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THEPROCTORS’OFFICE

The University Student Handbook 2017/2018

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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 proctors.office@proctors.ox.ac.uk

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 student.information@admin.ox.ac.ukw

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 counselling@admin.ox.ac.ukw 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 jo@samaritans.orgw 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 disability@admin.ox.ac.ukw 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

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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:

e bodleys.librarian@bodleian.ox.ac.uk

● 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:student.information@admin.ox.ac.ukProctors’ Office UniversityOffices,WellingtonSquare,Oxford,OX12JDt:+44(0)1865270090e:proctors.office@proctors.ox.ac.ukwww.proctors.ox.ac.uk

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