Members' Handbook

College Events and Meal Booking System

When you join the College, you will need to create an account for the online event and meal booking system. These are different to your single sign on details. Please save this website address.

The booking system is used to book for most College events, lunches and dinners. You are able to specify any specific dietary or access needs at the time of booking. The system is maintained by the Events Office, who produce a termly calendar of bookable events ahead of each term which is circulated by email and made available on the homepage of the College website.

Battels (if applicable)

Some College members may have the option of charging lunches, dinners and events to the Battels system. Senior Members will be charged a termly Common Room subscription at the appropriate rate. 

You will be sent a termly account at the beginning of December, April and August when you will be charged for any various expenses which you may choose to incur. 

This is known as your ‘Battels’ and is payable within 30 days by direct payment via our Flywire payment platform or alternatively paid into our bank account shown below:

Barclays Bank
Account Number: 50889199
Sort Code: 20-65-46
Account Name: University of Oxford

Using the College booking system, all students will need to pay upfront at the time of booking for any lunches or dinners.

Lunch

Lunches must be booked via the booking system by 14:00 the day before (or Sunday for a Monday lunch), and be paid for at the time of booking.

Members who wish to eat lunch in College should book a place here using their @stx.ox.ac.uk email address.

There are two sittings - 12:00-12:45 and 13:00-13:45. Bookings for lunch will close once they are full, or at 14:00 the day before lunch (14:00 Sunday for lunch on a Monday). 

Guests are welcome and members may bring in up to three guests for lunch and for some dinners.

Dining Hall Code of Conduct 

Mobile phones are permitted in the Hall but are not permitted for making calls. Please do not bring in laptops.

Bar & Café

The College Bar is located on the lower ground floor of the building. The Bar stocks local and speciality beers and cider, plus some spirits, liqueurs and wines.  A variety of non-alcoholic drinks and snacks are also available. The Bar is staffed and supervised by BaxterStorey. Children under the age of 16 may not enter the Bar unless accompanied by an adult. Alcohol cannot be sold to, or for, anyone under the age of 18 and will not be sold to the heavily intoxicated. Details on Bar opening hours will be communicated in due course. it is usually open on Friday and Saturday nights during term time.

The Café is located in the Bar and is open Monday-Friday, from 08:30 - 13:30 during term. The Café serves fresh barista coffee, tea, cakes, sandwiches and hot food. Payment is via card.

Evening Meals

There are Hall nights every week during term, plus a regular programme of special dinners and Feasts. These can be booked via the booking system. Please find further details on the term calendar, found in the footer of this page, and the website events page.

Bringing Children into College for College Events

You are welcome to bring children into the College, providing under 18s are accompanied by an adult and constantly supervised. There is a high chair and booster seats available for use at lunchtime. Please email the Events Assistant at events@stx.ox.ac.uk for more details. Baby changing facilities can also be found on the ground floor in the disabled bathroom, adjacent to the Saugman Common Room. Please note that children under 14 are not permitted to evening dinners such as Hall or Special Dinners.

A site plan of the College is available here and you may find our online tours helpful.

Safety and Security

Entry to the main site is controlled with an electronic fob (all College Members will be given one). St Cross is not open to the general public and it is very important that you do not allow non-members to gain entry to the College. If you cannot see the person behind you holding a fob please do not allow them in. If you bring a guest or friend into College, please do not leave them unattended. You must inform the Accommodation Officer if a guest will be visiting you in College accommodation. They must not be left unattended and are not permitted to sleep anywhere on the premises other than in your room (this is permitted occasionally, for up to 3 nights, and names are to be given to the Accommodation Officer so that they can be accounted for in case of fire). CCTV cameras are placed around the College to assist with security matters. 

Problems and Emergencies in College

If you discover any building issues in College that present an urgent risk, such as burst pipes, broken windows, defective locks etc, you must report these to the Estates and Health & Safety Manager (during office hours) or Junior Deans (main site)/Site Wardens (outside office hours).

Estates and Health & Safety Manager: estates.manager@stx.ox.ac.uk or 01865 278 485 or 07814 425 003

Junior Deans: junior.dean@stx.ox.ac.uk or + 44 (0)7585 600441

Site Wardens (Annexe): 07818 864462

Contact the University Security Services if you are unable to reach the Junior Deans or Site Wardens out of office hours:

01865 289999 (emergencies)

01865 272944 (non-emergencies)

You must also contact the University Security Services on their non-emergency number if you discover a forced entry or attempted forced entry onto College site, or if you lose your key or find yourself locked out.

First Aid

The College has trained members of staff on site who are the appointed First Aiders. Minor accidents and injuries on site should be reported to the Lodge who will contact a First Aider to assist you. For medical emergencies you must phone 999. In the Annexe the Site Wardens are appointed First Aiders.

Fire and fire meeting points

The College site map shows the main fire meeting points where you should assemble in the event of a fire alarm. If the alarm sounds you should stop what you are doing immediately and go to your nearest fire assembly point, without stopping to collect any of your belongings.

Fire drills take place once a term and the fire alarm in each building is tested once a week on Fridays. If you know that a real fire is taking place anywhere on College property you have a duty to call 999 and ask for immediate assistance from the Fire Brigade. You must then contact the University Services on their emergency number (01865 289999) so that they may provide assistance.

Accessibility

There are facilities for wheelchair users on the main site. These include a WC, ramps for the entrances and easy access to the Hall. Outside the front entrance, there is a low-level electronic entrance communication system. A hearing loop is installed in the St Cross Room and Lecture Theatre. For more information please see: www.stx.ox.ac.uk/accessibility-at-st-cross-college.

College Lodge

The Lodge is on the ground floor by the main entrance door.  The Porters are based in the Lodge and greet visitors and handle enquiries. They also handle security matters, mail and newspapers.

Lodge opening hours:          

Monday-Friday 07:00 – 00:00    

Weekends 09:00 – 23:00

The Lodge should be contacted in an emergency. If the Lodge is closed, and there is an emergency, you should contact the University Security Team on their 24hr emergency line: +44(0)1865 2 89999.

Libraries and Study Spaces

The library is open 24 hours a day, seven days a week and is accessed with your fob. As a college member you are entitled to borrow up to twelve items at a time for a period of four weeks and unreserved books can be renewed up to three times. To borrow books please either use click and collect or our self-issue terminal in the library (it is clearly sign posted and instructions are given). Returned books can be deposited in the returns cupboards in the college entrance or library reading room. To use click and collect sign into SOLO, find the book you need and select request, we will then retrieve the book for you and leave it in your pigeonhole. Alternatively, you can email the library with any such requests, and we will facilitate this for you. There are printing and scanning facilities in the library and Wi-Fi access via Eduroam.

Should you wish for us to purchase books for your study purposes (both print and e-resources) you can contact us at librarian@stx.ox.ac.uk. 

Please note the library is a space for silent study, no eating is permitted, and liquids need to be kept in a sealed bottle.

A monthly list of new books and our lists on welfare, study skills and equality and diversity resources can be found at the Library webpage. Newly acquired books are also displayed alongside a themed termly display in the reading room.

Common Rooms

The Saugman Common Room is on the ground floor. Named after Per Saugman, a benefactor to the College, this is a room for relaxation. Food and drink should not be brought into this room except by the catering staff.

The adjacent Lange Room is designated as a quiet room. There are comfortable seats and desks for quiet study.

The Caroline Miles Room is on the lower ground floor (down the steps by the Hall). Named after a benefactor to the College, this is a more informal room with a television. There are televisions in the Bar and the Caroline Miles Room. Externally purchased food can be eaten here.

Lecture Theatre [NOTE: Closed during West Wing remediation works lasting until September 2023]

The College’s Lecture Theatre is located in the West Wing and is where most academic talks and seminars take place. It is fully accessible and can seat up to 100 - and is fully equipped with a comprehensive AV system for lectures. It is also available to hire for film screenings and other events. Please note that no food or drink is to be taken into the lecture theatre (bottled water is permitted).

Sybil Dodd Rooms [NOTE: Closed during West Wing remediation works lasting until September 2023]

Across from the Library, the Sybil Dodd Rooms are two small seminar spaces that can be combined into one larger room, ideal for meetings where breakout sessions take place. 

Large Seminar Room [NOTE: Closed during West Wing remediation works lasting until September 2023]

At the end of the West Wing Building is the Large Seminar Room, where most committee meetings take place, as well as smaller talks and workshops.

Bookable Spaces

Students may book College rooms for meetings and other events – there is usually no charge for this unless any catering is required and catering must be provided by the College. Food and drinks cannot be brought into College for events. Please contact the Events Office (events@stx.ox.ac.uk)  for further details.

Bikes and Bike Security       

Cycling is a great way to get around Oxford, but cyclists need to be responsible, and ensure that that they cycle safely, look after their bike, and store bicycles securely. More information to help you get cycling can be found at: https://travel.admin.ox.ac.uk/bike/oxford To assist the police in tracing lost or stolen bicycles a register is maintained by University Security Services. All bicycles must be registered with the University Security Services.

Bicycles not registered and apparently abandoned on College property will be removed and disposed of. Bikes can be rented on a short- or long-term basis from places such as Bainton Bikes or Cycle.land.

Although Oxford is a very safe city, bike theft can be common so please ensure you lock your bike with a sturdy ‘D lock’. Bikes may be removed from University property if in a poor state of repair, left for a long period of time, or secured in an inappropriate place where it is causing an obstruction or nuisance (such as railings). Always ensure you park your bike in designated cycle stands. An emergency bike repair kit is kept at the Lodge should you need to use it.      

No bikes should be brought into College. During the 2022 West Wing upgrades, the College bike shed will be out of use for residents of both the West and South Wing accommodations due to construction activity.

IT, Printing and Photocopying       

The College uses a system called PaperCut for printing. There are facilities available for black and white printing, copying and scanning. Printing is free, but please consider the environment before printing and try to only print what you need to, and print double-sided and in black and white where possible.

Any queries or problems with printing should first be brought to the attention of the College IT team at itsupport@stx.ox.ac.uk. 

Storage

Lockers are available in the cloakroom outside the Saugman Common Room and in the basement on the way to the Café-Bar. These should be used for short-term (maximum 24 hours) only.

Guest Rooms

The College has two guest bedrooms that College members can book. For more information about these rooms please see: https://www.stx.ox.ac.uk/stay-at-st-cross. 

College Punt

Over the summer months, a punt is available for all College Members to use. For reservations, please contact the Bursary and HR Administrator. 

Car Parking

Car parking spaces in Oxford are difficult to find and very expensive, so it is inadvisable to bring a car unless you absolutely have to in which case you will need to contact the City Council Office to obtain a parking permit (you can do so on their website). This applies to the College houses only.  No parking permits are allowed for the St Cross Road Annexe or the central College site due to lack of space.

Contact details for College staff can be found at www.stx.ox.ac.uk/contact

The Master, Kate Mavor, is the Head of the College. She is supported by the Vice-Master, Professor Kevin Marsh, who deputises for her in her absence, and is involved in matters of College policy. The Master is supported by her PA, who also oversees matters relating to Fellows and Members of Common Room.

Academic Office

The Academic Office is led by the Registrar, Sharon Durno, and oversees the admissions process, students’ academic affairs, and provides support to students throughout their studies. Sharon is supported by the Admissions & Academic Assistant and the Academic Office Secretary. Any student with questions or concerns regarding their academic studies or welfare should contact Sharon and her team. The Academic Office also arranges Degree Days for students.

Accommodation Office

Lara Summerhill, the Accommodation Officer, manages the College’s accommodation, including the allocation of rooms and assisting with the coordination of maintenance.

Accounts Office

The Accounts Office coordinate the College’s accounting function, including budget management and the collection of fees, rents and battels. The team is led by our Accountant, Rachel Walker and the Accounts Manager, Judith Ledger, and supported by Account Assistants Tim Doran and Maggie Roberts.

Bursars’ Office

The Bursar, Wilf Stephenson, oversees the organisation, administration and financial management of the College, and assists with students’ financial needs, supported by the Bursary and HR Administrator Jocelyn Larsen, who also assists with HR matters and committee business. Students facing financial hardship should contact Jocelyn in the first instance. Suzy Hodge, the Domestic Bursar, oversees the domestic management of the College, including buildings, accommodation, catering, maintenance, and events.

The College employs BaxterStorey to provide the catering, Absolutely Cleaning Services to clean the premises, and University Parks to carry out the gardening.

Development and External Relations Office

The Development and External Relations Office oversee all aspects of alumni relations, careers, development and fundraising, and communications for the College. The team comprises the Acting Head of Engagement and External Relations, Communications Officer, Development and Alumni Relations Officer, and Development and External Relations Coordinator.

Events Office

Justine Shepperson, the College’s Conference and Events Manager, and Justyna Skalska, the Events Assistant, manage College events, including dining events using the College’s meal booking system. They also organise the letting of College rooms to external clients for public events and meetings.

IT Office

The College IT team is led by IT Manager Leslie Isaac who is supported by the IT Officer Marcin Zajac. Together, they maintain the College’s IT infrastructure and provide support to College community. 

Maintenance and Facilities

The Estates and Health & Safety Manager, Kenny Cox, oversees the repair, maintenance, refurbishment and development of all College buildings and facilities, and coordinates repair and maintenance operations with the help of Scott Deeming, the Carpenter/Supervisor, and two maintenance assistants, Donato Karwowski and Matteo Cocomazzi. He is also responsible for health and safety matters within the College. 

Security and Welfare

The College porter team, led by Paul Wicking, provide security on site and oversee the College’s mail. They also act as the first point of contact for visitors and are a great source of help for any questions that you may have. They are supported by the Junior Deans who stand in when the Porters are off duty.

Senior Tutor (Academic Affairs & Programmes)

Dr Jo Ashbourn, the Senior Tutor (Academic Affairs & Programmes) oversees the College's academic activities including the organisation of academic events throughout the year, scholarship and prize arrangements and graduate access/outreach. She is also the Director of the St Cross Centre for the History and Philosophy of Physics (HAPP), which aims to widely promote the public understanding of physics and supports the study of the history and philosophy of science at Oxford.

Committees

• Governing Body

Most Fellows are members of the Governing Body, which is responsible for the overall governance of the College. Four members of the SRC (the Student President and Treasurer and the two Junior Deans) are invited to attend its meetings. Governing Body delegates authority to deal with many day-to-day administrative matters to the Executive Committee. The Governing Body meets twice a term.
Chair: Master, Secretary: Domestic Bursar

• Executive Committee meets four times a term and deals with the day-to-day running of the College. The Junior Deans, Student President and Treasurer attend.

Chair: Vice-Master, Secretary: Bursary Administrator

• Finance Committee

Its purpose is to keep the present and future financial position and policy of the College under review and to make recommendations to Governing Body. The Student President and Treasurer attend. Chair: Master, Secretary: Accounts Assistant

• Fellowships Committee

Its purpose is to keep the composition, balance and By-Laws of Fellowships under continuing review and to give preliminary confidential consideration to suggestions from members of the Governing Body for Fellowships and Membership of Common Room and to make recommendations on these to the Governing Body.
Chair: Master, Secretary: Master’s PA.

• Nominating Committee

Its purpose is to consider and make nominations to Governing Body for College Officers and membership of College committees, election to which falls to the Governing Body. Such nominations do not preclude the right of members of the Governing Body to make additional nominations.
Chair: Master, Secretary: Master’s PA

• Common Room Committee

Its purpose is to develop and promote the sporting, social, cultural and recreational facilities and opportunities for members of College. It represents members in their corporate relations with societies, colleges’ clubs and other bodies. The Committee includes the Student Representative Committee as well as a number of Senior Members and College staff.
Chair: President of Common Room, Secretary: Student Secretary

• Development and Alumni Relations Committee

Its purpose is to oversee the development activities and management of the Alumni community and fundraising activities at St Cross. The Student President attends.
Chair: Alumnus/donor, Secretary: Alumni Engagement Manager.

• Equality and Welfare Committee

It meets once a term to consider matters of relevance for the welfare of members of College and staff. It considers the administration of College in relation to equality legislation. The Student Welfare Representatives attend.
Chair: Master, Secretary: Bursary Administrator.

• Art Committee

It is responsible for the management of the College's art collections. The Student Art Committee Representative attends. Chair: Governing Body Fellow, Secretary: Master’s PA.

• Academic Committee

It is responsible for the consideration of academic matters and the formulation of policy advice for the Governing Body.
Chair: Master, Secretary: Master's PA.

• Health and Safety Committee

It meets once a year to review the College’s management of health and safety and to ensure its compliance with relevant legislation. Chair: Master, Secretary: Estates Manager.

• Student Association

All current Junior Members entitled to membership of the Common Room with voting rights are members of the Student Association unless they give notice in writing to the President of the Student Association indicating their wish not to be members.

• Student Representative Committee

This committee of elected representatives of the Student Association manages day-to-day business of the latter. Representatives are elected annually and include the Student President, Vice-President, Treasurer, Social Secretaries, Ball Chair, Welfare Representatives, Health and Safety Representative, External Affairs Representative, Careers Representative, Environmental Representative, Art Committee Representative, Careers Representative, Disabilities Representative, BAME Representative, and LGBT Representative. Non-voting members include the two Junior Deans, Student IT Assistants, Bar Manager, and Library Assistant.

Policies and By-Laws

St Cross College operates as a department of the University of Oxford and as such follows the University’s policies and procedures. Details can be found at the College Policies page.

Fellows should familiarise themselves with the Fellowship By-Laws. (Please note, binary language used in this document is in the process of being amended.)

Additional policies can be found below:

House Rules

• Normal opening hours for the Bar will be as granted by the Licensing Authority (maximum).
• Governing Body-approved Event and Ball Regulations apply.
• Up to three bops per term may be held with the permission of the Domestic Bursar.
• Members may bring up to six guests into College and are held to be responsible for them and any damage caused by them whilst on the premises.
• Private functions/parties may not be held without the permission of the Domestic Bursar.  It is not permissible to bring alcohol to functions/parties.
• Children under 18 are to be supervised at all times by whoever has brought them into College. Parents may not delegate this responsibility.
• Smoking is not permitted anywhere on College property.

Premises Licences and Certificates

The College’s Premises Licence and Common Room Club Premises Certificate can be found here.

Saugman Common Room Code of Conduct

St Cross is not a small college in terms of its number of students, but it is also not a large college in terms of its physical space. This offers both a challenge and an opportunity. For a college priding itself on a round-table approach to communal life, where fellows, staff and students share common spaces, a single Common Room is integral to that process. In the absence of a separate room for quiet reading, another for small conversations, and another for social gatherings etc, the Saugman Common Room has to be shared by all members in a way that depends on awareness and respect. It is emphatically a space for adults on an equal footing, so it crucially important that everyone is sensitive to the different interests and needs of others.  
 
With this in mind, members are asked to observe the following guidelines at all times: 
  
1) No food is to be consumed in the Common Room unless part of a College event. The Cafe and Caroline Miles Room offer spaces where food can be eaten. 
2) No alcohol is to be consumed in the Common Room. To do so is a direct breach of our license unless part of a College event, and risks prosecution and the permanent closure of the Bar. 
3) No mobile phones are to be used in the Common Room. 
4) All rubbish is to be placed in the bins provided, and none to be left on seats or surfaces. 
5) The room to be kept free of large bags and coats, which can be left in the cloak-room. 
6) The level of noise should not be such as to disrupt the conversations, or quiet, of other members. 
7) No feet on the furniture - the only way to make the Common areas of the College a home for all our members is for each of us to imagine ourselves as guests in the home of another when we are sharing its common spaces. 
8) Members should sit, rather than lie, on the sofas and not sleep on them. 
9) Please return anything you have used when in the Common Room to the place you took it from. 
  
All this is summarised by; 
 
10) Respect must, at all times, be shown for other users of the room, but in particular  

a.    at lunch-time, when some members wish to read newspapers or entertain guests and need a space for conversation; 

b.    before and after Special Dinners, and other similar events, when the Saugman Common Room is used for pre-dinner drinks and post-dinner coffee. 

Social Media

The College encourages you to use social media, however, you must be aware of the potential impact on both you and the College. In all cases where a private social media account is used which identifies the College, it must be made clear that the views expressed on or through that social media account do not represent the views of the College. You are encouraged to think carefully about the posts you make and the access you allow others to have to your accounts. By maintaining strict privacy settings on your accounts, you are able to reduce the risk of identity or property theft and keep your social life private.
Please be aware that if you contravene the University of Oxford’s rules or regulations you may be liable to face disciplinary action.
 

Health and Safety
College Members must at all times conform to the following Health and Safety rules and procedures:

• Members must comply immediately with any requirement served in writing by the College in connection with Health and Safety regulations or procedures.

• Members must not compromise the safety or welfare of other members or visitors to College premises.

• Members must not interfere with any fire detection or firefighting equipment within College premises, nor do anything which would prejudice the validity of relevant fire insurance policies.

• Members must not prop open fire doors as these exist to prevent smoke and fire spreading. Any person being seen to do so will be reported to the Dean immediately.

• Members must evacuate the building immediately on hearing the fire alarm unless previously warned of a test.

• Members are obliged to comply with quarterly fire drills if on the premises.

• Members must not do or allow to be done any act which may obstruct the external or internal drains of the building.

• Members must not smoke.

• Members are forbidden to access the roofs and windowsills of any College building.

Members must follow COVID-19 guidance. Students not following self-isolation guidance may be disciplined by the Dean.

• Members should note that failure to comply with any health and safety rule or procedure will automatically be referred to the Dean and disciplinary action may follow. Members living in College accommodation must note and comply with the Health and Safety Regulations as found in the Tenancy Agreement and its attached schedule, and as set out in the ‘Living in Graduate Accommodation’ guide, noticeboards, emails etc. Risk Assessments for the premises and various activities have been completed and are available for any member of College to view by appointment with the Estates Manager who has responsibility for Health and Safety matters.

Fire Alarms

All College premises are equipped with fire alarm systems which comply with national legislative requirements. Any interference with fire detection and prevention systems is regarded as a serious disciplinary offence. Fire Doors must not be propped open – collective fines may be imposed for a residential site where this occurs.

Electrical Appliances

The College has a Portable Appliance Testing (PAT) policy. Regular scheduled inspections and tests of electrical appliances take place. Faulty or frayed wiring can be very dangerous as it can lead to a fire. Members should unplug such appliances immediately and report any problems identified by email to estates.manager@stx.ox.ac.uk.

Anyone bringing electrical appliances into College has a responsibility to ensure that they are safe: these should be inspected/tested regularly by a competent person, ideally every 12 months. Members can request a free Portable Appliance Test of their electronic equipment by contacting the Estates Manager at estates.manager@stx.ox.ac.uk. PAT testing is likely to be offered during Freshers, on the day of the College's Freshers Fair, for anyone wanting appliances checked. 

Manual Handling

Please note that members should not move furniture unless specifically asked to do so by the college in order to avoid injury. The tables in the hall and Ian Skipper room are particularly heavy and training in manual handling is required before these can be moved.

Procedures for reporting accidents

Accident and incident report forms are held by the Porters. Please make a report of accidents/incidents on College premises to the Lodge.

Procedures for reporting safety defects

These should be reported urgently to the Estates Manager by email to estates.manager@stx.ox.ac.uk.

Snow and Ice Clearance Policy

Snow and ice will be cleared from principal pathways by lunchtime whenever possible from Monday to Friday. Salt will be scattered. All residents on the main site are advised to leave the site using the main door onto St Giles’ where the pavements are likely to be clear, particularly at the weekends when clearance and salting has not occurred.

Litter Clearance Policy

The College grounds are cleared by the Maintenance staff as required. Members are asked to use outdoor bins provided for their rubbish on all sites.