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The Oxford Students website provides access to information, services and resources to help you get the most out of your university experience. Visit www.ox.ac.uk/students
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TABLE OF CONTENTS1 FOREWORD......................................... 4
2 INTRODUCTION................................... 5
2.1 AbouttheUniversity 5
2.2 TheProctorsandtheAssessor 6
2.3Studentmembership 6
2.4 Studentunions 7
2.5 StudentInformation 7
3 WELFARE............................................. 8
3.1 Health 8
3.2 Welfaresupportservices 9
3.3 Supportfordisabledstudents 10
3.4 Safetyandsecurity 11
3.5 Equalityanddiversity 11
3.6Sexualviolenceandassault 12
3.7Harassment 12
3.8 Staff-studentrelationships 12
3.9 Financialhardship 12
3.10Studentparents 13
3.11Sport 13
3.12Universityclub 13
3.13Non-sportsclubsandpublications 14
3.14Newcomers’Club 14
4 FITNESS TO STUDY............................ 15
5 RESIDENCE........................................ 16
5.1 Numberoftermsofresidence 16
5.2 Placeofresidence 16
5.3 Accommodation 16
6 ACADEMIC DRESS............................. 17
7 INTELLECTUAL PROPERTY................ 17
8 EXAMINATIONS & COURSE REQUIREMENTS................................18
8.1Enteringyourexaminations–taughtcourses 18
8.2Issueswithsittingyourexaminations 20
8.3Submittingworkforassessment 23
8.4 Receivingyourresults 24
8.5 Researchstudents 25
8.6 Academicappeals 25
8.7Plagiarism 25
9 CONDUCT......................................... 27
9.1 TheUniversity’sconductregulations 27
9.2Generalconduct 27
9.3 RegulationsoftheRulesCommittee 30
9.4 Localrules 30
10 DISCIPLINARY PROCEDURES & RIGHTS.................................... 31
10.1Proctors’powers 31
10.2 Investigation 31
10.3 Proctors’DisciplinaryHearing 32
10.4AcademicConductPanel 32
10.5 StudentDisciplinaryPanel 33
10.6StudentAppealPanel 34
10.7 Definitions 35
10.8 Criminalproceedings 35
11 COMPLAINTS PROCEDURES........... 36
11.1Collegematters 36
11.2 Universitymatters 36
11.3Stafforstudentconduct 37
11.4 Publicinterestdisclosure(whistle-blowing) 37
11.5 Researchintegrity 37
11.6 ConflictsofInterest 37
11.7ComplaintsaboutOUSU 38
11.8OfficeoftheIndependentAdjudicator 38
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1 FOREWORDThisisyourUniversityStudentHandbook.ItprovidesinformationandguidancewhichyoumayneedtohelpyoutomakethemostoftheopportunitiesonofferattheUniversityofOxford.ItalsogivesyouformalnotificationandexplanationoftheUniversity’scodes,regulations,policiesandprocedures,andsignpostsrelevantcontactdetailsandweblinkswhereyoucanfindoutmore.Itisessential,andyourresponsibility,toreadit.
Thishandbooksitsalongsidethedepartmentalandcollegehandbooksrelevanttoyourcourseandcollege,withwhichyoushouldalsofamiliariseyourself.
AsProctorsandAssessorweareseniorofficersoftheUniversitybutweare
notprofessionaladministrators:weareacademicselectedforayearbyourcolleges.WeoverseestudentmattersandensurethattheUniversity’sstatutesandpoliciesarefollowed,withparticularinterestinexaminations,conductandwelfare,andotheraspectsofthestudentexperience.Ifyouhaveanyconcernsorsuggestionsforimprovement,theycanbechannelledthroughtheOxfordUniversityStudentUnion(OUSU)officersandthroughJuniorCommonRoom(JCR)andMiddleCommonRoom(MCR)presidents,withwhomwehaveregularmeetings.TheProctors’Officemayalsobecontactedforassistanceandadvice.
WehopethatyourtimeasastudentattheUniversityissuccessfulandenjoyable.
OursuccessorsforMarch2017toMarch2018willbe:
DrEdwardBispham(BrasenoseCollege)SeniorProctor
DrDanHicks(StCrossCollege)JuniorProctor
ProfStefanEnchelmaier(LincolnCollege)Assessor
ProfMarkEdwards(ChristChurchCollege)SeniorProctor
ProfCecileFabre(AllSoulsCollege)JuniorProctor
DrBillAllan(UniversityCollege)Assessor
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2 INTRODUCTION2.1 About the UniversityAstheoldestuniversityintheEnglish-speakingworld,theUniversityofOxfordcanlayclaimtoninecenturiesofcontinuousexistence.Itisanindependentandself-governinginstitution,consistingoftheUniversity,includingdivisions,departmentsandfaculties,andthecolleges.
The36colleges,thoughindependentandself-governing,areacoreelementoftheUniversity,towhichtheyarerelatedinafederalsystem.Therearealsosixpermanentprivatehalls,whichwerefoundedbyChristiandenominations,andtwosocieties.
Thecolleges(includingthehallsandsocieties):
● selectandadmitundergraduatestudents,andselectgraduatestudentsaftertheyareadmittedbytheUniversity
● areresponsibleforstudents’tutorialteachingandwelfare
● provideaccommodation,meals,commonrooms,libraries,sportsandsocialfacilities,andpastoralcarefortheirstudents.
TheUniversity:
● determinesthecontentofcourseswithinwhichcollegeteachingtakesplace
● organiseslecturesandseminarsandotherformsofteaching/instruction
● providesawiderangeofresourcesforteachingandlearning,includinglibraries,laboratories,museumsandcomputingfacilities
● admitsandsupervisesgraduatestudents
● examinestheses,andsetsandmarksexaminations
● awardsdegrees.
TheVice-Chancellor,whoholdsofficeforsevenyears,istheseniorofficeroftheUniversity.TherearesixPro-Vice-Chancellorswhohavespecific,functionalresponsibility,andthereareeightPro-Vice-ChancellorswithoutportfoliowhoundertakearangeofdutiesonbehalfoftheVice-Chancellor.
TheChancellor,whoisusuallyaneminentpublicfigureelectedforlife,servesasthetitularheadoftheUniversity,presidingoverallmajorceremonies.
Theprincipalpolicy-makingbodyistheCounciloftheUniversity.CouncilisresponsiblefortheacademicpolicyandstrategicdirectionoftheUniversity,andoperatesthroughcommittees(manyofwhichincludestudentrepresentation).
FinalresponsibilityforlegislativemattersrestswithCongregation,whichconsistsofjustover5,000membersofthesenioracademic,research,library,museumandadministrativestaff.
Day-to-daydecision-makinginmatterssuchasacademicpolicy,financeandplanningisdevolvedtotheUniversity’sfourAcademicDivisions.Eachdivisionhasafull-timeheadandanelectedboard.ContinuingEducationistheresponsibilityofaseparateboard.
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2.2 The Proctors and the AssessorTheProctorsandtheAssessorareseniorofficersoftheUniversitywhoserolesencompassadvocacyandscrutiny.TheyoverseestudentmattersandupholdtheUniversity’sstatutesandpoliciesthroughoutitsgovernanceandadministration.Collegesareonarotasothat,everyyear,threeofthemeachchooseoneoftheirFellowstoservefull-timefor12months;twocollegeschoosetheProctorsandthethirdtheAssessor.
TheofficeofProctordatesfrommedievaltimes.ThenomineewhohasheldanMAlongerbecomesSeniorProctor;theother,JuniorProctor.Theyhaveequalauthorityandstatus.EachProctornominatesdeputies,knownasPro-Proctors.
TheofficeofAssessorwascreatedin1960,withaspecialconcernforpoliciesonstudenthealth,welfareandfinancialissues.
TheProctors’andtheAssessor’srolesaremainly:
● ensuringthattherules,regulationsandstandardsoftheUniversityareobserved(includingamajorpartinensuringthefairandproperconductofUniversityexaminationsandinenforcingconductregulations)
● scrutinisingpotentialdeparturesfromthoserules,regulationsandstandards,bothwhentheyarenecessary(egalternativeexaminationarrangements)andwhenredressisrequired(eginrelationtocomplaintsbyUniversitymembers–theProctorshavethepowertocallonanyUniversitymembertohelp
intheirenquiriesandtoprovidearemedywhereappropriate)
● servingonawiderangeofUniversitycommittees.
Whenonduty,theProctorsandAssessorwearsubfuscwithwhitetieandbands.Onformaloccasionstheyarerecognisablefromtheirdistinctiveacademicdress:gownswithdarkbluesleevesandfacingsfortheProctors,purplefortheAssessor,andwhitehoods.
TheProctorsandAssessorareavailableifyouwishtoconsulttheminconfidenceforhelp,informationoradviceaboutUniversitymattersoranyothermattersoutsidethesphereofyourcollegeadviser.Suchconsultationsmaybeonindividualmattersoronbehalfofaclub,societyoranyothergroupofUniversitymembers.
WellingtonSquare,Oxford
t +44(0)1865270090e [email protected]
w www.proctors.ox.ac.uk
2.3 Student membershipAsastudentoftheUniversity,youwillusuallybepartofanindividualcollege,whichhasadmittedyouasamember,andtheUniversity,inwhichyouarematriculated.Membershipisusuallyforlifebutifyourcollegemembershipisformallyterminated(egbyexpulsion),youautomaticallyalsoloseyourUniversitymembershipandviceversa.
SomestudentsdonotmatriculatebutneverthelessstudyattheUniversity,egstudentsreadingforcertaincertificates
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ordiplomasandcertainDepartmentforContinuingEducationcourses,andvisitingstudentsnotregisteredforaparticularcourseorqualification.Inthishandbook,wedescribestudentswhodonotmatriculateas“non-matriculatedstudents”throughout.AlthoughnotformallyUniversitymembers,non-matriculatedstudentsareexpectedtoobservethesamerulesandregulationsasmatriculatedstudents.
Allstudentsthereforeneedtobefamiliarwiththerules,regulationsandrequirementsthatapplytotheircourseofstudy.
AsaresidentoftheCityofOxford,youarealsopartof,andhaveresponsibilitiestowards,thewiderlocalcommunity.
2.4 Student unions (matriculated students only)Aswellasbecomingamemberofyourowncollege’sstudentunion(oftenknownastheJuniorCommonRoom(JCR),MiddleCommonRoom(MCR)andSeniorCommonRoom(SCR)),amatriculatedstudentoftheUniversityautomaticallybecomesamemberoftheOxfordUniversityStudentUnion(OUSU).OtherstudentsmayhaveassociatemembershipofOUSU.
OUSUisanindependentcharitythatpromotestheacademic,socialandwelfareinterestsofitsmembersthroughouttheUniversity.
YouhavetherighttooptoutofmembershipofyourcollegestudentunionandofOUSU.InformationabouttherighttooptoutofOUSUmembership,andarrangementstosupplystudentunionservicestostudentmemberswhohaveexercisedthatright,is
availablefromtheOxfordStudentswebsite.
TheUniversityofOxford’scodeofpracticeexplaininghowtherequirementsoftheEducationAct1994relatingtostudentunionsarebeingcarriedoutispublishedalongsidetheUniversity’sformalstatutes,policiesandregulations.
Note:theOxfordUnionSociety(knownas‘theUnion’)isnotastudentunion;itisanindependentprivatemembers’clubwithnostudentrepresentativefunction.
w www.ox.ac.uk/students/selfservice/ousu
w www.admin.ox.ac.uk/lso/statutes
2.5 Student InformationStudentInformationisaserviceforstudentsoftheUniversity.Theservicecanhelpwithgeneraladministrativeadviceandsupportonallaspectsofyourstudentcareer,includingqueriesaboutUniversityregistrationandStudentSelfService,aswellasinformationforinternationalstudentsonmatterslikevisas,immigrationandstudentships.
ExaminationSchools,HighStreet,Oxford Monday–Friday:08:30–17:00
t +44(0)1865286223e [email protected]
www.ox.ac.uk/students
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3 WELFARE ArangeofservicesisavailabletosupportyouduringyourstudiesatOxford.Youcangetadviceanddetailsfromyourcollege,department,centralUniversityservices,fellowstudentsandOUSU.
w www.ox.ac.uk/students/welfare
3.1 HealthCollegesprovidehealthcareviacollegedoctorsandsometimesnurses,andalsohavearrangementstohelpwithawholerangeofwelfareissues.
Doctors and nurses
YouarestronglyadvisedtoregisterwithaNationalHealthService(NHS)GP(generalpractitioner)inOxford.Themajorityofstudentsfindthatthemostconvenientarrangementistoregisterwiththeircollegedoctor.Forminorsicknessandailments,youmaybeabletoconsultandbetreatedbyacollegenurse,whereavailable,andmostcollegesprovidesickbaysorhavespecialarrangementsforstudentswhoareconfinedtobed.Likealldoctor-patientrelationships,thosebetweencollegedoctors,collegenursesandstudentsareconfidential.
w www.ox.ac.uk/students/welfare/health
Dentists
Youwillhavetopayfordentistrybutyoudonotneedtoregisterwithaparticularpractice.VisitNHSChoicestofindalocaldentist.
w www.nhs.uk/nhsengland/aboutnhsservices/dentists
Opticians
NHSChoicesexplainshowtofindalocalopticianforroutinesighttests.Youmayhavetopayforsighttestsandglasses.Ifyouhaveavisualproblemwhichrequiresspecialisedattention,youwillbereferredtothehospitaleyeservice.
w www.nhs.uk/nhsengland/aboutnhsservices/opticians
Sexual health
Adviceandhelpaboutyoursexualhealthorpregnancyisavailabletoyoufromyourcollegedoctorornurse,fromanyotherGP,orfromtheOxfordshireSexualHealthService.
Youmayrequestcontraceptionadviceandsupplies,availablefreeofcharge.
Ifyouareconcernedaboutsexuallytransmitteddiseases,HIVorAIDS,itisimportanttogetadviceandhelpquicklyafterpresumedexposure.
w www.sexualhealthoxfordshire.nhs.uk
Drugs and alcohol
Drugabuseandexcessivealcoholintakecanputyourhealthandacademicprogressatriskandcouldleadtodisciplinaryissues.Ifyouareconcernedaboutdrugsand/oralcohol,speaktoyourcollegedoctor,nurseorasupportservice.
w www.talktofrank.com
w www.turning-point.co.uk/oxfordshire-roads-to-recovery
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Meningitis, measles, mumps and rubella
Ifyouareunder25andhavenotreceivedtheMenACWYvaccinebeforeyouarriveatOxford,youshouldconsultyourcollegedoctor.
Youshouldalsoconsultyourdoctorifyouhavenothadtwodosesofthemeasles,mumpsandrubella(MMR)vaccine.Contractingmeaslesormumpswouldhaveseriousconsequencesforyourstudies.Youwouldhavetostayawayfromlecturesandtutorialswhileinfectious,inthecaseofmumps,foratleastfivedays(possiblyaslongas25days).
w www.ox.ac.uk/students/welfare/health/emergencies
Suspending study on health grounds
Thereareproceduresforseekingtosuspendyourstudiesformedicalreasons.Youshouldcontactyourdepartment(graduatestudents)orcollege(undergraduatestudents).DetailsmaybefoundincollegehandbooksorfromSeniorTutors.
w www.ox.ac.uk/students/academic/guidance
Travel advice and occupational health
TheOccupationalHealthServiceisabletoofferadviceifyouplantotravelaspartofyourstudies.Youshouldbookanappointmentfortraveladvicewellinadvance.Theservicedoesnotprovidegeneralmedicaltreatmentorfirstaid.Someprojects,particularlyinscienceormedicine,mightrequirework-relatedhealthsurveillance.Youshouldcontactyourprojectsupervisorordepartmentalsafetyofficertoseewhetherenrolmentisnecessary.
TheUniversitycanprovidetravelinsuranceforstudentstravellingwithintheUKorworldwideonUniversitybusiness.
w www.admin.ox.ac.uk/uohs/travelhealth
w www.admin.ox.ac.uk/finance/ insurance/travel
3.2 Welfare support servicesLifeandstudyatuniversitycanbechallenging.Ifyouareexperiencingpersonal,emotional,socialoracademicproblems,itisimportantnottobottlethemupbuttodosomethingtoaddressthemwhichmayincludediscussingthemwithsomeonewhocangivesupport.Itisoftenpossibletoresolveproblemswiththehelpofacollegetutor,chaplain,doctor,nurse,orotherstaffmemberorservice.
Counselling Service
TheprofessionalclinicalstaffoftheCounsellingServiceprovidefree,confidentialtherapeuticsupporttoallmatriculatedstudents(andcertainotherstudentcategories–staffarehappytoadviseifyou’reunsurewhetheryouareeligible).Theserviceisheretohelpyouaddresspersonaloremotionalproblemsthatgetinthewayofhavingagoodexperienceandrealisingyourfullacademicandpersonalpotential.TheserviceisavailablethroughouttheyearexceptforlimitedperiodsatChristmasandEaster.
3WorcesterStreet,Oxford
t +44(0)1865270300e [email protected] www.ox.ac.uk/students/welfare/
counselling
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Peer Support Programme
MostcollegesandsomedepartmentshaveapanelofcarefullyselectedandtrainedpeersupporterswhoreceiveongoingsupportandsupervisionfromtheCounsellingService.Theyareundergraduateandgraduatestudentswhohavebeentrainedtolisteneffectively,communicatesensitively,maintainconfidentiality,respectboundariesandrecognisewhenandhowtoencouragereferraltoprofessionalsupportservices.Mainly,theyofferalisteningearandafriendlyfacewhenyouneedit.
InformationaboutpeersupportersinyourcollegecanbefoundonyourcollegeorJCRwebsite.
w www.ox.ac.uk/students/welfare/counselling/peersupport
OUSU Student Advice Service
TheStudentAdviceServiceisafree,confidentialandindependentadvice,informationandadvocacyservice.Theteamoffriendlyandexperiencedadvisorsistheretohelpyoufindanswerstothequestions,andsolutionstotheproblems,youmayfaceasastudent.
w ousu.org/advice
Nightline
Runforandbystudents,Nightlineprovidestheopportunitytotalktoorinstantmessagesomeoneaboutanythingyoulike.Itisanindependent,non-judgmentallistening,supportandinformationservicewithnopolitical,religiousormoralbias.Youmaydropinforcoffeeandachat.Thereisalways
onemaleandonefemaleintheoffice.Confidentialityisassuredandyoudonothavetogiveyourname.
16WellingtonSquare,OxfordOpen:20:00–08:00
t +44(0)1865270270(reversedchargesaccepted)
s Skypeusername:oxfordnightline
w users.ox.ac.uk/~nightln
Samaritans
Ifyouareexperiencingemotionaldistress,includingthoughtsofsuicide,theSamaritansprovidea24-hourconfidentiallisteningservice.
60MagdalenRoad,OxfordVisitinperson:08:00–22:00
t +44116123(free)m SMStextmessaging:07725909090e [email protected] www.samaritans.org/branches/oxford-
samaritans
3.3 Support for disabled studentsDisabilityisamuchbroadertermthanmanypeoplerealise.Itincludesallstudentswhoexperiencesensoryandmobilityimpairments,mentalhealthconditions,long-standinghealthconditions,socialcommunicationconditionsorspecificlearningdifficultieswheretheimpactonday-to-daylifeissubstantialandlongterm.
DisabledstudentsaresupportedthroughanetworkofstaffacrossthecollegiateUniversity.TheDisabilityAdvisoryServiceworkswithstudentsandstafftocreate
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anaccessibleandinclusivelearningenvironment,providingadviceonindividualreasonableadjustmentsdesignedtoremoveorreducebarrierstolearning.Theserviceworkswithstaffincollegesanddepartmentstoputinplaceanynecessarysupportandhelptoarrangeanyexaminationadjustmentswhichmightbeneeded.
TheOUSU-affiliatedcampaign,theOxfordStudents’DisabilityCommunity,isagroupofinterestedstudentswhorepresenttheneedsandaspirationsofdisabledstudentswithintheUniversity.
Ifyouthinkyoumightrequiredisability-relatedsupport,oranyadjustmentstoyourexaminations,contacttheDisabilityAdvisoryService.
3WorcesterStreet,Oxfordt +44(0)1865280459e [email protected] www.ox.ac.uk/students/welfare/
disability
3.4 Safety and securityOxfordisgenerallyasafeplacetostudyandsocialisein;nevertheless,itissensibletotakeprecautionstominimiseanyrisksbystayingsafeandprotectingyourpersonalpossessions.
w www.ox.ac.uk/students/life/community
Police and University Security Services
AllincidentsofcrimeshouldbereportedtoThamesValleyPolice.
t 101(non-emergency)t 999(emergencypolice,fireserviceor
ambulance)
TheUniversitySecurityServices24-hourControlRoomshouldbeinformediftheincidentoccurredonUniversitypremises.
t +44(0)1865272944t +44(0)1865289999(emergency)w www.admin.ox.ac.uk/ouss
3.5 Equality and diversityTheEqualityandDiversityUnit(EDU)takesresponsibilityforprogressingstaffandstudentequalityanddiversity,andprovidesarichsourceofinformationandadviceonallequalityareas,includingrace,disability,genderandgenderidentity,sexualorientation,religionandbelief,age,andharassment.TheUniversity’soverarchingequalitypolicyappliestoallUniversitymembers.TheEDUalsoworkscloselywithOUSUinsupportofstudentequalityissuesandwiththerelevantstudentcampaignsandsocieties.
w www.admin.ox.ac.uk/eop
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3.6 Sexual violence and assault TheUniversitytakestheissueofsexualviolenceandassaultveryseriously.IfyouhaveexperiencedsexualviolencethereisawiderangeofhelpavailablewithinandbeyondtheUniversity.Anumberofstaffmembershavereceivedspecialtraininginhandlingcasesinvolvingsexualviolenceandassault.
w www.ox.ac.uk/students/welfare/sexual-violence
w www.firstresponseoxford.org
3.7 HarassmentTheUniversitydoesnottolerateanyformofharassmentandexpectsallmembersoftheUniversitycommunitytotreateachotherwithrespect,courtesyandconsideration.TheUniversitytakesactionunderitspolicyandprocedurestoprotectitsstaffandstudentsfromharassment.
TheDirectorofStudentWelfareandSupportServicesprovidessupporttostudentswhohaveexperiencedharassment,tothoseaccusedofit,andtostaffrequiringadviceonstudentcases.
TheUniversityHarassmentAdvisorNetworkcomprisesdepartmentalandcollegeconfidentialadvisers,whosenamesaredisplayedondepartmentalandcollegenoticeboards.Approachanadvisorifyouareexperiencingharassmentorbullying,orcontacttheHarassmentLine.
w www.ox.ac.uk/students/welfare/harassment
3.8 Staff-student relationshipsMembersofUniversitystaffareadvisednottoenterintoarelationshipwithastudentforwhomtheyhaveanyresponsibility,asitmayleadthestaffmembertocompromisetheintegrityoftheirprofessionalrelationship.Ifsucharelationshipdevelops,thememberofstaffconcernedismeanttodiscloseittothedepartment.Ifyouarenotsurethatthishasbeendone,youareencouragedtoindependentlyadviseyourHeadofDepartmentorChairoftheFacultyBoardinconfidence.
3.9 Financial hardshipIfyoufaceunforeseenfinancialdifficultiesyoumustensurethatyouareinreceiptofanygovernmentandotherexternalsupportavailabletoyoubeforeapplyingforhardshipfunding.
Mostcollegeshavelimitedhardshipfunds.Consultyourcollegeforassistance,especiallyifyourdifficultiescouldinvolvenon-paymentoffeeswhichcouldleadtosuspensionofstudiesifnotappropriatelymanaged.ApplicationformsfortheUniversityHardshipFundcanbeobtainedfromyourcollegehardshipofficer.
TheAccesstoLearningFundisbasedonnationalguidelinesandaimstoassistUKundergraduateandgraduatestudentsexperiencingfinancialdifficulty.ApplicationformscanbeobtainedfromStudentFeesandFunding.
w www.ox.ac.uk/students/fees-funding/assistance/hardship
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3.10 Student parentsTheUniversityofferschildcareservicesatdiscountedratesforalleligiblestudentparents,includingfourcollegenurseries,towhichstudentsmayapply.
w www.admin.ox.ac.uk/childcare
TheOUSUStudentParentHandbookofferscomprehensiveinformationaboutchildcareprovisionthroughouttheUniversityandthecity,aswellasinformationonchildcarefundingforstudentswithchildren.
w ousu.org/advice/life-welfare/student-parents
TheOxfordFamilyInformationServiceprovidesinformationaboutprivatenurseries,childminders,schoolsandafter-schoolchildcareprovision.
w www.oxfordshire.gov.uk/cms/content/oxfordshire-family-information-service-oxonfis
ThereislimitedUniversityfundingtoassistwithchildcarecosts.TheUniversityHardshipFundcanprovidesupportifyouareexperiencingunexpectedfinancialdifficultiesaffectingchildcarearrangements.IfyouareastudentfromtheUKyoumightbeeligibletoapplytotheAccesstoLearningFund.
w www.ox.ac.uk/students/fees-funding/assistance/hardship
3.11 SportOxfordhasover85Universitysportsclubs,aswellascollegeteamsandrecreationalopportunities.
Whenitcomestosport,Oxfordhasabreadthandhistorytobeproudof,fromrowingandrugbytokorfballandoctopush.TheUniversityoffersawiderangeofsportsclubs,andateverylevel.Someleaguesareinformal,offeringanopportunitytostayfitandsocialisewithfriends,whileothersaremuchmorecompetitive.
ThemaineventforanyUniversitysportsteamistheVarsitymatch–anannualfixtureagainsttheCambridgeUniversityequivalentclub,wherematriculatedstudentsinselectedsports,whohavetomeetcertaineligibilitycriteria,haveachancetoearnthemselvesthefamed‘OxfordBlue’,thehighestsportingrecognitionamongstUniversitystudents.
Manycollegeshavetheirownpitchesandfacilities,whileOxfordUniversitySportonIffleyRoadoffersaswimmingpool,gym,sportshallandracketsportcourts.
w www.sport.ox.ac.uk
3.12 University ClubTheUniversityCluboffersgraduatestudentsarangeofsportingfacilitiesincludingagym,footballandcricketpitchesandsocialspacessuchasabar,caféandrestaurant.
w www.club.ox.ac.uk
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3.13 Non-sports clubs and publicationsTheUniversitywelcomesclubs,societiesandstudentpublications’contributionstostudentlife.Withmorethan150officiallyrecognisedclubsandsocietiestochoosefrom,thereissomethingforeverybodyatOxford.
ClubsthatopentheirmembershiptostudentsofmorethanonecollegecanregisterwiththeProctors.Registrationassiststhesmoothrunningandcontinuityofclubs,givesaccesstoUniversityemailandwebpagefacilities,enablesclubstousetheminibushireanddriverassessmentscheme,entitlesapplicationforUniversitygrants,givespermissiontouse‘OxfordUniversity’intheirnames(‘Oxford’inthecaseofpublications),andgenerallyhelpstoprotecttheclubs’bestinterestsaswellastheUniversity’sreputation.
w www.admin.ox.ac.uk/clubs
3.14 Newcomers’ ClubTheOxfordNewcomers’Clubprovidesameetingpointforpartnersofnewly-arrivedgraduatestudents,includingcoffeemornings,toursofOxfordcolleges,visitstomuseums,andcoachtripstoplacesofinterestinthesurroundingarea.
w www.newcomers.ox.ac.uk
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4 FITNESS TO STUDYTheUniversityhasestablishedacommonframeworkacrossdepartments,facultiesandcollegesforcaseswherequestionsariseastowhetherastudentisfittostudyortoreturntostudyafteraperiodofleaveformedical,psychologicaloremotionalproblems.Caseswillnormallybedealtwithunderlocal(college,facultyordepartment)procedures,butthereisalsoaUniversity-levelFitnesstoStudyPanel,towhichseriousanddifficultfitnesstostudycasescanbereferredifallothernormalproceduresatlocallevelhavebeenexhaustedorareinappropriate.
‘FitnesstoStudy’meansanundergraduateorgraduatestudent’sfitness:
● tocommenceadistinctcourseofacademicstudy,or
● tocontinuewithhis/hercurrentcourseofacademicstudy,or
● toreturntohis/hercurrentoranothercourseofacademicstudy
andhis/herabilitytomeet:
● thereasonableacademicrequirementsofthecourseorprogramme,and
● thereasonablesocialandbehaviouralrequirementsofastudentmember(whetherresidentincollegeorelsewhere)withouthisorherphysical,mental,emotionalorpsychologicalhealthorstatehavinganunacceptablydeleteriousimpactuponthehealth,safetyand/orwelfareofthestudentand/orotherstudentsand/orUniversityorcollegestaff(notwithstandingadjustmentsrequiredbylaw).
AstudentmaybereferredtotheFitnesstoStudyPanelbyacollege,adepartmentorfaculty,theProctors,theStudent
DisciplinaryPanelortheStudentAppealPanel.ThePanelhaspowertoconsidermedicalandanyotherappropriateevidence,totakeexpertadvice(thestudentmaybeaskedtoattendaconsultationwithamedicalorotherexpert),andtoconsidersubmissionsmadebyoronbehalfofthestudentconcerned.
Attheendoftheprocess,thePanelwilldecide(inthecaseofreferralsbyUniversityauthorities,includingdepartmentsandfaculties)orrecommend(inthecaseofreferralsbycolleges)whetherornotthestudentisfittostudy.ThePanelcanalsomakedecisionsandrecommendationsaboutmatterssuchascontinuedaccesstoUniversityandcollegefacilitiesandpremises,withorwithoutconditions.
Ifconcernsaboutastudent’sfitnesstostudyhavearisenandhaveledtoareferralinthecontextofdisciplinaryproceedings,thoseproceedingswillbesuspendedwhilethefitnessissuesaredetermined.Incaseswhereastudent’sconditionorconductgivesrisetoaneedforimmediateaction,theProctorsareempoweredtosuspendthatstudentfromtheUniversity(forperiodsofupto21daysatatime)pendingconsiderationbytheFitnesstoStudyPanel.
TheseproceduresaresetoutindetailinStatuteXIII,PartBandCouncilRegulations1of2012.
w www.admin.ox.ac.uk/statutes/787-121.shtml
w www.admin.ox.ac.uk/statutes/regulations/76-0812.shtml
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5 RESIDENCEPart-time and non-matriculated students are exempt from residence requirements. Formostdegreesandotherqualifications,otherstudentsarerequiredtoresideinoraroundOxfordforaproportionofeachtermtomeetrequirementssetoutinregulations.
5.1 Number of terms of residence Youmustberesidentforatleastsixweeksineachtermofyourcourse(thenumberoftermsbeingdependentonthedegree,thesubjectandthecandidate’sstatus).TheProctorsmayexcuseyoufrompartofstatutoryresidencebecauseofillnessorotherreasonablecause.Applicationsmustbemadethroughyourcollegeoffice.
Researchstudentsmaybegranteddispensationfromtherequirementstokeepresidenceifitisnecessarytocarryoutacademicworkelsewhere.Toseekpermission,contactyourdepartment.
w www.admin.ox.ac.uk/examregs
5.2 Place of residenceFull-timematriculatedstudentsmustresidewithinaspecifieddistanceoftheUniversity(definedbyreferencetoCarfaxTower).Thedistancesapplyonlyduringtheperiodforwhichstudentmembershavetomaintainstatutoryresidenceinordertomeetdegreeordiplomarequirements:
● UndergraduatestudentsmustresidewithinsixmilesofCarfax,orwithin25milesofCarfaxprovidedthatyoueither:
(i)holdthestatusofSeniorStudent
(ii)alreadyhaveanundergraduatedegreefromOxford
(iii)residewithyourparent/guardian
● Graduatestudentsmustresidewithin25milesofCarfaxunlessgivenspecialpermissiontoworkawayfromOxfordforaperiod (see5.1).
Youmayapplytoyourcollegefordispensationfromtheresidencelimits.ThecollegewillapplytotheProctors’Officeonyourbehalfwithastatementofsupport.Astatementofsupportisalsorequiredfromyourdepartment.Dispensationisgrantedonlyinexceptionalcircumstances.Youshouldobtaindispensationbeforemakinganycommitments.Ifyouliveoutsidetheresidencelimitswithoutpermissionyouwillnotfulfilthestatutoryrequirementsandmaynotbeallowedtoenterforexaminations.
w www.proctors.ox.ac.uk/forms
5.3 AccommodationCollegesprovideaccommodationforundergraduatestudentsduringtheirfirstyearofstudyandforatleastoneotheryearoftheircourse.YoucanchoosetomoveoutofcollegeandliveinstudentaccommodationforsomeofyourtimestudyingatOxford.
Manycollegesprovideaccommodationtograduatestudents.TheGraduateAccommodationOfficecanhelpifcollegeaccommodationisunavailableornotofthetypeneeded.PrivateaccommodationcanbefoundusingtheStudentPadsearchandOUSULiving-OutGuide.
w www.admin.ox.ac.uk/accommodation
w www.oxfordstudentpad.co.uk/accommodation
w www.ox.ac.uk/students/life/accommodation
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6 ACADEMIC DRESSMatriculatedstudentsarerequiredtowearacademicdressformatriculation,degreeceremoniesandexaminations.
Youshouldconsultyourcollegeastotheappropriategowntowear,thoughformusicrecitals,oralexaminations,presentationsandanyotherformofviva voceexamination,undergraduatesmustalwaysweartheircommoners’gowns.Youshouldalsowearamortarboard(orsoftcap)andsub fusc:
● Oneof:
(i)adarksuitwithdarksocks
(ii)adarkskirtwithblackstockings
(iii)darktrouserswithdarksocksordarkhosiery
● Adarkcoat(optional)
● Blackshoes
● Plainwhitecollaredshirtorblouse
● Awhitebowtie,blackbowtie,blackfull-lengthtie,orblackribbon.
Ministersofreligionmaywearagownovertheirclericaldress,andmembersofthearmedforcesmaywearagownovertheirservicedress;servicecapsareremovedwhenindoors.Ifyouwearaheaddress/scarfforreligiousreasons,ablackscarfshouldbeworn.
Inaddition,studentstraditionallywearcarnationsforexaminations:awhitecarnationforfirstexamination,aredcarnationforlastexaminationandapinkcarnationforallexaminationsinbetween.
Youwillneedtoprovideyourownsubfuscandacademicdress.TherearespecialistclothingshopsinOxford.
w www.ox.ac.uk/students/academic/dress
7 INTELLECTUAL PROPERTYTheUniversityinitsstatutesclaimsownershipofcertainformsofintellectualpropertythatstudentscreateinthecourseof,orincidentallyto,theirstudiesbutgenerallydoesnotclaimownershipofcopyrightcreatedbystudents.
TherearearrangementsintheUniversity’sregulationsforprotectingandexploitingintellectualproperty,andsharingthecommercialexploitationrevenueswiththestudentoriginators.
ThemainstatutegoverningintellectualpropertyisStatuteXVI,PartB,whichyoushouldrefertoforfulldetails.Insummary,thisstates:
● thattheUniversityclaimsownershipofstudent-createdintellectualpropertythatiscreatedwiththeaidofUniversitycomputerhardware,softwareorotherfacilitiesorcommissionedbytheUniversityorcomprisesinventions,designs,databases,software,firmwareandcoursewareandrelatedknow-howandinformation
● thattheUniversitywillnotassertanyclaimtotheownershipofcopyrightinartisticworksincluding(wherenotcommissionedbytheUniversity)books,articles,plays,scores,lyricsandlectures,studentthesesandanswerstotestsandexaminations(exceptwhereclaimedasabove),andcomputer-relatedworks(exceptwhereclaimedasabove).
Therelatedregulationsfortheadministrationofthepolicyexplaintheapprovedarrangementsforrevenue-sharing.
w www.admin.ox.ac.uk/statutes/790-121.shtml
w www.admin.ox.ac.uk/rso/ip
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8 EXAMINATIONS & COURSE REQUIREMENTSTheProctors’responsibilitiesincludeensuringthattheUniversity’sstatutesandregulationsareupheld,byoverseeingtheconductofUniversity(asdistinctfromcollege)examinations,including:
● appointmentofexaminers
● establishingproceduresforthestagingofexaminations
● approvingalternativearrangements
● resolvingqueries,complaintsandacademicappeals.
Whetheryouareataughtcourseoraresearchstudent,itisyourresponsibilitytobefamiliarwiththegeneralregulationsandthespecificregulationsforyourcourse,assetoutinthecurrenteditionoftherelevantExaminationRegulations.
TheExaminationRegulationscoverawidevarietyofimportanttopics.Thefollowingnoteshighlightsomepoints,buttheyarenotasubstituteeitherfortheExaminationRegulationsorforauthoritativeinformationthatdepartmentsandfacultiespublishinaccordancewiththeregulations(eginexaminationconventions,incoursehandbooksorondepartmentalwebsites),allofwhichyoushouldreadcarefully.
Additionally,theUniversity’spolicyandguidancedocumentscontainsectionssettingoutyourresponsibilitiesinrelationtoyourcourse.Someoftheprocessesdescribedbelowhavearoleforyourcollege(whichwillbeperformedbyyourdepartmentifyoudonothaveacollege).
w www.admin.ox.ac.uk/examregs
w www.admin.ox.ac.uk/edc/policiesandguidance
8.1 Entering your examinations – taught coursesCourse content
TheExaminationRegulationsprovideasummaryoftherequirementsofyourcourse.Furtherinformationonyourcourseisprovidedinyourcoursehandbookandinexaminationconventionsavailablefromyourdepartment.Regulationsmaybedifferentdependingontheyearyoustartedyourcourse,andmayberevisedduringyourcourseofstudy.ExplanationsoftheUniversity’sapproachtothelimitedsituationsinwhichcoursechangesmaybemadeareavailableforundergraduateandgraduatestudy.
w www.ox.ac.uk/coursechanges
w www.graduate.ox.ac.uk/coursechanges
Entering for examinations
ItisyourresponsibilitytoensurethatyourexaminationentrydetailsarecorrectusingStudentSelfService.Youshouldinformyourcollegeordepartmentifthereareanyerrors.
Examination fees
Feesmaybepayableforlateentrytoexaminations,latechangeofoptionsetc.Ifyouneedtore-sitexaminations,includingre-submissionofwrittenworkforassessment,youmayneedtopayare-examinationfee.
w www.ox.ac.uk/students/academic/exams/entry
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Late alteration of options
Ifyouwanttochangeyourchosenexaminationoptions,arequesthastobemadeinwritingthroughyourcollegeoffice.Itcannotbeassumedthatpermissionwillbegiven;requestsinvolvingre-schedulingexaminationswillgenerallynotbegranted.Wherepermissionisgiven,anextrafeewillbecharged.
Examination timetables
YourindividualtimetableisavailableonStudentSelfService(exceptforexaminationsrunlocallybydepartments,whichwillpublishtherelevanttimetables).Theexaminationtimetableforeverysubjectispublishedonline.
w www.ox.ac.uk/students/academic/exams/timetables
Alternative examination arrangements
ItiscrucialthatsupportneedsandexaminationarrangementsaredealtwithasearlyaspossibleinyourUniversitycareer.Ifyouhaveaspecificlearningdifficulty(suchasdyslexiaordyspraxia)orsuspectthatyoumayhaveone,pleaseconsulttheDisabilityAdvisoryService(see3.3),oryourcollegeoffice,yourdepartmentfornon-matriculatedstudentsor,forresearchstudents,yourDirectorofGraduateStudies,assoonaspossibletodiscussyourneeds.
Allrequestsforalternativeexaminationarrangements–whetherfordisability-relatedreasons(eguseofaword-processor)orfaith-basedreasons(egadjustinganexaminationschedule)–mustbesubmittedviayourcollegebyFridayofWeek4of:
● Michaelmasterm,exceptforTrinitytermandLongVacationexaminations
● HilarytermforTrinitytermandLongVacationexaminations.
Disability-relatedrequestsmustbeaccompaniedbytheconfirmationofthediagnosticassessmentandrecommendationsforalternativearrangementsforexaminations.
Alternativearrangementscanbemadebeforeor,whereproblemsariseatshortnotice,duringtheexaminationsperiods,egforcandidatestotakewrittenpapersatdifferenttimes,inseparatevenues,withextratimeorwithalternativefacilities.Ineachcase,applicationsneedtobeforwardedthroughyourcollegeoffice.Whereappropriate,onceapprovalhasbeengivenforalternativearrangements,itwillbevalidforallUniversityexaminationstakenduringyourcourseofstudy.
w www.ox.ac.uk/students/academic/exams/arrangements
Ifyouhaveaspecificlearningdifficulty(SpLD)orotherdisability,youcanapply,inexceptionalcases,toCouncil’sEducationCommitteeforyourcoursestobestructureddifferently(egtakenoveralongerperiod)andforthemodeortimingofassessmentstobemodified.Suchneedsmustbediscussedwithyourcollegeoffice(ordepartmentfornon-matriculatedstudents)onceyourplaceatOxfordhasbeenconfirmed.
Comprehensiveguidance,includingthediagnosticrequirements,isavailableontheDisabilityAdvisoryServicewebsite:
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w www.ox.ac.uk/students/welfare/disability/needs
Sports,othernon-academicactivitiesandacademiccommitmentsatotherinstitutionswillnotnormallybeacceptedasvalidreasonsforapprovingchangestoyourexaminationarrangementsinOxford.
Taking water, sweets and medications into examination rooms
Informationonpermitteditemsisavailable.SomeitemsrequireProctors’permissionandsomecanbeauthorisedbyyourcollege.Youneedtobringanotefromyourcollegewithyou,(orbyyourdepartmentifyouareanon-matriculatedstudent).
w www.ox.ac.uk/students/academic/exams/guidance
Calculators
Theregulationsforsomesubjectsallowcandidatestousecertaintypesofcalculatorsinexaminations.DetailsshouldbeconfirmedbytheChairofExaminersineachcase.Itisyourresponsibilitytobringthecorrectcalculatorunlessexplicitlytoldthattheywillbeprovided.
Appeals procedure for alternative examination arrangements
Ifyouhaveappliedforalternativeexaminationarrangementsandaredissatisfiedwiththeoutcome,youhavetherighttoappealtotheChairoftheEducationCommittee.Suchanappeal,whichcanalsobemadebythecollegeonyourbehalf,mustbesubmittedinwritingwithin14daysofreceiptofthedecision.Informationabouttheprocedurescanbeobtainedfromyour
collegeoffice.TheseappealproceduresalsoapplytodecisionsoftheProctorsonextensionrequests,latesubmissionsandmakingchangestoworkafterithasbeensubmitted,andonforwardinginformationtotheexaminersaboutfactorsaffectingperformance.
8.2 Issues with sitting your examinations
Factors affecting performance
If,justbeforeorduringyourexaminations,youhaveaproblemthatyouthinkwillhaveseriouslyaffectedyourperformance,youcanmakea‘factorsaffectingperformance’applicationsothattheexaminersareawareofit.Applicationsshouldonlybemadewhenyouhavesufferedaseriousproblem.Thereshouldbeindependentevidence,suchasamedicalcertificate,tosupportyourapplication,astheexaminers’judgementismadeonthestrengthoftheevidenceprovided.
Examplesofthekindofproblemyoumightmentionareacuteillnessjustbeforeorduringtheexaminationsthatseverelyaffectedyourperformance,orunforeseencircumstancessuchasbereavementoratrafficaccident.
Youshouldapplythroughyourcollegeoffice(or,ifanon-matriculatedstudent,yourdepartment),whichwillprovideyouwiththerelevantformsandsubmitthemonyourbehalftotheExaminationAdministrationProcessesteamwhowillpassthemtotherelevantChairofExaminers.Itisyourresponsibilitytoensurethattheformsaresubmittedtoyourcollegeoffice.Youmust
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makesurethatyourapplicationissubmittedassoonaspossibleaftersittingtheaffectedpapers,andbeforeyourexaminationresultsarepublished.
Theexaminerswilldecideattheirfinalexaminationboardmeetinghowtotaketheinformationintoaccountwhendeterminingtheexaminationresults.Itisimportanttobeawarethatmostapplicationsdonotresultinanychangestomarksandthattheexaminershavelimitedoptionswhenconsideringanapplication.Afterresultsarereleased,youwillbeprovidedwithashortstatementontheoutcomeofyourapplication.
Applicationsmustbesubmittedbynoonthedaybeforethefinalmeetingatwhichtheexaminerswilldecidetheresults.Applicationsreceivedthereafterwillnotnormallybeconsideredbut,ifthereareexceptionalcircumstances,theProctorswilldecidewhethertosendtheapplicationtotheexaminers.Theywillonlydosoiftheapplicationisreceivedwithinthreemonthsoftheresultsbeingpublished,andif:
● youwerepreventedfrommakinganearlierapplicationduetoyourcondition,or
● yourconditionwasonlydiagnosedaftertheresultswereknown,or
● aseriousproceduralerrordelayedtheapplication.
w www.ox.ac.uk/students/academic/exams/guidance
IfyoudisagreewiththeProctors’decision,youcanappealtotheChairofEducationCommitteebythesameprocessasfor
decisionsaboutalternativearrangements.You,oranyoneactingonyourbehalf,mustfollowtheprocesssetoutandnotcommunicatedirectlywiththeexaminers.
w www.ox.ac.uk/students/academic/complaints
TheoutcomeofyourfactorsaffectingperformanceapplicationwillnormallybeavailablewithyourresultsonStudentSelfService.
Withdrawal from and suspension of the examination process
Youcannotwithdrawfromexaminationsafterthelastpaperhasbeencompleted.
Insomecircumstancesitmaybeappropriatetosuspendtheexaminationprocess,eitherbeforeattemptinganypapersor(subjecttoyourcollege’spermission)beforethewrittenpartoftheexaminationiscomplete,andapplytorestarttheexaminationprocessatalaterdate.Incertaincircumstancesyouwillberequiredtorepeatpapers.
Suchsuspensionsoftheexaminationprocessmustbenotifiedthroughyourcollegeoffice(forundergraduates)orthroughyourdepartment(forgraduatetaughtstudentsandnon-matriculatedstudents).
w www.ox.ac.uk/students/academic/exams/entry
Candidatesenteringexaminationslaterthantheexaminationsthattheywereoriginallyduetoenterareentitled,withincertaintimelimits,forpaperstobesetinaccordancewiththeoriginalsyllabus(forexample,
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thetimelimitsarewithinsixtermsoftheexaminationtheywereoriginallyduetoenterforFinalHonourSchoolsexaminationsandwithinthreetermsfortheFirstPublicExamination).Candidatesshouldensurethattheircollegeofficeisawarethattheywishtotakeupthisentitlement;otherwise,paperswillbesetaccordingtothecurrentsyllabus.
Allcourseshaveatimelimitwithinwhichyoumusthavecompletedyourexaminations.YouwillneedpermissionfromEducationCommitteeifyouneedtotakeyourexaminationsafterthemaximumpermittedperiodoftime.ForFinalHonourSchoolsthisisnormallyonefurtheryear;forgraduatestudentsthemaximumtimevaries:seekadvicefromyourcollegeordepartment.
w www.admin.ox.ac.uk/examregs
Non-completion of an examination
IfyoudonotcompletethewrittenpapersforaFinalHonourSchool(egbynotturningup),youwillbedeemedtohavefailedthewholeexamination.IfyoudonotcompletethewrittenpapersfortheFirstPublicExaminationorforagraduatetaughtprogramme(egbynotturningup),youwillbedeemedtohavefailedtheindividualpaper.Are-sitwillbecappedatapass,andyouwillnotbeeligibleforadistinction.IftheProctorsaresatisfiedthattherewasanurgentcausesuchasillnessforthenon-completion,theexaminersmaybeaskedtoconsiderifitispossibletomakeanassessmentonthebasisoftheworkcompletedor,exceptionally,toexaminethepartmissedonanotheroccasion.Inthe
caseofillness,amedicalcertificatemustbesubmittedtotheProctors’Officethroughyourcollegeoffice(ordepartment,fornon-matriculatedstudents).
Jury service
YoucannotclaimexemptionfromJuryservice.However,ifyouaresummonedtoserveduringterm-time,andparticularlywhensittingexaminations,youshouldapplytotheJuryCentralSummoningBureaufordeferralorexcusal,assetoutinthesummons.Youshouldalsoseektheadviceofyourcollegeoffice.
Vivas
Manytaughtcoursesprovideforcandidatestobeexaminedvivavoce(ieorally),eitherasastandingrequirementoronethatmaybeappliedattheexaminers’discretion.Wherevivasareamandatorypartoftheassessment,non-attendancewithoutpermissionwillresultinyoubeingfailedintheexaminationasawhole.Thedateswhenyoumaybecalledforavivaarenormallyannouncedbytheexaminersatthesametimeasthefinalexaminationtimetable.AllcandidateswhomaybecalledforavivamustensurethattheyareavailableinOxfordonthosedates.Inthecaseofresearchstudents,thevivaisusuallymandatory:thedatewillbenotifiedtoyoudirectbytheexaminersandwillbepublishedwithintheUniversity.
Dispensation from the regulations
EducationCommitteecandispenseindividualexaminationcandidatesfromtheprovisionsoftheregulations(egtotakeexaminations
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indifferentformats,todefertakingwrittenpapers,ortohaveadditionalre-sitopportunities).Applicationsaremadeviayourcollegeoffice(oryourdepartmentfornon-matriculatedstudents).
w www.ox.ac.uk/students/academic/regulations
8.3 Submitting work for assessmentEssays,dissertations,thesesandothersubmissionsthatareassessedaspartofpublicexaminationshavedeadlinesbywhichtheworkmustbesubmitted.Makesureyouknowwhenandwhereyoushouldsubmityourwork.DeadlinesarepublishedeitherintheExaminationRegulationsorinyourcoursehandbook.Mostoften,theplaceofsubmissionistheExaminationSchools,butsometimesworkishandedintodepartmentsorsubmittedonline.
w www.admin.ox.ac.uk/examregs/ 2017-18/rftcoue-p14ls-n-snawfromexam
Late submissions
Giveyourselfenoughtimetosubmityourworkbythedeadline.
TheProctorswillnotacceptasreasonsforlatenessproblemsthatarebeyondtheUniversity’scontrol:delaysinpostage,relianceonthirdpartiestodeliveryourwork,printingproblems,or,forsubmissionofworkelectronically,problemssuchasfailureofyourprivateemail,computer(includingvirusinfection),orservers,orlostorstolenfiles.Ensurethatyoukeepadequatebackupsandstorethemseparatelyandsecurely.
Ifyoudosubmityourworklate,theProctorswilldecidewhethertoallowtheworktobeaccepted.Ifitisaccepted,thenanacademicpenaltywillbeappliedtoyourwork,normallyonaslidingscalepublishedbythedepartment.Youwillalsobechargedalatesubmissionfee.Youshouldaskyourcollege(ordepartmentifyoudon’tbelongtoacollege)towritetotheProctorsexplainingyourlatenessassoonaspossible.Insomecircumstances(suchasillnessorotheremergencies)theProctorswillwaivethepenaltyand/orfee.
Fortheconsequencesofworknotbeingaccepted,seemissingsubmissionssection.
Extensions
Youmaybecomeawarebeforeadeadlinethatyouwillneedtosubmityourworklate,becauseofillnessoranotherurgentcause.Ifyoudo,youshouldaskyourcollege(or,ifanon-matriculatedstudent,yourdepartment)toapplytotheProctorsforthelatesubmissiontobeexcusedinadvance.Youwillneedtoprovideevidence,suchasaletterfromyourdoctor,andanextendeddeadlinewillbesetifyourapplicationisgranted.Extensionrequestsshouldbeforrelativelyshortperiodsoftime.Ifyouthinkyouwillbeunabletoworkforaverylongtime,youshouldspeaktoyourcollegeaboutmakingotherarrangementstodelayyourstudies.
Missing submissions
Ifyoufailtosubmitworkbythedeadline,theExaminationsandAssessmentsteamwillwritetoremindyouthatadeadlinehaspassed.Whenacandidatefailstosubmitwork,itisveryserious:forFinalHonourSchools,youwillfailnotonlythatpaper,but
24
thewholeFinalHonourSchoolorPart;forFirstPublicExaminationsandforgraduatetaughtprogrammes,youwillfailthatpaper,anyre-sitwillbecappedatapass,andyouwillnotbeeligibleforadistinction.Ifyoudiscoverthatyouhavemissedadeadline,youshoulddooneofthefollowing:
● ifyouhaveagoodreasonforbothmissingthedeadlineandforneedingmoretimetocompletetheworkbeforesubmittingit,thenyoushouldapplyforanextensionasdescribedaboveimmediately
● otherwise,youshouldsubmittheworkstraightaway,andaskyourcollege(or,ifanon-matriculatedstudent,yourdepartment)towritetotheProctorswithyourreasonsforlatesubmission.TheProctorswilldecidewhethertoallowtheworktobeaccepted.
Making changes after submission
ItisnotpossibletomakechangestoworkafterithasbeensubmittedwithouttheProctors’permission,whichtheywillonlygiveinveryexceptionalcircumstances.YoucanappealagainsttheProctors’decisiontotheChairofEducationCommittee.Anyappealmustbesubmittedinwritingwithin14daysofreceiptofthedecision.Informationabouttheprocedurescanbeobtainedfromyourcollegeoffice(oryourdepartment,ifanon-matriculatedstudent).
8.4 Receiving your results
Examination results
Onceexaminershavereleasedtheresults,youareautomaticallynotifiedbyemailand
canthenaccessyourassessmentresults,andtheresultfortheyearifapplicable,inStudentSelfService.Marks’breakdownsmaylaterbeforwardedtocolleges.
w www.ox.ac.uk/students/academic/exams/results
Failing examinations
IfyoufailaUniversityexamination,itisimportanttoobtainadvicefromyoursubjecttutororsupervisorassoonaspossible(forexample,tofindoutwhetheryourcollege,ifyouhaveone,iswillingtoallowyoutocomebackintoresidence).ThedetailedprovisionsforanyresitarrangementsforeachqualificationareexplainedintheExaminationRegulations.
Ingeneral,theregulationspermitundergraduatestudentsfailingtheFirstPublicExaminationatthefirstattempttore-entersomeformoftheexamination,normallywithinayear.
TheregulationspermitstudentsfailingtheSecondPublicExamination(‘Finals’)tore-enterbut,unlesstheydosowithinthemaximumnumberoftermsspecifiedforthesubjectconcerned,theywillnotnormallybeeligibletoobtainHonours,unlesstheyobtainspecialpermissionfromEducationCommittee.
IfyouhavebeenclassifiedintheSecondPublicExamination,youmaynotre-takeyourFinalsinordertotrytoimproveyourresults.
Graduatestudentsontaughtcoursesarenormallyallowedtomakeasecondattemptatafailedexamination,inaccordancewiththeregulationsfortheparticularqualification.
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Youmaynotre-takeanassessmenttoimproveyourresults.
w www.admin.ox.ac.uk/examregs
8.5 Research studentsResearchstudentsareresponsibleforfindingoutthedeadlinesforthesubmissionofworkthroughouttheirstudy,includingthosefortransferandconfirmationofstatus,aswellasthefinalexamination.Youshouldconsultyoursupervisorsandcollegeadvisorstoensurethatthenecessaryadministrativeprocessesarecompletewellinadvanceofthesedeadlines.Theformsneededforacademicprogression(includingsuspensionofstudiesandwithdrawal)areavailableonline.
w www.ox.ac.uk/students/academic/guidance/graduate/progression
Researchstudentsarenotifiedinwritingoftheoutcomeoftheexaminationoftheirtheses,aftertheexaminers’reporthasbeenconsideredbyoronbehalfoftheresponsibleacademicbody.StudentswhoareunsuccessfulwhentheirthesesareexaminedwillbeadvisedindividuallyviatheDivisionalGraduateStudiesOfficeaboutanyconditionsunderwhichtheymayreviseandresubmittheirwork.
8.6 Academic appealsIfyouhaveanyconcernsaboutyourassessmentprocessoroutcome,discussthesefirstinformallywithyoursubjectorcollegetutor,SeniorTutor,coursedirector,directorofstudies,supervisor,orcollegeordepartmentaladministratorasappropriate.
Theywillbeabletoexplaintheassessmentprocessthatwasundertakenandmaybeabletoaddressyourconcerns.
Queriesmustnotberaiseddirectlywiththeexaminers.
IfyoustillhaveconcernsyoucanmakeaformalappealtotheProctors.Anacademicappealisanappealagainstthedecisionofanacademicbody(egboardsofexaminers,transferandconfirmationdecisionsetc).
Thereisnorightofappealovermattersofacademicjudgement.Academicjudgmentisexercisedwhenadecisionismadeaboutamatterwhereonlytheopinionofanacademicexpertissufficient.
Theonlygroundsforappealareifyoubelieveaprocedurehasnotbeenfollowedproperly,orthatanerrorhasbeenmade,ortherewasbiasinthedecision-makingprocess.TheProctorswillconsiderappealsundertheUniversityAcademicAppealsProcedure.
w www.ox.ac.uk/students/academic/complaints
w www.proctors.ox.ac.uk/complaintsandacademicappeals
w www.admin.ox.ac.uk/statutes/regulations/253-114.shtml
8.7 PlagiarismYoumustreadtheProctors’DisciplinaryRegulationsforUniversityExaminations,whichmakeclearthat:
● youmustindicatetotheexaminerswhenyouhavedrawnontheworkofothers,usingquotationmarksandreferencesinaccordancewiththeconventionsofyoursubjectarea
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● otherpeople’soriginalideasandmethodsshouldbeclearlydistinguishedfromyourown
● theuseofotherpeople’swords,illustrations,diagramsetcshouldbeclearlyindicatedregardlessofwhethertheyarecopiedexactly,paraphrasedoradapted
● materialyouhavepreviouslysubmittedforexamination,atthisUniversityorelsewhere,orpublished,cannotbere-used–includingbydrawingonitwithoutreferencingit,whichconstitutes‘autoplagiarism’–unlessspecificallypermittedinthespecialSubjectRegulations.
w www.ox.ac.uk/students/academic/complaints
Failuretoacknowledgeyoursourcesbyclearcitationandreferencingconstitutesplagiarism.TheUniversity’sdescriptionofplagiarismshouldbereadcarefully.ThatdescriptionincludesalinktotheUniversity’sonlinecourseaboutunderstandingwhatplagiarismis,andhowtoavoidit.
Youarestronglyadvisedtocompletethecourse.
w weblearn.ox.ac.uk/portal/hierarchy/skills/generic/avoidplag
TheUniversityreservestherighttousesoftwareapplicationstoscreensubmittedworkformatcheseithertopublishedsourcesortoothersubmittedwork.
Insomeexaminationsallcandidatesareaskedtosubmitelectroniccopiesofessays,
dissertationsetcforscreening.Anymatchesmightindicateplagiarismorcollusion.
Althoughyouareencouragedtouseelectronicresourcesinacademicwork,rememberthattheplagiarismregulationsapplytoonlinematerialandotherdigitalmaterialjustasmuchastheydotoprintedmaterial.
Guidanceabouttheuseofsourcematerialsandthepreparationofwrittenworkisgivenindepartments’literatureandisexplainedbytutorsandsupervisors.Ifyouareunclearabouthowtotakenotes,useweb-sourcedmaterialoracceptablepracticewhenwritingyourwork,pleaseaskforadvice.
IfexaminersbelievethatsubmittedmaterialmaybeplagiarisedtheywillreferthemattertotheProctors.TheProctorswillsuspendastudent’sexaminationwhiletheyfullyinvestigatesuchcases(thiscanincludeinterviewingthestudent).
Iftheyconsiderthatabreachofthedisciplinaryregulationshasoccurred,theProctorscanreferthemattertotheAcademicConductPanelortotheStudentDisciplinaryPanel(seesection10).Whereplagiarismisproven,itwillbedealtwithseverely:inthemostextremecases,thiscanresultinthestudent’scareeratOxfordbeingendedbyexpulsionfromtheUniversity.
w www.ox.ac.uk/students/academic/guidance/skills/plagiarism
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9 CONDUCT9.1 The University’s conduct regulationsUniversityconductregulationsareadditionaltoindividualcolleges’rulesandby-laws:studentswhohaveacollegemustthereforeobservetwoseparatesetsofdisciplinaryregulations.StudentsstudyingforawardsthatarealsoprofessionalqualificationsmayalsobeexpectedtoobservecodesofconductdrawnupbytheUniversityinconsultationwiththeexternalbodiesconcerned;yourdepartmentwillprovidedetailswhereappropriate.TheUniversityregulationscoveringstudentconductcomefromthreemainsources:
● Universitystatutes,particularlyStatuteXIonUniversitydiscipline
● regulations,issuedby:(i) Council(ii) theProctors,astheUniversity’s
disciplinaryofficers,includingemergencyregulationsforstudentconduct,publishedintheUniversityGazette,notifiedtoyoubyyourcollegeordepartmentandremaininginforceforasetperiod
(iii) theRulesCommittee(sixCongregationmembersandsixstudentmemberswhomeetannuallytoreviewandissueconductregulations)
(iv) theCuratorsoftheUniversityLibraries;and
(v) theITCommittee
● rulesonaccessanduse,madeandpublishedbypeopleorbodiesresponsibleformanagingUniversitylandandbuildings,oroperatingUniversityservicesandfacilities.
Youshouldconsultthestatutesandregulations,includingtheExaminationRegulationsandsubsequentformalamendmentspublishedintheGazette,forcomprehensivedetail.
w www.admin.ox.ac.uk/statutes/12-011.shtml
w www.ox.ac.uk/gazette
Studentswhointentionallyorrecklesslybreachregulations,orinciteorconspirewithotherstodoso,areliabletodisciplinaryaction.Section10ofthishandbookdescribestheProctors’powersandproceduresforenforcement,andstudents’rightsunderthoseprocedures.
9.2 General conductStatuteXIonUniversitydisciplinecontainsaCodeofDisciplineapplyingtoallUniversitymembersandstudentswhoarenotformallyUniversitymembers.ItsetsouttheactionsandformsofbehaviourthatareunacceptableintheUniversitycontext(ieonUniversityorcollegepremisesand/orinthecourseofUniversityactivityinanylocation,whetheracademic,sporting,social,culturalorother).
w www.admin.ox.ac.uk/statutes/352-051.shtml
Library and IT facilities
NostudentshallintentionallyorrecklesslycommitabreachofanyoftheregulationsrelatingtotheuseofthelibrariesortheinformationandcommunicationstechnologyfacilitiesoftheUniversity.InfringementofcopyrightthroughtheUniversityITnetwork,
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includingusingpeer-to-peersoftwareandfile-sharingtodownloadanddistributecopyrightedmaterial,canresultinafineorexclusionfromthenetwork.ITsecurityistakenveryseriously.AdviceaboutkeepingyourdevicesandyourUniversityITaccountsecureisavailableonline.
w www.ox.ac.uk/students/life/it/secure
Data Protection
Anyoneholdingorintendingtokeeppersonaldataofanykind(whetheronacomputerorinpaperrecords)onbehalfofaclub,societyorpublication,orforanyotherpurpose,isindividuallyresponsibleforcomplyingwiththeprovisionsoftherelevantdataprotectionlegislation.RegistrationwiththeProctorsdoesnotprovideanysortofblanketcoverundertheUniversity.Thislegislationimposesstrictconditionsonthecollection,storageanduseofpersonaldata(egaboutclubmembers,sponsors)andconfersrightsofaccessonthepeoplewhoarethesubjectsofsuchdata.Datacontrollersarerequiredtonotifytheiractivities:thereisaself-assessmentguidetonotificationontheInformationCommissioner’swebsite.
w www.ico.org.uk
Social Media
Socialmediacanbringenormousbenefitsandopportunitiestoanacademiccommunityincludingbyenablingglobalcommunicationandpromotinglivelyacademicdebate.TheUniversityencouragesstudentstousesocialmediaresponsiblyandtobeawareofthesometimesunexpectedandlong-termconsequencesofirresponsibleuse.
PostingoffensivecommentsorothercontentonsocialmediamaybeabreachoftheCodeofDisciplineandcouldresultindisciplinaryactionbytheProctors.Studentstakingcourseswhichresultinprofessionalqualificationsshouldusesocialmediainaccordancewiththestandardsofbehavioursetbytherelevantnationalprofessionalbody.
w www.proctors.ox.ac.uk/studentconduct/socialmediaguidance
Organising events
IfyouorganiseaneventonUniversityorOUSUpremises,oranywhereifitisUniversityfunded,affiliatedorbranded,youmustdosointhecontextoftheUniversity’sresponsibilitytosafeguardfreedomofspeechwithinthelawandthereforeinaccordancewiththerelevantcodeofpractice.Inparticular,youhavearesponsibilitytodecidewhethertonotifytheProctorsoftheeventincertaincircumstances.Details,includingwhenandhowtomakeanotification,areavailableontheProctors’Officewebsite:
w www.proctors.ox.ac.uk/meetingsandevents
Ifyouareconsideringorganisinganeventsuchasamarchorprocession,youwillneedtoconsiderwhetheritpassesthroughUniversitypremisesand,ifitdoes,theUniversity’scodeofpracticewillapply.Additionally,ifitcrossespubliclandorthoroughfares,thePublicOrderAct1986,Section11,requirestheorganisertogiveatleastsixdays’noticeinadvanceofthedate
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oftheeventtothepolice.Inpractice,itisadvisabletogivethepoliceasmuchnoticeaspossible:atleastfourweeks’minimum,intheinterestsofavoidingclashesbetweenyoureventandanothereventinOxfordonthesameday.
w www.thamesvalley.police.uk
Newspapers, magazines and websites
Youareremindedthat,whetherornotapublicationisformallyregisteredwiththeProctors,theindividualsinvolvedinitsproductionanddistributionarelegallyresponsibleforallthematerial.AnyoneintendingtosetuportakeoverapublicationisstronglyadvisedtoconsulttheProctors’Officeatanearlystage.
TheProctorsdonotcensorstudentmembers’publications.However,becausesuchpublicationsaresometimesthesubjectofcomplaints,theProctorsneedtobeawareoftheircontent.Thoseresponsibleforthedistributionofanyjournal,newspaperormagazineareaskedtosendacopytotheProctors’Officeonthedayofpublication.
Ifyouhelptoeditpublicationsintendedmainlyforotherstudentsorwriteforsuchpublications,youneedtobeawarethatyouractivitiesarecoveredbytheUniversity’sdisciplinaryregulationsandbyfurtherregulationsasreferencedin9.3below.
w www.proctors.ox.ac.uk/studentconduct
Essay-writing services
InaccordancewiththeCodeofDiscipline,noUniversitymemberisallowedtocontributetoessay-writingservices(whetherdirectlywiththerecipientorthroughcommercialcompanies)incircumstanceswheretheworkprovidedcouldbesubmittedbysomeoneelseinanyexaminationworldwide.StudentsbuyingorotherwiseobtainingmaterialtopassoffastheirowninUniversityexaminationswouldbeinbreachoftheProctors’DisciplinaryRegulationsforUniversityExaminationsandcanexpecttobethesubjectofdisciplinaryprocedures.
Criminal investigations and offences
UnderStatuteXI,ifastudentisthesubjectofcriminalproceedingsconcerninganallegedoffenceofsuchseriousnessthatanimmediatetermofimprisonmentmaybeimposedifheorsheisconvicted,orifheorshehasbeenconvictedofaseriousoffence(whetherornotaprisonsentencewasinfactimposed),thestudentisrequiredtoinformtheProctorsinwriting.TheProctorswillthenconsiderwhetheranyconsequentialactionneedstobetakenwithintheUniversity.
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9.3 Regulations of the Rules CommitteeRulesCommitteeregulationsconcerntheactivitiesandconductofstudentmembers.Theregulationssetoutrulescovering:clubs,societiesandpublications;defacementofpropertyandunauthorisedadvertisements;behaviourafterexaminations;overseasactivities;rowingontheriver.
w www.admin.ox.ac.uk/statutes/regulations/2-1016.shtml
9.4 Local rulesThoseresponsibleformanagingUniversitylandandbuildings,oroperatingUniversityservicesandfacilities,areempoweredtodrawupandpublishlocalrulesgoverningaccessanduse.Youareadvisedtofamiliariseyourselfwithanypublishedrules,forexampleasdisplayedonnoticeboardsinorattheentrancetobuildingsorpropertyorontheservice’swebsite.
Actionthreateningorcausingdamagetopropertyorinconveniencetootherusersmayleadtoexclusion.AnallegationofmisuseofUniversitypropertycontrarytolocalrulesmaybereferredtotheProctorsforinvestigationasapossibledisciplinaryoffenceunderStatuteXI.
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10 DISCIPLINARY PROCEDURES & RIGHTS10.1 Proctors’ powersStudentsatOxfordmaybesubjecttotwosetsofdisciplinaryregulations:theUniversity’sconductregulations(whichapplytoallstudents),and,forstudentswhohaveacollege,tothecollegerulesandby-lawsprovidedinyourcollegehandbookorequivalentdocument.
TheProctors’roleunderstatutesIXandXIincludesensuringthatUniversitystatutesandregulationsareobserved.Doingsoincludestakingstepsto:
● enforce,andpreventanybreachof,StatuteXI
● dealwithanycomplaintthataUniversitymemberhascommittedabreach
● identifythepersonresponsibleforanysuchbreach.
TheProctors’investigationsarecarriedoutunderproceduresdefinedinregulations.Lessseriousmattersmaybedecidedon,withthestudent’sagreement,ataProctors’DisciplinaryHearing(PDH)or,ifplagiarismisalleged,bytheAcademicConductPanel(ACP).MoreseriousmatterswillbedecidedonbytheUniversity’sStudentDisciplinaryPanel(SDP).
w www.ox.ac.uk/students/academic/conduct
w www.admin.ox.ac.uk/statutes/regulations/#disc
10.2 InvestigationAnallegedbreachoftheCodeofDisciplinemay,ifitisappropriatetodoso,beinvestigatedbytheProctors.
WheretheProctorsinvestigate,theywilldecidewhetherthereisacaseforthestudentorstudentsconcernedtoanswer.Forallegedbreachesinvolvingclubsorpublications,theProctorsmayholdallorsomeoftherelevantofficersresponsible.
TheProctorshavethepowertosummonanyUniversitymembertoappearbeforethemtoassistwiththeirenquiries.Theprocessofinvestigationandevidence-gatheringmayinvolveinterviewingthosethoughttobeinvolvedandpossiblewitnesses.AstudentunderinvestigationhastherighttobeinformedwhatbreachheorsheissuspectedofhavingcommittedandtobeaccompaniedbyamemberofCongregationduringanyinterview.Heorshehastherightnottoansweranyquestion(however,suchsilencewillbereportedinanysubsequentdisciplinaryhearing).
If,afterinvestigating,theProctorsdecidethatthereisnocasetoanswer,thestudent(s)willbeinformedinwritingandthematterwillbeclosed.If,however,theProctorsconsiderthatabreachhasoccurredandthatthestudent(s)responsiblehavebeenidentified,andthatitisfair,justandreasonabletodoso,theProctorswillthensendeachstudentnoticeofadisciplinaryhearing.
Thebodyresponsibleforadjudicatingdisciplinarycasesdiffersaccordingtothenatureandseriousnessoftheallegedbreach.
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Thestudentalwayshasthefollowingrights:
● toknowwhen,whereandinrelationtowhatStatuteorregulationheorsheisaccusedofcommittingabreach
● toknowtheevidenceagainsthimorher
● tobeaccompaniedorrepresentedathearingsorininterviews
● tocallwitnessesindefence
● toaskforanadjournment
● toappealorseekleavetoappealagainsttheoutcomeofproceedings.
10.3 Proctors’ Disciplinary Hearing (PDH)Unlessanallegedbreachinvolvesharassment,seriousinjurytoaperson,seriousdamagetoproperty,orasignificantelementofdishonestyorplagiarism,theProctorscanofferthestudentconcernedtheoptionofhavingthematterdealtwithataPDH,whichlimitsthepossibleoutcomestoafine(orfinepluscompensation)ofupto£300orawrittenwarningaboutfutureconduct.Itisnormallyamuchshorterprocess,andresolvedmuchmorequickly,thanreferraltotheStudentDisciplinaryPanel(SDP).
● Thestudentwillbeformallynotifiedwhatregulationsarethoughttohavebeenbreached,andwillbesentanoticetoattendaPDH(atwhichthestudentmaybeaccompaniedorrepresentedbyaCongregationmember)
● Atthehearing,theProctorspresenttheevidenceandthestudenthastherighttomakeadefenceagainsttheallegationsormayadmitthebreach(es)andpresent
evidencetoexplainthebehaviour
● EithertheProctorsorthestudentmaycallwitnessestoattend
● Pro-Proctorsmaypresidetoensurethatthosehearingthecasearedifferentfromthoseinvestigatingandpresentingit.
Ifafineorcompensationorderisnotpaid,theamountwillautomaticallybeincreasedaccordingtoascalesetoutintheRegulationsforFinesandCompensationimposedunderStatuteXI.Continuednon-paymentwillresultinthecasebeingreferredtotheSDP.ThereisarighttoappealtotheSDPagainsttheProctors’decisionand/orpenalty.
10.4 Academic Conduct Panel (ACP)
Role
TheACPhandlescertaincasesofallegedplagiarism,iewhere,iftheallegationisupheld,theoutcomewillnotbefailureoftheentiredegree/award,orexpulsion.AllothercasesarehandledbytheSDP.
Composition
InadditiontothecurrentProctors,themembersoftheACPareCouncilappointeesfromamongmembersofCongregation.AmeetingofthePanelwillbeconvenedbyoneoftheProctorsandinvolvetwootherACPmembers,oneofwhomwillhavesubjectexpertiserelevanttothestudent’scourseofstudybutwillnotbeacurrentexaminerforthecourse.
Procedure
IftheProctorsconsideracasereferred
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tothembyexaminerstobesuitablefordeterminationbytheACP,theywillgivethestudentconcernedthechoiceofhavingthecaseputtotheACPortheSDP.TheACPwillnormallyconsideracasewithinonemonthofreferral.
IfthestudentchoosestohavethecaseconsideredbytheACPhavingadmittedtothebreach,thestudentwillbegiventheoptionofhavingthepenaltyagreedbytheACPbycorrespondencewithnomeetingtakingplace.
Whereameetingtakesplace,thestudentwillreceivebeforehandacopyofallevidencecollectedbytheProctorsandalsowillhavetheopportunitytosubmitevidence.
Thestudentcanattendthemeetingandmaybeaccompaniedbyanotherperson,whoshouldusuallybeanotherstudentoramemberofUniversity,collegeorOUSUstaff.Ifthestudentisnotavailable,themeetingwillproceedunlesstheACPdecidesthatthestudent’sattendanceisrequired.
IftheACPupholdstheallegedbreach,itmaytakethefollowingactions:
● ifpracticable,excludefromassessmentanypartoftheworksubmittedthattheexaminersaresatisfiedisnotthestudent’sownwork
● directthatthestudentreceivesupportandtrainingrelatingtogoodacademicpractice
● reduceamarkawardedtoapieceofwork
● awardnomarktoapieceofwork,anddirectthatitberesubmittedand
thatthemarkfortheresubmittedworkbecapped
● awardnomarktoapieceofwork,anddirectthatitberesubmittedwithnocaponthemarkfortheresubmittedwork.
IftheACPbelievesthatfailurewouldbeappropriate,orthatthecaseistooserioustobeconsideredbytheACP,itwillreferthecasetotheSDP.
StudentsmayappealagainstanACPdecisionorpenaltywithin14daysofreceivingthewrittendecision.TheappealwillbeconsideredbytwoACPmembers(notincludingthecurrentProctors)whohavenopreviousconnectiontothecase.Theywillconsiderthewrittenappeal,theACP’sdecisionandthedocumentsthatwereavailabletotheACP.Theywillnotnormallymeetwiththestudent.
10.5 Student Disciplinary Panel (SDP)
Role
TheSDPhandles:
● casesofamoreseriousnature,referredtoitbytheProctorsorbytheACP
● appealsagainstPDHdecisions
● certainotherbusiness(egapplicationsandappealsinconnectionwithstudents’suspensionfromaccesstoUniversitypremisesandfacilities).
Composition
Thechairandvice-chairsoftheSDPareappointedbytheUniversity’sHighStewardfromamongCongregationmemberswhoarelegallyqualified.OtherSDPmembers,also
34
Congregationmembers,areappointedbyCouncil.TheSDPholdshearingsinterm-timeorvacationasnecessary.Ateachhearing,thechairoroneofthevice-chairswillsit,togetherwithtwootherSDPmembers(selectedtoensuretheirindependenceofthecollegesandacademicdepartmentsofthestudentsappearingbeforethem).
Procedure
TheProctorsmustnormallybringacasewithinsixmonthsoffirstinterviewingthestudentconcerned.AstudentreferredtotheSDPissentaformalnoticeofthebreachesofregulationsallegedandofthehearingtodealwiththecase.Beforethehearing,thestudentreceivesacopyofalltheevidencecollectedbytheProctorsandhastheopportunityalsotosubmitevidence.Thestudentmaychooseanypersontoaccompanyorrepresentthemduringthehearing.Witnessesmaybecalled.
IftheSDPfindsthatthestudenthascommittedthebreachesofregulationsalleged,itmayissueawrittenwarningaboutfutureconductortakeoneormoreofthefollowingactions:
● imposeafineofanamountitthinksfit
● orderthestudenttopaycompensationtoanypersonorbodysufferinginjury,damageorlossasaresultofhisorherconduct
● banthestudentfromspecifiedUniversitypremisesorfacilitiesforafixedperiodoftimeoronwhatevertermsitthinksfit
● rusticatethestudentforafixedperiodoftimeoronwhatevertermsitthinksfit
● expelthestudentfrommembershipoftheUniversity
● recommendtoCouncilthatthestudentbedeprivedofthedegreetowhichthedisciplinaryproceedingsrelate.
Inrelationtobreachesofexaminationregulations,theSDPmayalsoinstructtheexaminerstotakeoneormoreofthefollowingactions:
● reduceamarkawardedtoanypieceofwork
● awardnomarkto,ordisregard,anypieceofwork
● substituteanalternativemarkforanypieceofwork
● reducebyoneormoreclassesanydegreeclassification
● permitthestudenttore-sitanexaminationorre-submitapieceofworkonsuchconditionsasitthinksfit
● awardapassdegreeinsteadofanhonoursdegree
● failthestudentintheexaminationorpartoftheexaminationconcerned
● recommendtoCouncilthatthestudentshouldbede-graded(iehavethedegreetowhichtheproceedingsrelatetakenaway).
10.6 Student Appeal Panel (SAP)AstudentwhowishestocontestthefindingorpenaltyimposedbytheSDPhastherighttoaskforpermissiontoappealtotheSAP.
Thisbodyconsistsofthreepeoplewithlegalexperienceappointedfromoutside
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theUniversitybytheHighSteward.SAPmemberstakeitinturnstoconsiderapplicationsforpermissiontoappeal,andsubsequentlytoconductappealhearingsifnecessary.TheSAPmaybeassistedinindividualcasesbytwo‘assessors’(membersofCongregationappointedbytheHighSteward,whohaveknowledgeandexperienceofthepracticeandproceduresofthisUniversityrelevanttotheissuesraisedintheappeal).
TheSAP’spresidingmemberdecideswhethertograntthestudent’srequestforpermissiontoappeal.Inreachingadecision,theSAPwillconsidertheinformationsubmitted,includingtheevidenceonwhichtheSDPbaseditsdecisionsandanynewevidencethattheSAPagreestoconsider.Areasoneddecisionwillbegiven.
Ifpermissiontoappealisnotgranted,thatistheendoftheinternalUniversityprocess.
Ifpermissiontoappealisgranted,aSAPhearingwillbearranged.Attheendofthisprocess,theSAPwilldecidewhethertosetasideorconfirmthedecisionsoftheSDP(oritmaydecidetosubstituteadifferentpenaltyofthekindthattheSDPitselfcouldhaveimposed).
10.7 DefinitionsStatuteXIsetsoutthedefinitionsoftermsusedintheCodeofDisciplineandintheassociatedrulesandregulations.YoushouldtakecarefulnoteofthemeaningofthosetermsintheUniversity,asinsomecasestheydifferfromotherusesofthesameorsimilarterms,forexampleincriminallaw.
10.8 Criminal proceedingsIfastudentmemberisallegedtohavecommittedanactthatconstitutesabreachofsection2or3oftheCodeofDisciplineandforwhichthestudentwillbeorislikelytobeprosecutedinacourtoflaw,theProctorsshallnotproceedunlesstheyaresatisfiedeither:
● thatanycriminalproceedingsinrespectoftheallegedacthavebeencompleted,whetherbyconvictionoracquittalordiscontinuanceoftheproceedings,or
● thatthestudentisunlikelytobeprosecutedinacourtoflawinrespectoftheallegedact.
Thereareadditionalconsiderationswheretheconductcomplainedofwouldconstituteaseriouscriminaloffenceifprosecutedinthecriminalcourts,becauseoftheseriousnessoftheallegations.
w www.proctors.ox.ac.uk/studentconduct
Ifastudentmemberacquiresacriminalconvictionforanactofsuchseriousnessthatanimmediatetermofimprisonmentmaybeorhasbeenimposedonconviction,theProctorsmayreferthestudenttotheSDP(whichhaspowerstoexpelthestudentfromUniversitymembershiporimposealesserpenaltyorotherconditionsonthestudent).
Asaninterimstep,theProctorsmaysuspendthestudentwhilecriminalproceedingsaretakingplaceorbanthestudentfromaccesstospecifiedUniversityland,buildings,facilitiesorservices.Thereisarightofappealagainstsuchinterimaction.
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11 COMPLAINTS PROCEDURES11.1 College mattersIfyouhaveacomplaintaboutacollegematteryoushouldtakeitupwiththerelevantcollegeofficers.HelpandadviceisavailablefromyourcollegeDean,tutor,SeniorTutor,academicadministrator,JCR,MCRorOUSUrepresentative.Yourcollegewillhaveacomplaintsprocedure,whichisusuallyfoundinyourcollegehandbook.
TheProctorshavenojurisdictionovercollegecomplaintsandappeals,includingthequalityofteachingprovidedincollege,collections(internalcollegeexaminations),orthebehaviourofamemberofcollegestaff.IfyouareunsurewhethertheissueisacollegeoraUniversitymatter,youcanconsulttheProctors’Officecaseworkersinformally.
w www.proctors.ox.ac.uk
11.2 University mattersTheProctorswillconsidercomplaintsraisedbystudentsundertheUniversityStudentComplaintsProcedureinrelationtothefollowing:
● Universityadministrativeandsupportservices(includingdepartmentalfacilitiesandcentralfacilitiessuchaslibraries,counsellingetc)
● Universityacademicservicesandsupport(departmentalteaching,supervisionetc).
Theprocessallowsyoutopursueacomplaintasanindividualorasagroupofstudents.
Beforeyoumakeaformalcomplaintyoushouldtryandresolvethematterwiththe
personorbodyresponsible,forexample:
● Bodleian Libraries–contactthelocallibrarianoremail:
● Central University services–writetotheheadoftherespectivesection:w www.admin.ox.ac.uk/uassections
● Department facilities–contactthedepartmentaladministrator(contactdetailsgenerallyfoundonthedepartment’swebsiteand/oritshandbook)
● Teaching and supervision–ifyoufeelabletodoso,raiseanyconcernwiththememberofstaffdirectly.Ifnot,takeitupwithyourDirectorofUndergraduateStudiesoryourDirectorofGraduateStudiesasappropriate.Ifitinvolvesoneoftheseindividuals,youcanspeaktoyourheadofdepartmentorfaculty.AdviceandsupportareavailablefromOUSUorfromyourstudentcommonroom.YoucanalsocontacttheProctors’Officeandspeaktoacaseworker(inconfidenceandwithoutcommittingyourselftoanyaction)ifyouareconsideringmakingaformalcomplaint.
Wehopethattheinitialraisingofacomplaintwillbesuccessfulinresolvingtheproblem.If,however,youfeelthatithasn’tbeen,orthatthere’saseriousproblemthatneedstobelookedinto,thenyoucanmakeaformalcomplainttotheProctors.
w www.ox.ac.uk/students/academic/complaints
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11.3 Staff or student conduct AcomplaintaboutthebehaviourofamemberofstafforofanotherstudentmayberaisedwiththeDirectorofStudentWelfareandSupportServicesinaccordancewiththeUniversitypolicyandprocedureonharassment.
ComplaintsaboutotherbreachesoftheCodeofDisciplineshouldbereporteddirectlytotheProctors.
w www.ox.ac.uk/students/welfare/harassment
w www.proctors.ox.ac.uk/studentconduct
11.4 Public interest disclosure (whistle-blowing)ThePublicInterestDisclosureAct1999providesemployeeswithlegalprotectionagainstbeingdismissedorpenalisedasaresultofdisclosingcertainseriousconcerns(‘whistle-blowing’);suchconcernsmightincludecriminalactivity,dangertohealthandsafety,orprofessionalmalpractice.
TheUniversity’scodeofpracticeandprocedureundertheActalsoprovidesprotectionforstudentmemberswishingtoreportseriousconcerns.
w www.admin.ox.ac.uk/personnel/cops/pid
11.5 Research integrityAllUniversitymembersareexpectedtoobservethehigheststandardsintheconductofresearch.Theproceduresforreportingsuspectedresearchmisconduct
aredetailedintheCodeofPracticeandProcedureforAcademicIntegrityinResearch.
Priortomakinganyformalallegation,sourcesofadviceandsupportincludeotherresearchersandcolleagues,supervisors,mentors,SeniorTutors,Proctors,DirectorsofGraduateStudies,headsofdepartment,facultyordivision,ResearchEthicsCommittees,ResearchServices,orOxfordUniversityStudentsUnion(OUSU).
w www.admin.ox.ac.uk/personnel/cops/researchintegrity
11.6 Conflicts of InterestAllUniversitymembersarerequiredtorecogniseanddiscloseactivitiesthatmightgiveriseto–orbeperceivedtogiveriseto-conflictsofinterest,andtoensuretheyareproperlymanagedoravoided.Suchconflictscouldarisefrompersonalfinancialinterests,dutiestootherorganisations,orpersonalrelationships.
Researchstudentsshouldbeparticularlyawareoftheriskofconflictsarisingwhenengaginginexternalactivitysuchasinternationalprojectsandcollaborationswiththecommercialworld,researchanddevelopment,intellectualpropertylicensingandinvolvementin‘spinout’companies.
w www.admin.ox.ac.uk/researchsupport/integrity/conflict/policy
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11.7 Complaints about OUSUOUSUoperatesafullcomplaintsprocedure.
w ousu.org/your-union/governingdocuments
11.8 Office of the Independent AdjudicatorTheOfficeoftheIndependentAdjudicator(OIA)isanindependentbodywhoseroleistoreviewstudentcomplaints.TheOIAcanreviewcomplaintsabout:
● Academicappeals
● Factorsaffectingperformance
● Teaching,supervisionandfacilities
● Studentaccommodation
● Welfare
● Bullying,harassmentordiscrimination
● Placements
● Maladministration,proceduralirregularities,andunfairpractices
● Disciplinarymatters,includingplagiarism
● Fitnesstopractise.
Butcannotlookatcomplaintsabout:
● Admissions
● Academicjudgement
● Matterswheretherearecurrentlegalproceedings.
InordertoaccesstheOIAprocess,youmustbeacurrentorformerregisteredstudentoftheUniversityandmusthavefirstexhaustedalltheavailableinternalprocedures.
Toconfirmthatyourcasehasbeendealtwithinternally,youneedtoobtainaCompletionofProceduresletterfromthe
officethatinformedyouoftheoutcomeofyourcase.Thisshouldbeprovidedtoyoushortlyaftertheinternalproceduresarecompletedifyourcomplaintorappealisnotupheld.IfyourcomplaintisupheldbutyoustillwishtocomplaintotheOIA(egabouttheremedyoffered)youcanrequestaCompletionofProceduresletterfromtherelevantoffice.Youhaveamaximumof12monthsfromthedateofthatlettertoapplytotheOIA.
WheretheOIAfindsinfavourofastudent,itmayrecommendthattheUniversityshoulddosomething(eglookagainatacomplaintorpaycompensation)orrefrainfromdoingsomething.
w www.oiahe.org.uk
www.ox.ac.uk/students Student Information ExaminationsSchools,75–81HighStreet,Oxford,OX14BGt:+44(0)1865286223e:[email protected]’ Office UniversityOffices,WellingtonSquare,Oxford,OX12JDt:+44(0)1865270090e:[email protected]
ProducedbyUniversityofOxfordAcademicAdministrationDivisionCommunications
Photography:OxfordUniversityImages/JohnCairns;RobJudges;GurinderPunnandDavidWilliams
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