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Living in college accommodation

We hope you will enjoy living in Green Templeton College accommodation.

Living in college accommodation often means being part of a very diverse and international community.  It can be the best experience of your university years – a chance to meet new acquaintances and form friendships that can last a lifetime.

However, living in college-managed accommodation is not without its challenges.  For many who are living away from home for the first time, it can also be a time of great anxiety and stress but learning how to be a considerate and responsible member of your household will go a long way towards making your experience richer and memorable.

It is essential to get along with your housemates and work together so that everyone has a pleasant experience. Sharing student accommodations successfully is all about creating a happy shared experience for every student in your house. Finding a happy balance between being sociable and having your own space can influence your shared living experience

We hope this guide will help you navigate living in college accommodation – what to expect and tips for harmonious living.

More detailed information is available in our GTC Residents Handbook.

What to expect

Regulations

As a student accommodation provider, GTC must comply with various rules and regulations which are mandated by various bodies in order to ensure the safety and security of all residents.

Some of the things you can expect during your time in residence are:

  • Weekly fire alarm checks
  • Monthly water safety checks
  • Termly fire drills
  • Termly room inspections
  • Bi-annual window cleaning
  • Bi-annual shower head descaling
  • Bi-annual fore door checks
  • Annual Portable Appliance Testing
  • 5-year electrical testing

Policies

Policies are essential for living in college accommodation because they help maintain a safe, respectful, and inclusive environment for all residents. When many students from different backgrounds live together in shared spaces, clear guidelines are necessary to ensure that everyone understands their responsibilities and boundaries. Policies set expectations for behaviour, such as noise levels, cleanliness, and respectful interactions, which are crucial for preventing conflict and creating a positive living experience.

Moreover, policies help protect the physical property and ensure that the accommodation is kept in good condition for current and future residents.  Rules regarding maintenance, use of facilities, and reporting damage help reduce misuse and ensure timely repairs. This contributes to a more comfortable and functional living environment, where students can focus on their studies and personal development without unnecessary disruption.

Health and safety are also key reasons for having policies in place. Regulations about fire safety, guest policies, and prohibited items (like candles or illegal substances) are designed to reduce risk and keep everyone safe. In emergencies, having well-understood procedures in place can make a critical difference in ensuring the well-being of all residents.

Finally, policies support fairness and accountability. By having a standard set of rules, colleges can address issues such as discrimination, harassment, or rule violations in a consistent and transparent manner. This helps create a community where students feel supported and where everyone is held to the same standards, fostering a sense of trust and mutual respect.

The list below provides access to college policies and guidance relating to accommodation

  • Breach of Licence to Occupy Policy
  • Extension of Licence Policy
  • Licence Fee Arrears Policy
  • Accommodation allocation Policy
  • E-Bike and Scooter Policy
  • Heating Policy
  • Overnight Guests Policy
  • Pet Policy
  • Student Parking Policy
  • Snow and Cold Weather Policy
  • Social Gatherings at RAC policy
  • Social Gatherings within GTC accommodation Policy
  • Unacceptable behaviour policy

Tips for harmonious living

DO – Be a good friend

The first thing to do is make friends with your housemates.  Remember that a simple smile and hello when you see each other can go a long way!

 DO – Share the housework

Do your share of the housework.  Try to come to an agreement on who is doing what based on what people like best and what they are good at. If that doesn’t work because no one likes taking out the rubbish, then try to do a rota so everyone takes their turn.

DO – Communicate with your housemates

Keep communication lines open.  If there’s something making you unhappy – share what’s really on your mind but do so respectfully.  And remember to also speak out about positive things too!  Thank your housemates when they do something nice and thoughtful such as buying your groceries when you are self-isolating.

DO – Be open-minded about differences and be inclusive

Remember that your housemates may come from a different part of the world from you – with a different language and culture.  Be open minded about these differences and, if possible, embrace the opportunity to learn about the different nationalities and cultures in your house.  Doing your part to make everyone in the house feel welcome and included will make it easier for everyone to live harmoniously.

DON’T – Create a mess

It might be tempting to let your stuff spread out– leaving your clothes on the back of a chair or your dirty plates on the table – but this is one sure way to make your housemates unhappy.  Don’t allow your personal things take over communal spaces and always clean up after yourself.

DON’T – Take or eat things which don’t belong to you

Respect your housemates’ privacy and property. Don’t go into their rooms when they are not present and definitely don’t take or use things without their permission.  Unless you’ve agreed to share groceries, don’t help yourself to their chocolate ice cream in the freezer – no matter how tempting it looks!

DON’T – Play loud music or bring over guests at unsociable hours

Be considerate of your housemates when you choose to play music – try to keep the volume down but, if you really feel the need to rock out, then remember to put your headphones on!  Don’t wake up your housemates or interrupt their studying especially if you know they’re preparing for exams. If you’re all hanging out together then make noise when everyone is awake but not beyond 11pm to avoid annoying the neighbours.

Agree on rules for bringing guests over – do you need to let your flatmate know in advance?  are guests allowed after 10pm?  is there a limit to the number of guests you can bring over?  can they stay overnight?  Agreeing these rules in advance will help you avoid any resentment in the future.  And if you do bring guests over, remember to clean up the mess after they have left to spare your housemates from dealing with it the next morning.

Frequently asked questions

How can I report any maintenance issues?

Please report all maintenance issues via the Starez Portal in the first instance. Please don’t undertake or arrange repairs yourself.

For emergency repairs outside of office hours, please get in touch with the Lodge by calling 01865 274770

We endeavour to give 24 hours’ notice before any contractor or maintenance staff enter your accommodation, except in the case of emergencies.

Lost keys and lockouts

If you lose your key, fob or entry card, a replacement is available from the Porters’ Lodge (2) 74770 at a cost of at least £25 per key on the following basis:

  • You must offer your University Card as evidence of identification. If you are unable to do this as your wallet/purse has been stolen, you should provide evidence of a Crime Report Sheet which the local Police will issue to you when you report your loss.
  • If you are unable to comply with BOTH of these requirements, the Porters’ Lodge has been advised NOT to issue keys. In the absence of appropriate identification and agreement to replacement key costs, the Porters’ Lodge, may seek authorisation to issue keys from the Domestic Bursar.
  • You must contact the Porters’ Lodge by midday the following day to confirm the loss and any potential risk that the property may be exposed to.
  • You may be charged the cost of the replacement keys and/or locks.
  • It is not possible to issue second sets of keys to your accommodation (unless you live in partnered accommodation. You should not try to obtain copies from sources other than the College. In the event that you are found to have illicit copies of College keys, you may be required to pay the costs for re-securing the areas affected by such copies. Locksmiths won’t copy a key from a suited master set (most of the college buildings).

IT

The IT department is open Monday to Friday from 9:00 to 16:30. Our IT staff aim to provide an IT environment that is secure and flexible to meet your on-going needs. If you require assistance, first submit a ticket via email to it-support@gtc.ox.ac.uk. A face-to-face meeting can be arranged following this initial contact. To save yourself time, always contact the college IT team if you are experiencing IT issues.

WiFi

The college uses the Eduroam WiFi network for internet access. Eduroam is a global WiFi network used by educational institutions.

For detailed instructions and a step-by-step guide on setting up your Remote Access account, please visit the university’s Connect to the Internet page.

Note that using your Eduroam account for illegal downloads or sharing it will get your account suspended and incur fines.

Paying your rent, utilities and Council Tax

Rent

Your accommodation charge is payable by Direct Debit, unless the college otherwise agrees, in accordance with your Licence Agreement.

The college requires you to have a UK bank account from which payments by Direct Debit can be made and into which the Deposit will be paid after the Licence Agreement ends. Students without a UK bank account must open one within two weeks from the date on which the Licence Agreement starts.

The college must be in receipt of cleared funds for the first month’s licence fee by the time your licence starts otherwise your keys will not be issued.

Any queries regarding accommodation and utility payment should be addressed to finance@gtc.ox.ac.uk

Utilities

Those in self-contained accommodation (RAC flats, Norham Gardens and Observatory Street Houses will receive a bill for gas and electricity consumption. Water and Wi-Fi are included in your rent. Utilities are billed via your battels monthly.

Council Tax

Those residing in shared houses and the RAC are not liable for council tax as these properties are exempt. Those living in Norham Gardens and Observatory Street will need to apply for an exemption. More information about how to do this and if you will be eligible can be found here.

Domestic arrangements and Licence

The Domestic Arrangements detail what you can and cannot do in your accommodation and contain lots of other useful information. Please do take the time to read it and your licence carefully.

During the booking process you would have ticked a box agreeing to its terms and conditions, therefore it is not necessary for you to print and return a physical or digital signed copy. Hardcopies of the Licence to occupy and Domestic Arrangements are available upon request. Please email accommodation@gtc.ox.ac.uk

Extensions and continuation of accommodation

Extensions

Our licence agreements end on 30 June. If you wish to stay in your accommodation over the Summer period, you will be able to apply to the Accommodation Office for this in late March once the rents for the new academic year have been set. You will be sent an online form to complete, which must be returned in good time. Late applications for extension may not be considered.

If your room is unavailable over the summer period due to either Summer Schools or maintenance, we will do our best to offer you alternative accommodation, although this cannot be guaranteed.

Please note that extensions will not be granted if you are in arrears with your Battels, so please do ensure this is up to date before you apply for an extension.

Staying in your accommodation for a second or further years

Every full-time student has an entitlement to two years in GTC accommodation. If you wish to stay in your current or other GTC accommodation for a second year please do fill out the Ballot form sent out in April when the rents for the new year have been set.

Students who have already occupied accommodation for two years can still apply but will be allocated accommodation only after new students have received their room allocation. We will contact those who have already had two years of accommodation and those who are part-time in early June to confirm whether we are able to offer accommodation.

Ending your tenancy early

If you wish to vacate your accommodation before the end of your licence please note that you will be liable for rent until an acceptable Oxford Graduate Student has been found to take over your licence. Any potential tenant from a college other than GTC will need to pass our checks before your licence can be transferred.

We will do our best to help you find someone to take over your licence although we cannot guarantee we will be able to find a tenant for you, therefore we advise that you find a potential tenant before making any firm plans to move out.

Tenants will only be released from their licence without rent liability under very exceptional circumstances, considered on a case-by-case basis.

Please contact accommodation@gtc.ox.ac.uk if you wish to exit your accommodation before the end of your licence.

Rent rebates – who qualifies and how to apply

If you are required as part of your course to be absent from Oxford for a period of at least one month (e.g. clinical students on electives, social workers on placements, and research students on field work) you must give the college at least one month’s prior notice and provide a signed official letter stating the dates of your placement/elective/ fieldwork from either your Department Administrator or hosting institution. Please apply to accommodation@gtc.ox.ac.uk

After the expiry of that notice, you may then vacate your room, paying no licence fee if it is left completely vacant and will be eligible to occupy on your return either the same room (if reasonably possible) or other college accommodation available at the time; if you do not leave the accommodation completely vacant but otherwise comply with the conditions applicable when the licence terminates, then a licence fee of 50% of the normal rate will be charged.

This rebate is available for a maximum of 8 weeks and thereafter you will be liable for the normal rate.

Please note that we are unable to store any items for you anywhere on the GTC estate due space constraints. If you have items you need to store during your placement it may be best to consider the 50% rebate option.

Moving out – what you need to know

We ask that you check out of your accommodation by 14:00 on your day of departure, 17:00 for self-contained accommodation.

Please ensure you leave your accommodation in the same condition you found it, with windows and doors secured, taps, lights and heating turned off.

We will come to inspect your vacated accommodation to check its condition after your departure. Please be aware that any damage or missing items will be charged to you along with disposal costs for any items left behind or for any additional cleaning over above the one hour allocated. Please refer to the Domestic Arrangements for an indication of what these charges may be.

Avoid charges – complete the checkout process

To complete the check-out process, please ensure that you have returned physical keys to the Lodge or for those with Salto access, please email lodge@gtc.ox.ac.uk to inform them you have vacated. Do note if you fail to check out you may continue to be charged rent.

Return of your deposit

To request the return of your deposit, please complete and return this form to Finance. Requests for the return of a deposit will only be considered after you have vacated your accommodation and it has been inspected.

Storage and leaving items for new incoming tenants

Please note that we are unable to store any items for you anywhere on the GTC estate due to space constraints. Any items left anywhere on college property after the end of your licence are left at your own risk and will be disposed of.

Please don’t leave items behind for incoming residents, even by arrangement with them. Any items not listed on the inventory will be disposed of and the costs charged to you before the new tenant’s arrival.