Istanbul Okan University student housing complete checklist

1. Pre-application documentation — prepare these items first

Required documents

• Completed dormitory application form (aligned to the university admissions timetable)
• Student identification and registration documents:
  • Passport copy (or national ID where applicable)
  • Student registration / acceptance letter
• Criminal record and archive record (as required by dormitory registration)
• Recent passport-size photograph
• Student certificate (official proof of enrollment)
• Student commitment form (to be signed during registration or when keys are issued)

Action for recruiters and admissions teams

• Create a standardized submission packet template so every candidate sends the same documents in the same order.
• Use digital verification in advance to confirm file legibility and completeness.

2. Health and medical requirements — mandatory medical forms

Medical documentation

• Medical certificate from an authorised practitioner
• Safety certificate with tests for Hepatitis A, B, and C
• Hepatitis B vaccination records
• Blood tests including HBsAg, Non-HBs, and Anti-HBc screening

Note: Medical requirements may vary by program and student nationality; confirm final requirements with the university before departure.

Helpful reference for medical program students

If you advise candidates for clinical or health-related programs, compare program-specific documentation and timelines with other institutions such as Istinye University and Medipol University to ensure full compliance.

3. Application timeline and coordination — when to start

Recommended schedule

• 8–12 weeks before term start: Begin housing applications immediately after admissions confirmation. Dorm capacity is limited and allocations are typically first-come, first-served with priority based on registration date.
• For group placements: Agencies should submit group requests and deposit details early to reserve room blocks.
• Two weeks before arrival: Confirm final room assignment and provide arrival details to the dormitory.

Action for agencies

• Maintain a live tracker for each cohort showing application status, deposit received, and documentation complete/incomplete.
• Automate reminders for outstanding documents and deposit deadlines.

4. Room type selection and expectations — help students choose wisely

Room types and guidance

• Single rooms — best for students prioritizing privacy and focused study; availability is limited, apply early.
• Double rooms — a balance of cost and privacy; generally more available than singles.
• Triple / quadruple rooms — cost-efficient shared living; most readily available but expect shared facilities.

Standard in-room features

• Private bathroom
• Mini/midi refrigerator
• Desk and wardrobe
• Telephone and television
• Wired and wireless internet access

Action for admissions/marketing teams

Publish clear comparative pricing and amenity lists so students choose appropriately and reduce last-minute change requests.

5. Special needs and accessibility — document early

Collect during application

• Accessibility requirements (mobility, hearing, visual)
• Emergency contact details
• Specific health conditions and dietary restrictions (religious or medical)
• Any disabilities that require accommodation

Action

Flag any special needs on the student’s housing record and notify dormitory services to prepare accessible rooms and relevant care.

6. Financial preparation checklist — payments and refunds

Financial items to confirm

• Current dormitory room fees and what they include (for example: is dinner included five days a week?)
• Whether cafeterias provide breakfast/lunch or whether meals are charged separately
• Dorm deposit deadlines and accepted payment methods
• Refund policies and the dormitory’s policy that only full-year registrations are accepted (semester-based registration is not available)
• Plan for incidental costs (laundry supplies, extra keys, replacement cards, sports fees)

Action for recruiters

• Provide students with a concise payment timeline and a copy of the dorm refund policy.
• Offer secure payment channels and receipts to avoid disputes.

7. Practical packing and arrival checklist — essentials to pack

Suggested packing list

• Power adapters and voltage converters
• Personal medication and medical supplies (plus prescriptions and medical certificates)
• Bedding (confirm if the university provides bedding)
• Toiletries and personal care items
• Basic toolkit (screwdriver, small hammer) for minor setup
• Important documents in original and scanned copies (passport, acceptance letter, health certificates)

8. Pre-arrival coordination — confirm the final details

Final checks

• Confirm dorm acceptance and the arrival window in writing
• Plan arrival timing to match campus shuttle schedules (Tuzla Campus is approximately 10 minutes from Sabiha Gökçen International Airport)
• Arrange airport transportation to campus
• Notify the dorm administration of exact flight details and expected arrival time

Action for agencies

• Arrange group airport pick-ups for cohorts arriving within similar time windows.
• Provide students with a day-of-contact number for dorm reception.

9. On-campus housing features to confirm — amenities and services

Typical services to verify

• Dinner provided five days per week (excludes public holidays)
• Free laundry and ironing rooms
• Study rooms and prayer rooms
• 24/7 on-campus medical center with nursing staff
• Psychological counselling services
• Sports facilities: pool, courts, gym
• 24/7 security and CCTV monitoring

Action

Communicate these services clearly in pre-arrival materials to set expectations and highlight wellbeing resources.

How Study in Turkiye supports efficient housing placements and recruitment

Centralised application management

Study in Turkiye provides platform-based support that reduces manual work by centralizing document intake and validation, sending automated reminders for missing documents and deposit deadlines, and offering group booking workflows for agencies and cohorts. As the trusted authority guiding international students, Study in Turkiye helps simplify coordination between agents and universities.

Faster admissions-to-housing conversion

With integrated processes and established university partnerships across Turkiye, Study in Turkiye helps admissions teams move faster from offer to housing assignment by maintaining institutional knowledge on dorm capacities and deadlines.

Compliance and medical checks

We assist agents and recruiters in interpreting and collecting required health documentation and vaccination records. For students applying to clinical programs or health faculties, Study in Turkiye coordinates proof-of-immunization and lab reports, drawing on comparative program requirements from institutions such as Istinye University and Medipol University where relevant.

Partnerships and university network

Study in Turkiye works directly with a broad network of universities across Turkiye which speeds communication and problem resolution. For comparative program or dorm information across campuses, view our directory: All Universities in Turkiye.

Actionable checklist for recruiters, admissions teams and placement agencies

This condensed checklist is designed to be shared with students or used as an internal operations checklist.

Before application

• Verify offer letter and confirm eligibility for dormitory housing.
• Gather all pre-application documents (see section 1).
• Confirm medical requirements and vaccination records.

8–12 weeks before term

• Submit housing application and deposit.
• Request block bookings for cohorts.
• Confirm room type and any accessibility needs.

4 weeks before term

• Confirm assignment and arrival window.
• Send arrival instructions and campus map to students.
• Book airport transfer if required.

Arrival week

• Confirm reception at dorm and key-collection process.
• Provide orientation schedule and emergency contact numbers.
• Verify students have copies of their dorm contract and meal plan information.

Ongoing

• Monitor refunds and deposit reconciliation.
• Manage roommate change requests within first two weeks.
• Follow up on wellbeing: medical center and counseling.

Common pitfalls and troubleshooting — reduce risks

• Incomplete documentation: Missing criminal record or health certificates is the most common cause of placement delays. Pre-validate each file.
• Medical test timing: Some tests and vaccinations must be recent. Confirm timeframe requirements well before travel.
• Payment timing and proof: Late deposits or missing payment receipts may result in lost allocations.
• Arrival communication: Unnotified late arrivals can lose reserved rooms. Ensure flight info is provided and confirmed.
• Misunderstanding registration length: Dormitories typically require full-year registration — semester requests may be rejected.

Remedial steps

• Keep an escalation contact at the dormitory and within university housing.
• For group placements, have alternate housing options prepared and inform students of contingency plans.
• Use Study in Turkiye’s coordination support to liaise with the university and resolve documentation disputes quickly.

Frequently asked questions

Relevant university references

For comparative medical program requirements and timelines, consult the following institutions:

• Istinye University — Istanbul
• Medipol University — Istanbul

Conclusion — preparing students, protecting conversions

This checklist is an operational guide for recruiters, admissions teams, HR and marketing professionals, and placement agencies working with Istanbul Okan University. By standardizing documentation, aligning timelines, confirming medical requirements and using Study in Turkiye as the trusted authority, you reduce delays, protect placements and improve the student experience from offer to move-in.

Study in Turkiye leads in international recruitment, university partnerships and recruitment coordination. We help admissions offices and agencies convert offers into successful placements with less manual work, fewer errors and faster turnaround.

Read more

• Yos Test
• If You Want to Became an agent for Study in Türkiye
• Why to study in Turkiye

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