From collections to cooking facilities, graduation to governance, the Wadham Student Handbook contains essential information for all our students. Students are expected to read and adhere to all information in this Handbook.
Whether you are a fresher or a returning student, I want to welcome you warmly to Wadham. This celebrated College is a tolerant, inclusive community with distinguished scholarship and learning at its heart. We expect you to study hard during your time with us and to take all the opportunities that Wadham will certainly offer as you broaden your knowledge and stretch your minds over the next years. Each one of you is here because we believe that you have the ability and the potential to benefit from the array of intellectual possibilities that the College offers to its undergraduate and graduate members.
As well as being a community of scholars, Wadham is a home to its students and a place that is full of activity and promise. You will make lifelong relationships here and we want everyone to enjoy a happy and a liberal environment where people are friends, treating each other, and the College itself, with respect. It is for that reason that this online handbook sets out some of the rules and conventions that govern life at Wadham. Their purpose is to provide a setting in which we may all live and work harmoniously together within these beautiful buildings and gardens.
General information for all students
The academic year is divided up into three 8-week terms at Oxford: Autumn term is called ‘Michaelmas term’, Spring term is known as ‘Hilary term’ and Summer term as ‘Trinity term’.
Weeks at Oxford begin on Sundays and are numbered from the start of each term. So the first week of term in October is commonly referred to as the first week of Michaelmas term (MT). By the same logic, Freshers’ week is known as ‘0th week’.
Start of term and when to return to College
Undergraduates must be in residence in time for meetings at 14:00 on the Thursday preceding the start of Full Term (commonly known as Thursday of 0th week). They should be available to sit collections, and to see tutors and out-tutors at any time from 14:00 to 19:15 on the Thursday, from 09:00 to 19:15 on the Friday, and if necessary from 09:00 to 19:15 on the Saturday. They must stay in residence until the Saturday on which Full Term ends.
Absence from College
If you intend to spend a night away from College, you must (for fire safety reasons, among others) sign out in the Lodge. Whether an undergraduate lives in College or out, absences from Oxford of two consecutive nights (not counting Saturday nights) must be approved by the relevant College Tutor. Longer absences require approval by the Tutor for Undergraduates, and permission will not normally be granted unless on medical grounds or in other exceptional circumstances.
To be admitted to a degree examination, full-time students need to have fulfilled the requirements to have spent at least 42 nights in Oxford during each of their University Terms.
Anyone living in College who wishes to move into their room before Wednesday of 0th week, or remain in their room after term has ended (from 9th week) must apply for vacation residence (see Domestic arrangements). Students who live out of College in Oxford for any part of the vacation must sign a list in the Lodge at the beginning and end of their period of residence. The College will not vouch for residence (for example, in support of a claim for a vacation grant) unless this procedure has been fulfilled.
You will be given access to a college email account, which you are expected to check at least once a day during term. If you are unable to attend a scheduled meeting or submit a requested piece of work, it is always best to contact your tutor/supervisor in advance.
If college staff/tutors are not able to establish contact with you over a reasonable period, there may be concern for your welfare. Tutors or staff will then attempt other forms of contact in order to establish your safety (or for urgent communication). Normally, a member of the administrative or welfare staff would phone the mobile number you have given in self-registration or in your University application. If there is no response after a reasonable number of attempts, or if there is a more immediate cause for concern, the College will endeavour to find out if you have been in contact with any other tutors, friends, or students living with you. Finally, if the College is concerned for your safety, whether by prolonged lack of communication, or lack of communication combined with other causes for concern (for example, reports of erratic behaviour prior to losing contact, or a significant mental health condition), the college may physically attempt to locate you. This may be by asking the college’s sub-deans, welfare team, or other members of staff to check your college or living out address. In extreme cases, and having failed to establish contact through these methods, the College may decide it needs to file a missing persons report with the police.
Emergency contact details and student confidentiality
The name and contact details of a person to be informed in case of emergency must be provided though Registration on ‘Student Self-Service’ before your arrival and must be updated as appropriate.
In most cases this is likely to be a parent or guardian, but it's entirely for you to decide. Please do keep in mind that distress might be caused to someone close to you if in an emergency we are not directed to contact the most obvious relative. The wishes of individuals will be respected with regard to limitations on informing nominated persons but, in extreme cases, the College reserves the right to exercise its own judgement.
The University or College will contact your emergency contacts only when it is justified to be in your best interests e.g. if you risk being a serious danger to yourself or someone else or suffering from a serious physical illness and you have been assessed as lacking capacity to make the decision. The decision to contact emergency contacts will be made by senior officers (e.g. Senior Tutor, Domestic Bursar, Welfare Dean, Warden), and you will normally be informed. Further guidance can be found in the University’s confidentiality policy.
Student Welfare and Confidentiality Policy
Updating your contact details
Students must ensure that they keep their contact details (address and telephone number) up-to-date on Student Self Service (http://www.ox.ac.uk/students/).
The Lodge keeps the home addresses of students and will forward mail on to these addresses in vacation periods. Please inform the Head Porter if you do not wish mail to be forwarded during the vacations.
Please ensure that you re-direct your mail when you graduate, although the College will forward mail to you for an initial period of up to three months. In particular, you are strongly advised to notify any financial institutions with which you have dealings e.g. bank, credit card company.
All students (whether new or continuing) will need to register with the University before beginning a new academic year.
Registration for new students:
The Registration process for new students is in two parts:
Online Registration: During late August, IT Services will email Fresher graduate and undergraduate students details of how to complete the University’s online registration. From 1st September all Freshers must complete online registration by logging in to Student Self-Service. By doing so, you will also be able to check and, if necessary, amend personal and academic records.
College Registration: You will need to have completed the online step before coming to register, and be formally enrolled, in person. When you come to register you will receive your University (‘Bod’) Card and other important information.
Registration for continuing students (including year abroad).
Students who are progressing to, repeating another year in the same programme of study, or who are studying or working for their year abroad must also re-register. A registration guide is available on the University website at www.ox.ac.uk/students/. Students returning in Michaelmas term must re-register between 1st September and 4pm on Friday of 1st week.
NB: Student Maintenance Loans will not be paid until you have completed the online registration.
Students returning from suspension
Students who are returning to their studies at other points in the academic year (i.e. from a period of suspension) should note the additional deadlines for registering:
Hilary Term: Opens on 01 January - Closes at 4pm Friday of 1st week
Trinity Term: Opens on 01 April - Closes at 4pm Friday of 1st week.
If a disability (whether a physical disability, a mental health condition or a specific learning difficulty) means that you have particular requirements, it is helpful for the College to know this as soon as possible so that it can support you, both academically and in terms of any domestic needs.
You are therefore encouraged to discuss any condition with the Senior Tutor, Domestic Bursar, your college advisor or the Academic Administrator (as Disability Coordinator), as appropriate. Whilst disclosure might be recommended, all officers will respect confidentiality as far as safety allows.
Alternative Examination Arrangements
It is important that all students who have received extra time in previous examinations, for example for dyslexia, advise the Academic Administrator (firstname.lastname@example.org) in their first term: an application has to be made for similar dispensation in any University examination.
Common Framework for supporting students with disabilities
Matriculation is the ceremony that marks a student’s formal admission to the University and will take place soon after your arrival.
If you need to attend a matriculation ceremony, further information will be sent to you nearer the time.
The required dress for matriculation is known as ‘sub fusc’. Information about the appropriate gown you will need to wear will be supplied to you nearer the time but you will also need to wear a mortar board or soft-cap, and your preferred items from the following list:
• Dark suit with dark socks, or
• Dark skirt with black tights or stockings, or
• Dark trousers with dark socks
Dark coat if required
Plain white collared shirt or blouse
White bow tie, black bow tie, black full-length tie, or black ribbon.
The Governing Body is made up of the Warden and Fellows. It has the ultimate responsibility for the governance of the College.
Warden and Fellows
The Warden is Head of the College and is responsible for overseeing its administration and development.
The Fellows of the College (with distinguished exceptions) are also members of the academic staff of the University. Those you will mainly come in contact with are College Tutors who are responsible for selecting students and ensuring that they receive proper tuition once admitted, and for monitoring their progress. But you will find that your tutors are there for more than just your tuition. Tutors live on a very difficult borderline: they will respect your privacy and are not ‘professionally’ interested in students’ private lives. But if you have a problem which you want for any reason to share, including problems with other members of the College, they are all willing to be a first port of call. College Lecturers supplement the work of Tutors and may deputize for a Tutor who is on leave. They may be Fellows of other colleges.
Key College Officers
College Officers are appointed to particular jobs. The great majority are Fellows with teaching responsibilities, although there are exceptions, such as the Bursars, the Senior Tutor and the Development Director. The student-related officers are as follows:
The Senior Tutor oversees academic appointments and the College teaching of undergraduates. Together with the Tutor for Undergraduates and Tutor for Graduates, the Senior Tutor’s functions cover the whole range of academic welfare. They are available to all students to give advice on any academic or personal concerns. The Senior Tutor is assisted by the Academic Administrator and other staff in the Academic Office. The Academic Office maintains academic records, as well as administering various grants, scholarships and prizes. The Academic Office is where you should take any questions relating to the academic, as opposed to the domestic side of your life. It is also where you should go to book a place on a graduation ceremony, to replace lost University cards, and to request any official letters you require.
The Tutor for Undergraduates is responsible for Wadham undergraduate students. With the help of the Academic Office, the Tutor for Undergraduates deals with student progress and academic monitoring, and may be consulted on academic or personal matters by any undergraduate.
The Tutor for Graduates is responsible for Wadham graduate students. With the help of the Academic Office, the Tutor for Graduates deals with admissions and changes of status, and may be consulted on academic or personal matters by any graduate.
The Domestic Bursar, the Accommodation Officer and the Conference and Events Manager, are responsible for the management of all matters relating to the non-academic side of College life. This includes the upkeep of buildings and services, major refurbishment and building projects, furnishing and allocating rooms, catering, housekeeping and all personnel matters relating to non-academic staff. With the assistance of the Accounts staff, the Domestic Bursar is responsible for the collection of payments for these services (Battels).
The Finance Bursar assisted by the College Accountant is responsible for the day-to-day financial affairs of the College including the calculation and collection of fees.
The Deans are responsible for various aspects of the day-to-day student life of the College and for liaison between students and the Governing Body. The College elects from amongst its Fellowship two Deans: the Welfare Dean and the Dean. Broadly speaking the terms of reference of the first Dean (email@example.com) cover strategic welfare matters, occasional case involvement, the convening of termly Welfare meetings, and associated welfare matters. The remit of the second Dean (firstname.lastname@example.org) covers social and domestic matters, in particular event organization, and disciplinary matters. This Dean has authority in matters of discipline concerning the behaviour of individuals or groups.
Both Deans are assisted by the College Welfare Advisor and by Sub-Deans, who are resident on-site in the College. A Sub-Dean is always on call in case of emergency or lesser problems disturbing the life of the College.
The Tutorial Board is a committee of the Warden and all Tutorial Fellows and College Officers, and is responsible to Governing Body for all the teaching functions of the College. Tutorial Board usually meets three times a term to make decisions or recommendations to Governing Body on a wide range of matters concerning students, such as academic work, welfare, and admissions. SU representatives are invited to unreserved sections of meetings.
Wadham is committed to fairness and equality. The College’s Equality Committee meets termly. It considers college policies and practices in relation to equality issues, e.g. with regard to race, disability, sexual orientation and religion. An annual action plan is agreed, results are monitored and recommendations implemented with student, staff and fellowship involvement. Members of the Committee welcome input from all members of the College; to provide such input please contact the Tutor for Equality and Diversity, the Tutor for Race or the Tutor for Women.
As well as the links between the MCR and the Tutor for Graduates, and between the SU and the Deans and Sub-Deans, there are formal committees made up of representatives of the MCR, SU and Governing Body. In addition, the Presidents of the MCR and SU, the Treasurer of the SU and one other SU member, attend the unreserved section of Governing Body meetings.
The official annual record is the Wadham College Gazette, distributed free to all members. As well as reports of academic achievements, articles, and contributions from old members, it includes accounts of student activities, such as entertainment, sport, and travel. Contributions concerning these, verbal or pictorial, are warmly encouraged.
Wadham's website contains information about all aspects of College life, from news and events to room bookings and accommodation queries. The news content is updated daily, and we hope that you will be checking the website regularly to keep abreast of all the exciting things happening in your College. Anyone interested in helping create website content (writing news stories, taking photographs, making short videos...) should get in touch with our Head of Communications and Website, email@example.com
The College Library is normally open twenty-four hours a day throughout the year. The magnetic lock on the entrance door is operated with your University card. The main library holdings are catalogued on the SOLO on-line catalogue, which also gives access to the holdings of other libraries around the University. Books may be borrowed for a fortnight in term or for the vacation. Before using the Library, you will need to attend an induction session with the Librarian, Tim Kirtley, or the Assistant Librarian, Francesca Heaney.
The Library offers wireless internet access, and provides desk space over three floors as well as an attractive mezzanine ‘beanbag’ seating area, and a separate discussion room for group study. The Library houses a working collection of undergraduate texts across all subject areas, including multiple copies of core texts and staff very much welcome new suggestions. An antiquarian book collection is also available to consult, by appointment.
Demand on books is high so please avoid taking out more than you are sure to use within a few days. Please return them immediately they are no longer needed and please make sure that you always renew any books that you do want to keep using. The Library operates an automated book security system at the library entrance that includes the use of CCTV, which helps to ensure that all books taken out of the Library are borrowed legitimately.
The Library also houses a specialist collection of Persian material comprising both books and manuscripts, for use by those with a legitimate interest in this area. If you would like to apply for access to this section, please complete the online application form on the Persian Studies Section area of the library's web page on the College website
Wadham has a range of IT facilities available for College members to use. Facilities include computers located in the SC19 College Computer Rooms (CCR), Dorothy Wadham Building, Merifield and the Graduate Centre. Information stored within the Documents folder of a user's accounts is backed up nightly and all computers have access to the University network and internet. The computers run Windows 10 and have common applications such as Office installed.
College members can use the site-wide wireless to gain access to the University network and internet. Eduroam is a University wide wireless service and details on how to connect your device can be found at IT Services.
Scanning, copying and printing facilities are available. Mono printing is charged at 6p for a single-sided sheet and 10p for duplex. Printers are located in the CCR, Merifield computer room, Dorothy Wadham Building, Graduate Centre and Library. The Library, Dorothy Wadham Building, and CCR photocopiers can print in colour and it costs 24p for a single sheet and 36p for duplex. Most of the photocopiers (Library, Dorothy Wadham Building, Graduate Centre and CCR) offer A3 printing which is twice the price of A4 printing. Each student is given £10 credit at the start of the academic year. Usage over this amount is charged to Battels on a termly basis. Printing can be sent to any of the photocopiers via the website https://printing.wadham.ox.ac.uk and you collect your print-offs by presenting your University card to the appropriate machine.
Access to computers is available 24 hours a day, 7 days a week. Personal computer accounts are accessed using your SSO or Nexus email credentials. As with the Library, entry is strictly controlled and requires a valid University card. All personal data stored on the College systems is automatically deleted two months after a user's University card expires.
A number of computers are available in the College Library which allows access to SOLO, the Oxford Library Online Catalogue.
College members can connect their personal computers to the Wadham Network. When connecting to the wired network all users must first register their device, agree to the College Acceptable Use Policy and undertake a scan to ensure that the device is compliant with IT security requirements: a fully supported operating system, the latest service pack and up-to-date antivirus software are installed.
Wadham IT will provide support for connecting personally owned computers to the network. Support for other issues is provided on a best efforts basis. It is imperative that users connecting to the network are proactive with regard to the security of their personally owned machines. This includes the regular installation of updates for both operating systems and antivirus software.
It is strictly prohibited to illegally download copyright material. If the University receives a copyright infringement notice for a College member this matter will be dealt with very seriously. The individual will have their remote access account disabled. They will need to prove that the offending material has been removed from their device. The University's £60 administrative charge will be passed to the offender. Once this is all complete the remote access account will be enabled. Repeat offenders will be referred to the Dean.
The College employs three full-time IT members of staff to provide support and assistance. Computing provisions are overseen by the IT Team with out-of-hour’s assistance from a Graduate Computing Assistant. IT staff are located on the ground floor of the Domestic Bursary and can be contacted on 77594, 77988 and 77995 during working hours, or by email to firstname.lastname@example.org.
Whilst broad in their range of knowledge, the college IT provisions is a supplement to facilities available from individual departments and IT Services.
The McCall MacBain Graduate Centre is a dedicated facility for Wadham’s graduate students. The Graduate Centre provides a modern, year-round, centrally-located study space to both taught and research students, and social space to which all MCR members are welcome.
The Graduate Centre is located in a Grade II listed building, formerly the Blackwell’s Music Shop. It can be accessed via the entrance building in the Back Quad. Enter the entrance building through the main doors and go across the bridge to the Graduate Centre. Alternatively, enter the entrance building and descend the stairs, or use the lift, to enter via the basement level (the quick access to the MCR). The stairs and lift in the entrance building also go to the second floor, to access the roof terrace garden, and top floor where a small seminar room is located (Tower Room). A key can be signed out from the Lodge to access the Tower Room via the lift.
(b) Eligible users
The Graduate Centre is open to all currently enrolled graduate students at Wadham College; this includes students enrolled on postgraduate certificate and diploma courses, as well as those on Masters courses and research degrees. Entry to the Centre is strictly controlled by a magnetic card lock on each level operated with a current, valid, University card. A University card must be carried at all times and must be shown when requested by a member of staff.
Eligible users are welcome to bring guests into the social areas, but guests are not permitted in the library. Children are not permitted in the Graduate Centre or on the roof terrace at any time for safety reasons.
(c) Opening hours
The Graduate Centre is normally open 24 hours a day, 7 days a week, throughout the year, except for a short period over Christmas and the New Year. There will be periods during the week when areas will need to be closed for a short time for cleaning.
The Graduate Centre has been “zoned” to provide a variety of spaces to meet the needs of graduates. It features 2 seminar rooms with LCD projectors, a reading room, a library with several networked computers and printer/photocopier, an MCR common room with a bar and more networked computers, an MCR kitchen, a media room with large TV and comfy seating, and a roof terrace garden. It is expected that graduates will respect the facilities and agreed rules of each room and that there will not be a need for active monitoring by staff. If users do experience problems with other users that they cannot resolve, the issue should be reported to the Lodge or Dean.
The Graduate Centre includes the Mok Reading Room and a library area whose desk spaces are set over two floors. Journal runs and specific named collections of monographs, such as the Michael Foot collection of books on modern political history, are stored behind locked grilles. Access to these items is by request to the library staff. A collection of art-house films on DVD and Bluray is also housed in the Mok Reading Room: a key to access these can be signed out from the Lodge (only by graduate students of Wadham). Please note that the DVDs should not be taken out of the Graduate Centre, but viewed in the Becker Media Room, which is adjacent to the DVD section.
The library and reading room are for quiet individual work on the networked computers or the user’s own laptop. Group work, chatting, discussions, and use of mobile phones are prohibited in these areas. No food or drink, except bottled water, is allowed on the tables by the College’s networked computers. The networked computers in the common room and library are intended for quick use such as collecting emails or quick Internet search. For longer term use, the College’s 24-hour Computer Rooms are suggested. The Graduate Centre has wired and wireless connectivity throughout.
The Graduate Centre’s two seminar rooms (Gillese-Badun Room and Tower Room) are part of the College’s public rooms. This means that these rooms will need to be booked in advance for activities such as seminars, revision, meetings, group projects, research interviews or presentation practice. The seminar rooms can also be used for graduate conferences and small social events. Rooms may not be used for entertainment without the prior permission of the Dean. The seminar rooms may be booked by external organisations out of term-time. For further details on how to book a public room, please see the 'College Facilities' page of the Handbook.
The MCR kitchen is equipped with a cooker, microwave, toaster, kettle, dishwasher and fridge/freezer. The kitchen door is a fire door and must remain closed at all times. Cooking must never be left unattended. Food and drink is permitted in the MCR social space and Becker Media Room. Users must clean up after themselves.
The bar is managed and operated by the MCR. It is very important that users abide by the conditions of the Premises License. The Domestic Bursar should be consulted for advice. Details on opening hours will be circulated by the MCR. For safety reasons, no alcohol is to be consumed in the Barbara Naylor Garden (roof terrace).
The Graduate Centre is supplied with a number of bins for collection of recyclable materials (paper, paper cups, aluminium and steel cans, plastic and glass bottles, plastic food containers). All users are encouraged to use these bins.
Smoking is not permitted in the Graduate Centre, including the lightwell, in the Barbara Naylor Garden or in the area immediately outside the Graduate Centre on Back Quad.
Although the Graduate Centre is equipped with closed circuit television (CCTV) in a number of areas, the cameras are not actively monitored by the Lodge and should not be relied upon to prevent theft of belongings. Users are advised not to leave valuables unattended at any time. A limited number of lockers are available in the Becker Media Room, MCR kitchen and the ground floor of the Mok Reading Room. The lockers are managed by the MCR.
(f) Health and Safety
Graduate Centre users are responsible for taking reasonable care of their own health and safety, to co-operate with staff on health and safety matters and not to interfere with anything provided to safeguard their health and safety. If users have any concerns about health and safety in the Graduate Centre, please report them to the Lodge.
(g) Staff Assistance
The Graduate Centre is not staffed, however if users need assistance there are two help lines, located in the common room and library, connected to the Lodge, which is staffed 24 hours a day. If dialling internally, the Lodge can be reached via telephone on 77900 for routine matters or on 77999 for emergencies. If dialling externally, the telephone numbers are 01865 277900 (routine matters) and 01865 277999 (emergencies). If a user is working in the Graduate Centre after midnight and there is no one else in the building, it is recommended to call the Lodge to let them know.
(h) Fire or Emergency Evacuation
In the event of the fire alarm sounding, users should leave the building by the nearest fire exits, which are sign-posted throughout the Graduate Centre, and should assemble outside the building as directed. Do not use the lift in the event of a fire. An emergency radio to contact the Lodge is located in a wooden box in the basement outside the lift.
The Domestic Bursar welcomes feedback from graduate students about any aspect of the Graduate Centre’s facilities.
Academic matters - Undergraduates
All students admitted to the College have been chosen in academic competition by the College Tutors in their subject, who will be involved in their teaching throughout the course. It is the start of a relationship much valued at Oxford.
All undergraduates are required to maintain a ‘satisfactory academic performance’ while on course.
This means that students will:
(i) Keep the residence requirements laid down by the University except where formal permission is obtained from the Senior Tutor in advance.
(ii) Pass the First Public Examination by, at least, the second attempt.
(iii) Attend all tutorials, classes, lectures and other required academic engagements, including practicals, except where permission is obtained, preferably in advance, from the tutor(s) concerned. In particular, students are expected to attend start-of-term and end-of-term meetings with their tutors (as required). If you are prevented from attendance by illness or other urgent cause, please tell your tutor as soon as possible (preferably in advance). Please note that these engagements and meetings may be held online.
(iv) Maintain open and honest communication with tutor(s), College Officers and College staff at all times.
(v) Produce all academic work with the regularity required by the tutor(s), except where permission is obtained, preferably in advance, from the tutor(s) concerned.
(vi) Sit one or more collections (College Examinations) at the beginning of each term, as required. These may be held virtually.
(vii) Produce work of a standard commensurate with their individual ability and circumstances and appropriate to the stage they have reached in their course. In most cases this will be of at least 2.1 standard and continued work of a low 2.2 standard, or below, may trigger the College’s academic monitoring procedures (see appendix 4).
Students are expected to recognize that they are engaged in full-time study, and other activities (sporting, social or work experience) should not be prioritised above academic work.
Further information can be found in the Undergraduate Study Guide.
Our formal terms are only eight weeks long, so you need to do substantial academic work on your own in each vacation according to your tutors’ guidance.
What else you do in the vacation is your own affair, so long as it has no detrimental effect on this academic work and on any vacation assignments set.
If you find that the financial pressure to do paid work in the vacations is preventing serious academic work, you should apply for help from the Loans & Grants Committee (see details below in Fees, charges, battels, grants and financial help) .
A conscientious commitment to academic work is expected throughout a student’s time here and is a condition of continued membership of the College.
Participation in an academic community, both at Wadham and at the University, is designed to enable students to fulfil their intellectual potential and, as such, students are admitted as active citizens who have both responsibilities and duties towards a shared goal. All students should therefore produce work of a standard appropriate to their particular level of academic ability and attend all tutorials and classes fully prepared. This means participating in tutorials to their full potential, as well as producing evidence of preparation and written work carried out before the tutorials and classes which their tutors consider to be completely satisfactory in both quality and quantity.
Any request to re-arrange a tutorial time can only be accommodated in exceptional circumstances, and at the discretion of individual tutors. Students are further reminded of the common courtesies expected of them in classes and lectures, and are asked that where they wish to use electronic or smart devices in classes for genuine academic purposes (e.g. note-taking) they request permission from the tutor beforehand.
Normally admission to Wadham indicates that a student is judged intellectually capable of securing a 2:1, or better, at the end of their course and, unless there are mitigating circumstances, this is the level of work to which all students should consistently aspire.
Progress is checked regularly, by tutors in weekly tutorials and termly examinations (‘collections’). You will be kept informed of how you are doing by your tutors throughout the term and, more formally, at end-of-term report meetings.
‘Collection’ is the term used for two distinct events: internal College examinations and a structured discussion with the Warden.
(i) An internal College examination
All undergraduates may be required to sit collections in the week before term. These examinations normally take place on the Friday and Saturday of that week and are usually set on the work covered during the previous term and/or vacation. Collections may be set at any other time if required as part of academic monitoring, or conditions for return from suspension.
Collections sat at the beginning of a term will be returned with marks and feedback as soon as possible in the term in which they are sat; in the case of those taking University examinations in that term this will be before the end of 2nd week. Where the return is going to be delayed until the later parts of term, tutors are expected to warn students of this.
(ii) A structured discussion with the Warden
The Warden meets every undergraduate at least once in each academic year for a structured discussion about academic issues and, more broadly, about College life.
If you have a problem affecting your academic work, you should take the earliest opportunity to talk it over.
In the first instance, it is best to discuss matters with the subject tutor concerned. If for any reason this is difficult, then there are other lines open for obtaining help and advice: the Senior Tutor, the Tutor for Undergraduates, the Welfare Dean, the Chaplain or the Welfare Advisor (see Health and Welfare below). Tutors well understand difficulties with work caused by ill health or personal problems, and will be willing to make reasonable adaptations accordingly. Wadham’s Chaplain is appointed in part for their ability to assist in this way, and their assistance is forthcoming irrespective of creed or its absence. However, you must realise that your degree depends on reaching a defined standard in University examinations, and this ultimate requirement cannot be reduced by tutors. If a student’s problems are too complex for the student and tutors to solve alone, the Tutor for Undergraduates may appoint an Academic Panel in order to formulate solutions.
If a student’s work or attendance is unsatisfactory on grounds not entirely covered by or other than those envisaged above, then the tutor will give an informal warning.
If a student’s work or attendance is unsatisfactory on grounds not entirely covered by or other than those envisaged above (see ‘Coping with problems’), then the tutor will bring this to their attention through informal discussion and by taking reasonable measures as they see fit.
If deficiencies are not then made good voluntarily, the College has more prescriptive procedures to attain the same goal. Resort to formal means of dealing with persistently inadequate work is rarely found to be necessary, but if a student’s academic performance is deemed to be inadequate, then this may trigger Stage Two of the Academic Monitoring Procedures.
Formal action starts with a report from the tutor(s) to the Tutor for Undergraduates. The Tutor for Undergraduates will usually be able to resolve the situation by meeting with the student, which may be virtual, and perhaps initiating a period of monitoring in the form of fortnightly reports from the student's tutors. Occasionally a student will be issued with a formal warning, or be required to appear before an Academic Panel (may be virtual). Anyone subject to such formal proceedings is issued with details of the procedure and of their obligations and rights (including the rights of appeal). For further information about the Academic Monitoring Procedures, please see appendix 4.
Occasionally, a problem with academic work may cause a student to feel unfairly treated or inadequately helped by a tutor. It is always best to talk this through with the person concerned, or, failing this, with another tutor in your subject. If, for any reason, neither recourse is possible, the Senior Tutor or the Tutor for Undergraduates is always willing to listen sympathetically and in confidence, and to advise or to mediate personally if this seems appropriate. This is part of their job. If a direct approach seems too daunting, an SU officer or the Chaplain may be in a position to offer support and may attend any meeting if you so wish, provided confidentiality can be safeguarded.
The College has five Study Advisors who are graduate students able to provide undergraduates with guidance on study skills. They organise regular workshops on particular issues such as time management or organising note-taking which are open to all students.
Each of the five Study Advisors covers a particular set of subjects and they are available to help students in-person and remotely. If you would like study support, please visit the Study Advice webpage.
The College takes a very serious view of plagiarism. While tutors recognise that it can take time to learn how properly to present the ideas of other authors, it will not tolerate such practices as the submission, as a student’s own work, of essays or other material from the internet, the purchase of material from other students, the unattributed copying of material from other students or from books or journals, or the representation of the work of others as one’s own.
Suspected cases of such practices will be referred to the Senior Tutor and the Tutor for Undergraduates and may lead to serious academic and/or other sanctions. Students should familiarise themselves with the University's guidance on plagiarism.
Undergraduates read for, to use the local terminology, a ‘First Public Examination’ (FPE) and, if successful, proceed to a ‘Final Honour School’ (FHS).
The courses and examinations are defined and organised by the appropriate faculties within the University, and set out in the University Examination Regulations available here: https://examregs.admin.ox.ac.uk/. Make sure you are familiar with all relevant parts of it. Note that changes are made from year to year and be sure to consult the version relevant to your 'start date'. In some subjects the regulations are supplemented by more detailed statements circulated to students by the appropriate Faculty.
Entering for University examinations
Several months before you are due to sit an exam you will be e-mailed by the University and asked to confirm which papers you will be sitting by completing an online form. Failure to respond to this request for information by the specified deadline will be penalised: at the least, a fine levied by the University, at worst, exclusion from the exams in question. In most cases, late applications for dispensations will not be considered by the University.
Illness affecting examinations
If your work before, or during, a University examination is affected by illness or other exceptional circumstance, the Senior Tutor or Academic Administrator should be informed immediately so that the examiners can be notified in good time. A medical certificate, signed by a College Doctor, is required.
The First Public Examination
This consists of either a Preliminary Examination (‘Prelims’) or Moderations (‘Mods’) or (in Medicine) the First BM Part 1, and for most subjects takes place at the end of the first year. All undergraduates (apart from those with Senior Status) are required to pass in order to stay in Oxford and go on to a Final Honour School (‘Schools’ or ‘Finals’). Failure is unusual, as befits our entrance standards; when it does happen it suggests severe difficulties with the course, and indicates that a student may not be suitable to continue. The student may therefore be advised informally that to remain here would be a pointless ordeal. It is sometimes possible then for tutors to help find a place for a fresh start at another university. In any event, students are advised to talk, in the first instance, to their tutors.
All those who have failed the First Public Examination have their cases considered by the Tutor for Undergraduates (or Senior Tutor in their stead). Normally one re-sit will be allowed to those who have failed the Examination. The Tutor for Undergraduates may also set conditions, including collections, beyond that of passing the re-sit. Students are invited to write to the Tutor for Undergraduates to explain their case and may appeal against any decision. Students are advised to consult the College’s Academic Monitoring Procedures for further information.
Final Honour Schools and other examinations
Most students sit a single set of final examinations at the end of their course. Some subjects, however, mainly in the Sciences, have split finals, and other intermediate examinations. An Academic Panel may be summoned to consider the cases of students who perform badly in (this would normally translate as having an average university standardized mark below 40), or fail, any of these University examinations in their second year, or in the third year of a four-year course.
Students who are considering withdrawing from their course, or who might wish to investigate the possibility of suspending their studies for a specified period of time should talk to their tutors and to the Tutor for Undergraduates at the first opportunity.
Suspension is normally agreed only on medical grounds, and after very careful consideration. Grounds for suspension may include ill-health, pregnancy, childcare commitments, or exceptional personal circumstances. The University rule is that candidates will not normally be admitted to its final examinations after the lapse of more than six extra terms. Students are advised to consult the College’s Guidelines on Suspension for further information.
Withdrawal from Examinations
Permission to withdraw from exams will only be given by the Senior Tutor in cases where there is immediate and urgent cause and students should not assume that permission to defer exams to a subsequent year will be granted. The College is not able to guarantee that accommodation will be available during the period of any deferred exams, nor would permission to return on-course (for revision etc.) prior to such exams be likely to be granted.
The College hopes that its students will talk freely to their tutors about their education.
Students are encouraged to say what parts of the course they have particularly enjoyed or have found difficult, for example, and to offer any suggestions they may have that will help a subject or an individual tutor provide better tuition for undergraduates in the future. To a large extent this happens best informally; however, if a student feels awkward about approaching a tutor directly, they may wish to talk, instead, to the Senior Tutor or the Tutor for Undergraduates.
The College also asks students to provide written feedback and self-assessment regularly during their course. If a student so chooses, comments on the feedback form will be passed to their tutor(s) only in an anonymized form. A student should bear in mind, however, that it may be easier for a tutor to find an effective way to act on these comments if students identify themselves, or if students raise the issues with their tutor(s) directly. The regular submission of self-assessment forms enhances the value of end-of-term report meetings with tutors, and aids a students’ academic development in general.
Students will receive an invitation via email to complete feedback and self-assessment questionnaires at regular points throughout their course. It is expected that students will fill in these feedback and self-assessment forms at least once a year.
Undergraduates are admitted specifically for a particular subject, but a request to change course may be considered.
For the College to agree, tuition must be available, and the tutors concerned must be satisfied that the applicant is sufficiently well qualified and strongly motivated to do well at the proposed subject. Changes are not usually permitted into courses for which the College does not admit students. Changes are usually not possible where a significant part of the new course, or a necessary University examination, has been missed, so a student considering a transfer should consult the relevant tutors at the earliest possible stage. If the First Public Examination in the student’s present subject is imminent, being allowed to change will normally depend on doing well in it.
The first rule if you are thinking of changing course is to act swiftly - the passage of time will only make it more difficult. Secondly, while an informal approach to a tutor in the subject to which you are thinking of moving is entirely appropriate, if you decide to apply to change subject, then you should write to the Senior Tutor with your request, and you should ensure that your present tutors are aware of your doing so. A decision on whether or not to approve the change will be noted by the Tutorial Board and will only be given with the approval of the tutors in the subject into which a student is moving, the tutors of the subject from which the student is moving, and the Senior Tutor.
Moving from 4-year to 3-year courses
A decision to take either a 3- or 4-year course, in subjects where the choice is possible on-course, is taken as unalterable after 4th week of the Michaelmas Term of the third year, except in extraordinary circumstances.
Wadham College offers a variety of scholarships as well as prizes to reward academic success. Further details on our Finance pages
Scholarships and Exhibitions
Scholarships are awarded on the basis of tutors' nominations in recognition of continuous work of a first-class standard, and for distinguished performance in the First Public Examination. Since Michaelmas Term 2015 the College has also made annual awards of Exhibitions for undergraduates. Students will be elected to Exhibitions, on tutors' nomination, on the basis of tutors' discernment of performance at an appropriately high level. Scholarships and Exhibitions are each held for one year only. Fresh nominations and elections are made each year. Full details of the College's policy on Scholarships and Exhibitions can be found in the Appendices to the Student Handbook.
College prizes – examination prizes
The College has a number of prizes which are awarded for outstanding performance in University Examinations:
• First Class in Finals (£100)
• First Class in MMath and MMath Joint Schools (£75)
• First Class or Distinction in Mods or Prelims (£75)
• Distinction in First BM Part II (£75)
In addition, the College also awards a number of named college prizes or examination results in certain subjects. These include:
- The Collington Prize for the best performance in Mods or Prelims in a science subject
• The Eshag Prize for the best performance in PPE Finals
• Ockenden Prizes for best FPE performances in German and Russian
• The Peter Carter Prize for best performance in FHS Law
• Rex Warner Prize in Classics for best FPE performance in Classics and related joint schools
• Derow Prize in Classics for best FHS performance in Classics and related joint schools
• Christina Howells Prize for best FHS performance in French and related joint schools
• Sukumar Prize for best final-year performance in Physics and related joint schools
• Corcoran Prize for best FPE performance in Maths and related joint schools
• Penrose Prize for best performance in second-year Maths and related joint school exams
• Woodhouse Prize for best performance in third or fourth-year Maths and related joint school exams
• Keith Dyke Prize for best performance in Part I exams for FHS in Molecular and Cellular Biochemistry
Cheney Prize for Essays in Arts and Social Sciences and College Prize for Essays in Sciences and Mathematics
The College awards these two prizes for written work of exceptional merit in either the Arts and Social Sciences or Sciences and Mathematics. For details of when and how to apply and the competition rules, please see College website.
Rex Warner Prize for Prose, Poetry and Translation
The Rex Warner Prize is awarded for any creative writing (prose or poetry) or translation. For details of when and how to apply and the competition rules, please see College website.
The Birkenhead Prize for skill in public debate
Students wishing to apply for Oxford SU Sabbatical positions are required to seek the consent of their College in advance of standing for election if they would be required to suspend for a year in order to take up the position (that is, finalists are normally exempt from this requirement).
The College recognises the important contribution that Oxford SU makes to the running of the University and is generally supportive of its students taking on positions of responsibility within the organisation. However, it also needs to be recognised that suspension of studies (for whatever reason) has the potential to disrupt a student’s academic progress, thus preventing them achieving their full potential. Given this, the College reserves the right to withhold its consent to students running for Oxford SU sabbatical offices in cases where this is felt appropriate.
Students seeking the College’s permission to stand for election should contact the Senior Tutor in the first instance, who will then liaise with the student’s tutors regarding whether consent should be granted. There will be, as a minimum, the following expectations of a student applying for an Oxford SU sabbatical role:
1) They should have a consistent record of ‘satisfactory academic performance’ as defined above
2) They should not be the subject of any ongoing or recent disciplinary matters, whether academic or non-academic
3) They should submit their request in good time, ideally at least two weeks before the deadline stipulated for the College to give its approval to the request
Students who suspend in order to take up an Oxford SU sabbatical position will be permitted to retain access to College facilities, and may be permitted to live in College-owned accommodation if it is available. If such accommodation is available it will not be offered at the subsidized rate offered to enrolled students, but at a rate which takes account of the salary offered by Oxford SU. Continued access to facilities whilst suspended is a privilege which the College may revoke if those holding Oxford SU sabbatical roles engage in behaviour which it deems is detrimental to students enrolled on course. Those holding Oxford SU sabbatical offices will otherwise be treated as other students who are suspended, and will not be entitled to the same forms of support (including financial support) which are available to students while they are on course.
Academic matters - Graduates
The University is primarily responsible for the provision of graduate education. If you are on a taught course, then your department or faculty will arrange your teaching. If you are a research student then your department or faculty will assign you a supervisor. The role of the College is to offer you academic or pastoral support during your studies.
A College Advisor, normally a Fellow in a similar subject area, is allocated to each graduate student to provide support in matters of personal welfare and academic progress. While prime academic responsibility lies with the University, and in particular with the Faculty or Department Supervisor, College Advisors can offer less specialised help which may sometimes be useful for just that reason. In the exceptional case where a student does not get on with a supervisor, the advisor can give guidance on how to deal with the situation and, if necessary, on how to go about requesting a change of supervisor.
Students should normally meet their advisors at least once a term to discuss the progress of their work. The advisor may take the opportunity to discuss the report which the supervisor writes each term for the Faculty/Department and which, together with student self-assessment returns, is available to both student and College Advisor online, via Graduate Supervision Reporting (more information available via Student Self-Service). The Warden or the Tutor for Graduates may also ask to see students from time to time to discuss progress.
Tutor for Graduates
The Tutor for Graduates and Senior Tutor are available (as are, of course, College Advisors) to discuss such matters as funding, or interpreting the often complex University regulations. When application forms (e.g. for transfer of status, submission of theses, etc.) need action by the College, these should be sent directly to the Graduate Administrator (email@example.com).
Graduate Supervision Reporting (GSR)
The online Graduate Supervision Reporting (GSR) system is used each term by supervisors to review, monitor and comment on their students’ academic progress and to assess skills and training needs. You are encouraged to submit a self-assessment report about your own academic progress via Student Self Service. The Wadham Academic Office will send you reminders about when the self-assessment reporting window opens.
Click here for details of academic-related grants, travel Grants and hardship support.
Continuation Fee: Colleges have collectively agreed that all graduates on course, but beyond fee liability, should be liable to a ‘continuation charge’ of £100 per term. Wadham has decided that all such students should be reimbursed this fee and therefore, for administrative simplicity, no invoice will be sent for the continuation fee, nor credit note issued for its reimbursement.
Students are responsible for ensuring that they enter themselves for their exams in a timely fashion.
Graduate Exam Entry (taught courses):
The courses and examinations are defined and organised by the appropriate faculties within the University, and set out in the University Examination Regulations. Make sure you are familiar with all relevant parts of the regulations for the relevant year of entry. In some subjects the regulations are supplemented by more detailed statements circulated to students by the appropriate Faculty.
Further information about the exam entry process is available on the University website. You are responsible yourself for filling in the online form - with complete accuracy - before the closing-date, and for informing the Academic Office of any special needs in good time. Late entries are penalised: at the least, a late entry fee levied by the University; at worst, exclusion from the examination.
Graduate Exam Entry (research courses):
Further information about the exam entry process for research degrees is available on the University website.
Illness affecting examinations
If your work before, or during, a University examination is affected by illness or other exceptional circumstance, the Senior Tutor or Academic Administrator should be informed immediately so that the examiners can be notified in good time. A medical certificate, signed by a College Doctor, is required in support of any application for consideration of mitigating circumstances on medical grounds.
The College and University take a very serious view of plagiarism.
While tutors recognise that it can take time to learn how properly to present the ideas of other authors, it will not tolerate such practices as the submission, as a student’s own work, of essays or other material from the internet, the purchase of material from other students, the unattributed copying of material from other students or from books or journals, or the representation of the work of others as one’s own. Suspected cases of such practices will be referred to Department/Faculty and may lead to serious academic and/or other sanctions. Students should familiarise themselves with the guidance provided by every faculty, setting out subject-appropriate advice, and with the University guidance on plagiarism.
Wadham College offers a variety of scholarships as well as prizes to reward academic success.
Exam Prizes: Prizes are awarded to students who gain a Distinction in University Examinations; currently £75 for a Distinction in one-year taught courses, and £100 for a Distinction in two-year taught courses.
Senior Scholarships (including Keeley and Eprime Eshag Senior Scholarships): These are awarded through an annual competition advertised to all current and incoming graduate students. Applications are judged on academic criteria and, for continuing students, on their contribution to the life of the College. Senior Scholarships are of one year’s duration. Each is currently worth £500 and carries some dining rights at High Table. For more information and to make an application see the College website.
Graduates moving from taught to research programmes (e.g. MSt, MSc, MPhil, to PRS/DPhil) count within the College’s overall graduate admissions quotas; for this reason we advise graduates to submit their applications in the earliest possible gathered field and, where this is not possible, to ensure that the Academic Office is informed of a firm intention to transfer as early in the academic year as possible. This minimises the risk of not being readmitted to Wadham due to full quotas. Please contact the Graduate Administrator (firstname.lastname@example.org) for further details.
Students on post-graduate taught courses will be invited to book onto a ceremony at the start of their final year, and those on a research course will be invited to register for a ceremony shortly after receiving formal leave to supplicate on completion of their degree. Once a place at a ceremony has been confirmed by the University, the College will contact students about practical arrangements. More about graduation can be found here.
Further guidance for current students
Students will be invited to book onto a ceremony at the start of their final year. Once this has been confirmed by the University, the College will contact students about practical arrangements. Further information about graduation.
If, by your final year, you wish to read for a higher degree or diploma at Oxford or elsewhere, you should first consult your tutors. The College is usually pleased to continue the membership of a Wadham student accepted by the University for postgraduate work here but is unable to reserve places for Wadham undergraduates, who are thus advised to apply early.
Admission to Oxford’s postgraduate courses is decided by the appropriate Faculty, Sub-Faculty, or Department committee, to which applications are forwarded by the Graduate Studies Office, Wellington Square. Applicants should inform the Academic Office of their intention if they wish to continue at Wadham.
If you matriculated in, or after, Michaelmas 2007, a transcript can be ordered from the University. On-course transcripts can be ordered from the same site (these will show your academic achievement to date but will not include a final classification).
Students matriculating prior to MT 2007 should use the order form from the College website or contact the Academic Office Administrator on email@example.com.
Wadham undergraduates are normally offered accommodation for the standard duration of their studies (ie three or four years), including two years on the main college site.
Wadham’s graduate accommodation is at Merifield or Lathbury Road in Summertown. A few rooms are allocated on the main site, predominantly for graduates with special requirements (i.e. mobility issues, medical conditions).
General accommodation matters are dealt with by the Accommodation & Events Officer, whose office is in Staircase 15 and the telephone number is (2)77969. All students are required to sign a UUK Code of Practice approved Licence Agreement and a sample copy can be found on the College website. The length of the Licence Agreement will vary depending on whether the Agreement refers to the main College Site, Merifield, Lathbury Road or Dorothy Wadham Building. All College Licence Agreements are subject to £200 deposit at the beginning of each academic year. We aim to refund accommodation deposits to battels within 28 days of the room being vacated and checked. Refund time may be a little longer if there is any damage/cleaning to be addressed. The deposit may be retained if students wish to license College accommodation in the next academic year.
College rooms are located in sections and blocks called ‘Staircases’. There are single study-bedrooms, single sets (two rooms), and double sets (two bedrooms with a shared study). It is College policy to charge the same rate irrespective of the type or size of room. All rooms are centrally heated in Michaelmas and Hilary Terms; no heating is supplied in Trinity Term. A few rooms are en suite. The charge for heat and light is included in accommodation charges, spread over three terms equally (battels). Students’ right of privacy is maintained wherever possible but the College reserves the right of access when necessary or appropriate. (Please refer to the Licence Agreement on the College website). Undergraduate rooms must be vacated promptly at the end of Michaelmas Term for use by Admissions candidates. Furthermore, some rooms (and all en suite rooms) are classified as ‘conference rooms’ and are required for bookings during the Easter and Summer Vacations and must therefore be vacated by 10am on the day of departure at the end of each term, unless sitting University examinations. If the room you have chosen or have been allocated is a conference designated room then this will be made clear in your Licence Agreement (see also Vacation Residence). Failure to vacate by the departure date and time will result in a charge at double vacation residence rates for the unapproved period.
In vacations all students, except graduates and undergraduates taking University Examinations, are expected to vacate their rooms and remove all belongings by 10.00 am on Saturday of 8th week.
An exception is made for estranged students, who would normally be able to remain resident in college-owned accommodation all year round; they may in some cases be asked to move room during the vacation.
Keys must be returned or students may be deemed to be still in residence and will be charged at the current conference rate. Students may apply to stay up during vacations, but, since accommodation is usually limited due to conference bookings which subsidise it, priority is given to students from overseas, finalists, and those for whom vacation residence is recommended for academic reasons. Following your last night of Vacation Residence, please vacate and clear your room by 10am.
Vacation Residence must still be applied for by all students as it is not automatic.
Although vacation residence is guaranteed for graduates and undergraduates undertaking examinations, applications are still required. A ‘Vacation Residence Charge’ is made for each night of occupation after Friday night of 8th Week and before Thursday of ‘0th Week (Wednesday before Michaelmas Term). Conference rates (at present £74.00 per night) will be charged for students who remain in residence without prior agreement. Rebates will not be available for periods away of less than 5 days. Rooms must also be cleared of all belongings for a rebate to be considered. Vacation residence is not normally available to finalists once their academic obligations are complete. They are required however to remain in College until the end of 8th Week unless permission to ‘go down’ is given by the Dean. Please refer to the financial section for information on Vacation Residence grants.
You are responsible for cleaning and looking after your room. Further details on cleaning arrangements are provided below. For obvious reasons, you may not move or remove College furniture, fixtures or fittings without permission. You must also obtain permission before bringing private furniture (including any large musical instrument such as a piano) into College.
Communal spaces are looked after by a ‘scout, usually a part time member of the Housekeeping team. They are required to report any damage, and those responsible will be charged on their battels for repairs, replacements, or exceptional cleaning; in extreme cases students may be denied further residence in College accommodation.
Nothing should be pinned or stuck to walls, woodwork or windows though pictures and posters may be hung from the picture-rail or pinned on the boards provided. Blu-tac, white-tac, pins, sellotape, double-sided tape, gummed paper or any other form of adhesive, nails or drawing pins must not be used on the walls of any room. Only drawing pins should be used to affix pictures and posters to notice boards as other sticky fixings may damage the surface.
College furniture and furnishings, including curtains and lampshades, must not be taken down, tied up or removed from rooms. Any changes to the layout of the furniture in the room should not lead to risks to College staff, for example when they are undertaking maintenance work or room inspections.
You are responsible for cleaning any spills on the carpets and/or upholstery. Cleaning materials for this purpose can be obtained from the Housekeeping Department or Lodge. The Housekeeping Department should be contacted as soon as possible if the spillage cannot be completely removed. Likewise, you are responsible for clearing up any mess in your room and/or communal areas arising from self-inflicted illness (i.e. over-indulgence).
At the end of term, please take down all decorations and completely clear your room of personal items and rubbish. Please help your scout by returning all furniture to the place where you found it when you arrived. No items should be left on window sills outside rooms for cooling or for other reasons. Smoking is prohibited in all rooms and balconies. Students who smoke in their rooms will incur an immediate fine from the Dean and an additional cleaning charge of £145 will also be levied.
Bicycles must not be stored in student rooms, nor should they be left in staircase entrances.
You are responsible for looking after your accommodation during your residency and will therefore be charged for any damages incurred during your stay.
Students are always shocked when charges are levied for badly kept rooms, so please read the list of charges below, and bear it in mind as you move into your room:
Cleaning per room £45 - £100
Smoke contamination cleaning £145 - £185
Wall repair and painting £25 - £150
Rubbish clearance £20 - £100
Disposal of large items £40-£150
Replacement of mattress protector £10
Damage to carpet £40 - £1,000
Replacement of bed base £150
Replacement of mattress £100 - £200
Replacement of complete bed £350
Damage to door £20 - £300
Damage to lock £50 - £250
Damage to window £50 - £300
Damage to curtains £100 - £200
Damage to wardrobe £150 - £500
Damage to table/desk £300 - £610
Damage to chest of drawers £100 - £525
Damage to bookcase £100 - £250
Replacement of chair £250 - £500
Replacement of desk lamp £25
If we cannot identify who has caused the damage in a communal area, e.g. kitchen or shared bathroom – all residents with access to the affected areas will be charged equally.
If you don’t agree with items you have been charge for, then you have a right of appeal. Please contact the Domestic Bursar setting out your appeal as soon as possible after the charged has been issued.
The Works Department is responsible for the routine maintenance and repair of the College buildings, employing carpenters, an electrician, a plumber, a painter and non-tradesmen. Where specialist maintenance or repair is required, approved contractors are used.
Students should report any faults or repairs required to the Works Department as soon as possible by completing a reporting form at the Lodge or e-mailing: firstname.lastname@example.org.
We aim to respond to emergency maintenance requests immediately during normal working hours (see below) otherwise within 1 hour of reporting the incident to the Lodge. We aim to respond to urgent maintenance requests within 2 working days and non-urgent requests within 5 working days. Generally we will endeavour to complete repairs as soon as practicable although non-urgent repairs may, where appropriate, be left to the next vacation period.
Safety or emergency defects should be drawn to the attention of the Duty Receptionist. Reported defects will be graded by the Maintenance Operations Manager as to the degree of urgency, e.g. emergency, urgent and non-urgent.
- Priority 1: Emergency repairs; to be completed within 24 hours. (Any repair required to avoid a danger to health, a risk to the safety of residents or serious damage to buildings or residents' belongings).
- Priority 2: Urgent repairs; to be completed within 5 days. (Repairs that materially affect the comfort or convenience of the residents).
- Priority 3: Non-urgent repairs; to be completed within 28 days or left to the vacations depending on the nature of the defect. (Any repairs not falling into the above categories).
Where possible planned maintenance is carried out in the vacations. If maintenance is required to take place in term time we endeavour, wherever possible, to give 5 days’ notice. Any complaints about defects not being rectified should be reported to the Maintenance Operations Manager in the first instance.
(Works Department hours: 0730-1700 Monday-Thursday, 0730-1630 Friday).
Students are expected to maintain their accommodation in a manner that prevents the occurrence of pests. Students should immediately report any signs of pests to the Head of Housekeeping or Lodge
Cleaning your College accommodation in 2022/23
We have adapted our cleaning services to maintain a clean and safe environment for residents and staff. We aim to follow the arrangements set out below.
Cleaning services we provide:
On the main site we will be responsible for:
- Cleaning and emptying waste and recycling bins in shared kitchens, bathrooms and toilets on weekdays.
- Emptying general waste and recycling bins left outside your bedroom door on weekdays. Residents are responsible for emptying their own food waste bin in the appropriate bin near the Savile Road Gate.
- Regularly cleaning all shared spaces, including all high touch surfaces. These spaces include staircases, corridors and all social spaces.
At Merifield we will be responsible for:
- Regularly cleaning shared spaces for all flats, including all high touch surfaces. These spaces include staircases, common room, laundry room and computer room.
- Providing a ‘top-up’ clean in flat kitchens and shared bathrooms around every two to three weeks. Residents will be responsible for regularly cleaning their kitchen/dining/living area, bathroom(s) and corridor, including removing all recyclable and general waste.
At Dorothy Wadham we will be responsible for:
- Regularly cleaning shared spaces for all cluster flats, including all high touch surfaces. These spaces include staircases, garden room, laundry room and computer room.
- Providing a ‘top-up’ clean in flat kitchens every two to three weeks. Residents will be responsible for regularly cleaning their kitchen/dining/living area and corridor, including removing all recyclable and general waste.
During cleaning times you will be politely asked to vacate these areas to give time and space to enable our staff to work effectively and safely.
On the main site you will be responsible for:
- Regularly cleaning your bedroom and en-suite (if you have one).
- Ensuring that you clean up after yourself when using a shared kitchen or bathroom. Washing up should be done straight away and not left in the kitchen as the housekeeping team cannot clean thoroughly.
- Recycling as much of your rubbish as possible. Please place your rubbish in the correct bins and leave them outside your room door on weekdays for collection by the housekeeping team.
- Emptying your own food waste bin in the appropriate bin near the Savile Road Gate.
You will be provided with access to cleaning products and equipment. Toilet paper and bin bags will also be provided.
At Merifield and Lathbury Road you will be responsible for:
- Regularly cleaning your bedroom.
- Ensuring that you clean up after yourself when you are using a shared kitchen and bathroom. Washing up and surfaces should be cleared straight away.
- Regularly cleaning your kitchen and communal bathroom on a rota with other members of your flat. The Residential Operations Manager will help residents to set up a weekly rota.
- Recycling as much of your rubbish as possible.
- Placing your waste and recycling in the appropriate external bins on site.
The housekeeping team will provide you with access to cleaning equipment (vacuum cleaner, brush, mop and bucket) and bin bags. Each flat will be responsible for providing their own cleaning products and toilet paper.
At Dorothy Wadham you will be responsible for:
- Cleaning your bedroom and en-suite every week.
- Ensuring that you clean up after yourself when you are using the flat kitchen. Washing up and surfaces should be cleared straight away.
- Regularly cleaning your kitchen on a rota with other members of your flat. The Residential Operations Manager will help residents to set up a weekly rota.
- Recycling as much of your rubbish as possible
- Placing your waste and recycling in the appropriate external bins on site.
The housekeeping team will provide you with access to cleaning equipment (vacuum cleaner, brush, mop and bucket) and bin bags. Each flat will be responsible for providing their own cleaning products and toilet paper.
We will check the level of cleanliness and hygiene in standard and en-suite bedrooms at least twice a term. At least 24 hours’ notice will be given of room inspections. If the condition of the bedroom falls below an acceptable level, for example there is a concern regarding health and safety, or the fixtures and fittings are deteriorating beyond fair wear and tear, we will ask you to improve this within a week. If there is no improvement after this time, we will arrange a date and time with you for a member of the housekeeping team to carry out a deep clean at a cost of £45. This cost will be added to your battels.
Communal spaces in flats at Merifield/Lathbury Road and Dorothy Wadham Building
We will check the level of cleanliness and hygiene in kitchens at least once a week. If the condition of the area falls below an acceptable level, for example there is a concern regarding health and safety, or the fixtures and fittings are deteriorating beyond fair wear and tear, we will ask you to improve this within 48 hours. If there is no improvement after this time, we will arrange a date and time for a member of the housekeeping team to carry out a deep clean at a cost of up to £30 per resident. This cost will be added to your battels.
The housekeeping team is available to clean your bedroom and en-suite (if you have one) if you have a need for this service due to a registered disability. This service will be funded by the College. Potential applicants and current students should contact the College’s Disability Coordinator in the first instance.
Requests or suggestions about rooms or flats and their contents should first be made to the Head of Housekeeping or Residential Operations Manager, who is responsible for informing the Domestic Bursar. In the event of delay, you should approach the Domestic Bursar directly.
The College has in place a Waste Management Policy which forms an integral part of our approach to preserving, wherever possible, natural resources. However, this policy can only work with your cooperation. We all have an obligation to play a part in minimising waste and recycling.
The College already recycles much of its waste and we are fully integrated into Oxford City Council’s recycling arrangements. The programme includes the co-mingled recycling of tins, cans, plastics and cardboard. The waste created by College is collected daily Monday-Friday and, where appropriate, it is sent for recycling.
Read the following instructions for recycling carefully and put materials in the appropriate Recycling Banks:
- As far as possible, make sure the material is clean before recycling it.
- Recycling Banks on the main site are located in the Graduate Centre, café, JCR and the Lodge.
- The main Recycling Centre is located in the area to the rear of the Bowra building which is accessible 24/7.
- The ordinary bin in your room is for General Waste – This is NOT Recycled.
- The GREEN PLASTIC bin in your room is ONLY for uncontaminated co-mingled waste paper, glass, cardboard, tin and plastic (including plastic bags). These items are recycled providing it is not contaminated, e.g. with food or liquid. Please keep glass separate.
- Food waste can be used as a renewable energy source. Please dispose of your food waste in the bin provided in your room or shared kitchen. You are responsible for regularly emptying and cleaning the bin. Information on where to empty the food waste bin will be provided when you arrive.
It is important not to contaminate recyclable waste with general waste, so that we recycle as much waste as possible.
Cooking in rooms is strictly forbidden because of the fire-risk, but you may make tea or coffee using a kettle. The kettle must not be left unattended when it is being used. There are kitchens on some staircases and these must be left clean and tidy. There is a ‘Safety Handling Guidelines’ folder in every kitchen which must be referred to. Kitchens must never be left unattended when cooking or using a kettle or a toaster. Students must not bring their own toasters into College. A toaster is provided in each kitchenette but toasters are NOT allowed in student rooms.
The following appliances are NOT permitted in student rooms: electric fires/heaters, boiling-rings, electric irons, fans, toasters, toasted sandwich makers, rice cookers, fairy lights, electric guitars, electric blankets or lava type lamps. This rule is necessary to prevent overloading of circuits and danger from unearthed appliances, faulty insulation, etc. All students’ electrical equipment must be new or have been PAT tested in the last 12 months by a competent person to ensure the equipment is safe. In particular the equipment should be (a) CE marked, (b) have sound mains lead and plug, (c) be correctly rated for fuses fitted for the appliance, and (d) not be used in a combination which overloads the electricity supply. All College-owned appliances are subject to testing by College staff but it is important that individuals carry out common sense visual checks for loose or worn wires etc. In cases of doubt the Works staff will test for safety on request. We expressly reserve the right to remove any personal electrical equipment believed to be dangerous or faulty. If a piece of personal electrical equipment is removed, a member of the Housekeeping Staff will leave a note and the item will be retained by the Head of Housekeeping until the end of term. Students are responsible for contacting the Head of Housekeeping to arrange to collect the equipment at the end of the term. Any items which have not been collected from the Head of Housekeeping after the end of term will be disposed of. Always follow the instructions provided on the use of electrical or gas equipment. All electrical leads and cables must be managed in such a way so as not to form a tripping hazard. NB. All appliances should be rated at 240v only and the correct amp fuse should be fitted.
One emergency telephone linked to the Lodge is provided in each staircase on the main site. You are advised to locate the emergency phone on arrival to enable you to use it quickly if required. Any nuisance calls should be reported to the Domestic Bursar as a matter of urgency, as most calls are traceable. A text phone for use by those with hearing impairments is available for use at the Lodge.
While every precaution is taken, there can be no guarantee that power supplies for computers will not be interrupted. It is best to save all important work on USB card and switch computers off when not in use and this also saves energy. Electrical leads and cables must be managed in such a way so as not to form a tripping hazard.
If you wish to bring a television into College you are responsible for acquiring your own personal TV Licence. It is important to note that watching or recording television programmes as they are being shown on TV – online, on a TV, or on any device, including a laptop, requires a TV Licence. In practice few students find a television appropriate to life in the University and there are televisions in the MCR and JCR with satellite and terrestrial facilities.
Minicool fridges are provided in each room free of charge. Students are responsible for ensuring that it is kept clean and hygienic, regularly defrosted and cleared of food at the end of every term. A charge will be made at the end of term for any fridges that aren’t. Any items of food left in fridges at the end of term will be disposed of. Students are not permitted to bring any type of fridge, freezer or drinks cooler into College.
Removal of belongings
All students are required to clear all personal belongings, including food, from their College room by 10 am at the end of term in accordance with their Licence Agreement, or the last day of their vacation residence if granted. If a vacation residence application involves a room move, please be packed and ready to move by 10am. The Housekeeper will inform you as soon as possible when the room you are moving into is ready. Any items left behind will be disposed of. A charge will be made if the room is not left in an acceptable condition, for example it is not clean, there is excessive rubbish or disposal of large items. Further details are provided in the section on Care and Appearance of Rooms above.
At the end of each term, we will prioritise our limited storage in the basement of Staircase 29 to overseas students (including Ireland and Channel Islands) and UK students in receipt of a bursary. If you meet the eligibility criteria and wish to apply for storage you should complete an online application form. The Domestic Bursar’s Office will send a link to the online form and provide details of the application deadline.
International students will be able to apply to store up to 6 boxes. Eligible UK students will be able to apply to store one box. After the application deadline the requests will be reviewed to see if there is any spare capacity in the store room. If there is capacity, a further e-mail will be sent to offer UK students living the furthest away from the College the opportunity to submit a request to store one box in the store room on a first-come-first-served basis.
Students allocated storage space will be sent an e-mail providing the opening dates and times for access to the basement store room on Staircase 29. Access at any other times is by arrangement with the Housekeeping Department, on 77916 or email: email@example.com. Store room keys are not available from the Lodge, access is only through the Housekeeping Department.
If you have NOT been allocated storage you are asked to make arrangements for your luggage during the vacation. You should not expect it to be stored by the College. DO NOT leave luggage or possessions outside Staircase 29 or anywhere else.
If you have permission to store your belongings in the store room, you must either gain access during the stipulated hours or contact the Housekeeping Department as above. Under no circumstances should boxes be left outside Staircase 29 stores. THE COLLEGE WILL NOT ACCEPT RESPONSIBILITY FOR ITEMS LEFT WITHOUT REGISTRATION. There will be a £20 charge per unregistered box and these items will be sent to commercial storage at student expense
Storage will not be accessible at weekends except for the final Saturday of term (end of 8th week) when stores will be open 7.30-10.00 am. Items may not be stored after 10 am on Saturday.
Boxes can be purchased from the Housekeeping Department at a cost of £4.50 each and will be charged to your battels. The boxes then become your property for future use and are not returnable. Boxes must not weigh in excess of 20kg; it is important that students are able to carry their own boxes to and from stores themselves. All storage items must be contained within the box, which should be sealed and labelled with your details. Do not expect more than the limit to be stored for you. You must make alternative arrangements if you have more than the allowed maximum. No futons, suitcases or other items can be accepted.
Receipts will be given for all boxes. These receipts must be produced on collection of boxes. Please arrange for all boxes to be collected at the start of term. Please contact the Housekeeping Department for opening dates and times for access to the student stores on Staircase 29 at the start of each term. Boxes should not be left in storage during term unless special arrangements have been made with the Head of Housekeeping. The College will be free to dispose of items left after graduation and/or the agreed collection time unless special arrangements have been made with the Head of Housekeeping.
It is important not to waste energy and everyone can help in energy saving. Please do not leave lights or computers switched on unless you really need them. Heaters are only permitted if provided by the College. Please also conserve water by taking showers rather than baths. For further useful information on energy saving click here.
All students supply and launder their own bed linen in the students’ laundry. You will need to provide your own duvet, pillows and bed linen. Mattress protectors are provided by College and must not be removed.
There are Laundry Rooms located in the basement of the Dr Lee Shau Kee Building and at Merifield and Dorothy Wadham. These contain card-operated washing-machines, dryers, irons and ironing-tables. Laundry left to dry should not be left longer than necessary. There is a payment facility to use the machines on the main site using a bank card or Apple Pay.
There is one double guest room available which may be booked through the Lodge for up to three days at a time; a charge is payable at the time of booking. The Guest Room must be vacated by 10am on the day of departure. Failure to leave at this time will incur an extra day’s charge. Refunds will only be made if three days’ notice of cancellation is given.
Breakfast and lunch are normally served in the New Refectory. Dinner is normally served in Hall, with a self-service dinner in the New Refectory. Meals can be purchased during the week before term starts (‘0th Week’) and during the week after the end of term (‘9th Week’).
Please note there are two sittings for dinner, Monday to Friday. The first sitting, from 18.15 to 18.45, is served in the New Refectory and the second sitting, at 19.15, is served in the Hall. The number of dinners served in the first sitting is limited and varies each night according to the total number of students signed on for dinner. This variation occurs as the College system is to automatically cater for 130 dinners to be served in the second sitting to continue the College’s long-standing dining tradition in its historic Hall. Students are encouraged to dine at the second sitting as much as possible.
Meal Booking System
This system only applies during Michaelmas and Hilary terms. There is no limit to the number of dinners served in the first sitting during Trinity term. Please feel free to address any queries on this system with the Head Butler by contacting firstname.lastname@example.org. Graduates can purchase lunches for part of the vacations in the SCR. Notices regarding vacation meals are promulgated at the appropriate times.
Students who live on the main College site are automatically booked in for dinner. To change your booking or to book in guests, visit the Meal Booking System at online.wadham.ox.ac.uk 10am on the day. Dietary requests must be booked online.
Meal times are as follows (subject to occasional small changes notified by email):
Breakfast 0815-0900 Monday to Friday (cooked) (New Refectory)
Brunch 1100-1300 Saturday and Sunday (New Refectory)
Lunch 1230-1325 Monday to Friday (New Refectory)
Dinner 1815-1845 Monday to Friday (New Refectory)
1900 for 1915 start Monday to Friday (Hall)
Any comments about meals should be made to the person in charge of the Hall or Refectory; all complaints about meals should be made immediately. These are recorded and where possible, a replacement meal provided. There is a Food Committee, chaired by the Domestic Bursar, which meets regularly in term. There is also a Sustainability Food Working Group, chaired by the Deputy Domestic Bursar. Elected representatives of the SU attend the Committees together with key catering staff.
Food Allergy and Intolerance. If you suffer from a food allergy, it is most important that input this information on the Meal Booking System and that you make yourself known to the person in charge of Hall or Refectory or the Head Chef (email@example.com). Do not be tempted to risk selecting from the menu and so put yourself at risk.
Vegetarian and vegan meals
A vegetarian and vegan alternative is supplied for lunch and dinner. If you require a vegetarian option at dinner then this must be booked in advance on-line.
Payment for meals
Breakfast, Brunch and Lunch are paid for on your Bod card, swiped at the till. Your Bod card will be pre-credited at the beginning of Michaelmas Term with £100 for those living-in on the main site or £50 for those living-out. This charge will be added to your battels account. Cards can be re-charged at the Accounts Office or topped-up on line. Dinners from Monday to Friday in term are pre-paid on battels at the beginning of each term. So long as they are signed off on-line by 1000 on the day concerned, dinners (Monday to Friday) not taken will be credited on the following term’s battels.
Students living out or at Merifield and Dorothy Wadham must sign in on-line for dinner by 1000 on the day concerned. For those not pre-charged for dinner the amount will be taken off your EPOS account. Please note that you must present your Bod card at ALL meals otherwise you will not be given a meal. In the event of losing your Bod card see section below ‘Lost Cards’.
Up to three guests may be brought into dinner on any evening. You will need to book guests in on-line by 1000 on the day concerned. At least once a term there is a guest night, at which a special dinner is served. Up to two guests may be brought into dinner for guest nights. These charges are not refundable. Please ensure that you enter any dietary requirements for your guests into the Meal Booking System.
Dining in College
Meal times and costs can be found here.
Opening times: Normally Wednesday, Friday and Saturday: 19.30-22.30 during term-time. There may be occasions when the bar cannot be open.
A ‘Cashless Bar’ facility using a bank card is in use in the JCR Bar. Cash cannot be accepted.
Lost, stolen or damaged University cards must be reported to the Academic Office immediately.
A replacement will be ordered, which can be collected from the Academic Office; you will receive email notification once the new card is ready for collection.
In cases where a University Card has been lost, the University Card Office charges a £15 flat rate replacement fee. Lost cards must be reported to the Academic Office first and then payment needs to be made by the card holder through the Oxford On-line Store. On receipt of payment the Card Office will issue a replacement card as usual. Any card that needs to be renewed or replaced due to faults or other inadvertent damage, or to change of personal circumstances, will not incur the replacement fee; cardholders who provide a crime reference number for a stolen card will not be required to pay for a replacement card either.
Once a card is reported as lost, the barcode will be stopped and changed. Should the original card be found, it will no longer be usable.
Fees, charges, battels, grants and financial help
Information on fees and charges is sent individually to every first-year student.
For full details of fees and funding at the University of Oxford please refer to the University web site here. For information on Student Finance and UK Government loans please click here.
Most Home/RoI students completing their first degree, are entitled to take out a Tuition Fee Loan, up to the full value of the fee rate for the given academic year. The student loan company makes payment directly to the University to cover the cost of Tuition Fees (www.gov.uk/student-finance). If you chose to pay the fee yourself, your Tuition Fee will appear on the Fees Invoice you receive from the College.
Please note that EU students commencing from 2021 will pay the ‘Overseas’ fees rate, and will no longer be eligible for a government loan. These changes will not apply to Irish nationals living in the UK or Republic of Ireland, who will continue to be charged fees at the 'Home' rate for the duration of their course. See further details on these changes here.
All fee accounts should be settled by the first day of the term in which they are due. Interest on outstanding accounts may be charged at the rate of 0.5% per week. If for any reason your fees are not paid on time, you should arrange to see the Finance Bursar. Where a student has outstanding fees and battels, the College reserves the right to allocate payments received to outstanding battels ahead of outstanding fees.
Renewal of fees provision
Undergraduate fees are payable annually in advance or on arrival in residence and students are strongly advised to apply to their funding body well in advance.
If, for lack of an application or any other reason, no confirmation has been received from a funding body that it will pay your fees, you will be deemed a ‘self-payer’, and therefore personally liable for the payment of your University Fees. If you do not intend to apply for fees support please contact us the finance office well in advance of the academic year as you will be required to provide financial information.
Battels are sent out at the beginning of each term. They contain items relating to board and lodging charges.
They must be settled no later than the end of the first week of term and by the end of second week in Trinity Term. After that, interest will be charged on the overdue balance at 0.5% per week. Where a student has outstanding fees and battels, the College reserves the right to allocate payments received to outstanding battels ahead of outstanding fees.
Payments should be made by bank transfer or online. In exceptional circumstances payments may be made in cash, by cheque, or debit card. No charge is made for payments by debit card. (Please note, payment by credit card is not accepted).
Students who have not settled their bill by the end of term may not be allowed to return into residence until the debt has been paid, and future rights to College accommodation may be restricted. If for any reason you cannot pay on time, you should arrange to see the Domestic Bursar as soon as possible. All queries about fees and battels should in the first instance be addressed to the Accounts Office firstname.lastname@example.org (Tel: 01865 277556).
Further details can be found in the Undergraduate and Graduate Finance Guides
The Students’ Union levies certain optional charges on junior members for charitable purposes, such as the Foreign Student Scholarship Scheme and the External Charities Fund. Although these charges are debited on battels, the Accounts Office acts merely as a collecting-agent, and those wishing to opt out should inform the Accounts Office. Explanatory notes are circulated at the start of each Michaelmas Term and any queries or complaints about these charges should be addressed to the SU President.
The cost of living out
In recent years it has become more expensive to live out of College than to live in. Because of the high cost of lodgings in Oxford, you will probably need to save money in advance of living out.If you get into debt in your first year, you may face severe difficulties in your second and subsequent years.
Undergraduates staying in College rooms on a term-time only contract are eligible to apply for a vacation residence grant when they apply to stay in College accommodation for academic reasons during the vacations.
This does not apply to students living in Merifield, Lathbury road or Iffley Road, nor to students who have booked the Full Vacation Licence.
When applying for College Grants such as Living Out Grant and Vacation Residence Grant, it is helpful to let Accounts have your bank account details.
This will enable repayments to be made by BACS directly to your bank account. Otherwise, a cheque will be raised. Please email directly to the Senior Bursary Clerk, email@example.com, giving your sort code number and account number.
Academic-related grants are available from a number of College funds to help with course-related expenses (e.g. books & equipment, field trips, conference attendance, thesis printing and binding). Please follow the links below for full details of the funds available and how to apply.
Undergraduate academic-related support
Students in financial difficulties should seek advice from the Finance Bursar in the first instance - firstname.lastname@example.org, tel. +44(0)1865 277966.
The College recognises that estranged and care experienced students may face particular financial challenges and will seek to support them where possible; we would strongly encourage you to contact the Finance Bursar if you feel this is likely to apply to you.
If you find yourself in financial difficulty, always check first that you have applied to all government funds for which you may be eligible – check details and links relevant to graduates and undergraduates on the University Hardship Funding web page (section 1):
Once you are sure that you are receiving all the government funding for which you are eligible, you may then apply to Wadham’s Student Support Fund. Please note that support from this fund is only available in cases of unforeseen financial hardship, e.g. a parent becoming unemployed or losing income due to illness. Normally students will be encouraged to apply for University and College support in parallel (the University form may be used for both).
You can find the form by clicking the relevant link below and scrolling down to the section titled ‘Hardship Support’:
The College recognises that many students will take up paid employment in the vacations, although undergraduates should see the 'What is expected of you' heading of the Academic matters - Undergraduates section of the Student Handbook (above).
Students taking paid employment during term-time may find that working even limited hours may have an adverse affect on academic performance, and are encouraged to talk to their tutors or College advisor before accepting such employment.
Full-time graduate students should generally regard their studies as a full-time occupation of at least 40 hours per week, and should normally be available for academic commitments during core working hours (i.e. 9 am to 5 pm on weekdays). Graduate students on taught courses should regard this as applying to term-time study whilst for students on research courses it applies year-round. The University therefore recommends that full-time graduate students on a taught course (such as a Master’s) do not undertake more than 8 hours’ paid work each week whilst studying. Students on research courses (such as a DPhil) are advised that any paid work should still allow them to spend at least 40 hours per week for a minimum 44 weeks of the year on their studies.
Any student who feels it financially necessary to take up paid employment in term-time might also find it helpful to discuss their situation with the Finance Bursar. Similarly, if you find that financial pressure to do paid work in the vacations (particularly the Christmas and Easter vacations) is preventing serious academic work, you should consider applying for help from Wadham’s Student Support Fund.
Appointments with the Finance Bursar may be arranged by contacting their PA (FBSec@wadham.ox.ac.uk).
Health, safety and welfare
In order to protect our community’s health and support our collective wellbeing, each student is expected to abide by the following rules:
- to abide by all national public health regulations brought in to stop the spread of COVID-19. Students are also expected to follow the University and/or College’s specific guidance on health measures, together with local public health guidance as relevant for the circumstances they are in.
- to understand that COVID-19 is a public health issue and cooperate fully with University, colleges and public health authorities, including participating fully in any contact tracing as requested.
- to practise effective hygiene methods to limit contact transmission, including regular thorough handwashing with soap, the use of hand sanitisers as requested, the wiping down of surfaces and the correct wearing and disposal/washing of face coverings if required.
- if living in college/University accommodation, to follow college/University guidelines on how they may live and share communal spaces with other College members of. If living in a private household students are expected to follow the relevant Government/Public Health England guidance.
- to show respect and consideration for the collegiate University and wider Oxford community. Students will follow all rules and signage about expected behaviour for the space they are in when interacting with anyone outside their household, whether in college, University premises, on public transport or elsewhere in the city.
- to adhere to the any University or Government rules on wearing face covering that may be put in place, which may include the requirement for face coverings to be worn for in-person teaching indoors and in any shared indoor spaces.
- to take responsibility for ensuring that any guests adhere to these same standards of behaviour in University, college or other spaces.
Breaches of any of these rules, which are in place to ensure the safety of students, College staff and the wider community, may be treated by the College as a disciplinary matter.
The College Doctors, Dr Jayne Haynes and Dr Richard Silvester, are members of the practice at 19 Beaumont Street (tel. 240501).
It is compulsory for all full-time students to register with a doctor in Oxford; we advise students to register with the practice at 19 Beaumont Street but students who choose to register with a different practice should inform the Academic Office of this. Students from overseas who are in the UK for less than six months are not eligible for free treatment under the National Health Service and should take out insurance against the cost of medical treatment.
The College Nurse, Carolyn Ruhle, is available in a room near the Okinaga Room during term from Mondays to Fridays. (Monday 10.30-1pm; Tuesday 10.30-12.30; Wednesday 10.30-12.30; Thursday 12.30-3pm; Friday 12.30-3pm). The nurse can give general advice on health matters and will see anyone who is unwell or needs treatment. In an emergency, you may contact the nurse (and/or the College Doctor) via the Lodge or by email (email@example.com).
In the event of a flu pandemic, all students are required to have an emergency pack containing supplies of essential items such as paracetamol, tissues, anti-bacterial wipes and a thermometer. The College, in collaboration with the University, has a flu pandemic plan in place.
You are strongly advised to remain registered with your home dentist. However, students may use ‘Studental’ at Brookes University www.studental.co.uk (01865 484608). This is an NHS service available to undergraduates and graduates, but please note there is a charge for NHS Dentistry. Temple Street Dental Practice (01865 922111) also see NHS patients.
The Welfare Advisor provides individual welfare support to students and assists in co-ordinating welfare provision within the College. The Welfare Advisor will be available for confidential meetings and you can arrange an appointment over email (firstname.lastname@example.org).
The Chaplain provides a confidential listening ear on any matter, and is available for the pastoral care of all members of College regardless of their religious affiliation. (The Chaplain’s room is 3.1, tel. 2-77905 or email email@example.com).
The Welfare Dean is elected from amongst the Fellowship of the College to support the broader welfare team and, in consultation with other concerned college officers, take the lead in formulating student welfare policy and addressing individual cases of difficulty. They are also designated as the College’s Child Protection Officer, and responsible for the College’s Code of Practice on Protection of Children and Vulnerable Adults.
The Peer Supporters are students at Wadham who are trained by the University Counselling Service in listening skills. They are bound by a confidentiality policy set by the Student Union and, are available to either let people talk through situations or problems which are on their mind, or to refer them on to more specialist organisations or individuals. The current Peer Supporters are:
The Peer Supporters may be contacted any time via email, or by telephone and they are more than happy to arrange to meet people in confidence. The Peer Supporters also run informal ‘drop-in’ surgeries from 1700-1800 on Tuesdays, Thursdays and Sundays in the Peer Support Room, Staircase 28, Room 1. Please contact firstname.lastname@example.org more details.
Please also bear in mind other sources of support at Wadham, including College Officers, Sub-Deans and of course the college GP. We know that different people may find different sources of support effective or helpful at different times.
The Tutor for Women deals with issues, problems or queries relating particularly to the life of women students in College, including academic, social, and personal problems. She liaises with the Wadham Students’ Union Women’s Officer and with Tutors for Women in other Colleges.
The University Counselling Service (tel. 2-70300) and the Harassment Advisory Panel (tel. 2-70760) offer help and advice completely independent of the College. View the College Harassment Policy and Procedure here.
College Harassment Advisors
The Chaplain, Jane Baun: Room 3.1 email@example.com +44 (0)1865 277905
Ankhi Mukherjee, Tutor for Women: firstname.lastname@example.org
Tamina Oliver, Welfare Advisor: email@example.com
Tom Sinclair: firstname.lastname@example.org
Nightline (tel. 2-70270), open from 2000 till 0800 (0 to 9 weeks inclusive), is a confidential listening, information and support service run by trained student volunteers.
The SU Welfare Officers are the head of the SU Welfare Team. They can provide referrals or general information about a range of welfare services, and are always available to listen in confidence to any problems or concerns of students. Email: email@example.com.
Welfare Facilities in College
The Women’s Room (11.11) is maintained by the Women’s Officers and is available for any woman who otherwise can’t get home. Access requires a special code, please email firstname.lastname@example.org. The Women’s Room contains a variety of useful supplies, condoms, sanitary products, rape alarms, pregnancy tests etc., it is always kept fully stocked. If you need the morning-after-pill, thrush medication or cystitis medication then please pidge the receipt to the Women’s Officers who will reimburse as soon as possible.
The Welfare Bedroom (11.7) is maintained by the Welfare and Equal Opportunities Officers and is available both to use as a quiet space in college during the day and as a safe space for students who find themselves unable to return home at night. The room is stocked with health and sexual information as well as condom supplies. All students are welcome to use this space and can obtain the code for the room by emailing email@example.com.
Wadham elects three Fellows to serve as Tutor for Equality and Diversity, Tutor for Race, and Tutor for Women. They are available to help all students with issues or queries, and further support the College through committee work.
Tutor for Equality and Diversity
The Tutor for Equality and Diversity shall:
Tutor for Race
The Tutor for Race shall:
Tutor for Women
The Tutor for Women shall:
i. assist with the progression and implementation of Wadham’s equality objectives related to gender;
ii. be responsible for undergraduate matters on the Tutorial Board agenda;
iii. provide a link between women, Wadham SU Women’s Rep, and Governing Body;
iv. maintain an awareness of the University’s work in this area;
v. work to ensure that clear avenues exist for the communication and resolution of gender-related issues;
vi. convene and help to organise and promote gender-related events in conjunction with SU representatives; in particular,
vii. promote a discussion on curriculum diversity;
viii. if necessary, be appointed as one of the College’s harassment advisors;
ix. be in shared attendance, in agreement with the other Equality-Tutors (Tutor for Equality and Diversity, and Tutor for Women), of Committee meetings such as: Liaison Committee, Equality Committee, and Welfare Committee.
x. be available to discuss issues, problems or queries relating particularly to the life of women students in the College, including academic, social and personal problems
xi. where appropriate make representations to other College Officers in respect of such issues, problems, or queries.
Wadham College is committed to supporting students and staff with disabilities. We work closely with the University’s Disability Advisory Service, and with Occupational Health, to ensure we offer appropriate support both in working with individual staff and students, and in shaping the broader culture, physical and academic. Everyone at Wadham is committed to creating a fair and positive environment. Find out more.
The University of Oxford has signed up to the Stand Alone Pledge and, as such, the College will seek to offer additional support to students who are estranged from their families.
The College recognises that students who are estranged from their families may face additional challenges during their time at Oxford, even though they may receive additional support from their funding bodies through being recognised as independent students.
We would normally anticipate estranged students being permitted to live in college-owned accommodation during vacations, although in some cases they may be asked to move rooms during this time. Estranged students who anticipate facing particular financial problems are also encouraged to discuss this with the Finance Bursar if necessary; appointments can be made via his PA (FBSec@Wadham.ox.ac.uk).
Emergency Services (fire, police, or ambulance) should be called from the nearest phone by dialling 999 in the case of any obviously serious incident. The Lodge should be informed as quickly as possible thereafter. (Lodge emergency number 277999).
Lodge staff are appointed persons in basic first aid. The individual raising the alarm should remain with any injured person or at or near the scene of the fire or other incident in order to relay relevant information to the emergency services when they arrive.
We all need to do everything we can to maintain the security of each other, the College, and ourselves.
Oxford College premises are open to a large number of people. Most are visitors calling on members of College, some are tourists, but others may be thieves. You are reminded not to leave money or valuables in unlocked, unattended rooms. Room doors should be kept locked and ground floor windows closed and locked whenever you leave your room unattended, even if away for only a few minutes.
The College cannot accept liability for loss of or damage to personal property. Security measures have been increased in recent years, and further advice will be given on arrival. If you see anyone acting suspiciously please contact the Lodge immediately. Please ensure that you do not prop open entrance doors to staircases.
Merifield and Dorothy Wadham
Merifield and Dorothy Wadham are closed sites and access is given to authorised persons only. The sites are protected by an extensive CCTV security system. Residents are asked not to prop open doors leading to staircases and the main gates leading onto the site. Residents are asked to be vigilant and not to let anyone unknown to them on to site and to ensure that they are not tail-gated when entering a gate. Residents should ensure that bedrooms and flats are securely locked and windows closed when residents are out.
The Residential Operations Manager for the site should be informed of any absence from the site for more than three nights. All lost cards/fobs/keys providing access to the site should be immediately reported to the Residential Operations Manager during office hours of the Lodge out of office hours.
Health and safety
We all have a responsibility for health and safety at the College. Specifically, the Estates Manager and Maintenance Operations Manager are responsible to the Domestic Bursar not only for maintaining the buildings but also for electrical safety, the fire and intruder alarm systems and fire-fighting appliances.
It is essential that fire and smoke detection systems and fire fighting equipment are not interfered with; any such interference is a criminal offence, will be regarded very seriously and will result in disciplinary action being taken including an automatic fine. Any malfunction of fire fighting or security equipment should be reported immediately to the Lodge (emergency number 01865 277999), or to the Works Department at the back of the Bowra Building (tel: 01865 277554). The emergency phones in the communal areas in each staircase will automatically dial the Lodge.
Explosives and firearms
Firearms, explosives, pyrotechnics, inflammable materials, weapons etc., must not be brought into or stored in College accommodation, whether in your room or elsewhere. This includes swords and replicas and/or deactivated firearms of any kind.
It is a matter of life and death that fire risks are kept to a minimum. The only permitted items of private electrical equipment containing high-current heating elements are kettles and hair dryers and these items should never be left unattended when in use. Cooking in rooms is not permitted and neither are candles, shisha pipes, joss sticks or other naked flames, fairy lights or drapes. See Electrical appliances section. Electrical heaters other than those supplied by the College are not permitted in College. Any prohibited items will be removed by the Head of Housekeeping and a note will be left in the room. Check routinely that all wiring and plugs are in good condition, are of the correct voltage (240v) and properly connected. (If in doubt, have the item checked by the Works team).
Permission must be sought from the Domestic Bursar before any upholstered furniture, including futons or other convertibles, and mattresses are brought into College in view of stringent fire resistance requirements which must be adhered to.
Smoking on the main College site is restricted to the immediate vicinity of the dedicated smoking bins. Smoking is prohibited in all internal spaces, the Front Quad, the area immediately outside of the main entrance to the College, in front of the Graduate Centre and the Bowra balconies. Cigarettes should be properly extinguished in an ashtray and not left on the ground as litter. This smoking policy includes electronic cigarettes.
Make sure, as soon as you move into a College room, that you know the fire-escape arrangements and the location of fire-appliances and alarms. It is important that escape routes, especially staircases and corridors, are kept clear and free of flammable material such as paper, cardboard boxes etc. Fire-doors must never be wedged open: they are designed specifically to prevent the rapid spread of smoke and flames.
SMOKE DETECTORS AND FIRE FIGHTING EQUIPMENT MUST NOT BE TAMPERED WITH - THIS IS A CRIMINAL OFFENCE AND WILL BE DEALT WITH SEVERELY.
There are instructions in every room on what to do in the event of a fire: read them, and refresh your memory from time to time. Fire exercises are held at least three times per year in term under the direction of the Lodge staff. The Fire Wardens appointed from among the residents on each staircase are briefed on their duties at the beginning of Michaelmas Term by the Lodge Manager. Their names are indicated in red on the staircase residence boards.
Windows, roofs and access
If a building has window restrictors, you must not remove, adapt, override or interfere with the restrictors in any way. Please advise the Lodge if you are aware of a restrictor which is not operating correctly.
For safety reasons, students and their guests are strictly prohibited from accessing roof areas, parapets or canopies, or into any area with a sign indicating that access is restricted. Unauthorised entry to these areas will be referred to the Warden as a serious misconduct and will be subject to sanctions.
The Bowra balconies are designed for use and are fitted with guard rails. Access is permitted on these areas providing that they are used safely and responsibly. Smoking is not permitted in these areas. Guard rails must not be used for seating or standing on. The use of BBQs and/or other cooking devices on balconies is strictly prohibited.
Snow, ice and leaf clearance
Snow and ice clearance will be carried out by the Works team on the main site, or the Residential Operations Manager for Merifield or Dorothy Wadham, as soon as it becomes necessary. Out of hours clearance and salting is the responsibility of the Lodge Manager on the main site who will put this into effect as soon as it becomes necessary. Please report any areas you consider to be a danger to the Lodge. Leaves will be cleared by the gardening team.
Snow and ice clearance policy
1. We aim to maintain safe passage through the College’s main external routes as far as is practicable within our resources.
2. It is expected that College members and visitors will take due care for their own safety in adverse conditions.
3. Priority will be given to entrances, steps and the most used pedestrian routes.
4. Salt will be applied to routes in anticipation of ice or snow to attempt to prevent it forming. Accumulated snow will be cleared when possible.
5. Clearance will be as soon as practicable. Except in exceptional conditions this will take place during normal working time.
6. If a thaw is expected clearance work will be done only in key areas, e.g. steps and heavily used paths. Salt will be applied if it is expected to refreeze. Grounds are cleared of rubbish and litter on a regular basis by the Head Gardener, Assistant Gardeners and General Assistants. Students are expected to behave responsibly and to avoid causing, or adding, to litter.
The College is a member of the Bicycle Registration Scheme run by the University Security Services. Labels and marking pens are available from the Lodge free of charge. Due to increasing theft of bicycles you are urged to participate in the registration scheme. If keys are lost and bicycles have to be released by the Works Staff there will be a charge of £30. This service is only provided for bicycles in the main College site, Merifield and Dorothy Wadham.
It is important that the Lodge is informed of any untoward incidents involving Wadham students as victims, e.g. muggings or other kinds of assault. While the first need is obviously to summon medical assistance, if required, and the police, it is very helpful for the College to know of these episodes so that appropriate follow-up action can be considered.
The Lodge is the College’s information centre. The Lodge Manager, Deputy and the day and night staff are there to help, guide and advise.
They receive mail and messages, and distribute them to individual pigeonholes. Fire and intruder alarm systems are connected to the Lodge. The Lodge is the first port of call in an emergency. The Lodge is staffed 24 hours a day and the number for use in an emergency only is 277999. For routine matters use 277900.The Lodge is fitted with a hearing loop system. A text telephone is available in the Lodge for use by those with hearing impairments.
Lockers for student possessions are situated in the temporary JCR kitchen in the Bar Quad and are available to hire, upon deposit of £30 for the key, from the Lodge. This is refundable upon return of the key to the Lodge.
Locker Keys and booklets about the College can be purchased at the Lodge.
The Messenger Service delivers academic related mail. Personal letters (invitations to parties etc) are not accepted. Lodge staff will advise on the use of the Messenger Service.
Royal Mail normally delivers each weekday up to around 13:00. Carriers deliver throughout the working day.
Please ask that all mail is addressed to you using your full name (please do not use a nickname). Any post received addressed to a person not known in the College will be returned to sender.
Small parcels are put in pigeonholes in the Lodge. Large parcels are stored in the Lodge on the open shelf, opposite the main desk. If a carrier requires a signature on delivery, this will be provided by the Lodge staff. If a parcel arrives for you which cannot be put in your pigeonhole, an e-mail will be sent to advise you that it is in the parcel area. Parcels should be collected as quickly as possible, no more than 2 days following delivery, as storage space is very limited.
Please do not order items that will arrive after your departure at the end of term. Please do not leave valuables, including cash, in pigeonholes.
Please note the College cannot accept responsibility for parcels/mail containing valuables left in pigeonholes or delivered to the lodge.
Contact details and forwarding of mail
The Lodge will forward mail on to your home address during the vacation periods if requested.
Please note that parcels are not forwarded.
When you graduate, please ensure that you re-direct your mail. In particular you are strongly advised to notify financial institutions (eg your bank, credit card company) of your new address. The College will forward mail to you for an initial period of up to three months (not parcels).
Applications to book the Moser Theatre and meeting/teaching rooms, such as the C Day Lewis Room and others, can be made by clicking here.
To hold a meeting or event in any of the College’s public rooms you must obtain permission from the Dean. For use of the Antechapel other than for use of the piano (see below), permission must be obtained from the Chaplain. Rooms may not be used for any entertainment or meeting without the prior permission of the Dean, and you will be held responsible for any disturbance, damage, or irregularity of any kind which occurs in your room or elsewhere in College as a result of any such entertainment or meeting.
The College is committed to uphold the free expression of opinion on its premises by its members, associate members, staff, and invited speakers, so long as the manner of expression and content of opinion are lawful. Anyone seeking improperly to disrupt or obstruct a lawful meeting or activity will be subject to College discipline. Express permission for any function (such as a political meeting) which, it is reasonably feared, could lead to serious disorderly behaviour, must be obtained from the Dean.
Alcohol at events
Events involving alcohol must take place in accordance with the College's Premises Licence and College's Alcohol Policy. If you are planning any event involving the serving of alcohol, you must attend a training session on the responsible service of alcohol an be authorised to serve alcohol in the College by the Domestic Bursar as the College's Designated Premises Supervisor (DPS). Training sessions are held at the start of each term. Further information.
The Moser Theatre
Booked via the Conference & Events Office (firstname.lastname@example.org). The Moser Theatre is in the Bowra Building. The Theatre is used for the playing of badminton as well as theatre productions.
Teaching rooms, such as the C Day Lewis Room, Lee Shau Kee Scholars Rooms, Knowles Room, Gillese-Badun Seminar Room and Tower Room, are booked via the Academic Office in term-time and the Conference Office in the vacations, please click on the link above.
The College has a number of music practice and performance facilities.
Lee Shau Kee Building - The David Richards / Beecham Room
The David Richards / Beecham Music Room is a music practice room located on the Ground Floor of the Dr Lee Shau Kee Building. The David Richards Room is connected to the adjacent Beecham Room by a removable screen. Opening or closing the screen should be arranged at the time of a booking, and students may not operate the screen themselves.
They are available for music practice by all students.
The David Richards / Beecham Room has an upright Yamaha practice piano, which may be used in acoustic mode or silent mode (via headphones), and a baby grand.
Acoustic use of the pianos, and noisy instrumental or vocal practice is not allowed in the room before 18:00 on week-days during term time, or any time that the Kusuwan Meeting Room is being used for exams or meetings.
Otherwise, there is no restriction on times of use at weekends during term.
The Yamaha piano may be used for silent practice at any time.
The room may be booked on the Online Room Booking System, and is otherwise available on a first-come first-served basis.
Lee Shau Kee Building - The Bands Room
The Bands Room is located in the basement of the William Doo Undergraduate Centre and can be booked on the Online Room Booking System. The room should always be used for any music with a strong beat or high volume. The permitted hours are currently 13:00-23:00 each day.
The Chapel and Ante-Chapel
The Chapel has a grand piano, a pipe organ and a harpsichord. They may be used only by permission of the Director of Chapel Music, Dr Katharine Pardee (email@example.com), and may be played at the following times:
The Chapel piano: 07:00-10:00, 13:00-14:00, 19:00-23:00
The Chapel organ: 13:00-14:00, 19:00-23:00
Both instruments can normally be played on Saturdays from 09:00 to 23:00.
The Chapel harpsichord may be played by arrangement with the Director of Chapel Music.
Special dispensation may be sought from the Dean to play outside these hours.
The Hall - Hall Gallery
The Hall Gallery piano may be played by arrangement with the Director of Chapel Music.
The Bowra Building - The Moser Theatre
This theatre may be used for individual or group instrumental or vocal practice, when not booked for other purposes. The Moser theatre has no piano. Care should be taken not to damage the wooden floor.
Holywell Music Room
This is one of Oxford’s leading music performing venues, and has a concert grand piano. It is available for individual or group music performance or practice, by students pursuing music at a high level, when not booked for other purposes. The piano may only be played by permission of the Director of Music, Dr Karl Kügle (Karl.Kuegle@Wadham.ox.ac.uk).
The Holywell Music Room may be booked through the Accommodation, Sales and Events Office.
The Dorothy Wadham Building – Garden Room
An electric piano keyboard is available for use by residents of the Dorothy Wadham Building, on a first-come first-served basis when the Garden Room is available.
Moving of pianos
The keyboard instruments in any of the rooms must not be moved without the permission of the Domestic Bursar.
Accessibility to the Hall and Moser Theatre
Step-free access to The Hall and Moser Theatre can be arranged by prior arrangement with the Lodge.
Bookings for the Squash and Badminton Court can be made via the online room booking system. The Squash Court and Badminton Court are located in the basement of the Bowra Building Basement.
Wadham College Gym
Wadham College Gym is a free facility for the use of all Wadham students and staff and is located near the Moser Theatre in the basement of the Bowra building. Access is granted to those who have completed an induction on how to safely use the equipment provided, you will need to swipe your Bod card to gain entry hereafter. Inductions will be arranged regularly and you will receive emails notifying you when they will commence. The gym contains a number of rowing machines, free weights, power rack and various work benches. You must follow the College Gym Rules at all times and must not use the gym if you are alone. If you have any problems or any of the equipment is damaged or broken please contact the Sports Officer or Lodge immediately.
The Boathouse is on the north bank of the Isis, and can be reached (on foot only) via Christ Church Meadow. The boathouse is shared with St Anne's and St Hugh's College.
Sportsground, Pavilion and Tennis Courts
These facilities are about a mile from the College via the North Oxford Cycle Track, off the north side of the Marston Ferry Road (near the Banbury Road end). The tennis courts can be booked by the Online Booking System. The football, rugby and cricket pitches are maintained by Oxford University Sport on behalf of the College The pavilion is maintained by the College. Please contact firstname.lastname@example.org if you have any questions regarding the facilities. If your matter is urgent, please contact the Lodge on 01865 277900.
The Domestic Bursar and her team are here to ensure that the College’s non-academic administration and facilities are run as efficiently as possible to the benefit of all. The Domestic Bursar welcomes feedback from students about any aspects and it is important that any shortcomings are drawn to her attention as soon as possible by email email@example.com or by telephone 77963.
It is your College: please play your part in running and taking care of it.
Decanal matters - living in the College community
For our life and work in close proximity to be at least tolerable, we need in general to be thoughtful for others, keeping the place pleasant and safe to live in, not making intrusive noise, and in particular observing the ideals embodied in various regulations about everyday matters, and in the College Code of Practice relating to Harassment.
Please keep an eye on the boards in the Lodge and check your emails regularly for notices that modify or add to regulations, and if you are in doubt about the interpretation of any of them, ask the Dean. Ignorance will not be recognised as an excuse for unacceptable behaviour.
The College elects from amongst its Fellowship two Deans: the Welfare Dean and the Dean. Broadly speaking the terms of reference of the first Dean (firstname.lastname@example.org) cover strategic welfare matters, occasional case involvement, the convening of termly Welfare meetings, and associated welfare matters. The remit of the second Dean (email@example.com) covers social and domestic matters, in particular event organization, and disciplinary matters. The material outlined below relates in particular to the work of this second Dean; matters for the Welfare Dean are dealt with primarily in the Welfare sections of College documentation.
The Dean is responsible for enforcing the Code of Conduct set out in College Policies (below). Anyone at risk of formal disciplinary decisions will be issued with details of the procedures and of their rights and obligations. In more straightforward cases, the Dean, having heard the evidence from parties concerned, may impose fines or tasks of a ‘community service’ nature appropriate to the gravity of the offence. Any student facing a criminal charge must let the Dean know as soon as possible.
Students have a full right of appeal against the Dean’s impositions to an independent body, the Disciplinary Committee (Chaired by a Fellow and comprising three Fellows), and thence to an Appellate Disciplinary Committee (Chaired by the Sub-Warden and comprising three Fellows), which also has the power to review the matter on its merits. Similarly, the Dean may refer the matter to the Disciplinary Committee, and thence to the Appellate Disciplinary Committee.
Anti-social behaviour - music/noise
Music played in private rooms, whether recorded or live, should not at any time, out of consideration for others, be such as to disturb other members of College. This applies to all sources of avoidable noise including that from public spaces such as the bar, entertainments etc. While the hours of the latter are readily regulated by the Dean, volumes of noise are more difficult to quantify. The requests of non-participants for a reasonable reduction in volume must be acted upon.
Weeks three to nine of Trinity Term, the main period of preparation for examinations, is subject to a special Noise Ban. Extra consideration is expected during this period, and some kinds of social activities and entertainments will not be permissible.
Smoking on the main College site is restricted to the immediate vicinity of the dedicated smoking bins. Smoking is prohibited in all internal spaces, the Front Quad, the area immediately outside of the main entrance to the College, in front of the Graduate Centre and the Bowra balconies. Cigarettes should be properly extinguished in an ashtray and not left on the ground as litter. This smoking policy includes electronic cigarettes.
Bicycles must not be ridden within the precincts of the College, and must not be left there for any time, however short, except on the bike racks in the basement of the Dr Lee Shau Kee Building. Otherwise, they may be impounded, to be released by the Works Department only after payment of a £20 fine. It is essential that all bicycles are clearly identified with the owner’s name. Sales of abandoned and unnamed bicycles are held from time to time by the SU. If keys are lost and bicycles have to be released by the Works Staff there will be a charge of £20. This service is only provided for bicycles on the bike racks on the main College site.
Any damage to College buildings or the gardens is treated as a serious offence.
Notices may be posted only on the notice-boards provided.
Attendance when summoned
When asked to see the Warden, a Tutor, or any College Officer such as the Dean or Domestic Bursar, you must attend on time. If that is impossible, please respond in writing before the appointment to explain why.
The gardens take a great deal of care and expense to preserve and maintain. A particular consequence has to be that walking on the grass in front of the College and in the Front Quadrangle is never permitted. Lawns should never be used as short cuts, nor for games, except croquet, which may be played in the Fellows’ Garden, or in the Bar Quad after 18:00, in Trinity Term.
The Lodge Gate is shut at midnight, and students are expected to use the Holywell Street Gate between midnight and 06:00.
The night Lodge staff will admit or let out members of College and their guests if access via the Holywell Gate is unavailable. For fire-safety and security reasons, the Lodge staff list the names of members introducing guests after 23:30, and has discretion to refuse entry to a guest whose presence seems undesirable. The gate may be put on a short chain before 23:30, for example on bop nights, or closed if circumstances warrant.
The Holywell Street Gate, operated by use of a University card, must be kept closed. On bop nights, at the discretion of the Lodge staff in consultation with the Dean and the Domestic Bursar, it may also be disabled. The duplicating of any key issued by the College to students is forbidden.
With the exception of assistance animals which have been approved by the Domestic Bursar, pets and livestock may not be kept in College. Please contact the Domestic Bursar to obtain the Policy on Assistance Animals.
Anyone wishing to host a party to which more than twelve people are being invited must obtain the approval of the Dean on the form available in the Lodge.
Please apply well in advance, and hand the form, endorsed by the Dean, to the Lodge by 18:00 at least three working days before the party. Parties are limited to a maximum of 35 people in a double set and 20 in other rooms. Parties must end by 23:00 unless an extension has been approved by the Dean. You will be held responsible for any associated disturbance, damage, or irregularity of any kind which occurs in your room or elsewhere in College as a result of the behaviour of not only yourself but also your guests for whom you are formally responsible.
Nothing in these regulations supersedes the provisions made in the Proctors’ Memorandum on the Conduct and Discipline of Junior Members of the University.