THE PROCTORS’ OFFICE
1 The Oxford Students website provides access to information, services and resources to help you get the most out of your University experiences Visit www.ox.ac.uk/students
2 TABLE OF CONTENTS 1 INTRODUCTION...... 4 9 CONDUCT...... 26 2 ABOUT THE UNIVERSITY...... 5 9.1 The University’s 2.1 Student membership...... 5 conduct regulations...... 26 2.2 Student unions...... 6 9.2 General conduct...... 26 2.3 Student information...... 6 9.3 Non-sports club and publications...... 28 3 WELFARE...... 7 9.4 Regulations of the Rules Committee....29 3.1 Welfare and support services...... 7 9.5 Local rules...... 29 3.2 Health...... 7 10 DISCIPLINARY PROCEDURES & RIGHTS...... 30 3.3 Equality and diversity...... 8 10.1Proctors’ powers...... 30 3.4 Financial hardship...... 8 10.2 Investigation...... 30 3.5 Safety and security...... 8 10.3 Proctors’ Disciplinary Hearing...... 31 3.6 Staff-student relationships...... 9 10.4 Academic Conduct Panel...... 31 3.7 Harassment...... 9 10.5 Student Disciplinary Panel...... 32 4 FITNESS TO STUDY...... 10 10.6 Student Appeal Panel...... 34 5 RESIDENCE...... 11 10.7 Definitions...... 34 5.1 Number of terms of residence...... 11 10.8 Criminal proceedings...... 34 5.2 Place of residence...... 11 11 COMPLAINTS PROCEDURES...... 36 5.3 Accommodation...... 12 11.1 College matters...... 36 6 ACADEMIC DRESS...... 13 11.2 University matters...... 36 7 INTELLECTUAL PROPERTY...... 14 11.3 Staff or student conduct...... 37 8 EXAMINATIONS & COURSE REQUIREMENTS...... 15 11.4 Public interest disclosure...... 37 8.1 Entering your examinations - 11.5 Research integrity...... 37 taught courses...... 15 11.6 Conflicts of Interest...... 37 8.2 Issues with sitting your 11.7 Complaints about Oxford SU...... 38 examinations...... 18 11.8 Student protection plan...... 38 8.3 Submitting work for assessment...... 20 11.9 Office of the 8.4 Receiving your results...... 22 Independent Adjudicator...... 38 8.5 Research students...... 23 8.6 Academic appeals...... 23 8.7 Plagiarism...... 24
3 1 INTRODUCTION This is your University Student Handbook. It academics elected for a year by our colleges. gives you formal notification and explanation We oversee student matters and ensure of the University’s codes, regulations, that the University’s statutes and policies policies and procedures, and signposts are followed, with particular interest in relevant contact details and web links where examinations, conduct and welfare, and you can find out more. It is essential, and other aspects of the student experience. your responsibility, to read it. If you have any concerns or suggestions This handbook sits alongside the for improvement, they can be channelled departmental and college handbooks through the Oxford University Student Union relevant to your course and college, with (Oxford SU) officers and through Junior which you should also familiarise yourself. Common Room (JCR) and Middle Common This handbook applies to the 2018/19 Room (MCR) presidents, with whom we academic year and will be revised annually. have regular meetings. The Proctors’ Office You will be notified of any material changes may also be contacted for assistance and to the content. advice and you can find further information on the Proctors’ Office website – As Proctors and Assessor we are senior www.proctors.ox.ac.uk. officers of the University but we are not professional administrators: we are We hope that your time as a student at the University is successful and enjoyable.
Prof Mark Edwards Prof Cecile Fabre Dr Bill Allan (Christ Church) (All Souls College) (University College) Senior Proctor Junior Proctor Assessor
Our successors for March 2019 to March 2020 will be:
Prof Martin Maiden Prof Sophie Marnette Prof William Whyte (Hertford College) (Balliol College) (St. John’s College) Senior Proctor Junior Proctor Assessor
4 2 ABOUT THE UNIVERSITY As the oldest university in the English- 2.1 Student membership speaking world, the University of Oxford As a student of the University, you will can lay claim to nine centuries of continuous usually be part of an individual college, which existence. It is an independent and self- has admitted you as a member, and the governing institution, consisting of the University, in which you are matriculated. University, including divisions, departments Membership is usually for life but if your and faculties, and the colleges. college membership is formally terminated The 36 colleges, though independent and (eg by expulsion), you automatically also lose self-governing, are a core element of the your University membership and vice versa. University, to which they are related in a Some students do not matriculate but federal system. There are also six permanent nevertheless study at the University, eg private halls, which were founded by students reading for certain certificates Christian denominations, and two societies. or diplomas and certain Department for The colleges (including the halls and Continuing Education courses, and visiting societies): students not registered for a particular ●● select and admit undergraduate course or qualification. In this handbook, we students, and select graduate students describe students who do not matriculate after they are admitted by the University as “non-matriculated students” throughout. ●● are responsible for students’ tutorial Although not formally University members, teaching and welfare non-matriculated students are expected to observe the same rules and regulations as ●● provide accommodation, meals, common matriculated students. rooms, libraries, sports and social facilities, and pastoral care for their All students therefore need to be familiar students. with the rules, regulations and requirements that apply to their course of study. The University: As a resident of the City of Oxford, you ●● determines the content of courses within are also part of, and have responsibilities which college teaching takes place towards, the wider local community. ●● organises lectures and seminars and other forms of teaching/instruction ●● provides a wide range of resources for teaching and learning, including libraries, laboratories, museums and computing facilities ●● admits and supervises graduate students ●● examines theses, and sets and marks examinations ●● awards degrees.
5 2.2 Student unions 2.3 Student Information (matriculated students only) Student Information is a service for students As well as becoming a member of your own of the University. The service can help with college’s student union (often known as the general administrative advice and support on Junior Common Room (JCR) and Middle all aspects of your student career, including Common Room (MCR)), a matriculated queries about University registration and student of the University automatically Student Self Service, as well as information becomes a member of the Oxford University for international students on matters like Student Union (Oxford SU). Other students visas, immigration and studentships. may have associate membership of Oxford Examination Schools, High Street, Oxford SU. Monday–Friday: 08:30–17:00 t Oxford SU is an independent charity that +44 (0)1865 286223 e promotes the academic, social and welfare [email protected] interests of its members throughout the w www.ox.ac.uk/students University.
You have the right to opt out of membership of your college student union and of Oxford SU. Information about the right to opt out of Oxford SU membership, and arrangements to supply student union services to student members who have exercised that right, is available from the Oxford Students website.
The University of Oxford’s code of practice explaining how the requirements of the Education Act 1994 relating to student unions are being carried out, is published alongside the University’s formal statutes, policies and regulations.
Note: the Oxford Union Society (known as ‘the Union’) is not a student union; it is an independent private members’ club with no student representative function.
w www.oxfordsu.org/ w www.ox.ac.uk/students/selfservice/ousu w www.admin.ox.ac.uk/lso/statutes
6 3 WELFARE 3.1 Welfare & support services Sexual Harassment and Violence Support Service A range of services are available to support The service offers confidential and you during your studies at Oxford. You can independent advice to all students. The team get advice and details from your college, of specialist advisors are available to help department, central University services, students decide on next steps and provide fellow students and Oxford SU. There are ongoing support and signposting to other a number of specialist services available to services. students which are available year round: w www.ox.ac.uk/students/welfare/ Counselling Service sexual-violence The Counselling Service provides free, confidential therapeutic support to students Oxford SU Student Advice Service through workshops, groups and individual The Student Advice Service is a free, therapy. confidential and independent advice, e [email protected] information and advocacy service. The team of friendly and experienced advisors is there w www.ox.ac.uk/students/welfare/ counselling to help you find answers to the questions, and solutions to the problems, you may face Disability Advisory Service (DAS) as a student.
The DAS work with students and staff w www.oxfordsu.org/wellbeing/student- across the collegiate University to advise on advice/ and put in place any necessary support and adjustments to remove or reduce barriers to learning. The team also advise on any 3.2 Health examination adjustments which might be Colleges provide health care via college needed. doctors and sometimes nurses, and also have arrangements to help with a whole e [email protected] range of welfare issues. Students also w www.ox.ac.uk/students/welfare/ have access to wider local medical, dental, disability optician and sexual health services provided through the National Health Service (NHS).
w www.ox.ac.uk/students/welfare/health
7 Suspending study on health or personal national guidelines and aims to assist UK grounds undergraduate and graduate students There are procedures for seeking to experiencing financial difficulty. Application suspend your studies for medical or forms can be obtained from Student Fees personal reasons. You should contact your and Funding. department (graduate students) or college w www.ox.ac.uk/students/fees-funding/ (undergraduate students). assistance/hardship w www.ox.ac.uk/students/academic/ guidance 3.5 Safety and security
3.3 Equality and diversity Oxford is generally a safe place to study and socialise in; nevertheless, it is sensible The University is committed to fostering an to take precautions to minimise any risks inclusive culture which promotes equality, by staying safe and protecting yourself and values diversity and maintains a working, your personal possessions. learning and social environment in which the w www.ox.ac.uk/students/life/ rights and dignity of all its staff and students community are respected. The University’s overarching equality policy applies to all University Police and University Security Services members. All incidents of crime should be reported to w www.admin.ox.ac.uk/eop Thames Valley Police.
t 101 (non-emergency) 3.4 Financial hardship t 999 (emergency police, fire service or If you face unforeseen financial difficulties ambulance) you must ensure that you are in receipt of any government and other external support The University Security Services 24-hour available to you before applying for hardship Control Room should be informed if the funding. incident occurred on University premises.
Most colleges have limited hardship t +44 (0)1865 272944 funds. Consult your college for assistance, t +44 (0)1865 289999 (emergency) especially if your difficulties could involve w www.admin.ox.ac.uk/ouss non-payment of fees which could lead to suspension of studies if not appropriately managed. Application forms for the University Hardship Fund can be obtained from your college hardship officer. The Access to Learning Fund is based on
8 3.6 Staff-student relationships Members of University staff are advised not to enter into a relationship with a student for whom they have any responsibility, as it may lead the staff member to compromise the integrity of their professional relationship. If such a relationship develops, the member of staff concerned is meant to disclose it to the department. If you are not sure that this has been done, you are encouraged to independently advise your Head of Department or Chair of the Faculty Board in confidence.
3.7 Harassment The University does not tolerate any form of harassment and expects all members of the University community to treat each other with respect, courtesy and consideration. The University takes action under its policy and procedures to protect its staff and students from harassment.
w www.ox.ac.uk/students/welfare/ harassment
9 4 FITNESS TO STUDY The University has a common framework or faculty, the Proctors, the Student across departments, faculties and colleges Disciplinary Panel or the Student Appeal to support students and take action where Panel. The Panel has power to consider questions arise as to whether a student is fit medical and any other appropriate evidence, to study or to return to study after a period to take expert advice (the student may of leave on medical or personal grounds. be asked to attend a consultation with a Cases will normally be dealt with under local medical or other expert), and to consider (college, faculty or department) procedures, submissions made by or on behalf of the but there is also a University-level Fitness student concerned. to Study Panel, to which serious and difficult At the end of the process, the Panel will fitness to study cases can be referred if all make determinations or recommendations other normal procedures at local level have (depending on the referring body) as to the been exhausted or are inappropriate. student’s fitness to study. The Panel can also ‘Fitness to Study’ means an undergraduate or make decisions and recommendations about graduate student’s fitness: matters such as the student’s continued access to University and college facilities ●● to commence a distinct course of and premises, with or without conditions, or academic study, or withdrawal from their course or programme ●● to continue with their current course of of study. academic study, or If concerns about a student’s fitness to study ●● to return to their current or another have arisen and have led to a referral in the course of academic study context of disciplinary proceedings, those and their ability to meet: proceedings will be suspended while the ●● the reasonable academic requirements of fitness to study issues are determined. In the course or programme, and cases where a student’s condition or conduct ●● the reasonable social and behavioural gives rise to a need for immediate action, requirements of a student member the Proctors are empowered to suspend (whether resident in college or that student from the University (for elsewhere) without his or her physical, periods of up to 21 days at a time) pending mental, emotional or psychological consideration by the Fitness to Study Panel. health or state having an unacceptably These procedures are set out in detail in deleterious impact upon the health, Statute XIII, Part B and Council Regulations 1 safety and/or welfare of the student of 2012. and/or other students and/or University w or college staff (not withstanding www.admin.ox.ac.uk/ statutes/787-121.shtml adjustments required by law). w www.admin.ox.ac.uk/statutes A student may be referred to the Fitness regulations/76-0812.shtml to Study Panel by a college, a department
10 5 RESIDENCE Part-time and non-matriculated students 5.2 Place of residence are exempt from residence requirements. Full-time matriculated students must reside For most degrees and other qualifications within a specified distance of the University students are required to reside in or around (defined by reference to Carfax Tower). The Oxford for a proportion of each term to distances apply only during the period for meet requirements set out in regulations. which student members have to maintain statutory residence in order to meet degree 5.1 Number of terms of or diploma requirements: residence ●● Undergraduate students must reside You must be resident for at least six weeks within six miles of Carfax, or within 25 in each term of your course (the number miles of Carfax provided that you either: of terms being dependent on the degree, (i) hold the status of Senior Student the subject and the candidate’s status). The Proctors may excuse you from part (ii) already have an undergraduate degree of the statutory residence requirements from Oxford because of illness or other reasonable cause. (iii) reside with your parent/guardian Applications must be made through your ●● Graduate students must reside within college office. 25 miles of Carfax unless given special permission to work away from Oxford for Research students may be granted a period (see 5.1). dispensation from the requirements to keep residence if it is necessary for them to You may apply to your college for carry out academic work elsewhere. To seek dispensation from the residence limits. The permission, contact your department. college will apply to the Proctors’ Office on your behalf with a statement of support. A w www.admin.ox.ac.uk/examregs statement of support is also required from your department. Dispensation is granted only in exceptional circumstances. You should obtain dispensation before making any commitments. If you live outside the residence limits without permission you will not fulfil the statutory requirements and may not be allowed to enter for examinations.
w www.proctors.ox.ac.uk/forms
11 5.3 Accommodation Colleges provide accommodation for undergraduate students during their first year of study and for at least one other year of their course. You can choose to move out of college and live in student accommodation for some of your time studying at Oxford. Many colleges provide accommodation to graduate students. The Graduate Accommodation Office can help if college accommodation is unavailable or not of the type needed. Private accommodation can be found using the Student Pad search and Oxford SU Living-Out Guide.
w www.admin.ox.ac.uk/accommodation w www.oxfordstudentpad.co.uk/ accommodation w www.ox.ac.uk/students/life/ accommodation
12 6 ACADEMIC DRESS Matriculated students are required to wear ●● A white bow tie, black bow tie, black full- academic dress for matriculation, degree length tie, or black ribbon. ceremonies and examinations. Ministers of religion may wear a gown over You should consult your college as to the their clerical dress, and members of the armed appropriate gown to wear, though for music forces may wear a gown over their service recitals, oral examinations, presentations and dress; service caps are removed when indoors. any other form of viva voce examination, If you wear a head dress/scarf for religious undergraduates must always wear their reasons, a black scarf should be worn. commoners’ gowns. You should also wear a In addition, students traditionally wear mortar board (or soft cap) and sub fusc: carnations for examinations: a white ●● One of: carnation for first examination, a red carnation for last examination and a pink (i) a dark suit with dark socks carnation for all examinations in between. (ii) a dark skirt with black stockings You will need to provide your own sub fusc (iii) dark trousers with dark socks or and academic dress. There are specialist dark hosiery clothing shops in Oxford. ●● A dark coat (optional) ●● Black shoes w www.ox.ac.uk/students/academic/dress ●● Plain white collared shirt or blouse
13 7 INTELLECTUAL PROPERTY The University in its statutes claims ownership ●● that the University will not assert any claim of certain forms of intellectual property that to the ownership of copyright in artistic students create in the course of, or incidentally works including (where not commissioned to, their studies but generally does not claim by the University) books, articles, plays, ownership of copyright created by students. scores, lyrics and lectures, student theses and answers to tests and examinations There are arrangements in the University’s (except insofar as any intellectual property regulations for protecting and exploiting is claimed as above), and computer-related intellectual property, and sharing the works (except where claimed as above) commercial exploitation revenues with the student originators. The related regulations for the administration of the policy explain the approved The main statute governing intellectual property arrangements for revenue-sharing. is Statute XVI, Part B, which you should refer to w for full details. In summary, this states: www.admin.ox.ac.uk/ statutes/790-121.shtml ●● that the University claims ownership of w www.admin.ox.ac.uk/statutes/ student-created intellectual property regulations/182-052.shtml that is created with the aid of University w www.admin.ox.ac.uk/rso/ip computer hardware, software or other facilities or commissioned by the University or comprises inventions, designs, databases, software, firmware and courseware and related know-how and information
14 8 EXAMINATIONS & COURSE REQUIREMENTS The Proctors’ responsibilities include 8.1 Entering your examinations ensuring that the University’s statutes and – taught courses regulations are upheld, by overseeing the Course content conduct of University (as distinct from college) examinations, including: Whether you are a taught course or a research student, it is your responsibility ●● appointment of examiners to be familiar with the general regulations ●● establishing procedures for the staging and the specific regulations for your course, of examinations as set out in the relevant Examination ●● approving alternative arrangements Regulations. These provide a summary of ●● resolving queries, complaints and the requirements of your course. Further academic appeals. information on your course is provided in your course handbook and in examination The Examination Regulations cover a wide conventions available from your department. variety of important topics related to how Regulations may be different depending you will be assessed. The following section on the year you started your course, and highlights some key points, but it is not a may be revised during your course of study. substitute for the Examination Regulations Explanations of the University’s approach to which you should refer. to the limited situations in which course Additionally, the University’s policy and changes may be made are available for guidance documents contain sections setting undergraduate and graduate study. out your responsibilities in relation to your w www.ox.ac.uk/coursechanges course. Some of the processes described w www.graduate.ox.ac.uk/coursechanges below have a role for your college (which will be performed by your department if you do Entering for examinations not have a college). It is your responsibility to ensure that your w www.admin.ox.ac.uk/examregs examination entry details are correct using w Student Self Service. You should inform your www.admin.ox.ac.uk/edc/ policiesandguidance college or department if there are any errors.
w www.ox.ac.uk/students/academic/ exams/entry
15 Examination fees w www.ox.ac.uk/students/academic/ Fees may be payable for late entry to exams/guidance examinations, late change of options etc. If you need to re-sit examinations, Calculators including re-submission of written work for The regulations for some subjects allow assessment, you may need to pay a re- candidates to use certain types of calculators examination fee. in examinations. Details should be confirmed w by the Chair of Examiners in each case. It www.ox.ac.uk/students/academic/ exams/entry is your responsibility to bring the correct calculator unless explicitly told that they will Late alteration of options be provided. If you want to change your chosen Alternative examination arrangements examination options, a request has to be and major adjustments made in writing through your college office. It is crucial that support needs and It cannot be assumed that permission will examination arrangements are dealt with as be given; requests involving re-scheduling early as possible in your University career. If examinations will generally not be granted. you have a specific learning difficulty (SpLD) Where permission is given, an extra fee will (such as dyslexia or dyspraxia) or suspect be charged. that you may have one, please consult the Examination timetables Disability Advisory Service (see section 3), Your individual timetable is available or your college office, your department for on Student Self Service (except for non-matriculated students or, for research examinations run locally by departments, students, your Director of Graduate Studies, which will publish the relevant timetables). as soon as possible to discuss your needs. The examination timetable for every subject All requests for alternative examination is published online. arrangements – whether for disability-
w related reasons (eg use of a word-processor) www.ox.ac.uk/students/academic/ exams/timetables or faith-based reasons (eg adjusting an examination schedule) – must be submitted Taking water, snacks and medications via your college to the Proctors by Friday of into examination rooms Week 4 of: Information on permitted items is available. ●● Michaelmas term, except for Trinity term Some items require Proctors’ permission and Long Vacation examinations and some can be authorised by your college. ●● Hilary term for Trinity term and Long You need to bring a note from your college Vacation examinations. with you to each examination, (or by your department if you are a non-matriculated Disability-related requests must be student). accompanied by the confirmation
16 of the diagnostic assessment and Regulations. Such needs must be discussed recommendations for alternative with your college office (or department for arrangements for examinations. non-matriculated students) once your place at Oxford has been confirmed. Alternative arrangements must be made before the deadlines given above. If you have applied for major adjustment Applications made after these deadlines to examinations and assessments and are can only be considered, where unforeseen dissatisfied with the outcome, you have the circumstances arise that justify a late right to submit an appeal to the Director application. Alternative arrangements may of Education Policy Support. Your appeal enable candidates to take written papers must be submitted within 14 days of the at different times, in separate venues, with date of the Education Committee’s decision. extra time or with alternative facilities. In Information about the procedures can be each case, applications need to be forwarded obtained from your college office. through your college office. Where Comprehensive guidance, including the appropriate, once approval has been given diagnostic requirements, is available on the for alternative arrangements it will be valid Disability Advisory Service website: for all University examinations taken during w your course of study. www.ox.ac.uk/students/welfare/ disability/needs If you have applied for alternative examination arrangements and are dissatisfied with the Sports, other non-academic activities and outcome, you have the right to appealto the academic commitments at other institutions Chair of the Education Committee. Your will not normally be accepted as valid appeal must be submitted in writing within reasons for approving changes to your 14 days of receipt of the original decision. examination arrangements in Oxford. Information about the procedures can be Appeals procedure for alternative obtained from your college office. examination arrangements w www.ox.ac.uk/students/academic/ If you have applied for alternative examination exams/arrangements arrangements and are dissatisfied with the If you have a SpLD or other disability, you outcome, you have the right to appeal to the can apply, in exceptional cases, to Council’s Chair of the Education Committee. Such an Education Committee for your courses appeal, which can also be made by the college to be structured differently (eg taken on your behalf, must be submitted in writing over a longer period) and for the mode within 14 days of receipt of the decision. or timing of assessments to be modified. Information about the procedures can be This is described as a major adjustment to obtained from your college office. These your examinations/assessments and will appeal procedures also apply to decisions require dispensation from the Examination of the Proctors on extension requests, late submissions and making changes to
17 work after it has been submitted, and on You should apply through your college office forwarding information to the examiners (or, if a non-matriculated student, your about mitigating circumstances. department), which will provide you with the relevant forms and submit them on your 8.2 Issues with sitting your behalf to the Examinations and Assessment examinations team who will pass them to the relevant Chair of Examiners. It is your responsibility to Notifying examiners of mitigating ensure that the forms are submitted to your circumstances college office. If, whilst preparing for or during your examinations (or preparing other assessed You must make sure that your notice is work), you have a problem that you submitted as soon as possible either before think will have seriously affected your or after sitting the affected papers, and in performance, you can submit a notice to any event by noon the day before the final the examiners to make them aware of your meeting at which the examiners will decide mitigating circumstances. Notices should the results. Notices received after this point only be submitted when you have suffered will not normally be considered but, if there a significant problem. There should be are exceptional circumstances, the Proctors independent evidence, such as a medical will decide whether to send the notice to certificate, to support your notice. the examiners. They will only do so if the notice is received within three months of the Examples of the kinds of problems you results being published, and if: might mention are acute illness just before or during the examinations that severely ●● you were prevented from making an affected your performance, or unforeseen earlier application due to your condition, circumstances such as bereavement or a or traffic accident. Students with more long- ●● your condition was only diagnosed after standing conditions that place them at a the results were known, or particular disadvantage are encouraged ●● a serious procedural error delayed the to alleviate the disadvantage by exploring application. other available procedures, such as applying w www.ox.ac.uk/students/academic/ for alternative examination arrangements exams/guidance or major adjustments to examinations and assessments (see 8.1 above). However, If you disagree with the Proctors’ decision, such candidates are nevertheless able to you can appeal to the Chair of Education exercise their right to notify examiners of Committee (see section 8.3 below). You, or mitigating circumstances whether or not anyone acting on your behalf, must follow they also receive alternative examination the process set out and not communicate arrangements or major adjustments to directly with the examiners. examinations and assessments.
18 Candidates entering examinations later than w www.ox.ac.uk/students/academic/ complaints the examinations that they were originally due to enter are entitled, within certain time The examiners will decide at their final limits, for papers to be set in accordance examination board meeting how to take the with the original syllabus (for example, information into account when determining the time limits are within six terms of the the examination results. It is important to examination they were originally due to be aware that most notices do not result enter for Final Honour Schools examinations in any changes to award outcomes and and within three terms for the First Public that the examiners have limited options Examination). Candidates should ensure that when considering a notice. After results are their college office is aware that they wish to released, you will be provided with a short take up this entitlement; otherwise, papers statement on the outcome. will be set according to the current syllabus.
The outcome of the consideration of your All courses have a time limit within notice of mitigating circumstances will which you must have completed your normally be available with your results on examinations. You will need permission Student Self Service. from Education Committee if you need to take your examinations after the maximum permitted period of time. For Final Honour Withdrawal from and suspension of the examination process Schools this is normally two further years; for graduate students the maximum time You cannot withdraw from examinations varies: seek advice from your college or after the last paper has been completed. department. In some circumstances it may be appropriate w www.admin.ox.ac.uk/examregs to suspend the examination process, either before attempting any papers or (subject to Non-completion of an examination your college’s permission) before the written part of the examination is complete, and If you do not complete the written papers apply to restart the examination process at a for a Final Honour School (eg by not later date. In certain circumstances you will turning up), you will be deemed to have be required to repeat papers. failed the whole examination. If you do not complete the written papers for the First Such suspensions of the examination process Public Examination or for a graduate taught must be notified through your college programme (eg by not turning up), you office (for undergraduates) or through your will be deemed to have failed the individual department (for graduate taught students paper. A re-sit will be capped at a pass, and and non-matriculated students). you will not be eligible for a distinction. If the Proctors are satisfied that there was w www.ox.ac.uk/students/academic/ exams/entry an urgent cause such as illness for the
19 non-completion, the examiners may be Dispensation from the regulations asked to consider if it is possible to make Education Committee can dispense individual an assessment on the basis of the work examination candidates from the provisions completed or, exceptionally, to examine of the regulations (eg to take examinations the part missed on another occasion. In the in different formats, to defer taking case of illness, a medical certificate must be written papers, or to have additional re-sit submitted to the Proctors’ Office through opportunities). Applications are made via your college office (or department, for non- your college office (or your department for matriculated students). non-matriculated students).
w www.ox.ac.uk/students/academic/ Jury service regulations You cannot claim exemption from Jury service. However, if you are summoned to 8.3 Submitting work for serve during term-time, and particularly assessment when sitting examinations, you should apply to the Jury Central Summoning Bureau Essays, dissertations, theses and other for deferral or excusal, as set out in the submissions that are assessed as part of summons. You should also seek the advice public examinations have deadlines by which of your college office. the work must be submitted. Make sure you know when and where you should submit Vivas your work. Deadlines are published either Many taught courses provide for candidates in the Examination Regulations or in your to be examined viva voce (ie orally), either course handbook. Most often, the place of as a standing requirement or one that may submission is the Examination Schools, but be applied at the examiners’ discretion. sometimes work is handed in to departments Where vivas are a mandatory part of the or submitted online. assessment, non-attendance without w www.admin.ox.ac.uk/examregs permission will result in you being failed in the examination as a whole. The dates when Late submissions you may be called for a viva are normally Give yourself enough time to submit your announced by the examiners at the same work by the deadline. time as the final examination timetable. All candidates who may be called for a viva The Proctors will not accept as reasons for must ensure that they are available in Oxford lateness problems such as: delays in postage, on those dates. In the case of research reliance on third parties to deliver your work, students, the viva is usually mandatory: printing problems, or, for submission of work the date will be arranged with you by the electronically, problems such as failure of examiners and will be published within the your private email, computer (including virus University. infection), or servers, or lost or stolen files.
20 Ensure that you keep adequate backups and Missing submissions store them separately and securely. If you fail to submit work by the deadline, If you do submit your work late, you the Examinations and Assessments team will receive an email notification of the or your department will write to remind consequences and instructions on what you that a deadline has passed, the to do next. You will also be charged a late consequences of not submitting, and what submission fee and may receive an academic you need to do next. When a candidate fails penalty. Academic penalties vary from to submit work, it is very serious: for Final course to course but are normally on a sliding Honour Schools, you will fail not only that scale and are published by the department. paper, but the whole Final Honour School Applications to waive any academic penalty or Part; for First Public Examinations and must be made to the Proctors’ Office as soon for graduate taught programmes, you will as possible by your college (or department if fail that paper, any re-sit will be capped you do not belong a college) explaining your at a pass, and you will not be eligible for a lateness. In some circumstances (such as distinction. If you discover that you have illness or other emergencies) the Proctors missed a deadline, you should do one of the may waive the late submission fee. following: For the consequences of work not being ●● if you have a good reason for both accepted, see the missing submissions section missing the deadline and for needing below. more time to complete the work before submitting it, then you should apply Extensions for an extension as described above You may become aware before a deadline immediately that you will need to submit your work ●● otherwise, you should submit the work late, because of illness or another urgent straight away, and ask your college (or, cause. If you do, you should ask your college if a non-matriculated student, your (or, if a non-matriculated student, your department) to write to the Proctors department) to apply to the Proctors for the with your reasons for late submission. If late submission to be excused in advance. the work is submitted late, without prior You will need to provide evidence, such as permission, and more than 14 days after a letter from your doctor, and an extended the missing work notification was sent, deadline will be set if your application is the work will not be released for marking granted. Extension requests should be for without permission from the Proctors. relatively short periods of time. If you think you will be unable to work for a very long Making changes after submission time, you should speak to your college about It is not possible to make changes to work making other arrangements to delay your after it has been submitted without the studies. Proctors’ permission, which they will only give in very exceptional circumstances.
21 Failure to proofread and ensure the work is qualification are explained in the appropriate ready to submit would not be considered Examination Regulations. as an adequate reason for permission to In general, the regulations permit be granted to be allowed to withdraw and undergraduate students failing the First resubmit work. When submitting work online Public Examination at the first attempt to re- candidates are advised to make sure they enter some form of the examination on one submit the correct file/version of the work. further occasion, normally within a year. Appeals against Proctors’ decision The regulations permit students failing You can appeal against the Proctors’ the Second Public Examination (‘Finals’) to decisions on extension requests, late re-enter but, unless they do so within the submissions, making changes to work after maximum number of terms specified for the it has been submitted, and on forwarding subject concerned, they will not normally information to the examiners about be eligible to obtain Honours, unless they mitigating circumstances, via your college, obtain special permission from Education to the Chair of Education Committee. Any Committee. appeal must be submitted in writing within If you have been classified in the Second 14 days of receipt of the Proctors’ decision. Public Examination, you may not re-take your Finals in order to try to improve your results. 8.4 Receiving your results Graduate students on taught courses are Examination results normally allowed to make a second attempt at a failed examination, in accordance with Once examiners have released the results, the regulations for the particular qualification. you are automatically notified by email and You may not re-take an assessment to can then access your assessment results, improve your results. and the result for the year if applicable, in w Student Self Service. Marks’ breakdowns www.admin.ox.ac.uk/examregs may later be forwarded to colleges.
w www.ox.ac.uk/students/academic/ exams/results
Failing examinations If you fail a University examination, it is important to obtain advice from your subject tutor or supervisor as soon as possible (for example, to find out whether your college, if you have one, is willing to allow you to come back into residence). The detailed provisions for any resit arrangements for each
22 8.5 Research students thesis and these can be discussed with the Disability Advisory Service and your Research students are responsible for finding department / college disability advisors. out the deadlines for the submission of work These measures could include extensions of throughout their study, including those for time for milestones, assistive technology, use transfer and confirmation of status, as well as of a proof reader etc. the final examination. You should consult your supervisors and college advisors to ensure If you wish to make the examiners aware that the necessary administrative processes of any illness, disability, or personal are complete well in advance of these circumstance which may affect your deadlines. The forms needed for academic performance in the viva, you can make an progression (including suspension of studies application for Adjustments to Assessment and withdrawal) are available online. Arrangements using form GSO.19, outlining the requested adjustments and reasons. w www.ox.ac.uk/students/academic/ Adjustments can be requested at any point guidance/graduate/progression from offer of a place to submission, at the An overview of the final submission and point of applying for Transfer of Status, at examination process is also available online: the point of applying for Confirmation of Status or at the point of applying for final w www.ox.ac.uk/students/academic/ viva/appointment of examiners. Please exams/research contact your GSA or departmental graduate administrator if you require more information. Research students are notified in writing of the outcome of the examination of their theses, after the examiners’ report has 8.6 Academic appeals been considered by or on behalf of the If you have any concerns about your responsible academic body. Students who assessment process or outcome, discuss are unsuccessful when their theses are these first informally with your subject or examined will be advised individually via the college tutor, Senior Tutor, course director, Divisional Graduate Studies Office about any director of studies, supervisor, or college or conditions under which they may revise and departmental administrator as appropriate. resubmit their work. They will be able to explain the assessment process that was undertaken and may be Extenuating circumstances and viva able to address your concerns. adjustments If you have a disability that may affect your Queries must not be raised directly thesis, this needs to be considered at the with the examiners. time that you are writing your thesis. There If you still have concerns you can make a are a number of measures that can be put formal appeal to the Proctors. An academic in place to support you whilst writing your appeal is an appeal against the decision of
23 an academic body (eg boards of examiners, 8.7 Plagiarism transfer and confirmation decisions etc). You must read the Proctors’ Disciplinary There is no right of appeal over matters of Regulations for University Examinations, academic judgement. Academic judgment which make clear that: is exercised when a decision is made about ● a matter where only the opinion of an ● you must indicate to the examiners when academic expert is sufficient. you have drawn on the work of others, using quotation marks and references in The only grounds for appeal are if you accordance with the conventions of your believe a procedure has not been followed subject area properly, or that an error has been made, ●● other people’s original ideas and methods or there was bias in the decision-making should be clearly distinguished from process. The Proctors will consider appeals your own under the University Academic Appeals Procedure. ●● the use of other people’s words, illustrations, diagrams etc. should be w www.ox.ac.uk/students/academic/ clearly indicated regardless of whether complaints they are copied exactly, paraphrased w www.proctors.ox.ac.uk/ complaintsandacademicappeals or adapted w www.admin.ox.ac.uk/statutes/ ●● material you have previously submitted regulations/253-114.shtml for examination, at this University or elsewhere, or published, cannot be re-used – including by drawing on it without referencing it, which constitutes ‘autoplagiarism’ – unless specifically permitted in the special Subject Regulations.
w www.admin.ox.ac.uk/statutes/ regulations/288-072.shtml
24 Failure to acknowledge your sources by Guidance about the use of source materials clear citation and referencing constitutes and the preparation of written work is given plagiarism. The University’s description of in departments’ literature and is explained plagiarism should be read carefully. That by tutors and supervisors. If you are unclear description includes a link to the University’s about how to take notes, use web-sourced online course about understanding what material or acceptable practice when writing plagiarism is, and how to avoid it. You are your work, please ask for advice. strongly advised to complete the course. If examiners believe that submitted material w may be plagiarised they will refer the matter www.ox.ac.uk/students/academic/ guidance/skills/plagiarism to the Proctors. The Proctors will suspend a student’s examination while they fully The University reserves the right to use investigate such cases (this can include software applications to screen submitted interviewing the student). work for matches either to published sources or to other submitted work. If they consider that a breach of the disciplinary regulations has occurred, In some examinations all candidates are the Proctors can refer the matter to the asked to submit electronic copies of essays, Academic Conduct Panel or to the Student dissertations etc for screening. Any matches Disciplinary Panel (see section 10). Where might indicate plagiarism or collusion. plagiarism is proven, it will be dealt with Although you are encouraged to use severely: in the most extreme cases, this can electronic resources in academic work, result in the student’s career at Oxford being remember that the plagiarism regulations ended by expulsion from the University. apply to online material and other digital w www.ox.ac.uk/students/academic/ material just as much as they do to printed guidance/skills/plagiarism material.
25 9 CONDUCT 9.1 The University’s conduct buildings, or operating University regulations services and facilities. University conduct regulations are additional You should consult the statutes and to individual colleges’ rules and by-laws: regulations, including the Examination students who have a college must therefore Regulations and subsequent formal observe two separate sets of disciplinary amendments published in the Gazette, for regulations. Students studying for awards comprehensive detail. that are also professional qualifications w www.admin.ox.ac.uk/statutes/12-011. may also be expected to observe codes shtml of conduct drawn up by the University w www.ox.ac.uk/gazette in consultation with the external bodies concerned; your department will provide Students who intentionally or recklessly details where appropriate. The University breach regulations, or incite or conspire with regulations covering student conduct come others to do so, are liable to disciplinary from three main sources: action. Section 10 of this handbook describes the Proctors’ powers and ●● University statutes, particularly Statute procedures for enforcement, and students’ XI on University discipline rights under those procedures. ●● regulations, issued by: (i) Council (ii) the Proctors, as the University’s 9.2 General conduct disciplinary officers, including Statute XI on University discipline contains a emergency regulations for Code of Discipline applying to all University student conduct, published in the members and students who are not University Gazette, notified to you formally University members. It sets out by your college or department and the actions and forms of behaviour that are remaining in force for a set period unacceptable in the University context (ie on (iii) the Rules Committee (six University or college premises and/or in the Congregation members and six course of University activity in any location, student members who meet whether academic, sporting, social, cultural annually to review and issue or other). conduct regulations) w (iv) the Curators of the University www.admin.ox.ac.uk/ statutes/352-051.shtml Libraries; and (v) the IT Committee Library and IT facilities ●● rules on access and use, made and published by people or bodies responsible No student shall intentionally or recklessly for managing University land and commit a breach of any of the regulations relating to the use of the libraries or the
26 information and communications technology communication and promoting lively facilities of the University. Infringement of academic debate. The University encourages copyright through the University IT network, students to use social media responsibly and including using peer-to-peer software and to be aware of the sometimes unexpected file-sharing to download and distribute and long-term consequences of irresponsible copyrighted material, can result in a fine or use. exclusion from the network. IT security is Posting offensive comments or other taken very seriously. Advice about keeping content on social media may be a breach your devices and your University IT account of the Code of Discipline and could result in secure is available online. disciplinary action by the Proctors. Students w taking courses which result in professional www.ox.ac.uk/students/life/it/secure qualifications should use social media in Data Protection accordance with the standards of behaviour set by the relevant national professional Anyone holding or intending to keep body. personal data of any kind (whether on a w computer or in paper records) on behalf www.proctors.ox.ac.uk/ of a club, society or publication, or for any studentconduct/socialmediaguidance other purpose, is individually responsible for complying with the provisions of Organising events the relevant data protection legislation. If you organise an event on University or Registration with the Proctors does not Oxford SU premises, or anywhere if it is provide any sort of blanket cover under the University funded, affiliated or branded, University. This legislation imposes strict you must do so in the context of the conditions on the collection, storage and use University’s responsibility to safeguard of personal data (eg about club members, freedom of speech within the law and sponsors) and confers rights of access on therefore in accordance with the relevant the people who are the subjects of such code of practice. In particular, you have data. Data controllers are required to notify a responsibility to decide whether to their activities: there is a self-assessment notify the Proctors of the event in certain guide to notification on the Information circumstances. Details, including when and Commissioner’s website. how to make a notification, are available on w the Proctors’ Office website: www.ico.org.uk w www.proctors.ox.ac.uk/ Social Media meetingsandevents Social media can bring enormous benefits and opportunities to an academic If you are considering organising an event community including by enabling global such as a march or procession, you will
27 need to consider whether it passes through inform the Proctors in writing. The Proctors University premises and, if it does, the will then consider whether any consequential University’s code of practice will apply. action needs to be taken within the Additionally, if it crosses public land or University. thoroughfares, the Public Order Act 1986, Section 11, requires the organiser to give at 9.3 Non-sports clubs and least six days’ notice in advance of the date publications of the event to the police. In practice, it is The University welcomes clubs, societies advisable to give the police as much notice and student publications’ contributions to as possible: at least four weeks’ minimum, student life. With more than 200 officially in the interests of avoiding clashes between recognised clubs and societies to choose your event and another event in Oxford on from, there is something for everybody at the same day. Oxford. w www.thamesvalley.police.uk Clubs that open their membership to students of more than one college can Essay-writing services register with the Proctors. Registration In accordance with the Code of Discipline, no assists the smooth running and continuity University member is allowed to contribute of clubs, gives access to University email, to essay-writing services (whether directly webpage facilities, and insurance, enables with the recipient or through commercial clubs to use the minibus hire and driver companies) in circumstances where the assessment scheme, entitles application work provided could be submitted by for University grants and permission to use someone else in any examination worldwide. ‘Oxford University’ in their names (‘Oxford’ in Students buying or otherwise obtaining the case of publications), and generally helps material to pass off as their own in to protect the clubs’ best interests as well as University examinations would be in breach the University’s reputation. of the Proctors’ Disciplinary Regulations for If you help to edit publications intended University Examinations and can expect to mainly for other students, or write for such be the subject of disciplinary procedures. publications, you need to be aware that your Criminal investigations and offences activities are covered by the University’s disciplinary regulations and by further Under Statute XI, if a student is the subject regulations as referenced in 9.4 below. of criminal proceedings concerning an alleged offence of such seriousness that an w www.admin.ox.ac.uk/clubs immediate term of imprisonment may be w www.proctors.ox.ac.uk/studentconduct imposed if he or she is convicted, or if he or she has been convicted of a serious offence (whether or not a prison sentence was in fact imposed), the student is required to
28 9.4 Regulations of the Rules Committee Rules Committee regulations concern the activities and conduct of student members. The regulations set out rules covering: clubs, societies and publications; defacement of property and unauthorised advertisements; behaviour after examinations; overseas activities; rowing on the river.
w www.admin.ox.ac.uk/statutes/ regulations/05-1017.shtml
9.5 Local rules Those responsible for managing University land and buildings, or operating University services and facilities, are empowered to draw up and publish local rules governing access and use. You are advised to familiarise yourself with any published rules, for example as displayed on noticeboards in or at the entrance to buildings or property or on the service’s website. Action threatening or causing damage to property or inconvenience to other users may lead to exclusion. An allegation of misuse of University property contrary to local rules may be referred to the Proctors for investigation as a possible disciplinary offence under Statute XI.
29 10 DISCIPLINARY PROCEDURES & RIGHTS 10.1 Proctors’ powers 10.2 Investigation Students at Oxford may be subject to An alleged breach of the Code of Discipline two sets of disciplinary regulations: the may, if it is appropriate to do so, be University’s conduct regulations (which investigated by the Proctors. apply to all students), and, for students who Where the Proctors investigate, they will have a college, to the college rules and by- decide whether there is a case for the laws provided in your college handbook or student or students concerned to answer. equivalent document. For alleged breaches involving clubs or The Proctors’ role under statutes IX and XI publications, the Proctors may hold all or includes ensuring that University statutes, some of the relevant officers responsible. regulations, customs and privileges are The Proctors have the power to summon observed. Doing so includes taking steps to: any University member to appear before ●● enforce, and prevent any breach of, them to assist with their enquiries. The Statute XI process of investigation and evidence- ●● deal with any complaint that a University gathering may involve interviewing those member has committed a breach of thought to be involved and possible Statute XI witnesses. A student under investigation has the right to be informed what breach ●● identify the person responsible for he or she is suspected of having committed any such breach. and to be accompanied by a member of The Proctors’ investigations are carried out Congregation during any interview. He or under procedures defined in regulations. she has the right not to answer any question Less serious matters may be decided on, (however, such silence will be reported in with the student’s agreement, at a Proctors’ any subsequent disciplinary hearing). Disciplinary Hearing (PDH) or, if plagiarism is alleged, by the Academic Conduct Panel If, after investigating, the Proctors decide (ACP). More serious matters will be decided that there is no case to answer, the on by the University’s Student Disciplinary student(s) will be informed in writing and Panel (SDP). the matter will be closed. If, however, the Proctors consider that a breach has occurred w www.ox.ac.uk/students/academic/ and that the student(s) responsible have conduct been identified, and that it is fair, just and w www.admin.ox.ac.uk/statutes/ reasonable to do so, the Proctors will then regulations/#disc send each student notice of a disciplinary hearing. The body responsible for adjudicating disciplinary cases differs according to the nature and seriousness of the alleged breach.
30 The student always has the following rights: or may admit the breach(es) and present evidence to explain the behaviour ●● to know when, where and in relation to what Statute or regulation he or she is ●● Either the Proctors or the student may accused of committing a breach call witnesses to attend ●● to know the evidence against ●● Pro-Proctors may preside to ensure that him or her those hearing the case are different from those investigating and presenting it. ●● to be accompanied or represented at hearings or in interviews If a fine or compensation order is not paid, the amount will automatically be ●● to call witnesses in defence increased according to a scale set out in the ●● to ask for an adjournment Regulations for Fines and Compensation ●● to appeal or seek leave to appeal against Imposed Under Statute XI. Continued non- the outcome of proceedings. payment will result in the case being referred to the SDP. There is a right to appeal to the 10.3 Proctors’ Disciplinary SDP against the Proctors’ decision and/or Hearing (PDH) penalty. Unless an alleged breach involves harassment, serious injury to a person, serious damage 10.4 Academic Conduct Panel to property, or a significant element of (ACP) dishonesty or plagiarism, the Proctors can offer the student concerned the option Role of having the matter dealt with at a PDH, The ACP handles certain cases of alleged which limits the possible outcomes to a fine plagiarism, ie where, if the allegation is (or fine plus compensation) of up to £300 upheld, the outcome will not be failure of the or a written warning about future conduct. entire degree/award, or expulsion. All other It is normally a much shorter process, and cases are handled by the SDP. resolved much more quickly, than referral to Composition the Student Disciplinary Panel (SDP). In addition to the current Proctors, the ●● The student will be formally notified members of the ACP are Council appointees what regulations are thought to have from among members of Congregation. been breached, and will be sent a notice A meeting of the Panel will be convened to attend a PDH (at which the student by one of the Proctors (who, if necessary, may be accompanied or represented by a may be represented by a Pro-Proctor) and Congregation member) involve two other ACP members, one of ●● At the hearing, the Proctors present the whom will have subject expertise relevant to evidence and the student has the right the student’s course of study but will not be to make a defence against the allegations a current examiner for the course.
31 Procedure ●● award no mark to a piece of work, and If the Proctors consider a case referred direct that it be resubmitted with no cap to them by examiners to be suitable for on the mark for the resubmitted work. determination by the ACP, they will give the If the ACP believes that failure would be student concerned the choice of having the appropriate, or that the case is too serious case put to the ACP or the SDP. The ACP will to be considered by the ACP, it will refer the normally consider a case within one month case to the SDP. of referral. Students may appeal against an ACP If the student chooses to have the case decision or penalty within 14 days of considered by the ACP having admitted receiving the written decision. The appeal to the breach, the student will be given will be considered by two ACP members the option of having the penalty agreed by (not including the current Proctors) who the ACP by correspondence with no meeting have no previous connection to the case. taking place. They will consider the written appeal, the ACP’s decision and the documents that were Where a meeting takes place, the student available to the ACP. They will not normally will receive beforehand a copy of all meet with the student. evidence collected by the Proctors and also will have the opportunity to submit evidence. 10.5 Student Disciplinary Panel (SDP) The student can attend the meeting and may be accompanied by another person, Role who should usually be another student or The SDP handles: a member of University, college or Oxford SU staff. If the student is not available, the ●● cases of a more serious nature, referred meeting will proceed unless the ACP decides to it by the Proctors or by the ACP that the student’s attendance is required. ●● appeals against PDH decisions If the ACP upholds the alleged breach, it may ●● certain other business (eg applications take the following actions: and appeals in connection with students’ suspension from access to University ●● direct that the student receive support premises and facilities). and training relating to good academic practice Composition ●● reduce a mark awarded to a piece The chair and vice-chairs of the SDP are of work appointed by the University’s High Steward ●● award no mark to a piece of work, from among Congregation members who are and direct that it be resubmitted and legally qualified. Other SDP members, also that the mark for the resubmitted Congregation members, are appointed by work be capped Council. The SDP holds hearings in term-time
32 or vacation as necessary. At each hearing, ●● recommend to Council that the student the chair or one of the vice-chairs will sit, be deprived of the degree to which the together with two other SDP members disciplinary proceedings relate. (selected to ensure their independence of In relation to breaches of examination the colleges and academic departments of regulations, the SDP may in addition to the the students appearing before them). penalties above, or alternatively, instruct the examiners to take one or more of the Procedure following actions: The Proctors must normally bring a case ●● if practicable, exclude from assessment within six months of first interviewing the any part of the work submitted that the student concerned. A student referred examiners are satisfied is not the student to the SDP is sent a formal notice of the member’s own work; breaches of regulations alleged and of the hearing to deal with the case. Before the ●● reduce a mark awarded to any piece of hearing, the student receives a copy of all work the evidence collected by the Proctors and ●● award no mark to, or disregard, any piece has the opportunity also to submit evidence. of work The student may choose any person to ●● substitute an alternative mark for any accompany or represent them during the piece of work hearing. Witnesses may be called. ●● reduce by one or more classes any If the SDP finds that the student has degree classification committed the breaches of regulations ●● permit the student to re-sit an alleged, it may issue a written warning about examination or re-submit a piece of work future conduct or take one or more of the on such conditions as it thinks fit following actions: ●● award a pass degree instead of an ●● impose a fine of an amount it thinks fit honours degree ●● order the student to pay compensation ●● fail the student in the examination or to any person or body suffering injury, part of the examination concerned. damage or loss as a result of his or her conduct ●● ban the student from specified University premises or facilities for a fixed period of time or on whatever terms it thinks fit ●● rusticate the student for such period as it thinks fit ●● expel the student from membership of the University
33 10.6 Student Appeal Panel 10.7 Definitions (SAP) Statute XI sets out the definitions of terms A student who wishes to contest the finding used in the Code of Discipline and in the or penalty imposed by the SDP has the right associated rules and regulations. You should to ask for permission to appeal to the SAP. take careful note of the meaning of those terms in the University, as in some cases This body consists of three people with they differ from other uses of the same or legal experience appointed from outside similar terms, for example in criminal law. the University by the High Steward. SAP members take it in turns to consider applications for permission to appeal, and 10.8 Criminal proceedings subsequently to conduct appeal hearings If a student member is alleged to have if necessary. The SAP may be assisted committed an act that constitutes a breach in individual cases by no more than two of section 2 or 3 of the Code of Discipline ‘assessors’ (members of Congregation and for which the student will be or is likely appointed by the High Steward, who have to be prosecuted in a court of law, the knowledge and experience of the practice Proctors shall not proceed unless they are and procedures of this University relevant to satisfied either: the issues raised in the appeal). ●● that any criminal proceedings in respect The SAP’s presiding member decides of the alleged act have been completed, whether to grant the student’s request for whether by conviction or acquittal or permission to appeal. In reaching a decision, discontinuance of the proceedings, or the SAP will consider the information ●● that the student is unlikely to be submitted, including the evidence on which prosecuted in a court of law in respect of the SDP based its decisions and any new the alleged act. evidence that the SAP agrees to consider. A reasoned decision will be given. There are additional considerations where the conduct complained of would constitute If permission to appeal is not granted, that is a serious criminal offence if prosecuted the end of the internal University process. in the criminal courts, because of the If permission to appeal is granted, a SAP seriousness of the allegations. hearing will be arranged. At the end of this w www.proctors.ox.ac.uk/studentconduct process, the SAP will decide whether to set aside or confirm the decisions of the SDP If a student member acquires a criminal (or it may decide to substitute a different conviction for an act of such seriousness penalty of the kind that the SDP itself could that an immediate term of imprisonment have imposed). may be or has been imposed on conviction,
34 the Proctors may refer the student to the SDP (which has powers to expel the student from University membership or impose a lesser penalty or other conditions on the student). As an interim step, the Proctors may suspend the student while criminal proceedings are taking place or ban the student from access to specified University land, buildings, facilities or services. There is a right of appeal against such interim action.
35 11 COMPLAINTS PROCEDURES
11.1 College matters (which have a separate procedure, see Chapter 8) or matters which are covered If you have a complaint about a college by other existing procedures (such as matter you should take it up with the admissions, behaviour of members of staff, relevant college officers. Help and advice behaviour of other students, academic is available from your college Dean, tutor, integrity, bribery and fraud). Senior Tutor, academic administrator, JCR, MCR or Oxford SU representative. Your Before you make a formal complaint you college will have a complaints procedure, should try and resolve the matter locally which is usually found in your college with the person or body responsible, for handbook. example: The Proctors have no jurisdiction over ●● Bodleian Libraries – contact the college complaints and appeals, including local librarian or email: e the quality of teaching provided in college, [email protected] collections (internal college examinations), ●● Central University services – write to or the behaviour of a member of college the head of the respective section: staff. If you are unsure whether the issue w www.admin.ox.ac.uk/uassections is a college or a University matter, you can ●● Department facilities – contact consult the Proctors’ Office caseworkers the departmental administrator informally. (contact details generally found on w www.proctors.ox.ac.uk the department’s website and/or its handbook) ●● Teaching and supervision – if you feel 11.2 University matters able to do so, raise any concern with the The Proctors will consider complaints raised member of staff directly. If not, take it by students under the University Student up with your Director of Undergraduate Complaints Procedure in relation to the Studies or your Director of Graduate following: Studies as appropriate. If it involves one of these individuals, you can speak to ●● University administrative and support your head of department or faculty. services (including departmental facilities Advice and support are available from and central facilities such as libraries, Oxford SU or from your student common counselling etc) room. You can also contact the Proctors’ ●● University academic services and support Office and speak to a caseworker (in (departmental teaching, supervision etc). confidence and without committing The process allows you to pursue a yourself to any action) if you are complaint as an individual or as a group considering making a formal complaint. of students. We hope that the initial raising of a complaint The University Student Complaints will be successful in resolving the problem. Procedure does not cover academic appeals If, however, you feel that it hasn’t been, or
36 that there’s a serious problem that needs to 11.5 Research integrity be looked into, then you can make a formal All University members are expected complaint to the Proctors. to observe the highest standards in the w www.ox.ac.uk/students/academic/ conduct of research. The procedures for complaints reporting suspected research misconduct are detailed in the Code of Practice and 11.3 Staff or student conduct Procedure for Academic Integrity in Research. A complaint about the behaviour of a Prior to making any formal allegation, member of staff or of another student sources of advice and support include other may be raised with the Director of Student researchers and colleagues, supervisors, Welfare and Support Services in accordance mentors, Senior Tutors, Proctors, Directors with the University policy and procedure on of Graduate Studies, heads of department, harassment. faculty or division, Research Ethics Complaints about other breaches of the Committees, Research Services, or Oxford Code of Discipline should be reported Students Union (Oxford SU). directly to the Proctors. w www.admin.ox.ac.uk/personnel/cops/ w www.ox.ac.uk/students/welfare/ researchintegrity harassment w www.proctors.ox.ac.uk/studentconduct 11.6 Conflicts of Interest
11.4 Public interest disclosure All University members are required to (whistle-blowing) recognise and disclose activities that might give rise to – or be perceived to give rise The Public Interest Disclosure Act 1999 to – conflicts of interest, and to ensure provides employees with legal protection they are properly managed or avoided. Such against being dismissed or penalised as a conflicts could arise from personal financial result of disclosing certain serious concerns interests, duties to other organisations, or (‘whistle-blowing’); such concerns might personal relationships. include criminal activity, danger to health Research students should be particularly and safety, or professional malpractice. aware of the risk of conflicts arising when The University’s code of practice and engaging in external activity such as procedure under the Act also provides international projects and collaborations protection for student members wishing to with the commercial world, research and report serious concerns. development, intellectual property licensing and involvement in ‘spinout’ companies. w www.admin.ox.ac.uk/personnel/cops/ pid w www.admin.ox.ac.uk/researchsupport/ integrity/conflict/policy
37 11.7 Complaints about Oxford ●● Maladministration, procedural SU irregularities, and unfair practices Oxford SU operates a full complaints ●● Disciplinary matters, including plagiarism procedure. ●● Fitness to practise. But cannot look at complaints about: w www.oxfordsu.org/your-union/ governing-documents ●● Admissions ●● Academic judgement 11.8 Student protection plan ●● Matters where there are current legal proceedings. Student protection plans set out what In order to access the OIA process, you must students can expect to happen in the event be a current or former registered student of that a risk to continuation of studies should the University and must have first exhausted arise (such as a course, campus or institution all the available internal procedures. closure). The purpose of a plan is to ensure that students can continue and complete To confirm that your case has been dealt their studies, or can be compensated if this with internally, you need to obtain a is not possible. All higher education providers Completion of Procedures letter from the who apply to register with the UK Office for office that informed you of the outcome of Students (OfS) must produce a plan as a your case. This should be provided to you condition of registration. shortly after the internal procedures are completed if your complaint or appeal is not w www.admin.ox.ac.uk/edc/ upheld. If your complaint is upheld but you otherdocuments still wish to complain to the OIA (eg about the remedy offered) you can 11.9 Office of the Independent request a Completion of Procedures Adjudicator letter from the relevant office. You have a The Office of the Independent Adjudicator maximum of 12 months from the date of (OIA) is an independent body whose role is that letter to apply to the OIA. to review student complaints. The OIA can Where the OIA finds in favour of a student, review complaints about: it may recommend that the University ●● Academic appeals should do something (eg look again at a complaint or pay compensation) or refrain ●● Factors affecting performance from doing something. ●● Teaching, supervision and facilities w www.oiahe.org.uk ●● Student accommodation ●● Welfare ●● Bullying, harassment or discrimination ●● Placements
38 39 www.ox.ac.uk/students
Student Information Examinations Schools, 75–81 High Street, Oxford, OX1 4BG t: +44 (0)1865 286223 e: [email protected]
Proctors’ Office University Offices, Wellington Square, Oxford, OX1 2JD t: +44 (0)1865 270276 e: [email protected] www.proctors.ox.ac.uk
www.twitter.com/OxUniStudents
www.facebook.com/OxUniStudents
Produced by University of Oxford Academic Administration Division Communications Photography: Oxford University Images/Greg Smolonski; Chris Andrews Publications and Rob Judges Printed by Oxuniprint, Oxford University Press, Oxford
40