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Blackfriars Hall > Pests and Vermin Management Plan (Student Accommodation)

Pests and Vermin Management Plan (Student Accommodation)

This plan applies to residential areas at 16–17 St John Street and 33 St Giles

1) Purpose

To prevent, detect, and control pests (e.g., rodents, cockroaches, flies, clothes moths, bed bugs, ants, pigeons) in residential accommodation by:

  • Requiring good housekeeping and timely rubbish disposal by occupants.
  • Maintaining buildings to deny pests food, water, and shelter.
  • Providing a fast, clear pathway for reporting and resolving issues.

 

2) Scope and Definitions

  • Areas covered: All resident bedrooms, kitchens/pantries, lounges, corridors, stores, bin areas, gardens/courtyards, terraces, and plant/service voids at 16–17 St John Street and 33 St Giles.
  • Pests and vermin: Any animals/insects that can cause damage, contamination, or nuisance (e.g., rats, mice, cockroaches, pharaoh ants, bed bugs, fabric pests, flies, wasps, pigeons).
  • Infestation: Presence of live pests or clear evidence (droppings, smear marks, gnawing, nests, casings, live activity on monitors, or confirmed bites).

 

3) Roles and Responsibilities

3.1 Blackfriars Hall (Hall Bursary)

  • Provide sealed external bins; ensure regular waste collections by cleaning staff and waste management companies.
  • Maintain building fabric: proofing (e.g., brush strips, mesh), repair gaps/holes, fix broken doors/windows, and maintain vegetation to reduce harbourage.
  • Keep common parts clean and clutter-free; place and maintain monitoring devices (where used).
  • Appoint and manage a qualified pest control contractor (PCO) for routine inspections and call-outs.
  • Keep records: inspections, treatments, proofing works, resident communications, and close?out confirmations.
  • Communicate this plan and updates to all residents at move?in and annually in Hilary Term.

 

3.2 Residents (Occupants)

Residents must:

  • Keep rooms and shared spaces clean and tidy; store all food in sealed containers; wipe surfaces; promptly wash up; avoid leaving food or pet food overnight.
  • Dispose of rubbish correctly (see below for guidance); never leave bags in corridors, stairwells, or outside doors.
  • Do not feed birds or wildlife in gardens/terraces; remove windfall food sources.
  • Promptly report any signs of pests and cooperate with any inspections or treatments (including preparation such as bagging laundry or clearing floor areas).
  • Do not use DIY pesticides (sprays, foggers, powders) that can disperse pests and hinder professional treatment.
  • Avoid bringing second?hand soft furnishings without prior inspection/approval (risk of bed bugs and moths).

 

3.3 Contractors (PCO and Cleaners)

  • PCO to conduct routine inspections, install and service monitoring devices, perform safe and legally compliant treatments, and issue written reports with recommendations.
  • Cleaning teams to escalate any sightings immediately and maintain standards aligned with this plan.

 

4) Prevention Standards (Day?to?Day)

4.1 Housekeeping (Resident Rooms and Shared Kitchens)

  • Food: keep sealed; no open packets on counters; refrigerate where appropriate.
  • Dishes: wash, dry, and store after meals; never leave overnight.
  • Floors/surfaces: wipe up crumbs/spills immediately; sweep/vacuum weekly (minimum).
  • Clutter: store items off floors to allow inspection and cleaning; avoid under?bed piles.
  • Laundry: bag and launder promptly; avoid leaving damp items to attract insects.

 

4.2 Building Proofing and Maintenance (Hall Responsibility)

  • Seal gaps >5?mm around pipes/cables; install metal mesh on vents where appropriate.
  • Fit door sweeps/brush strips to external doors; self?closers in working order.
  • Maintain window screens/closers where installed.
  • Vegetation: keep 300?mm clearance from walls where possible; prune climbing plants from eaves.
  • Exclusion on terrace/courtyard: pigeon spikes/netting where needed; keep drains/gullies clear.

 

4.3 Storage and Deliveries

  • Parcels: promptly remove cardboard (a harbourage for cockroaches and silverfish).
  • Linens/soft furnishings: inspect for signs of bed bugs before bringing on site.

 

5) Waste and Recycling Management

5.1 Internal

  • Double?bag food waste if odorous.
  • Residents should ensure to empty kitchen bins daily (or when ¾ full).
  • No waste stored on floors, in corridors, or stairwells.

 

5.2 External

  • Place rubbish inside the correct external bins; close lids fully.
  • If a bin is full, use an alternative designated bin—never leave bags beside bins.
  • Report overflowing bins or missed collections immediately.

 

 

 

6) Monitoring and Inspection

6.1 Routine Programme (Hall/PCO)

  • Quarterly inspections of common parts, external perimeters, bin stores, under?croft/plant spaces, and gardens/terraces.
  • Spot checks after resident reports or seasonal risk periods (e.g., early autumn, mid?winter).
  • Monitoring (as appropriate): tamper?resistant rodent stations externally; non?toxic insect monitors in high?risk internal areas; bed bug monitors in selected rooms when indicated.

 

6.2 Records

  • Maintain a pest log: sightings, dates, locations, photos (if available), actions taken, PCO reports, and closure verification.

7) Response and Escalation

7.1 Triage Categories

  • Priority 1 (within 24 hours): Live rodents inside; bed bugs reported; cockroaches in kitchens; wasp nests in occupied areas; repeated bites or allergic reactions.
  • Priority 2 (within 3 working days): External rodent activity near entrances, droppings in outbuildings/bin store, flies/ants in kitchens, textile moth activity.
  • Priority 3 (within 5 working days): Single non?recurring insect sighting, low?risk outdoor activity.

 

7.2 Treatment and Follow?Up

  • PCO to attend within the relevant SLA above; apply targeted control; provide preparation instructions; schedule follow?up until activity ceases.
  • Hall/Bursary to complete any proofing works recommended by the PCO.
  • Case is closed only after no further evidence is found on two consecutive inspections or monitors are clear for 30 days (whichever is appropriate for the species).

8) How residents should report concerns

8.1 What to Report

  • What you saw: type of pest (if known) or signs (droppings, gnawing, casings, bites, stains).
  • Where and when: exact room/area and the time observed.
  • Photos/videos if safe and easy to capture.
  • Your contact details for arranging access.

 

8.2 Reporting Channels

  • Email: bursary@bfriars.ox.ac.uk – please attach photos if you can.
  • Junior Deans (details provided separately)
  • Out of hours (urgent only): contact the Bursar via the Junior Dean (Facilities).

 

8.3 After You Report

  • You’ll receive an acknowledgment within one working day (or immediately for urgent calls).
  • The Bursary will either:
    1. Arrange PCO attendance; and/or
    2. Issue preparation instructions (e.g., bagging laundry for bed bug inspection, clearing under?sink cupboards).
  • You must cooperate with access and follow preparation steps; treatments may be re?scheduled if preparation isn’t complete.

 

9) Special Guidance by Pest Type (Quick Reference)

  • Rodents (rats/mice): Look for droppings, gnaw marks, scurrying noises; keep food sealed; report within 24 hours.
  • Cockroaches: Usually in warm kitchens/plant rooms; look for droppings/smear marks/egg cases; Priority 1.
  • Bed bugs: Bites in lines/clusters; spots on bedding; don’t move furniture or spray; bag linens and report same day.
  • Textile moths: Holes in wool/silk; keep clothes clean, use sealed storage; report when first noticed.
  • Ants/flies/wasps: Remove attractants; report nests or persistent activity.

 

10) Access and Privacy

  • With notice, Hall/PCO may enter rooms for inspection/treatment. For urgent Priority 1 cases, short?notice access may be required for safety and hygiene reasons. Residents will be informed as soon as practicable.

11) Training and Communication

  • Move?in briefing: We will provide details of this plan and the “top 10” housekeeping actions.
  • Annual reminder: at the start of Hilary Term.

 

12) Review and Audit

  • Review annually in July (post?Trinity term) or after any significant incident.
  • Keep key details on the Every system activity reports: number of reports, time to first response, time to resolution, repeat cases, proofing tasks completed.