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Regulations of Congregation for the Conduct of Ceremonies in Congregation, and certain other Ceremonies


Congregation Regulations 3 of 2002

Made by Congregation on 5 March 2002 (Supplement (1) to Gazette No. 4612, 13 February 2002, p. 771)

Amended on 11 February 2003, 11 March 2003, 2 November 2004, 11 October 2005, 13 June 2006, 12 October 2010 (Gazette, Vol. 141, p. 110, 14 October 2010), 22 March 2011 (Gazette, Vol. 141, p. 532, 24 March 2011), 12 October 2011 (Gazette, Vol. 142, p. 98, 27 October 2011), 6 March 2012 (date of effect 1 October 2012, Gazette, Vol. 142, p. 362, 8 March 2012), 25 October 2012, 8 March 2013 (Gazette, Vol. 143, p. 372-373, 21 February 2013), 14 May 2013 (Gazette, Vol. 143, p. 564, 16 May 2013), 16 June 2015 (Gazette, Vol. 145, p. 650, 18 June 2015) and 3 October 2016 (Gazette, Vol.147, p. 72, 13 October 2016)

[ Page 1 of 3 : Contents : 1 2 3 ]

* Part 1: Language at University Ceremonies
* Part 2: Matriculation Ceremonies
* Part 3: Degree Ceremonies
* Degree days
* Entry of names
* Order of ceremonies
* Ceremonies for persons who have not been matriculated by the University
* Incorporation
* Part 4: Forms of Supplication, Presentation, and Admission
* Forms of Supplication

Part 1: Language at University Ceremonies

1.1. (1) The proceedings of Congregation and Convocation (except for the conferment of Degrees by Diploma and Honorary Degrees and the admission to office of university officers) shall be in English.

(2) Degree ceremonies of Congregation, the proceedings at Encaenia (except for the Creweian Oration, which shall be delivered in English), the conferment of Degrees by Diploma and Honorary Degrees at any other times, the installation of the Chancellor and the admission to office of other university officers, and the matriculation ceremony shall be in Latin.

Part 2: Matriculation Ceremonies

2.1. (1) Matriculation confers membership of the University on students. Matriculation ceremonies shall be held at the beginning and end of each Michaelmas Full Term and at the end of each Hilary and Trinity Full Term. The Vice-Chancellor may determine that one or more additional matriculation ceremonies shall be held. The Regulations for Matriculation of Student Members are set out in the Examination Regulations.

(2) The dates shall be fixed by the Vice-Chancellor and published in the University Gazette.

2.2. The time and place for the attendance of each college, society, Permanent Private Hall, and other designated institution shall be fixed by the Vice-Chancellor's Secretary, who shall inform the officers of the colleges, societies, halls, and other designated institutions not later than the Friday before the beginning of Full Term or the Friday in the seventh week of Full Term, as the case may be.

2.3. The authorities of the college, society, hall, or other designated institution shall send to the Registrar not later than 10 a.m. on the third day before the ceremony a list of candidates to be matriculated, including those who have already been provisionally matriculated.

2.4. At the ceremony the lists of candidates to be matriculated in person shall be handed by the officers of the colleges, societies, halls, and other designated institutions to an official of the University Offices, who shall receive the assurance of those officers that all the candidates named on the lists are present. The lists will be marked for those students who were expected to attend but are not present.

2.5. If any candidates are to be matriculated in absence at the ceremony (in accordance with section 6 (2) of Statute II), those candidates shall also be included on the lists handed to the official of the University Offices and be marked accordingly.

2.6. (1) Candidates shall be presented to the Vice-Chancellor in groups of colleges, societies, halls, and other designated institutions (the grouping to be determined by the Vice-Chancellor) by the officer of the college, society, hall, or other designated institution senior in foundation in the group, with the following formula:

'Insignissime Vice-Cancellarie, praesentamus tibi hos nostros scholares ut referantur in Matriculam Universitatis.'

(2) The Vice-Chancellor shall admit the candidate(s) with the following formula:

'Scitote vos in Matriculam Universitatis hodie relatos esse, et ad observandum omnia Statuta istius Universitatis, quantum ad vos spectent, teneri.'

2.7. An official in the University Offices shall update the student record on behalf of the Registrar with the dates at which candidates were matriculated (whether in person or in absence) and provisionally matriculated at that ceremony.

Part 3: Degree Ceremonies

Degree days

3.1. In Hilary Term each year the Vice-Chancellor shall determine, and the Registrar shall forthwith publish in the University Gazette, the dates of the degree ceremonies to be held in the next academic year but one, except that the Vice-Chancellor may, in the exercise of his or her powers under regulation 1.2 of the Regulations for the Conduct of Business in Congregation, subsequently determine that one or more additional degree ceremonies shall be held in the year concerned. The Degree Conferrals Office shall agree with each college, society, Permanent Private Hall, or other designated institution the dates at which their candidates will be presented. In the event that agreement cannot be reached, the Vice-Chancellor shall make the final adjudication.

3.2. Degrees conferred at any meeting of Congregation summoned by the Vice-Chancellor between the end of Trinity Term and the beginning of Michaelmas Term shall be reckoned for all purposes as if conferred on the last day of the preceding Trinity Term.

Entry of names

For degrees conferred in or before June 2013

3.3. The names of candidates for degrees shall be entered at the University Offices, not later than noon of the fifteenth day before the degree day, by some person deputed by the college, society, hall, or other designated institution to which they belong; and entry shall be subject to the following conditions:

(1) the Vice-Chancellor shall have power for some reasonable cause to dispense from the provisions of these regulations;

(2) once a candidate’s name has been entered, if he or she is eligible to be admitted to the degree(s) concerned he or she may not withdraw from the ceremony and shall be so admitted to the degree(s) concerned whether in person or in absence;

(3) candidates who being qualified at the time have nevertheless failed to have their names so entered on the fifteenth day before the degree day shall be at liberty to have them entered in the prescribed manner not later than 5 p.m. on the day preceding the degree day on payment of a late fee, as determined from time to time by the Planning and Resource Allocation Committee and set out in Appendix 1 of the Examination Regulations, in addition to any degree fee;

(4) candidates who have become qualified for their degree by passing an examination on any of the fifteen days preceding the degree day may have their names entered in the prescribed manner not later than 5 p.m. on the day preceding the degree day, but such candidates shall not pay any additional late fee;

(5) a candidate shall be admitted in person to not more than one degree at each ceremony (normally the superior of the degrees for which he or she has been given leave to supplicate) but may be admitted in absence at the same ceremony to any other degree(s) for which he or she has been given leave to supplicate.

For degrees conferred after June 2013

3.3. The names of candidates for degrees will be confirmed by the Degree Conferrals Office through the degree ceremonies booking system no later than fifteen days before the degree day, and shall be subject to the following conditions:

(1) the Vice-Chancellor shall have power for some reasonable cause to dispense from the provisions of these regulations;

(2) if a candidate is eligible to be admitted to the degree(s) concerned, he or she may not withdraw from the ceremony during the fifteen day period before the degree day, and shall be admitted to the degree(s) concerned, either in person or in absence;

(3) a candidate shall be admitted in person to not more than one degree at each ceremony (normally the superior of the degrees for which he or she has been given leave to supplicate) but may be admitted in absence at the same ceremony to any other degree(s) for which he or she has been given leave to supplicate.

3.4. If a candidate who failed to attend a degree ceremony and consequently was admitted to a degree in absentia wishes to graduate in person at a future ceremony, an application may be made to the Vice-Chancellor and Proctors (via the Degree Conferrals Office) for the award of the degree(s) to be set aside in certain exceptional circumstances. If approved, the candidate may then be admitted to the same degree(s) in accordance with regulation 3.3 (above). If a degree certificate relating to the graduation in absentia has already been issued, it must be returned with the application.

3.5. Each candidate for a degree shall be presented by a Master of Arts of his or her own college, society, hall, or other designated institution (unless the Vice-Chancellor has given leave otherwise), except that:

(1) candidates for the Degrees of Bachelor of Divinity and Doctor of Divinity shall be presented by the Regius Professor of Divinity;

(2) candidates for the Degrees of Magister Juris, Bachelor of Civil Law, and Doctor of Civil Law shall be presented by the Regius Professor of Civil Law;

(3) candidates for the Degrees of Bachelor of Medicine, Master of Surgery, and Doctor of Medicine shall be presented by the Regius Professor of Medicine;

(4) candidates for the Degree of Doctor of Letters shall be presented by the Regius Professor of Greek;

(5) candidates for the Degree of Doctor of Science shall be presented by the Sedleian Professor of Natural Philosophy;

(6) candidates for the Degree of Doctor of Music shall be presented by the Heather Professor of Music;

(7) candidates for the Degrees of Master of Theology and Bachelor of Theology shall be presented by the head of their college, society, hall, or other designated institution or by his or her deputy;

(8) candidates for the Degree of Doctor of Clinical Psychology shall be presented by the Principal of Harris Manchester College or the Principal's deputy.

3.6. (1) Each of the professors specified in regulation 3.5 (1)-(6) above may appoint a Master of Arts to deputise for him or her.

(2) If the Master of Arts or other person presenting a candidate on behalf of his or her college, society, hall, or other designated institution or as deputy to a professor is not a member of Congregation, that Master of Arts or other person shall be deemed to be such a member for the purposes, and only for the purposes, of the meeting of Congregation at which the candidate is presented by him or her.

3.7. The Vice-Chancellor and Proctors may direct that the name of any candidate be removed from the list of candidates, subject to the following conditions:

(1) the reason for the removal shall be stated in writing to the candidate and to his or her college, society, hall, or other designated institution;

(2) if the name is removed from a list on more than one occasion, the candidate's college, society, hall, or other designated institution may require that the name be put to Congregation at a subsequent ordinary meeting by a Proctor with the reasons which led the Vice-Chancellor and Proctors to remove it and that, after a representative of the college, society, hall, or other designated institution has had the opportunity to speak, the name shall be put to the vote;

(3) notice of the putting of a name to Congregation in this way shall be given by the Registrar in the UniversityGazette not less than fourteen days before the meeting at which the name is to be put.

Order of ceremonies

3.8. (1) Each college, society, hall, or other designated institution shall supply for each of its candidates a certificate, signed by the appropriate officer, testifying that the candidate has resided and studied within the University for the number of terms required by the relevant regulations and has satisfied all the other requirements laid down by statute or regulation for the degree concerned, and that the college, society, hall, or other designated institution has granted a grace to the candidate for the degree concerned.

(2) The form of the grace for each degree shall be prescribed by the Vice-Chancellor.

(3) At the beginning of the ceremony the Registrar shall testify that graces have been given for all candidates and that he or she is satisfied that they are qualified for the degree for which they are supplicating.

(4) The Registrar shall also testify, if a college, society, hall, or other designated institution shall so request and shall provide a grace, that a deceased member of that college, society, hall, or other designated institution, whom he or she shall name, had fulfilled all the requirements for admission to the degree concerned.

3.9. One or other of the Proctors shall read out (in the form specified in regulation 4.1 (1) in Part 4 of these regulations) the names of those supplicating for the various degrees, except that the names of those supplicating for degrees in absence shall not be read out, and the supplications of those persons shall be presented to Congregation in the formula set out in regulation 4.1 (2) in Part 4 of these regulations.

3.10. After the names have been read out, the Proctors shall seek the approval of Congregation, and if this is given shall announce the fact with the words: 'Hae gratiae concessae sunt, et sic pronuntiamus concessas.'

3.11. The candidates shall be presented to the Vice-Chancellor with the appropriate formula as specified in regulation 4.2 in Part 4 of these regulations.

3.12. One of the Proctors shall say to those supplicating for the Degrees of Doctor of Divinity, Doctor of Civil Law, Doctor of Medicine, Master of Surgery, or Master of Arts:

'Domini Doctores, Magistri (orDomini), vos dabitis fidem ad observandum statuta, privilegia, consuetudines, et libertates istius Universitatis.

'Item quod quum admissi fueritis in domum Congregationis et in domum Convocationis, in iisdem bene et fideliter, ad honorem et profectum Universitatis, vos geretis. Et specialiter quod in negotiis quae ad gratias et gradus spectant non impedietis dignos, nec indignos promovebitis.

'Item quod in electionibus habendis unum tantum semel et non amplius in singulis scrutiniis scribetis et nominabitis; et quod neminem nominabitis nisi quem habilem et idoneum certo sciveritis vel firmiter credideritis.'

and the candidates shall reply: 'Do fidem.'

3.13. To those supplicating for any other degree, one of the Proctors shall say:

'Vos dabitis fidem ad observandum omnia statuta, privilegia, consuetudines, et libertates istius Universitatis, quatenus ad vos spectent.'

and the candidates shall reply: ‘Do fidem.’

3.14. The Vice-Chancellor shall admit the candidates with the appropriate formula as specified in regulation 4.3 in Part 4 of these regulations.

3.15. When the conditions laid down in regulation 1.3 of the Regulations for Degrees, Diplomas, and Certificates for the conferment of a degree in absence are satisfied, if Congregation is willing, the degree shall be conferred in the following form which shall be recited by the Vice-Chancellor:

'Ego Vice-Cancellarius, auctoritate mea et totius Universitatis, admitto ad eum gradum quem quisque petat eos quibus etiam in absentia supplicare licuit ut per schedulas rite a Registrario compositas satis apparet.'

3.16. After admission the candidates shall depart, and shall subsequently return wearing the academic dress of the degree to which they have been admitted.

3.17. The precise ordering of the ceremony within the framework laid down in this section shall be determined by the Vice-Chancellor and Proctors.

3.18. (1) Notwithstanding the provisions of regulations 3.1-3.17 above, a degree day shall be deemed to have been held on the Saturday of the first week of each Hilary Full Term, and on such other days as Council may in exceptional circumstances determine, for the purpose of the conferment of degrees in absence.

(2) The names of candidates for such a degree day shall be entered in accordance with regulations 3.3-3.7 above.

(3) The Vice-Chancellor shall then have power to declare the degrees conferred without holding the meeting of Congregation.

Ceremonies for persons who have not been matriculated by the University

3.19. Notwithstanding the provisions of regulations 3.3 and 3.7 above and of regulation 1.1 of the Regulations for Degrees, Diplomas, and Certificates, when appropriately qualified candidates who have not been matriculated by the University are admitted to degrees of the University their admissions (whether in person or in absence) shall take place at special ceremonies arranged for this purpose.

3.20. The dates of such ceremonies shall be as determined from time to time by the Vice-Chancellor and when determined shall forthwith be published in the University Gazette.

3.21. The precise ordering of such ceremonies shall be as determined from time to time by the Vice-Chancellor and Proctors, except that the forms of supplication, forms of presentation, and forms of admission used in the ceremonies, shall (with any necessary substitutions), be as specified in Part 4 of these regulations.

Incorporation

3.22. (1) The forms of supplicating, presentation, and admission for incorporation in person under regulations 1.7-1.18 of the Regulations for Degrees, Diplomas, and Certificates shall be as set out in regulations 3.23-3.27 below.

(2) The procedure for incorporation in absence shall be the same (with any necessary substitutions) as the procedure for other conferments of degrees in absence.

3.23. (1) For a graduate above the Degree of Bachelor of Arts or Master of Engineering or Master of Natural Sciences the form of supplicating shall be: 'Supplicat A. B. e Collegio (or ex Aula or e Societate) C., Magister in Artibus (or Baccalaureusor Doctor in S. Theologia or Doctor in Litteris or Doctor in Scientia, or Baccalaureus or Doctor in Jure or Baccalaureus or Doctor in Medicina or Magister in Chirurgia, or Doctor in Philosophia) in Academia Cantabrigiensi (or Dubliniensi) creatus, cui licentia incorporandi per Concilium data est, ut bona vestra cum venia admittatur ad eundem gradum statum dignitatem et privilegia apud Oxonienses, quibus ornatus est apud suos Cantabrigienses (or Dublinienses).'

(2) For a Bachelor of Arts or Master of Engineering or Master of Natural Sciences the form shall be: 'Supplicat A. B. e Collegio (or ex Aula or e Societate) C., Baccalaureus in Artibus (or Magister in Ingeniaria or in Scientiis Naturalibus) in Academia Cantabrigiensi (or Dubliniensi) creatus, cui licentia incorporandi per Concilium data est, ut bona vestra cum venia admittatur ad eundem gradum statum et dignitatem apud Oxonienses, quibus ornatus est apud suos Cantabrigienses (or Dublinienses); necnon ut [duodecim] terminos in eadem Academia completos hic secundum rationem Oxoniensem sibi reputatos habeat.'

3.24. When the granting of the grace has been declared, the presentation shall be made in the form: 'Insignissime, etc., praesento vobis hunc Baccalaureum (or Magistrum) in Artibus (or Baccalaureum or Doctorem in S. Theologia or Doctorem in Litteris or Doctorem in Scientia or Baccalaureum or Doctorem in Jure or Baccalaureum or Doctorem in Medicina or Magistrum in Chirurgia or Doctorem in Philosophia or Magistrum in Ingeniaria or in Scientiis Naturalibus) in Academia Cantabrigiensi (or Dubliniensi) creatum, ut sit eodem gradu statu dignitate et privilegiis apud nos Oxonienses, quibus ornatus est apud suos Cantabrigienses (or Dublinienses).'

3.25. After presentation one of the Proctors shall say to each person who is being incorporated as a graduate above the Degree of Bachelor of Arts: 'Magister (or Domine or Domine Doctor), tu dabis fidem ad observandum statuta privilegia consuetudines et libertates istius Universitatis'; and each shall make answer: 'Do fidem.'

3.26. Then the Vice-Chancellor shall admit each graduate in the form: 'Domine (or Magister or Domine Doctor), ego admitto te ad eundem gradum statum dignitatem et privilegia hic apud nos Oxonienses, quibus ornatus es apud tuos Cantabrigienses (or Dublinienses)'; to which form, in the case of a Bachelor of Arts or a Master of Engineering or a Master of Natural Sciences, he or she shall add: 'Insuper [duodecim] termini, quos in Academia Cantabrigiensi (or Dubliniensi) complevisti, hic tibi secundum rationem nostram reputentur.'

3.27. For an undergraduate the form of supplicating shall be: 'Supplicat A. B. e Collegio (or ex Aula or e Societate) C., qui olim in matriculam Universitatis Cantabrigiensis (or Dubliniensis) relatus est, ut bona vestra cum venia [tres] terminos in Universitate praedicta per residentiam a se completos hic secundum rationem Oxoniensem sibi reputatos habeat'; then, as soon as the granting of the grace has been declared, the Vice-Chancellor shall pronounce: '[Tres] termini, quos A. B. in Universitate Cantabrigiensi (or Dubliniensi) per residentiam complevit, hic ei secundum rationem nostram reputentur.'

Part 4: Forms of Supplication, Presentation, and Admission

Forms of Supplication

4.1. The forms of supplication under regulation 3.9 in Part 3 of these regulations shall be as follows.

(1) Degrees in person

Supplicant venerabili Congregationi Doctorum et Magistrorum regentium hi Studiosi (or hae Studiosae) qui compleverunt omnia quae per statuta requiruntur (nisi quatenus cum eis dispensatum fuerit); ut haec sufficiant, quo admittantur ad gradum enumeratum.

Doctoris in Sacra Theologia

A. B. e collegio C.
D. E. e collegio F.
[etc.]

Baccalaurei in Iure Civili et Doctoris in eadem facultate

A. B. e collegio C.

Doctoris in Iure Civili

A. B. e collegio C.

Doctoris in Medicina

A. B. e collegio C.

Doctoris in Litteris

A. B. e collegio C.

Doctoris in Scientia

A. B. e collegio C.

Doctoris in Musica

A. B. e collegio C.

Doctoris in Philosophia

A. B. e collegio C.

Doctoris in Psychologia Medica

A. B. e collegio de Harris et Manchester.

Doctoris in Ingeniaria

A. B. e collegio C.

Magistri in Chirurgia

A. B. e collegio C.

Magistri in Scientia

A. B. e collegio C.

Magistri in Litteris

A. B. e collegio C.

Magistri in Philosophia

A. B. e collegio C.

Magistri in Studiis

A. B. e collegio C.

Magistri in Theologia

A. B. e collegio C.

Magistri in Consilio Publico

A. B. e collegio C.

Magistri in Negotiis Administrandis

A. B. e collegio C.

Magistri in Bellis Artibus

A. B. e Collegio C.

Magistri in Artibus

A. B. e collegio C.

Magistri in Biochimia, vel Chimia, vel Scientia Computatoria, Scientiis Terrenis, vel Ingeniaria, vel Mathematicis, vel Physica, vel Mathematica et Scientia Computatoria, vel Mathematica et Philosophia, vel Physica et Philosophia, vel Scientia Computatoria et Philosophia

A. B. e collegio C.
D. E. e collegio F.
[etc.]

Baccalaurei in Sacra Theologia

A. B. e collegio C.

Baccalaurei in Iure Civili

A. B. e collegio C.

Magistri Iuris

A. B. e collegio C.

Baccalaurei in Medicina

A. B. e collegio C.

Baccalaurei in Chirurgia

A. B. e collegio C

Baccalaurei in Musica

A. B. e collegio C.

Baccalaurei in Philosophia

A. B. e collegio C.

Baccalaurei in Artibus

A. B. e collegio C.

Baccalaurei in Bellis Artibus

A. B. e collegio C.

Baccalaurei in Theologia

A. B. e collegio C.

(2) Degrees in absence

Supplicant in absentia venerabili Congregationi Doctorum et Magistrorum regentium omnes quorum nomina in schedulis rite a Registrario conscripta sunt, qui omnia praestiterunt quae per statuta requiruntur (nisi quatenus cum eis dispensatum fuerit); ut haec sufficiant, quo admittantur ad eum gradum quem quisque petat.

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