THE

PROCTORS’
OFFICE

STUDENT
HANDBOOK
2022–23

1
The Oxford Students website
provides access to information,
services and resources to help
you get the most out of your
University experiences.
ox.ac.uk/students

2
The information contained in this handbook
is correct for the academic year 2022–23.
The most up-to-date version can be found at
ox.ac.uk/students/academic/student-handbook

For applicants starting at the University

in the 2023–24 academic year:
Changes may be made to the information in the
handbook prior to you joining the University.
You will be notified about any material changes
to the content of the Handbook before you
start, and you will be directed to the University
Student Handbook 2023–24 on arrival.
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CONTENTS
1 INTRODUCTION 5 8 INTELLECTUAL PROPERTY 24
2 ABOUT THE UNIVERSITY 6 9 CONDUCT 25
2.1 Student membership 6 9.1 The University’s conduct regulations 25
2.2 Student unions 7 9.2 General conduct 26
2.3 Student information 7 9.3 Non-sports clubs and publications 27
2.4 Response to the COVID-19 pandemic 8 9.4 Regulations of the Rules Committee 28
3 WELFARE 8 9.5 Local rules 28
3.1 Welfare and support services 8 10 DISCIPLINARY PROCEDURES & RIGHTS 29
3.2 Health 8 10.1 Proctors’ powers 29
3.3 Equality, diversity and inclusion 9 10.2 Investigation 29
3.4 Financial hardship 9 10.3 Summary determination by Proctors 30
3.5 Safety and security 9 10.4 Proctors’ role in plagiarism 30
3.6 Staf-student relationships 10 10.5 Student Disciplinary Panel (SDP) 31
3.7 Harassment 10 10.6 Student Appeal Panel (SAP) 32
4 FITNESS TO STUDY 11 10.7 Defnitions 32
5 RESIDENCE 12 10.8 Criminal proceedings 33

6 ACADEMIC DRESS 13 11 COMPLAINTS PROCEDURES 34

11.1 College matters 34
7 EXAMINATIONS & COURSE REQUIREMENTS 14
11.2 University matters 34
7.1 Course content 14
7.2 Examinations and assessment 15 11.3 Staf or student conduct 35

7.3 Issues with sitting your examinations 11.4 Public interest disclosure (whistle-blowing) 35

and submitting work for assessment 16 11.5 Research integrity 35

7.4 Receiving your results 21 11.6 Conficts of interest 35
7.5 Research students 21 11.7 Complaints about Oxford SU 35
7.6 Academic appeals 22 11.8 Student protection plan 36
7.7 Plagiarism 23 11.9 Ofce of the Independent Adjudicator 36

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1 INTRODUCTION
This is your University Student Handbook. It and ensure that the University’s statutes and
gives you formal notification and explanation policies are followed, with particular interest in
of the University’s codes, regulations, policies examinations, conduct and welfare, and other
and procedures, and signposts relevant contact aspects of the student experience. If you have
details and web links where you can find out any concerns or suggestions for improvement,
more information. It is essential, and your they can be channelled through the Oxford
responsibility, to read it. University Student Union (Oxford SU) officers,
and through Junior Common Room (JCR) and
This handbook sits alongside the departmental
Middle Common Room (MCR) presidents, with
and college handbooks relevant to your
whom we have regular meetings. The Proctors’
course and college (or department for non-
Office may also be contacted for assistance and
matriculated students), with which you should
advice and you can find further information on
also familiarise yourself. This handbook applies
the Proctors’ Office website.
to the 2022–23 academic year and will be
revised annually.
proctors.ox.ac.uk
As Proctors and Assessor we are senior officers
We hope that your time as a student at the
of the University but we are not professional
University is successful and enjoyable.
administrators: we are academics elected for a
year by our colleges. We oversee student matters

Prof Jane Mellor Dr Linda Flores Dr Richard Earl

(The Queen’s College) (on behalf of Harris Manchester (Worcester College)
Senior Proctor College) Junior Proctor Assessor

Our successors for March 2023 to March 2024 will be:

Dr Kathryn Murphy Professor David Kirk Professor Joseph Conlon

(Oriel College) (Nuffield College) (New College)
Senior Proctor Junior Proctor Assessor

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2 ABOUT THE UNIVERSITY
As the oldest university in the English-speaking 2.1 Student membership
world, the University of Oxford can lay claim
As a student of the University, you will usually
to nine centuries of continuous existence. It is
be part of an individual college, which has
an independent and self-governing institution,
admitted you as a member, and the University,
consisting of the University, including divisions,
into which you are matriculated. Membership is
departments and faculties, and the colleges.
usually for life but if your college membership
The 36 colleges, though independent and self- is formally terminated (e.g. by expulsion),
governing, are a core element of the University, you automatically also lose your University
to which they are related in a federal system. membership and vice versa.
There are also five permanent private halls,
Some students do not matriculate but
which were founded by Christian denominations,
nevertheless study at the University,
and three societies.
e.g. students reading for certain certificates
The colleges (including the halls and societies): or diplomas and certain Department for
Continuing Education courses, and Visiting
z select and admit undergraduate students,
Students not registered for a particular course
and select graduate students after they are
or qualification. In this handbook, we describe
admitted by the University
students who do not matriculate as “non-
z are responsible for undergraduate students’
matriculated students” throughout. Although not
tutorial teaching
formally University members, non-matriculated
z provide accommodation, meals, common students are expected to observe the same rules
rooms, libraries, sports and social facilities, and regulations as matriculated students.
and pastoral care for their students.
All students therefore need to be familiar with
The University:
the rules, regulations and requirements that
z determines the content of courses within apply to their course of study.
which college teaching takes place
As a resident of the City of Oxford, you are also
z organises lectures and seminars and other part of, and have responsibilities towards, the
forms of teaching/instruction wider local community.
z provides a wide range of resources for
teaching and learning, including libraries,
laboratories, museums and computing
facilities
z admits and supervises graduate students
z sets and marks examinations and examines
theses
z awards degrees.

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2.2 Student unions 2.3 Student Information
As well as becoming a member of your own Student Information is a service for students
college’s student union (often known as the of the University. The service can help with
Junior Common Room (JCR) and Middle Common general administrative advice and support on all
Room (MCR), any student on a course leading aspects of your student career, including queries
to a University of Oxford award, whether about University registration and Student Self
matriculated or non-matriculated, automatically Service, as well as information for international
becomes a member of the Oxford University students on matters like visas, immigration and
Student Union (Oxford SU). Other students studentships.  
(such as Visiting Students) may have associate
Examination Schools, High Street, Oxford
membership of Oxford SU.
Monday–Friday: 08:30–17:00
Oxford SU is an independent charity that
promotes the academic, social and welfare +44 (0)1865 286223
interests of its members throughout the
University. student.information@admin.ox.ac.uk

You have the right to opt out of membership of ox.ac.uk/students

your college student union and of Oxford SU.
Information about the right to opt out of Oxford 2.4 Response to the
SU membership, and arrangements to supply COVID-19 pandemic
student union services to student members who
have exercised that right, is available from the The University is committed to delivering an
Oxford Students website. outstanding academic experience to students
and maintaining Oxford University’s focus on
The University of Oxford’s code of practice personalised teaching and supervision from
explaining how the requirements of the leading academics, including tutorials and other
Education Act 1994 relating to student unions types of small group learning.
are being carried out is published alongside
the University’s formal statutes, policies and In the regrettable event of the University having
regulations. to re-implement measures to prevent the spread
of Covid-19, or any other pandemic, it will do so
Note: the Oxford Union Society (known as in line with the latest government guidance.
‘the Union’) is not a student union; it is an
independent private members’ club with no The University has learnt a significant amount
student representative function. from its experiences of the last few years and
has contingency plans if national restrictions
oxfordsu.org are put in place or if local circumstances make
this necessary. The core content of the course
ox.ac.uk/students/selfservice/ousu and the expected educational outcomes will not
change. However, there are contingencies for the
legal.admin.ox.ac.uk/statutes introduction of additional health measures such
as social distancing, and the provision of some
or all teaching and assessment online. Decisions
will be made based on the level of local cases in
the Oxford area and the prevailing health advice
in the run-up to the start of term.

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3 WELFARE
3.1 Welfare and support services Sexual Harassment and Violence
Support Service
A range of services is available to support The service offers confidential and independent
you during your studies at Oxford. You can advice to all students. The team of specialist
get advice and details from your college, advisors is available to help students decide
department, central University services, fellow on next steps and provide ongoing support and
students and Oxford SU. There are a number of signposting to other services.
specialist services available to students which
are available year round. Depending on public supportservice@admin.ox.ac.uk
health advice these services may be delivered
remotely. ox.ac.uk/students/welfare/sexual-violence

Counselling Service Oxford SU Student Advice

The Counselling Service provides free, The Student Advice service is a free, confidential
confidential therapeutic support to students and independent advice, information and
through workshops, groups and individual advocacy service. The team of friendly and
therapy. experienced advisors is there to help you find
answers to the questions, and solutions to the
counselling@admin.ox.ac.uk
problems, you may face as a student.

ox.ac.uk/students/welfare/counselling oxfordsu.org/support/studentadvice

Disability Advisory Service (DAS) Student Resolution Service

The DAS works with students and staff across The Student Resolution Service is a free
the collegiate University to advise on support mediation service for students who find
and adjustments to remove or reduce barriers themselves in conflict with another student.
to learning. The team also advises on any
examination adjustments which might be mediation@admin.ox.ac.uk
needed.
ox.ac.uk/students/welfare/student-resolution-service
If you have a disability and have not already
been in touch with DAS we strongly encourage
you to contact them to discuss what support 3.2 Health
and/or adjustments may be appropriate for you. Colleges provide healthcare via college doctors
Agreeing a Student Support Plan (SSP) with and sometimes nurses; these are National
DAS is an essential step to ensuring that you Health Service (NHS) professionals with
get whatever reasonable adjustments, advice links to particular colleges. They also have
and assistance you may need to give you the arrangements to help with a whole range of
best experience and benefit from your time at welfare issues. Students also have access to
the University. wider local medical, dental, optician and sexual
health services provided through the NHS.
disability@admin.ox.ac.uk
ox.ac.uk/students/welfare/health
ox.ac.uk/students/welfare/disability

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Suspending study on health or personal grounds by the Student Fees and Funding team, who
There are procedures for seeking to suspend can provide further details about the funding
your studies for medical or personal reasons. available and eligibility criteria.
You should contact your department (graduate
students) or college (undergraduate students). ox.ac.uk/students/fees-funding/assistance/hardship

ox.ac.uk/students/academic/guidance 3.5 Safety and security

Oxford is generally a safe place to study and
3.3 Equality, diversity and inclusion socialise. Nevertheless, it is sensible to take
The University is committed to fostering an precautions to minimise any risks by staying
inclusive culture which promotes equality, safe and protecting yourself and your personal
values diversity and maintains a working, possessions.
learning and social environment in which the
rights and dignity of all its staff and students ox.ac.uk/students/life/community
are respected. The University’s overarching
equality policy applies to all members of the Police and University Security Services
University community. All incidents of crime should be reported to
Thames Valley Police.
edu.admin.ox.ac.uk
101 (non-emergency)
3.4 Financial hardship
999 (emergency police, fire service or ambulance)
If you face unforeseen financial difficulties
you must ensure that you are in receipt of The University Security Services’ 24-hour
any government and other external support Control Room should be informed if the incident
available to you before applying for hardship occurred on University premises.
funding.
+44 (0)1865 272944
Most colleges have limited hardship funds.
Consult your college for assistance, especially if
+44 (0)1865 289999 (emergency)
your difficulties could involve non-payment of
fees which could lead to suspension of studies estates.admin.ox.ac.uk/security-services
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
national guidelines and aims to assist
UK undergraduate and graduate students
experiencing financial difficulty. For more
information about the central hardship
provision that you may be eligible to apply
for, you should contact your college hardship
officer in the first instance to discuss your
situation. University support is administered

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3.6 Staff-student relationships 3.7 Harassment
The University regards the professional The University does not tolerate any form of
relationship between members of staff and harassment and expects all members of the
students as central to the student’s educational University community to treat each other
development and wellbeing. Professional with respect, courtesy and consideration. The
relationships are any in which the staff member University takes action under its policy and
through their employment with the University procedures to protect its staff and students
has any educational, administrative, pastoral or from harassment.
supervisory involvement with a student.
ox.ac.uk/students/welfare/harassment
Implicit in the professional role of members of
staff is an obligation to ensure that conflicts edu.admin.ox.ac.uk/harassmentadvice
of interest do not arise, and that relationships
with students for whom the staff member has
any responsibility remain strictly professional,
respecting the trust inherent in them. That is
why members of University staff are strongly
advised not to enter into a close personal or
intimate relationship with a student for whom
they have any responsibility and students
are strongly advised not to enter into any
relationship with a member of University staff
with any responsibility for them. To embark on
such a close personal or intimate relationship
often involves difficulties rooted in inequalities
of power as well as problems in maintaining the
boundaries of professional and personal life.
If such a relationship develops, the member
of staff concerned has a responsibility to
disclose it to the department as soon as such
a relationship commences or as soon as the
staff member perceives the commencement of
such a relationship to be likely (whichever is
earlier). Anyone who is unsure whether this has
been done or who has concerns about a staff-
student relationship is encouraged to speak in
confidence to their Head of Department or Chair
of the Faculty Board in the first instance.
Please note that the University’s Policy on
Student-Staff Relationships is currently under
review and is likely to change in the academic
year 2022–2023.

hr.admin.ox.ac.uk/staff-student-relationships

10
4 FITNESS TO STUDY
The University has a common framework across A student may be referred to the Fitness to
departments, faculties and colleges to support Study Panel by a college, a department or
students and take action where questions faculty, the Proctors, the Student Disciplinary
arise as to whether a student is fit to study Panel or the Student Appeal Panel. The Panel
or to return to study after a period of leave has the power to consider medical and any
on medical or personal grounds. Cases will other appropriate evidence, to take expert
normally be dealt with under local (college, advice (the student may be asked to attend a
faculty or department) procedures, but there is consultation with a medical or other expert),
also a University-level Fitness to Study Panel, to and to consider submissions made by or on
which serious and difficult fitness to study cases behalf of the student concerned.
can be referred if all other normal procedures
At the end of the process, the Panel will make
at local level have been exhausted or are
determinations or recommendations (depending
inappropriate.
on the referring body) as to the student’s fitness
‘Fitness to Study’ means an undergraduate or to study. The Panel can also make decisions and
graduate student’s fitness: recommendations about matters such as the
student’s continued access to University and
z to commence a distinct course of academic
college facilities and premises, with or without
study, or
conditions, or withdrawal from their course or
z to continue with their current course
programme of study.
of academic study, or
If concerns about a student’s fitness to study
z to return to their current or another course
have arisen and have led to a referral in the
of academic study
context of disciplinary proceedings, those
and their ability to meet:
proceedings will be suspended while the fitness
z the reasonable academic requirements of to study issues are determined. In cases where
the course or programme, and a student’s condition or conduct gives rise to
z the reasonable social and behavioural a need for immediate action, the Proctors are
requirements of a student member empowered to suspend that student from the
(whether resident in college or elsewhere) University (for periods of up to 21 days at a
without their physical, mental, emotional time) pending consideration by the Fitness to
or psychological health or state having an Study Panel.
unacceptably deleterious impact upon the These procedures are set out in detail in Statute
health, safety and/or welfare of the student XIII, Part B and Council Regulations 1 of 2012.
and/or other students and/or University or
college staff (notwithstanding adjustments governance.admin.ox.ac.uk/legislation/
required by law). statute-xiii-student-members-other-
provisions#collapse1383176

governance.admin.ox.ac.uk/legislation/
council-regulations-1-of-2012

11
5 RESIDENCE
Part-time and non-matriculated students (iii) reside with your parent/guardian
are exempt from residence requirements. z Graduate students must reside within
For most degrees and other qualifications 25 miles of Carfax unless given special
students are required to reside in or around permission to work away from Oxford
Oxford for a proportion of each term to meet for a period.
requirements set out in regulations. If there
You may apply for dispensation from the
are any changes to residency requirements, for
residence requirements limits through your
example the suspension of them, these will be
college. The college will apply to the Proctors’
communicated to students.
Office on your behalf with a statement of
support. A statement of support is also required
5.1 Number of terms of residence
from your department. Dispensation is granted
You must be resident for at least six weeks in only in exceptional circumstances. You should
each term of your course (the number of terms obtain dispensation before making any
being dependent on the degree, the subject and commitments. If you live outside the residence
the candidate’s status). The Proctors may excuse limits without permission you will not fulfil the
you from all or part of the statutory residence statutory requirements and may not be allowed
requirements because of illness or other to enter for examinations.
reasonable cause. Applications must be made
through your college office. ox.ac.uk/students/life/residency

Research students may be granted dispensation

from the requirements to keep residence if it is
5.3 Accommodation
necessary for them to carry out academic work Colleges provide accommodation for
elsewhere. To seek permission, contact your undergraduate students during their first year
department. of study and for at least one other year of their
course. You can choose to move out of college
examregs.admin.ox.ac.uk/ and live in private student accommodation for
Regulation?code=rfrintheuniv some of your time studying at Oxford.
Many colleges provide accommodation to
5.2 Place of residence
graduate students. In addition, the University’s
Full-time matriculated students must reside Graduate Accommodation Office can help if
within a specified distance of the University college accommodation is unavailable or not of
(defined by reference to Carfax Tower). The the type needed. Private accommodation can be
distances apply only during the period for which found using the Student Pad search and Oxford
student members have to maintain statutory SU Living-Out Guide.
residence in order to meet degree or diploma
requirements: gradaccommodation.admin.ox.ac.uk

z Undergraduate students must reside within

oxfordstudentpad.co.uk/accommodation
six miles of Carfax, or within 25 miles of
Carfax provided that you either:
ox.ac.uk/students/life/accommodation
(i) hold the status of Senior Student
(ii) already have an undergraduate degree
from Oxford; and/or
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6 ACADEMIC DRESS
Students are required to wear academic dress In addition, students traditionally wear
for matriculation, degree ceremonies and carnations for in-person examinations: a white
in-person examinations. This requirement is carnation for first examination, a red carnation
waived for online, open-book examinations and for last examination and a pink carnation for all
online vivas. examinations in between.
You should consult your college as to the You will need to provide your own sub fusc and
appropriate gown to wear, though for music academic dress. There are specialist clothing
recitals, oral examinations, presentations shops in Oxford - your College can provide
and any other form of viva voce examination, further information.
undergraduates must always wear their
commoners’ gowns. You should also wear a ox.ac.uk/students/academic/dress
mortar board (or soft cap) and sub fusc:
z One of:
(i) a dark suit with dark socks
(ii) a dark skirt with black stockings
(iii) dark trousers with dark socks or
dark hosiery
z A dark coat (optional)
z Black shoes
z Plain white collared shirt or blouse
z A white bow tie, black bow tie, black full-
length tie, or black ribbon.
Please note that ‘dark’ in this context means
dark grey, dark blue or black and that, when
wearing sub fusc, your clothing must not leave
any part of your legs, ankles, or feet uncovered.
Ministers of religion may wear a gown over
their clerical dress, and members of the armed
forces may wear a gown over their service dress;
service caps are removed when indoors. If you
wear a head dress/scarf for religious reasons, a
black scarf should be worn.

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7 EXAMINATIONS & COURSE REQUIREMENTS
The Proctors’ responsibilities include ensuring depending on the year you started your course,
that the University’s statutes and regulations are and may be revised during your course of study.
upheld by overseeing the conduct of University Explanations of the University’s approach to the
(as distinct from college) examinations, limited situations in which course changes may
including: be made are available for undergraduate and
graduate study.
z appointment of examiners
z establishing procedures for the staging ox.ac.uk/coursechanges
of examinations
z mitigating adjustments, such as extensions, graduate.ox.ac.uk/coursechanges
excusals and late submissions
z resolving queries, complaints and academic
IT equipment
appeals.
In order to engage with any online teaching or
The Examination Regulations cover a wide assessments students must ensure they have
variety of important topics related to how compatible IT equipment before they commence
you will be assessed. The following section their programmes of study, and throughout their
highlights some key points, but it is not a studies. If students face difficulties in funding
substitute for the Examination Regulations to the necessary IT equipment then hardship
which you should refer. funding may be available depending on
Additionally, the University’s policy and guidance circumstances. In addition, if you have particular
documents contain sections setting out your accessibility needs in relation to online teaching
responsibilities in relation to your course. Some or assessment which relate to a disability
of the processes described below have a role for then please contact both your college and the
your college (which will be performed by your Disability Advisory Service to ensure the right
department if you do not have a college). support is put in place. Details of the system
requirements for laptops or other computers
examregs.admin.ox.ac.uk are at:

7.1 Course content help.it.ox.ac.uk/replay/equipment

Course content
it.ox.ac.uk/getting-started
Whether you are a taught course or a research
student, it is your responsibility to be familiar
7.2 Examinations and assessment
with the general regulations and the specific
regulations for your course, as set out in the Format of examinations
relevant Examination Regulations. These Examinations can be conducted in person or
provide a summary of the requirements of your online, and may be invigilated or completed
course. Further information on your course ‘open-book’. They typically take place over 1
is provided in your course handbook and in to 3 hours, 8 hours or up to 72 hours. A course
examination conventions available from your may utilise a variety of different examination
department. Regulations may be different formats. Online examinations take place within
the University’s e-assessment platform, Inspera.

14
Departments will provide details of the location Late alteration of options
and format of any examinations at the start If you want to change your chosen examination
of your course and this information will be options, a request has to be made in writing
confirmed in your examination timetable. through your college office. It cannot be
assumed that permission will be given; requests
There is comprehensive information available
involving re-scheduling examinations will
on online and in-person exams and how you can
generally not be granted. Where permission is
prepare for these. For full details, please see the
given, an extra fee will be charged.
website listed below.
If you are sitting an open-book exam, you Examination timetables
must submit your own work without any help Your individual timetable is available on
from others. When you take an open-book Student Self Service (except for examinations
exam online, you will be required to sign the run locally by departments, which will publish
University’s honour code. This confirms that you the relevant timetables). The examination
have understood and abided by the University’s timetable for every subject will be published
rules on plagiarism and collusion. online in advance of the exam.

ox.ac.uk/students/academic/exams/online-exams ox.ac.uk/students/academic/exams/timetables

ox.ac.uk/students/academic/exams/ Calculators
open-book/honour-code Regulations for some subjects allow candidates
to use certain types of calculators in
If you will be taking in-person examinations,
examinations. Details should be confirmed by
you can find full guidance online about how
the Chair of Examiners in each case. It is your
to prepare for these, what to take into your
responsibility to bring the permitted type of
examination room, and what to expect on
calculator unless explicitly told that they will
the day.
be provided.
ox.ac.uk/students/academic/
exams/in-person-exams Exam and major course adjustments
It is crucial that support needs and examination
adjustments are dealt with as early as possible
Entering for examinations
in your University career. If you have a specific
It is your responsibility to ensure that your
learning difficulty (SpLD) (such as dyslexia
examination entry details are correct using
or dyspraxia) or another disability that may
Student Self Service. You should inform your
affect your ability to undertake assessment as
college or department if there are any errors.
prescribed, or suspect that you may have one,
Examination fees please consult the Disability Advisory Service,
Fees may be payable for late entry to or your college office, or your department if
examinations, late change of options etc. you are a non-matriculated student, as soon as
If you need to resit examinations, including possible to discuss your needs.
re-submission of written work for assessment, Requests for exam adjustments for disability-
you may need to pay a re-examination fee. related reasons (e.g. use of a word processor)
must be submitted via your college (or
ox.ac.uk/students/academic/exams/entry
department for non-matriculated students) by
Friday of Week 4 of:

15
 z Michaelmas term, except for Trinity term and as a major adjustment to your examinations/
Long Vacation examinations assessments and will require dispensation
z Hilary term for Trinity term and Long from the Examination Regulations. Such needs
Vacation examinations. must be discussed with your college office (or
department, for non-matriculated students)
Disability-related requests must be
once your place at Oxford has been confirmed.
accompanied by the confirmation of the
diagnostic assessment and details of the If you have applied for major adjustments
recommended exam adjustments recorded in a to examinations and assessments and are
Student Support Plan. dissatisfied with the outcome, you have the
right to submit an appeal. Your appeal must
Applications made after these deadlines
be submitted within 14 days of receipt of the
can only be considered where unforeseen
original decision.
circumstances arise that justify a late
application. Exam adjustments may enable Comprehensive guidance is available on the
candidates to take written papers at different Disability Advisory Service website:
times, in separate venues (if they are in-
ox.ac.uk/students/welfare/disability/needs
person examinations), with extra time or with
alternative facilities. In each case, applications Sports, other non-academic activities and
need to be forwarded through your college academic commitments at other institutions
office, or your department if you are a non- will not normally be accepted as valid reasons
matriculated student. Exam adjustments may for approving changes to your examination
be approved for a single year, or the duration of arrangements in Oxford.
your course as appropriate.
Exam adjustments for faith-based reasons
7.3 Issues with sitting your
(e.g. adjusting an examination schedule) must
examinations and submitting
be submitted via your college (or department
work for assessment
for non-matriculated students) by week 4 of
Notifying examiners of mitigating circumstances
Michaelmas term in the year in which the
If, whilst preparing for or during your
examination takes place.
examinations (or in preparing other assessed
If you have applied for exam adjustments and work), you have a problem that you think will
are dissatisfied with the outcome, you have have seriously affected your performance, you
the right to appeal to the Chair of Education can submit a notice to the examiners to make
Committee. Your appeal must be submitted in them aware of your mitigating circumstances.
writing within 14 days of receipt of the original Notices should only be submitted when you
decision. have suffered a significant problem. There
should be independent evidence, such as a
ox.ac.uk/students/academic/complaints medical certificate, to support your notice.
In some cases if you have a disability, your Examples of the kinds of problems you might
college (or department, for non-matriculated mention are acute illness just before or during
students) can apply to the University’s the examinations that severely affected your
Education Committee for your course to performance, or unforeseen circumstances such
be structured differently (e.g. taken over a as bereavement or a traffic accident. Students
longer period) and for the mode or timing of with long-standing conditions that place them
assessments to be modified. This is described at a particular disadvantage are encouraged
16
to explore other available procedures, such The examiners will decide at their final
as applying for exam adjustments or major examination board meeting how to take the
adjustments to examinations and assessments. information into account when determining the
Such candidates are still able to notify examination results. It is important to be aware
examiners of mitigating circumstances whether that most notices do not result in any changes
or not they also receive exam adjustments to award outcomes and that the examiners have
or major adjustments to examinations and limited options when considering a notice. After
assessments, if they believe that they remain results are released, you will be provided with
disadvantaged despite the adjustment made. a short statement on the outcome via Student
Self Service.
You should apply either directly through Student
Self Service or your college can apply on your
Withdrawal from a University Examination
behalf (or, if a non-matriculated student, your and suspension of the examination process
department). The notice will be passed to the In some circumstances it may be appropriate
relevant Chair of Examiners. to withdraw from a University Examination
You must make sure that your notice is or suspend the examination process, either
submitted as soon as possible either before before attempting any papers or (subject to
or after sitting the affected papers, and in your college’s permission) before the University
any event by noon the day before the final Examination is complete, and apply to restart
meeting at which the examiners will decide the examination process at a later date. In
the results. Notices received after this point certain circumstances you will be required to
will not normally be considered but, if there repeat papers.
are exceptional circumstances, the Proctors You cannot withdraw from a University
will decide whether to send the notice to the Examination after you have attempted the last
examiners. They will only do so if the notice paper, that is, after the date of the last exam or
is received within three months of the results last submission deadline has passed.
being published, and if:
Such withdrawals or suspensions from the
z you were prevented from making an examination process must be notified through
earlier application due to your condition or your college office (for undergraduates) or
personal circumstances, or through your department (for graduate taught
z your condition was only diagnosed after the students and non-matriculated students).
results were known, or
z a serious procedural error delayed the ox.ac.uk/students/academic/exams/entry

application.

ox.ac.uk/students/academic/exams/guidance

If you disagree with the Proctors’ decision, you

can appeal to the Chair of Education Committee.
You, or anyone acting on your behalf, must
follow the process set out and not communicate
directly with the examiners.

academic.admin.ox.ac.uk/appeals

17
Time limits on examination entry illness, a medical certificate must be submitted.
Candidates entering examinations later than the If the Proctors are satisfied they will authorise
examinations that they were originally due to the examiners to assess the missed paper at
enter are entitled, within certain time limits, to a later date, or if enough of the University
have papers set in accordance with the original Examination has been completed, act as if the
syllabus (for example, the time limits are paper had been completed.
within six terms of the examination they were
Non-submission of coursework cannot be
originally due to enter for Final Honour Schools
excused.
examinations and within three terms for the
First Public Examination). Candidates should Online open-book examinations, like in-person
ensure that their college office is aware that invigilated examinations, must be completed at
they wish to take up this entitlement; otherwise, and within a specified time. If you experience
papers will be set according to the current technical difficulties during the exam, you
syllabus. must notify the online exams helpdesk and
provide your exam response to them as soon as
All courses have a time limit within which you
possible. If you have not accessed the exam you
must have completed your examinations. You
may apply to be excused from the examination.
will need permission from Education Committee
if you need to take your examinations after the ox.ac.uk/online-exams-help
maximum permitted period of time. For Final
Honour Schools this is normally two further Late submission of an open-book examination
years; for graduate students the maximum For online exams that include uploaded
time varies: seek advice from your college or elements you must upload all parts of your
department. exam response within the exam duration. If
you have not uploaded part or all of your exam
admin.ox.ac.uk/examregs
response before the end of the exam you should
apply immediately through the online help
Non-completion of a paper
desk to have your late exam response accepted
If you do not complete a paper for a Final
by providing your missing files. You may be
Honour School (e.g. by not turning up at an
required to provide further information to the
examination, not accessing an online exam or
Proctors to have the late work accepted, you will
not submitting a piece of work), you will be
be notified if this is the case. If your work is not
deemed to have failed the whole examination.
accepted then only material uploaded before
If you do not complete a paper for the First
the end of the exam duration will be marked. If
Public Examination or for a graduate taught
you did not upload anything you will receive a
programme, you will be deemed to have failed
mark of zero.
the individual paper; the resit mark will be
capped at a pass, and you will not be eligible for Online exams that have a typed mode of
a distinction. completion cannot be submitted late. If you
choose to draft work outside of Inspera, only the
You can apply to the Proctors through your
work in the system at the end of exam duration
college office (or department, for non-
will be marked.
matriculated students) to be excused from
attending an examination due to illness or other ox.ac.uk/students/academic/exams/online-exams
urgent cause. All applications must be made
within 14 days of the examination date and ox.ac.uk/students/academic
no earlier than 4 weeks before. In the case of
18
Dispensation from the regulations Submitting work for assessment
Education Committee can, on the grounds of Essays, dissertations, theses and other
disability or exceptional circumstances, dispense submissions that are assessed as part of
individual candidates from the provisions University Examinations have deadlines by
of the examination regulations (e.g. to take which the work must be submitted. Make sure
examinations in different formats, to defer you know when and where you should submit
taking written papers, or to have additional resit your work. Deadlines are published either in
opportunities). Applications are made via your the Examination Regulations or in your course
college office (or your department for non- handbook. The majority of work for assessment
matriculated students). will be submitted online, with work which can
only be submitted in hard copy (e.g. fine art
ox.ac.uk/students/academic/regulations portfolios) handed in to departments.
If you do submit your work late, you will receive
Jury service
an email notification of the consequences
You cannot claim exemption from jury service.
and instructions on what to do next. You may
However, if you are summoned to serve during
receive an academic penalty. Academic penalties
term-time, and particularly when sitting
vary from course to course but are normally
examinations, you should apply to the Jury
on a sliding scale and are published in your
Central Summoning Bureau for deferral or
examination conventions. Applications to waive
excusal, as set out in the summons. You should
any academic penalty must be made to the
also seek the advice of your college office.
Proctors’ Office as soon as possible and within
Vivas 14 days of your submission deadline by your
Many taught courses provide for candidates college (or department, for non-matriculated
to be examined viva voce (i.e. orally), either students) explaining your lateness.
as a standing requirement or one that may be
examregs.admin.ox.ac.uk
applied at the examiners’ discretion. Where vivas
are a mandatory part of the assessment, non-
Late submissions of coursework
attendance without permission will result in
Give yourself enough time to submit your
you being failed in the examination as a whole.
work by the deadline and familiarise with
The dates when you may be called for a viva are
the platform for submission and format for
normally announced by the examiners at the
submitted work.
same 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 for either lateness problems such as: delays in postage,
an in-person or online viva on those dates. In reliance on third parties to deliver your work,
the case of research students, the viva is usually travel problems, printing problems, or, for
mandatory: the date will be arranged with you submission of work electronically, problems
by the examiners and will be published within such as failure of your private email, computer
the University. (including virus infection), internet connection,
connection to the submission portal (unless a
system-wide error), or lost or stolen files.
Ensure that you keep adequate backups and
store them separately and securely.

19
Extensions you discover that you have missed a deadline,
You may become aware before a deadline that you should do one of the following:
you will need to submit your work late, because
z If you have a good reason for both missing
of illness or another urgent cause. If you do and
the deadline and for needing more time
you are suffering from a short-term illness you
to complete the work before submitting it,
can submit a Self-Certification Extension for
then you should apply for an extension as
7 days to the Proctors’ Office. This form can be
described above immediately and no later
sent directly to the Proctors on one occasion
than 14 days after the submission deadline.
per submission and must be submitted no more
z If you do not have a good reason for missing
than two weeks before, and no later than 24
the deadline or for needing more time to
hours after the deadline. You are able to self-
complete the work before submitting it, you
certify on two occasions only in any academic
should submit the work straight away, and
year, this may cover more than one submission
ask your college (or, if a non-matriculated
with deadlines within the same working week.
student, your department) to write to the
proctors.ox.ac.uk/forms Proctors’ Office with your reasons for late
submission.
If you require a longer extension due to illness
z If you submit work more than 14 days late,
or your reasons are other urgent cause you
and do not have an extended deadline
should ask your college (or, if a non-matriculated
already agreed, the work will not be marked
student, your department) to apply to the
and it will be considered a non-submission
Proctors’ Office for an extended deadline in
with the consequences as outlined above.
advance. You will need to provide evidence,
such as a letter from your doctor. Extension Making changes before the deadline
requests should be for a relatively short period If you realise that you have submitted an
of time and no more than 12 weeks for a single incorrect version of your submission, you may
assessment. The request can be submitted up to withdraw it and substitute it with a revised
4 weeks in advance of the deadline and within version if the deadline has not passed. You
14 days after the deadline. If you think you will are able to do this once and the resubmission
be unable to work for a very long time, you should be submitted directly to your course
should speak to your college about making other administrator before the deadline. You should
arrangements to postpone your studies. then complete a Withdraw and Resubmit (Before
the Deadline) form so that the Taught Degrees
Missing submissions team are aware of the resubmission.
If you fail to submit work by the deadline, the
If you have applied for an extended deadline,
Examinations and Assessments team or your
but have submitted while you are waiting for an
department will write to remind you that a
outcome, and are subsequently granted a new
deadline has passed, the consequences of not
extended deadline, you will be able to withdraw
submitting, and what you need to do next.
and resubmit up to the new deadline.
When a candidate fails to submit work, it is very
serious: for Final Honour Schools, you will fail
proctors.ox.ac.uk/forms
not only that paper, but the whole Final Honour
School or Part; for First Public Examinations and
Making changes after submission
for graduate taught programmes, you will fail
You must ensure that you proofread your
that paper, any resit will be capped at a pass,
submission and ensure that your work is ready
and you will not be eligible for a distinction. If
to submit. You must also take care that you
20
submit the correct file. You can check your work The regulations permit students failing the
in the online submission system and replace an Second Public Examination (‘Finals’) to re-enter
incorrect file by sending it to your departmental at one of the next two opportunities.
administrator up to 30 mins after the deadline.
If you have been classified in the Second Public
There is no mechanism to replace a submission
Examination, you may not re-take your Finals in
after this point, what you submitted will be
order to try to improve your results.
marked.
Graduate students on taught courses are
Appeals against Proctors’ decisions normally allowed to make a second attempt
You can appeal against the Proctors’ decisions at a failed examination, in accordance with
on exam excusals, extension requests, late the regulations for the particular qualification,
submissions, and on forwarding information to usually at one of the next two opportunities.
the examiners about mitigating circumstances, via You may not re-take an assessment to improve
your college, or department (for non-matriculated your results.
students) to the Chair of Education Committee.
Any appeal must be submitted in writing within examregs.admin.ox.ac.uk

14 days of receipt of the Proctors’ decision.

7.5 Research students
7.4 Receiving your results Research students are responsible for finding
Examination results out the deadlines for the submission of work
Once examiners have released the results, you throughout their studies, including those
are automatically notified by email and can then for Transfer and Confirmation of Status
access your assessment results, and the result examinations, as well as the final examination.
for the year if applicable, in Student Self Service. You should consult your supervisors and
college advisors to ensure that the necessary
ox.ac.uk/students/academic/exams/results administrative processes are complete well in
advance of these deadlines. The forms needed
Failing examinations for academic progression (including suspension
If you fail a University Examination, it is of studies and withdrawal) are available online.
important to obtain advice from your subject
tutor or supervisor as soon as possible (for ox.ac.uk/students/academic/guidance/
example, to find out whether your college, if graduate/progression
you have one, is willing to allow you to come An overview of the final submission and
back into residence). The detailed provisions for examination process is also available online:
any resit arrangements for each qualification
are explained in the relevant Examination ox.ac.uk/students/academic/exams/research
Regulations.
Research students are notified in writing of the
In general, the regulations permit outcome of the examination of their theses,
undergraduate students failing the First Public after the examiners’ report has been considered
Examination at the first attempt to re-enter by or on behalf of the responsible academic
some form of the examination on one further body. Students who are unsuccessful when their
occasion, normally within a year. theses are examined will be advised individually
via the Divisional Graduate Studies Office about
any conditions under which they may revise and
resubmit their work.
21
Extenuating circumstances and viva adjustments 20 working days of the date when you were
If you have a disability that may affect your notified of the relevant academic decision via
thesis, this needs to be considered at the time Student Self Service or the division/department
that you are writing it. There are a number of (research students).
measures that can be put in place to support
There is no right of appeal over matters of
you whilst writing your thesis and these can be
academic judgement. Academic judgement is
discussed with the Disability Advisory Service
exercised when a decision is made about a
and your department/college disability advisors.
matter where only the opinion of an academic
These measures could include extensions of
expert is sufficient.
time for milestone examinations, assistive
technology, use of a proofreader etc. The only grounds for appeal are if you believe
a procedure has not been followed properly, or
If you wish to make the examiners aware of
that an error has been made, or there was bias
any illness, disability, or personal circumstance
in the decision-making process. The Proctors
which may affect your performance in the viva,
will consider appeals under the University
you can make an application for Adjustments to
Academic Appeals Procedure.
Assessment Arrangements using form GSO.19,
outlining the requested adjustments and ox.ac.uk/students/academic/complaints
reasons. Adjustments can be requested at any
point from offer of a place to submission, at the academic.admin.ox.ac.uk/academic-appeals
point of applying for Transfer of Status, at the
point of applying for Confirmation of Status or governance.admin.ox.ac.uk/legislation/statute-
at the point of applying for the Appointment of ix-officers-of-the-university#collapse1382066
Examiners. Please contact your department’s
graduate studies administrator if you require
more information.

7.6 Academic appeals

If you have any concerns about your
assessment process or outcome, discuss these
first informally with your subject or college
tutor, Senior Tutor, course director, director of
studies, supervisor, or college or departmental
administrator as appropriate. They will be able
to explain the assessment process that was
undertaken and may be able to address your
concerns.
Queries must not be raised directly
with the examiners.
If you still have concerns you can make a formal
appeal to the Proctors’ Office. An academic
appeal is an appeal against the decision of
an academic body (e.g. boards of examiners,
assessors’ decisions at Transfer or Confirmation
etc). Academic appeals should be made within
22
7.7 Plagiarism Work submitted for assessment and open-
book exam responses may be screened for
You must read the Proctors’ Disciplinary
matches either to published sources or to other
Regulations for University Examinations, which
submitted work. Any matches might indicate
make clear that:
plagiarism or collusion.
z you must indicate to the examiners when
Although you are permitted to use electronic
you have drawn on the work of others,
resources in academic work, remember that the
using quotation marks and references in
plagiarism regulations apply to online material
accordance with the conventions of your
and other digital material just as much as they
subject area
do to printed material.
z other people’s original ideas and methods
should be clearly distinguished from Guidance about the use of source materials
your own and the preparation of written work is given
in departments’ literature and is explained by
z the use of other people’s words, illustrations,
tutors and supervisors. If you are unsure how
diagrams etc. should be clearly indicated
to take notes, use web-sourced material or
regardless of whether they are copied
acceptable practice when writing your work,
exactly, paraphrased or adapted
please ask for advice.
z material you have previously submitted for
examination, at this University or elsewhere, Under new UK legislation, providing or using
or published, cannot be re-used – including professional essay writing services, or ‘essay
by drawing on it without referencing it, mills’, is now a criminal offence. Students have
which constitutes ‘autoplagiarism’ – unless also been advised that using these services
specifically permitted in the special Subject directly contravenes the University’s code of
Regulations. conduct. If students are found to be using
professional writing services, or passing off
academic.admin.ox.ac.uk/student- other people’s work as their own, they will
conduct-0#collapse1540986 face serious disciplinary action.

Failure to acknowledge your sources by clear ox.ac.uk/students/academic/

citation and referencing constitutes plagiarism. guidance/skills/plagiarism
The University’s description of plagiarism should
be read carefully. That description includes If examiners believe that submitted material
a link to the University’s online course about may be plagiarised they will refer the matter
understanding what plagiarism is, and how to to the Proctors’ Office. The result for the
avoid it. You are strongly advised to complete assessment (and any other elements for the
the course. same assessment unit) will be pended while an
investigation is carried out (which can include
The University has the right to use software, and
an interview with the student). If the Proctors
routinely does so, in order to screen submitted
consider that a breach of the disciplinary
work for matches either to published sources or
regulations has occurred, they can determine the
to other submitted work.
penalty themselves in suitable cases or refer the
matter to the Student Disciplinary Panel (which
can in the most serious cases expel the student).

23
8 INTELLECTUAL PROPERTY
The University does not claim ownership The main statute governing intellectual
of intellectual property created by student property is Statute XVI, Part B, which you
members of the University as defined in Statute should refer to for full details.
II (broadly this refers to students on degree
There are also arrangements in the University’s
courses who are members of a college), other
regulations for protecting and exploiting
than in specific circumstances. The most usual
intellectual property, and sharing the
of these circumstances are that the University
commercial exploitation revenues with the
may claim ownership to intellectual property
student originators. The related regulations for
which is made:
the administration of the policy explain the
z jointly with someone else where the approved arrangements for revenue-sharing.
University is entitled to claim ownership of
that person’s intellectual property researchsupport.admin.ox.ac.uk/innovation

z using University facilities or equipment

governance.admin.ox.ac.uk/legislation/
z in circumstances where the University’s statute-xvi-property-contracts-and-trusts
obligation to a third party require it to
claim ownership of intellectual property (for governance.admin.ox.ac.uk/legislation/
example under the terms of a contract or a council-regulations-7-of-2002
grant)
z using funding from the University
z or where the intellectual property is created
by a student while they are also acting as an
employee or contractor for the University.
For other students (including non-matriculated,
visiting, recognised and exchange students) the
University may claim ownership of certain forms
of intellectual property created during your
study or research at the University although this
will not usually include copyright.

24
9 CONDUCT
9.1 The University’s conduct regulations You should consult the statutes and regulations,
including the Examination Regulations and
University conduct regulations are additional to
subsequent formal amendments published in
individual colleges’ rules and by-laws. Students
the Gazette, for comprehensive detail.
who belong to a college must therefore observe
two separate sets of disciplinary regulations.
governance.admin.ox.ac.uk/legislation/
Students studying for awards that are also statute-xi-university-discipline-0
professional qualifications may also be expected
to observe codes of conduct drawn up by the academic.admin.ox.ac.uk/student-
University in consultation with the external conduct-0#collapse1540986
bodies concerned; your department will provide
details where appropriate. The University gazette.web.ox.ac.uk
regulations covering student conduct come from
three main sources: The University also publishes separate codes
of practice, policies and guidance in relation
z University statutes, particularly Statute XI
to particular conduct issues which you are
on University discipline
expected to comply with. The most relevant
z regulations, issued by: of these are listed below.
(i) Council
Students who intentionally or recklessly breach
(ii) the Proctors, as the University’s regulations, or incite or conspire with others to
disciplinary officers, including do so, are liable to disciplinary action. Section
regulations relating to conduct 10 of this handbook, the ‘Disciplinary Procedures
in examinations and emergency & Rights’ section below, describes the Proctors’
regulations for student conduct, powers and procedures for enforcement, and
published in the University Gazette, students’ rights under those procedures.
notified to you by your college or
department and remaining in force for
a set period
(iii) the Rules Committee (six Congregation
members and six student members
who meet annually to review and issue
conduct regulations)
(iv) the Curators of the University Libraries;
and
(v) the IT Committee
z rules on access and use, or in respect of
health and safety, made and published by
people or bodies responsible for managing
University land and buildings, or operating
University services and facilities.

25
9.2 General conduct otherwise obtaining material to pass off as their
own in University examinations are in breach
Statute XI on University discipline contains a
of the Proctors’ Disciplinary Regulations for
Code of Discipline applying to all University
University Examinations and can expect to be
members and students, including those students
the subject of disciplinary procedures.
who are not formally University members. It
sets out the actions and forms of behaviour Freedom of Speech
that are unacceptable in the University context Freedom of speech and academic freedom are
(i.e. on University or college premises and/or in central tenets of university life.
the course of University activity in any location,
whether academic, sporting, social, cultural or The University of Oxford seeks to protect
other). robustly civic and academic freedoms and to
foster an academic culture of openness and
governance.admin.ox.ac.uk/legislation/ inclusivity, in which members of our community
statute-xi-university-discipline-0 engage with each other, and the public, in
debate and discussion, and remain open to both
Data Protection intellectual challenge and change.
Anyone holding or intending to keep personal The legal duty of UK universities to protect free
data of any kind (whether on a computer or speech is enshrined in legislation, including
in paper records) on behalf of a club, society the Education (No 2) Act 1986 and the Human
or publication, or for any other purpose, is Rights Act 1998, and academic freedom is
individually responsible for complying with protected by the Education Reform Act 1988.
the provisions of the relevant data protection You should familiarise yourself with the
legislation. Registration with the Proctors’ Office University’s policy.
does not provide any sort of blanket cover
under the University. This legislation imposes compliance.admin.ox.ac.uk/freedom-of-speech
strict conditions on the collection, storage and
use of personal data (e.g. about club members, Meetings and events
sponsors) and confers rights of access on the If you organise an event on University or Oxford
people who are the subjects of such data. Data SU premises, or anywhere if it is University
controllers are required to notify their activities: funded, affiliated or branded, you must do so
there is a self-assessment guide to notification in the context of the University’s responsibility
on the Information Commissioner’s website. to safeguard freedom of speech within the law
and therefore in accordance with the relevant
ico.org.uk
code of practice. In particular, you have a
responsibility to decide whether to notify the
compliance.admin.ox.ac.uk
Proctors of the event in certain circumstances.
Details, including when and how to make a
Essay writing services notification, are available on the Proctors’
In accordance with the Code of Discipline, no Office website.
University member is allowed to contribute to
essay writing services (whether directly with academic.admin.ox.ac.uk/meetings-and-events
the recipient or through commercial companies)
in circumstances where the work provided If you are considering organising an event
could be submitted by someone else in any such as a march or procession, you will need to
examination worldwide. Students buying or consider whether it passes through University

26
premises and, if it does, the University’s code professional body.
of practice will apply. Additionally, if it crosses
If you use social media you should familiarise
public land or thoroughfares, the Public Order
yourself with the University’s social media
Act 1986, Section 11, requires the organiser to
guidance.
give at least six days’ notice in advance of the
date of the event to the police. In practice, it is ox.ac.uk/students/life/it/socialmedia
advisable to give the police as much notice as
possible: at least four weeks’, in the interests 9.3 Non-sports clubs and publications
of avoiding clashes between your event and
The University welcomes the contributions
another event in Oxford on the same day.
of clubs, societies and student publications
thamesvalley.police.uk to student life. With more than 200 officially
recognised clubs and societies to choose from,
Library and IT facilities there is something for everybody at Oxford.
No student shall intentionally or recklessly Clubs that open their membership to students
commit a breach of any of the regulations of more than one college can register with the
relating to the use of the libraries or the Proctors’ Office. Registration assists the smooth
information and communications technology running and continuity of clubs, gives access
facilities of the University. Infringement of to University email, webpage facilities and
copyright through the University IT network, insurance, enables clubs to use the minibus
including using peer-to-peer software and file- hire and driver assessment scheme, entitles
sharing to download and distribute copyrighted application for University grants and permission
material, can result in a fine or exclusion from to use ‘Oxford University’ in their names (‘Oxford’
the network. IT security is taken very seriously. in the case of publications), and generally helps
Advice about keeping your devices and your to protect the clubs’ best interests as well as the
University IT account secure is available online. University’s reputation.

ox.ac.uk/students/life/it/secure If you help to edit publications intended mainly

for other students, or write for such publications,
Social Media you need to be aware that your activities
Social media can bring enormous benefits are covered by the University’s disciplinary
and opportunities to an academic community, regulations and by further regulations.
partly by enabling global communication
ox.ac.uk/students/life/clubs/clubs
and promoting lively academic debate.
The University encourages students to use
academic.admin.ox.ac.uk/student-conduct
social media responsibly and to be aware of
the sometimes unexpected and long-term
consequences of irresponsible use.
Posting offensive comments or other content
on social media may be a breach of the Code of
Discipline and could result in disciplinary action
by the Proctors. Students taking courses which
result in professional qualifications should use
social media in accordance with the standards
of behaviour set by the relevant national

27
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.

governance.admin.ox.ac.uk/
legislation/rules-committee

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’ Office for
investigation as a possible disciplinary offence
under Statute XI.

28
10 DISCIPLINARY PROCEDURES & RIGHTS
10.1 Proctors’ powers 10.2 Investigation
Students at Oxford may be subject to two sets of An alleged breach of the Code of Discipline may,
disciplinary regulations: the University’s conduct if it is appropriate to do so, be investigated by
regulations (which apply to all students) and, the Proctors. Complaints of breaches of the Code
for all students who belong to a college, to of Discipline should usually be made within six
the college rules and by-laws provided in your months of when the matters complained about
college handbook or equivalent document. occurred.
The Proctors’ role under Statutes IX and XI For alleged breaches involving clubs or
includes ensuring that University statutes, publications, the Proctors may hold all or some
regulations, customs and privileges are of the relevant officers responsible.
observed. Doing so includes taking steps to:
The Proctors have the power to summon any
z enforce, and prevent any breach of, Statute University member to appear before them
XI to assist with their enquiries. The process of
z deal with any complaint that a student has investigation and evidence-gathering may
committed a breach of Statute XI involve interviewing those thought to be
involved and possible witnesses. A student
z identify the person responsible for
under investigation has the right to be informed
any such breach.
what breach they are suspected of having
The Proctors’ investigations are carried out
committed and to be accompanied by another
under procedures defined in regulations. Less
student or member of Oxford University SU,
serious matters may be decided on, with the
college or University staff during any interview.
student’s agreement, by the Proctors. More
They have the right not to answer any question
serious matters will be decided on by the
(however, such silence may be taken into
University’s Student Disciplinary Panel (SPD).
account in any subsequent disciplinary hearing
if it is appropriate to do so).
ox.ac.uk/students/academic/conduct
If, after investigating, the Proctors decide
governance.admin.ox.ac.uk/legislation/ that there is no case to answer, or it is not
statute-xi-university-discipline-0 appropriate to proceed, the student(s) will be
informed in writing and the matter will be
closed. If, however, the Proctors consider that
there is a case to answer, that a breach has
occurred and that the student(s) responsible
have been identified, and that it is fair, just
and reasonable to do so, the Proctors will then
confirm with each student whether they or the
SDP will deal with the matter.
The body responsible for adjudicating
disciplinary cases differs according to the
nature and seriousness of the alleged breach.

29
The student always has the following rights: If a fine or compensation order is not paid,
the amount will automatically be increased
z to know in advance of any hearings or
according to a scale set out in the Regulations
interview when, where and in relation to
for Fines and Compensation Imposed Under
what statute or regulation, and clause(s),
Statute XI. Continued non-payment will result
the alleged breach occurred
in the case being referred to the SDP. There is a
z to know the evidence against them in
right to appeal to the SDP against the Proctors’
advance of any disciplinary hearing
decision and/or penalty.
z to be accompanied at interviews or
accompanied or represented at hearings 10.4 Proctors’ role in plagiarism
by another student or member of Oxford
The Proctors can themselves determine the
University SU, college or University staff
penalty in certain cases of alleged plagiarism
z to call witnesses in defence i.e. where, if a breach is found to have occurred,
z to ask for an adjournment the outcome will not be failure of the entire
z to appeal or seek leave to appeal against degree/award, or likely expulsion. All other
the outcome of proceedings. cases are determined by the SDP.

10.3 Summary determination by Proctors Procedure

In cases where the Proctors have found a breach
Unless the alleged breach is very serious, the of the disciplinary regulations, and consider that
Proctors can offer the student concerned the the case is suitable for their determination, they
option of having the matter dealt with by them will communicate the outcome to the student
rather than by the SDP, which limits the possible which will be one (or more) of the following
outcomes. Such outcomes may include: a fine directions:
and/or compensation of up to £300, a written
warning about future conduct, requiring the z that the student receive support and
student to attend a programme of education, training relating to good academic practice
requiring the student to enter a temporary or z reduce a mark awarded to a piece
permanent restriction on contact with a named of work
individual or individuals, banning a student z award no mark to a piece of work,
from specified University/college premises or and direct that it be resubmitted and
facilities for a defined period or on such terms that the mark for the resubmitted
as the Proctors think fit. work be capped
z The student will be formally notified what z award no mark to a piece of work, and direct
statute, regulation and clause(s) they are that it be resubmitted with no cap on the
considered to have breached, and will be mark for the resubmitted work.
sent a notice confirming how the matter Students may appeal against a Proctors’ decision
will be considered within 10 working days of receiving the written
z The Proctors will present the evidence decision. The appeal will be considered by a
and the student has the right to make a member of the Academic Conduct Appeal Panel
response to the allegations or may admit (ACAP). They will consider the written appeal,
the breach(es) and present evidence to the Proctors’ decision and the documents that
explain their behaviour were available to the Proctors. They will not
z Either the Proctors or the student may normally meet with the student.
provide witness evidence.

30
10.5 Student Disciplinary Panel (SDP) If the SDP finds that the student has committed
the alleged breaches of the statute or
Role
regulations, it may issue a written warning
The SDP handles:
about future conduct or take one or more of the
z cases of a more serious nature, referred to it following actions:
by the Proctors
z require the student to attend a programme
z appeals against the Proctors’ summary of education
determination decisions
z require the student to enter a temporary
z certain other business (e.g. applications or permanent restriction on contact with a
and appeals in connection with students’ named person or persons
suspension from access to University
z impose a fine of an amount it thinks fit
premises and facilities).
z suspend the student’s access to or exclude
Composition the student from University accommodation
The chair and vice-chairs of the SDP are or require the student to move to other
appointed by the University’s High Steward University accommodation (subject to the
from among Congregation members who are terms of the student’s lease)
legally qualified. Other SDP members, also z order the student to pay compensation to
Congregation members, are appointed by any person or body suffering injury, damage
Council. The SDP holds hearings in term-time or loss as a result of their conduct
or vacation as necessary. At each hearing, the z issue directions relating to the future
chair or one of the vice-chairs will sit, together provision of references for the student
with two other SDP members (selected to
z ban the student from specified University
ensure their independence of the colleges
premises or facilities for a fixed period of
and academic departments of the students
time or on whatever terms it thinks fit
appearing before them).
z subject to endorsement by the relevant
Procedure college, ban the student from specified
The Proctors must normally bring a case within college premises or facilities for a fixed
six months of first interviewing the student period of time or on whatever terms it
concerned. A student referred to the SDP is thinks fit
sent a formal notice of the alleged breaches of z suspend the student for such period as it
the statute or regulations and of the hearing thinks fit
to deal with the case. Before the hearing, the z expel the student from membership of the
student receives a copy of the evidence being University.
presented to the SDP by the Proctors (although
in exceptional circumstances highly sensitive
personal data may be redacted) and has the
opportunity also to submit evidence. The
student may be accompanied or represented by
another student or member of Oxford University
SU, college or University staff at the hearing.
Witnesses may be called.

31
In relation to breaches of examination The SAP’s presiding member decides whether
regulations, the SDP may in addition to the to grant the student’s request for permission
penalties above, or alternatively, instruct the to appeal. In reaching a decision, the SAP will
examiners to take one or more of the following consider the information submitted, including
actions: the evidence on which the SDP based its
decisions and any new evidence that the SAP
z if practicable, exclude from assessment
agrees to consider. A reasoned decision will be
any part of the work submitted that the
given.
examiners are satisfied is not the student’s
own work If permission to appeal is not granted, that is
z reduce a mark awarded to any piece of work the end of the internal University process.
z award no mark to, or disregard, any piece of If permission to appeal is granted, a SAP hearing
work will be arranged. At the end of this process, the
z substitute an alternative mark for any piece SAP will decide whether to set aside or confirm
of work the decisions of the SDP (or it may decide to
substitute a different penalty of the kind that
z reduce by one or more classes any degree
the SDP itself could have imposed).
classification
z permit the student to resit an examination 10.7 Definitions
or re-submit a piece of work on such
Statute XI sets out the definitions of terms used
conditions as it thinks fit
in the Code of Discipline and in the associated
z award a pass degree instead of an honours
rules and regulations. You should take careful
degree
note of the meaning of those terms in the
z fail the student in the examination or part University, as in some cases they differ from
of the examination concerned. other uses of the same or similar terms, for
example in criminal law.
10.6 Student Appeal Panel (SAP)
A student who wishes to contest the finding or
penalty imposed by the SDP has the right to ask
for permission to appeal to the SAP.
This body consists of three people with
legal experience appointed from outside the
University by the High Steward. SAP members
take it in turns to consider applications for
permission to appeal, and subsequently to
conduct appeal hearings if permission to appeal
is granted. The SAP may be assisted in individual
cases by no more than two ‘assessors’ (members
of Congregation appointed by the High Steward,
who have knowledge and experience of the
practice and procedures of this University
relevant to the issues raised in the appeal).

32
10.8 Criminal proceedings
If a student member is alleged to have
committed an act that constitutes a breach of
section 2 or 3 of the Code of Discipline and
for which the student will be or is likely to be
prosecuted in a court of law, the Proctors shall
not proceed unless they are satisfied either:
z that any criminal proceedings in respect
of the alleged act have been completed,
whether by conviction or acquittal or
discontinuance of the proceedings, or
z that the student is unlikely to be prosecuted
in a court of law in respect of the alleged
act.
There are additional considerations where
the conduct complained of would constitute
a serious criminal offence if prosecuted in the
criminal courts, because of the seriousness of
the allegations.

ox.ac.uk/students/academic/conduct

academic.admin.ox.ac.uk/student-conduct

If a student member acquires a criminal

conviction for an act of such seriousness that
an immediate term of imprisonment could
have been or has been imposed on conviction,
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.

33
11 COMPLAINTS PROCEDURES
11.1 College matters Before you make a formal complaint you should
try to resolve the matter locally with the person
If you have a complaint about a college
or body responsible, for example:
matter you should take it up with the relevant
college officers. Help and advice are available z Bodleian Libraries – contact the
from your college Dean, tutor, Senior Tutor, local librarian or email:
academic administrator, JCR, MCR or Oxford
bodleys.librarian@bodleian.ox.ac.uk
SU representative. Your college will have a
complaints procedure, which is usually found in z Central University services – write to the
your college handbook. head of the respective section:
The Proctors have no jurisdiction over college staff.admin.ox.ac.uk/professional-services-
complaints and appeals, including the quality and-university-administration
of teaching provided in college, collections
(internal college examinations), or the behaviour z Department facilities – contact
of a member of college staff. If you are unsure the departmental administrator
whether the issue is a college or a University (contact details generally found on
matter, you can consult the Proctors’ Office the department’s website and/or its
caseworkers informally. handbook)
z Teaching and supervision – if you feel able
proctors.ox.ac.uk
to do so, raise any concern with the member
of staff directly. If not, take it up with your
11.2 University matters Director of Undergraduate Studies or your
The Proctors will consider complaints raised Director of Graduate Studies as appropriate.
by students under the University Student If it involves one of these individuals, you
Complaints Procedure in relation to the can speak to your Head of Department or
following: faculty. Advice and support are available
from Oxford SU or from your student
z University administrative and support
common room.
services (including departmental facilities
and central facilities such as libraries, We hope that the initial raising of a complaint
counselling etc) will be successful in resolving the problem. If,
however, you feel that it hasn’t been, or that
z University academic services and support
there’s a problem that needs to be looked
(departmental teaching, supervision etc).
into, then you can make a formal complaint
The process allows you to pursue a complaint as to the Proctors’ Office. Please note that these
an individual or as a group of students. complaints should usually be made within
The University Student Complaints Procedure three months of when the matters you are
does not cover academic appeals (which have complaining about occurred.
a separate procedure) or matters which are
covered by other existing procedures (such ox.ac.uk/students/academic/complaints

as admissions, behaviour of members of staff,

behaviour of other students, academic integrity,
bribery and fraud).

34
11.3 Staff or student conduct 11.5 Research integrity
A complaint about the behaviour of a member All University members are expected to
of staff or of another student may be raised with observe the highest standards in the conduct
the Director of Student Welfare and Support of research. The procedures for reporting
Services in accordance with the University policy suspected research misconduct are detailed in
and procedure on harassment. the Code of Practice and Procedure for Academic
Integrity in Research.
Complaints about other breaches of the Code
of Discipline should be reported directly to the Prior to making any formal allegation, sources
Proctors’ Office. of advice and support include other researchers
and colleagues, supervisors, mentors, Senior
Complaints of breaches of the Code of Discipline
Tutors, Proctors, Directors of Graduate Studies,
should usually be made within six months of
heads of department, faculty or division,
when the matters complained about occurred.
Research Ethics Committees, Research Services,
ox.ac.uk/students/welfare/harassment or Oxford Students Union (Oxford SU).

ox.ac.uk/students/academic/conduct
academic.admin.ox.ac.uk/student-conduct

11.4 Public interest disclosure 11.6 Conflicts of interest

(whistle-blowing) All University members are required to
recognise and disclose activities that might
The Public Interest Disclosure Act 1999 provides
give rise to – or be perceived to give rise to
employees with legal protection against being
– conflicts of interest, and to ensure they are
dismissed or penalised as a result of disclosing
properly managed or avoided. Such conflicts
certain serious concerns (‘whistle-blowing’);
could arise from personal financial interests,
such concerns might include criminal activity,
duties to other organisations, or personal
danger to health and safety, or professional
relationships.
malpractice.
Research students should be particularly aware
The University’s code of practice and procedure
of the risk of conflicts arising when engaging
under the Act also provides protection for
in external activity such as international
student members wishing to report serious
projects and collaborations with the commercial
concerns.
world, research and development, intellectual
hr.admin.ox.ac.uk/public-interest-disclosure- property licensing and involvement in ‘spinout’
whistle-blowing-code-of-practice companies.

researchsupport.admin.ox.ac.
uk/governance/integrity

11.7 Complaints about Oxford SU

Oxford SU operates a full complaints procedure.

oxfordsu.org/your-union/governing-documents

35
11.8 Student protection plan To confirm that your case has been dealt with
internally, you need to obtain a Completion of
Student protection plans set out what students
Procedures letter from the office that informed
can expect to happen in the event that a risk
you of the outcome of your case. This should
to continuation of studies should arise (such
be provided to you shortly after the internal
as a course, campus or institution closure). The
procedures are completed if your complaint or
purpose of a plan is to ensure that students can
appeal is not upheld. If your complaint is upheld
continue and complete their studies, or can be
but you still wish to complain to the OIA
compensated if this is not possible. All higher
(e.g. about the remedy offered) you can request
education providers who apply to register with
a Completion of Procedures letter from the
the UK Office for Students (OfS) must produce a
relevant office. You have a maximum of 12
plan as a condition of registration.
months from the date of that letter to apply to
academic.admin.ox.ac.uk/student-protection-plan the OIA.
Where the OIA finds in favour of a student,
11.9 Office of the it may recommend that the University should do
Independent Adjudicator something (e.g. look again at a complaint or pay
The Office of the Independent Adjudicator compensation) or refrain from doing something.
(OIA) is an independent body whose role is to
oiahe.org.uk
review student complaints. The OIA can review
complaints about:
z academic appeals
z mitigating circumstances notices to
examiners (MCE)
z teaching, supervision and facilities
z student accommodation
z welfare
z bullying, harassment or discrimination
z placements
z maladministration, procedural irregularities,
and unfair practices
z disciplinary matters, including plagiarism
z fitness to practise
but cannot look at complaints about:
z admissions
z academic judgement
z matters where there are current
legal proceedings.
In order to access the OIA process, you must be
a current or former registered student of the
University and must have first exhausted all the
available internal procedures.

36
ox.ac.uk/students
Student Information 
Examinations Schools, 75–81 High Street
Oxford, OX1 4BG
+44 (0)1865 286223
student.information@admin.ox.ac.uk

Proctors’ Office
University Offices, Wellington Square
Oxford, OX1 2JD
+44 (0)1865 270276
proctors.office@proctors.ox.ac.uk
proctors.ox.ac.uk

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Produced by University of Oxford Academic

Administration Division Communications 
Photography: University of Oxford Images/Ian Wallman: p1, 37;
University of Oxford Images/John Cairns: p2.

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