SUMMERTOWN HOUSE Produced by Graduate & Accommodation Office Asset and Space Management, Estates Services University of Oxford Ewert Place Summertown Oxford OX2 7DD COPYRIGHT © The University of Oxford 2013

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the permission of the University

Every reasonable effort has been made to check the accuracy of the information in this publication but if any amendments are required please contact the Land Agent‟s and Accommodation Office.

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WELCOME TO SUMMERTOWN HOUSE! ............................................................. 5

CONTENTS ............................................................................................................... 5

Location and Travel .............................................................................................................. 5

MOVING IN ................................................................................................................ 6

Arriving in Oxford ................................................................................................................. 6

Key Collection ....................................................................................................................... 6

Inventory.................................................................................................................................. 7

Your Caretaker ....................................................................................................................... 7

YOUR ACCOMMODATION ....................................................................................... 8

Typical Ensuite Room .......................................................................................................... 8

Study Bedrooms.................................................................................................................... 8

Flats .......................................................................................................................................... 9

Communal Kitchens ............................................................................................................. 9

Study Bedrooms.................................................................................................................... 9

Beds .......................................................................................................................................... 9

Lifts ........................................................................................................................................... 9

Parking ..................................................................................................................................... 9

Smoking ................................................................................................................................. 10

A-Z OF FACILITIES AND SERVICES ..................................................................... 10

Bicycles ................................................................................................................................. 10

Cleaning ................................................................................................................................. 11

CLEANING CHECK LIST FOR ROOMS ......................................................................... 12

Connection to the Internet ................................................................................................ 14

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Fire Alarm Testing .............................................................................................................. 14

Damage to the Property .................................................................................................... 14

Maintenance and Repairs – Priority Level and Reporting Procedures ................ 15

Access for repairs by University Staff/Contractors ....... Error! Bookmark not defined.

High Priority...................................................................... Error! Bookmark not defined. Examples of High Priority Jobs .................................. Error! Bookmark not defined.

Medium Priority ............................................................... Error! Bookmark not defined. Low Priority ...................................................................... Error! Bookmark not defined.

Communal Areas ................................................................................................................. 15

Heating ................................................................................................................................... 16

Laundry Facilities................................................................................................................ 17

Mail and Deliveries.............................................................................................................. 17

Luggage ................................................................................................................................. 18

Telephone.............................................................................................................................. 18

Television .............................................................................................................................. 18

Waste and Recycling.......................................................................................................... 18

TENANCY AGREEMENT – MAIN POINTS ............................................................. 19

Sample Tenancy Agreement - Singles ...................................................................... 19

How do I Renew My Tenancy? ........................................................................................ 19

At the End of Your Tenancy ............................................................................................. 19

Submission and Termination of Tenancy .................................................................... 20

I want to leave before the end of my Contract and I am not submitting – How do I do this? .......................................................................................................................... 20

LIVING IN UNIVERSITY ACCOMMODATION ........................................................ 20

FAQs ....................................................................................................................................... 21

What do I need to bring? ................................................................................................... 21

Occupancy Definition for Couples Accommodation ................................................. 21

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Visitors ................................................................................................................................... 21

Noise ....................................................................................................................................... 22

Pictures and other Wall Hangings .................................................................................. 22

EMERGENCIES, SAFETY AND SECURITY ........................................................... 22

University Security Services ............................................................................................ 22

Access to your Property ................................................................................................... 22

Security at your Site ........................................................................................................... 23

Fire Safety ............................................................................................................................. 23

Fire Prevention .................................................................................................................... 23

Personal Safety.................................................................................................................... 24

Problems and Formal Complaints Procedure ............................................................. 26

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WELCOME TO SUMMERTOWN HOUSE!

.

We are pleased to be able to offer you a place at Summertown House. This handbook aims to give you the following information:

What you need to know before coming to Oxford

What to do on arrival

Essential information about living in University Accommodation

What to expect of the service provided by the Accommodation Office

An introduction to other services that may assist and support you at the University

Additional information is also available on our website at www.admin.ox.ac.uk/accommodation/

Please read the information carefully. If you have any further enquiries please contact the Accommodation Office. We aim to make the process of moving into your accommodation and adjusting to your new environment as easy as possible.

CONTENTS

Location and Travel

Summertown House is situated in north Oxford in pleasant grounds 2.3 miles from the city centre just

off the Banbury Road.

See map:

Map of University graduate housing sites in Oxford

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MOVING IN

Arriving in Oxford

Your tenancy start date will be on a Monday/Tuesday/Wednesday/Thursday only. Unfortunately your tenancy cannot start on a Friday or at weekends as the caretakers are off duty then.

You must arrange an appointment with the Office to sign your tenancy documents before collecting your keys from the caretaker.

Keys can only be collected from the caretaker between 9.00 a.m. and 4.00 p.m.

If you cannot arrive during these times you will need to find alternative accommodation until the next working day

Key Collection

You have to collect your keys from the Caretaker, NOT the Accommodation Office. In order to be issued with your keys you must have:

Paid the opening account in full

Signed your tenancy agreement

N.B. Friends cannot collect your keys for you

For security reasons, please note we cannot deliver keys to a college

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Inventory

When you collect your key from the Caretaker he will:

Go through the Inventory with you and record the condition of your room on this document

When you leave, all or part of your deposit will be refunded depending on the condition of your room at that time

Your Caretaker

Mr Chris Shelton

The caretaker will be on site during working hours to deal with tenants‟ questions and problems and organise general site maintenance. The caretaker works normal office hours, that is Monday to Thursday, 8:15 am-4:45 pm, Friday 8.30am to 4.00 pm, with a break for lunch between 12.45-1.45 pm and time off at Christmas, Easter, Bank Holidays, and scheduled holidays. However, in the case of an emergency, the caretaker should be your first point of contact, although, if your problem is minor or can wait please respect the caretaker‟s privacy and contact him during working hours. Repairs should be reported to the caretaker for assessment preferably by email or by phone, email Malcolm.lafford@admin.ox.ac.uk or phone on (2) 86021.

If you have any queries regarding the caretaking service contact the Graduate Housing Office – please email graduate.housing@admin.ox.ac.uk

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YOUR ACCOMMODATION

Typical study bedroom in Mansion House

Shared kitchen in Mansion House

Typical Ensuite Room

Study Bedrooms

All of the study rooms are in clusters of 4 students sharing a kitchen and bathroom

All accommodation is provided on a self-catering basis

All study bedrooms are single occupancy

All flats and study bedrooms have a link to the University‟s IT network

Utilities are provided as part of the rent for study bedrooms

Mattress covers are provided, but you will need to provide your own sheets, pillowcases and bedding

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Flats

These are self-contained units with built-in cooker, fridge-freezer and W.C. and bath or shower, depending on the type of unit.

Communal Kitchens

Kitchens are equipped with electric cookers, fridge/freezers and a microwave. Tenants will need to bring their own cooking utensils. Cupboard space is allocated to each tenant.

Study Bedrooms

All individual study bedrooms have a single bed, wardrobe with hanging space and shelves, a desk with chair, a chest of drawers, a bedside table and bookshelves.

Beds

All single studio flats have a single bed (90 x 190 cm). All flats for couples have a double bed (135 x 190 cm). We do not allow double beds to be brought into single accommodation.

A mattress cover is provided but you need to get your own pillows and bedlinen.

Tenants are not allowed to bring their own beds or mattresses into the accommodation.

Lifts

There are no lifts in Summertown House.

Parking

Parking is extremely limited. Parking permits, when available, are issued by the caretaker.

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Smoking

Smoking is not permitted in your accommodation or anywhere on site at Summertown House.

A-Z OF FACILITIES AND SERVICES

Bicycles

Bicycle storage is provided. Bicycles are not permitted in hallways/corridors or other common areas. Bikes must not be taken into your room or flat. Bikes are not covered by any University insurance policy and it is strongly recommended that insurance cover is arranged by the tenant.

Cycle Crime Tips!

Lock it up, no matter how short a period of time you intend to be away for. Even if it is visible from where you are, you should remember that a person riding a bike is faster than another running after them!

Lock to something immovable and solid.

Leave it in a busy, public place where there is less opportunity for a thief to work unnoticed.

If there are other bikes parked nearby, park yours next to one with inferior security! An opportunist will always take the easy option.

“D” locks are the best locks, preferably use two one through the front wheel and one through the back wheel, both incorporating the frame when you lock the bike

Spend a suitable amount of money. You do get what you pay for. Police guidelines suggest that you spend approx 10% of the value of your bike on a lock to secure it.

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Don't be fooled by cheap locks which look really beefy. Many cheap shackle locks can be broken with one blow of a brick or hammer. They may look the part, but you can guarantee that serious thieves know what they're up against.

Oxford University Cycle Registration Scheme

Here at Oxford University Security services we run a Cycle registration scheme, which allows you to register your cycle with us for free, should your cycle be stolen and recovered it would give us an opportunity to be able to return the cycle to you, if registered. We would also advise that your bike is registered with immobalise.com, which is the same property register that Thames Valley Police use when they register cycles.

For details on how to obtain registration packs please contact – Crime reduction advisor Belinda Hopkins on INT - 72942

Cleaning

There are no cleaning services for any of the self-contained units or rooms. Cluster communal kitchens and bathrooms are cleaned twice a week.

It is your responsibility to wash, dry and put away all your plates and cooking utensils

Items left out in communal areas will be removed and disposed of without notice

You must ensure your pots, pans and plates are kept in your designated cupboard in the kitchen

You must clean the oven, grill pan, roasting tray and work surfaces after you have used them

Tenants are responsible for cleaning their own room or flat. Vacuum cleaners, mops and buckets are provided.

You must not leave cooking unattended at any time because of the risk of fire

DO NOT leave washing up, it is unpleasant and unhygienic for other residents

The fridges and freezers should also be cleaned and defrosted regularly

Out of date food must be removed from the fridge

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CLEANING CHECK LIST FOR ROOMS

This list has been compiled to assist with your Check-Out. It is essential that the accommodation is cleaned thoroughly as failure to do so will result in costs being deducted from your deposit. Please note that the room should be left clean enough for the next tenant to move straight in. Please give this to your caretaker at your check out appointment.

Cleaning Required Completed

1 Clean thoroughly, inside and outside, all drawers and cupboards (use hot water and detergent where necessary)

2 Wipe and polish all furniture. 3 Vacuum all carpets. Shampoo if stained. Ensure that you vacuum

underneath the bed and furniture

4 Clean all curtain tracks 5 Clean all windows (inside only) 6 Wipe all marks from walls 7 Wash all doors and internal window sills with appropriate cleaning

materials (your caretaker can give advice if required).

8 Clean all switches and sockets 9 Clean all skirting boards 10 Dust top of all ledges.

11 Remove any of your belongings from the bathroom and kitchen. 12 Thoroughly clean your kitchen cupboard, drawer area and fridge shelf.

Ensure that left-over food from fridge/freezer is disposed of. All rubbish must be taken to the external bin store.

13 En-suite bathrooms must be cleaned thoroughly with appropriate cleaning products – your caretaker can give advice if required

Rubbish/Trash & Unwanted Items

14 All rubbish/trash should be taken to the external bin store. Do NOT fill the

communal kitchen bins or other areas with your rubbish

15 Unwanted items such as rice cookers, kettles or pots and pans must not

be left in the kitchen. Your caretaker will be able to give advice on disposal/recycling.

Keys - Replacement keys/fobs/access cards are billed at £15.00 per key/fob/card. Further advice can be obtained from your Caretaker if required.

CLEANING CHECK LIST FOR FLATS This list has been compiled to assist with your Check-Out. It is essential that the accommodation is cleaned thoroughly as failure to do so will result in costs being deducted from your deposit.

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Cleaning Tip Oxford is a hard water area, which can result in a build-up of limescale which requires cleaning with the appropriate product – your Caretaker will be able to advise. .

Please give this Check List to your caretaker at your check out appointment Cleaning Required Completed

1 General – All Areas Clean & vacuum all floors thoroughly throughout. If necessary, shampoo carpet to

remove any stains.

Clean thoroughly:

all curtain tracks

all light shades

all light switches and electric sockets

all skirting boards and doors

Wipe marks from all walls and doors 2 Kitchen Defrost fridge/freezer; clean thoroughly inside and out. Area behind appliance

must be cleaned free of debris and grease. The fridge/freezer should be switched off and the door left open.

Clean cooker thoroughly inside and out. Area behind appliance must be cleaned free of debris and grease.

Clean cooker hood and wipe casing of gas boiler. Clean all cupboards and drawers, inside and outside Clean sink unit and all working surfaces Clean walls Clean and wash bin, inside and outside. 3 Living Room Wipe and polish furniture. If any furniture is stained, your Caretaker will be able to

give advise.

4 Bedroom(s) Please ensure all belongings have been removed.

Clean all furniture where supplied, including the inside and outside of all drawers, cupboards and wardrobe.

5 Bathroom Clean bath/shower, basin and toilet. Limescale and soap deposits should be

removed (including showerhead)

Clean toilet floor and remove any stains Wipe all pipes, shelves and ledges Remove dust and marks from shaver light Wipe walls and clean wall tiles. 6 Hall Clean out hall cupboards, where fitted. Wipe marks off entry phone, where fitted Further advice can be obtained from your Caretaker if required.

If you neglect your property you may be charged at the end of your tenancy. Please refer to your Caretaker for a list of current cleaning charges.

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Connection to the Internet

1. When connecting to the internet for the first time, please connect one computer at a time directly with an Ethernet cable to the internet socket

2. You will automatically be directed to a registration screen

3. Follow the on-screen instructions to register your computer to the network

4. You will need your Single Sign-On (Webauth) username and a password with you. Your college

will supply this.

5. If you have lost your Single Sign-On information please contact OUCS on 01865 273200 or check out the following link for more information

www.oucs.ox.ac.uk/webauth/oxfordusername.xml.ID=body.1_div.1

6. You cannot connect to the internet until you have followed this registration process, which only takes a few minutes

7. You will need to complete this process for each computer you wish to connect to the network 8. WARNING: Wireless routers are not permitted with the Castle Mill system and if used will

prevent your registering your computer. 9. Switches which have MAC addresses will not be allowed with the new system as again they will

prevent successful registration of your computer. 10. We advise that you purchase a hub or switch with no MAC address such as NETGEAR ProSafe

FS108 10/100 Desktop Switch to be used only when you have completed the registration process for each computer.

Fire Alarm Testing

The fire alarms will be tested every Wednesday.

Damage to the Property

All damage needs to be reported. If there are any repairs which are deemed as damage by the tenant there will be a charge to the tenant. If failure to report damages leads to further damage and deterioration, a charge will be made to the tenant as this will be deemed negligence.

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Maintenance and Repairs – Priority Level and Reporting Procedures

Please report all maintenance issues to your caretaker in the first instance. If you do not, you could be held liable for any subsequent damage that may happen as a result of neglect, and be charged for the repair.

Under no circumstances must you undertake or arrange repairs yourself. The Graduate Housing Office will arrange for any repair to be carried out by one of our contractors.

Access for repairs by University Staff/Contractors

The Caretaker or any other member of the University staff or an accredited contractor should give you 24 hours notice before they enter your flat. In an emergency access will be provided by the caretaker without notice. Please see the list below summarising our maintenance procedure:

Emergency - High Priority

Repairs are to be responded to within 24 hours. High priority call outs require immediate attendance to make safe a defect which affects the health, safety or security of residents or affects the structure of the accommodation.

Examples of High Priority Jobs

Total loss of gas/electricity or water supply

Major fault with electricity supply

Unsafe electricity fittings – security lighting

Gas leak

Flooding/burst water main

Carbon monoxide alarm sounding

Fire damage

Severe storm damage

Blocked main drains, soil pipe or toilet

Loss of heating during 31 October- 1 May

Breaches to security i.e. broken door entry systems/locks on doors/Smashed windows

Smoke alarm sounding

Medium Priority

Repairs are to be responded to within 7 calendar days. Medium priority call outs are those that affect the comfort and convenience of the tenant.

Examples of Medium Priority Jobs

Blocked drains, sinks basins, bath,

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Defective cistern or overflow

Minor plumbing leaks or defects

Heating/hot water faults during 2 May –30 October

Minor electrical faults e.g. bc light fitting replacement

Minor roof leaks

Blocked gutters

Severe dampness

Failure of entry phone

Faulty extractor fan

Defective flooring

Faulty communal TV aerial

Faulty internet socket points

Lift repairs

Low Priority

Repairs in this category are classed as routine maintenance and are to be responded to within 28 calendar days. Low priority jobs are classed as jobs that are not part of the annual planned schedule or have been planned as a project.

Examples of Low Priority Jobs

Minor repairs to windows door hinges and floors – window and door easing

Repairs to walls, fences and paths

Repairs to clearing of gutters and down pipes

Repairs to kitchen fittings such as a cooker ring or grill pan handle

Repairs to plaster work

Dripping or leaking taps or showers

Repairs to tiling

Minor repairs to furniture

Communal Areas

There is a Common Room on the ground floor of the Mansion House which can be used for private parties. You will need to book this through the caretaker.

Heating

In Flats C and D in the Mansion House to heating and electricity is included in the rent. In Flats 1-54 the heating is included in the rent but not the electricity. You will receive a bill every quarter for the electricity from the University Graduate Housing Accounts Office in Ewert House. Payment details will be shown on the

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bill. If you have any queries please contact us upon receipt of the bill – please do not wait until the due date to raise any queries.

Temperature during cold weather

During cold weather the temperature inside the buildings will be maintained at a minimum temperature of 18°C when the outside temperature is minus 1°C or below.

Laundry Facilities

A coin operated laundry service is provided.

Ironing boards (but not irons) are available for use by tenants in clusters and are located in the communal kitchen.

Tenants in flats must provide their own iron and ironing board.

Prices for laundry are as follows:

£1.60 for a wash and £1.20 per dry

Mail and Deliveries

Mail is delivered by the Postal service to your flat or main cluster door. Please make sure that all mail is properly addressed to include your room or flat number and your postcode. There is no University Internal mail delivery to this site. Your address at Summertown House is: Your flat/room number Summertown House 369 Banbury Road Oxford Postcode (see below) The postcodes vary: Flats 1-26 and 40-44 have postcode OX2 7QZ Flats 27-39, 50-54 have postcode OX2 7RB Parcel deliveries cannot be accepted as there is no one on site to take delivery. Please enquire whether your college can accept parcels on your behalf. Alternatively, your department may be able to accept deliveries on your behalf, but you will need to ask if they will provide this service.

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Luggage

Unfortunately this cannot be accepted in advance of arrival and must be removed on the day of departure. There are no storage facilities on site.

Telephone

There are no phone lines at Summertown House.

Television

Should you choose to have a television in your home, it is your responsibility to acquire a TV licence. For 08705 763763, visit

a Post Office or the website www.tvlicensing.co.uk. Please note that students are not allowed to put up satellite dishes or external aerials on University property. You will need to secure an internal aerial if a communal aerial is not in place.

Waste and Recycling

Flats All flats are responsible for their own rubbish and recycling, and tenants must ensure that their rubbish is put into the relevant waste or recycling receptacle.

Study Bedrooms Tenants are responsible for taking rubbish out from their rooms to the relevant communal receptacles. Rubbish and recycling will be collected from the communal kitchens by the cleaners once per week.

Rubbish is collected on Mondays and Fridays. The cleaning contractors will collect rubbish from the communal kitchens serving the rooms for single students but tenants of flats must place their rubbish in the bin stores themselves. Under NO CIRCUMSTANCES must rubbish be left anywhere in the common parts even for short periods of time.

Recycling facilities are located in the bin stores.

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TENANCY AGREEMENT – MAIN POINTS

Sample Tenancy Agreement - Singles

Couples

FAQs

Your tenancy agreement is a Fixed Term agreement which runs until 31 July of the relevant academic year in which it is signed.

Students are entitled to two years (maximum) in University graduate accommodation.

If you (and/or your partner) have been resident in one (or more) different units aside from the one you currently occupy, all the periods of residence will be aggregated to determine your length of residence.

How do I Renew My Tenancy?

If you have had less than 2 years in University graduate accommodation a letter will be sent to you during the Hilary Term offering you the opportunity to renew your contract for a further year, dependent on your room/flat being kept to the required standard and your rent payment history. If you have had more than two years in University graduate accommodation a letter will be sent to you in Hilary Term requesting a leaving date for the current year.

At the End of Your Tenancy

A tenancy period ends:

if a tenant has had two years in University accommodation

chooses not to take a new tenancy

ceases to be a graduate student of the University See the following for the basic rules regarding leaving your property:

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CAN I BREAK MY CONTRACT AND LEAVE EARLY?

Start

Students (and their families) are eligible for up to two years of continuous occupation in University Accommodation. If you have had two years by the beginning of the next academic year then it is unlikely that you will be able to stay for a further period. However, there is a degree of flexibility on the date when you vacate. Usually tenants are asked to choose a vacation date between July and the middle of September. You will be contacted initially in March if you are not going to be offered a further annual tenancy when you should confirm your leaving date.

Submission and Termination of Tenancy

When you submit your thesis we are notified by the Examination Schools. We then write to you giving two months’ notice to vacate from the date of submission.

If you wish to leave earlier you may give one month’s notice from the date of submission. You need to send in to the Graduate Housing Office:

A Notice of Leaving letter in writing (not via email)

A copy of your Submission Receipt

If your course is not completed when you submit you will also need to provide:

A letter from your Supervisor or College stating the course completion date

If you wish to stay longer to complete your VIVA and any corrections you may have, please contact The Graduate Housing Office to request an extension.

You must confirm to the Graduate Housing Office the date you will be vacating your accommodation.

You must give one month‟s notice in writing (not via email) prior to the loss of your student status.

I want to leave before the end of my Contract and I am not submitting – How do I do this?

Please see the information about Breaking your Contract on our website

LIVING IN UNIVERSITY ACCOMMODATION

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FAQs

What do I need to bring?

Bedding and linen including sheets, pillows, duvet or blankets, towels and tea towels. A mattress cover is provided

Cooking equipment including saucepans, cooking utensils, plates, glasses, mugs and cutlery

Cleaning materials, and toilet paper, depending on where your accommodation is located

Occupancy Definition for Couples Accommodation

In order that the University can allocate its family accommodation, which is in high demand, the following considerations will be taken when allocating properties on the couples waiting list:

Small Studios – couples – couples only

Studio - couples only

1-bed flat - couple only which is available to couples with one child (only) aged under 2.

Visitors

Single accommodation: Overnight visitors may only stay two nights in any consecutive seven days. A guest form (see Overnight Guests) should be completed in advance of all visits.

Couples and Families accommodation: We provide accommodation principally for graduate students. However if you live in a flat and wish to have visitors you must ask permission in advance from the Graduate Housing Office. The maximum period that visitors can stay with you is 3 months. You will need to provide the following information:

Full name/s of visitors

Passport Number/s

Arrival and Departure date/s

Purpose of visit

Please note that a guest is only permitted to stay if you, the tenant, are in residence at the same time.

You are not allowed to sublet your house or room, nor are you allowed to have visitors staying in your accommodation when you are away.

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Noise

You are asked to be considerate of other people in your accommodation and noise levels should be kept to a minimum at all times, especially The tenancy agreement restricts the playing of musical instruments and music systems between 11.00 p.m. and 8.00 a.m.

Pictures and other Wall Hangings

Rails and pin boards are provided in your accommodation from which you can hang pictures.

Please do not fix anything to the door.

Pets

No pets are permitted on site.

EMERGENCIES, SAFETY AND SECURITY

University Security Services

The University Security Services work to prevent and deter crime, but they cannot be everywhere at once. Keep alert and be aware that even in what appears to be the safest library or lab, crime can be a problem.

272944 or 289999.

To contact the Police, in an emergency dial 999. In a non-emergency, dial 101.

Access to your Property

In Blocks A, B and C each flat or room has an individual key and in addition the clusters of rooms for single people are also accessed by a key. In Blocks D – L there is a fob access to the rooms.

Only the residents of a cluster can access that cluster.

You will be issued with a security fob which will allow you into the entrance and the Blocks.

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The bin stores, laundry and side gate can be accessed by your fob.

Outside normal working hours and at weekends the main gate to the site will be closed and you will need your security fob to get into the courtyard.

At the main gate and the entrance to each Block there is an entry phone system by which visitors can ring your flat. If you know the person who has come to see you, then you can press a button that releases

the gate/door to let them into the site (if the main gate is closed) and the Block.

Security at your Site

If someone arrives and claims to be at the site in an official capacity please refer them to the caretaker and do not give them access.

Please remember that the main gates are metal and slamming them can be disturbing to other residents.

NEVER let anyone into the site or into a Block unless they are visiting you, “tailgating” is a common way for thieves to gain access to University accommodation.

If you have any concerns please contact the caretaker, University Security Services or the Police.

If you lose any of your keys or fobs, report this as soon as possible to the caretaker. Please note that, if lost, keys, cards etc. will be charged for at £15.00 per item.

Attendances by Security Services or caretakers to gain access to your accommodation outside of normal working hours (8.15 a.m. – 4.45 p.m. Monday – Thursday, 8.30 a.m.– 4.00 p.m. on Friday) will be charged to the tenant at £25.00 per call out.

Fire Safety

Each property is connected to the fire alarm system and the smoke detectors are very sensitive.

Please be careful when cooking.

For your own safety please DO NOTwedge open fire doors either in your property or in the corridors at any time.

We have provided a fire blanket in each kitchen for your use in cases of fire.

Fire notices have been put up in all properties and on each of the landings of the blocks.

If the fire alarm should sound please vacate your property immediately and assemble in the main car park by the main entrance.

When the fire alarm is activated the main doors will open to allow emergency services to gain access.

All personal belongings should remain in your property and should never be left in corridors, in order to comply with Fire Safety regulations.

Fire Prevention

NEVER leave cooking unattended

Cookers, ovens and grill pans need to be kept clean at all times

Do not use chip pans or heat up a large amount of oil in a normal saucepan

Do not smoke within the buildings

Candles and incense sticks are not permitted in University accommodation due to the fire risk they pose

Never use electrical equipment that may be unsafe. Do not overload plug sockets.

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Personal Safety

Security Services The Old Observatory South Parks Road

Oxford, OX1 3RQ

Personal Safety Advice

The risk of suffering from violence or aggression is thankfully very low but you do need to be careful, especially when you are in a new environment with new people. By taking some simple, basic precautions you can easily reduce the risks and take control of your own safety.

Accommodation

Your Front Door

Lock the door

This may sound like obvious advice, and it is, but it is also one of the most important crime fighting tips you can follow. Lock your door!

90% of burglaries

Some universities report up to 90% of burglaries being caused by insecure doors and windows.

One of the reasons that criminals target student halls and houses is because they are a soft touch: bedroom and flat doors are often left unlocked or propped open making a quick in-and-out job for a burglar..

Windows and Doors are Securely Locked

Make sure you don‟t allow criminals the opportunity to literally walk into your property and take your stuff. Whether you‟re chilling out in your kitchen or on a big night out, make sure your windows and doors are securely locked

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Tailgating

Tailgating is allowing someone (or being followed by someone) you don‟t know into student halls.

It may not seem it, but not everyone you‟ll see around campus will be a student. Lots student accommodation requires multiple keys, fobs, cards and codes, yet robberies are still common in halls.

Handy tips for Securing your Property

Most people mean to lock the door and just forget. Ask your SU if they have any friendly reminder signs on locking doors!

Have a chat with the people you live with, let them know that you would feel better if the front door was always locked.

Avoid leaving notes on your door saying, „I‟m out!‟ (or similar). Don‟t advertise your stuff to thieves!

Be mindful of Tailgating! Don‟t feel bad asking people to contact security at your hall.

When you leave your room, always lock the door and shut the window, even if you are only popping next door for a minute.

Think about the risks before inviting someone you‟ve just met into your room.

Never let anyone into your block by holding a door open unless you know them or have checked their ID.

If you see anything suspicious, report it to your University Security and College. It may be nothing to worry about but it‟s better to be safe than sorry. University Security call 01865272944 or Emergency Number 01865 289999

When choosing where to stay, make sure that it‟s secure and that the area feels safe. It‟s a good idea to visit it at night as well as during the day.

Make sure you meet all your prospective flat mates and trust your instincts when deciding whether or not to move in.

Going out at night

Try to plan ahead. Make sure someone knows where you are going, who you are meeting and when you expect to return. Always plan how you are going to get home again.

Remember, alcohol can seriously affect your ability to make safe judgements.

If you are socializing with a group of people, then watch out for each other and make sure everyone stays safe.

Remember, the most common date rape drug is alcohol, so keep an eye on your drinks so that neither drugs nor extra alcohol are added.

Dates are safer and easier to leave quickly if they are in a public place.

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Safety when out and about

Stay Alert! Avoid chatting on your mobile phone or listening to music on your headphones, as this will distract you from your surroundings and prevent you from hearing any potential danger signs.

You may often be laden with books and bags but always try to keep one hand free and walk confidently and purposefully.

Think about getting a personal safety alarm. Keep it in an easily accessible place and carry it in your hand if you feel at risk.

If you are out at night, try to stick to busy streets and near other people. Avoid danger spots such as poorly-lit areas, deserted parks, or quiet alleyways and walk facing oncoming traffic to avoid kerb crawlers.

Ask if there are any areas near your halls that should be avoided. Some short-cuts may be great during the day but have a reputation amongst other students for being unsafe at night.

If you see someone else in trouble, think twice before trying to help. This may just aggravate the problem and you could end up hurt as well. It may be a lot more helpful to shout for help, call the police or generally make a lot of noise to attract attention.

If you are planning to use public transport, always check the times of the last train, tube or buses.

If a bus is empty or it is after dark, it may be safer to stay on the lower deck and sit near the driver or conductor. On trains or on the underground, try to sit with other people and avoid empty carriages.

If you feel uneasy, don‟t be afraid to move to another seat or carriage.

Always carry the telephone number of a trusted, licensed taxi or minicab company with you or have a suitable booking app available on your phone.

Never take an unlicensed minicab, as these are unchecked, uninsured and can potentially be very dangerous.

Problems and Formal Complaints Procedure

Please see the University‟s Formal Complaints Procedure on our website.