Completed refurbishment projects The following major refurbishment projects were completed in the Science Area during Michaelmas term:
Major projects underway
The Malthouse, Tidmarsh Lane (Estates Services) – refurbishment to accommodate staff relocation is scheduled to commence at Easter 2015
Thom building (Department of Engineering Science) – new reception area
Dyson Perrins (School of Geography and the Environment) – Phase II refurbishment
Rex Richards (Department of Materials) – ground floor refurbishment
Oxford Centre for Clinical Magnetic Resonance Research roof extension – contractors are on site with completion expected in May 2015
Physical & Theoretical Chemistry Laboratory – laboratory refurbishment
Blavatnik School of Government – due for completion at the end of August 2015
Robert Hooke building (Research Services, Department of Computer Science, MPLS Divisional office) – refurbishment of second and third floors
Refurbishment of the Radcliffe Infirmary Outpatients Building for the Department of Primary Care Health Services – due for completion in the summer of 2015
Also completed are:
Weston Library (Phase 1) rebuild – read more here
Refurbishment of graduate accommodation at Summertown House – read more here
An electrical upgrade at the Park Hospital site Biorepository facilities in Milton Keynes and at Osney Mead
Ruskin School of Art – demolition of the building on Bullingdon Road (housing workshops, sculpture, printmaking and digital multimedia facilities) has been completed and construction of the new building is now underway with completion due in September 2015 Big Data Institute (Old Road Campus) – started on site in October 2014 with the
demolition of the Rosemary Rue building; completion is due in October 2015
Mathematics building in St Giles (Department of Statistics) – started on site, due for completion in December 2015
At planning and design stages …
Amenities Building (Old Road Campus) – awaiting planning permission but due to start on site in early 2015
Begbroke Accelerator – architects have been appointed for the building, which is being funded through the government’s City Deal
MRI scanner and Helium capture/re-use at Warneford Hospital is awaiting planning permission with work expected to commence in June 2015
The new Beecroft Building for the Physics Department – work will start on site in June 2015 with completion due in June 2017
Nursery at the Old Road Campus – completion is due in September 2015
Concerto to replace Archetype New portfolio, programme and project management software – Concerto – has been selected to replace the existing Archetype system used by the Capital Projects team. The new package will provide significantly improved management as well as an enhanced document database and more robust compliance with audit requirements.
series of time lapse videos. Head of Capital Projects, Richard Jones, commented: ‘There was some anxiety that the removal of demolished material would create significant disruption in the Science Area. However, working alongside our contractors, the tower has been removed efficiently and with minimal disruption.’ Castle Mill Environmental Statement published As part of the University’s commitment to continued engagement with the local community, its students and the City of Oxford, Estates Services held a public exhibition on 5 and 6 December to enable the wider community to view the Environmental Statement on the graduate accommodation at Castle Mill, which was published on 30 October. The seven-week period of public consultation following publication closed on 19 December and allowed everyone in the city to consider all the issues the report raised. The University continues to believe that the benefits the development has brought to student accommodation and the Oxford housing market remain of prime importance when considering its impact. For more details, visit Estates Services newsfeed. For a copy of the Non-Technical Summary of the Environmental Statement, please contact
[email protected].
Departments will be able to login to see an array of information, such as PSG minutes, design drawings, BESC and CSG papers, as relevant to their projects. User testing will take place in June with a view to the system going live as soon as possible during Michaelmas term. Hans Kreb Tower completed with minimal disruption Demolition of the Hans Kreb Tower is nearly complete, making way for a new state-of-the-art building to house interdisciplinary research in the Biosciences including Physiology, Chemistry, Biochemistry, and Clinical Neurosciences.
Refurbishment of St Luke’s Chapel Refurbishment of St Luke’s Chapel on the ROQ site will commence in March and is scheduled to complete in the summer.
The demolition process, which has involved taking The work to the Grade II listed building will create the building apart from the inside in a piecemeal an attractive space suitable for performances, fashion, started last summer – visit the internet for a seminars and lectures with a seating capacity of
around 100 people, resulting in a valuable new facility for the University and local community. Other enhancements will include new insulation, lighting and audio visual systems, as well as toilets and a kitchenette. A highlight of the project will be the reinstatement of the chapel’s stone bell tower. The original is currently being assessed to see if it can be safely reinstalled; failing that, a replacement will be commissioned. The chapel’s bell is currently being stored but will be returning to its rightful place later this year.
Projects team. The Grade II-listed building has three new reading rooms, research and teaching facilities, and state-of -the-art storage for the library's valuable special collections of rare books, manuscripts, archives, music and maps. The aims of the project were to:
create high-quality storage for the Libraries' valuable special collections, which are preserved for international scholarship develop the Libraries' space for the support of advanced research (with The chapel will also become the new home to some seminar rooms, a lecture theatre and digital research facilities) expand public access through of the original sculptures from the Radcliffe new exhibition galleries and other facilities. Observatory Quarter that are now too delicate to The Estates Services joiners team (part of the DLO) remain outside. also contributed significantly to the refurbishment Diary Dates work through their renovation of original furniture Project Sponsor Group training will take place on designed by Gilbert Scott, as well as repairs and the following dates in the next six months: 16 refurbishment of fitted joinery such as book cases. January, 13 March and 11 May, all at 10am at The The work has taken nearly three years and required Malthouse. For more information and to book a careful coordination and planning, as well as craftsmanship of the highest quality. place, contact Linda Ranford, Capital Projects Administrator. An official opening is planned for March 2015, when Estates projects feature in Regeneration Show- a new entrance colonnade on the south side of the case building off Broad Street will welcome visitors and Three Estates Services projects feature in a scholars into a new central public space. Regeneration Showcase exhibited at the Customer Service Centre at St Aldate’s Chambers, during More details can be found on the Bodleian Libraries November and December, moving to the Oxford website. Central Library from 5 to 31 January. Project boards, highlighting our work at Old Road Campus, ROQ and the Weston Library, were first shown as part of an exhibition put together by Oxford City and Oxfordshire County Councils last September at the Westgate Centre. Following the positive feedback received, including compliments from many people about how good it was to see so many projects displayed together, the Chief Executives of both Councils requested that the exhibition should be displayed at these additional public venues. Weston Library opened to readers and researchers The Weston Library – formerly the New Bodleian – opened its doors to readers and researchers on schedule at the end of September, following an £80m refurbishment managed by the Capital
Electrical and DLO teams save the day after substation flood When David Baker, Electrical Engineer (Building Services team) took a call from an Electrical Inspector early one morning last October, to hear the unwelcome news that 1 South Parks Road had no electricity supply, there was no indication of the scale of the problem that was about to unfold. An investigation of the Robinson Close substation revealed an alarming situation: the voltage switch room was already 2ft deep in water and the room temperature was very high. ‘It was clear that the situation was dangerous and that the high voltage supply needed isolating,’ explained David. ‘Unfortunately, this had an impact on several buildings in the Science Area, including the Pitt Rivers Museum, No1 Boiler House, Earth Sciences, including Inorganic Chemistry and the DLO workshops and offices.’
By 2pm both the DLO and 1 South Parks Road were able to operate as normal and supplies were restored to No1 Boiler House by 5.30pm. However, difficulty sourcing generators that were powerful enough to cope with the demands of some of the larger buildings meant only lighting and essential sources could be kept running in the interim period. Unfortunately, the internal structure of the switchboard was completely destroyed. Building a new one normally takes 12 weeks but was accomplished in less than the 10 day target that was set. Throughout, the Electrical team and the DLO worked together to keep everything going. Additional generators were sourced and regular r e-fuelling arranged. ‘It was hard work and we encountered difficulties on the way,’ said David, ‘however, we’re proud that it was business as usual by the end of October – teamwork at its best.’
It was impossible to know the full extent of the damage until all the water was removed. Members of the DLO team, who were also at the scene, had already contacted Thames Water seeking permission to isolate the water main they knew could be the only source of the problem. Security Services requested assistance from the Fire Brigade: it took two hours for the emergency services to remove all the water and enable full access to the switch room. ‘It was immediately apparent that the damage to the switchboard panel was so severe that it was completely unusable and would remain that way for the immediate future,’ said David. ‘We consulted Seamless electrical upgrade at Old Road with departments to arrange for generators to be quickly installed, and the DLO provided humidifiers Campus to dry out the flooded space.’ Increasing University activity at the Old Road
Campus has led to a higher electrical usage on the site, resulting in a supply upgrade to cope with the extra demand. Steve Pearson, Head of Building Services, explained: ‘Our supplier needed to test the process of rapidly switching our new supply to a different line in the event of a breakdown, and so requested a complete power shutdown for two hours.’
[email protected]
We would like to remind departments that they are still responsible for snow and ice clearing in the immediate vicinity of their building. As in previous years, the DLO can supply and deliver small quantities of road salt, up to three bags at £9.00 each (including VAT and delivery), which may be used for keeping areas clear. It is suggested that departments place orders before the cold weather arrives. Larger quantities can be obtained from external suppliers. The DLO is also able to supply sandbags in the event of a risk of flooding.
Club, and welcomed 32 new members of staff who joined Estates Services as part of the transfer. The Club is a sports and social club with accommodation and is a members club for Oxford University staff, graduates and alumni. Its catering and hospitality facilities offer breakfasts, lunches, evening meals and private catering for functions.
Business Rates
With an annual bill of more than £3m, business rates represent a substantial cost to the University. The Asset Management team has been working with a specialist adviser to renegotiate our business rates liability to reflect the unique nature of the buildings we own and what they are used The team contacted all the relevant building for. In particular, we have been successful in managers to assess any critical power needs (such agreeing merged assessments of groups of as long-term research experiments) and ensured adjacent buildings: the Science Area for example is that the existing generators were able to cope with now one of the largest single-rating assessments the critical loads. They then worked to establish in the the best time to cut the power off, so as to cause country. minimal disruption. 4am was the agreed time, Departments, working with Estates Services, also meaning a very early start for members of the have a part to play in helping to minimise the Building Services team who were all on site to University’s overall business rates liability, as Gary ensure everything went smoothly. Lloyd, Head of Asset Management explains: Adverse weather planning ‘Business rates can be a significant element in the Over the winter, Estates life cycle cost of a building and need to be Services will again be considered at the earliest stages of a new building salting/gritting a number of or refurbishment project. It is also important that pre-defined areas across we identify opportunities for savings or budget for the functional estate, and additional liabilities, which can arise if there is a carrying out snow change of occupancy or use.’ clearance where practical. For more information and advice, contact Gary This will be a combined Lloyd, Head of Asset Management. effort by the University Parks team and an external FM expands managed building service contractor and aims to ensure that salting/gritting takes place ahead of poor weather to minimise the At the beginning of the current academic year, the risk to staff, students, visitors and members of the Facilities Management team took over public. responsibility for FM services at the University
For more information and advice, including maps showing priority ice/snow clearance areas, visit the Estates Services news feed here. For any queries please contact the Estates Services Helpdesk on 01865 (2)70877 or via email:
The FM team now manages 31 buildings across the Oxford University Press in 1870 and continued to functional estate. Find out more about the supply OUP with paper until the mill’s closure in benefits of a managed service here or contact Liz 1998. The mill was demolished in 2004. Kitchener, Head of Strategic FM. Exploring the future potential of Osney Mead Securing the future of Hill End The review of the University’s 14-acre holdings at A working party, comprising representatives from Osney Mead has been completed. Undertaken by the University, Oxfordshire County Council and the specialist consultants Bidwells, working with the local community, is being set up to look into ways to Asset Management team, the review considered improve and secure the future of the Hill End resiwhether investment or a change in approach might dential and field studies centre. improve the University’s return, and sought to highlight any further opportunities that could Hill End is a 62 acre site, part of the Wytham estate, address academic needs. and is currently leased to Oxfordshire County Council. The school is used by schools, community A number of short-term goals – for the next two and voluntary groups and various commercial years – have been identified, including to: organisations. Originally established as an outdoor Undertake small-scale improvements to school in the 1930s, it has been in the University’s maximise occupancy and fulfil immediate ownership since the Wytham estate was requirements for functional use bequeathed to the University in the 1940s, and Maintain full occupation of buildings within the contains a rich diversity of habitats; much of the Functional Investment Fund, a portfolio of area is designated a Site of Special Scientific property managed for a commercial return Interest (SSSI). until required for use by the functional estate Hill End has introduced generations of young Investigate Permitted Development people to outdoor learning and given many opportunities schoolchildren their first experience of spending a night away from home. The University is keen to Develop a masterplan ensure this legacy continues. Find out more about In the medium term – over the next 10 years – we Hill End. will look to accommodate University requirements Plans for Wolvercote Paper Mill to be amended wherever possible, develop vacant spaces, use Water-colour buildings for higher value/less industrial activities, and look at ways to remedy the site’s constraints: of the Old Mill and Mill the review highlighted its poor connectivity with the city centre and transport infrastructure, due to its Stream by location on the opposite side of the Thames and the Leonard mainline train viaduct; improving cycling and Squirrell, 1948 We are pedestrian connectivity is among the goals put continuing to forward. review the objections from the local community to the application for homes to be built on the 17-acre former paper mill site at Wolvercote, and are working with the City Council, County Council, Environment Agency and Neighbourhood Forum. The intention is to hold a further public consultation event early in 2015, and then to submit amendments to the application. Production of paper at Wolvercote dated back to at least 1674 and it was claimed that it made the best white paper in England. The mill was bought by
In the longer term (10-25 years), the vision will include creating a more uniform identity and sense of place for the entire site. In 2014, the University acquired the 2.5 acre former Co-Op depot on Osney Mead. This has proved a valuable strategic land purchase: part of the site is now let to UK Biocentre, the eastern section is now being considered for functional use, which will free up leased space elsewhere, and the former vehicle maintenance unit has just been commercially let to Oxford Archaeology for use as warehouse space.
For more information, contact Gary Lloyd, Head of Asset Management, or Iain Critchlow, Space Manager, Options Appraisals.
cabinets, reception desks, book shelves and bookcases, and doors and windows, as well as furniture restoration and French polishing.
New Philosophy Documents
To request joinery or cabinet making work, including a quote, raise a work request via FacilityNet (if you are an authorised user) or contact your Departmental Administrator or Building Manager. For advice and further information, contact Graham Hooper, Joinery Supervisor on (2)78797, or Brian Blakeman, DLO Manager on (2)82565 or (2)70877. For more information, visit the Estates Services website.
Estates Services is responsible for the management, repair and maintenance of around 650,000m² of buildings, ranging from highly-serviced research labs to iconic listed buildings. Every year, new buildings are added to the estate and existing buildings are refurbished. To help provide better information and feedback to the design teams responsible, a suite of philosophy documents has been compiled. Interactive map launched Each document has been developed by the team responsible for running and maintaining a particular service. They reflect the requirements of the University and also draw on the experience of those maintaining the estate. Services covered include repairs and maintenance, facilities management,
The Conservation & Buildings team has been working with IT Services to provide a new searchable map of the University to help visitors, staff and students to find their way around. The map enables users to search for specific University buildings such as colleges, departmental buildings, libraries and museums, as well as find information about parking, ATMs and public transport in Oxford. Take a look here. Departments can embed the map in their websites by following these instructions. For queries, please contact Niall Strawson, Accessibility Adviser.
security, sustainability, space management, telecoms, IT and legal issues. Joiners open for business The Estates Services joiners (part of the Direct Labour Organisation) are a highly skilled and creative team that produces bespoke joinery and cabinet making work for customers across the collegiate University. They also work closely with the Capital Projects and Conservation teams in the restoration of some of Oxford’s most historic buildings, including the Weston Library. The range of joinery services available includes the design, manufacture and refurbishment of display
New re-use scheme for departmentsWARPIt Reuse Scheme Button WARPit (Waste Action Reuse Portal) is the new online re-use scheme for departments that need to find a new home for their unwanted items … or look for equipment that they need, at no cost. The sort of things you might be likely to offload – or acquire – are office equipment, furniture, storage, stationery, accessories, printer consumables, and even plants and laboratory equipment, but anything can be offered on WARPit, as long as it is usable and belongs to the University. It’s also easy to search for what you need and create a wish list of items.
Transport Strategy The University Council has adopted the University’s first Transport Strategy prepared by the Environmental Sustainability team, to reflect current transport policies (national, local and University) and to set out the key principles for developing the University’s transport provision in line with its academic objectives over the period 2013 to 2018. The strategy has identified a number of key issues including:
The need for a joined up approach between the University of Oxford, Oxford City Council and Oxfordshire County Council
The need for improved transport links northsouth and east-west between University sites
Using WARPit is a good way of reducing purchasing and disposal costs, as well as your environmental impact. It’s also easy to search for what you need. The benefit to the University is that WARPit provides monitoring and reporting of the amount of material that is reused, including equivalent carbon and total savings figures.
The need for cost effective and sustainable travel options for the 50% of staff who live outside the ring road Poor accessibility into Oxford has an impact on staff retention Congestion on the road network makes cycling difficult and dangerous and there are insufficient dedicated cycle routes
WARPit has already been highly successful across a number of universities, for example University The strategy also sets out a number of strategic College London saved in excess of £100,000 during objectives: two years of running the scheme whilst also saving Reduce the number of journeys on the 26 tonnes of CO2 which would otherwise have been network embedded into supply chains. Find out more on the WARPit website, where you can watch a short video and take a tour, and register here. Unfortunately, the scheme is only available to departmental staff. If you have any queries, contact the Environmental Sustainability team.
Improve and develop sustainable transport services
Improve the journey experience
Improve local air quality
Reduce the carbon footprint
Among the proposed short-term measures are a bus link with the Harwell Oxford science, innovation and business campus, schemes for electric cycle hire and cycle salvage, and a review of car parking. Further ahead, the team will be working with several other departments and external partners to look at measures that include trials of consolidated deliveries, a Park & Ride for Begbroke and a University bus loop.
Following a period of consultation, involving the Building & Estates Sub-committee, the Capital Projects team and Project Managers, external consultants and the Environmental Sustainability team, a new streamlined version has recently been released. Above all, it emphasises and encourages engagement with sustainability considerations at the earliest stages of a project, when there is greatest benefit at the lowest cost.
For more information, contact Ed Wigzell, Travel Officer.
The philosophy comprises:
Environmental Sustainability smashes Facebook target Over 1600 likes have been registered on the Environmental Sustainability team’s Facebook page which launched only a year ago, surpassing both Cambridge University and, notably, Oxford Brookes, which has had a Facebook presence since 2009.
Jennie Hurst, Environmental Sustainability Projects Manager: ‘The success of our Facebook page highlights the interest our students have in sustainability. The page is ensuring we can communicate with our customers and be accessible to them in a way that fits in with them. This has meant that student volunteer numbers have increased significantly with waiting lists and high turn outs for our student training courses. Facebook has established itself as a key communication tool for our team and is an area we look forward to growing in next term and beyond.’ Connect with the team on Facebook and follow them on Twitter. Sustainable Buildings Philosophy – a more streamlined approach The University is committed to ensuring that refurbishments and additions to the estate are as sustainable as possible. Since 2009 this has been realised through achieving the BREEAM (Building Research Establishment Environmental Assessment Method) Excellent standard for all projects over £1m. In 2011 the Sustainable Buildings Philosophy Document was introduced to work alongside the BREEAM target and focus on specific University policy goals.
a Strategic Guidance document covering key design themes based on University, local and national policies, primarily for use by Project Sponsor Groups a more detailed Design Guidance document, which focuses on specific requirements to be considered at the outset of the design phase – such as location, form and size – and further guidance for all the project cycle stages through to post occupancy monitoring some simple BREEAM tools.
The BREEAM tools are already in use on several projects since their launch last summer, including the Beecroft Building, the Amenities Building at Old Road Campus, refurbishment of the Old Mathematics Institute and the refurbishment of St Luke’s Chapel on the ROQ site, due to start in the Spring. For more information, contact Tom Heel, Sustainable Building Officer. Ashmolean lighting upgrade Estates Services has recently completed an exciting project at the Ashmolean Museum, involving the replacement of 1,969 halogen light fittings with state of the art bespoke LED fittings. The fittings were designed by a specialist lighting manufacturer, working closely with the Museum staff, and ensure that visitors can now view displays at their very best, in an environment that does not degrade the artefacts. The new lights can also be fully adjusted to match artefacts as displays in the galleries are changed. Furthermore, the fittings were designed to meet the University’s environmental sustainability standards and will result in the Museum saving £45k per year in
energy costs and reduce its CO2 emissions by 236 tonnes per year. The old fittings were dismantled and their components were sent to a specialist waste contractor to ensure their contents were reused. Electric vans trialled at ROQ The Environmental Sustainability team was recently contacted by Nissan, offering the University a trial of their electric vans. Staff at the ROQ have used the vehicles to get around the site and members of the Messenger Service have trialled one of the vans to do their rounds. Feedback so far has been very positive. A switch to electric vehicles would contribute greatly to the University’s target of making a 33% reduction in its institutional carbon emissions by 2020. The vans' running costs – estimated at around just 2p per mile – could also deliver a saving of £1,500 in fuel costs for every 10,000 miles travelled, compared with existing diesel-powered vehicles. And although charging points have to be factored into journeys, the extensive infrastructure of fast chargers available around the city makes this easy to do. With careful planning long journeys are also possible.
nationally for my work. Green Impact offers a unique opportunity to raise awareness of environmental pollution, cut down waste and make sensible use of electricity and water. I love being part of the Green team and would encourage others to get involved and work alongside like-minded people all striving for the same goal.’ To find out more about getting involved with Green Impact in 2015, look at our awards video, log in to the University of Oxford’s Green Impact page or read about the Department of Chemistry’s experience in the Oxford Mail. To contact the team about taking part in Green Impact, email
[email protected]. Contribution to Green Guide for Universities
The International Alliance of Research Universities (IARU) is an association of ten of the world’s leading research Universities (including Oxford) which, through its commitment to environmental matters, has established a Campus Sustainability Programme. The association’s October 2014 conference in Copenhagen – under the theme Making Universities Sustainable – saw the launch of its Green Guide, which presents key issues, recommendations and lessons learned by the IARU universities. It addresses the challenges and To find out more, contact Ed Wigzell, Travel Officer. opportunities of campus sustainability, with a Green Impact triumph in national awards particular focus on environmental aspects, and includes over 20 inspiring cases that have made a Green Impact is a national environmental accreditation scheme that supports the University’s difference, including those from Oxford on sustainable building and business travel projects. initiative, led by the Environmental Sustainability team, to take simple but powerful actions to improve Tom Heel, Sustainable Building Officer, also environmental performance across our presented at the Conference about the University’s departments. Katrin Dulitz Green Impact experience of working with the BREEAM methodology and our journey towards achieving our Katrin Dulitz, a student from the Department of 33% carbon reduction target for 2020. Chemistry’s Green Impact team, received a Highly Commended award in the Student Leadership category at this year’s national Green Impact Special Awards. Katrin was recognised for successfully encouraging members of her department to switch to using compostable takeaway food containers and recyclable cups, as well as being responsible for introducing healthy options into the vending machines. Her enthusiasm has now sparked investigation into the feasibility of a departmental drink discount scheme for people who reuse their mug instead of using disposable cups. Katrin said: ‘I’m delighted to be recognised
Annual Customer Survey shows improvement in many areas In September 2014 we conducted our second annual customer satisfaction survey. It was distributed to a total of 476 colleagues across the University and generated a total of 127 responses, giving us a response rate of 27%. The respondents represented a variety of roles and functions within the University including Departmental Administrators, Facilities Managers, Building Managers, Finance Officers, Heads of Department and senior divisional colleagues.
certain areas and we look forward to sharing with you our planned improvement actions in early 2015.’ The full results will be made available on our website shortly. In the meantime please contact Rob Markham, Customer Service Administrator, if you have any queries. Japanese ‘National Treasure’ on a mission to Wytham
One of Japan’s leading craftsmen – officially designated a ‘national treasure’ in that country – will soon be on his way to Wytham Woods to advise on Respondents rated their agreement with a series of the building and use of a Japanese wood-fired statements relating to the services provided by our kiln. In conjunction with the Anthropology teams over the last 12 months, including how easy it Department and Wychwood Pottery in Chipping is to contact them, the quality of the information Norton (which boasts the UK’s leading Japanese provided, the politeness of our staff and the postpotter), the Woods is providing the site for service contact and support available, among other construction of two of these specialist outdoor kilns, areas. We are pleased to report that we have seen which are approximately five metres long – one from improvements in many of the teams in Estates willow and clay and a second using bricks brought Services, in particular Electrical Services, from Japan. Mechanical Services and Security Services. The kilns are unique in the colour and style of Director of Estates, Paul Goffin, glazes they create, due to a combination of the commented: ‘Respondents also had the opportunity wood burned, the gases produced and the high to rate how they felt we performed as a department temperatures reached. Anthropology staff will be over the last 12 months, especially against our core learning how to use the kiln, assisted by the two values, and we are again pleased to report positive expert potters. For their part, the Japanese government is keen to promote and export its specialist craft skills, and the kilns will form an unusual new attraction for its important local schools outreach programme during 2015. results in many areas, especially openness and transparency, and fair and equal treatment. We recognise however that we still have work to do in
New management plan in place Wytham Woods Conservator, Nigel Fisher, has been working closely with Dr Keith Kirby, Associate Researcher in the Plant Sciences Department (and former government advisor on woodland conservation), to develop a long term management plan for the Woods. The plan, which takes a 100year view, establishes different zones across the Woods’ 1000 acres and how these should best be prioritised for research, conservation and timber production. Among the short term priorities for Nigel and his team of foresters will be managing the threat from Ash Dieback, a disease that has the potential to affect 25% of the total Wytham tree canopy. The disease causes leaf loss, crown dieback and bark lesions in affected trees and is usually fatal. It has already caused widespread damage to ash populations across continental Europe and the first case in the UK was confirmed in 2012. University Parks hosts ‘Havel’s Place’ University Parks has become the seventh place in the world to host a ‘Havel’s Place’ installation, designed to evoke the memory of Václav Havel − writer, thinker, human rights activist and President of Czechoslovakia and the Czech Republic – who died in 2011. The imaginative installation, designed by the Czech architect, BořekŠípek, who was a friend of Václav Havel, serves as a modest place of rest and contemplation away from the hustle and bustle of contemporary life and symbolises democratic debate. The Curators of the Parks rarely agree to memorials or plaques being installed in the Parks, so it was a significant event when a commemorative table with a Linden tree sapling growing through the centre, together with two chairs, were jointly unveiled by the Vice Chancellor, Andrew Hamilton, the President of the Oxford University Czech and Slovak Society, Kryštof Vosátka, and Parks Superintendent, Walter Sawyer. The Linden tree is significant in the design for being the national tree of the Czech Republic.
Oxford’s Havel’s Place is located to the west of the pond in University Parks, overlooking both the pond and the river Cherwell beyond. It joins installations at Georgetown University in Washington DC, St Patrick's Park in Dublin, the Catalan Parliament in Barcelona, Maltese Square in Prague, the University of South Bohemia and the campus of Venice International University. New look Estates Services website As you may have already seen, our new look website is now live. The structure and navigation has completely changed in response to extensive user consultation with departments. The main features are: Enabling users to access our services quickly and easily, from one of two primary navigation levels – Our Services – as well as via a new A-Z of Services function Helping users to understand our role and remit within the University, from a primary navigation level called About Us Making it easier for users to select the helpdesk function they need (FM Online or FacilityNet) and providing help where they are unsure through a central Estates Services Helpdesk number Promoting key information, such as emergency/out of hours contacts, on every page Providing new content including a newsfeed, organisation charts by team, and information about our customer service approach. We have already embarked on a programme of additional content development over the next couple of months including the introduction of a glossary, new project case studies and key personnel and team profiles. The Communications team would like to thank everyone who helped us with the consultation and testing phases of the project over many months. We would also like to invite all web users to send your feedback, comments and ideas for the continuing development of the website to
[email protected]. Landscaping takes shape at Swindon Bookstore Landscaping work is progressing at the Bodleian Library’s Book Storage Facility on the outskirts of
Swindon, where the University Parks team has been contouring spoil from site construction to create a bund to screen the front of the building. Nearly 900 tonnes of topsoil will have been spread before the area is grass-seeded in the coming weeks. Similar work will be carried out to screen the sides of the building and the team have been preparing the ground with new topsoil ahead of planting over 30 crab apple trees, which, along with a display of daffodils in the Spring, will enhance the site’s appearance. Two members of staff have been on site daily during the contouring phase and following completion, the team expects to attend fortnightly for regular landscaping maintenance.
been completed. The 82 one and two-bedroom refurbished flats in the East Block are bright, spacious and family-orientated and offer high-spec facilities, including Wi-Fi; there is also a nursery on site. The University Parks team is also nearing completion of their landscaping work on the twoacre plus site, to replace worn out hedges (some over 100 years-old), create new shrub borders and lay over 600m of turf. Head of Graduate Accommodation, Katie Scheinkonig: ‘Unfortunately, the project did overrun so my team had to agree later start dates with tenants in some cases and get tenants moved in as quickly as possible. We also worked closely with colleagues in the Capital Projects team to minimise disruption to tenants while the work was completed and with University Parks to reschedule the landscaping work.’ Despite the delays, Katie believes the new flats are a great addition to the Graduate Accommodation portfolio and have proved popular. ‘I am very pleased with the occupancy levels we’ve achieved – it was difficult to market the flats while work was still going on – but the accommodation, and some positive comments from tenants, speak for themselves.’
University Bus Pass Scheme goes online
“My wife and I are enjoying the very comfortable life As part of the University’s commitment to in Summertown House” – Takayuki Yamamoto, developing and improving our systems, the process Graduate Student in DPhil Sociology for applying for a new bus pass, topping up or cancelling an existing pass, and reporting a lost or The Graduate Accommodation team manages 824 stolen pass, is now available as an online service. units across ten sites across the city. The system is designed to speed up the application Estates Services – our Values process and to remove the need to print, sign and Following consultation with our own staff and with post hard copy forms. It also provides improved orthe Estates Services User Forum, we have der tracking, automated receipts, order confirmation and reminders for pass renewals. The service is available on the Estates Services website here. For any queries, please contact the FM Helpdesk. Summertown House welcomes graduate couples and families A year-long project to improve and enhance accommodation for couples and families at Summertown House, on the Banbury Road, has
published our Values statement. We aim to be an exemplary service department, delivering the highest quality services to our customers, in line with the overall strategy of the University. We put customers at the heart of what we do, and across the department you can expect us to adhere to the following values: Continuous improvement – using a variety of methods, including measuring satisfaction, setting challenging targets and monitoring our performance against service level agreements
to assess perceived security risks, to prepare staff to deal with foreseeable threats, and to take appropriate action in a crisis situation. Having already reviewed CTM’s security control plans and governance procedures, Paul Sullivan, Head of Security Services and University Marshal, visited Kenya in August to assess the situation on the ground and consider security recommendations for the research and residential sites and in respect of crime prevention.
Consultation – in order to provide a service that meets the needs of our customers Openness, transparency and clarity – about what we do and how we do it Timely services – delivered to mutually agreed timescales. Where this is not possible we will keep customers informed as to why and when a resolution can be expected Fair and equal treatment – of all customers, staff, partners and suppliers, recognising the value of diversity
Wytham Appeal Fund supports conservation projects
Listening – to feedback, suggestions and Over the past few months the Wytham Woods team comments, actively sought from our customers, and has been undertaking a series of conservation improving our services where practicable as a result projects paid for through the Wytham Appeal Fund, For more information, including our Mission and which has been generously supported by permit Vision statements, visit the new Customer holders to the tune of £50,000. Service section of our website. These include maintenance of the Woods’ veteran Security Services advises Centre for Tropical oak trees. In a process called haloing, the team Medicine in Kenya has been removing competing trees around over 100 oaks, to provide literally a halo of light; the trees Security Services have been assisting the Centre are already benefiting. for Tropical Medicine (CTM) with how they discharge their duty of care to employees working in Kenya. CTM – a collection of research groups within the Nuffield Department of Clinical Medicine – has two sites in the country: the Kenyan Medical Research Institute (KEMRI) at Kilifi, on the Indian Ocean coast, which employs around 25 University staff who are resident in the area with their families; and the National Public Health Laboratory in Nairobi. The team’s assistance was requested in light of the increasing threat of terrorism in Kenya – as assessed by the British Foreign & Commonwealth Office – and a widely-recognised growing crime problem. As an employer, CTM has a duty of care
Elsewhere, areas of blackthorn are now being coppiced (cut to ground level) to allow new shoots to develop, providing Black Hairstreak butterflies with their required environment for laying their eggs. Ponds in the Woods are now being actively managed. One pond has been extended, in another invading willow trees have been removed, and in a third a silt trap has been added so that open water remains within the pond. It is hoped that this work will also provide a greatly enhanced habitat for the local great crested newt population. All the ponds are spring fed and have minimal levels of pollutants or nutrients – such ponds are increasingly rare in our intensively managed landscapes.
Another funded project has been the restoration of Marley Fen, an 8000 year-old peat habitat, which is helping researchers to understand the environment of Wytham Woods as far back as the last ice age. You can catch up on developments on our latest short film – number five in the ‘Laboratory with Leaves’ series. Number six – on bats – will be available shortly, followed by a seventh, on the subject of insects in the Woods. Command & Control security system goes live
colleges, resulting in the creation of 3000 new records which will further professionalise its control room operations. Central mail services update Funding for the development of space for a central mail hub has been confirmed and the design phase for the refurbishment work is underway, with completion due by Easter 2015. Temporary relocation arrangements are being discussed, although it is not expected that the work will have any negative impact on service delivery. The potential efficiency saving to the University is estimated at £300k per annum if the central mail hub is fully utilised by departments. The University Messenger Service team, part of Facilities Management, which will manage the service, will be taking on a second, back-up franking machine from within the University in a continuing effort to utilise existing resources and save money.
Ten new internal departments have come on board with the central service, including the Law Faculty, the Museums and the School of Interdisciplinary Security Services’ control room, based at the Old Area Studies, and the team is continuing to work Observatory in South Parks Road, monitors and records images 24 hours a day, 7 days a week and with colleagues in Purchasing and contacts in Royal 365 days a year across the University’s CCTV net- Mail to reduce costs in areas such as duplicate rework. It also monitors and responds to all University sponse licences and centralised collection points. fire and intruder alarms. Several other departments have been in contact In October, the team’s new online Command & Control incident management system went into operation, after two years of bespoke software development. Operations Manager Darrell Moss explains: ‘We’d been using high-tech alarm and CCTV equipment for many years but relied on pen and paper to record what we were monitoring, with information being held in various formats in different places. Our new fully integrated system contains all of our building and key-holder information and enables us to log incidents quickly and consistently, provides automated responses to customers following a security response to alarm activation or other incident, and much more effective auditing. Above all, it means staff safety and the customer experience is improved through better coordination and response.’ As part of the project, the team has reviewed and updated all the information held on departments and
with us for assistance in reviewing their existing franking machine contracts. For more information and advice, please contact Sarah King, Central FM Services Manager.
Finance Sarah Davies is Estates Services’ new Head of Finance. She joined us in October from the University of Liverpool’s Facilities Management department where she was Head of Strategy & Business Services following a period as Head of Finance & Administration. She has also worked at the University of Wales, Bangor in a finance and systems role and is a member of the Chartered Institute of Management Accountants. A graduate biochemist, Sarah has also recently passed her MSc in Real Estate from the College of Estate Management at the University of Reading. Environmental Sustainability Head of Environmental Sustainability, Harriet Waters, will be going on maternity leave from mid-January. Tom Heel, Sustainable Building Officer, will be managing the team during Harriet’s absence. There is also an addition to the team in January. Lucinda Lay is joining in the new role of Carbon Reduction Projects Manager and will be responsible for delivering projects that will contribute to reaching the University’s target for carbon emissions reduction, ranging from insulation programmes to the installation of large scale low and zero carbon technologies. Lucinda will be working closely with the Building Services and Conservation and Buildings teams to ensure that projects complement existing programmes. Security Services We are pleased to announce that Paul Sullivan has been appointed Head of Security and University Marshal, following a review of the role and its interface with the collegiate University. Confirming the appointment, Director of Estates, Paul Goffin
said: ‘I would like to thank Paul for so ably fulfilling this key role in an acting capacity since August 2013. I and all my colleagues are looking forward to continuing to work with him as we head into this new year.’ Rob Harvey has been appointed Business Administration & Personnel Security Manager for the Security Services team, with responsibility for vetting, administration and business planning for the team. This is a new role and a promotion for Rob who moves from his previous position as Administration Assistant. Asset & Space Management Katie Scheinkonig has been appointed Head of Graduate Accommodation, following a six-month secondment from Balliol College where she was Accommodation Manager. Katie will be overseeing a number of workstreams aimed at developing the team’s systems, processes and stakeholder relationships during 2015. Richard Bates is the newly-appointed Head of Information and Space Management. In this new role, reporting to Director of Asset & Space Management, Carolyn Puddicombe, he will lead the development of new tools and ideas to enable the University to meet its expanding space needs, including developing and maintaining the space model, developing a space management policy and reviewing the overall approach to information management, information returns and benchmarking. Richard has moved from Kingston University where he was Strategic Space & Delivery Manager and led the development and implementation of space management policy and processes. Prior to this he held several roles at Roehampton University, most
recently, as Assistant Director of Management Services. Richard is responsible for both the Information Management and Space Management teams – more information about the teams’ remit and the services they provide can be found on the Estates Services website. Wendy O’Connor joined the team in September as Space Manager. Her previous role was Senior Property Manager, covering Nottinghamshire, Derbyshire and Leicester, at Community Solutions Partnership Services Ltd, which works in partnership with the NHS and Local Authorities to deliver first class primary health and social care facilities. Prior to that Wendy spent 19 years at the University of Sheffield in strategic space planning and management roles. Iain Critchlow has moved from his previous role of Surveyor in the Asset Management Team to the new role of Space Manager – Options Appraisals, having fulfilled this role on an interim basis for the last three months. Iain will have primary responsibility for undertaking options appraisals in relation to the Capital Masterplan, working closely with Wendy and the Capital Projects team. He will also be closely involved with the periodic updating of the University’s Estate Strategy, individual campus and site masterplans and medium-term capital projects planning. Lucy Darnell has recently joined Estates Services in the new role of Professional Services Surveyor, reporting directly to the Director of Asset & Space Management. Lucy will be dealing with a variety of planning, property and estates management work associated with the Medical Sciences Division, including, acquisitions and disposals, rent reviews and lease renewals, and options appraisals, and as such will be responsible to and work closely with senior officers in the Division. Rebecca Horley is joining the team in January in the new role of Town Planner. Also reporting directly to the Director of Asset & Space Management, Rebecca will coordinate all planning applications, liaising with external planning consultants, contractors, stakeholders and colleagues from University departments, and representing the University at meetings with the City Council, Planning Committee and statutory stakeholders,
and at public consultation events. Capital Projects Jennifer Makreel joined the team in July in the new role of Senior Project Manager & Deputy Head of Capital Projects, reporting to Head of Capital Projects, Richard Jones. Previously Property Programme Office Manager at Oxfordshire County Council, Jennifer also worked for many years in Canada. Her principal responsibilities will be the delivery of capital projects and initiatives, and team performance monitoring. Rebecca Baxter is the team’s new Capital Projects Communications Manager. Joining in January from her previous role as External Communications Manager for the BMW Mini plant at Cowley, Rebecca will be responsible in this new post for providing dedicated comms support to the Capital Projects team, including the ROQ and ORC/Park Hospital sites, and advising on comms aspects of significant planning applications.
200 graduates use new out-of-hours check-in service In order to provide a better, more flexible service to graduate students arriving at Oxford, the Graduate Accommodation Office joined forces with the Security Services team at the beginning of last term, to provide an evening and weekend check-in service. Over 200 students took advantage of this, a significant proportion of the 800 plus graduates that we house in University accommodation each year. Katie Scheinkonig, Head of Graduate Accommodation, explains what was involved: ‘We asked students to notify us if they wished to arrive out of normal office hours so that we could get all the documentation and keys ready. We handed all this over to the Security Services team and advised our tenants to make their way to the Old Observatory where they could sign their paperwork and collect their keys. ‘What we hadn’t expected the Security Services team to do was to provide a taxi service to tenants and actually deliver them to their accommodation! However, this is exactly what they did in a number of cases and it was certainly beyond the call of duty – just amazing – we, and hopefully the students, are very grateful to our colleagues!’ Katie and the team will be further streamlining the check-in service for the start of Michaelmas term 2015.
‘Impressive’ partnership working foils burglar
trol Room received a call from the porter at Mansfield College who had noticed someone acting suspiciously in the grounds. Security Services patrol staff attended and conducted a search, quickly located the man in possession of a rucksack containing a pair of bolt croppers and, having identified him as a key police target, immediately contacted Thames Valley Police who arrested him on suspicion of burglary. Head of Security Services, Paul Sullivan: ‘Thames Valley Police were impressed by what they described as an excellent College and OUSS response. The individual involved is a prolific offender and is remanded in custody awaiting trial for five burglaries relating to a number of different Oxford Colleges. This incident also demonstrates the quality, attention to detail and professionalism of our staff.’ Old Power Station response wins praise High praise was received by the Security Services team for their handling of the illegal occupation of the Old Power Station in October, by a group campaigning about the housing crisis in Oxford. Following a court injunction, the occupiers left voluntarily. Among the plaudits was this from the ViceChancellor: ‘Very well done to you and all involved. This was a very well handled situation with an excellent outcome’. Similar thanks were received from The Registrar and from departments, including the History of Science Museum and the Museum of Natural History, who use the building for storing their collections.
Paul Sullivan, Head of Security Services and UniA recent incident provides further evidence of Secuversity Marshal commented: ‘Managing the occurity Services’ continually improving operational partpation was a challenge for us. Our staff had to be nership with both the Colleges and the Police. deployed 24/7 at the site with limited powers whilst At around 9.45pm one evening in October the Con- we went to Court to secure the means to reclaim the
property. Our plans to repossess the property worked well and with the minimum of fuss. My team on site showed great commitment and patience in dealing with the situation.’ Central waste contract generates 23% savings The introduction of the single supplier contract for the disposal of non-hazardous waste – which came into effect on 7 April 2014 – was the first mandated single-supplier contract for any service within the University. The roll-out involved the exchange of over 1000 bins across the entire University over a seven day period. This was a huge task but disruption was minimised through careful communications and quick responses to queries. Whilst there were lessons to be learned, the majority issues of were resolved swiftly or a plan was implemented to resolve these as an ongoing project. Both departments and the supplier, Select Environmental, have made changes to ensure the service has been successful.
The latest University City Crime Statistics for England and Wales, ranking the safest and riskiest Universities for student related crimes, has ranked the University of Oxford in sixth place among the 120 entries, climbing 25 places since the previous year's rankings. A key factor in achieving this higher position is the large reduction in property crime, most notably in the theft of cycles. A significant factor in reducing the volume of cycle thefts is encouraging the use of bike D-Locks. Security Services sell good quality D-Locks for the discounted price of just £15 to staff and students and sold its 1,000th lock at the UAS Conference in October: to celebrate this milestone, the team gave the lock free-of-charge to Joanne Cave, a second year Master’s student at St Johns College. Since then, over 1358 D-locks have been sold. University staff and students wanting to purchase a lock can call the team on (2) 72944. Wytham Woods – never off the telly!
The entertainment world continues to beat a path to All departments and buildings are now receiving a Wytham Woods. Over recent months, episode two monthly report about their recycling rates, the quan- of Ray Mears’ Wilderness Walks series (ITV 14 October) featured a canoe journey along the River tities each waste stream generates by weight and Thames during which Ray camps in Wytham the number of lifts required to generate the Woods, described as ‘one of the world’s most preweight. The data from these reports will allow the University to work with Select Environmental to re- cious and exclusive woodlands’. duce the number of containers required and so reAnd if you saw Countryfile on BBC1 on Sunday 19 duce the number of waste collections and the assoOctober you would have found Matt Baker heading ciated CO2 emissions of their collection vehicles. A off to the Woods to take part in a citizen science number of departments have already been approject aiming to identify the first signs of autumn, proached to rationalise their bin collections. taking an autumn health check of the woodland and A review of the spend to date has shown a saving revealing how the conkers of horse chestnut trees to the University of 23% against last year. Consoli- are under attack from an army of tiny predators. dation of lifts and increased awareness about the waste we generate will increase this saving further. Prof Jim Al-Khalili has also been filming in the In addition, Select Environmental plans to introduce Woods for his BBC4 series on Bio Quantum Mechanics; the relevant episode was broadcast on 17 hybrid electric vehicles to reduce CO2 emissions December. during the collection of waste disposal containers. Wytham Woods Conservator, Nigel Fisher, has Bulb planting reaches an all-time high been interviewed recently for the BBC Radio 4 The Parks team has broken all records this year, having planted 75,000 bulbs across 30 sites around ‘Living World’ series, talking about the history of the University, including daffodils, hyacinths, tulips science in the Woods in relation to small mammal and crocuses. They have also been planting spring research. Nigel was also featured in the University Life column in the Oxford Mail in November. He dis-flowering plants on a large scale, all home-grown in the Park’s nursery: 4,500 polyanthus, 1000 wall- cussed his work as manager of one of the most studied habitats in the world, the longest-running of flowers, 800 forget-me-nots, 1000 pansies and which is the blue and great tit studies which began 1000 daisies. in 1947. Improved national ranking for Security Services
pand and for effective cataloguing; improved facilities for research, including PC access to the library FM team reaches awards final catalogue (and other systems) and high volume The Estates Services FM team were finalists in the and large format colour scanning up to A0 on site British Institute of Facilities Management (BIFM) Awards in the In-house FM Team of the Year cate- To send an information request please contact the Information Management team gory, announced in October. at:
[email protected]. Liz Kitchener, Head of Strategic Facilities ManagePhase 2 of the project will involve the moving of ment, comments: ‘We were delighted to have information from the asset management library made it to the final stages. The team has procurrently located at Ewert House and the digitisagressed rapidly over the last few years and this tion of all hard copy documents. formal endorsement and recognition from the BIFM of our achievements so far, is a credit to the professionalism, hard work and dedication of everyone in the team.’ Success in Green Gown Awards 2014 The Environmental Sustainability team was Highly Commended in the 10th annual Green Gown Awards. The award in the Carbon Reduction category was made for the team's work on energy reduction for the Bodleian Libraries, which resulted in annual savings of £168k. The project involved close collaboration with the Libraries and with Estates Services’ Building Services team, and covered a mix of complex and challenging buildings. It is now a flagship project for the University’s work on carbon reduction. The Green Gown awards recognise the exceptional sustainability initiatives being undertaken by universities and colleges across the UK.
Oxford Preservation Trust Awards 2014 Estates Services projects scooped both a Plaque and a Certificate in the 2014 Oxford Preservation Trust Awards' Building Conservation category. A Plaque was awarded for work to conserve the glass roof covering the Museum of Natural History. This project not only dealt with the cleaning and preservation of 8,500 glass tiles, the decorated timber and the ornate metal work decorating the top of the supporting pillars but finally also put paid to a 150 year old leak that had plagued the Museum. In the Small Projects category, new access arrangements at the Radcliffe Camera were recognised with a Certificate.
The Examination Schools has also been recognised with a Certificate in the Building Conservation category for restoration work, managed by the FM team, which returned the building interior to its Estates Services Library moves to Osney Mead original 19th century colour scheme. The Estates Services library has completed a move to a dedicated space within the SERS Build- Emma Potts, Director of Student Administration ing at Osney Mead. This former warehouse space and Services, commented: ‘This is testament to has been fitted out from scratch to create a single, the fantastic work that Estates (and the FM team comprehensive reference library for all the proper- within) have undertaken over the past four or so ties in the functional and commercial estate, ena- years to restore the building, whilst also ensuring that key teaching and examining activities are not bling the existing archive to be moved from compromised. As a result, we have seen a dracramped space at the Malthouse. matic increase in the utilisation of the building, The move involved over 4.5 million pages of mate- which has benefitted departments across the unirial comprising building plans, services and infraversity by providing space for other activities, structure information, building histories, photowhere previously they might have used external graphs, planning records, O&M manuals, and venues.’ committee papers. The new library now provides Finally, the Nuffield Department of Medicine was a spacious, well-lit and secure working environment; archive-quality metal rolling stack (recycled awarded a Certificate in the 2014 Oxford Preservation Trust Awards’ New Building category. from the Nuneham book store) with space to ex-
Capital Projects Jennifer Makreel Jennifer Makreel joined the team in July in the new role of Senior Project Manager & Deputy Head of Capital Projects, reporting to Head of Capital Projects, Richard Jones. Previously Property Programme Office Manager at Oxfordshire County Council, Jennifer also worked for many years in Canada. Her principal responsibilities will be the delivery of capital projects and initiatives, and team performance monitoring. Rebecca Baxter is the team’s new Capital Projects Communications Manager. Joining in January from her previous role as External Communications Manager for the BMW Mini plant at Cowley, Rebecca will be responsible in this new post for providing dedicated comms support to the Capital Projects team, including the ROQ and ORC/Park Hospital sites, and advising on comms aspects of significant planning applications. Facelift for University Parks website Estates Services’ Communications team are working closely with Walter Sawyer, University Parks Superintendent, and with the Curators of the Parks, to deliver a new website to promote one of the University’s most precious assets. The unique, Grade II-listed space covers approximately 70 acres in the centre of Oxford, which are easily accessible to residents, students and visitors and frequently hosts charity and other events.
Wytham to host annual Royal Forestry Society gathering Wytham Woods Conservator, Nigel Fisher, will be on his mettle in May when he plays hosts to over 80 of his peers as part of the Royal Forestry Society’s annual conference. One of a week-long series of events, a tour of the Woods will be the focal point as delegates consider how to manage woodland in a period of climate change. Graduate Accommodation on the move The Graduate Accommodation team, currently based at Ewert House in Summertown, will be moving to 6 Worcester Street early in January. This will provide a more central location for graduate students wanting to find out about the accommodation available, for check-in and key collection when they arrive in Oxford, and to tenants with queries once they have moved in. Location and contact details will be available on the Graduate Accommodation website shortly. And on that subject, the website will be undergoing some redevelopment ahead of the start of admissions in March. New photographs, floor plans and more comprehensive information about each of the accommodation sites are among the improvements planned. Second Annual SLO ConferenceSLO Conference
Security Services will be holding their second annual Security Liaison Officers Conference on Tuesday Among the improvements planned for the website 31 March (9am-3.45pm) at the Andrew Wiles are image galleries, to showcase the beautiful Parks Building. landscapes and borders, a revised structure and SLOs, who are appointed by their respective navigation, new content including FAQs, nature trails and information about holding an event in the department, have security within their remit and work in partnership with Security Services to Parks, and space to display photos and memories promote protective security. This includes from the public about the Parks over the years.
information, personnel and physical security. There are over 60 SLOs in place across the University. For further information about the role of SLOs and the Conference, email Lesley Nesbitt, Crime Prevention Design Advisor or call her on (2)72943. User Forum – 19 & 23 January The Hilary term meetings of the Estates Services User Forum will be taking place in January. We find the Forum extremely helpful to working more closely with divisions and departments, at a senior and strategic level, and shaping and improving our services to the University. With representation from all four academic divisions, UAS, ASUC and Continuing Education, the User Forum meets termly and aims to:
provide an update on key current and proposed developments
University, and a more detailed update on those aspects of our remit that directly affect and are of most relevance to Colleges: including Environmental Sustainability, Graduate Accommodation, Security Services, University Parks, Asset Management and Space Management. For more details, please contact Sarah Walton, Head of Communications. Estates Services induction – 23 February Malthouse Our next termly induction event is scheduled for 23 February, 11.30-1.30pm, at the Malthouse, Tidmarsh Lane. We start with a short video presentation explaining the remit of Estates Services, then introduce our Heads of Service with opportunities to ask questions, and finish with a tour of the Malthouse to meet team members, including a visit to the Joiners workshop.
enable our customers to provide face-to-face The event is designed for Departmental feedback to senior Estates Services managers Administrators, Building Managers and Facilities identify improvements to our services Managers who are new to their roles – but all are consider and discuss how we might change in welcome. Please contact the Communications the future to reflect the needs of the University team at
[email protected] to book Among the issues raised by Forum members at our your place. Michaelmas term meetings in October were: equipment procurement within the capital project management process, representation on Project Sponsor Groups, the £100k limit on minor works, and the availability of generators to cover emergency power outages. FM Forum - 5 February The next meeting of the FM Forum takes place on 5 February starting at 12 noon. This termly (Thursday Week 3) event is for Facilities Managers and Building Managers and anyone with a responsibility for delivering FM services within their department. It provides information on FM initiatives as well as the opportunity to share ideas and network. For more information visit the FM Forum webpage. Annual briefing for Colleges – 17 March Following the very positive feedback we received after the first briefing we hosted for College estates and domestic bursars, Estates Services is holding a second annual event on Tuesday 17 March 2015. We will be providing an overview of strategic developments within Estates Services and the
