Section 1: Introduction

1.1 About the University

The University of Oxford has evolved over more than 800 years into an organisation in which the central University and its constituent colleges are related in a federal system. The colleges are independent, self-governing institutions with their own charters. They are responsible for activities such as:

  • election of Fellows
  • appointment of tutors and college lecturers
  • selection and admission of undergraduates
  • tutorial teaching and college examinations
  • student accommodation and meals
  • college libraries and college computing/IT facilities
  • student welfare, health and college discipline
  • college sports facilities.

There are some affiliated institutions (such as the Permanent Private Halls) that are not colleges of the University but have statutory links through which, for example, students are registered and gain access to University facilities.

The University is also an independent, self-governing institution, responsible for activities such as:

  • appointment of professors and University lecturers
  • selection and admission of graduates (who are then admitted to college membership)
  • structure of syllabus, University lecture programme, setting and supervision of public examinations, award of degrees
  • provision of laboratories, libraries, museums, IT services, telecommunications network
  • provision of support services, e.g. counselling, careers, occupational health, sport
  • Continuing Education
  • official University publications.

Many lecturers are appointed jointly by the colleges and the University. The University has established a structure of Faculties and Departments through which its teaching and research are conducted. Day-to-day management of the University is the responsibility of the Vice-Chancellor, who is assisted by Pro-Vice-Chancellors with specialist and general responsibilities. Faculties and departments are grouped into divisions, each managed by a Divisional Board. There is a parallel arrangement for Continuing Education and for the academic support services such as libraries, museums and IT. Much of the practical governance of the University lies with these boards, and with the Council of the University. Beneath these bodies is a system of committees (many of which include student representation) and delegated managerial and administrative functions. The University’s supreme governing body is Congregation, which consists of over 3,500 academic and academic-related staff.

The colleges meet together in a body known as the Conference of Colleges, which, with a number of specialist sub-committees, discusses matters of common interest, co-ordinates activities and is available for consultation by the University.

As a student at Oxford you become part of an individual college (which has admitted you as a member) and the wider University (in which you are matriculated; or registered in the case of visiting students and students on certain Continuing Education courses and courses offered by affiliated institutions). Matriculated students sign a Student Contract with their college and with the University. You are also for the time being a resident of the City of Oxford and so are part of (and have responsibilities towards) the wider local community.

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1.2 The Proctors and the Assessor

All colleges are on a rota so that three of them each year choose one of their Fellows to serve full-time as a senior officer of the University for twelve months; two colleges choose the Proctors and the third the Assessor.

The office of Proctor dates back to medieval times. The nominee who has been an MA for longer becomes Senior Proctor; the other becomes Junior Proctor. The two Proctors are equal in authority and status; by convention the Senior Proctor takes a special interest in graduate matters and the Junior Proctor in undergraduate matters. Each Proctor nominates deputies, known as Pro-Proctors, to assist him or her. When on duty, the Proctors and Assessor wear sub-fusc clothes with white tie and bands. They are recognisable from their distinctive academic dress: gowns with dark blue sleeves and facings for the Proctors, purple for the Assessor, and white hoods.

The Proctors no longer prowl the streets of Oxford after dark to make sure students are wearing their academic gowns and keeping out of ale-houses. Apart from ceremonial functions, such as taking part in the conferment of degrees, their duties are now mainly:

  • ensuring that regulations for maintaining the orderly working of the University are implemented (which means that they play a major part in seeing that University examinations are conducted properly and fairly, and in enforcing disciplinary regulations)
  • investigating complaints by members of the University (the Proctors have the power to summon any member of the University before them to help in their enquiries)
  • serving on a wide range of University committees (to assure themselves that the University’s procedures are working satisfactorily).

The post of Assessor was created in 1960: the Assessor has no disciplinary role but has an especial concern for policies on student health, welfare and financial issues. The Assessor also serves on University committees in the same way as the Proctors.

The Proctors and Assessor are available if students wish to consult them in confidence for help, information or advice about University matters or any other matters outside the sphere of their college advisers. Such consultations may be on individual matters or on behalf of a club, society or any other group of members of the University.

The Proctors and Assessor hold meetings each term with the Executive Committee of the Oxford University Student Union; with the Presidents of Junior Common Rooms, Middle Common Rooms and College Student Unions; and with college Deans and equivalent officers.

The Proctors and Assessor are based in the University Offices in Wellington Square. They are assisted by an administrative staff headed by the Clerk to the Proctors (Dr B.F. Gasser) and by Proctors’ Officers headed by the University Marshal. Students may write to or e-mail the Proctors’ Office at any time for advice about matters dealt with by the Proctors or Assessor. Appointments can be made through the Clerk to the Proctors.

The Proctors’ Office
University Offices
Wellington Square
OXFORD OX1 2JD
Tel. (2)70090
Fax. (2)80316
E-mail: proctors.office@proctors.ox.ac.uk

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1.3 Student Membership

Student members of the University are matriculated students currently in residence at (or regarded by) a college or other society to read for a degree, diploma or certain certificates. The degree currently being read for may be a first degree (‘undergraduates’), or higher degree which cannot normally be taken until a first degree has been awarded by Oxford or by another university (‘graduates’).

There are also categories of student who do not matriculate but nevertheless study in the University, e.g. those reading for qualifications such as certificates or diplomas offered through affiliated institutions; students taking courses offered through the Department for Continuing Education and local health authority; visiting students not registered for a particular course or qualification. Their names are kept on the Register of Recognised Students, the Register of Diploma Students, the Register of Visiting Students and the Register of Students for the Degree of Doctor of Clinical Psychology. Although not formally members of the University, such students may be expected to observe the same rules and regulations as matriculated students.

You are a member of the University by virtue of being a member of a college. Such membership is normally for life! But if your membership of a college is formally terminated (by expulsion) then you automatically lose your University membership as well. When you have completed your degree (etc.) and have ‘gone down’ from Oxford, you cease to be a student member but move into another category of membership of the University.

You will normally remain a member of the same college while studying for a particular degree, whether undergraduate or postgraduate. In some circumstances, however, students are allowed to transfer from one college to another while still on a degree course. This procedure is known as migration: details are available from Senior Tutors or college offices.

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1.4 Student Information and Advisory Service

Student Information is a service for all students at Oxford. It gives advice and guidance from a central contact point located in the Examination Schools (open Monday – Friday, 9 am – 5 pm). The service can help with general administrative advice and support on all aspects of your student career (including queries related to Registration and Student Self Service, as well as providing information for International Students on matters like visas, immigration, and studentships). Where necessary, the staff will direct you to relevant specialist information or help you to liaise with a specialist in the area.

email: student.information@admin.ox.ac.uk

http://www.ox.ac.uk/students/student_information/

http://www.ox.ac.uk/current_students/registration_self_service/index.html

Student Information can help you to register for Student Self Service. This is the place where you can access and update some of your personal details on the University’s records, view your examination results and any alternative examination arrangements agreed by the Proctors, and view academic details relating to you, etc.

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