• Contact details
• Essential information for students
  • Proctors' and Assessor's Memorandum
    • Foreword
    • Section 1: Introduction
    • Section 2: Welfare Matters
    • Section 3: Safety and Security
    • Section 4: Oxford University Student Union
    • Section 5: Sport, Clubs and Recreation
    • Section 6: University Academic Support and Other Services
    • Section 7: Residence
    • Section 8: Intellectual Property and Students
    • Section 9: Examinations
    • Section 10: Conduct
    • Section 11: Disciplinary Procedures
    • Section 12: Fitness to Study
    • Section 13: Complaints Procedures
    • Appendix A: Integrated Equality Policy
    • Appendix B: University Policy and Procedure on Harassment and Bullying
    • Appendix C: Matters Relating to the Student Union
    • Appendix D: Freedom of Speech
    • Appendix E: Regulations of the Rules Committee
    • Appendix F: Regulations Relating to the use of the Facilities of the Bodleian Libraries
    • Appendix G: Regulations Relating to the use of Information Technology Facilities
  • Code of Conduct: Behaviour after Examinations
  • Drug Misuse Guidelines
  • Guidelines about Student Newspapers and External Web-Sites
• Complaints
• Student Support
• Examinations
• Student Discipline
• Student Clubs
• College forms
• Proctors’ complaints and disciplinary cases 2011-12
• Policy and Guidance for Examiners

Section 5: Sport, Clubs and Recreation

• 5.1 University Sport
• 5.2 Clubs and Societies
• 5.3 Newspapers, Magazines and Web-sites
• 5.4 Events and College Balls
• 5.5 Charity Events
• 5.6 Recreation

5.1 University Sport

In addition to the large amount of individual college provision for sport, the University makes facilities and services available centrally for University Clubs. There is also a fitness gymnasium and swimming-pool at the Iffley Road Sports Complex.

The Director of Sport is available to advise students on all matters relating to sport: Mr Jon Roycroft, Iffley Road Sports Complex, Oxford OX4 1EQ, Tel: Oxford 245869, Fax: Oxford 240894, E-mail: jon.roycroft@sport.ox.ac.uk. See www.sport.ox.ac.uk.

The limited funds for the majority of University Sports Clubs are derived from fee income to colleges by way of a capitation levy.

A Sports Strategy Sub-Committee of Council's Education Committee is responsible for overseeing sport within the University, while a Sports Federation co-ordinates practical support.

Attention is drawn to these two specific regulations concerning sports, introduced in order to minimise interference with students’ academic work:

Rowing on the River: is not allowed, except in the case of single scullers and crews of students at specified graduate colleges, on Mondays to Fridays during term between the hours of 8.30am and 1.00pm without the Proctors’ prior written permission. Requests for permission need to show that students’ tutors or supervisors are in agreement. The Proctors are prepared to consider applications relating to events such as Christ Church Regatta, Torpids and Eights Week. Organisers of inter-collegiate races must submit event plans at least 21 days before the start of the proposed event, for approval by the Proctors. Crews must obey regulations relating to safety.

Overseas Sports Tours: before taking part in any sports tour (including organised ski trips) which involves overseas travel during term-time or the Thursday or Friday immediately preceding Full Term, students need to obtain the written permission of the Senior Tutor (or equivalent officer) of their college. This should then be forwarded with a request to the Proctors.

5.2 Clubs and Societies

The University welcomes the contribution made to student life by clubs, societies and similar organisations and is able to help in a number of ways.

Registration

Clubs that open their membership to students of more than one college have the option of registering with the Proctors under arrangements set out by the Rules Committee (sports clubs need to handle their registration through the Sports Department - see section 5.1). Over 200 clubs covering a wide variety of interests are currently registered. Clubs are encouraged to register formally, because this gives:

• the opportunity to use the name of the University in the Club’s title
• access to financial support
• practical help, for example secretarial services
• access to the minibus hire and driver assessment scheme run in conjunction with the Sports Department
• use of University e-mail and web-page facilities.

A booklet Regulations and Notes of Guidance is available from the Proctors’ Office (tel. (2)70090), or Clubs Committee Office (e-mail: clubs.committee@proctors.ox.ac.uk).

Contacts:

The Clerk to the Proctors, Proctors’ Office, University Offices, Wellington Square, Oxford OX1 2JD; tel: (2)80190, e-mail: brian.gasser@proctors.ox.ac.uk.

Mrs C. Brennan, Clubs Officer; tel. (2)80183, e-mail: clare.brennan@proctors.ox.ac.uk.

• The Rules Committee’s regulations for the registration of clubs are given in Appendix E (Part 1).
• Some parts of the University’s Code of Practice on Freedom of Speech relate to clubs (see section 10.2 and Appendix D).
• It is important to note, however, that whether or not a club is registered with the Proctors, and whether or not it has permission to use the University’s name, the University does not accept liability for the club’s activities and financial affairs. No club should claim to be acting on behalf of the University without express authority to do so; and each club is responsible for any debts incurred.

Data Protection Act 1998

Anyone holding or intending to keep personal data of any kind (whether on a computer or in paper records) on behalf of a club, society, or publication, or for any other purpose, must comply with the provisions of the Data Protection Act 1998. This is an individual responsibility: registration with the Proctors does not provide any sort of blanket cover under the University. The Act imposes strict conditions on the collection, storage and use of personal data (e.g. about club members, sponsors) and confers rights of access on the people who are the subjects of such data. More information is in the Regulations and Notes of Guidance booklet referred to above. Data controllers are required to notify their activities: there is a self-assessment guide to notification on the Information Commissioner’s web-site www.ico.gov.uk.

5.3 Newspapers, Magazines and Web-sites

As with other types of club and society, student organisations set up to publish a journal, newspaper or magazine (including material in electronic format) are not obliged to register with the Proctors. However, the publication will not be allowed to use the word ‘Oxford’ in its name unless it is registered and has obtained trademark clearance from the University. The registration procedure is similar to that for clubs and is explained in the Regulations and Notes of Guidance booklet available from the Clerk to the Proctors. The formal Rules Committee regulations are given in Appendix E.

Students are reminded that, whether or not a publication is formally registered with the Proctors, the individuals involved in the production and distribution are legally responsible for all the material. Anyone intending to set up or take over a publication is strongly advised to consult the Proctors at an early stage. The Clerk to the Proctors will be pleased to give preliminary advice and, if necessary, arrange a meeting with the Proctors (tel. (2)80190, e-mail: proctors.office@proctors.ox.ac.uk).

The Proctors do not censor the publications of student members of the University. However, because these publications are sometimes the subject of complaints, the Proctors need to be aware of their contents. Those responsible for the distribution of any journal, newspaper, or magazine are asked to send a copy to the Proctors’ Office on the day of publication. Such copies are later deposited in the Bodleian Library.

Students who help to edit publications aimed mainly at fellow-students, or who write for such publications, or who post material on web-sites like ‘Facebook’, need to be aware that their activities are covered by the University’s disciplinary regulations. See the Proctors’ Office web-site for guidelines about student newspapers and external web-sites (www.admin.ox.ac.uk/proctors).

5.4 Events and College Balls

Organisers of events, entertainments and College Balls should be aware that there will be licensing and legal issues arising when selling alcohol, providing regulated entertainment (live and recorded music, dancing, indoor sporting events, boxing, wrestling, films, plays) and late night refreshment. If you wish to host such an event, you should contact the College Officers who are able to offer advice.

Hosting an event involves being aware not only of any licensing requirements, but also issues surrounding noise, health and safety, food hygiene, etc. Further advice can be obtained from the College Officers, and members of Oxford City Council's Licensing and Environmental Protection teams:

• Licensing: 01865 252565
• Environmental Protection: 01865 252296
• Health and Safety/Food Hygiene: 01865 252887

Visit the Council's web-site: www.oxford.gov.uk for further information.

When hosting any event, it is prudent to ensure that you are aware of the conditions and permissions of any Premises Licence or Club Premises Certificate already held by a College venue. Such conditions include the notification of College Balls to Licensing and Environmental Protection teams 3 months prior to the event, in order that your relevant risk assessment can be noted and reviewed if necessary.

The Proctors strongly recommend that College Balls should not be held during the main examination periods because of the disturbance caused to students preparing for their written papers.

Advertising

Students are advised that if they are arranging a performance of a play or entertainment, they should not advertise the event until they have confirmed that any necessary licence will be in force. The owner’s permission must always be obtained before advertisements are displayed on any site; it is an offence at law and under University regulations to display advertising material in public places, and especially to affix advertising matter of any kind to buildings, windows, hoardings, trees, etc., without permission (see section 10.3 of this booklet).

5.5 Charity Events

Charity events, processions and publicity stunts may need approval from the Local Authority or police (see section 10.2 on organising marches and processions). Enquiries should be directed in the first instance to Thames Valley Police (tel. Oxford 266014, fax 266013). In many cases, even though a police presence will not be required, the police can offer practical advice to make an event both safe and trouble-free. Events proposed to take place on University land must be referred to the Proctors.

5.6 Recreation

Information about public, college and University entertainments is widely published. The University Gazette provides full information about special exhibitions and also a large number of University lectures and other events of general interest. It also lists a variety of lectures, exhibitions and events within colleges.

The University is responsible for

• several major museums recognised as being of distinction: these include the Ashmolean Museum, University Museum of Natural History, the Pitt Rivers Museum and the Museum of the History of Science
• exhibition rooms in the Bodleian and other University libraries
• the University Parks which, with minor exceptions such as Christmas Eve, are open daily from 7.30am (8am on Sunday) approximately until sunset. Cycles, whether ridden or pushed, are not permitted within the University Parks but the cycle track alongside the Parks is open 24 hours a day (except for Christmas Day and New Year’s Day)
• Oxford Botanic Garden.

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