation departures for on campus accommodation.

The legal basis for processing this personal data is that it is in the legitimate interest of the University namely the effective management of its property and to perform the accommodation contract that we have with you. 

Your personal data will be retained for at least 6 months but no longer than necessary.

You have the right to object to processing based on our legitimate interest. You also have a right to access, erase or restrict our use of your information.  If you wish to do so please contact infocompliance@warwick.ac.uk.

The University’s Data Protection Officer can be contacted via dpo@warwick.ac.uk

If you are dissatisfied with the way in which your personal data is being processed, let us know and we will look in to matters for you.  After that, if you are still dissatisfied, you have a right to complain to the Information Commissioner’s Office

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University's Data Protection webpages provide further information on your rights and how the University processes personal data. If you wish to submit a data subjects rights request, make a complaint or report a suspected personal data breach, please contact the University’s Data Protection Officer by email at infocompliance@warwick.ac.uk.

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