General | Academic bookings | Personal bookings

General

1. Application

An application form must be completed for all Vacation Accommodation (hereafter referred to as "Vac.Acc.") bookings on the online booking platform: https://housingonline.uct.ac.za.

Successful applicants will be accommodated in a designated vacation residence, which may not be the accommodation (residence) you occupied during the year.

1.1. All accommodation is allocated on a first-come-first-served basis.

1.2. It is important to carefully consider opening and closing dates for the Vac.Acc. period.

2. Categories of students applying for vacation accommodation

2.1. Academic bookings

This is for all students staying in Vac.Acc. for academic reasons. In order to qualify for academic rates you must comply with the following criteria:

2.1.1. It is a prerequisite that you need to provide creditable evidence that you will be engaged in an academic programme during the vacation period.

2.1.2. Furthermore, your fee account needs to be in good standing. The Vac.Acc. Office may not be able to debit a fee account with any new charge(s) where there is a large fee debt already exist.

2.1.3. Written proof is required to validate your need to stay for academic reasons. The written proof is obtainable from your faculty and/or academic department. This document which serves as proof must be signed by the Head of the Department or his/her/their nominee and must comply with the following requirements:

  • Be on an original letterhead and be signed stipulated above. Photocopies will not be accepted.
  • Academic letter of proof must contain the following information:
    • Name of student
    • Student number
    • Reason for staying
    • Duration of accommodation required (arrival and departure dates)
    • All information must be clearly legible.
  • An email can also be sent to the Vac.Acc. Office stayandconnect@uct.ac.za by the department provided that the required information as listed above is contained clearly in the email. 

2.1.4. Where a class is required to stay after the official residence closing date or registers early for academic reasons, the academic department can send an electronic download of details of all students needing accommodation to the Vac.Acc. Office.

2.1.5. Should your academic department indicate that you are required to continue staying in a vacation residence after the completion of the intended academic programme, please indicate clearly on your form. The department is required to send the Vac.Acc. Office confirmation that the student is eligible to stay based on the extension of the academic programme.

NB: The Vac.Acc. Office will allow two days on either side of actual stay to be incorporated into the academic accommodation charge. For example, if your course is from 19 November – 23 December, you may arrive on 17 November and depart on 25 December. If you arrive earlier or stay longer than one day, it will be billed at a personal rate and you will therefore be required to pay all costs upfront (see Section 3: Payments below). It is worth noting that the Vac.Acc. Office has a responsibility to implement this policy as it is formulated by Financial Aid.

It is advised you seek prior approval from Financial Aid if you are a NSFAS recipient or from your bursary should you be a bursary recipient. If you are responsible for your own fee debt your current fees account balance will be an important consideration. 

2.2. Personal bookings

2.2.1. Applies to all students that do not qualify for academic rates i.e. graduating students, students working in Cape Town, students who have no confirmed academic commitments during the vacation period and students staying for vacation purposes. 

Accommodation/meals cannot be charged to your Student Fee Account whether you have a positive balance or not.

2.2.2. All accommodation/meal costs must be paid upfront.

3. Payments

3.1. Academic bookings: All academic bookings are charged to the student's fee account. 

3.2. Personal bookings: All personal bookings need to be paid for upfront. Payments can be made using the following methods:

3.2.1. Cash payments will not be accepted at the Vac.Acc. Office or at any residence. No exceptions will be made.

3.2.2. Direct bank deposit/EFT. Proof of payment must be uploaded on your online booking application.

3.2.3. The Vac.Acc. Office cannot charge/deduct from your fee account for personal bookings irrespective whether you have a credit balance or not.

Banking details:
Account Name: University of Cape Town
Bank Name: Standard Bank
Account Number: 071 482 458
Branch Code: 25009
SWIFT Code: SBZAZAJJ
Branch Name: Rondebosch
Reference: Your UCT student number

4. Catering services

4.1. In line with the UCT Council approved fees for the academic year, fees will apply for accommodation and meals from the date of occupancy in a residence. Meals served during the quarantine period will be charged to the student’s fees account, whether a student is in catering or self-catering residence. This arrangement is informed due to the global pandemic we currently face. Since a mandatory quarantine period has been introduced by UCT Executive, all students are obliged to go through this compulsory period. During this period all meals are provided including students residing in a self-catering residence. 

It is important to familiarise yourself with dining hall protocols and meal serving times.

5. Changing of booking

5.1. For any date changes you will need to complete a change request on the online booking platform https://housingonline.uct.ac.za.

5.2. Each student is only allowed to change his/her/their dates up to an absolute maximum of two (2) times.

6. Cancellation of booking

6.1. To cancel your booking, you must do so on the online booking platform https://housingonline.uct.ac.za.

6.2. Please note failure to comply with policy (see Section 7: Failure to cancel a booking below) could result in your fee account being debited. 

7. Failure to cancel a booking

7.1. Any late cancellations or failure to notify the Vac.Acc. Office will result in a three-night accommodation charge, which will be debited to your fee account.

All meals that were not canceled will be charged for this duration:

  • 72-hour notice period (which equates to a three-day cancellation) to the caterers from the time the Vac.Acc.Office receives the cancellation. 

For example, you book from 16 December – 26 December for a catering residence with three (3) meals day. You depart on 23 December without informing the Vac.Acc. Office via the online booking platform and do not sign out of residence. You will therefore be liable for your stay/meals until 26 December. 

7.2. Telephonic changes to the original booking dates cannot be accepted, as any amendments have to be done on the online booking platform.

7.3. Should you be in a Vac.Acc. residence and wish to cancel, a 72-hour notice should be given. Failing to do so, a three-day cancellation fee will be charged to your fee account, i.e. if you cancel on the day you are departing, a three-day cancellation fee will apply.

7.4. If you fail to sign out of the Vac.Acc. register you will be charged as if you had booked for the entire vacation period unless absolute proof can be provided that you left the residence on the day you originally indicated you would.

8. Arrivals and departures 

8.1. You must report to the reception desk at the allocated residence and complete the sign in register on arrival. 
NB: The Vac.Acc. Office will not be responsible for errors if you do not complete the register clearly and legibly.

8.2. On your departure, it is important that you sign out from the register. Failure to do so will result in your fee account being billed right up to the start of the semester.
NB: All fields on the register need to be completed clearly and correctly. It is your responsibility to ensure that your arrival and departure dates are correct and that you sign in the signature field as you will be charged for the dates reflecting in the register. Should you not complete the departure date, the Vac.Acc. Office reserves the right to charge your fee account until the official move out date as per your booking.

8.3. It is your responsibility to make sure that you are familiar with the official opening and closing dates of the residence term. It is standard operating procedure that students in a Vac.Acc. Residence will move to their term residence a day or two prior to the completion of the Vac.Acc. project. It is imperative to note that the Vac.Acc. charges will apply until the completion of the Vac.Acc. project and the official opening of the term residence or residence year. 

9. Early arrivals (no advance notice given)

9.1. Doorstep bookings will only be accommodated in a residence where space is available. If all the Vac.Acc. residences are full, you will need to find alternative accommodation off campus. Off-campus accommodation office can be contacted on 021 650 4934 or at ocsas@uct.ac.za or Masingene Building, Middle Campus.

10. Late arrivals (no advance notice given)

10.1. Students who arrive later than the date specified on their booking form and do not inform Vac.Acc. Office in advance, will be charged for all meals and accommodation booked. (Refer to Section 5: Changing of booking above on how to go about making changes to your original booking).

11. Student housing residence rules

11.1. Students are reminded that the same students' residence rules as contained in the General Rules and Policy Handbook 3 available here and in particular R2 and related sub-sections as well as R3 and related sub-sections remain in force during the vacation periods. When students engage in social gatherings in their room, play loud music, etc. which results in complaints from their neighbours (R20.9 and related sub-sections) he/she/they will face disciplinary action from the university, and where all else fails may be required to vacate his/her/their room and seek alternative accommodation off campus for the remainder of the period.

11.2. On signing an application form for Vac.Acc., students also agree to vacate their rooms by the departure date indicated on the booking form or the "date change" form. (Special departure date applies to non-residence students booked right until the last week prior to residences officially opening for the 1st semester. Enquire at the Vac.Acc. Office stayandconnect@uct.ac.za for more details).

11.3. Students are reminded that they are still subjected to the rules of the vacation residence Warden or his/her/their designated nominee (R12 and related sub-sections).

11.4. Students are reminded to leave rooms clean and tidy otherwise they will be required to pay excessive cleaning charges.

11.5. A laundry facility will be available during the Vac.Acc. period and a TV lounge will be made available for student use.

12. Office hours for booking enquiries

The Vac.Acc. Office is opened 24/7 including weekends and public holidays

The contact details are: Night Manager +27 (0)82 411 8344 or speed dial 8657.

Confirmed bookings: On arrival in Cape Town, you will be able to sign directly into your designated vacation residence. A residence staff member or receptionist on duty will assist you in this regard. A 24/7 reception service is also available.

13. Security

13.1. Students are reminded to bring their own good quality (durable) padlocks with which to lock their rooms.

13.2. Please ensure your padlock key is in a safe place at all times.

13.3. Where you make use of a security coded swipe card to get in and out of the residence, please keep this card in a safe place and don't lend it to anyone.

13.4. It is important to be mindful to keep your door locked at all times as safeguarding your assets remain your responsibility.

13.5. The Residence Access Security System information will be displayed on the residence notice board.

14. Disclaimer

14.1. Each person who enters and/or stays on the University's premises does so at his/her/their own risk.

14.2. The University shall not be liable for any of the following:

14.2.1. Loss of or damage to property of any nature owned by whomever on the University's premises.

14.2.2. Any injury, disablement or death caused to anyone who ever on the University's premises howsoever such damage, loss, injury, disablement or death may be caused, or when it is occasioned by the Act, omission or negligence (gross or otherwise) of any employee or off holder of the University or anyone else whose action the University may be liable in law.

15. Contact us

Tel: +27 (0)21 650 1050
E-mail: stayandconnect@uct.ac.za

Physical Address:
Meulenhof Building
96 Main Road
Mowbray

Academic bookings

Your application form must be accurately completed AND confirmed by Stay&Connect for this to be considered a valid booking.

Positive student identification by means of a current, valid UCT student card is a prerequisite. Please familiarise yourself with the contents of the current Student Information Handbook "General Housing Information" available here.

Changing of booking and cancellation policy:

  1. Booking changes must be done in writing by completing a change of booking form obtainable from the Vac.Acc. Office.
  2. Bookings must be cancelled in writing 48 hours before your expected arrival date as specified on your booking form, otherwise you will be liable for a no-show charge.
  3. Telephonic changes or cancellations will not be accepted.

Additional information:

  • On arrival at the vacation residence, you need to report at the reception and sign in on the register. All fields need to be completed. It is your responsibility to ensure that your arrival and departure dates are correct and that you sign in the signature fields. If you fail to indicate arrival and departure dates on the register, you will be charged as if you had booked for the entire vacation period unless absolute proof can be provided that you left the residence on the day you originally indicated you would. 
  • Meal card: You will not be able to get a meal without a meal card – please insist on one when signing in.
  • Bedding and padlock students need to bring their own. Vac.Acc. Office does not rent out bedding and padlock.
  • UCT term residence students: Vac.Acc. charges are applicable until breakfast on the date stipulated on our online booking platform https://housingonline.uct.ac.za.
  • Non-residence UCT students: You will be required to vacate the Vac.Acc. residence at 10:00 hrs on the date stipulated on our online booking platform https://housingonline.uct.ac.za. 

Personal bookings

Your application form must be accurately completed AND confirmed by Stay&Connect for this to be considered a valid booking.

Positive student identification by means of a current, valid UCT student card is a prerequisite. Please familiarise yourself with the contents of the current Student Information Handbook "General Housing Information" available here.

Payments

  1. Charges for personal vacation and meals are payable when the booking is confirmed. Accommodation and meals cannot be charged to your UCT Student Fee Account, whether you have a positive balance or not.
  2. All payments can be made to the following bank account:

Account Name: University of Cape Town
Bank Name: Standard Bank
Account Number: 071 482 458
Branch Code: 25009
SWIFT Code: SBZAZAJJ
Branch Name: Rondebosch
Reference: Your UCT student number