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 period from 24 December to 2 January 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 11 October 2015) 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 19 and Sunday 20 September 2015
  • Saturday 26 & Sunday 27 September 2015
  • Saturday 3 and Sunday 4 October 2015

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 BACS or via the online shop, payments can take up to five days to.  

The opening account includes the deposit which is equal to one month’s rent and then either:

a)  if your start date is before the 15th of the month you will need to pay the rent from your start date to the end of the month; or

b)  if your start date is from the 15th of the month onwards you will be asked to pay the rent from your start date to the end of the month plus an additional month’s rent.

The Graduate Accommodation Office will confirm the opening balance and payment details when your offer letter is sent out to you.  

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 and complete your direct debit mandate at the Old Observatory, University of Oxford, OX1 3RQ which is manned 24/7.  Security Services will then issue you with your key and direct you to your accommodation.   Keys cannot be collected until your tenancy agreement has been signed.

Inventory

If you collect you’re 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.