[FIRST ROUND] Have you been granted a place in a dormitory? Check what to do next – academic year 2025/2026

Category: Dormitory

You’ve been granted a place in a student hall of residence for the 2025/2026 academic year and, you’re wondering what’s next? Below you’ll find the most important information about the next steps you should take to get ready for the accommodation process, avoid any surprises when it comes to the necessary formalities, and smoothly start the new academic year.

General information

Are you happy with the dormitory you’ve been assigned?

Great!  If the place suits you, all you need to do is pay the reservation fee – there’s nothing else you need to do.

Not exactly what you were hoping for?

You can try to swap your place through the dormitory place exchange in the USOSweb system. You’ll find the exchange option in the same section where you submitted your application for a place in the student hall of residence. The system is straightforward – for example, if you want to swap a place in the Dormitory no. 3 (DS3) for a place in Dormitory no. 5 (DS5), there needs to be someone who got a place in the DS5 and wants to move to the DS3.

Reservation fee

What’s the reservation fee all about? Let us explain!

Everyone who has been granted a place in one of the UW’s Student Halls of Residence must make the reservation fee payment within the specified deadline.  It serves as confirmation that you truly want to take up the place allocated to you.

🔔Note! In the 2025/2026 academic year, the rules regarding the reservation fee depend on whether you are already residing in a dormitory or will be accommodated for the first time. You can read more about this in Ordinance No. 102 of the Rector of the University of Warsaw of 18 June 2025

Please read carefully and check which option applies to you:

🔔Important! The reservation fee also serves as a deposit.
Thanks to this deposit, you won’t need to pay any additional fees during the accommodation process. The deposit will be refunded no later than 10 days after check-out.

However, suppose you check out earlier than one month from your accommodation date or the start of the academic year (whichever is later). In that case, the reservation fee will not be refunded and will be forfeited. The exception is if, within 7 days of checking out, you move into another University of Warsaw dormitory and pay a new reservation fee.

Bank account numbers for the reservation fees

Below is a list of account numbers to which you should transfer the fee, along with the corresponding amount due.

What’s next? Accommodation!

Accommodation dates

You can complete the accommodation procedure between:

You should go directly to the dormitory where you have been allocated a place – you can complete the accommodation procedure Monday to Friday between 9:00 and 14:00.

🔔If you want to be accommodated in the dormitory earlier, please contact the specific dormitory to make sure it’s possible.

Important practical information:

• Rooms are assigned by the dormitory administration during the accommodation process. Please keep in mind that most rooms are double occupancy, and students are generally accommodated accordingly. 
• During accommodation, please remember to bring two photos and an identity document (such as an ID card or passport).
• Wondering what you’ll receive during accommodation? Explore our dormitories section  to learn more. 
• Remember! Failure to accommodate within the deadline will result in the loss of your reservation fee and your place in the dormitory.

Certificates for visa purposes

Certificates for visa purposes regarding dormitory accommodation will be issued only on Fridays. If you wish to receive a certificate, you must submit your request by email no later than 12:00 on Thursday. Requests received after 12:00 PM on Thursday will result in the certificate being issued the following Friday.

Certificates will be sent by email in both Polish and English versions.  They are signed exclusively with a qualified electronic signature.

Please note that a detailed certificate (including information about the assigned dormitory and its fee) can only be issued after you have been allocated a place in a specific dormitory and paid the reservation fee. Otherwise, we can only issue a certificate stating that you are eligible to apply for accommodation in one of the University of Warsaw’s dormitories.

For those who want to receive a certificate for visa purposes, please contact us by email (bpm@uw.edu.pl). In the subject line, please write “Certificate for visa purposes”. Please include your student ID number in the email body, or attach your university admission letter from the University of Warsaw.

Note! If you are already residing in one of the UW’s dormitories and want to obtain a certificate of accommodation, please contact your dormitory administration.