Energy policy - building management FAQs

The Environmental Sustainability team have a rolling programme of draught-proofing across the estate. This can be applied to most window fittings, but is especially suited to wooden frames, including sash windows.

Where possible, relocate working spaces to be further from draughts and report these to DLO/FM Helpdesks. Building managers will identify the source of the draught (window/door/vent) and seek appropriate solutions, which may include a draught excluder or longer term draught-proofing.  

If the source of the draught cannot be located, but evidence suggests significant heat loss in an area, please consult the FM Helpdesk to request thermal imaging of the building. Please note, there are longer wait times for these requests due to the equipment required.

For some buildings, the existing building fabric does not offer sufficient insulation. Although the aim is to address as many projects as quickly as possible, complex projects can take years to plan and deliver. To find out more about opportunities to improve building fabric, please consult the Environmental Sustainability team while considering some short-term solutions with the FM Helpdesk.  

Short-term installation solutions to consider where possible/applicable:  

• Curtains 
• Radiator reflectors 
• Seasonal double-glazing film 
• Insulating wallpaper 
• Window draught proofing 

Everyone’s perception of the environment is different, and some may find themselves uncomfortable from time to time. In the first instance, building users should confirm that some of the small adjustments listed above, including closing windows and wearing layered clothing have been adopted. Where the discomfort persists, building users can contact the building manager to confirm that the temperature is within the accepted range.  

• Where the temperature has fluctuated outside of the accepted range, this will be investigated. 
• Where the temperature is within the accepted range and the building user remains uncomfortable, please consider the following: 
  • Relocating the individual to a different location within the building or floor. For example, moving them away from walls or windows, relocating their workstation in proximity to a radiator or heat source, etc. 
  • Implementing the personal guidance stated above to conserve heating/air conditioning. 
  • Direct building users to the ‘Be Energy Friendly’ campaign materials. 
  • Share with building users some of the larger context behind the policy and the consideration that led to these energy standards being set. You can find a template letter from the Environmental Sustainability team below.

Where there are building users with specific needs relating to temperature (such as health conditions), please seek guidance from your building manager, local HR staff or departmental safety officer to see what adjustments can be made. Some individuals have medical conditions that cause a persistent feeling of cold. A reduction in room temperature to 19°C is unlikely to make a significant difference to how they feel, given their medical condition. However, individuals may seek guidance from Occupational Health in these circumstances.

Subject: Working together to reduce energy use

Energy prices are soaring. Without immediate action, this could pose a considerable risk to Oxford’s finances and the ability to deliver on our mission, which will impact us all. In [insert our department], we expect a rise of [£XXX, to be calculated based on the estimation that utility prices are expected to triple within three years] to the energy costs if we don’t intervene.

In response, the University has approved new energy-saving measures for departments [buildings/colleges] to adopt during the winter months.

Following the guidance from the University, the building’s heating system will run from 8:00am to 3:00pm (assuming regular operating hours), with temperature controls set to 19°C in the winter months. This is in line with World Health Organisation and EU guidance.

We realise that you might need to dress differently in light of the new heating arrangements. Line managers are asked to be supportive of changing from traditional work clothing to multiple layers and jumpers.

Having said that, we understand that everyone's internal temperature varies, and some may find themselves uncomfortable with these environmental controls or have particular needs relating to temperature (such as health conditions). If this is the case, please contact me [name, contact details], and we will do our best to assist. Please bear in mind that  plug-in electric space heaters are not allowed as they pose a health and safety risk as well as being energy intensive.

These changes are expected to provide £5m of savings to the University during the 2022/23 financial year. They are also expected to reduce direct carbon emissions by 7,000 tCO2e – helping to achieve the University’s commitment to net zero carbon and biodiversity net gain by 2035 as stated in the Environmental Sustainability Strategy.

What else can be done to reduce energy consumption?

• As a building:

  • [where applicable, please add any other measures the building is taking, such as energy efficiency projects, adjusting water heaters, improving insulation, etc.]

• As an individual:

  • Follow the Be Energy Friendly guidance. This energy campaign has been launched by the University in response to the energy crisis. The following ideas are not new but aren’t always front of mind. Where possible incorporate these into your daily routine: 

    • Layer up:  Bring a jumper for comfort during the winter months

    • Switch off: Turn off appliances at the socket when not in use; and keep electric heaters off for good (they consume up to £1 each per hour and can increase the risk of fires)

    • Boil less: only boil as much water as you need (this could save £3 per day per kettle)

    • Lights off: turn off the lights if you’re the last one to leave the room

    • Power down: turn off the computer and screen at the end of a working day.  Make sure your computer is set to 'hibernate’ if you’re away.

  • There is also Be Energy Friendly guidance specific to laboratories (e.g. ensure the fume cupboard hood is closed when not in use).

  • See additional guidance on the Sustainability website.

Thank you for your help in this matter and please do contact me if you have any questions.

Kind regards

 [Name]