Checking in

Signing your Tenancy Agreement

The Graduate Accommodation team will arrange an appointment for you to visit the Graduate Accommodation Office to sign your tenancy agreement and check in documents. 

The Graduate Accommodation Office is open during working hours (Monday to Friday 9am to 5pm) except on Bank Holidays, the Christmas closure period and over the Easter Weekend (including Maundy Thursday).

In addition to the normal opening hours, there will also be a number of weekends leading up to the start of Michaelmas term (which starts on Sunday 8 October 2017) when the Graduate Accommodation Office will be open and you will be able to check in.  We are still finalising arrangements, but these weekends are likely to be:

  • Saturday 16 and Sunday 17 September 2017
  • Saturday 23 and Sunday 24 September 2017
  • Saturday 30 September and Sunday 1 October 2017
  • Saturday 7 and Sunday 8 October 2017

Before you can collect your keys and sign your tenancy agreement you will need to have paid your opening account in full, with your payment cleared into the University’s bank account. Please note that if you pay by bank transfer the payment can take up to five days to clear in our account.  The Graduate Accommodation Office will confirm the opening balance and payment details when your offer letter is sent out to you.  For further information here opening account.

When signing your tenancy agreement, please bring with you: 

Proof of ID:

If you are a UK student you will need to bring one of the following:

  • Birth Certificate
  • Driving Licence
  • Passport
  • University Card

If you are an international student you will need to bring your passport and visa (original documents).

When signing your tenancy agreement, please bring with you: 

Proof of ID:

  • If you are a UK student you will need to g one of the following:
    • Birth Certificate
    • Driving Licence
    • Passport
    • University Card
  • If you are an international student you will need to bring your passport and visa (original documents, as we will need to take a photocopy for our records)

Collecting your keys

Once you have signed your tenancy agreement, if you are arriving during working hours, arrangements will be made for you to collect your keys from your caretaker, located at your accommodation.

Please note that tenants cannot collect their keys until they have signed their tenancy agreement and paid the opening account in full, with your payment cleared into the bank, which can take up to 5 days as set out above.

Arriving out of working hours

If you are arriving outside working hours or outside of the scheduled weekends listed above you will need to let the Graduate Accommodation Office know at least 48 hours in advance so that they can ensure your paperwork is ready and your keys are in the right place.  This can only be arranged once we have received the full payment of your opening account. 

You can then sign your tenancy agreement at the Old Observatory, University of Oxford, OX1 3RQ which is manned 24/7. Your keys will either be issued by Security Services or will be available from a key safe at your accommodation site. Security Services will be happy to direct you to your accommodation.

Inventory

If you collect your keys during working hours, where possible the caretaker will:

  • take you to the property and complete an inventory with you to record the condition of your accommodation
  • take meter readings where applicable shortly before you arrive, you will be able to verify this with your Caretaker should you wish to
  • review the inventory with you and make any corrections necessary so you can both sign the inventory
  • give you a copy of the signed inventory for your records – please make sure you keep it in a safe place for the end of the tenancy

If you collect your key outside of working hours, the caretaker will:

  • leave an inventory in your property for you to record the condition of your accommodation
  • take meter readings where applicable prior to your arrival, you will be able to verify this with your Caretaker should you wish to
  • make an appointment to go through all the necessary information with you once you have had a chance to read through the inventory
  • review the inventory with you and make any corrections necessary so you can both sign the inventory
  • give you a copy of the inventory for your records – please make sure that you have read it and keep it in a safe place for the end of the tenancy

It is important that you make sure that all contents (and any damage to contents) are noted and the condition of the property is noted accurately on your inventory. At the end of your tenancy, the amount of your deposit which is refunded will depend on the condition of your property at that time.