Gifts and Hospitality

Gifts and Hospitality Policy

The University’s Gifts and Hospitality Policy is available in full here. It is summarized as follows:

1. The University’s staff and representatives must act, and be seen to act, at all times in a manner that is fair, impartial and without favouritism or bias.

2. Gifts and hospitality may only be accepted by University staff or representatives when:

- the offer has been made for a proper purpose;
- acceptance is consistent with the purposes of the University;
- it is appropriate and its value reasonable and proportionate to the circumstances;
- acceptance accords with all applicable University policies and governmental legislation.

3. Gifts and hospitality may only be provided by University staff or representatives when

- the offer is consistent with the purposes of the University;
- the purpose is not to influence improperly;
- it is appropriate and its value reasonable and proportionate to the circumstances;
- provision accords with all applicable University policies and governmental legislation.

4. There is a requirement to record gifts and hospitality above certain thresholds in a departmental Gifts & Hospitality Register.

5. The University does not make political donations.

The Policy is also summarized in Quick Guide 04 (440kb) ‘University Gifts & Hospitality Policy’.

Scope and application

The Policy, associated procedures and explanatory guidance applies to all staff and associated persons of the University.

Gifts and hospitality are defined as the provision of property, consumables, services, entertainment or money for which no reasonable fee is paid in return by the recipient. Further guidance on definition and terms used throughout the Policy and guidance is available here.

Advice and concerns

Initial queries or requests for guidance on matters relating to gifts and hospitality should be addressed in the first instance to Departmental Administrators. Matters that cannot be answered satisfactorily within the department may be addressed to the Council Secretariat -

Telephone: (01865) (2)80179
Email: compliance@admin.ox.ac.uk

Any concerns over non-compliance should be similarly handled unless there is a suspicion of bribery or fraud – in which case, the procedures  for reporting bribery and fraud should be followed without delay.

Further content and guidance

Further detailed information and guidance is provided in the following links:

- Gifts & Hospitality Policy
- Guidance on Bribery & Fraud
- Definitions and interpretations of terms
- Dealing with gifts accepted
- Gifts & Hospitality Registers