Linacre College Student Handbook

Linacre College Student Handbook

Contents

1

Welcome....................................................................................................01 The College System..................................................................................02 Pre-Arrival..................................................................................................03 Registration...............................................................................................05 Bod Card...................................................................................................06 Important Dates.........................................................................................08 Matriculation..............................................................................................09 Sub Fusc...................................................................................................10 Degree Day................................................................................................11 Key Contacts.............................................................................................13 Dining Hall.................................................................................................15 Library........................................................................................................16 Gym & Music Room...................................................................................17 Social Life..................................................................................................18 Family Community......................................................................................19 Accommodation.........................................................................................20 Safety & Security........................................................................................23 Academic Support.....................................................................................26 Wellbeing...................................................................................................29 Healthcare.................................................................................................32 Finances....................................................................................................33 Grants........................................................................................................34 Awards.......................................................................................................35 IT................................................................................................................36 Regulations................................................................................................37 Staff Directory............................................................................................38 Oxford Terminology....................................................................................40 Last updated June 2025

01

Welcome

Founded in 1962, the College's name commemorates Thomas Linacre (c.14601524), a distinguished Renaissance humanist, medical scientist, and classicist whose accomplishments established him as one of the great scholars of his time.

Over

600 students

The College reflects Thomas Linacre's breadth of learning in its multi-disciplinary purpose and ideals.

Linacre welcomes students from a range of academic disciplines and diverse backgrounds. The College is known

Alumni from

130 different countries

for

its

interdisciplinary

focus

and

modern,

progressive ethos.

Situated next to the University Parks and close to the University’s main libraries and laboratories, the College fosters a supportive international community.

The College System 02 Oxford’s colleges are small, multidisciplinary communities.

Each

one

has

students,

academic staff, and administrative staff.

Most

colleges

offer

meals,

libraries,

accommodation, sports, events, and other opportunities

to

enrich

your

Oxford

experience.

All graduate students belong to a department or faculty and a college or hall, except those taking non-matriculated courses. Take a look at the University at a glance below.

36

3

3

13,000+

colleges

societies

private halls

PG students

What a College does: Offer student places after they are admitted by the University.

Offer accommodation, meals, Common Rooms, libraries, sports and social facilities, and pastoral care for students.

What the University does: Determines the content of the courses Organises lectures and seminars Provides a wide range of resources for teaching and learning in the form of libraries, laboratories, museums, computing facilities, etc Admits and supervises postgraduate students Examines theses Sets and marks examinations Awards degrees

03

Pre-Arrival

All students should ensure they have completed the list below before arriving at the College.

Accommodation Students due to reside in a college room should ensure all arrangements are finalised with the Accommodation Manager prior to arrival. Students staying in private accommodation should also ensure this has been arranged before arriving in Oxford.

University Registration All students are required to register online with the University before their course begins. Once registered, students will have access to their record and functions like updating personal details and printing enrolment certificates. Students must keep their contact details up to date throughout their time at the University.

GP Registration Linacre is partnered with Beaumont Elms GP surgery. Students are advised to register with the surgery as soon as possible to ensure treatment can be accessed if needed. More information on the college linked GP will be emailed to all incoming students and the link to register online can be found here.

College Registration All students need to register with the College to ensure access to online and inperson resources. The steps for this process can be found on page 5.

04

International students should ensure they have completed the list below before arriving at the College.

Visas International students without settled status in the UK will need a visa to register with the University and College. More information on visa requirements can be found here.

UK Visas and Immigration (UKVI) have now replaced physical visas with eVisas.

Instructions will be sent by the Academic Office on how to securely share eVisa details with the College. Students cannot enrol with the College until a copy of their eVisa has been shared. Overseas students are entitled to work in the UK, subject to certain conditions. Students should check with their supervisor or course director before taking up any employment.

UK Bank Account International students will need a UK bank account to pay bills, set up a mobile phone contract, and receive payments. Students should check with their desired bank what documentation is required to open an account, but this could include: An in-date passport A valid visa Student Enrolment certificate, dated within the last 4 months, and be signed and stamped by your College.

A bank statement from home, dated within the past 3 months.

A UK mobile number.

Students in college accommodation: a signed and stamped letter from the college, confirming that the address is owned by the college or University.

Students living in private accommodation: utility bill with name and address

05

Registration

To complete registration with the University and College, the students need to follow the below steps.

1

University card form

Complete and return the University Card Form issued on the completion of the offer conditions.

Departmental administrators

should be contacted for any queries about this.

2

Online Registration

Complete online registration via the Student Self-Service Portal. The central IT team will email a link to do this once the University card form has been processed. This is a different process from activating Single Sign-On and email account.

3 College Contract

4

Registration Appointment

Read, sign and return a copy of the

Book an appointment to meet with a

college contract, which will have been

member of the Academic Office in

received at the same time as a college

person and collect your student card. A

offer and will be shared again by the

link to the booking system will be

Academic Office ahead of registration.

emailed before arrival.

Students who require visas: Provide a passport scan and an eVisa share code to the College. Instructions on how to do this will be emailed before arrival.

Bod Card 06 Bod cards provide access to the College, department, the University’s libraries, and IT services. Within the College, a Bod card is also used to make payments in the Dining Hall, The Lodge, and the Common Room Bar. Students should always have their Bod cards with them when in College or their departments, as it also acts as a proof of identity.

Validity Bod cards remain valid as long as a student holds the status shown. If a student’s status changes, the card may be cancelled before the expiry date. A Bod card is the property of the University of Oxford and must be surrendered on request from an authorised person.

Theft, Loss or Damage Students should inform the Academic Office as soon as possible if their Bod card has been stolen or is damaged. The Academic Office will arrange for a new card to be issued, which will be available to pick up from The Lodge once it has arrived.

If a student has lost their Bod card, they should report it to the Academic Office as soon as possible and re-order a card from the University’s online store, here. A £15 charge will need to be paid by the student. Once payment has been verified, a new card will be sent to the College and will be available to pick up from The Lodge once it has arrived.

If a student requires urgent access to the University’s libraries, The Bodleian Libraries Admissions Office in the Weston Library may issue a day pass.

If a lost or stolen Bod card is found after a new card has been issued, the old card must be destroyed.

07 Misuse Misuse of a Bod card, such as allowing another person to use it for access to premises or facilities, is a serious offence and will be reported to the appropriate disciplinary authorities.

Using the card at University and College Libraries Students must remember to bring their Bod cards whenever they visit a Library. It will be needed to gain access to the library’s entrance and to borrow books. Rules of conduct in the Bodleian Libraries can be found here.

Expiry date

Barcode Number

This should align with a student’s

Used by libraries as a unique

expected

reader number for registration and

Students

submission who

have

date. received

extensions or suspensions may need to contact the Academic Office to ask for this to be extended.

borrowing.

Important Dates

08

Induction Students will need to be in Oxford in time for their course start date and to attend specific induction events at their department. College induction events are expected to begin on Sunday 5th October 2025. Departmental inductions should be prioritsed over college induction events.

Michaelmas Matriculation The main matriculation ceremony will take place on Saturday, 18th October 2025.

More details of this event can be found on page 9.

Michaelmas Term Sunday 12th October 2025 - Saturday 6th December 2025

Hilary Term Sunday 18th January 2026 - Saturday 14th March 2026

Trinity Term Sunday 26th April 2026 - Saturday 20th June 2026

09

Matriculation

Matriculation confers membership of the University on students during a formal ceremony. It's a fun day, with photographs, celebrations, and a little bit of Latin. It is compulsory that all new students attend their matriculation.

There are ceremonies at the end of each term for students whose courses begin at a different point in the academic year.

Students must matriculate within two terms of starting their course, otherwise they will be unable to take a University examination. Students only matriculate at the start of their first degree at the University of Oxford. There are also some courses

that

are

exempt

from

matriculation, detailed here. Typically, year 1 course fees must be paid in full before a student can be matriculated.

Students whose courses are exempt from matriculation or have previously matriculated at Oxford are not permitted to attend the ceremony. These students will still be invited to join the photography and lunch at the College that takes place on matriculation day. More details about matriculation can be found here.

Sub Fusc 10 Mortarboard Mortar board or soft cap

Ribbon/Bow tie White bow tie, black bow tie, black full-length tie, or black ribbon

White shirt Plain white collared shirt or blouse with long sleeves, no pattern

Gown Advanced student gown, also known as a Graduate Gown

Skirt/trousers Plain black, very dark grey or very dark navy with no pattern

Tights/socks Plain black, very dark grey or very dark navy with no pattern.

No skin showing

Black shoes Plain black with no decorative elements e.g., silver buckle

All students are required to wear sub fusc to Matriculation. Gowns can be purchased from Shepherd and Woodward, Walters, Ede & Ravencroft or secondhand from a number of outlets in Oxford. The college also has a small number of second-hand gowns for sale - contact the Academic Office for more information.

11

Degree Day

Booking Taught students (MSc, MSt, MPhil, PGCE, MPP or MBA) in their final year will be invited to register for a ceremony by the Degree Ceremonies Office in late November. The booking window is normally open from the end of November until the end of January. During this period, students can book a ceremony by logging into Student Self-Service and selecting the ‘My Ceremonies’ tab at the top. Students who have missed the booking window, have not received an invite or would like to amend a booking should get in touch with the Academic Office.

Research students will be invited to register for a ceremony once they have received leave to supplicate, which will occur after thesis submission, final viva and approval of any corrections.

Academic Dress Students attending a degree ceremony must wear the appropriate academic dress, in accordance with the University Regulations. It is the responsibility of the students to dress in sub fusc and hire the necessary gowns for graduation. Hiring of gowns should be done well in advance of the ceremony. Students not appropriately dressed may be prevented from graduating. Students requiring further guidance on academic dress should consult the Academic Office.

12 Degree Day at the College Graduating students must be present at the College before the ceremony. Students will receive an email with the day’s programme 60 days before the event. Upon arrival to College, students should report to the Dean of Degrees and complete registration. Guest tickets will be distributed at this time, and academic dress will be checked.

Reception at the College An informal reception at the College will be held before the degree ceremony. Guests of students are invited, with refreshments offered. The Principal will be present to congratulate all students on their achievement.

Ceremony University of Oxford degrees are conferred at degree ceremonies, held in the Sheldonian Theatre. Linacre graduands walk from the College to the Sheldonian together, led by the Dean of Degrees. The ceremony will be live-streamed for family and friends who aren’t able to attend the ceremony. Students are not required to return to the College after the ceremony. More information on the degree ceremony can be found here.

13

Key Contacts

Jane Hoverd Senior Tutor senior.tutor@linacre.ox.ac.uk

Alison Franklin

Melissa Cross Welfare Lead welf@linacre.ox.ac.uk

Karen Morris Accommodation Manager accommodation@linacre.ox.ac.uk

The Lodge

Junior Deans

01865 271650 reception@linacre.ox.ac.uk

24/7 Welfare and pastoral support junior.dean@linacre.ox.ac.uk

Academic Registrar academic.office@linacre.ox.ac.uk

Duty Phone: Out of hours emergencies, that do not require an emergency services response 07837 142095 A full College Directory can be found here.

14 Central University Visa and Immigration Services For information on visa requirements, how to get a visa, and visa eligibility, contact the central team: student.immigration@admin.ox.ac.uk

Disability Advisory Service (DAS) The Disability Advisory Service provides information and advice on disability issues and facilitates support for those with, for example, sensory or mobility impairments, long-term health conditions, specific learning difficulties, autistic spectrum conditions or mental health difficulties. Students are encouraged to register with the DAS team ahead of arrival. Information on how to do this can be found here.

Central University Security Services Report a non-emergency incident that has occurred around the University, 24/7, 365 days a year. Report online here. Contact via phone: 01865 2 89999

Emergency & Non-Emergency Contact Information In an emergency, call 999 to be connected to ambulance, police, and fire services.

For non-emergency medical care outside of GP opening hours, call 111.

To report a non-urgent crime, call 101.

15

Dining Hall

The Dining Hall is open throughout the year unless otherwise communicated. The College attempts to cater to as wide a range of diets and preferences as possible.

Students can pay with their Bod card at the till to entitle them to member pricing.

Those paying with a debit/credit card will not be eligible for member pricing; this includes any guests of a member. Students may bring guests to normal lunch service and dinner service, with no sign-up required for groups of less than 10. For groups over 10, students should contact the Hospitality Team in advance, The Dining Hall is open Monday-Friday with lunch from 12pm-1:30pm and dinner from 6pm-7pm, unless otherwise stated. During term time, dinner is a takeaway service only on Tuesdays and Thursdays to allow for Guest Night Dinners to take place.

Formal Guest Night Dinners During term time, Guest Night dinners are hosted on a Tuesday & Thursday, commencing promptly at 7.30pm in the dining hall, with a drinks reception in the Common Room from 7pm.

The dress

code is formal, and academic gowns are encouraged.

Family-Friendly Guest Night Dinners Family-Friendly Guest Nights are held once a term and are an opportunity for members to bring their families along for a child-friendly meal. Dates for FamilyFriendly Guest Nights will be advertised throughout the term.

All Guest Nights will be advertised throughout the term with an opportunity to sign up via the online system. Questions about Guest Nights should be directed to the Hospitality Team: hospitality@linacre.ox.ac.uk Students must adhere to the Guest Night booking terms, which can be found here.

Library 16 Linacre College Library is open 24/7 and provides a place for members to enjoy solo study and access to the Linacre book collection.

Finding and borrowing books The University has a central online database, SOLO, which acts as a catalogue for Oxford University’s libraries. The collection at Linacre can be searched by selecting ‘Linacre College Library’ in the drop-down box to the right of the main search bar.

All books must be taken out via the self-issue terminal in the library lobby. Returns should be placed in the book returns box in the same location. Students can borrow up to 30 books at a time for a period of 4 weeks.

Book suggestions are always welcome and can be made by emailing the Library Team: library@linacre.ox.ac.uk.

The Gilbert Ryle Collection The library also houses the collection of Gilbert Ryle in the Ryle Reading Room, located in the main Library. If you would like to view material from the collection, please contact the Library team in advance. The Ryle Reading Room is a quiet location for relaxed reading. You can find out more about the Ryle Collection here.

Study spaces Printing and scanning facilities are available in the Library, with additional study space (along with computers, a printer, and a scanner) on the top floor of the O.C. Tanner building and the Abraham Building.

Contacting the Library Team Linacre College is committed to improving its services for those with disabilities.

Students who may have difficulty accessing the Library or materials should get in touch with the Library Team: library@linacre.ox.ac.uk

17

Gym & Music Room

Gym Located in the basement of the Abraham Building, the gym is open 24/7 and equipped with cardiovascular machines, weight machines, and a selection of free weights and other fitness equipment. All new members must attend an induction before using any gym equipment. Inductions will take approximately 15 minutes. To schedule

an

induction,

students

should

contact

the

Gym

Manager

(gym@linacre.ox.ac.uk). For the safety of all members, the gym is under CCTV supervision.

Students are eligible for a swimming membership at Iffley Road Leisure Centre and can book a squash court at the Centre by contacting The Lodge team.

Music Room Members of the College are welcome to use the Music Room, equipped with an upright piano, for solo rehearsal. The Music Room can be found in the basement of the Abraham Building, and bookings can be made here. Pianos can also be booked in the Small Common Room, Music Room, and Thomas Linacre Room via The Lodge.

Social Life 18 Common Room The common room is both the name for

the

community

of

Linacre

members and the space in college, home to the bar and social space. All members can vote on motions during CR meetings and in elections for CR Executive Committee positions. More information on the Common Room and CR leadership can be found here.

Sport and Societies The Common Room offers a wide range of societies and sports, including the Linacre Boat Club, Linacre Ladies who Lift, and much more. Find out more about current sports clubs and societies here.

Music The Linacre Community Choir is often at the heart of College events throughout the academic year. The choir is a non-audition, welcoming community. More information can

be

provided

by

the

Senior

Tutor

who

runs

the

choir:

senior.tutor@linacre.ox.ac.uk

Academic Events During term time, the College hosts a fortnightly Seminar Series. This is an opportunity for students and fellows to present their research in a relaxed and welcoming setting, as well as an opportunity to network with other academics. More information on the Seminar Series and how to get involved can be found here. A range of other academic events are held throughout the year, including the Linacre Lecture Series and the annual Tanner Lecture on Human Values. Students can keep up to date with upcoming events via the Student Newsletter and via the Events page, here.

19

Family Community

Spouses and Partners Members of the College can request ‘supplementary access’ for their spouse or partner. Supplementary access gives a spouse or partner access to the College via a card, allowing them to access the Common Room, Bar, and Dining Hall in the member’s absence. Supplementary comes at a small fee and can be arranged by contacting the Accounts Team: fees@linacre.ox.ac.uk.

Children Linacre welcomes children in most parts of the college and at most events. We provide high chairs for the dining hall, and members are welcome to bring children for lunches and ordinary dinners. Children of all ages are welcome at the termly Family-Friendly Guest Nights.

The University's Childcare Services provide high-quality, accessible and affordable early-years care for the children of University students and staff. There are five University nurseries, and University of Oxford places are also available in eight community nurseries located throughout Oxford. More information on the University’s childcare services can be found here.

Accommodation 20 Checking in to Accommodation Students staying in college accommodation should report to The Lodge (reception) after arriving in Oxford. The Lodge is open 24/7 and can be found at the main entrance to the College. A Lodge Porter will complete the accommodation check-in process, release keys to the room, and provide directions to the accommodation.

Residence Requirements Most courses, except part-time or distance

learning

courses,

require

students to spend a certain period of their studies within 25 miles of Oxford.

In

exceptional

circumstances,

permission to reside outside of this limit can be sought from the University via the Senior Tutor. For most taught courses,

the

minimum

period

of

residence is three terms. For research courses,

the

minimum

period

is

typically six terms.

Parking Parking is very limited around Oxford, and there is no parking for students at any

of

the

College’s

buildings.

Students are advised to only bring a car

to

Oxford

in

exceptional

circumstances.

College Provided Amenities There are irons, ironing boards, hoovers, laundry facilities (washing machines and dryers, as well as drying racks) and essentially equipped kitchens in all College accommodation. College does not provide bed linen, towels or kitchen utensils, other than white goods and pans. Students can order a bedding pack and towels (hand towel and bath towel) here. Kettles can also be ordered here. Note that kettles are only permitted for use in bedrooms if they have been purchased through the College.

21 Room Inspections The College has the right to enter and inspect your room with reasonable notice, or in the event of an emergency. Room checks are carried out once a term.

Insurance Students in College accommodation will be automatically covered by Howdens for Students, which will cover certain belongings. For more information and a full list of what items are automatically covered, visit the insurer's website here.

Maintenance The Maintenance team operate from 7:30am until 4pm. Maintenance issues must be reported using the online system, accessible here. To report emergency maintenance issues - such as water leaks - students should contact The Lodge who will arrange for someone to take care of the issue as soon as possible.

Lock-Outs Students in College Accommodation who have lost their fob or locked themselves out of their room should visit The Lodge to arrange temporary access. If a new fob is required, a £5 fee will be applied to their battels. Out of hours, The Lodge may decide to call the University Security Services to provide room access. This will be a let-in service only, and a call-out charge of £25 will be applied.

Staff Access to Accommodation College staff may enter a student’s bedroom for essential purposes such as cleaning, maintenance, safety checks, or welfare concerns. The College is committed to respecting student privacy and will provide advance notice wherever possible, except in emergencies. Full details are outlined in the Student Accommodation Access Policy (to be updated on the College’s website in due course).

22 Guests Students are permitted to have occasional overnight guests for a maximum of three consecutive nights whilst the tenant is present. The Lodge must be informed of guests via this form. No additional mattresses or bedding can be provided by the College.

Two Guest Rooms can also be booked by students for guests. These are located in the OC Tanner Building and are each equipped with two single beds. More information on Guest Room pricing and how to book can be found here.

Post Students are advised to ensure all post is sent to the main college site: Linacre College, St Cross Road, Oxford, OX1 3JA. The Lodge will notify students when a parcel has arrived,

and

any

post

will

be

distributed to pigeonholes, which can be accessed 24/7 via The Lodge.

Billing Rent is billed via battels, one month in advance. Students will receive an invoice via email every month detailing rental charges. More information on battels can be found here.

UUK Code of Practice Linacre College is signed up to the UUK Code of Practice. The Code outlines best practice and provides benchmarks for the management and quality of student housing in the Higher Education sector. A full version of the UUK Code of Practice is available to download from the Universities UK website. Find out more.

23

Safety & Security

Safety and security are top priorities of the College, and any person(s) seen acting suspiciously should be reported to The Lodge, who have direct contact with the University Security Services. For more serious incidents, the University Security Services should be contacted directly: 01865 28999.

Emergencies should always be reported to the emergency services on 999.

The College’s Health and Safety Policy can be found here.

Students should always keep their rooms locked and ensure that external doors to residential areas are secured. Individuals should not be allowed into College buildings unless known to a College member, with particular attention paid to tailgating. Valuable items should be kept out of sight of windows.

Please be aware that smoking is prohibited on all College grounds and in all buildings, unless in a designated smoking area

24 Fire Safety All students are encouraged to read the fire regulations posted in every college bedroom. The College conducts termly evacuation training and quarterly fire alarm servicing. Students won’t be informed that a fire alarm is a drill, so always treat the sounding of an alarm as real. Fire alarms are tested in the OC Tanner Building every Monday at 12pm.

Upon the activation of a fire alarm, students must exit the building and report to the designated assembly point. Individuals should not re-enter the building until told to do so by a member of the Linacre Maintenance Team, University Security Service, or Fire Service. Any students found not to have evacuated will receive a warning in the first instance and a fine thereafter.

If a fire alarm is activated between the hours of 8am and 10pm, a member of the Maintenance Team will attend. Outside of these hours and on weekends, and on bank holidays, the activation will be attended by the University Security Services. In both cases, attendance will be within 5-10 minutes, and the fire service will be alerted immediately. At no point should a fire alarm or smoke detector be tampered with, silenced, obscured, or reset.

Lockdown Alarms The lockdown alarm differs from a fire alarm.

Fire Alarm: a continuous bell sound, prompting evacuation.

Lockdown Alarm: a loud pulsed alarm continuing for more than 20 seconds, signaling the need to shelter. A sample audio of the lockdown alarm can be found here.

What To Do When You Hear the Lockdown Alarm Detailed procedures, including information on designated protected spaces and support for vulnerable individuals, can be found in the Lockdown Policy. The Public Protected Spaces mentioned in the policy can be identified by the green signs. which are displayed on the doors of these spaces.

25 Please follow the government guidance: Run, Hide, Tell.

If outside, run - if it is safe to move to a secure building.

If inside, hide - go to a protected space (these are detailed in the policy and identified by the green signs), lock or barricade the door, turn off lights, silence phones, and remain out of sight.

Tell—when safe, alert authorities via college channels or emergency services.

When is it Safe to Resume?

The lockdown alarm will be deactivated when it is safe to resume normal activities. This will be communicated through the same channels used to activate the lockdown: audible alarm, and/or verbal confirmation from college staff.

Students are asked for their full cooperation during the drill. While we hope we never need to use these procedures in a real scenario, being prepared could save lives. If you have any concerns or questions ahead of the drill, you can contact The Lodge (reception@linacre.ox.ac.uk) or the Domestic Operations Manager (michael.meyers@linacre.ox.ac.uk).

Cycling Cycling is a convenient and enjoyable way to get around the city. However, students are advised to be extra vigilant as bicycle theft does occur in Oxford. Bikes can be registered with the National Cycle Database as a precaution.

The College has 4 EC bike chargers available for use on the main college site. Students wishing to use these should enquire with The Lodge.

25

Academic Support 26

Extension Requests (taught students) Students may need an extension if unexecpted circumstances have led to a delay in completing assessments. There are two ways to apply for an extension: Students can apply for an extension themselves via an online form. This can be used twice per academic year for extensions of up to 7 days.

The Academic Office can apply for an extension on a student's behalf if more than 7 days is required. Students will have to provide evidence of how they have been impacted for the Proctors to review.

For more information on extensions and for help accessing the self-certified extension form, students should contact the Academic Office.

Mitigating Circumstances Notice (taught students) If a problem occurs whilst preparing for exams or submissions that may have affected performance, a Mitigating Circumstances Notice can be submitted. This can be done via Student Self-Service or the Academic Office. A Mitigating Circumstances Notice must be submitted as soon as possible after the exam or submission. More information on Mitigating Circumstances can be found here.

Registering for Exams Students are responsible for entering their names for University Examinations through Student Self-Service as per the Examination Regulations. There is a charge for late exam entry. University Cards must be shown when sitting examinations.

Exam Adjustments Students with disabilities may need adjustments for examinations. It is important that students who believe this may be necessary contact the Disability Advisory Service at the start of their course. Requests for exam adjustments for reasons relating to a disability must be submitted by Friday, week 4 of Michaelmas Term (for exams in Michaelmas & Hilary Term) and Friday, week 4 of Hilary Term (for exams in Trinity Term and Long Vacation).

27 Milestones for Research Students Throughout a DPhil course, there are a series of milestones that students need to complete, including a Transfer of Status, Confirmation of Status, and Viva. Each stage requires the completion of a GSO form, which needs to be approved by the department and college. GSO forms will also be required if a delay in progressions arises, such as a deferral, extension, or suspension. Forms should be sent to the Academic Office for college completion.

Suspending or Withdrawing from your Studies A suspension of status may be required if significant circumstances cause an interruption to studies. A suspension pauses a degree, including fee liability, until a return is possible. Research students can suspend for 1 to 3 terms at a time and up to 6 terms across a course. Taught students can only be suspended for 3 terms at a time and up to as many terms as their course takes. For example, a student on a 1year course can be suspended for 3 terms (1 year).

Students may choose to withdraw from their course for a number of reasons. This process ends all participation in a course and is more final than a suspension.

Students should contact the Academic Office to discuss the process of suspension and withdrawal.

Supervisors The role of the supervisor is very important for research students.

Regular

one-to-one

sessions

should take place at least twice a term, but may be more regular if required.

One

supervisor

is

typically allocated per student at the

start

of

a

course.

Once

Confirmation of Status has been awarded, a second supervisor will usually be allocated to provide another reference.

perspective

and

28 College Advisor Every student is allocated a College Advisor who is normally a Fellow of the College.

The College Advisor offers you the opportunity to access general support within the College, which is supplementary and complementary to that provided by your department. Attempts are normally made to match students with an Advisor in a similar subject area, but this is not always possible, nor is it essential for fulfilling the functions listed below.

Role of College Advisors 1.Monitoring student progress via Graduate Supervision Reporting and consulting on academic and other matters.

2.Offer an external perspective if a problem arises within a student's department and, where appropriate, act as a mediator.

3.Consult with the Senior Tutor if problems with academic progress arise.

4.Support students if personal issues arise outside the scope of academic direction.

5. Explain aspects of Oxford University and life in the UK. College Advisors may also be able to offer advice on academic-related matters such as applications for research funding, conferences and seminar attendance, publications and academic career planning. The College Advisor is not responsible for performing the role of a supervisor and is not responsible for directing any academic work.

29

Wellbeing

An important part of Linacre’s role is to support the welfare of students during their studies. There are a variety of College and University resources to support students physically and mentally. All College policies relating to welfare support can be found here.

Further University resources on a range of welfare topics can be found here.

Welfare Lead The Welfare Lead works across the College with the Junior Deans, Peer Supporters, and College staff to ensure students can thrive during their time at Linare. The Welfare Lead offers a safe space to unwind and regroup, and can provide resources to support students through issues they may be facing. More information on the Welfare Lead and how to contact them can be found here.

Academic Office The Academic Office and Senior Tutor are available to support students with academic and financial issues, such as extension requests and hardship grants.

The Academic Office often act as a first point of contact for students and can direct them to the right place to get support. Information on how to contact the Academic Office can be found here.

30 Junior Deans Junior Deans have completed thorough welfare training and are available 24/7 to assist with welfare issues. As part of the core College welfare and pastoral support, Junior Deans assist the Common Room Executive Team and staff to ensure the College is a welcoming and safe space for all.

The Common Room The Common Room is the heart of the College and, in addition to being a social hub, it also offers a range of welfare resources. The Welfare and Equality Reps sit on the Common Room Committee and are available for student support throughout the year. Welfare events regularly take place, offering students a welcoming and friendly space. More information on the Common Room and how to contact the CR Team can be found here.

Peer Supporters Peer Supporters are students who have gone through welfare training to enable them to support fellow students on issues big or small. Students can contact Peer Supporters for non-urgent issues to have a confidential discussion. Peer Supporters can be contacted here.

31 Disability Advisory Service The Disability Advisory Service (DAS) is a central University service that offers a range of support for students with disabilities, including special arrangements for study or examinations. Students with disabilities are strongly encouraged to register with the DAS before beginning their course to ensure reasonable adjustments can be made for any disabilities. The DAS can be contacted here, but students are welcome to reach out to the Academic Office if they’d like to speak informally about disability support and the role of the DAS.

University Counselling Service The University has a professional and confidential counselling service available for students who may need support throughout their studies. The University Counselling Service offers free and confidential sessions, including short courses, group counselling, workshops and self-help resources. More information on the service and how to make an appointment can be found here.

Equality and Diversity Linacre College is committed to fostering an inclusive culture; it promotes equality, and values diversity. Linacre maintains working, learning and social environments in which the rights and dignity of all its staff and students are respected. The College will always fulfil its legal obligation to treat all members of the Linacre community equally, regardless of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief (including lack of belief), sex and sexual orientation, and it will take into account other relevant circumstances, including marital or civil partnership status and parental or caring responsibilities. The College has adopted an Equality Policy, which is available on the College website here. Students are expected to treat other members and visitors with respect, courtesy and consideration. The College does not tolerate any form of bullying or harassment, and adheres to a harassment policy which can be found here. The Dean for Equality and Diversity is available to students who wish to confidentially discuss issues relating to equality and diversity within the College and wider University. The Dean can be contacted here.

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Healthcare 32

GP Students should register with the GP before arriving in Oxford and are advised to register with the College-linked practice, Beaumont Elms Practice. The practice is open Monday-Friday and Saturday mornings. Registration can be completed online, here. Students studying in the UK are entitled to free NHS healthcare during their studies.

Hospitals The main hospital in Oxford is the John Radcliffe, which has an Accident and Emergency department. To get emergency help for medical issues, ring 999.

Students on a full-time course lasting 6 months or more, or on a course funded by the UK government, are entitled to free hospital treatment. Students on a visa will be required to pay the Immigration Health Charge as part of their visa application, which entitles them to free hospital care. To check eligibility for non life threatening treatment, hospitals may require evidence of UK study. Students staying in the UK for less than 6 months should take out private health care insurance for the length of stay to protect them from unforeseen medical costs. Treatment for a medical emergency is always free, regardless of visa status.

Dental Care Many dentists in the UK offer NHS treatment, as well as private treatment. NHS dental treatment is not free but is significantly subsidised. Students eligible for NHS treatment should ensure they are registered with a GP before registering with a dentist to ensure they can access NHS pricing. Students are encouraged to register with Studental at Oxford Brookes University, which offers NHS treatment. More information on this dental practice can be found here.

Immunisations Students are advised to get several vaccinations before arriving at Oxford.

The Measles, Mumps and Rubella (MMR) vaccine and the Meningitis ACWY vaccine (for students up to age 25) are strongly recommended as these infections circulate rapidly in the student community. Over recent years Oxford has had several mini-epidemics of Measles and Mumps. In the UK these vaccines are available through any GP practice. If you are from a country where these immunisations are not available, please contact the College-linked GP practice, Beaumont Elms Practice when you arrive in Oxford to arrange appointments for them.

33

Finances

Battels ‘Battels’ refers to the credit system that operates for all college members. Bills for Battels are invoiced on a monthly basis and must be settled by the 20th of each month by direct debit, bank transfer, or through the College’s payment portal, Flywire.

For current students, enrolled before 31 July 2025, Battels includes charges for rent for college accommodation, dining hall charges , bar and merchandise purchases.

For students enrolled from 1st August 2025 onwards, Battels will only include charges for rent for college accommodation. In order to buy items in the dining hall, bar and lodge, new students will need to transfer funds in advance to their EPOS account on their student portal, using the same payment method as for Battels.

Tuition and College Fees Course fees are determined by whether a student has a home or overseas status. A schedule of fee payments is circulated annually at the start of Michaelmas Term.

Fees should be paid in full by the 1st of October each year. Students who have not paid their fees by this date will not be permitted to matriculate. Any fees associated with fund transfers are the responsibility of the student. Students receiving a scholarship, sponsorship or grant should let the Accounts Team know as soon as possible. More information on fee liability can be found here.

Research students who have reached the end of their fee liability must pay termly continuation charges. Further information is available on the University’s Continuation Charges page. The College continuation charge will be invoiced termly through Battels or to your external funding body until you submit your thesis. These charges provide continued use of College facilities and services, online and email access, and ongoing administrative support. For part-time students, the charge is half the rate payable by full-time students. Any fee waiver applied by your Division to the University Continuation Fee does not extend to the College Continuation Fee.

Council Tax Students are exempt from paying council tax in the UK. Students in college accommodation are automatically exempt, but those in private accommodation need to claim exemption by providing the City Council with a stamped Enrolment Certificate. Students can obtain an enrolment certificate via Student Self-Service and can visit the Academic Office for a stamp and signature. More information on council tax can be found here.

25

Grants

34

Assistance Fund Hardship grants and loans are available to students who find themselves in unexpected financial difficulty. Grants are typically limited to £500 but can be up to £1,000 in exceptional circumstances. An award, or part of an award, may be made as a loan. Students are encouraged to contact the Academic Office if they find themselves in financial difficulty.

Academic Activities Award Grants from the Academic Activities Fund are available for students who have been invited to present at a conference or academic event.

Single awards can be up to £300 for overseas events or up to £120 for UK events.

Students can receive a maximum of £300 over the course of a DPhil or £120 over the course of a taught degree.

Extracurricular Activities Award The Extracurricular Activities Fund is a small fund for reimbursing costs associated with University-level extracurricular activities. Students may apply for a maximum of £200 over their course and up to £50 per year. Only students who are in fee liability are eligible to apply.

Modern Language Fast-Track Funding Students studying for a fast-track modern language course offered by the University’s Language Centre can apply for a grant for up to 50% of the course fees. The grant does not cover exam costs, and the course must be relevant to a student’s studies.

Payment of the grant will be made upon receipt of a course completion certificate.

More information on the College’s grants can be found here.

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Awards

Fieldwork Grants The College offers fieldwork grants on an annual basis, typically in Trinity Term.

Students will receive communications when applications are open.

Frederick Mulder Prize: Awards students conducting fieldwork in the topics of social deprivation and social injustice with up to £1,000 Mohd Ali Noh Legacy Fund: Awards students conducting fieldwork in topics of environment, forestry, and the natural world with up to £250.

Community Grants Community Grants are advertised at the end of Trinity Term and are an opportunity to celebrate student achievements and contributions to the Linacre community.

Thomas Linacre Studentship: students can be nominated by peers for up to £500 for outstanding contribution to the College.

Reid Music Prize: students can nominate themselves for up to £500 in recognition of their contribution to the College’s musical community.

More information on the College’s awards can be found here.

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IT 36

Email All members with a Linacre affiliation are entitled to a University email address. This account will be automatically created when a Bod card is issued, with activation details sent to a student’s personal email address.

Internet Wireless internet access is available via the University OWL and Eduroam services across college buildings. More information on how to connect to these services can be found here.

Facilities The College has a number of computers and study spaces for students to use.

Computers and desks are available in the OC Tanner Building Study Room and Abraham Building Study Room. Network ports are available for personal computers at these desks. Printing and scanning facilities are also available in these areas.

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Regulations

All students are subject to the College’s bylaws and regulations. All college regulations can be found here and should be read carefully. Specifically, students are expected to comply with college rules on: Behaviour, IT usage, conduct, data protection and academic studies.

Non-smoking policies Payment of fees and charges Visa regulations, this includes adhering to the maximum permitted working hours.

Treatment of others. Students are expected to treat other members and visitors with respect, courtesy and consideration. The College does not tolerate any form of bullying or harassment.

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Staff Directory 38

Senior Management Team Principal Dr Nick Leimu-Brown principal@linacre.ox.ac.uk

Bursar & Development Director David Seale bursar@linacre.ox.ac.uk

Vice Principal Dr Chris Morton christopher.morton@prm.ox.ac.uk

Senior Tutor Dr Jane Hoverd senior.tutor@linacre.ox.ac.uk

Director of Estates Simon Barker simon.barker@linacre.ox.ac.uk

PA to the Principal and Executive Administrator Jo Whitfield principal.secretary@linacre.ox.ac.uk

Bursary accounts.manager@linacre.ox.ac.uk accounts@linacre.ox.ac.uk fees@linacre.ox.ac.uk

Welfare Lead welfare@linacre.ox.ac.uk

Academic Office academic.office@linacre.ox.ac.uk

Library library@linacre.ox.ac.uk

39 Domestic Operations accommodation@linacre.ox.ac.uk

hospitality@linacre.ox.ac.uk

domestic.operations@linacre.ox.ac.uk

lodgemanager@linacre.ox.ac.uk

IT Office support@linacre.ox.ac.uk

Alumni Relations, Development & Communications alumni.relations@linacre.ox.ac.uk communications@linacre.ox.ac.uk

Housekeeping and Maintenance housekeeping@linacre.ox.ac.uk maintenance@linacre.ox.ac.uk

Deans Dean for Equality and Diversity Dr Clara Barker equalities@linacre.ox.ac.uk Dean of Discipline Dr Fergus Cooper fergus.cooper@dtc.ox.ac.uk

Oxford Terminology 40

25 Battel

Battels are college charges. Students will receive a monthly battels bill, which will include charges for their tuition, accommodation and food.

Bod Abbreviation for Bodleian Library. The largest of the University’s many libraries.

Bop Acronym for Big Open Party. These may be held in the College by the Common Room.

Fellow The senior (non-student) members of college who, together with the Principal, constitute the governing body of the college. Linacre also has other categories of fellow, such as junior research fellows, who are not members of the governing body.

Gaudy College event for alumni

Hilary (term) The second term of the academic year which begins in January and ends in March.

Lodge Also Porter’s Lodge. Found at the main entrance to the college, main reception area.

Long Vac Long vacation - the name widely used for the period between the end of the Trinity Term and the beginning of the Michaelmas Term each year.

Matriculation Matriculation confers membership of the University on those students who are enrolled at the University of Oxford and following a degree-level course.

Michaelmas (term) The first term of the academic year which begins in October and ends in December.

41 Noughth (0th) Week The week before the beginning of Full Term .

Porter Member of college staff responsible for security and post among many other things, you can find them at the Lodge.

Proctors Two Proctors (Senior and Junior) are elected each year by the colleges. They serve on University committees and ensure that statutes, regulations, and customs of the University are observed. The Proctors carry out aspects of student discipline, ensure proper conduct of exams, deal with complaints, and carry out ceremonial duties.

Sub Fusc Sub fusc is formal attire worn by students and academics on formal occasions, including matriculation, examinations and graduation. It is made up of a dark suit, skirt or trousers, a white shirt or blouse and a white or black bow tie, black full-length tie or black ribbon, worn with a black gown and a mortarboard. The name derives from the Latin subfuscus, meaning dark brown.

Supplicate Ask for a degree to be conferred at an award ceremony. Students will be granted ‘leave to supplicate’ when they have completed their course.

Trinity (term) Also known as ‘summer term’. The final term of the academic year, which begins in April and ends in June.

Viva Abbreviation for Viva Voce. An oral exam. DPhil students will have their ‘final viva’ after submitting their thesis.