Information for tenants
What to do and who to contact if something is broken or not working properly
Repairs and Maintenance
Please report all maintenance issues to the Residential Lettings Team in the first instance, either via email to residential-lettings@admin.ox.ac.uk or on +44(0)1865 280942.
For urgent out-of-hours repairs, please contact Security Services on 01865 272944.
Repairs will be completed as soon as possible, please be aware that some items are outside of our control – for example, if parts must be ordered or if a specialist engineer is needed. We will keep you informed.
Regular maintenance will be carried out at the property during your tenancy. There is a planned schedule of maintenance for all properties that are routinely reviewed but any concerns or changes in condition should be raised with us, either via email to residential-lettings@admin.ox.ac.uk or on 01865 280942.
Gardening
You are responsible for the basic maintenance of the garden to include weeding and mowing and are required to keep the garden generally tidy and free of rubbish.
If there are any trees in your garden, please do not attempt to remove them or carry out tree maintenance. Please inform us as soon as possible if any trees become diseased or damaged, or if you believe they need maintenance.
The Gardens at some of our properties are maintained by the University Parks team and, in some instances for an additional fee, their services can be hired. Please contact the Residential Lettings team for further information.
Lockouts
If you lock yourself out during office hours, please call the Residential Lettings Team and a member of staff will meet you at the property.
If this happens outside office hours, you will need to call Security Services on 01865 272944. A member of their team will then meet you at the property to let you in. They may ask you for ID. They may also request to see a copy of your tenancy agreement once the door has been opened.
If you lose your keys then you will have to pay for replacement keys, fobs and for changing the lock(s). For more information on how much this typically costs, see our Tenant Handbook.
Health and Safety
Asbestos-containing materials (ACMs) were used for a wide range of construction purposes in new and refurbished buildings until 1999 when they were banned. This extensive use means many UK buildings still contain asbestos.
If asbestos materials are in good condition and are left undisturbed, they do not present a risk. However, where the materials are in poor condition or are disturbed or damaged, asbestos fibres are released into the air, which, if breathed in, can cause severe lung diseases, including cancers.
Where can asbestos be found?
The main reason ACMs were used in construction was to provide fire protection and insulation. They are often found in the following locations:
- Asbestos panels were used as fire protection in partition walls, roof soffits, ceiling void fire breaks, behind fuse boxes and as blanking panels to old fireplaces
- Decorative coatings on ceilings and walls
- Boxing around services such as heating/hot water pipes
- Asbestos cement roofing tiles
- Roofing felt in the loft
Asbestos was also added as a binder to help strengthen products such as decorative coatings, plaster and cement products.
Information is needed on whether asbestos is, or is likely to be, present in the buildings so that an assessment can be made of the risk it presents and appropriate measures put in place to manage those risks.
What do you need to do?
The presence of asbestos alone should not be a cause for concern. Asbestos only becomes a risk to human health when it is released into the air and breathed in. Where asbestos-containing materials are in good condition and not in a position where they are likely to be damaged, they should be left in place and monitored.
- Make sure that any alterations you require will or may disturb the building fabric (such as drilling walls and ceilings to put up new shelving or pictures) are carried out by the building maintenance staff. Do not try to do this kind of work yourself.
- Report any damage to walls, ceilings or panels to the building maintenance team straight away.
- Co-operate with the University when arranging and allowing access to your accommodation to carry out surveys and annual inspections. This includes providing the surveyors with full access to the premises – I.e. tidying up and vacating the property during the survey.
How is the University of Oxford managing asbestos in their buildings?
In line with the duty to manage asbestos (regulation 4 of the Control of Asbestos Regulations 2012), the University of Oxford has a legal duty to identify and manage materials containing asbestos within the buildings it owns and maintains.
The University of Oxford is:
- Carrying out a programme of asbestos management surveys for Residential Lettings properties that were built before 2000 to locate and risk assess any identified ACMs.
- Maintaining a live, up-to-date online register of known/suspected ACMs.
- Carrying out annual re-inspections of all known/suspected ACMs to monitor their condition.
- Ensuring that any actions arising from survey/inspection findings are carried out.
Most tenants are at low risk of Legionella provided that water systems are properly maintained. If, however, you or your family are immunosuppressed with underlying health conditions then please let the Residential Lettings team know. Our specialist water treatment company will adjust the risk assessment and manage the legionella control programme to suit your specific needs.
Legionella
Making sure our water systems are free of harmful bacteria is a vital part of keeping our tenants safe.
Most hot and cold water systems contain bacteria. A harmful type of bacteria is Legionella pneumophilia, which can cause Legionnaires' disease.
Legionnaires’ disease is a pneumonia-like illness which can prove fatal to those at higher risk, including people with diabetes, chronic respiratory, heart, liver or kidney disease, or whose immune system is impaired.
It is caused by the inhalation of small droplets of water in the form of aerosols from sources contaminated with Legionella bacteria. Not everyone exposed to Legionella bacteria becomes ill.
Legionnaires' disease is not contagious and you cannot get it from drinking a glass or cup of water.
Areas of risk
All hot and cold water systems in premises are a potential source for Legionella bacteria growth. The main areas of risk are:
• Where there is a source of nutrient (e.g. lime scale) or temperature conditions to grow in any hot or cold water systems.
• Where an aerosol is created and water is spread, as in showers and spray taps.
• Where stored water temperatures are between 20°C and 45°C.
• Stagnant (non-moving) water.
• Little used taps, toilets and showers, or if there is sediment, rust or scale present.
• Water tanks containing sediment or debris.
What precautions can you take?
If you have been away from your accommodation for more than one week:
• Run showers and taps for 10 minutes (open the windows first to ventilate the water vapour and face away from taps and showers while doing this).
• Flush toilets with the lid down.
Please ensure your water heater/cylinder or combi boiler is left set at a temperature of 60°C. This will help keep your hot water bacteria free and safe for use. Be careful of scalding, especially if you have children.
What is the University of Oxford doing to maintain water quality?
The University of Oxford employs a specialist water hygiene company to carry out legionella risk assessments in all its properties. Annual visits are carried out to inspect any cold water storage tanks and to ensure cold water is being delivered below 2 degrees celcius and hot water is being maintained above 50 degrees celcius.
