Section 3: Regulations Applying to Junior Members

  1. Before coming into residence, junior members must sign a declaration that they will adhere to the regulations contained in the College handbook, which will include the accommodation agreement in the case of junior members residing in College accommodation, and to the University regulations as set out in the Proctors’ and Assessors’ Memorandum, the Examination Regulations and elsewhere.
  2. Copies of amended College regulations will be provided to junior members prior to the commencement of each academic year.
  3. Amendments made to College regulations at other times will be communicated to junior members by post or by email when implemented.
  1. College regulations will be reviewed at least annually in Trinity term by the Senior Tutor, Principal of the Postmasters, Bursars and other College Officers and any proposed material amendments will be discussed with the Presidents of the JCR and MCR and reviewed and approved by Warden and Tutors’ Committee and Graduate Committee after reference to the Statutes and Bylaws Committee.
  2. College regulations may be amended at the initiative of any College Officer at other times in response to changes in legislation or other material changes in circumstances and any proposed amendments will be discussed with the Presidents of the JCR and MCR and reviewed and approved by Warden and Tutors’ Committee and Graduate Committee after reference to the Statutes and Bylaws Committee.
  1. Junior members must regularly check their email both in term and during the vacation, and check their pigeon holes regularly when they are in Oxford.
  2. Junior members must respond promptly to communications from Fellows, College staff, and the University.
  3. Communications from Fellows and College staff to undergraduates during College term and graduates at any time that are delivered to College pigeonholes or sent to email addresses in the domain @merton.ox.ac.uk will be deemed to have been received after 24 hours, unless the junior member is out of residence.

Principal of the Postmasters

  1. The Principal of the Postmasters is responsible for general discipline among junior members, and is assisted by the Deputy Principal of the Postmasters.
  2. The Warden and Tutors’ Committee may, in the event of the ill-health or other unavailability of the Principal of the Postmasters, nominate a member of the Governing Body to act instead. Throughout these regulations, references to the Principal of the Postmasters shall include any such nominee.
  3. The Principal of the Postmasters and the Deputy Principal of the Postmasters are empowered to impose fines up to and including £250 and to restrict access to College facilities. A guide to possible fines for some offences is listed in Appendix 1. The cost of rectifying any damage caused may be added to a fine.
  4. The Principal of the Postmasters may refer to the Disciplinary Panel any case which appears to warrant a more severe penalty. The Disciplinary Panel normally consists of the Warden (or the Warden’s nominee) who shall ordinarily chair the Disciplinary Panel and four other members of the Governing Body, at least two of whom shall be Tutors.
  5. Misconduct related to drug misuse will be dealt with in accordance with Proctors’ guidelines; see Appendix 2.
  6. Junior members who have been fined less than £150 may make written representations to the Deputy Principal of the Postmasters within two days and thereafter appeal in writing to the Principal of the Postmasters. Junior members may appeal to the Disciplinary Panel against fines greater than £150. They are advised that the Principal of the Postmasters or the Disciplinary Panel respectively may impose additional fines or other penalties in the event of trivial or frivolous appeals, or where the offence is believed to warrant a more severe penalty than that already imposed.
  7. The Principal of the Postmasters also has the power, after consultation with the Senior Tutor, to suspend the right of access of a junior member from College premises and facilities. Suspension takes immediate effect for a fixed or indeterminate period where it is believed that the junior member may be guilty of serious misconduct and such suspension appears to be warranted.
  8. The Principal of the Postmasters or the Deputy Principal of the Postmasters may order the expulsion of any non-member of the College from its premises at any time.

Other College Officers

  1. The Senior Tutor is responsible for enforcement of academic regulations applying to junior members.
  2. The Finance Bursar is responsible for enforcement of financial regulations applying to junior members and may impose fines for non-payment of battels.
  3. The Librarian is responsible for enforcement of Library regulations and may impose fines in the event that books and other library items are not returned when due, are lost or damaged by junior members, or if there has been a serious or recurring breach of library regulations.
  4. The Senior Treasurer of the Amalgamated Clubs is responsible for oversight of the Amalgamated Clubs, the Senior Treasurer of the Junior Common Room is responsible for oversight of the Junior Common Room, and the Dean of Graduates is responsible for oversight of the Middle Common Room.
  5. The Principal of the Postmasters may enforce the collection of fines imposed by the Finance Bursar, Librarian, Senior Treasurer of the Amalgamated Clubs, Senior Treasurer of the Junior Common Room, or the Dean of Graduates when requested.
  1. New undergraduates (excluding second BA students) must arrive into residence at the College by 5:00pm on Monday 5 October 2020 and must attend a Ceremony of Admission to the College on Tuesday 6 October at 6:00pm. Those who are unable to attend for any reason should advise the Academic Registrar in writing. It is possible on request for international undergraduates to arrive from Thursday 1 October 2020.
  2. New graduates (including second BA students) must arrive into residence at the College by 5:00pm on Friday 2 October 2020 and must attend a Ceremony of Admission to the College on Monday 12 October at 6:30pm. Those who are unable to attend for any reason should advise the Academic Registrar in writing.
  3. Undergraduates must reside in College or at a confirmed address in or near Oxford, normally within six miles of the City centre, for the full length of each College term [College terms, covered by the standard accommodation charge, run from Thursday of 0th Week to Saturday of 8th Week inclusive. See paragraph 43], unless they have obtained the permission of the Senior Tutor to be absent, or they are unavoidably absent on grounds of ill-heath or other grounds, in which case the Academic Registrar must be notified. In order for the college to be able to make plans for the use of its accommodation, the Academic Registrar must be informed if an undergraduate intends to reside in accommodation which is not college-owned. This information must be provided each year no later than Friday of 3rd Week in the previous Hilary term.
  4. Graduates must reside in College or at a confirmed address in or near Oxford, normally within 25 miles of the City centre, unless they have applied to their Supervisor for permission to be absent and permission has been granted, or they are unavoidably absent on grounds of ill-heath or other grounds. In all cases of absence, the Academic Registrar must be notified.
  5. Junior members, whether resident in College accommodation or not, must complete arrival and departure cards at the Merton Street Lodge when coming into and going out of residence. A fine in accordance with Appendix 1 Tariff of Possible Fines will be imposed in the event of failure to submit an arrival or departure card. Undergraduates who are resident in College accommodation will be charged on a daily basis for periods that they are signed into residence.
  6. Room keys will be issued to junior members who are resident in College accommodation only on receipt of a signed and dated arrival card. Room keys must be surrendered with a signed and dated departure card when going out of residence.
  7. Junior members who are not resident in College accommodation must inform the Merton Street Lodge, the Finance Bursary and the Academic Office of their current residential address and telephone number by updating their individual record on Student Self-Service.
  8. Undergraduates who wish to be absent from the College for any night in term-time should enter their names, addresses and telephone numbers in the Exeat Book in the Porters’ Lodge before leaving, and must obtain a Tutor’s permission and inform the Academic Registrar in writing for periods of absence of more than three consecutive nights.
  9. Graduates should obtain the permission of their Supervisor for periods of absence of more than three consecutive nights and must inform the Academic Registrar in writing.
  10. Junior members who have suspended their studies voluntarily with the permission of the Warden and Tutors’ Committee, or have been rusticated, will not ordinarily be permitted the use of College facilities including but not confined to the Library, Hall, College Bar, JCR, Computer Rooms, Sports Pavilion, and Boathouse. Access to College to meet with College Officers or Tutors must be by prior arrangement. Junior members who are suspended will be permitted to visit friends who are junior members of Merton only in their private rooms as accompanied guests. Exceptions to this regulation will require the explicit authorisation of the Senior Tutor. Access to College facilities for junior members who have intermitted for reasons of health or disability will be determined with the Senior Tutor on going out of residence.
  1. New junior members must attend the University Matriculation Ceremony at 9:30am on Saturday 17 October 2020, and must assemble for a College matriculation photograph in Front Quadrangle prior to the Ceremony. Instructions will be issued by the Dean.
  2. It is a University requirement that members of the University wear academic dress (called 'sub fusc') when attending Matriculation, examinations and presentation for degrees. New junior members in particular should note that they will not be permitted to matriculate if they are not correctly dressed.

    [Sub fusc clothing must be worn with a gown and mortar board or cap, with hoods being worn by graduates at University examinations and presentations for degrees. Those reading for a second BA degree may wear a graduate gown, but when sitting examinations must wear a Commoner’s gown. Visiting Students may wear a Commoner’s gown.]

  1. Junior members who are prevented from attending the Matriculation Ceremony by ill-health or for any other good reason must inform the Academic Registrar in writing.
  1. On arrival in Oxford all junior members, other than those with a long-term condition or disability, are expected to register (either under the National Health Service or privately) with the College Doctor, or with some other practitioner in the Oxford area.
    Registering with the College or other local doctor will enable you quickly to access non-emergency medical treatment if you fall ill while in Oxford. The College Doctors are also familiar with University requirements and will be able to issue certificates to support applications for extensions to deadlines etc.
  2. Students with long-term or chronic conditions who wish to remain registered with their existing non-Oxford GPs may do so and will be treated, if required, by College or other Oxford Doctors as temporary residents.
  3. Junior members intending to register, or to remain registered, with a GP other than the College Doctor must notify the Academic Registrar in writing prior to coming into residence, and they must provide the Academic Registrar with details of the GP with whom they are registered.
  4. New junior members are required to complete and submit the necessary registration documents (in the case of the College GPs, this process is online), if necessary with the help of their own doctor, prior to coming into residence.
  1. The offer to an undergraduate of a place at the College is conditional upon studying the course which is specified in the College’s offer letter.
  2. No undergraduate may change a course of study without the prior consent of the relevant subject Tutors and the permission of the Warden and Tutors’ Committee. [Junior members in receipt of fees from public funds must note the conditions laid down by Government concerning changes of course. A change may be made without loss of an award if either (i) the necessary consent is given before the start of the second year of the student’s original course or (ii) the new course ends no later than the original one would have done.]
  3. All junior members are expected to devote themselves exclusively to the course of studies to which they were admitted and must not undertake any other academic or non-academic courses concurrently unless explicit permission is received from the Senior Tutor.
  4. Undergraduates must apply themselves to their academic work to the satisfaction of their Tutors. Unless prevented by some urgent cause, in which case they should let the Tutor know as soon as possible, undergraduates will:
    1. Attend all their tutorials punctually;
    2. Sit all their collections;
    3. Attend annually a Progress Meeting with the Warden, Senior Tutor and their subject tutors;
    4. Submit all work required of them on time and, if the work has to be read by the Tutor, legibly;
    5. Submit work that is of a reasonable standard, authentically their own, and with appropriate referencing if any is required;
    6. Participate actively at a reasonable level in tutorials;
    7. Do whatever reading and writing are required of them during vacations in order to consolidate subjects that they have already studied and/or to prepare for new subjects;
    8. Ensure that they know of any meetings that they are required to attend or of any information that they are required to supply either to their Tutor(s) or to the Academic Office, by checking their email, their pigeon hole, and the relevant notice board as often as necessary;
    9. Attend any such meeting, and supply any such information;
    10. Give their Tutors a reasonable amount of time to write references, to endorse applications, or to arrange tutorials for special options;
    11. Carry out prescribed activities, such as practicals.

In instances where tutorials clash with undergraduates’ religious commitments, it is possible to ask Tutors for the tutorial to be re-arranged.

  1. Undergraduates must consult their Director of Studies before undertaking paid employment or any non-academic activity including holding office in a College or University society which is likely to interfere with their academic work. Internships or other full-time employment should normally take up no longer than eight weeks of the Long Vacation unless the explicit permission of the Warden and Tutors’ Committee is obtained. Undergraduates who are subject to the academic disciplinary process may be required not to take up such employment as a condition of academic probation.
  2. The College may after following the procedures for formal written warning, academic probation, referral to the Academic Review Panel, and appeal set out in Bylaw XI A, see Appendix 3, suspend, rusticate or expel an undergraduate who in its judgement is not fulfilling the academic requirements.
    1. Suspension means that for a specific period of time the junior member ceases to be provided with tuition by the College or to have the use of College facilities. The junior member remains a member of the University of Oxford and may still enter his or her name for its examinations as an individual, and may appear in the Class List, provided that statutable residence has been kept.
    2. Rustication means that the junior member’s right of access to the facilities of the College and/or the University are withdrawn, usually for a specified period or until certain conditions have been fulfilled. The junior member remains a member of the University but ceases to be formally in residence and so cannot complete the required number of statutable terms. The Vice-Chancellor and Proctors have the power to excuse from part of statutable residence any member of the University who has been prevented by illness or other reasonable cause from keeping such residence, every application for such dispensation being made through the College. ‘Reasonable cause’ will be considered to include having been rusticated.
    3. Expulsion means that a junior member is deprived of membership both of the College and of the University and therefore loses the right to enter for University examination or take its degrees.
  3. Undergraduates must sit the First Public Examination in their subject at the earliest reasonable opportunity, unless they are senior status students who are exempted from sitting this examination.
  4. A candidate who fails to satisfy the Moderators in his or her initial examination for the First Public Examination shall be permitted to re-enter for the First Public Examination on one further occasion (in accordance with the regulations governing the resit in that subject).
  5. The College will normally terminate the course of a student who fails to achieve a pass mark or grade at the second attempt in any paper in the First Public Examination. Undergraduates have the right to appeal this decision on the grounds of exceptional circumstances, in line with Bylaw XI C as outlined in Appendix 5.
  6. Undergraduates must sit the Second Public Examination in their subject at the earliest reasonable opportunity.
  7. Undergraduates who fail to obtain honours in the Second Public Examination at the earliest reasonable opportunity shall normally be regarded as having terminated their course.
  8. Under the University's Examination Regulations progression to Part II in 4-year degrees can be conditional on attainment of a minimum standard during Part I.
  9. All undergraduates should be aware of the need to avoid plagiarism in their academic work. Definitions, examples and resources can be found at www.ox.ac.uk/students/academic/guidance/skills/plagiarism.
  1. The offer to a graduate of a place at Merton College is conditional upon studying the course which is specified in the University’s offer letter.
  2. No graduate may change a course of study without the prior consent of the relevant Faculties and the permission of the Graduate Committee.
  3. Graduates are expected to apply themselves to their academic work to the satisfaction of their Supervisors.
  4. Graduates must consult their Supervisors (in the case of research students) or Course Director or College Adviser (in the case of taught course students) before undertaking any non-academic activity which is likely to interfere with their academic work. The College expects its graduate students to observe the University's guidelines on paid work.
  5. All junior members are expected to devote themselves exclusively to the course of studies to which they were admitted and must not undertake any other academic or non-academic courses concurrently unless explicit permission is received from the Dean of Graduates. This includes Law Conversion Courses and Legal Practice Courses.
  6. Graduates whose status is lapsed by their department are required to hand their University Card in to the Academic Office. They will forfeit the right to access any College facilities during the period of lapse of status.
  7. Graduates are required to attend a Graduate Progress Meeting with the Warden and Dean of Graduates in Hilary term of their first year of their current course. These meetings are optional for students on the second or a later year of their current course. Meetings for students in their second year or above will be held in Trinity Term.
  1. Courteous and reasonable conduct is expected from junior members at all times, both in and out of College, and towards other members of the University, University and College staff and members of the public.
  2. Junior members are held responsible for the conduct of their guests while on College premises.
  3. Unreasonable or offensive conduct, including behaviour that is attributable to the influence of alcohol or illegal drugs, may be the subject of disciplinary action.
  4. Serious misconduct by a junior member, whether committed within the College or elsewhere, renders the offender liable to appear before the Disciplinary Panel, the powers of which include requiring a junior member to reside out of College premises, imposing a fine or banning, rusticating or expelling (see paragraph 33.6) an offender. The Disciplinary Panel may attach such conditions as in the circumstances it sees fit to any penalty.
  5. Serious Misconduct includes but is not limited to:
    • Violent or threatening behaviour;
    • harassment (see paragraph 36);
    • failure to comply with the provisions of the Code of Practice on Meetings and Events (see paragraph 37);
    • intentional or reckless damage to of property; contravention of the College’s Computer Regulations (see paragraph 40);
    • theft, fraud or false accounting;
    • the use of dishonest means in any examination or in fulfilling any academic obligation including but without limitation cheating in any College or faculty collection or in any University examination;
    • producing, procuring, possessing, using or supplying illegal drugs or other dangerous substances, or allowing College premises to be used for these purposes;
    • interference with fire prevention or any other equipment;
    • obstructing a Fellow, College Officer, Tutor or member of staff in the proper discharge of their duty;
    • engaging in conduct resulting in conviction for a criminal offence capable of attracting an immediate sentence of imprisonment (whether or not such a penalty is imposed);
    • wilful or persistent contravention of College Regulations; or
    • engaging in any other conduct which is gravely detrimental to the interests of the College.
  6. Junior members who are facing criminal prosecution or have been convicted of a criminal offence capable of attracting an immediate sentence of imprisonment (whether or not such a penalty was imposed) must inform the Warden and the Principal of the Postmasters.
  7. Proceedings before the Disciplinary Committee are governed by Bylaw XI B of the College Bylaws, see Appendix 4.
  1. A person subjects another to harassment where they engage in unwanted and unwarranted conduct which has the purpose or effect of:
    1. Violating another person’s dignity; or
    2. creating an intimidating, hostile, degrading, humiliating or offensive environment for another person. The recipient does not need to have explicitly stated that the behaviour was unwanted.
  2. Merton College does not tolerate any form of harassment, bullying, or victimisation and expects all members of the College community, its visitors and contractors to treat each other with respect, courtesy and consideration.
  3. The College is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all members of the College community are respected.
  4. Any member of the College community who feels they have been subject to harassment can make a complaint via the College’s Policy and Procedure on Harassment. See Annexe A for the Procedure in relation to complaints about staff or Fellows; and Annexe B for the Procedure in relation to complaints about students.
  5. The College has designated two senior members whose names are listed in Section 49 as advisers who may be consulted informally by junior members who believe they may be victims of harassment, or who are merely seeking advice. These advisers may be approached directly or indirectly through one of the JCR or MCR Officers or any other member of the College or other person.
  6. Any member of the College community who feels they have been subject to harassment can also contact the University Harassment Advisory Service for support. The Service is also available to those against whom an allegation of harassment has been made.
  1. It is a requirement of law that junior members observe the Code of Practice on Meetings and Events adopted in compliance with Section 43 of the Education (no.2) Act 1986. The Code of Practice on Meetings and Events is set out in Appendix 10. The College’s regulations on holding meetings or parties on college premises are set out in Appendix 7.
  1. All areas of the College must be kept clean and tidy by those who use them. It is especially important that kitchens, laundries, baths, showers and lavatories are kept clean. Penalties may be imposed on any junior member littering or unreasonably soiling common rooms and other communal spaces and the grounds and gardens.
  2. Junior members must not deface the quadrangles, lawns and gardens by leaving cigarette ends and litter about, or by wearing paths across the lawns.
  3. Junior members must not walk on the lawns of Fellows’ Quad, St Alban’s Quad or Mob Quad.
  4. Junior members may use the Fellows’ Garden and the Holywell Gardens for work or relaxation but may not take food or drink into them except bottled water, or play games there. Students may not gather in the Fellows’ Garden or Holywell Gardens between 12:30pm and 6:30am without permission from the Deputy Principal of the Postmasters.
  5. Junior members may play croquet but no other game on the Chestnut Tree lawn during Trinity Term between the hours of 9:00am and 9:00pm.
  6. Junior members who keep a bicycle in Oxford are reminded that it is an offence to ride a bicycle on the pavement, unless it is marked as a cycle path, or to ride a bicycle at night without lights.
  7. Bicycles must not to be brought into College quadrangles, houses, rooms or corridors.
  8. Bicycles, roller skates, roller blades and skateboards are not to be ridden in the College.
  9. Junior members are not allowed to park vehicles on College premises, unless they have been allocated one of the limited number of spaces at the Sports Ground, for which a charge will be made, at present £90 per term plus a deposit of £10.
  10. Junior members may neither possess nor use water pistols, water guns, water balloons, or similar objects in College. Students may not deliberately hurl, drop or project anything from a College window or building, including water, particularly at members of the public.
  11. No member of the College shall within any College building or within 100 yards of any College building or in the Fellows' Garden or any College garden or quadrangle throw, pour, spray, apply or use any thing or substance in a way which is intended, or is likely, (a) to cause injury to any person, or (b) to cause damage to, or defacement or destruction of, any property (whether or not with the consent of the owner of that property), or (c) to cause litter.
  1. The Library is for the use of members of Merton College only, and others may not be admitted, except with the prior permission of the Librarian or when accompanied by a Fellow of the College. A guide to the libraries is available.
  2. Books may be borrowed only by current members of the College. Exceptions may be granted by the Senior Tutor or by the Librarian, to whom written application should be made.
  3. The Librarian, Deputy Librarian, Archivist and other library staff are happy to assist members of the college with research enquiries and with questions about access to other collections. The OWL Library is staffed Monday to Friday, 9:00am to 12:00 noon, and 1:00pm to 5:00pm. Staff may be contacted by email to arrange consultations at other times.
  4. Reference books and most sets of journals and periodicals are confined to the Library, and may not be removed. Books marked 'Confined to the Library' may not be borrowed by junior members. All items published before 1851 are deemed to be 'Confined'.
  5. Each volume borrowed must either be issued to the borrower on the computerised issue system or, if the self service machine is broken and no library staff are available, be signed out in legible handwriting on the self-issue slips and placed in the loan slip box.
  6. It is an offence to remove a book from the Library without recording it on the computerised system or on an issue slip. Those who do not record volumes they remove will be fined and, if the offence is persistent, excluded from the Library.
  7. Borrowers retain full responsibility for any books that they have borrowed from the Library.
  8. No one may have in their possession more than twenty College Library books at any time without the permission of the Librarian or Deputy Librarian.
  9. Books borrowed from the Library must be returned by 11:59pm on the day on which they are due.
  10. Term-time loan periods and renewal privileges for books from the general collection are as follows:
    • Undergraduates: 28 days, with three renewals online (but books borrowed or renewed after 4th Week will be due on Wednesday of 8th Week);
    • Graduates: one term, with three renewals online.

    Once the renewal limit is reached, books must be brought to the library and discharged before being re-borrowed. Books borrowed for a vacation must be returned or renewed on or before the Wednesday of First Week of the succeeding term.

  11. A book may be recalled if required by another reader. See Appendix 1 Tariff of Possible Fines.
  12. Fines will be charged for the late return or renewal of books and non-book material. See Appendix 1 Tariff of Possible Fines.
  13. All fines will be added to battels at the end of the term in which the fines have been incurred.
  14. Students whose books are more than a month overdue and who fail to respond to communications from the library may have their college library privileges suspended and may additionally be charged the fine normally charged for lost books. See Appendix 1 Tariff of Possible Fines.
  15. Members of College going out of residence or at the end of their course must return all Library books before going down. Requests for exceptions should be directed in writing to the Senior Tutor. Books not returned before a student leaves college at the end of their final term will be deemed 'lost', and the fine for lost books will apply. See Appendix 1 Tariff of Possible Fines.
  16. It is a serious offence to mark or deface Library books. A fine for each damaged, defaced or lost book will be charged to the persons responsible for the damage or loss (normally the person to whom the item has been issued). See Appendix 1 Tariff of Possible Fines.
  17. The library workstation computers ('OPACs') are to be used only for access to library catalogues, e-journals and other electronic research resources. They may not be used for other purposes, including email, running applications or programming.
  18. Readers of special collections material should consult a member of Library staff if they wish to photograph Library or Archive items.
  19. Damaged or defective items should be brought to the attention of library staff.
  20. No food (including chewing gum) or drink, other than water in a lidded bottle, may be brought into the Library. Temporary exceptions may be made at the Librarian’s discretion. Open containers of food or drink will be removed by staff immediately and discarded.
  21. So far as is possible, silence should be maintained in the Library. Mobile telephones and other devices brought into the Library must be switched to silent mode.
  22. Personal possessions not needed for a reader’s work should not be brought into the Library.
  23. Library study space is limited and must be shared with others. Guidelines on whether and how books and papers may be left overnight in the library may vary according to the term and will be posted. Readers are asked to follow these guidelines and normally should tidy books and papers when leaving the library for more than a short break, so that others can use the desk space. Staff reserve the right to clear tables and desks when necessary.
  24. All visitors to the Upper Library must be accompanied by a Fellow of the College, or by a member of the Library staff. All visitors’ bags other than small handbags must be left at the foot of the stairs; parties of more than eight persons may be admitted only by permission of the Librarian; and visitors must not enter the bays or touch any book. Members of College and up to two personal guests may attend the summer college tours provided by College Guides free of charge.
  25. Most of the regulations applying to books should be understood to apply also to information objects in other formats (CDs, DVDs, etc.). Special borrowing periods and fine schedules may apply to items in non-printed formats. See Appendix 1 Tariff of Possible Fines.
  1. Junior members must observe both College and University regulations governing the use of computing facilities. University regulations can be obtained from the University of Oxford IT Services and are posted at www.it.ox.ac.uk/rules.
  2. The Principal of the Postmasters or Deputy Principal of the Postmasters may instigate disciplinary proceedings if warranted and may impose fines on, or withdraw network and computer room services from, junior members who are found to be in breach of regulations. Contravention of computer regulations may constitute serious misconduct, rendering the offender liable to appear before the College Disciplinary Committee. In some circumstances, junior members may be subject to criminal proceedings in the event of computer misuse. Junior members are reminded that all other rules, in particular those relating to conduct and harassment, fully apply to their online activities.
  3. IT facilities are provided to junior members principally for academic and administrative purposes that are related to College and University activities. Junior members have no right to use IT facilities for any other purposes. Reasonable personal use is expected but members are asked to give way to those wishing to complete academic work when using shared facilities.
  4. Junior members must not use IT facilities to access, store, print, process or transmit offensive or abusive material, or for commercial or illegal purposes. Attention is drawn to the Regulations Relating to the Use of Information Technology Facilities and that students are prohibited from the use of IT facilities with the intention of drawing people into terrorism (behaviour that is contrary to the College’s statutory duty under Prevent).
  5. Junior members are bound by the provisions of the Copyright, Designs and Patents Act 1988, applicable data protection legislation (including but not limited to the EU General Data Protection Regulation and the Data Protection Act 2018) and the Computer Misuse Act 1990.
    Junior members are required to observe the College’s Information Security Policy, Data Protection Policy, Data Protection Breach Regulations, Mobile Device Security Regulations, and Network Acceptable Use Regulations.
  6. Duplication of software licensed to the College is forbidden.
  7. The College accepts no liability for loss of data or consequential damage arising from use of IT facilities.
  8. The College accepts no liability for loss of network connectivity. The College will endeavour to give at least one day’s notice of withdrawal of services arising from repair or maintenance of IT facilities.
  9. For network security purposes, and in order to investigate breaches of the computing regulations, the College reserves the right to monitor network access by users and restrict the use of any computer connected to the network. Such activity is conducted in accordance to the college Privacy Policies.
  10. The Head of IT or any member of the IT department may suspend access to network services or computer room accounts, with or without notice as appropriate, if the integrity or security of the network is compromised, or if consumption of network resources or bandwidth is unreasonable or wasteful.

Computer rooms

  1. Junior members must not install software on College computers, or change system settings or interfere with any equipment or materials that are the property of the College or its contractors. Any computer malfunction must be reported to the IT department.
  2. A College computer account may be used only by the designated user. Junior members must not divulge their passwords to other users.
  3. Users must log off at the end of any session. Workstations must not be left unattended during any session. Junior members who habitually fail to log off, or leave a workstation unattended, may be barred from the system.
  4. No food including chewing gum or drink may be brought into the computer rooms.
  5. Personal belongings and College library books should not be left unattended in the computer rooms and may be removed by College staff.
  6. IT facilities are provided for the benefit of all members of College. Users should vacate workstations promptly if required by IT staff or by other users requiring access to a specific program or facility. Complaints against unjustifiably protracted or excessive use of IT facilities should be referred to the Head of IT or IT department.
  7. Computer rooms are designated for normal use in Old Warden’s Lodgings, Mob Library, and Holywell Buildings Block A.
  8. The playing of games on College computer equipment is forbidden.

Personal computer equipment

  1. The College accepts no responsibility for the installation or maintenance of computer hardware and software that is not in its ownership. Junior members are personally responsible for personal computer equipment and software, and should keep it secure at all times.
  2. Only persons who are members of the University of Oxford are permitted to use University network facilities. Junior members must not permit or provide access to University network facilities by persons who are not members of the University of Oxford. Junior members may be held responsible for use of College or personal computer equipment by unauthorised persons.
  3. Where provided, use of an Ethernet socket in College residential accommodation is confined to the authorised resident. Only computer equipment that is registered with the College may be installed on the network.
  4. Only a single Ethernet interface may be connected to an Ethernet socket. The use of routers, switches or hubs is forbidden.
  5. The use of wireless access points other than communal wireless access points provided by the College is forbidden.
  6. All network equipment connected to wireless or cabled networks within College must be set to have an IP address assigned by the College DHCP Server – the most common default setting for such devices. Static IP addresses must not be configured, and disciplinary sanctions may be applied to persons who use static IP addresses, including permanent withdrawal of College IT facilities, unless they have special reasons to do so and have first obtained the express permission of the Head of IT.
  7. Junior members may not run a games server, email server, web server or any other form of server or file/resource services on the network.
  8. Junior members must install a fully licensed anti-virus program on their personal computer. Suitable software may be downloaded from the University registration website. Operating system patches and anti-virus updates must be installed as soon as they become available.
  9. Junior members should seek the advice of the IT department before using file sharing or port sharing P2P (peer to peer) programs, Torrent programs and similar media downloading services. The use of such programs may be illegal or, where legal, may be subject to regulation and restriction to prevent excessive use of bandwidth for purposes unconnected with College or University activities.
  10. Individual students must be covered by a TV Licence to download or watch any BBC programmes on iPlayer - live, catch up or on demand. This could be on any device, including a TV, desktop computer, laptop, mobile phone, tablet, games console, digital box or Blu-ray/DVD/VHS recorder.  Further information is available from TV Licensing.
  11. The use of social networking sites such as Facebook, Instagram, Twitter and YouTube, including any material posted on such websites, is subject to College Regulations. Students who use university or college IT facilities in order to access such websites (even indirectly), or in particular who post material about other members of the University on such sites, are acting in a university context and must observe all the College’s and University’s regulations. Further information is available from the Proctors’ Office.
  12. Wireless access is available and provided by Oxford University IT Services' Eduroam service. In order to connect to this service, junior members will need to have registered for a remote access account through Oxford University IT Services.
  1. Junior members must ensure that photocopying and printing from the internet is carried out by them within the terms of the Copyright Designs and Patent Act 1988. If, without the authority of the copyright owner, a person copies outside the very limited 'fair dealing' exceptions of the Copyright, Designs and Patents Act 1988 (which allows copying for, amongst other things, research or private study by individuals), that person may not only be infringing copyright but be committing a criminal offence.
  2. It is the duty of the licensed institution (in this case the University of Oxford and the College itself) to ensure that junior members are kept properly informed concerning photocopying and copyright law. This Regulation, together with notices that appear beside each College photocopier, constitutes information to junior members for this purpose.
  3. The College, as the licensed institution, may bring disciplinary charges against any junior member who infringes photocopying and copyright law.
  1. The College holds premises licences authorising licensable activities on College premises.

  2. All activities on College premises are subject to College regulations, whether they are authorised by license or otherwise.

  3. Licensable activities that are authorised are the supply of alcohol and late night refreshment, performances of plays, films, live and recorded music and dance.

  4. College premises that are licensed are the main College site in Merton Street and the Pavilion. The Boathouse is licensed for the supply of alcohol only. All other College premises are unlicensed, including all premises in Holywell Street, Jowett Walk, Mansfield Road, St Cross Road, Manor Road and Manor Place.

  5. Licensable activities may take place only at the following times:

     

    Merton Street

    Pavilion

    Boathouse

    Supply of alcohol

    10:00am to 12:00 midnight daily, or until 2:00am on the following day on not more than 24 occasions each calendar year subject to 10 days' notice to the Licensing Authority and Police and the consent of the Police. Once every 3 years alcohol may be served throughout the night on the occasion of the College Ball subject to 3 months' notice to the Licensing Authority and Police and the consent of the Police.

    10:00am to 2:00am on the following day on not more than 24 occasions each calendar year subject to 10 days' notice to the Licensing Authority and Police and the consent of the Police.

    12:00 midnight to 12:00 midnight on the following day.

    Late night refreshment

    11:00pm to 5:00am on the following day.

    11:00pm to 5:00am on the following day.

     

    Performances of plays, films, live and recorded music and dance

    12:00 midnight to 12:00 midnight on the following day. See further below for College Ball and comparable events.

    12:00 midnight to 12:00 midnight on the following day.

     

  6. No supply of alcohol may be made by the College unless there is a Designated Premises Supervisor in post who holds a valid Personal Licence. The Designated Premises Supervisor for the time being is the Domestic Bursar.

  7. Every supply of alcohol made by the College must be made by or authorised by the Designated Premises Supervisor or by a person who holds a Personal Licence.

  8. Alcohol may be supplied only to members and employees of the College and their guests or to persons attending private functions or conferences or other persons in residence during vacation periods.

  9. It is illegal for any person under the age of 18 to be served with alcohol by the College, or to purchase or endeavour to purchase alcohol from the College, or to consume alcohol purchased from the College on her or his behalf. However, it is permissible to serve wine, beer or cider provided with a table meal to a person aged 16 or 17, provided she or he is accompanied by an adult.

  10. Alcohol supplied by the College must not be removed from College premises other than in sealed containers.

  11. All external doors and windows must be kept closed other than for access and egress in all rooms in which events involving amplified music and speech are taking place.

  12. Music and speech may not be relayed through external speakers without the prior consent of the Licensing Authority.

  13. Drones, or fireworks or other pyrotechnics may not be deployed without the prior consent of the Licensing Authority.

  14. Children under the age of 16 must be supervised by a responsible adult at all times when on College premises.

  15. Where a film in the 12A, 15 or 18 categories is displayed no person appearing to be under the age of 12 and unaccompanied, 15 or 18 as appropriate may be admitted and a notice to that effect must be displayed.

  16. With respect to College Balls and to any comparable events that may be approved by the College:

    1. The Ball Committee (or comparable organising committee) must give three months’ notice to the Licensing Authority and the Environmental Health Office of the date for the College Ball (or comparable event).

    2. Each Ball (or comparable event) will be subject to a noise risk assessment in accordance with the current Oxford City Council Code of Practice which must be submitted by the organising committee to the Environmental Health Office three months in advance of the date for the event.

    3. The organising committee must invite representatives from the Licensing Authority and other relevant authorities to discuss the event one month in advance of the date for the event.

    4. The organising committee must notify residents in the immediate vicinity two weeks in advance of the event by means of a leaflet stating dates and times and providing a telephone number and contact person to whom complaints can be directed.

    5. Any amplified music played at a College Ball or comparable event in the open air or in a marquee must cease by 3:00am.

  1. The regulations in this section do not apply to second BA students.
  2. College terms, covered by the standard accommodation charge, run from Thursday of 0th Week to Saturday of 8th Week inclusive (i.e. the first night covered by the charge is Thursday of 0th Week and the last night is Friday of 8th Week). Undergraduates must return to residence by Thursday of 0th Week (whether or not they are due to sit College collections) unless they have, in advance, sought and received permission from the Senior Tutor.
  3. Provided the College is not officially closed, undergraduates may return to residence from Sunday of 0th Week of each term without special permission. Rooms may not have been serviced by Sunday of 0th Week, and evening meals will not normally be available, since arrival will usually be past the deadline for meal booking.
  4. Undergraduates without prior permission for vacation residence are required to vacate their rooms by 10:00am on Saturday of 8th Week in Michaelmas Term, by 12:00 noon on Saturday of 8th Week in Hilary Term, and by 12:00 noon on Sunday of 9th Week in Trinity Term.
  5. All other vacation residence requires explicit permission and objective justification. Priority will be accorded to those sitting University Examinations [Sitting exams in this context means being in residence after the end of term to take papers, not revising for exams in the following term.] and with extended terms. Other valid reasons include a requirement to be in Oxford for laboratory based projects or to research a dissertation or thesis. Vacation residence expires at 10:00am on the day of departure; this departure time applies throughout the vacations, not just on the weekends at the end of term.
  6. In special circumstances, vacation residence may be approved on compassionate grounds.
  7. If accommodation is available and a good case can be made, short stays to enable participation in University sport, music or other extracurricular activities may be possible.
  8. Permission will not be granted to cover intervals of time before parents can collect undergraduates and their belongings. The dates of term are well-publicised and arrangements should be made accordingly.
  9. Charges will be levied at the prevailing conference rate for any period of vacation residence for which permission has not been obtained.
  10. Except as provided above, junior members wishing to remain in residence beyond the end of one term or to return before the beginning of the next, including those awarded or applying for vacation study grants and including candidates for University examinations during a vacation, must submit applications to the Academic Registrar by Monday of 5th Week.
    The College has put in place a supplementary deadline of 31 July for cases where there is a genuinely unforeseen reason why the Monday of 5th Week deadline cannot be met in Trinity term.
  11. Applications for residence during a period in the Long Vacation that is not contiguous with term should be made to the Academic Registrar by the same date. They must be supported by evidence of an approved programme of work for the requested period in the form of a letter of appointment to a suitable employment, an assignment of a laboratory project, a thesis or extended essay to be prepared for a University examination, or a detailed programme of study.
  12. The application forms for vacation residence and vacation study grants will be circulated by email during 3rd Week of each term.
  13. Requests, in exceptional circumstances, for any variation in an approved period of vacation residence must be the subject of a renewed application.
  14. Permission for vacation residence confers no right to retain term-time rooms, which may be required for other College purposes. In particular, with the exception of those sitting University examinations, junior members housed within the main College precinct will be required to vacate their rooms by 10:00am on Saturday of 8th Week in Michaelmas term, by 12:00 noon on Saturday of 8th Week in Hilary term, and by 12:00 noon on Sunday of 9th Week in Trinity term. Accommodation elsewhere will be allocated if rooms are available.
  15. Undergraduates whose home address is in England or Wales cannot remain in residence when the College is closed, for instance at Christmas and Easter.  Any other undergraduate wishing to remain in residence during a period when the College is closed must seek explicit permission and provide objective justification.  Under-18s will not be permitted to remain in residence when the College is closed and at other periods in the vacations when the College determines it is unable to offer appropriate supervision.
  16. Undergraduates require the authorisation of the Senior Tutor to use the Library and computer rooms during vacations. This authorisation is automatic for those with vacation residence permission. Non-resident undergraduates should email the Academic Registrar by the end of 8th Week to request permission.
  17. With the exception of 9th weeks and the Admissions Period in December, Undergraduates may not access the JCR and TV Room during vacations as these rooms are used by College for other purposes.
  18. Only with express permission may undergraduates leave any belongings in a College room during the vacations, even after a period of approved vacation residence.
  1. Excessive noise is antisocial. No junior member or any other person should have to suffer from an unreasonable and avoidable disturbance.
  2. Permission must be obtained for any gathering of more than ten persons or for any College party on College premises. Detailed regulations are set out in Appendix 7.
  3. Playing musical instruments or sound systems in the open air is forbidden, except where prior permission is granted by the Principal of the Postmasters.
  4. In order not to disturb those wishing to work or sleep, music, whether live or reproduced, is allowed only between 1:00pm and 5:00pm and between 7:00pm and 11:00pm daily and on Sundays from 10:00am to 11:00pm, in any room in College except in the Music Rooms.
  5. Music played within the permitted times must be kept to a tolerable level.
  6. The Music Rooms must be used for musical activities only and food and drink, except bottled water, must not be taken into them. The playing of amplified music in the Music Rooms is forbidden except by express permission of the Principal of the Postmasters. Music played in Music Rooms should only be played between 8:00am and 10:00pm.
  7. Permission must be sought from the Warden and Tutors’ Committee before music or drama rehearsals or any similar activity is held in the gardens. The application should be made through the Senior Member of Merton Floats (in the case of drama) or the Principal of the Postmasters (in the case of any other activity) and in all cases the Garden Master must be consulted. (Permission is likely to be withheld during times proximate to public examinations.) Performances of music and drama are activities that are regulated by the College’s premises licence, see section 42.
  8. Junior members who have mobile phones must ensure they are switched off during tutorials, classes and lectures and at all other times when they might cause disruption, including during Formal Hall.
  9. A penalty in accordance with Appendix 1 will be imposed for the setting off of a fire alarm in communal kitchens between the hours of 11:00pm and 6:00am. Any noise caused by the use of the kitchen facilities or other communal areas for preparing or consuming food during quiet hours should be minimised.
  1. Smoking is only permitted in the quadrangles and gardens of the College, excluding all covered passageways between quadrangles, or in close proximity to doors and open windows or of flammable materials or liquids. Students are requested not to smoke in Front Quad.
  2. Smoking is not permitted in internal areas of the College, including personal accommodation, Hall, Chapel, Bar, Pavilion, Boathouse, libraries, seminar rooms, common rooms and music rooms, corridors, staircases or any substantially enclosed areas (more than 50% enclosed with a roof).
  3. It is the responsibility of smokers to dispose of smoking materials in a safe and tidy manner in the smoking bins provided.
  4. The use of e-cigarettes or vaping is not permitted inside any college building.
  1. New junior members will be inducted in key aspects of health and safety, in particular fire safety, at the start of the academic year. All new junior members and those who are being readmitted as graduate students are obliged to attend these induction sessions. The sessions are optional for returning students (who have already taken a graduate course at Merton) provided they have already attended the sessions as a new student within the last two years.
  2. Junior members are expected to behave in a responsible and considerate manner and to take reasonable care to avoid injury to themselves and to others. A junior member who contravenes safety regulations or who carelessly or wilfully puts at risk the safety of any person may be subject to disciplinary action.

Accidents and emergencies

  1. If any person is injured in an accident on College premises, or in case of any medical emergency, the Merton Street Lodge must be informed immediately, telephone (2)76310.
  2. In case of minor injuries, the Lodge staff may summon medical assistance or administer first-aid. If the injury or medical condition is serious, the emergency services should be summoned immediately by dialling 999 or 112, giving clear instructions as to the precise location of the accident.
  3. Any junior member who is involved in or witnesses an accident or potentially dangerous occurrence on College premises must record the circumstances as fully as possible in the Accident Book at the Lodge as soon as possible.
  4. Any junior member who suffers from a medical condition that may require emergency medical treatment is strongly advised to inform the College Doctor or College Nurse when submitting a medical form or at any subsequent stage.

Fire safety

  1. Junior members are required to familiarise themselves with the fire notices posted in their room and to attend fire drills when they are in residence. The first fire drill in Michaelmas will be announced; thereafter fire drills will be unannounced. Whenever the fire alarm sounds, except at the time of a designated test, the building must be evacuated and junior members must not return until the all clear is given by either the Lodge Porter or by the Fire Officer. It is an offence not to evacuate the building in the event of a fire alarm, even it is believed that the reason for the alarm is known.
  2. It is an offence to misuse a fire extinguisher, a smoke detector, fire alarm, or any fire equipment, to obstruct a fire escape, tamper with break glass boxes, or to behave recklessly with respect to fire.
  3. It is an offence to prop open fire doors or to obstruct corridors and fire exits. All corridors and escape routes must be kept clear of all items, no matter how small, at all times.
  4. Any malfunctioning alarms and emergency lights or damage to fire equipment must be reported to the Merton Street Lodge and recorded in the incident book.
  5. The use of candles, incense, joss sticks or other flammable materials in College rooms is prohibited. Smoking is not permitted in personal accommodation.
  6. It is an offence to store or ignite flammable, hazardous or explosive substances on College premises, including but not limited to fireworks, gas cylinders, and all items of compressed air.
  7. Cooking and the use of microwaves, toasters and similar devices, is not permitted in any accommodation. Junior members are not permitted to bring any of the following electric appliances into College:
  • cooking appliances (including microwaves, toasters and sandwich makers);
  • heaters (including non-electric heaters);
  • irons;
  • any other appliances that may constitute a hazard.
  1. Kettles must be of the automatic switch-off type.
  2. Barbeques are not permitted. It is an offence to possess barbeque equipment in College premises, whether inside or adjacent to a student residence.
  3. The drying of clothes on top of electric heaters constitutes a fire hazard and junior members must use the laundry facilities provided.

College buildings and equipment

  1. Climbing on College buildings, including roofs, walls, ladders and scaffolding, or fire escapes unless in an emergency, is prohibited.
  2. It is an offence to interfere with any tools, fixtures, equipment or materials that are the property of the College or its staff or contractors.
  3. Any malfunctioning equipment including sports equipment, heating equipment, laundry equipment and computer equipment should be withdrawn from use and reported to the appropriate College Officer or to the Lodge at the first opportunity.
  4. Trucks and trolleys used for the transportation of personal effects must not be removed from the premises. Junior members are advised that they use these items at their own risk. It is recommended that two people are in control of any truck or trolley when used on public pavements and roads.
  5. Junior members should not enter areas of the College that have been cordoned off while building, maintenance or cleaning activities are taking place.
  6. The College is an institution of considerable antiquity. Junior members should exercise due care at all times, especially when climbing or descending steps and staircases, and when traversing paths and stone paving, particularly when icy or wet.

Electrical appliances

  1. Members of the College who wish to use in their rooms any mains-operated electric appliances other than those furnished by the College should have these appliances correctly wired to an undamaged plug of the safety-sleeve type and carrying BS number 1363, the cable secured in the cable clamp and a fuse of the correct rating fitted. Every appliance must carry the appropriate British Standard number or Kitemark, and flexible cables must be in good condition and not worn, perished, split, stretched or twisted.
    Any electrical appliances to be used on the college site must be compatible with British power sockets and voltage levels (240v). Any adapters, if not new, should be tested to ensure they are not faulty.
  2. Electrical appliances that are over two years old must be tested by a qualified electrician and certified as fit for use before being introduced into College. The College may at any time inspect certification or require that appliances be made available for testing by the College electrician, for which a fee may be payable. Appliances failing a safety check will not be allowed in College rooms.
  3. It is an offence to interfere with electrical fittings, to connect appliances to a lighting circuit or connect multi-way adapters or extension cables to a socket outlet. Alterations or attachments may be made to the electric circuits or fittings only by the College electrician.

Firearms and other offensive weapons

  1. Firearms, ammunition or other offensive weapons may not be introduced into College without the written permission of the Principal of the Postmasters.
  1. Junior members are required to familiarise themselves with the rules and safety regulations applying to any sports activities organised by the Amalgamated Clubs of Merton and Mansfield Colleges in which they participate.
  2. College sports are administered by the Senior Treasurer of the Amalgamated Clubs. The Men’s and Women’s Captains of Boats are the team leaders for Rowing. The College Boat Club has its own constitution and has instigated special safety procedures required for water sports. The Junior Treasurer of the Amalgamated Clubs is the overall team leader for College sports other than rowing; each sport may have its own team leader in turn.
  3. The sports officers will carry out risk assessments of sports activities and record their findings in writing. Junior members must be made aware of any significant risks attaching to sports in which they participate in the induction procedure.
  4. Junior members must adhere to the regulations and codes of conduct applying to any sport in which they participate.
  5. Captains or team leaders should be familiar with the regulations and codes of conduct promulgated by the relevant National Governing Body of the sport and should ensure that junior members have been suitably inducted before participating in it.
  6. In some cases, College teams are formally affiliated to the relevant National Governing Bodies, and captains and team leaders may be affiliated in a personal capacity.

Personal fitness

  1. Junior members must achieve the required level of fitness to engage in any sporting activity. Captains or team leaders should provide induction in fitness training, including warming up and warming down exercise programmes that should be adhered to prior to and immediately after physical exertion.
  2. Any junior member who suffers from a medical condition that may be aggravated by physical exercise is strongly advised to inform the captain or team leader before embarking on any training programme or fixture, so that assistance may be provided in the event of illness or injury. Such information may be kept confidential, but will be divulged to protect personal safety in the event of medical emergency.

Equipment

  1. The College is responsible for maintaining the Pavilion and the sports equipment that is provided to the Amalgamated Clubs.
  2. Junior members should ensure that they are familiar with the requirements for clothing and equipment applying to any sport in which they participate. They should report any defect in clothing or equipment provided by the College to the Senior Treasurer of Amalgamated Clubs as soon as it is detected.
  3. The College is not responsible for personal clothing or equipment but reserves the right to debar junior members from participation in any sport if it is judged defective or inadequate.

Accidents and emergencies

  1. There is an Accident Book at the College Pavilion. Irrespective of the cause, the circumstances of any non-trivial accident or near miss sustained on the premises must be recorded in the accident book by the person suffering or narrowly avoiding injury or by a witness, and the accident record returned as soon as possible to the Domestic Bursar, who has overall responsibility for health and safety within the College. This is a statutory requirement.
  2. There is a first-aid kit at the College Pavilion. The captain or team leader should locate the kit, ensure it is adequately stocked and verify first-aid procedures before each fixture. If the captain or team leader is not qualified in first aid, s/he should verify whether the referee, umpire or any other person present is qualified. The Groundsman is qualified in first-aid, but may not be available to be summoned. The College Nurse, Lodge Porters and other College staff are also qualified in first-aid, but it would take time to summon them to the Sports Ground and they might not be available. First-aid will normally be administered only in relatively trivial cases of injury, or in serious cases, as a holding measure while the emergency services are summoned.
  3. The telephone in the College Pavilion, or any available mobile phone, may be used to summon assistance. The captain or team leader should ensure prior to the fixture that the approach road to the Pavilion is clear for vehicular access.
  4. If any person becomes ill or is injured, other than in case of minor cuts, bruises etc., arrangements should be made to accompany and transport him/her back to the College, or to the doctor’s surgery or hospital as appropriate. A taxi may be summoned through the Merton Street Lodge for this purpose, if necessary.
  5. In cases of serious injury or illness, the ambulance service should be summoned on 999 or 112, giving clear instructions as to the precise location of the incident, and providing a telephone contact number. No attempt should be made to move a person who is immobilised by injury, prior to the arrival of the emergency services.
  6. A member of the Welfare Team should be advised as soon as possible in case of any serious injury or emergency.

Away fixtures

  1. Most sporting activities take place in Oxford on college or University premises. In the exceptional event that any College club fixture or event is booked at a remote location, the Senior Treasurer of the Amalgamated Clubs must be consulted and the following trip registration procedures will apply.
  2. The captain or team leader (who must be a person attending the event) will provide to the Senior Treasurer the following details in writing and advance:
    1. The nature of the event and an itinerary for it, including the date, time, duration and precise location (address) of the event.
    2. Estimated times for departure and return.
    3. Contact telephone numbers for team leader and at least one deputy, and the host if possible.
    4. Names of all participants.
    5. Transport arrangements, including details of vehicles and drivers.
    6. First aid arrangements.
    7. Insurance arrangements, including transportation in private vehicles.

Fitness Room

  1. An air-conditioned Fitness Room is available to all Junior Members. It is located in Rose Lane and has both cardiovascular and resistance equipment and is open from 6:00am until 10:00pm. Junior Members must undertake a short induction programme prior to using the facility. Induction courses are run at the beginning of each term. Rules for use of the Fitness Room are on display and must be followed at all times. Further details are available from the JCR Sports Rep.

Liability for academic fees

  1. Course fees paid by matriculated students are charged at one of four rates depending on fee status. These rates are Home, EU, Islands and Overseas.

    Course fees for the majority of junior members commencing studies in 2020-2021 are summarised below. Further details concerning Course fees, including fees payable by junior members who are on course prior to 2020-2021, can be found on the University website, and you are advised to check the fee liability for your course of study carefully from the website.

    Course fees for full-time courses commencing 2020-2021:

    Home/EU undergraduates £9,250
    Non Home/EU undergraduates £27,285-36,065
    Home/EU graduates £7,970-£59,450
    Non Home/EU graduates £22,050-£59,450

    All queries about fee status should be addressed to the Fees Clerk in the Finance Bursary.
     

  2. Information on how to apply for student finance can be found on www.gov.uk/apply-for-student-finance. This page contains separate links for students from England, Scotland, Wales, Northern Ireland and the European Union.
  3. Each funding body has its own deadlines for submitting application forms and it is important that forms are submitted before these deadlines.
  4. Home and EU publicly-funded undergraduates are personally liable for the Course fee of £9,250, but they may receive financial assistance from their student funding body if they have elected to be financially assessed on their application form. Undergraduates can apply for a student loan to cover all or part of their Course fee. Any part of the fee not covered by a student loan is payable to the College, which collects fees on behalf of the University.
  5. In cases where all or part of an undergraduate’s Course fees are paid by Student Finance England or similar fee-paying body, the College will claim the fees due from the body concerned. However, the undergraduate is ultimately responsible for the payment of Course fees, regardless of the amount of assistance they receive from funding bodies. Every offer of a place at the College is conditional on accepting this obligation.

Accommodation Charges

  1. Charges for single accommodation are made termly in advance on the basis set out in the licence agreement.
  2. Charges for undergraduate vacation residence are charged to battels in arrears.
  3. Rents for couples' accommodation are payable calendar monthly in advance.
  4. Charges for single accommodation payable for the academic year 2020-2021 are set out in the licence agreement.
  5. Charges for couples' accommodation payable for the academic year 2020-2021 are from £903 per calendar month for accommodation with one bedroom.
  6. The charge for use of a guest room is £34 per night for the academic year 2020-2021.

Meal Charges

  1. Meal charges for the academic year 2020-2021 are as follows:

    Breakfast £1.98
    Lunch £3.60
    Dinner £4.44

    The College operates a prepaid meal system. Sufficient funds must be available on a student’s meal card to eat a meal in Hall.

Electricity Charges

  1. Electricity supplied to most rooms in College is measured through a separate meter. There is no charge for the first 1,000 units of electricity consumed each term, but undergraduates will be charged for electricity consumed in excess of 1,000 units at the prevailing rate set out in the licence agreement. Graduates will be charged for consumption in excess of 1,000 units per billing period.
  2. Electricity is charged to battels in arrears.

Other Charges

  1. Other miscellaneous items, such as JCR and MCR levies, will also be charged to battels.

Payment

  1. University and College tuition fees are charged annually in advance and must be paid in full by Friday of 1st Week of Michaelmas term.
  2. Charges for accommodation and all other charges must be paid by the Friday of 1st Week of each term as set out in the licence agreement. The College will accept payment by cheque, bank transfer or most debit/credit cards. Payment is deemed to take place only when cleared funds are received in the College's bank account. A cheque drawn on a UK bank can take three or four days to clear and particularly when an overseas bank is involved money can take several weeks to arrive.
  3. If for any reason a junior member is unable to pay fees or charges by the due date, she or he must explain the reasons to the Finance Bursar in writing or by email prior to the due date.

    Financial problems experienced by junior members will be treated by the College in a sympathetic and constructive fashion provided reasonable explanations are disclosed to the Finance Bursar before the due date. Junior members may also discuss financial difficulties with members of the College’s welfare team. Junior members who experience unforeseen financial hardship may qualify for hardship assistance from University, College or government funds.

  4. Any person who fails to pay fees or charges by the due date is automatically fined (see Appendix 1: Tariff of Possible Fines), unless they have given advance notice to the Finance Bursar and obtained his express consent to late payment.
  5. Where special circumstances warrant it, for example where a junior member is funded from a third party source at times that do not permit settlement of fees or charges by the due date, application should be made to the Finance Bursar, who may agree to an individual payment schedule other than the standard termly one. In order to conform with the Consumer Credit Act 1974, annual fees must be paid within 12 months and in no more than four instalments.
  6. Persistent failure to pay fees or charges without reasonable explanation may be deemed to be serious misconduct.
  7. Under University Examination Regulations (Appendix 1 Regulations of Financial Matters paragraph 14) it is the duty of the Finance Bursar to notify any junior member who has not paid the University tuition fee in full by the due date (see paragraph 16) or by the agreed date (see paragraph 20) that, in the event that fees due are not paid in full within four weeks of that date, he or she shall be liable for suspension from access to and facilities of the University including the Examination Schools and other places of examination from the end of the four week period until such time as outstanding fees are paid in full. A junior member may be suspended from access to and facilities of the College during any period for which he or she is suspended from access to and facilities of the University for the purposes of this regulation.

Increases in fees and charges

  1. Fees and charges are normally set annually in advance immediately prior to the academic year to which they apply.
  2. Increases in fees and charges will normally reflect increases in underlying costs incurred by the College and the University, and proposals to make any such increases that are at the College’s discretion will be notified to and discussed with the Presidents of the JCR and MCR not later than during Trinity term preceding the date of implementation.
  3. The College does not have any discretion with respect to fees and charges made by the University, and may have only limited discretion with respect to fees that are charged by the College but that are linked to general levels of funding provided to the higher education sector or other external factors.
  4. The College will use its best endeavours to give the maximum possible period of notice of any proposals to make extraordinary increases in charges for accommodation and meals that reflect extraordinary increases in underlying costs or that exceed increases in underlying costs. Such proposals will where possible be notified to and discussed with the Presidents of the JCR and MCR at least twelve months before implementation.

Refunds of fees and charges

  1. Junior members who wish to terminate or suspend studies must give notice in writing to the Senior Tutor, and will be invited to discuss their reasons.
  2. When a course of studies is terminated or suspended, the College will refund a fair proportion of any College fees that have been paid in advance. As appropriate, the refund will be calculated:
    • On a time basis from the effective date of suspension or termination, or
    • With reference to the proportion of course material that has been delivered by the College.
  3. Refunds of University fees may be made in accordance with the prevailing policies applied by the University, which may vary from course to course.
  4. Refunds of accommodation charges may be made in accordance with the provisions contained in the licence agreement.
  5. Credit balances on meal cards will be refunded through battels.
Position Person
Access Advisers Professor Rhiannon Ash (2018-21)
Dr Jennifer Altehenger (20-21 only)
Tutor x 1 H/SS, Tutor x 1 MS/MPLS Professor Julian Knight (2019-22)
Archivist Mr Julian Reid
Associate Chaplain The Revd Dr Melanie Marshall
Chaplain The Revd Canon Dr Simon Jones
Data Protection Officer Fra’ John Eidinow
Dean Fra’ John Eidinow
Dean of Graduates Professor Irene Lemos (2020-23)
Deputy Principal of the Postmasters Ms Tess Johnson
Development Director vacant
Domestic Bursar Mr Timothy Lightfoot
Equality Adviser Professor Tia Thornton (2020-21)
Estates Bursar & Land Agent Mr John Gloag
Finance Bursar Mr Charles Alexander
Garden Master Professor Timothy Guilford (2014)
Harassment Advisers to Junior Members Dr Daniel Sawyer (2020-22) & Professor Rhiannon Ash (2015, sabbatical 2020-21), Professor Tia Thornton (2020-21)
Harassment Advisers to Staff Dr Jane Gover (2020) & The Revd Canon Dr Simon Jones (2005)
Health & Safety Rep for Academic Staff Dr Lukas Brantner (2020)
IT Director vacant
Welfare Adviser Ms Jenny Barrett
Junior Deans for Welfare Mr Will Brockbank & Ms Alex Brown
Librarian Dr Julia Walworth
Prevent Officer Fra’ John Eidinow
Principal of the Postmasters Prof Matthew Higgins (2019-22)
Reed Rubin Organist and Director of Music & Director of College Music Mr Benjamin Nicholas
Research Convener Professor Helen Small (2019-22)
Secretary to the Harmsworth Trust Professor Rhiannon Ash (2019-20, on sabbatical
2020-21, 2021-23), Dr Julia Walworth (2020-21), Professor Alex Schekochihin (2020-21, JRF Braam appointments)
Senior Treasurer of the Amalgamated Clubs Professor Jonathan Prag (2010)
Senior Treasurer of the JCR Professor Radek Erban (2019-22)
Senior Tutor/Senior Academic Registrar Dr Jane Gover
Steward of Common Room Professor Alexander Schekochihin (2017-23)
Sub-Warden Dr Kathryn Blackmon (2020-22)
Professor Alan Morrison (2022-24)
Wine Steward Mr Charles Alexander (2014)

Three members, appointed by the College, of the Committee for the College Compassionate Fund: Warden, Professor Payne, & the Chaplain