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Regulations governing the Permanent Private Halls


Council Regulations 1 of 2011

Made by Council on 12 January 2012

1. Permanent Private Halls shall satisfy the Supervisory Committee for Permanent Private Halls ("the Committee") that the Hall's regulations or by-laws include provisions for the employment of staff, equality of opportunity, the prevention of harassment, the protection of freedom of opinion and speech, the resolution of complaints, disciplinary issues and rights of appeal which are consistent with the corresponding University regulations and codes of practice.

2. Directors of studies, and tutors and lecturers who are appointed by a Hall to teach students of the University, whether on a full-time basis or on a regular part-time basis, must be approved for the purpose by the relevant faculty or department. For this purpose people shall be deemed to be employed on a regular part-time basis if they are employed in more than three terms in any five-year period.

3. Each Hall shall ensure that there is participation both by academic members of the Hall's staff and by matriculated students in the decision-making processes of the Hall, taking guidance on this point from the Committee, which may from time to time specify a standard reflecting practice generally in the University.

4. Each Hall that takes matriculated undergraduates shall designate a director of studies, appointed as specified in regulation 2 above for each of the subjects for which the Hall takes undergraduates, with the responsibility of ensuring that each student's course is properly arranged and conducted, and that teaching is provided at an appropriate level. The director of studies shall take responsibility for admissions in the relevant subject or subjects, and for conformity to the University's best practice in this area. He or she must ensure that feedback is given to students on their work at least once each term, and must be readily available for consultation in the Hall on academic and academic-related matters. He or she must also make sure that collections are taken by all students under his or her charge for whom they are appropriate given the nature of final assessment, and that they are marked and returned promptly.

5. Each Hall that takes matriculated undergraduates shall ensure that they receive in every academic year at least the number of tutorials, and where appropriate classes, prescribed from time to time by the relevant faculties or departments. Guidance given by the Senior Tutors' Committee as to the types of teaching which may be appropriate to different circumstances should be consulted. This teaching shall be given by appropriately qualified individuals, either members of the relevant faculty or otherwise, approved for this purpose by the relevant faculty board or departmental committee, whether these individuals are on the staff of the Hall or not.

6. Each Hall that takes matriculated graduate students shall designate an advisor from its academic staff for each such student. The advisor shall maintain contact with the student's supervisor, and shall be responsible for the student's pastoral welfare.

7. Each Hall that takes undergraduates shall have at least one tutor or lecturer in each subject offered at undergraduate level, or in a closely allied subject. Such tutors and lecturers must be retained on a basis which will ensure their regular and frequent presence in the Hall during Full Term, and their ready accessibility to students as required.

8. A lecturer may also be director of studies in the same subject provided that there is in the Hall concerned a senior tutor, or some other person (in addition to the head of house) with oversight of academic matters, and to whom students can turn in the event of problems or disagreements.

9. Unless a member of a Hall's religious order for whom a stipend is not payable, each director of studies shall be entitled to receive an appropriate stipend, in order to be identified within the Hall as a responsible person able to devote significant and sufficient time to the academic, intellectual and pastoral development of the students.

10. Each Hall that admits visiting students shall be initially responsible for their admission, instruction and assessment, and for their integration academically and otherwise within the Hall. All relevant faculties and departments must be notified before a visiting student is admitted to the Hall; and visiting students shall not be admitted if their admission is unacceptable for academic or resource reasons to a faculty or department concerned. In the event of any dispute in this matter, the issue shall be decided by the Committee.

11. Any Hall with an undergraduate membership of five or less may apply to the Committee for approval of arrangements that modify the requirements of regulations 4 and/or 7 above. Such arrangements will be approved only if the Committee is satisfied that they will effectively achieve the educational and pastoral objectives of that regulation.

12. Each Hall shall maintain a library containing core reading matter in each undergraduate subject taught; and shall ensure adequate provision for administration, teaching rooms and IT infrastructure.

13. Each Hall must be able to demonstrate to the satisfaction of the Committee that it is in a position to provide sufficient administrative cover, in vacation as well as in term.