Student Handbook

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Welcome to St Cross College! St Cross is a proudly international, egalitarian, friendly College, and we hope you enjoy your first weeks as you settle in to College life. 

Please visit our Freshers page which has key info for you as you start at St Cross.

To help you get to grips with Oxford terminology, check out the University’s guide: https://www.ox.ac.uk/about/organisation/history/oxford-glossary

St Cross College is located in central Oxford at 61 St Giles, OX1 3LZ. This is where the Porters’ Lodge is, where College staff are based, and where facilities such as the Dining Hall, Libraries and Common Room can be found. St Cross also owns accommodation in other areas of the city.

Contact details for staff can be found here.

 

Keeping in touch with all students at all times is vitally important. You must check your University/College email address each day and if your contact or personal details change at any time throughout the year you must update these using the Student Self-Service tool: https://www.ox.ac.uk/students/selfservice.

Term Dates

Michaelmas Term 2021 starts on Sunday 10 October. St Cross College accommodation tenancy agreements start on 27 September 2021 and induction activities and College registration sessions for new students will take place between 27 September and 8 October. We suggest that all new students aim to arrive in Oxford by 4 October 2021 and ideally earlier if you will need to self-isolate due to current UK Government travel restrictions.

Full information about University of Oxford term dates for 2021-22 and future academic years are available at: www.ox.ac.uk/about/facts-and-figures/dates-of-term.

 

Student Support & Wellbeing

One of our primary purposes at St Cross is to support you during your studies. We recognise that life as a student won’t always be easy and that unexpected situations can arise. Within the College and the wider University there is an extensive network to provide support and guidance to you. You should always feel able to ask for help and support and more information is available at: https://www.stx.ox.ac.uk/welfare.

Within College, St Cross students offer a range of peer-to-peer support. Student Welfare Officers are elected annually to the Student Representative Committee (SRC) and signpost students to resources that are available to support you with your studies. They also organise regular events and campaigns, such as regular ‘Tea & Cake’ afternoons to help you de-stress. The SRC also elects students to roles such as the LGBTQ representative, BAME representative and Disabilities representative. A team of Peer-to-Peer supporters are specially-trained students who can offer a listening service, and Junior Deans are also trained to support students, and to provide out-of-hours guidance.

The Academic Office staff team, led by the Academic Administrator, should be your first point of contact if you have questions or concerns regarding your academic studies, support for disabilities, or suspension of status. The Academic Administrator can also help identify support networks that may be of help to you.

During term-time, the College has access to a dedicated Counsellor, from the University Counselling Service. They spend 0.5 a day per week supporting St Cross students. Of course, all students can also access the University Counselling service at any time.

A number of College Fellows also take on specific roles to support its members. These include the College Dean, who can be contacted about wellbeing matters, but specifically disciplinary matters, the Equality & Diversity Fellow, and the Harassment Advisors.

As a Society of the University of Oxford all our staff and Fellows follow the University policy on confidentiality in Student Health & Welfare available as a PDF from: www.academic.admin.ox.ac.uk/disability/confidentiality.

It is strongly recommended that you register with the College doctors, Drs Leaver and O’Shea at the Jericho Health Centre, unless you are already registered with another doctor in the local area. You can do this online in advance of arriving in Oxford at www.campusdoctor.co.uk/oxford/. If you are a student coming to the UK for more than 6 months with a Student Visa you must pay an Immigration Health Surcharge (IHS). More information is available at: https://www.ox.ac.uk/students/visa/before/studentvisa

If you are ill and confined to bed it is important to let the Academic Office, and if applicable, the Accommodation Office know. In a medical emergency you can phone 999 for an ambulance or NHS 111 for medical advice. If you have an accident and require emergency medical attention, the nearest Accident & Emergency Department is at the John Radcliffe Hospital, located in Headington in Oxford.

Outside of College, the University offers a full range of support service and more information about these is available at: www.ox.ac.uk/students/welfare The Oxford Student Union run the Student Advice Service (www.oxfordsu.org/support/studentadvice/) and the Oxford Nightline Service for students offers a completely independent listening service during term-time. More information can be found at: www.oxfordnightline.org/ Further information about external organisations that can offer help and support in emergencies can be found at: www.oxfordhealth.nhs.uk/support-advice/what-to-do-in-an-emergency/.

Financial Planning & Support

We understand that from time-to-time students experience unexpected financial circumstances that could not have been predicted at the start of your course. The College has a hardship fund which is able offer small grants and loans to students. More information about these can be found at: www.stx.ox.ac.uk/funding-support In the first instance you should contact the Bursary Administrator to find out what support may be available. The University also has limited financial support available to students who face hardship: www.ox.ac.uk/students/fees-funding/assistance.

Graduate students who reach the end of their standard period of fee liability may need to pay continuation fees to both the University and the College. Details about these can be found here: www.ox.ac.uk/admissions/graduate/fees-and-funding/fees-and-other-charges.... Continuation fees are due until a student submits their thesis (including the term in which they actually submit).

Fees & Payments

A fees invoice for University and College fees will be issued to you, and most students are expected to pay fees in a single instalment one week before Matriculation (i.e. by Friday 15 October 2021).  Fees may be paid by termly instalments in advance by students who receive their funding in tranches from funding agencies.  Non-payment of fees may lead to the University removing the student from the register. Junior Members (students) are Members of Common Room whilst paying fees. Students who are given permission to suspend their academic programme for a short period may also suspend University and College fee payments.

The College also runs a ‘battels’ system which enables College members to charge items such as meals in College to their account. At the start of your time at St Cross you will be required to pay a battels deposit, which is refundable at the end of your course. Battels invoices will be issued termly so that you can settle your account. Research students should note that all outstanding battels and fees must be paid before examiners for their thesis can be appointed. 

For full details of how to pay your fees, depending on how your studies are funded, and payment methods, can be found at: www.stx.ox.ac.uk/fees-and-payments.

College Funds & Prizes

The College offers students the opportunity to apply for a range of funds and prizes each year. These include the Travel & Research Fund, which awards bursaries to fund travel for fieldwork and conferences, as well as for research material required for a student’s course. The deadline for applications is Wednesday of 4th Week each term. We also offer a number of different prizes and subject specific funds. More information can be found at: www.stx.ox.ac.uk/funding-support.

Receiving Post & Parcels

All mail received for you at College will be placed in your pigeon hole in the mail room next to the Lodge. You should check this regularly throughout the term. All registered and recorded items must be collected and signed for at the Lodge.  If you are living in College accommodation, we strongly recommend that you use the main College site as your postal address, rather than your accommodation address. External mail is received once a day from Monday to Saturday at the Lodge and is distributed in the post room next to the Lodge.

The College address is: St Cross College, 61 St Giles, Oxford, OX1 3LZ, UK

Mail can be sent internally within the University (for example between colleges and departments). This is delivered and collected twice per day and there is no charge for this service. 

Applying for College Accommodation       

The College provides many of its incoming students with College accommodation. Current College policy is to offer most rooms to new students on a first-come, first-served basis. Other rooms are allocated to students employed by the College as Junior Deans, Site Wardens, and Student IT Assistants. Continuing students are given the opportunity to apply for accommodation in the Hilary Term ballot. Those not offered College accommodation can apply to the University Accommodation Office well in advance of the required dates to get on the waiting list or they can access www.oxfordstudentpad.co.uk which is a facility where all colleges and the University Accommodation Office may advertise their vacant rooms.

College accommodation is compliant with the Accommodation Code of Practice which is approved by Universities UK for the management of student accommodation.

Rooms vary in size, facilities and rent. They are divided into categories and you must state your preference on the form.  Categories are allocated subject to availability. There are two flats for couples and one suite of rooms (bedroom, sitting room and kitchen, but the bathroom is shared with the rest of the house), as well as two more rooms for double occupancy in the West Wing on the Main Site. Three rooms in a flat adapted for the disabled are available at the St Cross Road Annexe and are allocated on a first-come, first-served basis to new students and then to disabled continuers. If they are not taken by a disabled student by the specified deadline, they will be offered to able-bodied students on the waiting list with reference to the allocation policy.

All student accommodation has the use of shared kitchens, bathrooms, and shower rooms. All rooms in the West Wing have an en-suite shower room. Students must provide their own bed linen, duvets and kitchen crockery and are responsible for cleaning these items.  Bedding packs may be ordered in advance on the accommodation application form. Full details of rules associated with College accommodation are contained in the Tenancy Agreement and its attached schedule.

College Events Booking System

 

When you join the College, the Events Office will create an account for you to use the online event booking system. You will be sent your login details to your St Cross email address. These are different to your single sign on details. The booking system can be accessed at: https://booking.stx.ox.ac.uk. Please save this website address.

The booking system is used to book for most College events, lunches and dinners. Events booked through the online systems will be charged to your College battels account, payable on a termly basis. 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 calendar of bookable events ahead of each term which is circulated by email and made available on the College website.

 

Lunch

Lunches must be booked via the booking system by the day before (or Friday for a Monday lunch). 

Members who wish to eat lunch in College should book a place here using their @stx.ox.ac.uk email address (if you need to reset your password, you can do so here). 

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 Friday for lunch on a Monday). If you find you are no longer able to attend lunch, you must cancel your place by 14:00 the day before your booked lunch, if you fail to do so you will still be charged.

Guests are welcome and face coverings are now personal choice, please ensure you are respectful of other people's space whilst dining in the Hall. 

Dining Hall Code of Conduct 
Mobile phones are permitted in the Hall, but 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.

The Café is located in the Bar and is open Monday-Friday, from 08:30 - 12:30 w/c 20 September, and from w/c 27 September 08:30 - 14:30. 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 and events calendar.

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 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: www.stx.ox.ac.uk/take-a-tour.

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, when allowed, 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 Manager (during office hours) or Junior Deans (main site)/Site Wardens (outside office hours).

Estates 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): 07585 783445

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 College Library collection is stored in the West Wing. The Library is accessible to College members at any time using the College fob. There is a breakout space opposite the Library with tables for co-working. Please note that food and drink is not permitted in the main library, but drinks are permitted in a sealed, splash-proof cup (Keep Cup or similar). Members may also use the Pusey House Upper Library as a place to work during term-time: http://www.puseyhouse.org.uk/library.html.

You can find out more about the University’s main libraries (The Bodleian Libraries) on their website: https://www.bodleian.ox.ac.uk/using/skills/new-readers.

The Library is now able to offer a fetching service for readers. If you need a book from the College library, log in to SOLO as normal, search the catalogue and select Request on the item you need. The College Library team will then retrieve the book and leave it in your pigeon hole, and you can return it to the Porters’ Lodge once you have finished with it.

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. 

Lecture Theatre

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

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

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 – if you are a resident on the main College site you can use the bike store in the West Wing which is accessible from Pusey Lane - you must fill out the form in order to have access to this: Download Bike Shed form.

IT, Printing and Photocopying       

Please note: The College is currently in the process of installing a new printing solution - PaperCut. Further information will be circulated in due course. 
There are facilities available for black and white printing, copying and scanning. Printing is free for the first 200 sheets and then chargeable at 5p/black and white sheet and 25p/colour sheet.

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

College Punt

Over the summer months, two punts are available for all College Members to use. For reservations, please contact the Bursary Administrator and further information is available here.

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.

Unlike undergraduates, all teaching and learning for Graduate students is organised by your department. They should be your first point of contact but we also offer a range of support to help you with your academic studies. The Academic Registrar should be contacted if you have questions or concerns regarding your academic life.

When you first arrive in College, you will be assigned a Junior Advisor, a continuing St Cross student who you can meet and talk to about life in College. You will also be assigned a College Advisor, a Fellow or Emeritus Fellow of the College. Their role is to provide general academic support and guidance with other matters which may have an impact on your academic life. They are not involved in your formal academic supervision, do not have any involvement in signing formal academic progress forms (all forms are approved and signed by the Academic Registrar, Sharon Durno), and are not to be confused with your departmental supervisor. Your College advisor will support you throughout your studies at St Cross, and you will first have contact with them when you arrive in Oxford. During Hilary Term, Graduate Consultations provide a formal opportunity to meet with you College Advisor.

Your details

The College must keep personal data accurate and up-to-date. You must update your details (such as a change of address, personal email address, etc) via the Student Self-Service, which is your main portal to access your student record whilst at Oxford: https://www.ox.ac.uk/students/selfservice.

Continuing students must ensure they re-register at the start of the academic year via Student Self-Service when prompted via email.

Graduation and Degree Ceremonies

Ordinarily the University runs graduation ceremonies throughout the academic year. Please see the University’s webpages for the most current graduation information: https://www.ox.ac.uk/students/graduation/ceremonies/.

University Academic Matters

You should take time to familiarise yourself with the information and guidance available at: www.ox.ac.uk/students/academic. This provides links to University Regulations, Student Conduct, and information about Examinations. You should also be familiar with the University Student Handbook, which is updated annually and is found at: www.ox.ac.uk/students/academic/student-handbook.

You should also take time to read the policy, advice and guidance about plagiarism: www.ox.ac.uk/students/academic/guidance/skills/plagiarism. Further study guidance and skills information can be found at: www.ox.ac.uk/students/academic/guidance.

Certain taught course students are required to enter themselves for their examinations. This is done using the student self-service system. All students required to submit an examination entry will be prompted to do so by an email from the University.

Sub Fusc

You will need your own sub fusc clothing for your matriculation ceremony, and other events as necessary. It is the University’s formal academic dress. Please familiarise yourself with the requirements on the University’s website which includes details of where this can be purchased: https://www.ox.ac.uk/students/academic/dress.

The Student Representative Committee (SRC)

The Student Representative Committee (SRC) is your representative body whilst at St Cross, representing the interests of students to Governing Body and managing the day-to-day business of the Student Association, including the budget, events, and more. Elected members include: the President of the Student Association, the Vice-President, the Secretary, the Treasurer, the Welfare Representatives (male and female), the Social Secretaries, the External Relations Representative, the Sports Representative, the Arts Representative, the Environment Representative, the Careers Representative, BAME Representative, Disabilities Representative and the LGBTQ Representative. Elections are held twice a year and all students are eligible to get involved and put themselves forward for positions. The SRC keep in touch with regular email bulletins and through various Facebook groups. You can find out more about your current representatives here.

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

The Master, Carole Souter, 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 Account Manager, Judith Ledger.

Bursars’ Office

The Bursar, John Tranter, oversees the organisation, administration and financial management of the College, and assists with students’ financial needs, supported by the Bursary 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 Alumni Engagement Manager, Communications Manager, Communications Officer, Development and Alumni Relations Officer and Development and External Relations Coordinator.

Events Office

Justine Goodenough, 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 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 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: Academic Administrator.

  • 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: www.stx.ox.ac.uk/college-policies.

Fellows should familiarise themselves with the Fellowship By-Laws - please note the 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 6 guests into College and are held to be responsible for them and any damage caused by them whilst on the premises. Guests are not currently permitted in College accommodation (Sept 2021).
  • 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

Members are asked to observe the following guidelines:

1) No food to be consumed, except at official events and as provided by the catering team. No food may be consumed in the Lange Room. Food is permitted in the Caroline Miles Room.

2) No use of mobile phones.

3) No feet on the furniture.

4) Rubbish must be disposed of in the bins provided.

5) The room to be kept free of large bags and coats, which can be left in the cloakroom.

6) The level of noise should not be such as to disrupt the conversations of other members.

7) Members should sit, rather than lie, on the sofas. Courtesy and respect must at all times be shown for other users of the room, but in particular:

       a) at lunchtime, 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.

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 and the Junior Deans. Please make a report of accidents/incidents on College premises through one of these people.

Procedures for reporting safety defects

These should be reported urgently to the Maintenance Team by email to repairs@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.

 

The Common Room provides cultural, social, sporting and recreational facilities and opportunities for its members. It represents the interests of Members to Governing Body and to other bodies both internal and external to the University. Membership of Common Room with voting rights is extended to the Master, all Fellows who are members of Governing Body, Junior Research Fellows, matriculated students pursuing a course at the University of Oxford, official visiting students and certain members of staff.

The Common Room Committee (CRC) manages the day-to-day business of the Common Room. It is chaired by the President of Common Room (a Fellow) and attended ex officio by the Domestic Bursar, the College Accountant, the Accounts Manager, the Academic Administrator, the Development and External Relations Manager, the Estates Manager, the IT Manager, the Bursary Administrator, the Junior Deans, the Bar Supervisor, Student IT Assistants and the Library Assistant. There are also 3 Fellows who sit on the CRC: one to organise colloquia, one to assist with sporting activities and one to work on social events with students. All members of the Student Representative Committee are members of the CRC.  The Student President, the Treasurer and the Junior Deans represent Junior Members’ interests at Governing Body and at Executive Committee and in negotiations with the College administration. The CRC meets three times a term and the minutes are posted on the College website, emailed to all Junior Members and filed in the Saugman Common Room by the Secretary of the CRC.

Saugman Common Room Code of Conduct

embers are asked to observe the following guidelines:

1) No food or drink to be consumed, except at official events and as provided by the catering team. No food or drink may be consumed in the Lange Room. Food is permitted in the Caroline Miles Room.

2) No use of mobile phones.

3) No feet on the furniture.

4) Rubbish must be disposed of in the bins provided.

5) The room to be kept free of large bags and coats, which can be left in the cloakroom.

6) The level of noise should not be such as to disrupt the conversations of other members.

7) Members should sit, rather than lie, on the sofas. Courtesy and respect must at all times be shown for other users of the room, but in particular:

         a) at lunchtime, 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.

The Lange Room

The adjacent Lange Room is designated as a quiet room. There are desks for quiet study and comfortable chairs for reading. No food is permitted.

Clubs and Societies

Any Member of College may join or set up a society. Further information is available on the College website www.stx.ox.ac.uk/sports-and-societies, or from the Sports and Societies Representative on the Common Room Committee. There is a Senior Member who is Sports Fellow and Chair of the Sports Committee and there is a Societies Fellow to assist students in running clubs and societies.

Sport in College

Rowing, cricket, and other team sports (which require large numbers or expensive equipment) are provided by Wolfson College with which St Cross has an agreement. Please contact the Sports Representative on the CRC if you have an interest in any of the activities above. Alternatively you are welcome to organise your own sporting interests and join the Committee. Notices of sporting activities are posted on the main College news board and on the website. Activities will be restricted during Michaelmas Term at least as a result of COVID-19 restrictions.

Membership of the Common Room

Students

All students are classified as “Members of the Common Room” until submission of their thesis/final examinations (see “Leaving St Cross” for further clarification). This means that they may have lunch daily when the College is open and weekday dinners when these are provided, and are entitled to use all College facilities.

Clare Hall, Cambridge         

St Cross College also has an arrangement with its sister college at the University of Cambridge, Clare Hall. Members of Clare Hall are able to have membership of Common Room at St Cross for up to ten days without paying Common Room subscription. They may also dine, attend social functions and stay in guest accommodation at the appropriate member rate. This is a reciprocal agreement and applies to Members of St Cross College visiting Clare Hall.

 

We generally expect students to bring a suitable computer with them to College – software should be up to date with all security patches, etc installed. Please read the University's guide to IT equipment which should help you.

Any queries or problems with printing or wifi should first be brought to the attention of the College IT team at itsupport@stx.ox.ac.uk. Problems with your email account or SSO should be directed to IT Services: https://www.it.ox.ac.uk/home#/ 

Rules for computer use

The College reserves the right to monitor (and restrict in some cases) the use of its network by any computer in order to detect potential misuse or breach of its IT regulations. This includes personally owned computers in public spaces and/or private rooms on all the College sites.

The College Rules for Computer Use are published on the College website: https://www.stx.ox.ac.uk/college-policies

These rules apply to all use of the computing and network equipment in all St Cross College buildings and they specify what is considered to be unacceptable behaviour and misuse, as well as what may infringe licence terms or may otherwise be illegal. Members of College should note that in addition to the IT Regulations for St Cross they are subject to the University’s rules governing the use of computers as given at the following webpages: http://www.it.ox.ac.uk/rules/

The online version of all the above documents should be considered the most up-to-date and authoritative.

The College provides internet access to all Members (who hold a current University Card) for academic purposes, free of charge, in all areas of the College, including student bedrooms, as well as the facility for wired access via Ethernet ports where appropriate.

We have dedicated wi-fi access points in all bedrooms and a new cloud-based printing service enabling students to print on our College printers from their own devices wirelessly. 

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.