This Tenancy Agreement creates a legally binding obligation between the College and the Student so please read it and make sure you understand and agree to it before you sign. This tenancy agreement is governed by English law which international students may find quite different to the law which applies in their home country. Take advice before signing.
Student
College Kellogg College, 60 Banbury Road, Oxford, OX2 6PN
Accommodation
Accommodation Contents The fixtures, fittings and equipment in the accommodation as listed on contents inventory attached to this tenancy agreement.
College Contents The fixtures, fittings and equipment at the College which are for students’ use but which are not allocated to any student’s room.
Contents The Accommodation Contents and the College Contents
Common Parts Any shared facility such as kitchen, bathroom, common or other room allocated to the accommodation and those parts of the College’s property which are necessary for the purpose of gaining access to the accommodation
Deposit A deposit of one month’s rent in addition to the first payment of rent. The deposit will be returned at the end of the tenancy less any damages and/or outstanding debts owed to the College.
Payment Dates 10th September 2014, 1st November 2014, 1st December 2014, 1st January 2015, 1st February 2015, 1st March 2015, 1st April 2015, 1st May 2015, 1st June 2015, 1st July 2015.
Rent 10 [see above] installments of £ in advance or before the payment dates. This sum includes the price of the services. September’s payment will be pro-rated to reflect the number of nights’ occupation during this month.
Rights to occupy the Accommodation during the Tenancy Period
to use the Contents
to use the Common Parts
to use the Services
to use the College’s dining facilities (additional charges apply)
Services lighting and heating of the Accommodation
provision of hot and cold (drinkable) running water to the Accommodation and Common Parts
providing an electricity supply to the Accommodation
disposal of waste and recycling deposited in proper receptacles
cleaning of the Accommodation and the Common Parts
lighting and heating of the College
repair of College premises
access to wireless internet throughout the College buildings
Tenancy Period Starting:
In this Tenancy Agreement “College” includes all buildings belonging to the College (if any) for use as student residences and not just the main College building whose address is given on the first page of this tenancy agreement.
The College agrees to grant and the Student agrees to take a tenancy of the Accommodation for the Tenancy Period on the conditions set out in this tenancy agreement. This agreement incorporates all the terms and conditions referenced in the Notes for Students and the Domestic Arrangements, regardless of where published. Any updates to the terms and conditions published on the website are incorporated by reference.
1.0 Student’s Obligations
1.1 To pay the Rent to the College in advance on or before the Payment Dates.
1.2 To pay a deposit of one month’s rent in addition to the first payment of rent. This will be refunded upon the termination of the tenancy save for funds required to reimburse the College for any expense attributable to the tenants breach of his or her obligation as set out in this agreement and/or those needed to satisfy any outstanding debt to the College.
1.3 To check the inventory and report any discrepancy in writing to the College’s Facilities Office within 2 days of the start of the Tenancy Period.
1.4 To keep the Accommodation, the Accommodation Contents and (jointly with other students) the College Contents and the Common Parts in a clean and tidy condition and not to damage them. In the event of damage during the Tenancy period which can be attributed to the Student’s actions, the College will seek full reimbursement of costs from the tenant upon receipt of repair invoices.
1.5 At the end of the Tenancy Period to leave the Accommodation (in a clean and tidy condition and clear of all rubbish and personal belongings) and to return to the College the keys/passes/entry cards to the Accommodation.
1.6 To allow the College, at reasonable times and after giving reasonable notice, to enter the Accommodation for the purpose of viewing, inspection, maintenance or repair. No notice will be given in an emergency, for routine cleaning on the designated days, or where the need for repair (or any other matter affecting the suitability of the Accommodation for habitation) was reported by the Student, but otherwise the College will aim to give 24 hours prior notice for other purposes.
1.7 To comply with all applicable legislation to avoid the Student’s actions or negligence having an adverse effect on the College or The University of Oxford or on the owners or occupiers of nearby property.
1.8 To comply with The University of Oxford’s Regulations and with the College’s Regulations.
1.9 To report to the College as directed in the College Domestic Arrangements any damage or want of repair at the College or failure of the Services as soon as reasonably practicable and in any event within 24 hours of becoming aware of it.
1.10 To pay to the College all costs reasonably incurred in enforcing the Student’s obligations in this tenancy agreement or arising from a breach of them (including an administration charge of £10 for each day payment of Rent is overdue).
1.11 Where damage or loss occurs at the College and it is not possible for the College (acting reasonably) to ascertain who is at fault, to pay a fair and reasonable proportion of the cost of repairing the damage or reinstating the loss including a £25 administration fee per student. The Student shall not be required to contribute to loss or damage which in the College’s reasonable opinion has been caused by an intruder provided that the Student has complied with his/her obligations in this tenancy agreement relating to College security.
1.12 To send promptly to the College a copy of any communication the Student receives which is likely to affect the College or the Accommodation.
1.13 Not to alter, add to or do anything which may cause damage to the electrical installation or equipment in the College or which may be a fire risk or in any other way put the health and safety or security of others or the College’s or other people’s property at risk.
1.14 Any portable appliance must comply with the College’s Electrical Regulations. The Student must within 3 days of request either provide a safety certificate for, or remove from the Accommodation, any appliance which in the College’s reasonable opinion, is unsafe. In the event this does not happen, the College may remove it without further notice to the Student, charge any storage costs to the Student, and return it to the Student at the end of the Tenancy Period.
1.15 If the Accommodation is on the ground or first floor, not to leave the Accommodation, including common areas, unoccupied without first closing and locking the window and not at any time to leave the Accommodation unoccupied without locking the door.
1.16 To comply with The University of Oxford’s Environmental Policy (http://www.admin.ox.ac.uk/lso/statutes/) and in particular to take reasonable steps to avoid wasting fuel (e.g. by turning off lights and electrical equipment when not in use) or water and participate in any waste recycling schemes operated by the College.
1.17 Not to put anything harmful, or which is likely to cause blockage, in any pipes or drains. This applies to all College buildings, not only the Accommodation, and includes sanitary products. Sanitary bins are provided in all bathrooms & en suites.
1.18 Not to remove from, affix to, change, damage or attempt to repair the structure or decorative finish of any part of the College or the Contents.
1.19 Not to bring additional furniture (including items such as fridges and cookers) into the College without the prior written consent from the Facilities Office.
1.20 Not to use the Accommodation for any other purpose other than as a study bedroom.
1.21 Not to share the Accommodation or sub-let it or transfer occupancy to any person. Residents are permitted one occasional overnight guest in their room, not more than two nights per month, subject to the conditions set out in the College’s Notes for Students and Domestic Arrangements.
1.22 Unaccompanied visitors to College will not be admitted after 10:00pm or before 9:00am.
1.23 Not to cause any nuisance, offence, disruption, harassment or persistent disturbance to others, such as a reasonable person would find disruptive.
1.24 Not to add to or change the telephone services to the Accommodation without the College’s prior written consent and not to add to or change the information technology services installation or supply in the Accommodation.
1.25 Not to bring into the College any animal unless it is an aid for a person with a disability. The Student is requested to notify the College in advance if an assistance animal is needed at College, as adjustments may need to be made to accommodate it. Students will be responsible for the proper care and control of assistance animals and any damage or nuisance which an animal causes.
1.26 Not to bring any motor vehicle into the City of Oxford or onto College property. Students may not apply for the Council’s Resident Parking Permits, and the College does not allow parking at College unless there are exceptional circumstances or if the student is a Blue Badge holder.
1.27 Not to operate or drive any vehicle or vehicle parts in any part of College other than bicycles in the designated cycle bays; or mobility assistance vehicles. Users of mobility assistance vehicles are requested to contact the College in advance of moving in as the College may need to make reasonable adjustments to accommodate it (without imposing any obligation on the College if the vehicle cannot reasonably be accommodated).
1.28 Not to cause any obstruction of the Common Parts.
1.29 Where the Student becomes aware of damage to the College caused by an intruder, to report the incident to the Facilities Office during office hours or to University Security Services outside these times immediately or as soon as reasonably practicable. Contact numbers for University Security and College Facilities are posted on each of the residence noticeboards.
2.0 College’s Obligations
2.1 To provide the Services, subject to the College’s Notes for Students and Domestic Arrangements which include reporting procedures and response times for repairs, details of refuse collection and expected clearance times for ice, snow and leaves from College grounds.
2.2 Except in the case of an emergency, for disrepair reported by the Student (or other matter preventing the Accommodation from being used) and for cleaning on designated days to give the Student at least 24 hours’ notice prior to entering the Accommodation during term-time.
2.3 Not to interrupt the Student’s occupation of the Accommodation more than is reasonably necessary.
2.4 Not to disclose personal information obtained from the Student except as permitted by clause 3.2 of this tenancy agreement or where there is serious risk of harm to the Student, to others, or the College’s property.
2.5 To make available to the Student for inspection by prior arrangement the College’s:
Risk register for critical risks such as fire, outbreak of disease, or major disrepair and the College’s procedures for dealing with such risks;
Portable Appliance Testing (PAT) policy;
Log of visits to unoccupied study bedrooms by College staff and contractors during term-time, giving the reason for access;
Planning and building regulations consents (if any) applicable to the College;
The Universities UK Code of Practice for the Management of Student Housing;
The University’s transport policy;
The College’s security plan;
The College’s service level statement on reporting and rectification of building defects.
2.6 Before the end of the first week of the tenancy period the College will provide the Student with information and advice on:
action to be taken in the event of an emergency, including emergency contact details, how to call an ambulance, where to get first aid, and how to report an accident or safety defect;
health & safety matters such as how to avoid common fire risks; safe cooking in the designated areas of College; electrical safety and voltage differences; the dangers of using candles or other naked flames or storing flammable material; fire extinguishers; the possibility of disciplinary action or criminal proceedings for misuse of fire precautions equipment;
how to get access to the Accommodation in the event of the Student losing their keys/access cards;
cleaning schedules and students’ responsibilities for cleaning;
the respective roles and responsibilities of the College and its resident students;
health, welfare, and guidance on communal living;
where to get advice on financial difficulties;
where to get counseling;
how to register with a local health service;
the management structure for the College and contact details of the main College officers, with out-of-hours emergency contact details;
any special arrangements made to help with any disability the Student may have disclosed to the College.
2.7 To give a receipt for any of the Student’s property confiscated under the terms of this tenancy agreement.
2.8 To ensure that staff are clearly identifiable, and that any staff or contractor requiring access to the Accommodation carries appropriate identification documents.
2.9 Maintain any kitchen facilities in the College Common Parts in good order and repair, and keep any equipment in proper working order.
2.10 To ensure clear and appropriate instructions for use are given for any equipment which the Student needs to operate in the College.
3.0 Other conditions
3.1 The Student is responsible for the conduct of any invited visitor(s).
3.2 The Student hereby authorises the College to use his/her personal data for all lawful purposes in connection with this tenancy agreement (including debt recovery, crime prevention, allocating rooms or where there is a serious risk of harm to the Student or to others or to the College’s property) and all matters arising from the Student’s membership of the College and The University of Oxford.
3.3 The College’s liability for loss or damage to person or property is excluded unless the loss or damage is caused by the College’s negligence or breach of its obligations in this tenancy agreement. Personal belongings left at the College are at the Student’s own risk.
3.4 The College is not liable to repair any damage caused by the Student unless the cost is met by insurance or by the Student (any excess on insurance policies being payable by the Student). This clause shall not apply where the College has an overriding statutory obligation to make the College safe.
3.5 The College may temporarily suspend use of the Common Parts if they are not kept in a clean and tidy condition by the students using them.
3.6 This tenancy agreement does not affect the disciplinary powers of the College or of the University of Oxford.
3.7 The College is entitled, at the Student’s expense, to remove from the Accommodation or the Common Parts any article which constitutes an obstruction or a fire or health or safety risk but (unless perishable) will if requested return it to the Student on the termination of this tenancy agreement. The College is entitled to remove any item left in College by the Student at the end of the Tenancy Period and shall not be obliged to return it to the Student.
3.8 This tenancy agreement is a student tenancy under paragraph 8 of Schedule 1 to the Housing Act 1988 (but will operate as a licence where the Accommodation is designated for sharing, and is shared, with another student).
3.9 Notices under this tenancy agreement must be in writing (which includes email) and the College’s address for service is given on the first page of this tenancy agreement.
3.10 This tenancy agreement is not intended to confer any benefit to anyone who is not party to it.
3.11 This tenancy agreement and the policies referred to in it (together with the Student Handbook), contains all the terms agreed to by the College and the Student at the time it comes into effect and any variation to the terms will only be effective if agreed between the Student and the College’s Facilities & Operations Manager and the Bursar. The College will confirm any agreed variation to the Student in writing at the time the variation is made.
4.0 Termination of this Tenancy agreement
4.1 Unless the Student has made arrangements with the College for late arrival this tenancy agreement will automatically terminate if the Student has not taken up residence by 8th October 2014 but the Student will be liable for the Rent until their room is re-let, or until the end of the agreement, if earlier.
4.2 The College may terminate this tenancy agreement at any time by serving notice on the Student if:
Any payment is overdue by 10 days or more or;
The Student is in serious or persistent breach of any of the Student’s obligations or;
The Student does not have status as a member of the College or of the University of Oxford;
In the reasonable opinion of the College the behaviour of the Student constitutes a serious risk to him/herself or others or the College’s or other people’s property.
4.3 The Student may only terminate this tenancy agreement in accordance with this clause, and will remain liable for the Rent until:
the Student has given notice in writing to the College’s Facilities & Operations Manager that s/he wishes to leave; and
the Student makes payment for, or puts right, to the College’s reasonable satisfaction any breach of the Student’s obligations in this tenancy agreement; and
a replacement College member who is reasonably satisfactory to the College as a tenant and who is not already a tenant of the College enters into a tenancy agreement with the College (the College may assist the Student in finding a replacement, but does not guarantee it will be able to find one); and
the Student pays a fee of £50 towards the College’s costs of administration and cleaning the Accommodation.
Conditions (b), (c) and (d) of this clause shall not apply if the Student is able to show that the reason for termination is a serious or persistent breach of the College’s obligations in this tenancy agreement. For the avoidance of doubt, the College will make vacated rooms available to other students for room transfers, but room swaps will not be treated as replacements and refunds of Rent will only be given where the void in the College caused by the Student’s early departure has been filled and there is no loss to the College. The College shall be entitled to fill any rooms which are already vacant before allocating people on its waiting list to the Accommodation.
4.4 If this tenancy agreement is terminated early by either the College or the Student the College will refund a fair proportion of pre-paid Rent and the Deposit (after making any proper deductions to cover its losses) as soon as possible after the termination becomes effective but pre-paid Rent will only be refunded for the period where the void in the Residence caused by the Student’s early departure has been filled and there is no loss to the College.
4.5 If this tenancy agreement is terminated early the College will refund to the Student a fair proportion of pre-paid Rent as soon as possible after the termination becomes effective but if the College terminates under clause 4.2 pre-paid Rent will only be refunded for the period for which the College is able to, and after it has, re-let the Accommodation. The processing of any remaining deposit is described in 1.2, above.
4.6 (a) The College reserves the right to relocate the Student to comparable alternative accommodation during the Period of Residence where it is reasonable to do so but unless the reason for relocation is because the Student is in breach of one or more of their obligations in this tenancy agreement the Student will have the right to terminate this tenancy agreement (without having to comply with the conditions in clause 4.3) as an alternative to relocating.
(b) Where the College relocates the Student because the Student is in breach of one or more of their obligations in this tenancy agreement, or where the relocation is made at the Student’s request, the Student shall pay the College an administration fee of £100 towards the College’s costs of administration and cleaning the Accommodation.
4.7 The College’s acceptance of the keys/access cards at any time shall not in itself be effective to terminate this tenancy agreement while any part of the Period of Residence remains unexpired.
5.0 Shared Room Contracts
Where the Accommodation is designated for occupancy by more than one person, this clause applies but not otherwise.
Each occupier will have a separate agreement with the College on the same Terms.
This agreement takes effect as a licence to occupy and not as a student tenancy. References to “Tenancy Agreement” and “Rent” shall be read as references to “Licence agreement” and “Licence Fee”.
Where damage or loss occurs at the Accommodation and it is not possible for the College (acting reasonably) to ascertain who is at fault, to pay a fair and reasonable proportion of the cost of repairing the damage or reinstating the loss including a proportion of the £25 administration fee.
If the Student becomes the sole occupier of the accommodation, the College may require the Student to move to a room designated for single occupancy. Unless the College requires a sole occupier to move to a single room, then the Student may remain as sole occupier in the Accommodation but in these circumstances the Student will be charged the standard single room rent until such time as double occupancy is resumed.
The College may introduce a second student to the Accommodation if it is solely occupied and will give reasonable notice to the student in occupation of its intention to do so. Rent will revert to the rate for a shared accommodation when a second student begins occupation. Clause 4.3 applies to students wishing to leave shared accommodation, but refunds of Rent will only be given to students who have left shared accommodation when a replacement sharing student begins occupation.
The College shall not be obliged to relocate either student in the event that sharing students do not get on with each other, but will treat transfer requests sympathetically in such circumstances. Students in shared accommodation have the same rights to terminate their tenancy agreements as those not in shared accommodation.
Students in shared accommodation will show the utmost respect for the other occupier of the Accommodation and for their belongings. The rights of the sharing students are equal and neither has precedence or preference over the other.
Signed by a duly authorised officer on behalf of the College
See more: https://templateshunter.com/financial.html
Student
College Kellogg College, 60 Banbury Road, Oxford, OX2 6PN
Accommodation
Accommodation Contents The fixtures, fittings and equipment in the accommodation as listed on contents inventory attached to this tenancy agreement.
College Contents The fixtures, fittings and equipment at the College which are for students’ use but which are not allocated to any student’s room.
Contents The Accommodation Contents and the College Contents
Common Parts Any shared facility such as kitchen, bathroom, common or other room allocated to the accommodation and those parts of the College’s property which are necessary for the purpose of gaining access to the accommodation
Deposit A deposit of one month’s rent in addition to the first payment of rent. The deposit will be returned at the end of the tenancy less any damages and/or outstanding debts owed to the College.
Payment Dates 10th September 2014, 1st November 2014, 1st December 2014, 1st January 2015, 1st February 2015, 1st March 2015, 1st April 2015, 1st May 2015, 1st June 2015, 1st July 2015.
Rent 10 [see above] installments of £ in advance or before the payment dates. This sum includes the price of the services. September’s payment will be pro-rated to reflect the number of nights’ occupation during this month.
Rights to occupy the Accommodation during the Tenancy Period
to use the Contents
to use the Common Parts
to use the Services
to use the College’s dining facilities (additional charges apply)
Services lighting and heating of the Accommodation
provision of hot and cold (drinkable) running water to the Accommodation and Common Parts
providing an electricity supply to the Accommodation
disposal of waste and recycling deposited in proper receptacles
cleaning of the Accommodation and the Common Parts
lighting and heating of the College
repair of College premises
access to wireless internet throughout the College buildings
Tenancy Period Starting:
In this Tenancy Agreement “College” includes all buildings belonging to the College (if any) for use as student residences and not just the main College building whose address is given on the first page of this tenancy agreement.
The College agrees to grant and the Student agrees to take a tenancy of the Accommodation for the Tenancy Period on the conditions set out in this tenancy agreement. This agreement incorporates all the terms and conditions referenced in the Notes for Students and the Domestic Arrangements, regardless of where published. Any updates to the terms and conditions published on the website are incorporated by reference.
1.0 Student’s Obligations
1.1 To pay the Rent to the College in advance on or before the Payment Dates.
1.2 To pay a deposit of one month’s rent in addition to the first payment of rent. This will be refunded upon the termination of the tenancy save for funds required to reimburse the College for any expense attributable to the tenants breach of his or her obligation as set out in this agreement and/or those needed to satisfy any outstanding debt to the College.
1.3 To check the inventory and report any discrepancy in writing to the College’s Facilities Office within 2 days of the start of the Tenancy Period.
1.4 To keep the Accommodation, the Accommodation Contents and (jointly with other students) the College Contents and the Common Parts in a clean and tidy condition and not to damage them. In the event of damage during the Tenancy period which can be attributed to the Student’s actions, the College will seek full reimbursement of costs from the tenant upon receipt of repair invoices.
1.5 At the end of the Tenancy Period to leave the Accommodation (in a clean and tidy condition and clear of all rubbish and personal belongings) and to return to the College the keys/passes/entry cards to the Accommodation.
1.6 To allow the College, at reasonable times and after giving reasonable notice, to enter the Accommodation for the purpose of viewing, inspection, maintenance or repair. No notice will be given in an emergency, for routine cleaning on the designated days, or where the need for repair (or any other matter affecting the suitability of the Accommodation for habitation) was reported by the Student, but otherwise the College will aim to give 24 hours prior notice for other purposes.
1.7 To comply with all applicable legislation to avoid the Student’s actions or negligence having an adverse effect on the College or The University of Oxford or on the owners or occupiers of nearby property.
1.8 To comply with The University of Oxford’s Regulations and with the College’s Regulations.
1.9 To report to the College as directed in the College Domestic Arrangements any damage or want of repair at the College or failure of the Services as soon as reasonably practicable and in any event within 24 hours of becoming aware of it.
1.10 To pay to the College all costs reasonably incurred in enforcing the Student’s obligations in this tenancy agreement or arising from a breach of them (including an administration charge of £10 for each day payment of Rent is overdue).
1.11 Where damage or loss occurs at the College and it is not possible for the College (acting reasonably) to ascertain who is at fault, to pay a fair and reasonable proportion of the cost of repairing the damage or reinstating the loss including a £25 administration fee per student. The Student shall not be required to contribute to loss or damage which in the College’s reasonable opinion has been caused by an intruder provided that the Student has complied with his/her obligations in this tenancy agreement relating to College security.
1.12 To send promptly to the College a copy of any communication the Student receives which is likely to affect the College or the Accommodation.
1.13 Not to alter, add to or do anything which may cause damage to the electrical installation or equipment in the College or which may be a fire risk or in any other way put the health and safety or security of others or the College’s or other people’s property at risk.
1.14 Any portable appliance must comply with the College’s Electrical Regulations. The Student must within 3 days of request either provide a safety certificate for, or remove from the Accommodation, any appliance which in the College’s reasonable opinion, is unsafe. In the event this does not happen, the College may remove it without further notice to the Student, charge any storage costs to the Student, and return it to the Student at the end of the Tenancy Period.
1.15 If the Accommodation is on the ground or first floor, not to leave the Accommodation, including common areas, unoccupied without first closing and locking the window and not at any time to leave the Accommodation unoccupied without locking the door.
1.16 To comply with The University of Oxford’s Environmental Policy (http://www.admin.ox.ac.uk/lso/statutes/) and in particular to take reasonable steps to avoid wasting fuel (e.g. by turning off lights and electrical equipment when not in use) or water and participate in any waste recycling schemes operated by the College.
1.17 Not to put anything harmful, or which is likely to cause blockage, in any pipes or drains. This applies to all College buildings, not only the Accommodation, and includes sanitary products. Sanitary bins are provided in all bathrooms & en suites.
1.18 Not to remove from, affix to, change, damage or attempt to repair the structure or decorative finish of any part of the College or the Contents.
1.19 Not to bring additional furniture (including items such as fridges and cookers) into the College without the prior written consent from the Facilities Office.
1.20 Not to use the Accommodation for any other purpose other than as a study bedroom.
1.21 Not to share the Accommodation or sub-let it or transfer occupancy to any person. Residents are permitted one occasional overnight guest in their room, not more than two nights per month, subject to the conditions set out in the College’s Notes for Students and Domestic Arrangements.
1.22 Unaccompanied visitors to College will not be admitted after 10:00pm or before 9:00am.
1.23 Not to cause any nuisance, offence, disruption, harassment or persistent disturbance to others, such as a reasonable person would find disruptive.
1.24 Not to add to or change the telephone services to the Accommodation without the College’s prior written consent and not to add to or change the information technology services installation or supply in the Accommodation.
1.25 Not to bring into the College any animal unless it is an aid for a person with a disability. The Student is requested to notify the College in advance if an assistance animal is needed at College, as adjustments may need to be made to accommodate it. Students will be responsible for the proper care and control of assistance animals and any damage or nuisance which an animal causes.
1.26 Not to bring any motor vehicle into the City of Oxford or onto College property. Students may not apply for the Council’s Resident Parking Permits, and the College does not allow parking at College unless there are exceptional circumstances or if the student is a Blue Badge holder.
1.27 Not to operate or drive any vehicle or vehicle parts in any part of College other than bicycles in the designated cycle bays; or mobility assistance vehicles. Users of mobility assistance vehicles are requested to contact the College in advance of moving in as the College may need to make reasonable adjustments to accommodate it (without imposing any obligation on the College if the vehicle cannot reasonably be accommodated).
1.28 Not to cause any obstruction of the Common Parts.
1.29 Where the Student becomes aware of damage to the College caused by an intruder, to report the incident to the Facilities Office during office hours or to University Security Services outside these times immediately or as soon as reasonably practicable. Contact numbers for University Security and College Facilities are posted on each of the residence noticeboards.
2.0 College’s Obligations
2.1 To provide the Services, subject to the College’s Notes for Students and Domestic Arrangements which include reporting procedures and response times for repairs, details of refuse collection and expected clearance times for ice, snow and leaves from College grounds.
2.2 Except in the case of an emergency, for disrepair reported by the Student (or other matter preventing the Accommodation from being used) and for cleaning on designated days to give the Student at least 24 hours’ notice prior to entering the Accommodation during term-time.
2.3 Not to interrupt the Student’s occupation of the Accommodation more than is reasonably necessary.
2.4 Not to disclose personal information obtained from the Student except as permitted by clause 3.2 of this tenancy agreement or where there is serious risk of harm to the Student, to others, or the College’s property.
2.5 To make available to the Student for inspection by prior arrangement the College’s:
Risk register for critical risks such as fire, outbreak of disease, or major disrepair and the College’s procedures for dealing with such risks;
Portable Appliance Testing (PAT) policy;
Log of visits to unoccupied study bedrooms by College staff and contractors during term-time, giving the reason for access;
Planning and building regulations consents (if any) applicable to the College;
The Universities UK Code of Practice for the Management of Student Housing;
The University’s transport policy;
The College’s security plan;
The College’s service level statement on reporting and rectification of building defects.
2.6 Before the end of the first week of the tenancy period the College will provide the Student with information and advice on:
action to be taken in the event of an emergency, including emergency contact details, how to call an ambulance, where to get first aid, and how to report an accident or safety defect;
health & safety matters such as how to avoid common fire risks; safe cooking in the designated areas of College; electrical safety and voltage differences; the dangers of using candles or other naked flames or storing flammable material; fire extinguishers; the possibility of disciplinary action or criminal proceedings for misuse of fire precautions equipment;
how to get access to the Accommodation in the event of the Student losing their keys/access cards;
cleaning schedules and students’ responsibilities for cleaning;
the respective roles and responsibilities of the College and its resident students;
health, welfare, and guidance on communal living;
where to get advice on financial difficulties;
where to get counseling;
how to register with a local health service;
the management structure for the College and contact details of the main College officers, with out-of-hours emergency contact details;
any special arrangements made to help with any disability the Student may have disclosed to the College.
2.7 To give a receipt for any of the Student’s property confiscated under the terms of this tenancy agreement.
2.8 To ensure that staff are clearly identifiable, and that any staff or contractor requiring access to the Accommodation carries appropriate identification documents.
2.9 Maintain any kitchen facilities in the College Common Parts in good order and repair, and keep any equipment in proper working order.
2.10 To ensure clear and appropriate instructions for use are given for any equipment which the Student needs to operate in the College.
3.0 Other conditions
3.1 The Student is responsible for the conduct of any invited visitor(s).
3.2 The Student hereby authorises the College to use his/her personal data for all lawful purposes in connection with this tenancy agreement (including debt recovery, crime prevention, allocating rooms or where there is a serious risk of harm to the Student or to others or to the College’s property) and all matters arising from the Student’s membership of the College and The University of Oxford.
3.3 The College’s liability for loss or damage to person or property is excluded unless the loss or damage is caused by the College’s negligence or breach of its obligations in this tenancy agreement. Personal belongings left at the College are at the Student’s own risk.
3.4 The College is not liable to repair any damage caused by the Student unless the cost is met by insurance or by the Student (any excess on insurance policies being payable by the Student). This clause shall not apply where the College has an overriding statutory obligation to make the College safe.
3.5 The College may temporarily suspend use of the Common Parts if they are not kept in a clean and tidy condition by the students using them.
3.6 This tenancy agreement does not affect the disciplinary powers of the College or of the University of Oxford.
3.7 The College is entitled, at the Student’s expense, to remove from the Accommodation or the Common Parts any article which constitutes an obstruction or a fire or health or safety risk but (unless perishable) will if requested return it to the Student on the termination of this tenancy agreement. The College is entitled to remove any item left in College by the Student at the end of the Tenancy Period and shall not be obliged to return it to the Student.
3.8 This tenancy agreement is a student tenancy under paragraph 8 of Schedule 1 to the Housing Act 1988 (but will operate as a licence where the Accommodation is designated for sharing, and is shared, with another student).
3.9 Notices under this tenancy agreement must be in writing (which includes email) and the College’s address for service is given on the first page of this tenancy agreement.
3.10 This tenancy agreement is not intended to confer any benefit to anyone who is not party to it.
3.11 This tenancy agreement and the policies referred to in it (together with the Student Handbook), contains all the terms agreed to by the College and the Student at the time it comes into effect and any variation to the terms will only be effective if agreed between the Student and the College’s Facilities & Operations Manager and the Bursar. The College will confirm any agreed variation to the Student in writing at the time the variation is made.
4.0 Termination of this Tenancy agreement
4.1 Unless the Student has made arrangements with the College for late arrival this tenancy agreement will automatically terminate if the Student has not taken up residence by 8th October 2014 but the Student will be liable for the Rent until their room is re-let, or until the end of the agreement, if earlier.
4.2 The College may terminate this tenancy agreement at any time by serving notice on the Student if:
Any payment is overdue by 10 days or more or;
The Student is in serious or persistent breach of any of the Student’s obligations or;
The Student does not have status as a member of the College or of the University of Oxford;
In the reasonable opinion of the College the behaviour of the Student constitutes a serious risk to him/herself or others or the College’s or other people’s property.
4.3 The Student may only terminate this tenancy agreement in accordance with this clause, and will remain liable for the Rent until:
the Student has given notice in writing to the College’s Facilities & Operations Manager that s/he wishes to leave; and
the Student makes payment for, or puts right, to the College’s reasonable satisfaction any breach of the Student’s obligations in this tenancy agreement; and
a replacement College member who is reasonably satisfactory to the College as a tenant and who is not already a tenant of the College enters into a tenancy agreement with the College (the College may assist the Student in finding a replacement, but does not guarantee it will be able to find one); and
the Student pays a fee of £50 towards the College’s costs of administration and cleaning the Accommodation.
Conditions (b), (c) and (d) of this clause shall not apply if the Student is able to show that the reason for termination is a serious or persistent breach of the College’s obligations in this tenancy agreement. For the avoidance of doubt, the College will make vacated rooms available to other students for room transfers, but room swaps will not be treated as replacements and refunds of Rent will only be given where the void in the College caused by the Student’s early departure has been filled and there is no loss to the College. The College shall be entitled to fill any rooms which are already vacant before allocating people on its waiting list to the Accommodation.
4.4 If this tenancy agreement is terminated early by either the College or the Student the College will refund a fair proportion of pre-paid Rent and the Deposit (after making any proper deductions to cover its losses) as soon as possible after the termination becomes effective but pre-paid Rent will only be refunded for the period where the void in the Residence caused by the Student’s early departure has been filled and there is no loss to the College.
4.5 If this tenancy agreement is terminated early the College will refund to the Student a fair proportion of pre-paid Rent as soon as possible after the termination becomes effective but if the College terminates under clause 4.2 pre-paid Rent will only be refunded for the period for which the College is able to, and after it has, re-let the Accommodation. The processing of any remaining deposit is described in 1.2, above.
4.6 (a) The College reserves the right to relocate the Student to comparable alternative accommodation during the Period of Residence where it is reasonable to do so but unless the reason for relocation is because the Student is in breach of one or more of their obligations in this tenancy agreement the Student will have the right to terminate this tenancy agreement (without having to comply with the conditions in clause 4.3) as an alternative to relocating.
(b) Where the College relocates the Student because the Student is in breach of one or more of their obligations in this tenancy agreement, or where the relocation is made at the Student’s request, the Student shall pay the College an administration fee of £100 towards the College’s costs of administration and cleaning the Accommodation.
4.7 The College’s acceptance of the keys/access cards at any time shall not in itself be effective to terminate this tenancy agreement while any part of the Period of Residence remains unexpired.
5.0 Shared Room Contracts
Where the Accommodation is designated for occupancy by more than one person, this clause applies but not otherwise.
Each occupier will have a separate agreement with the College on the same Terms.
This agreement takes effect as a licence to occupy and not as a student tenancy. References to “Tenancy Agreement” and “Rent” shall be read as references to “Licence agreement” and “Licence Fee”.
Where damage or loss occurs at the Accommodation and it is not possible for the College (acting reasonably) to ascertain who is at fault, to pay a fair and reasonable proportion of the cost of repairing the damage or reinstating the loss including a proportion of the £25 administration fee.
If the Student becomes the sole occupier of the accommodation, the College may require the Student to move to a room designated for single occupancy. Unless the College requires a sole occupier to move to a single room, then the Student may remain as sole occupier in the Accommodation but in these circumstances the Student will be charged the standard single room rent until such time as double occupancy is resumed.
The College may introduce a second student to the Accommodation if it is solely occupied and will give reasonable notice to the student in occupation of its intention to do so. Rent will revert to the rate for a shared accommodation when a second student begins occupation. Clause 4.3 applies to students wishing to leave shared accommodation, but refunds of Rent will only be given to students who have left shared accommodation when a replacement sharing student begins occupation.
The College shall not be obliged to relocate either student in the event that sharing students do not get on with each other, but will treat transfer requests sympathetically in such circumstances. Students in shared accommodation have the same rights to terminate their tenancy agreements as those not in shared accommodation.
Students in shared accommodation will show the utmost respect for the other occupier of the Accommodation and for their belongings. The rights of the sharing students are equal and neither has precedence or preference over the other.
Signed by a duly authorised officer on behalf of the College
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