Section 10: Conduct

10.1 Introduction

This section explains the University’s regulations concerning student conduct. University regulations are additional to the rules and by-laws of individual colleges: student members are therefore expected to observe two sets of (complementary) disciplinary regulations. Those studying for certain degrees etc. which are regarded as professional qualifications may also be expected to observe codes of conduct that have been drawn up by the University in consultation with the external bodies concerned; details will be provided by departments to students affected by these. Please note that University and college disciplinary codes do not supplant the law of the land and local government by-laws (all of which students must observe like everybody else).

Note: if a student commits a serious offence which is open to police action (e.g. physical assault, sexual assault, misuse of drugs, computer misuse, theft, fraud, certain kinds of harassment) the Proctors’ policy is to refer the matter to the police. This does not preclude their dealing with the specific University offence under the University’s internal disciplinary procedures as well. When a student is facing criminal proceedings or has been convicted of a serious criminal offence, the Proctors are empowered under the Statutes to initiate disciplinary action within the University.

Some extracts from the University’s regulations are reproduced for convenience here: but this booklet is not a substitute for the definitive information published in books like Examination Regulations, or on the University’s web-site (under Statutes and Regulations: go to www.admin.ox.ac.uk/statutes), or subsequent formal amendments. Students who intentionally or recklessly breach regulations, or incite or conspire with other people to do so, are liable to disciplinary action.

The University regulations covering student conduct come from four main sources:

  • Statutes and regulations issued by the University centrally (most important, Statute XI concerning University discipline and Regulations made under Council’s authority concerning library and IT misuse)
  • Regulations about student conduct, issued and reviewed annually by the Rules Committee (a body consisting of six members of Congregation and six student members which meets each Hilary Term)
  • local rules relating to access and use, made by people or bodies responsible for managing University land and buildings, or operating University services and facilities (these rules have to be formally published, and infringements can be referred to the Proctors for disciplinary action)
  • regulations made by the Proctors, as the University’s disciplinary officers, particularly relating to examinations.

These various rules and regulations are explained more fully in the rest of this section. Section 11 of the booklet goes on to describe the Proctors’ powers and procedures for enforcement, and students’ rights under these procedures.

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10.2 General Conduct

The Statute on university discipline (Statute XI) contains a Code of Discipline applying to all members of the University and to examination candidates who are not formally members of the University:

No member of the University shall in a university context intentionally or recklessly

(a) disrupt or attempt to disrupt teaching or study or research or the administrative, sporting, social, cultural, or other activities of the University;

(b) disrupt or attempt to disrupt the lawful exercise of freedom of speech by members, students, and employees of the University or by visiting speakers;

(c) obstruct or attempt to obstruct any officer, employee, or agent of the University in the performance of his or her duties;

(d) deface, damage or destroy any property of or in the custody of the University or of any college or of any member, officer, employee, or agent of the University or of any college, or knowingly misappropriate such property;

(e) occupy or use or attempt to occupy or use any property or facilities of the University or of any college except as may be expressly or impliedly authorised by the University or college authorities concerned;

(f) forge or falsify any university certificate or similar document or knowingly make false statements concerning standing or results obtained in examinations;

(g) engage in action which is likely to cause injury or to impair safety;

(h) engage in violent, indecent, disorderly, threatening, or offensive behaviour or language;

(i) engage in any dishonest behaviour in relation to the University or the holding of any university office;

(j) disobey a reasonable instruction given within their authority by one of the Proctors or their deputies;

(k) refuse to disclose his or her name and other relevant details to an officer or an employee or agent of the University or of any college in circumstances where it is reasonable to require that that information be given;

(l) possess, use, offer, sell, or give to any person drugs, the possession or use of which is illegal;

(m) engage in the harassment of any member, visitor, employee, or agent of the University or of any college;

(n) fail to comply with an order made under [specified] sections of this statute.

Other provisions of the Code of Discipline include:

No member of the University shall intentionally or recklessly:

(a) create or provide directly or indirectly for a candidate or candidates in any examination of this University or elsewhere material that constitutes a model intended to meet substantially or wholly the requirements of any exercise in that examinations, and which, in part or in whole, could be submitted without attribution by an examination candidate in order to meet or attempt to meet the requirements of that examination;

(b) enter into an agreement to act in breach of [sub-section (a) above];

(c) assist or encourage directly or indirectly any person or persons to act in breach of [sub-sections (a) and (b) above].

No member of the University shall incite or conspire with any other person to engage in any of the conduct prohibited [in the Code of Discipline].

It is important to understand the terms used in the Statute:

  • the phrase ‘in a University context’ means on university or college premises; in the course of university activity within or outside Oxford whether academic, sporting, social, cultural, or other.
  • in (m), the term ‘harassment’ means unwanted and unwarranted conduct towards another person which has the purose or effect of violating that other's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other.

Other University legislation relating to general conduct is published on the University’s web-site under Statutes and Regulations and includes:

Library and IT facilities

No member of the University shall intentionally or recklessly commit a breach of any of the regulations relating to the use of the libraries or the information and communications technology facilities of the University. (See Appendices F and G.)

Freedom of Speech

Under the Education (No. 2) Act 1986 the University was required to introduce a Code of Practice on Freedom of Speech. It is a disciplinary requirement that every member of the University must follow the Code of Practice, which is designed to protect freedom of speech within the law. The Proctors ensure that the Code is implemented and are available to deal with any queries or concerns about Freedom of Speech issues.

Every member of the University shall, to the extent that such provisions may be applicable to that member, comply with the provisions of the Code of Practice on Freedom of Speech issued from time to time by Council pursuant to the duty imposed by section 43 of the Education (No. 2) Act 1986 and duly published in the University Gazette.

The text of the University’s Code of Practice on Freedom of Speech is reproduced in Appendix D of this booklet and is formally drawn to students’ attention.

Academic Dress. Cap and gown should be worn in the presence of the Chancellor, the Vice-Chancellor, a Proctor, and the Registrar, when they are acting in an official capacity. Gowns should also be worn at University ceremonies, including University sermons.

At University examinations all members of the University are required to wear academic dress with 'subfusc' clothing, i.e. a dark suit with dark socks, or a dark skirt with black tights or stockings or dark trousers with dark socks and an optional dark coat; black shoes; plain white collared shirt or blouse; a white bow tie, black bow tie, black full-length tie, or black ribbon. Clothes should be appropriate for formal occasions. Hoods are worn by graduates at University examinations and at presentations for degrees.

Members of the University serving in HM Forces are permitted to wear uniform underneath the gown. The uniform cap is worn in the street and carried when indoors.

Graduates of other universities who are reading for higher degrees and diplomas other than the Diploma in Legal Studies may wear either the graduate student’s gown or the academic dress of their own universities; graduates reading for certificates may wear either a commoner’s or (if appropriate) scholar’s gown or the academic dress of their own universities; graduates of other universities reading for Final Honour Schools must wear a commoner’s or (if appropriate) a scholar’s gown.

Marches and processions. The Public Order Act 1986, Section 11, requires the organiser of a procession to give at least six days’ notice in advance of the date of the event to the Area Commander, Oxford Police Area, Thames Valley Police, St. Aldate’s, Oxford, OX1 1SZ. In practice it is advisable to give the Police as much notice as possible, at least 4 weeks being a more appropriate length of notice. This should prevent your event clashing with another event in Oxford on the same day. The Police Commander tries to be as flexible as possible, and early notification is particularly important when routes are being negotiated. The notice to the Police must specify the date when it is intended to hold the procession, the time when it is intended to start, the proposed route, and the organiser’s name and address. It is helpful if the Police are notified of the purpose of the march/procession, e.g. political, social, etc. Enquiries should be directed in the first instance to the Police (tel. Oxford 266014, fax. 266013).

Events intended to take place on University land or property must be referred to the Proctors.

Essay-writing services

As can be seen in the provisions of the Code of Discipline reproduced above, no member of the University is allowed to contribute to essay-writing services (whether as part of private arrangements with the recipient or through commercial companies) in circumstances where the work provided could be submitted by someone else, at Oxford University or elsewhere, in an examination. The Proctors will treat any infringement of this regulation particularly seriously because such activities undermine students’ academic work and fair examination processes. Any Oxford student who buys or otherwise obtains material to pass off as his or her own in a University Examination would be in breach of the Proctors’ Disciplinary Regulations for University Examinations (see section 9.6 of this booklet) and can expect to be penalised severely.

Criminal investigations and offences

Under Statute XI, if a student is the subject of criminal proceedings concerning an alleged offence of such seriousness that an immediate term of imprisonment may be imposed if he or she is convicted, or if he or she has been convicted of a serious offence (whether or not a prison sentence was in fact imposed), the student is required to inform the Proctors in writing. The proctors will then consider whether any consequential action needs to be taken within the University. See also section 11.3 of this booklet.

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10.3 Regulations of the Rules Committee

These annually-reviewed regulations concerning the conduct specifically of student members of the University are set out in Appendix E.

The current regulations cover:

clubs, societies and publications, where it should be particularly noted that the name Oxford University (or the University’s coat of arms) must not be used unless the student organisation is currently registered with the Proctors and also has obtained permission from the Vice-Chancellor to use the University’s name/arms. The word ‘Oxford’ must not be used in the title of a publication unless the necessary permission has been given and a trademark licence issued.

Regulation 1.6 is intended to encourage club officers to adopt a responsible attitude to the organisation of club events. Although it is applicable to a wide range of situations (e.g., the organisation of demonstrations that disrupt the activities of the University) the Proctors are particularly concerned (on safety and welfare grounds) about the control of distribution of alcoholic drinks, especially where these are free of charge or included in the entry price of an event. A breach of regulation 1.6 could potentially occur where organisers apply pressure to club members, or where advertising of the event encourages members, to drink excessively. A breach could also occur if inadequate controls over distribution of alcoholic drinks are in place at an event. The Proctors acknowledge that club officers cannot be held responsible for the actions of individual members. However, if a breach of disciplinary codes does occur at, or following, an event, the club officers might be expected to demonstrate that they had taken reasonable steps to control excessive drinking, such as setting up a rota of responsible officers to serve drinks or to monitor the distribution and refuse to serve members if necessary.

defacement of property by graffiti or fly-posting: note that this does not just involve university and college property. The commonest kind of defacement is fly-posting to advertise college or club events. Students responsible for fly-posting or any form of illegal advertisement may be liable to prosecution by the City Council in addition to any action taken by the Proctors. Where defacement relates to the activities of a club, society or publication, the organisation’s committee will be held collectively responsible. Several sites are available in Oxford where posters can be displayed legally and free of charge.

behaviour after examinations The Proctors and the local police are concerned about public safety, disruption to traffic, noise and litter when crowds gather day after day to meet candidates after their examinations are over. It is fairer to the general public and to fellow-students who may still be working in the examination rooms if these celebrations are deferred until students get back to their colleges. All candidates are therefore asked to discourage friends from meeting them outside the Examination Schools or other examination venues and to disperse as soon as possible after leaving any examination building. The Proctors particularly discourage gatherings in the vicinity of Ewert House in Summertown when the hall is used for University Examinations. This is because Ewert House is also used for administrative and teaching activities while examinations are taking place and is located close to a busy shopping precinct, schools, old people’s homes and other residential accommodation. Misbehaviour will result in strong measures being taken by the Proctors and may also attract sanctions by the Thames Valley Police and City Council officers. The Proctors’ Code of Conduct for post-examination celebrations is maintained on the Proctors’ web-site, at www.admin.ox.ac.uk/proctors/oxonly/info/conduct.shtml. It is the responsibility of all students to ensure that they are familiar with and follow this Code of Conduct.

Note: each year the Proctors deal with students who spray or pour champagne (or other liquids), squirt ‘silly string’ and throw substances such as flour. If any of this lands on somebody’s clothing, the pavement or on any other property, an offence of damage to property has been committed whether or not the victim complains or consents. It is also an offence to cause litter. Where students are found guilty of such offences, the usual punishment is a heavy fine. The Proctors and other persons appointed by them can impose spot-fines.

overseas activities A student needs permission from both his or her college and the Proctors to participate in any sports activity which involves overseas travel during Full Term or the Thursday and Friday of 0th Week. Permission is needed for official activities which any registered club or society plans to carry out overseas, whether during term-time or vacation. At least one month before the proposed departure date (and before entering into any firm commitments e.g. booking travel or accommodation), the organisers need to apply to the Proctors. Where permission has been given, individual participants must observe any conditions imposed by the Proctors.

rowing on the river Rowing is prohibited on Monday to Friday mornings (8.30am – 1.00pm) during term, except in the case of single scullers and crews at the graduate colleges specified in the regulation. There are also safety regulations which must be observed. The organisers of any student rowing competition held in Oxford must obtain the Proctors’ approval for an Event Plan and Risk Assessment.

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10.4 Local Rules

As explained in the introduction to this section, 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. Students using buildings, property or services are advised to familiarise themselves with any published rules.

Action threatening or causing damage to property or inconvenience to other users may lead to exclusion. An allegation of misuse of university property contrary to local rules may be referred to the Proctors for investigation as a possible disciplinary offence under Statute XI (see section 10.2 of this booklet).

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10.5 Library and Computer Misuse

The Proctors often receive complaints about library and computer use and misuse. The relevant provisions are set out in Appendices F and G. The use of peer-to-peer software and file-sharing to download and distribute copyright material (e.g. films) through the University IT network causes particular difficulties and can result in offenders being fined or, in serious or repeat cases, excluded from the network. Users must familiarise themselves with the regulations and take advice (e.g. from college IT officers) if they are unsure about them. A student who has a debt to a university or departmental library (e.g. for an unpaid fine or cost of replacement of a damaged or unreturned book) will not be permitted by the Proctors to re-register on Student Self Service or graduate.

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10.6 Payment of University Tuition Fees

A student who fails to pay his or her University tuition fees in full by the required date is liable to be suspended from access to University premises and facilities under Regulations on Financial Matters, Appendix 1 to Examination Regulations. Any student suspended in this way will not be allowed to count the period of suspension towards the fulfilment of the statutory residence requirements which govern, for example, when he or she can enter for examinations. A breach of suspension is likely to be referred to the Proctors for disciplinary action under Statute XI.
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10.7 Proctors' Regulations

The Proctors’ Disciplinary Regulations for University Examinations are set out in section 9.5 of this booklet. These regulations are made with the approval of the University Council as part of the Proctors’ wider duty to ensure that examinations are conducted properly; alleged breaches of the regulations are treated as disciplinary matters in the same way as the Proctors deal with other types of misconduct (see section 11).

Under Statute XI, the Proctors can make emergency regulations for student conduct. These have to be published in the University Gazette and can only remain in force long-term if endorsed by the Rules Committee. Such regulations would also be notified to students through their colleges.

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