Section 8: Estates Services

Responsibilities

Estates Services is responsible for the management and strategic development of Oxford University's functional estate. This comprises around 300 buildings totalling some 530,000 sq metres and the infrastructure associated with them.

Standing Orders

The Standing Orders (previously known as the Estates Regulations/'Grey Book') are issued by the Buildings and Estates Sub-Committee (BESC) of the Planning and Resource Allocation Committee (PRAC) under the authority of Council. They detail the division of responsibilities between Estates Services and departments for the maintenance and repair of buildings.

The regulations apply to all buildings and sites owned or leased for functional use and to all buildings works undertaken by or on behalf of the University.

Capital Projects

The University must carry out project appraisals on capital projects to meet HEFCE Principles of Good Practice as well as its own internal Financial Regulations.

Capital projects do not include preventative maintenance relating to routine upkeep, or repairs to ensure that assets and their associated fixtures are kept in an acceptable condition. In a University context a capital project will normally have a value in excess of £100,000, but projects for a lesser value may be approved.

Capital building projects

The guide to capital building, capital equipment and other projects and the associated forms can be downloaded here.

Repairs and maintenance helpdesk

The Helpdesk is the central point of contact for the DLO. They ensure that all requests reported via Planon FacilityNet, telephone or email are accurately recorded and dealt with by the appropriate trade supervisor or contractor.

Oxford University Estates Services uses the Planon Facilities Management software to manage information about the university estate. There are a number of functions that can be made available via the web to departments using the Planon web application called 'FacilityNet'. These functions are available to departmental administrators and building managers (or other members of staff with the approval of their departmental administrator), and include the option to report helpdesk calls via the web and to see information about the building(s) for which you are responsible.

The helpdesk should be contacted for any problems with:

  • Air conditioning
  • Blocked drains
  • Broken glass
  • Flickering lights
  • Heating
  • Leaking roofs
  • Lighting
  • Ventilation

Or for minor alteration works such as:

  • Light fittings
  • New electrical outlets
  • New shelving
  • Space alterations

Help may be obtained as follows:

Emergency Maintenance requests:

Between 0800 - 1630hrs Monday to Wednesday and 0800 - 1600hrs Thursday and Friday: phone the helpdesk on 70877.

Out of normal working hours: phone the Security Services 24-hour staffed control room on 72944. Security will then contact the on-call DLO staff or contractor to deal with the problem.

Non-urgent requests:

Choose one of the following options:

  • Report a fault online using Planon FacilityNet. This will require a user name and password to access FacilityNet (see above).

Security Services

The University Marshal heads the University Security Services which provides a number of services including:

  • Security patrols and lock-up
  • CCTV surveillance of sites and buildings externally
  • Security surveys and advice on crime-reduction measures
  • Receptionist security training
  • Enforcement of the parking permit scheme
  • Co-ordination of CRB disclosures and vetting processes

Security guidance may be obtained from http://www.admin.ox.ac.uk/ouss/.

The security control room contact details are:

Telephone: 72944
Email: security.control@admin.ox.ac.uk
24 Hour Emergency Telephone: 89999