Loughborough University heating guidance

The university uses a combination of gas and electricity from both the grid and onsite combined heat and power plants to provide heating and hot water to the campus accommodation, academic, sports and tenanted facilities.

The University will normally maintain temperatures within the following ranges during occupied periods:

• The core heating season operates from 7 October to 30 April inclusive.
• Temperature controls will be set to maintain occupied spaces between 19-20°C during operational periods. This range is considered appropriate for occupant comfort, energy efficiency and compliance with relevant Government and HSE guidance.

The University may need to reduce energy consumption or prioritise critical facilities in the event of energy supply disruption. Heating schedules will be adjusted where necessary to respond to unusually warm or cold weather conditions, energy supply considerations, or operational requirements. Temperatures are measured at representative locations and may vary due to building design, occupancy levels, solar gain and weather conditions.

Heating times

Most of the heating services across the University are controlled by a central Building Management System (BMS). The BMS will automatically start and stop the heating systems to ensure target temperatures are maintained. A typical heating schedule is detailed below:

Roles and responsibilities

The Director of Estates and Facilities Management will be responsible for the implementation of the heating policy. Delivery of the policy will be exercised by the Energy Manager, Controls and Systems Support Engineer and Maintenance Services Manager.

Energy costs

Heating university buildings accounts for a significant proportion of the University's budget currently forecast to be £17 million for FY 26/27. Global energy markets continue to experience volatility due to geopolitical events, extreme weather conditions and changes in energy infrastructure. The University belongs to a consortium of HE institutions that purchases energy from the market up to 18 months ahead to secure the best possible deals – this is known as ‘hedging.’

Resilience

Ongoing conflicts in the Middle East and Ukraine, combined with the forecast effects of a severe El Niño weather pattern, have constrained global energy supplies and driven prices to exceptionally high levels. In response, the Government has developed contingency plans to ration electricity and gas supplies should demand exceed available capacity, a scenario most likely during periods of prolonged cold weather in winter. While energy-intensive industries would be expected to reduce consumption first, there remains a possibility that other sectors, including higher education, could also experience interruptions to supply.

Contingency planning to address loss of power has been exercised and plans exist to shed load on the Loughborough campus to prioritise supply to specific buildings and facilities. In the event of energy supply constraints, priority will be given to maintaining life-safety systems, critical research activities and residential accommodation. Essential staff may be required to relocate to ‘hot desk’ in designated buildings that will be prioritised for power and heating supply.

Energy conservation

Temperature control is one of the most cost-effective ways of reducing our energy demand and this policy sets out how this will be approached. Loughborough University will operate its heating systems in a manner designed to achieve appropriate thermal conditions for staff, students and campus partners undertaking work and study on its premises.

E&FM will make every effort to operate heating systems efficiently and, in a manner, to minimise unnecessary energy use and cost and to reduce the carbon emissions arising from their operation. There are some areas where the degree of control is not possible at present, but improvements to controls are being addressed in those locations

Regular reviews will be undertaken with key members of staff to ensure that heating times accurately reflect the occupancy and operation of buildings, including:

• Operations Managers.
• PS Directors for buildings where P/S colleagues are based and there is no Ops Manager or equivalent.
• Domestic and Residential Services Manager.
• Sports Capital Strategy and Maintenance Manager.
• Library Facilities Manager.
• LUSEP Technical Property Manager.

If the energy situation becomes critical, the university may appoint ‘Energy Wardens’ who would be responsible for monitoring and advising on energy conservation measures within buildings.

Cold areas and reporting concerns

Where staff experience persistent cold conditions or believe workplace temperatures are not providing a reasonable level of thermal comfort, concerns should be reported to their line manager and/or the relevant Facilities Management helpdesk. Reported issues should be assessed to identify the cause, taking account of factors such as room temperature, heating performance, ventilation requirements, occupancy levels, and the nature of the work being undertaken. Appropriate remedial actions should be considered and implemented where necessary.

Portable heaters

Portable heaters should not be introduced as a first response to concerns about low temperatures. Staff who experience cold working conditions should report the issue through the appropriate management or Facilities Management process so that the area can be assessed and any underlying heating, building, or environmental issues investigated. Portable heaters should only be considered where an assessment has been completed and their use has been approved in accordance with the University's health, safety, and energy management requirements.

If heating systems fail or are not capable of providing the required level of heating temperature set points, the E&FM Maintenance team may issue “approved” portable electric heater on a temporary basis until the heating issues are resolved. Prior to the issue of any “approved” portable heaters the Estates and Facilities Management Electrical maintenance team will undertake an assessment of the local electrical infrastructure to ensure it has sufficient capacity to accommodate any additional loads.

For Health and Safety reasons, only portable heaters issued by the Estates and Facilities Maintenance team will be allowed to be used within Loughborough University buildings.

E&FM reserve the right to remove any unauthorised portable heaters at any time.

• Portable heating constitutes an increased fire risk to buildings and occupants Only University supplied portable heaters are to be used and any that are authorised must have a valid PAT test.
• Portable heating can cause localised high temperatures which can impact on the BMS and may result in the main heating systems to the area and other parts of the building being switched off.
• The electrical systems are not designed for heavy load equipment such as portable heaters, and this can cause overload to occur leading to failure of circuits or even entire electrical systems.
• There are significant increased costs associated with operating electric heaters.

How can you help to stay comfortable?

It is difficult to satisfy everyone’s needs in terms of thermal comfort and therefore building uses should take reasonable measures to adapt to the environment and limit the effects of extremes in temperature:

• Ensure radiators are not obstructed by furniture.
• Only open windows when radiators are off and when rooms need to be cooled down.
• Dress appropriately for your own comfort levels considering the weather and working environment.
• Be prepared to wear an additional layer or consider warmer clothing as appropriate.
• Adjust thermostatic radiator valves to control radiators rather than open windows.
• Appreciate that one person’s view of an acceptable temperature may not be the same as other building users – thermal comfort is very subjective

Statement on equalities

As stated above, thermal comfort is a very subjective matter. However, there is evidence which demonstrates that women may be more likely to feel the cold than men, and so could be more affected by lower heating. Similarly, those with health problems (particularly those relating to circulatory, respiratory and mental health conditions) may also be more affected by lower heating.

Whilst we anticipate that the mitigations and guidance outlined in this policy will prove effective in both keeping colleagues comfortable and reducing our energy costs, we are taking a proactive approach to ensuring that additional layers can be provided by the University with no additional cost to colleagues.

Should any colleague feel that the mitigations in place are not sufficient for their needs, they should, in the first instance, discuss this with their line manager who will support them in determining any additional appropriate measures. Should colleagues not feel comfortable doing so, they may also wish to reach out to our staff networks, such as Maia and the Staff Inclusivity Group.

Christmas and Easter holiday periods

To reduce the energy costs and emissions, the University will aim to isolate the heating services to any building that will be un-occupied over the Christmas and Easter Holiday periods. Consultation with the above staff will be undertaken to establish which the buildings that can be safely isolated. In any building where the heating is isolated, frost protection will be maintained.

Reporting heating problems

Any issues relating to the heating system should in the first instance be reported to the Estates and Facilities Management Helpdesk: Telephone: 01509 222121. 

Author: Jenny Sawbridge (Energy Manager)
Owner: Director of Estates and Facilities Management
Date published/approved: October 2026
Version: Three
Date of next review: October 2027