TENANT HANDBOOK 2021-22 - Graduate Accommodation
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TENANT HANDBOOK 2021-22
OXFORD UNIVERSITY GRADUATE ACCOMMODATION 1
WELCOME There is further information
on our website at:
gradaccommodation.admin.ox.ac.uk
CONTENTS
We hope that you enjoy your stay in your new
home. This handbook will provide you with
some useful information including:
• What you need to know before coming
to Oxford FACILITIES & SERVICES SITE Welcome 2
• What to do on arrival ASSISTANTS
Your Site Assistant will be the first port of call should you
Moving in 4
• Essential information about living in
need to report a maintenance problem.
University accommodation Living in graduate accommodation 6
On arrival to your accommodation, you will receive a
• What you can expect from the handout that provides the name and contact number of
service provided by the Graduate the Site Assistant that work at your accommodation site. What do I need to bring? 6
Accommodation Office Working hours: Monday-Thursday 8.15am to 4:45pm
Friday 8.30am to 4pm. Post 7
• What other services at the University are
available to assist and support you You can reach your Site Assistant by emailing
tenant.helpdesk@admin.ox.ac.uk Connecting to the internet 8
Laundry & recycling 9
The Graduate Accommodation Office Utility bills 10
is signed up to the Universities UK
Accommodation Code of Practice.
Rent 10
Further details can be found at: www.thesac.org.uk
Council tax 10
Rules and policies 11
CONTACT THE OFFICE
Contact us for all tenancy enquiries
Maintenance and repairs 12
Home 4 Worcester Street, Oxford OX1 2BX Who to contact 12
Phone 01865 280923
Envelope graduate.accommodation@admin.ox.ac.uk
Student support and wellbeing 15
Standard opening hours:
Monday - Friday from 9am to 5pm
Emergencies, safety and security 16
PLEASE NOTE:
Breach of tenancy agreement 18
We are closed on bank holidays (please visit the
government website www.gov.uk/bank-holidays) and
during Oxford University’s closure periods over Easter Surrender of tenancy 19
and Christmas (please visit www.ox.ac.uk).
Moving out 20
2 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 3
MOVING IN
What you need to know before
coming to Oxford
STEP 1 STEP 3
Signing your tenancy agreement Signing your inventory
Once you have paid your opening account, the Graduate Before you arrive, the Site Assistant will take meter
Accommodation team will send you your tenancy agreement readings (where applicable), and review the condition of
using the E-Sign system – look out for an email from our the accommodation and record this on the inventory.
office about this. You will be able to review the document
You need to sign and return your inventory to confirm you
and ask any questions you may have before signing online.
agree with the condition of the property as recorded on the
Please note that this agreement can be signed a maximum
day your tenancy starts. This forms an important part of
of 3 months’ in advance of your start date
your deposit release at the end of your tenancy so please
Please note: ensure you sign and return this within 48 hours of starting
• You will need to sign your tenancy agreement before your tenancy unless you are self-isolating.
you can collect your keys to move in.
• You cannot collect your keys before your tenancy
start date.
It is important that you make sure all contents,
any damage to contents, and the condition
STEP 2 of the accommodation is noted accurately
Collecting your keys on your inventory so you are not charged
In advance of your tenancy start date, the Graduate for damage you did not cause. The condition
Accommodation Office will email you to ask when you are of your accommodation at the end of your
hoping to collect your keys to move in. Please provide at tenancy will be taken into account when
least five days’ notice of your preferred arrival date to give
calculating the amount of your deposit to be
us time to schedule a suitable slot. In most cases, we will be
able to give you access to a key safe so that you will have
refunded.
contactless check-in to your accommodation
4 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 5
LIVING IN GRADUATE
CLEANING POST
Each tenant is responsible for cleaning within There is no University internal mail delivery to
their flat, room or house. It is important that your any of our sites. Postal arrangements are as
ACCOMMODATION
accommodation is cleaned regularly throughout follows:
your stay to maintain the property and avoid
• Alan Bullock Close
cleaning charges at the end of your tenancy.
Mail delivered to flats
Please note that Oxford is a hard water area, which can • Castle Mill
?
result in a build-up of limescale which requires cleaning with Mail delivered to flats or main cluster door
What do BEDDING AND LINEN
including sheets, pillows,
COOKING EQUIPMENT
including saucepans, CLEANING
appropriate products. Further advice is available from your
Site Assistant.
• Cavalier House (Cavalier Court)
I need to duvet or blankets, towels cooking utensils, plates, MATERIALS AND Mail delivered to individual boxes (large letter size only)
TOILETRIES • Walton St, Banbury Rd & Woodstock Rd, 6 St John Street
bring? and tea towels glasses, mugs & cutlery
SHARED KITCHENS Mail delivered to houses
You will be allocated cupboard and shelving • Summertown House
space to store food and personal belongings. Mail delivered to flats or main cluster door
ELECTRICITY The University does not take any responsibility for any
damage or theft which may take place, and bicycles are not
Please keep all of your personal items in your allocated area. • 25 Wellington Square, 32A Jack Straw’s Lane
The electricity supply in the UK is 240 volts Mail delivered to the central mailbox and distributed by
covered by any University insurance policy. Communal kitchens are visited by a cleaner at least two
alternating at a frequency of 50 Hertz. You will the Site Assistant
times per week. Tenants should nonetheless ensure that
need to check if your electrical items work at this We recommend that you include your bicycle in your
they keep the kitchen clean and tidy between visits for the
!
voltage and, if not, bring a transformer. Plugs may also be contents insurance cover, which you will need to arrange for
benefit of all residents. This includes washing up and putting
different so you may need to purchase an adapter plug. all of your belongings. Please note, Site Assistants are unable
away your crockery and cooking equipment immediately
to accept parcel deliveries on behalf
after you have cooked.
MATTRESS POOL BIKES Kitchens are equipped with electric cookers, fridge/
of tenants. Tenants should ensure
In conjunction with Cycle.Land, there are free-to-use pool
they arrange for deliveries at a time
You will be provided with a mattress protector freezers, microwaves and kettles.
bikes available for booking these sites: when they will be home. They may
which goes directly on to your mattress
underneath the sheet and your bedding. This must be Castle Mill: www.cycle.land/castlemill also wish to enquire with their college or
used throughout your tenancy to prevent damage to the Summertown House: www.cycle.land/summertownhouse department as to whether they can accept
mattress. Alan Bullock Close: www.cycle.land/abc parcels on their behalf.
LUGGAGE TELEPHONE
Unfortunately, we cannot accept luggage in Telephone lines are not provided at our sites, with the
advance of your arrival. exception of units designed specifically for disabled
students at Castle Mill and Summertown House.
BICYCLES
Bicycle storage is available at all Graduate TV LICENCES
Accommodation sites. You are permitted to bring one bicycle If you watch, stream or record live television in your
per person (not a motorbike) to Graduate Accommodation. property (whether through television or via the internet),
Please store your bicycle only in the dedicated storage or you watch programmes using BBC iPlayer, you must
provided and do not bring bicycles into the accommodation acquire a TV licence. For more information on how to obtain
itself or leave your bicycle anywhere where it may be an a licence, please visit www.tvlicensing.co.uk, call the general
obstruction. In particular, you must not secure a bike to the enquiry line on 08705 763763 or visit a Post Office.
railings of any University building. Any bicycle left in a non- Please note that students are not permitted
designated storage area may be removed. to install satellite dishes or external aerials on
University property or arrange cable television connections.
Tenants are required to provide their own locks and chains
for securing bicycles.
Please contact Security Services to enquire about the cycle
registration scheme, discounted D-locks and anti-crime tips
for bicycles (see page 17).
6 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 7
CONNECTING LAUNDRY & RECYCLING
TO THE INTERNET
At sites where internet is provided, you will find a router
To report problems with your internet
!
in your accommodation that can be connected using the
instructions provided. connection, please follow the steps
Please note that an active Single Sign-On account and listed on the website at: Please note that residents
an Eduroam Wi-Fi/VPN account (also known as a gradaccommodation.admin.ox.ac.uk/ are required to recycle
Remote Access account) is required to access the
internet-access wherever possible.
internet.
BINS • Castle Mill
WHO CAN USE THE WHERE CAN I GET MORE Bin stores are provided at each site. An interior food caddy
• 132/133 and 140 Walton Street
The cost of a wash across all sites is £2.20 and the price of a
CONNECTION IN MY FLAT? NETWORK CABLES FROM? is provided for each communal kitchen and self-contained
flat. Larger external red food waste bins are positioned dry is £1.00. For more information about Circuit, please see
Only those living in the flat are allowed to use its internet Network cables (sometimes labelled as UTP, cat5 or cat5e) throughout the site. Only food waste should be placed in their website: www.circuit.co.uk
connection. The ultimate responsibility for the service are available from IT Services on Banbury Road, or local these. Laundry View
and all activity on the connection lies with the named retailers.
tenant. Waste from rooms should be taken directly to the external The ‘Laundry View’ service is available at Alan Bullock Close,
CAN I USE MY OWN ROUTER OR bin store rather than being placed in communal kitchen bins Summertown House and Castle Mill. Available
WHAT CAN I USE THE WIRELESS HARDWARE?
or bins in other areas. For advice on disposing of unwanted
items, such as kitchenware or electronics, please contact
at www.circuit.co.uk
SERVICE FOR? You can use your own router provided it is compatible, Recyclable materials such as paper, card,
This service allows you to view information about the usage
status of the machines so that you can check that a machine
The network is intended primarily for academic purposes but but we cannot provide helpdesk support for third party Blue bins glass bottles and jars, aerosols, foils, tins
and cans, cartons and plastic bottles.
is free before leaving your accommodation. It also shows
the reasonable and limited use of the network for social and routers. Unfortunately, wireless hardware such as repeaters usage statistics for the previous two weeks, so that you can
recreational purposes is acceptable for tenants. All use must or wireless base stations is not allowed as it contravenes Non-recyclable waste that will be sent identify times that the laundry is less busy, and plan your
Green bins
meet the University regulations and policies which apply to Oxford regulations. straight to landfill.
visit accordingly.
all University ICT facilities.
For details, see: www.it.ox.ac.uk/oxford/rules CAN I USE THE WPS BUTTON? Red bins
Food waste is available at all sites except
Walton Street.
Please be aware these machines are not managed by
the Graduate Accommodation team. If you experience
At the moment, no. Please do not use this button on the
CAN I TURN OFF THE ROUTER back. Pressing the button for more than ten seconds will
any maintenance issues with the Circuit laundries, please
contact Circuit by telephone on:
your Site Assistant.
OVERNIGHT/WHILE I AM OUT? reset the device to factory defaults and you will lose all
British Heart Foundation bins can be found at Castle Mill, Phone 0800 0924068 or 01422 820026
network connectivity.
Yes. It is fine to turn the router off if you do not want or by filling out an online fault report form, available at:
Summertown House and Alan Bullock Close. These are used
to use it for a period of time. Simply press the ON/OFF
button.
I’M DUE TO LEAVE MY to collect donations of any unwanted items, such as clothing www.circuit.co.uk
or electrical items, which are then sold on to raise funds for
ACCOMMODATION, WHAT the charity. They cannot accept bedding.
Graduate Accommodation-provided laundry
WHAT IF I HAVE MORE THAN SHOULD I DO? Laundry facilities at 38-40 Woodstock Road, 134-138 Walton
ONE WIRED DEVICE? When leaving your accommodation, simply reset the LAUNDRY
Street Maisonettes, 139, 143, 146 and 148 Walton Street,
Cavalier House and 32A Jack Straw’s Lane are managed and
The router has a built-in switch with four black ports router by holding in the reset button for 10 seconds maintained directly by the Graduate Accommodation Office.
Circuit Laundry
capable of connecting four wired devices. If you need to until all the LEDs blink green. This will wipe your Oxford
Circuit Laundry provide and maintain the laundry facilities
connect more devices, you are advised to purchase a 100mb login credentials from the device. If you experience any maintenance issues with these
at the following sites:
switch. machines, please contact:
• Alan Bullock Close Envelope graduate.accommodation@admin.ox.ac.uk
• Summertown House Phone 01865 280923
8 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 9
UTILITIES RULES & POLICIES
& RENT GUESTS
Study bedrooms and studios: Overnight guests may stay
for a maximum of three nights in any rolling 7 day period.
PARKING
Limited parking is available to residents at the
following sites (permits required):
Tenants living in some of our studios, flats or houses are billed Flats and houses: Short-term guests may stay for up to • Alan Bullock Close and Summertown House
quarterly on usage for electricity. These bills are sent as paper three nights in a 7 day period without requiring permission No parking is available at:
invoices to the accommodation and can be paid via BACS, the online from the Graduate Accommodation Office. A longer-
• Castle Mill, Cavalier House, Wellington Square, Walton
shop or by card over the phone. term guest with a stay of up to three months will require
Street, 38 - 40 Woodstock Road and 49 Banbury Road,
Following the period covered by the opening account, rent should be permission in advance.
6 St John Street or 32a Jack Straw’s Lane.
paid via standing order from a UK bank account. A standing order is A family member may be able to stay for the entire term
Parking permits can be obtained from the Site Assistant and
an agreement between yourself and your bank to make a payment if permission is granted by the Graduate Accommodation
are issued according to the parking policy; full details can be
to a third party (in this case, the University) on a regular agreed Office. If you require a family member to live with you,
found on the Graduate Accommodation website.
date. This payment should be set up to go out on the first of the please let us know as soon as possible.
month and should include the unique property reference provided in
your offer letter.
When seeking permission from the Graduate
Accommodation Office you will need to provide the
SMOKING
following information: Smoking is not permitted in your accommodation or
For all information on utilities and rent, please visit the website:
anywhere on our sites except in designated smoking areas.
gradaccommodation.admin.ox.ac.uk/rent-information • Full name(s) of visitor(s);
This includes cigarettes, e-cigarettes, pipes (including shisha
• Relationship to the tenant; and Hookah water pipes), cigars and herbal cigarettes.
• Passport number(s);
If you have any queries about bills or payment of rent, please contact Where you or your guests are identified as smoking in your
• Arrival and departure date(s);
the finance team at: accounts.graduateaccommodation@admin.ox.ac.uk accommodation or out of a window at your accommodation,
• Proof of identification for the guest. this is a breach of your tenancy agreement and may result in
If permission is granted for a longer-term guest, this deductions from your deposit. For advice on the location of
permission relates only to the guest named in your designated smoking areas, please contact the Site Assistant.
COUNCIL
application and cannot be used interchangeably for other
guests. Please note that a guest is only permitted to stay PICTURES & WALL HANGINGS
if you are present in your property. Residents are not
To prevent damage, we ask that you do not use
TAX
permitted to sublet their room or flat or accept payment
blue tac, sellotape, drawing pins or any other
from any guests in return for their stay at your property.
fixings on any walls or doors. Rails and pinboards
Before accepting any guests in your accommodation please make sure are provided in your accommodation.
that you are following the government’s guidelines to help stop the
Single Tenants – Full-time students
spread of Covid-19. If you have any queries, please email the Graduate
Accommodation Office at graduate.accommodation@admin.ox.ac.uk
SNOW & ICE
In the UK, full-time students are exempt from council tax. If you are a full- If weather temperatures are due to drop to 0ºC
time student living in singles accommodation then your accommodation
may be exempt from Council Tax.
NOISE or below, Site Assistants will aim to grit pathways
within the grounds of the student residences
Please be considerate of other residents. Noise where required - for example, steps, sloped areas and
If you live in singles accommodation which does not fall into this category, levels should be kept to a minimum at all times, especially footpaths immediately outside.
you may apply for a Council Tax exemption from Oxford City Council which between 10.00pm and 7.00am.
is available on the www.oxford.gov.uk website. Site Assistants will also review conditions during the day and
Please note that at Cavalier House no noise should be made spread extra grit if problems present themselves (weekdays
Students living in couples/family accommodation that can be heard outside of the property after 10.00pm. only).
If you live with your partner or family, and they are not full-time
Outside working hours (in particular, during the Christmas
student(s), then you may be liable for Council Tax. You may be eligible for PETS closed period), Security Services will contact the gritting
a discounted Council Tax rate. Further details of this can be found on the We have a no pet policy unless an animal is contractor to arrange gritting and snow clearance as per the
Oxford City Council website: www.oxford.gov.uk required due to a registered disability. Full details of the priority clearance routes.
policy, along with a form to apply for a pet licence, can be
found on the Graduate Accommodation website.
10 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 11
MAINTENANCE
DAMAGE TO THE PROPERTY • Avoid drying clothing on radiators inside—use
the tumble dryers provided in the laundry rooms;
Please report any damage in your property to the Site
Assistant as soon as possible. • Keep lids on pans when cooking to reduce the release
AND REPAIRS
of moisture into the air, and only cook in the designated
Damage caused by the tenant or a guest or guests of the
kitchen area;
tenant may result in a charge for the costs of repairing or
replacing the damaged item. • If your bathroom has an extractor fan, keep it running
The same applies to any damage to the University’s for at least 20 minutes after a shower;
furniture or contents.
• Adjust your heating to ensure that your accommodation
is adequately heated.
PEST CONTROL If you need any further advice, please contact the Site
Occasionally, vermin and insects may be detected within Assistant who will be able to help.
buildings. Please contact the Site Assistant as soon as you
suspect an issue. They will pass this onto our Pest Control
contractors, and they will aim to get this attended to LEGIONELLA
within two working days. Legionella is a disease caused by bacteria that can be
?
found in natural water sources. Infection is transmitted
Please report all maintenance issues during For out-of-hours repairs that cannot wait
working hours to the relevant Site Assistant until the next working day (for example CONDENSATION by inhalation of bacteria in aerosol form.
WHO TO in the first instance. major leaks or blocked toilets), please It is possible that condensation may build up in your
We carry out regular water tests at our accommodation
contact Security Services: 01865 272944
CONTACT If you are unable to contact the Site
Assistant, please get in touch with the Under no circumstances must you undertake
accommodation, particularly on windows and exterior walls.
site in accordance with legislation. Regular access will be
required to your accommodation to complete this. We will
This can lead to damp and mould, so it is important to take
Graduate Accommodation Office. or arrange repairs yourself. always give you notice when this is going to happen.
some preventative measures:
• Ventilate - ensure that you regularly ventilate your WHAT PRECAUTIONS CAN YOU TAKE?
accommodation to allow drier air to flow in from the
If you have been away from your accommodation, for
outside and replace damp air inside;
more than one week:
TARGET STANDARDS OF SERVICE • If it is safe and secure to do so, leave the bedroom • Run showers and taps for 10 minutes (open the
window ajar when sleeping; windows first to ventilate the water vapour and face
EMERGENCY REPAIRS
When there is a serious danger to property or persons, for example, major leaks, insecure windows or 3 HOURS away from taps and showers while doing this).
• Open the window when cooking/washing up;
doors, or complete loss of power.
• Flush toilet/s with the lid down.
• Open windows for around half an hour per day;
URGENT REPAIRS • Please ensure your water heater / cylinder or combi
24 HOURS • If your window has trickle vents, ensure they
For example, loss of heating or hot water (may be upgraded to 3 hours), blockages to appliances or sinks. boiler is left set at a temperature of 60°C.
are open;
ROUTINE REACTIVE REPAIRS
14 DAYS
For example, adjusting doors, leaking guttering.
LIFTS
Repair to lift works will rely on the use of specialised staff from the lift maintenance company. The 28 DAYS
timescale for such repair can be difficult to predict and may depend on the availability of parts.
If access is to your accommodation is required for routine labour capacity, or experience delays in the delivery of
maintenance and repairs, you will be given at least 24 materials. We will keep you updated on the progress
hours’ notice (except in the case of emergencies). of your maintenance request, and in cases where we
have been notified of contractors that there may be a
We aim to meet these standards of service wherever
significant delay, will aim to provide you with alternative
possible, however there are occasions where, due to
accommodation.
circumstances beyond our control (for example due to
the pandemic or Brexit), contractors may have reduced
12 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 13
STUDENT SUPPORT
AND WELLBEING
HEALTH FINANCIAL AID
The nearest hospital with an accident and emergency Information about what to do if you are experiencing
department is: financial difficulty is available online: www.ox.ac.uk/
The John Radcliffe Hospital, Headley Way, students/fees-funding/assistance/hardship
Headington, OX3 9DU
The Student Advice Service can also provide tailored advice
phone 01865 741166
and offer assistance with budget management
If you have a medical emergency, please contact the (see below).
Emergency Services on 999. For more general health
advice, you can call NHS Direct on 111.
STUDENT ADVICE SERVICE
We encourage all residents to register with their
The Student Advice Service is an advice and advocacy
local General Practitioner (GP) practice soon after arrival.
service provided by the Oxford University Students Union
We can provide proof of residency to assist with this if
and is available exclusively to University of Oxford students.
required.
To find your local GP practice, visit:
www.nhs.uk/service-search/find-a-gp 4 Worcester Street, Oxford, OX1 2BX
IN PERSON Opening hours: Mondays 10am - 12pm
and Wednesdays 12pm - 2pm
COUNSELLING SERVICE
The Oxford University Counselling Service offers free PHONE 01865 288466
and confidential support to students.
IN PERSON 3 Worcester Street, Oxford, OX1 2BX
EMAIL advice@ousu.org
PHONE 01865 270300
EMAIL counselling@admin.ox.ac.uk
www.oxfordsu.org/wellbeing/
WEB
student-advice
WEB www.ox.ac.uk/students/welfare/counselling
14 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 15
EMERGENCIES, FIRE ALARM TESTING • For an indication of the current ratings of commonly-
used domestic appliances, please see:
Fire alarms are tested weekly. Please see your site sheet for
www.electricalsafetyfirst.org.uk/guides-and-
the test times and dates.
SAFETY & SECURITY
advice/electrical-items/amps-and-watts
The University takes any misuse of or tampering with fire
Check regularly for the following danger signs:
safety equipment, or any deliberate false alarms, very
seriously as this could endanger you and others. • A smell of hot plastic or burning near an appliance
or socket;
Any of these could result in costs arising from misuse being
The University’s Security Services are operational
24 hours a day, 365 days a year.
WINDOW RESTRICTORS charged to you. • Sparks or smoke coming from a plug or appliance;
Window restrictors are fitted in some flats and rooms as a Any such actions would also constitute a breach of your • Blackness or scorch marks around a socket or plug, or on
They are available to help with out-of-hours safety measure to reduce the risk of falling from height, and an appliance;
tenancy agreement.
(between 4.30pm - 8.30am Monday to Friday and (where on the ground floor) to improve security.
weekends) emergencies such as: • Damaged or frayed leads;
• Out-of-hours maintenance (emergency only)
If you find that a window restrictor is damaged, or if you FIRE PREVENTION • The coloured wire inside leads showing at the plug or
wish to enquire about the possibility of a window restrictor
• Security issues (at any time of the day) For your own safety and that of others please: anywhere else;
being removed, please contact the Graduate Accommodation
• If you are locked out of your accommodation (please Office. Any requests will be considered in line with the • ensure the correct fuses and plugs are used for • Melted plastic on appliance casings or leads;
note that there will be a £25 charge for attending Graduate Accommodation Window Restrictor Policy. electrical equipment;
• Fuses that blow or circuit-breakers that operate for no
lock-outs out of hours) • keep cookers, ovens and grill pans clean; obvious reason.
FIRE SAFETY • do not place hot pans on work surfaces, unless on
SECURITY SERVICES CONTACT INFORMATION
Each property has a fire alarm system. Smoke detectors are heatproof stands (damage to unprotected work
Please remember, in a life-threatening emergency call
the emergency services by dialling 999 sensitive so please be careful when cooking. surfaces can be costly to repair and may result in
Smoke, fire and heat detection systems are programmed to charges);
GENERAL NUMBER 01865 272944 a higher level of sensitivity between 10pm and 7am so take • do not leave cooking unattended;
particular care if you cook during this time
• do not heat up large amounts of oil;
• You must not cover any smoke alarm or tamper with it in
EMERGENCIES 01865 289999 • do not smoke within buildings;
any way.
• do not use candles or incense sticks;
www.estates.admin.ox.ac.uk/ • Fire doors must be kept shut at all times.
WEB
security-services • do not overload plug sockets – most UK plug sockets
• Fire blankets are provided in each kitchen.
are 240v;
• Fire notices are provided in all properties.
• do not store items in gas or electricity meter cupboards.
LOST KEYS AND LOCKOUTS • If you discover a fire, immediately activate activate
You can avoid overloading sockets and risk of fire by
You will be invoiced for the cost of replacement keys/fobs/ the fire alarm system by breaking the glass on one of the
following this simple advice:
access cards. The charge depends on the type of key/card/ emergency call points.
fob, and typically in the range of £2-£50. • When using an extension lead, check the current rating
• If the fire alarm sounds, please leave your property
of the extension lead before plugging appliances into it.
If you lock yourself out of your property in normal working immediately and assemble at the Fire Assembly Point, as
Most extension leads are rated at 13A, but some are
hours, please contact the Site Assistant. advised in the fire safety notice in your property.
rated at only 10A or less - the rating should be clearly
Out of normal working hours, please call Security Services • If you are in the same room as the fire, tell all those marked on the back or underside of the extension lead;
on 01865 272944 but please note that you will be charged with you in the accommodation about the fire, leave
• Never overload an extension lead by plugging in
£25 per call out, which is the charge made by Security to the straight away, and close the door behind you. Do not
appliances that together will exceed the maximum
Graduate Accommodation Office for the service. attempt to put out the fire.
current rating stated for the extension lead. This could
If you are locked out due to a lost key, you will also have to • Do not attempt to gather any personal cause the plug in the wall socket to overheat;
pay to replace it. belongings prior to evacuating the building.
• only use one socket extension lead per socket and never
• Do not use the lift. plug an extension lead into another extension lead;
SECURING YOUR PROPERTY • When the fire alarm is activated the main doors will open • Use a multi-way bar extension lead rather than a block
For tips on safety and securing your property, please
to allow emergency services to gain access. adaptor.
read the information on the Estates Services website.
• In order to comply with Fire Safety Regulations,
personal belongings should not be left in corridors.
16 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 17
BREACH OF Should you need any support through any disciplinary
proceedings the OUSU’s Student Advice Service;
If you are unhappy with any action taken under this
procedure, please refer to our complaints procedure
TENANCY
advice@ousu.ox.ac.uk would be happy to help. which is available on the Graduate Accommodation
website.
AGREEMENT
If the University has reason to believe that you are in breach of your
tenancy agreement, then we reserve the right to take any of the
SURRENDER OF
TENANCY
following steps that may be appropriate in the circumstances:
• Warning from the Site Assistant - this would be the usual
procedure for a minor, non-persistent breach of the tenancy
agreement. We hope that in most cases an informal warning from
the Site Assistant will usually be sufficient to address the issue. Tenancy agreements are usually offered on a fixed-term Any tenant wishing to apply to surrender their tenancy
basis until 31 July. You will be liable for the rent and other agreement early must give the University 28 days’ advanced
• Formal warning from the Graduate Accommodation Office - this
outgoings for the entire length of this agreement. notice of the date that they wish to surrender.
takes the form of a formal letter or email setting out the alleged
breach of tenancy and confirming the steps that should be taken Should you wish to apply to leave your tenancy early, you will Where a replacement tenant is not found, the tenant will
to remedy this. need to fill out an Intention to Leave form, available on the be held liable for the rent for a maximum of three months
Graduate Accommodation website. following their preferred surrender date.
• Communication with your college - where appropriate, we may
contact your college to let them know that you have breached Unless you have exceptional extenuating circumstances, the Further details and the full Surrender Policy are available on
your tenancy agreement and/or that further action may need to University will agree to an early surrender only where you can the Graduate Accommodation website:
be taken. find another University of Oxford student to take over your gradaccommodation.admin.ox.ac.uk/policies-and-guidance
tenancy.
• The University takes all health and safety breaches such as
covering or tampering with smoke alarms seriously, particularly
where these could endanger life. Any charges made for call outs
resulting from such breaches will be charged to the tenants in
breach.
• Further legal action - where appropriate, we may pass your
file to our Legal Services department and ask them to consider
whether taking court proceedings with a view to eviction would
be appropriate. This option is usually only used for serious or
persistent breaches of the tenancy agreement, or where there
is any concern for your health and safety, or that of others
A breach could potentially affect the granting of a new tenancy
agreement. This is set out in our ‘qualifying criteria’ policy, which is
available to view on the Graduate Accommodation website.
The charges on the next page represent the typical range of the
University’s proper and reasonable administrative costs in managing
breaches of the tenancy agreement, such as the no-smoking policy
and those relating to heat/ smoke detectors and fire alarms.
This list is not exhaustive.
18 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 19MOVING OUT
To raise a query in relation to your closing account
that you authorise them to complete the check-out form If you have a check-out appointment with the Site
please contact the Estates Finance team at:
on your behalf. Your nominee cannot provide any financial Assistant, you will fill in the check-out form with your
accounts.graduateaccommodation@admin.ox.ac.uk
information on your behalf, so the Finance team will email forwarding email and postal addresses and debit card details.
you directly to request the necessary information. The Site Assistant will also highlight any additional charges
In accordance with your tenancy agreement, we ask all • We may need to show your flat to prospective tenants to you, before you sign and complete it. You will be given a
tenants to check out by noon on the end date of your within the last two months of your tenancy agreement. BULK CHECK-OUT PROCESS - copy for your records, and the Site Assistant will return the
tenancy (set out on the front page). If you think you will be We will notify you of the date and time of any such
unable to meet this deadline, please contact us to discuss appointment 24 hours in advance, as set out in the KEY DROP other copy securely to our Finance team so they can process
your deposit refund (minus any charges).
whether alternative arrangements can be made. agreement. If you are vacating your accommodation on a
bulk check-out day (31 July and 2 September), If you did not have a check-out appointment, you can
You can vacate your accommodation earlier if preferred, but • Your router should be reset to erase your University of request a copy of your check-out form from the Graduate
the Site Assistants will not have the capacity to
please be aware that you will still have to pay for any rent Oxford credentials. Press the power button on rear of Accommodation Office by emailing:
arrange individual appointments. Instead there
due until the end of your tenancy. the router. Wait until the 2nd LED is lit green then press graduate.accommodation@admin.ox.ac.uk
will be a key drop facility on site. This approach may also be
and hold the reset button at the back of the router until
used on any other day when large numbers of students are
CLEARING & CLEANING all the LEDs blink green.
vacating. RETURN OF YOUR
To avoid deductions from your deposit for
cleaning, please ensure the accommodation is ARRANGING A CHECK-OUT
We will notify you if these alternative check-out
arrangements are in operation on your chosen check-
DEPOSIT
In accordance with your tenancy agreement, your deposit
returned clean and ready for a new tenant. A checklist will be APPOINTMENT out day.
will be returned to you, minus any deductions (for unpaid
provided towards the end of your tenancy.
Please contact your Site Assistant to arrange Before you vacate the accommodation you will need to fill rent, utilities and any other charges including additional
Tenants in single study bedrooms who use a shared kitchen a checkout appointment for the day of your out a Financial Information Form (which our Finance team cleaning or damage).
need to ensure that their allotted kitchen cupboard and departure. will send you), with the following:
fridge/freezer shelf are clear and clean. This will be refunded using the card details that you provide
To help us ensure the process goes as smoothly as possible, • Your forwarding address; either during your check-out appointment or by returning
Please do not leave items in your room or flat for future please book this at least 10 days before your departure.
• Your forwarding email address; the Financial Information Form directly to the finance team.
tenants to use. Please either take your belongings with you,
arrange to hand them to another student in person before Site Assistants try to ensure all appointments keep to a We aim to make this payment within four weeks of the end
• Card details where any money owed to you should
you go, or dispose of them responsibly. Please refer to the schedule, but sometimes delays can occur due to factors of your tenancy. You will be sent a copy of your closing
be refunded (including your deposit where relevant).
Site Assistant for advice. beyond our control. If you have travel plans on the day of account detailing the return of your deposit (and overpaid
your appointment, we recommend you leave plenty of time This should be returned directly to the Finance team.
rent if applicable) minus any final charges.
between your appointment and the time you need to leave You will be provided with an envelope into which you should
THINGS TO REMEMBER Oxford, to allow for any such delays. place all of the keys for your accommodation. Please drop
Any alternative arrangements for repayment need to be
agreed with the Finance team prior to your check-out.
• Furniture, electrical items or medical supplies cannot be this envelope into the key drop boxes provided before you
Appointments are arranged on a first-come-first-served
disposed of in the University’s bins. If you need help vacate the property.
basis, so if you require an appointment at a particular time,
finding a method of disposal, please speak to the Site
contact the Site Assistant to arrange this as early as possible. If you are unclear exactly where your site’s key drop box is,
RANGE OF TYPICAL CHARGES
Assistant.
To ensure that the check-out process runs smoothly and please contact the Site Assistant - FOR CLEANING OR DAMAGE
• If you abandon or discard any of your possessions in tenant.helpdesk@admin.ox.ac.uk
efficiently for all tenants, on the day you check out please
your accommodation or on the Graduate GENERAL CLEANING (HOURLY RATE) £24.63 per hour
make sure that: Either during your check-out appointment, or shortly after
Accommodation site, we will deal with these in £43 to £181
• you are on time for your appointment; you vacate the property, the Site Assistant will: CARPET/VINYL CLEAN
accordance with clause 13 of your tenancy agreement. depending on area
• Please return all parking permits to the Site Assistant • your accommodation is completely clear of your • Check the state of your accommodation against the RUBBISH CLEARANCE £2.84 per bag
as they will not be valid once you have vacated your personal belongings; inventory to ensure it has been left clean, tidy and free
DEEP OVEN CLEAN £53.94
accommodation. of damage.
• your accommodation is clean and ready for a new
SMOKE CONTAMINATION £200-£300
• Any mail received by the Site Assistant on site after you tenant to move into. If you have misplaced your copy of your inventory and
have vacated will be returned to sender. We recommend wish to review it prior to vacating, please contact the Site REPAINTING OF ONE WALL £162
that you arrange for your mail to be redirected. To find NOMINATING SOMEONE TO Assistant.
REPLACEMENT FURNITURE
£150 to £400
depending on item
out how to do this, please visit: You may be charged for cleaning or damage (a range of
www.royalmail.com/personal/receiving-mail/redirection CHECK OUT ON YOUR BEHALF typical charges are listed on the opposite page). DAMAGE TO DOOR/REPLACEMENT £15 to £300
• We can provide references for a future landlord If you cannot make a check-out appointment, you can
• Complete a check-out form recording any damage to DAMAGE TO LOCK £50 to £150
or letting agency. You must email the Graduate nominate someone else to check out on your behalf. Simply
the accommodation which is not listed on the inventory
Accommodation Office and give permission for us to email us with: your name; your forwarding address; the DAMAGE TO WINDOW £50 to £300
and any cleaning required to prepare the accommodation
release information about your tenancy to a third party. name and contact details of your nominee; and confirmation
for the next tenant moving in. REPLACEMENT WI-FI ROUTER £41
20 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 2122 OXFORD UNIVERSITY GRADUATE ACCOMMODATION OXFORD UNIVERSITY GRADUATE ACCOMMODATION 23
We hope you enjoy your stay.
Graduate Accommodation Office,
4 Worcester Street, Oxford, OX1 2BX
Phone 01865 280923
envelope graduate.accommodation@admin.ox.ac.uk
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