What to look for in a PBSA Student Accommodation Management Partner
06 October 2025
Purpose-built student accommodation (PBSA) is a significant part of the wider higher education (HE) landscape. With student numbers continuing to rise and expectations about accommodation evolving - developers, investors, and universities are increasingly focused not only on building high-quality accommodation but also on ensuring that it is operated effectively, efficiently, sustainably, and with student experience at the heart.
Facilities management (FM) is central to this success. A well-chosen FM partner doesn’t just keep the lights on and the buildings clean; they play a critical role in supporting student wellbeing, ensuring compliance, reducing risk, and safeguarding the long-term value of the asset. For universities, PBSA owners and investors, choosing the right partner can mean the difference between a thriving student Community and an underperforming asset.
In this guide, we explore what key things to look for when selecting a student accommodation management partner.
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Having a proven track record in the academic sector
Successfully managing PBSA buildings brings with it some unique operational challenges. There is the variability of the academic cycle, the intensity of move-in weekends, the need for 24/7 support, and the emphasis on creating a safe and supportive environment for young people; this all means that experience really matters.
When evaluating potential FM partners, look for organisations with demonstrable experience across the higher education sector, both within PBSA and wider academic estates. A strong track record proves they understand the rhythms of the academic year, the sensitivities around student life, and the complexities of managing high-density accommodation safely and efficiently. Case studies and long-term partnerships are key indicators here.
Offering support throughout the PBSA journey
Developing great student accommodation is not just about bricks and mortar; it’s about building Communities. The right FM partner will engage early in the process for new PBSA projects, supporting design, planning, and mobilisation to ensure schemes are operationally efficient from day one.
This early involvement can help futureproof a development, ensuring facilities are designed with maintainability, sustainability, and student wellbeing in mind. For investors and developers, a partner who can provide continuity from pre-opening mobilisation through to ongoing management offers peace of mind, smoother transitions, and consistent service delivery.
Showing a commitment to student wellbeing
Their living environment is hugely important to students these days, and accommodation is a critical factor in their whole university experience - influencing both academic success and mental health.
Great facilities management teams are often on the front line. They can provide 24/7 support on site, respond to issues quickly, and create a safe, inclusive environment where students can thrive.
When choosing an FM partner, explore how they approach student wellbeing, asking:
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Do they have established processes for pastoral support and safeguarding?
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Are staff trained to recognise and respond to signs of distress?
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Do they work closely with universities to integrate into broader student support networks?
A strong PBSA FM partner will see wellbeing not as an add-on but as a central pillar of their service.
Having a robust approach to PBSA risk management and compliance
Managing PBSA effectively means navigating a wide range of statutory obligations and risks. This includes everything from fire safety, water risk assessments and health & safety compliance to data protection and safeguarding. With legislation constantly evolving, especially in areas such as building safety and environmental performance, compliance cannot be left to chance, so it’s important to work with those who are proactive.
A credible FM partner should demonstrate strong governance, clear processes, and rigorous risk management frameworks. Independent certifications, accreditations, and audit results can all help to verify their expertise in this area.
Just as importantly, they should communicate compliance issues clearly and proactively, giving investors, asset managers, and universities confidence that risks are being managed effectively.
Offering sustainable FM solutions
Both universities and their students are increasingly motivated by environmental and social responsibility. Sustainability in PBSA is now a core expectation, both to meet regulatory targets and to appeal to a generation of students who want their living spaces to reflect their values.
FM partners have a critical role to play here: from reducing energy consumption and improving waste management to embedding sustainable procurement and maintenance practices. When assessing potential partners, consider whether they can demonstrate:
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Experience in delivering energy efficiency projects
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Use of data and technology to drive sustainability performance
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Strong recycling and waste reduction programmes
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Engagement with students to encourage sustainable behaviours
An FM partner with genuine commitment in this area can help developers and investors align with ESG priorities while reducing costs and protecting asset value.
Delivering flexible and agile FM services
Unlike most other types of property, PBSA is an intense, cyclical environment. The first weeks of every term or semester can bring hundreds of arrivals in a matter of days. Issues can arise at any time, day or night, and must be dealt with quickly to protect both students and reputation.
Your FM partner must be able to operate at this pace, providing 24/7 coverage and demonstrating flexibility to adapt to the demands of the academic cycle. Evidence of resilience during peak periods, robust staffing models, and strong communication channels are all signs of a partner who can deliver consistently under pressure.
Having a partnership mentality
Sustained PBSA success depends on collaboration. Investors, developers, universities, and operators all need to work closely to align objectives. The FM partner should bring not just technical expertise but also a collaborative mindset, essentially acting as an extension of your team and engaging proactively to solve problems.
When assessing providers, consider how they approach communication and reporting, for example:
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Do they provide transparent, data-driven insights?
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Are they proactive in suggesting improvements?
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Do they work constructively with universities and local authorities?
A true partner will go beyond service delivery to support your long-term goals.
Managing student housing: Why choose us?
At PfP Students, our specialist knowledge and experience in the academic estate and student accommodation sector means that we provide high-quality, tailored services that are proven to be effective. We can help balance the needs of students and staff with those of stakeholders, to align with your objectives and deliver on all fronts.
Partnering with us not only helps ensure the smooth running of your PBSA assets but also contributes to broader social good. As part of Places for People, the UK’s largest social enterprise, every penny we make is reinvested into social housing and Communities, creating positive legacies both within and beyond the student population.
Find out more about how PfP Students FM services work.