Typical Tenancy Agreement

Singles - Castle Mill single room (68kb)

Couples - Castle Mill flat (58kb)

Inventory

When you move into your accommodation you will be checked in by a member of staff, usually the caretaker. At this appointment you will carry out a check of the Inventory. Any items which are damaged or show signs of wear should be noted on the Inventory. You and the member of staff will both sign the Inventory at the start of your tenancy.

The inventory will be referred to when the unit is vacated to ensure that the flat is in the same condition as it was when you moved in.

On the day you vacate the property the inventory will be checked along with the accommodation and any utility meters read. Please discuss any problems you have before you leave, as it is usually easier to deal with them then than at a later date.

Council Tax

At present those living in University accommodation do not pay Council Tax.

Deposit

A deposit is payable at the time of booking the accommodation. The deposit, after deduction of terminal charges which may be due, will be refunded at the end of the tenancy.

Any deposit payment made by a third party on behalf of the tenant will be treated as a payment made by the tenant, and the balance (if any) of the deposit will be refunded to the tenant (and not the payer) at the end of the tenancy.

Overnight Guests - single tenants

Single tenants are allowed to have a guest stay for a maximum of two nights each week, provided that the guest is signed in to the accommodation by the tenant prior to arrival.  Tenants are required to email or hand in a guest booking form to their caretaker before a guest arrives.   The form can be found at http://www.admin.ox.ac.uk/accommodation/tenants/ - click on Overnight Guests.

Visitors - Couples and Families

We provide accommodation principally for graduate students.  However, if you live in a flat and wish to have visitors for more than 7 days, 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 visitor/s

Passport Number/s

Arrival and Departure Date/s

Purpose of Visit

The maximum period that visitors can stay with you is 3 months.

Car Parking

Car parking is very limited and expensive in Oxford so students are strongly advised not to bring a car to Oxford.

We only have three sites where parking is possible.  There is a waiting list for parking at Summertown House.  Parking is usually available at Alan Bullock Close, and there is plenty of parking at Court Place Gardens.  The caretaker of each site issues parking permits to tenants only.

Please note that you cannot request a parking permit at these sites until you are a tenant.

Housing Benefit

Students in receipt of, or eligible for, Housing Benefit can apply for University Accommodaton. Contact: Benefits Office, St Aldates Chambers, St Aldates, Oxford Tel: (01865) 252849.

Insurance

The insurance policies covering these buildings do not include the personal property (including bikes and computing equipment) of residents. We strongly recommend that a suitable policy is taken out by students. Enquiries should be made at the OUSU offices, Thomas Hull House, New Inn Hall Street, Oxford OX1 2DH. Tel: 01865-(2)88450

Luggage

Unfortunately this cannot be accepted in advance of arrival and must be removed on the day of departure.

Management

University property is managed by the Land Agent's and Accommodation Office. All management queries should be addressed in the first instance to the Graduate Housing Office, who is based in the Graduate Housing Office at Ewert House.

Maximum Period of Occupation

The current policy of the Property Management Committee is that students will normally be provided with university accommodation for a maximum of two years. If the tenant ceases to be a student then the tenancy will be terminated by the Landlord on giving two months notice. It should be noted that extensions which give a student more than two years in University accommodation will only be granted in exceptional circumstances

Musical Instruments

The agreement contains a clause restricting the playing of musical instruments and music centres etc. between certain hours to avoid disturbing other tenants. Pianos and organs cannot be accommodated. Please check on the restrictions before accepting a flat or house.

Pets

It is a condition of the agreement that pets will not be admitted to student accommodation.

Relatives/Nannies/Au pairs

When the tenant is a single parent or disabled they can make an application to the Accommodation Office to have a relative or carer sharing with them provided that the applicant can demonstrate that the family member or carer is carrying out caring duties for the tenant or children. Unless the tenant is a single parent/guardian of dependent children then we are afraid that a person coming to live with the family, such as a nanny or au pair, to care for children would not be permitted to live in this accommodation. This also applies to relatives who wish to stay on for anything other than short visits. At present visits of less than 7 days require no permission but longer visits require written consent from the Land Agent's and Accommodation Office. Please contact the Graduate Housing Office for further information.

Smoking

Smoking is not permitted in any University Graduate accommodation including common areas such as common rooms, laundries, gardens, and study rooms 

Subletting

Subletting or lending of the flat or house, whether to a relative or not, is not permitted.

Television

Tenants are required to purchase their own TV licence.

Tenure

Tenancies are fixed term agreements until the following 31st July. (see Maximum Period of Occupation, above). A fixed term agreement lasts until (and ends automatically) the end of the term. No question of notice arises. By signing the agreement you are accepting responsibility to pay the rent until the end of the agreement i e (31 July) , regardless of whether you wish to stay or not. The only exception is that residents must leave within two months of submitting their thesis or completing their course.

Testing of Electrical Equipment

The University Safety Officer's recommendation has been accepted that electrical appliances owned by the University, or used by university employees whilst at work, should be regularly tested to comply with the provisions of the Electricity at Work Act and the Health and Safety at Work Act; the University however, requires that students living in university accommodation should satisfy themselves that any personal items connected to the electricity supply should meet the present electrical safety standards.

Definition of Family

A group comprising one or two STUDENT parents and their children or dependant of that family. Two non-related or related (by marriage including civil ceremonies) people who have long-term commitments to one another, and usually reside in the same dwelling place.

Definition of dependant

To qualify, a dependant child must be a birth child, a legal stepchild, or a foster child in your care. Dependants can be blood siblings, adopted siblings, or stepbrothers or stepsisters in your care. Descendents of any of these also qualify, provided you materially support them. A dependant must be under 18 at the start of the academic year for which you are wishing to have accommodation. A dependant is someone who is enrolled in full-time education, or anyone with a disability who is materially supported. The child must live with the applicant for more than half of the year and rely on their financial support for at least 6 months out of the year. Documentation may be required to support this.

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:

• Studio - couple only

• 1-bed flat - couple only, except Summertown House and Castle Mill which is available to couples with one child (only) aged under 2.

• 2-bedroom flats will be offered to families first. If there are any left they will then be offered to couples.

• 3-bedroom flats will only be offered to families with children

Childcare/Schools

The University operates three pre-school nurseries at Summertown House, Bradmore Road and Jack Straws Lane under the management of Kidsunlimited. In addition the University owns places in other private nurseries in Oxford and the locality. Children of students are eligible, although there are usually waiting lists. For information on childcare facilities in Oxford email: childcare@admin.ox.ac.uk or visit http://www.admin.ox.ac.uk/eop/child. For information on schools in Oxford visit Oxford City Council.

Children restrictions

Children are not allowed in any studio flat. One child aged under 2 is allowed in the 1-bedroom flats in Summertown House and Castle Mill only. Brothers and sisters can share a room as long as the oldest child is aged 10 or under by the time the tenancy terminates.

Reference requests (at end of tenancy)

Please note that a charge of £10 will be made for any reference request.  Please contact the Graduate Housing Office.