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Policies and Guidance

Admissions and Access Policy

Aim

To provide a clear statement on the admission of undergraduates and graduates to the College.

Policy

ADMISSIONS

We seek to admit students of the highest academic potential, within the context of College policy on the subjects for which we admit students and the number of places available per subject. 

At graduate level we only accept students whose subject area falls within the broad field of expertise of members of the current Fellowship.  We consider applications from prospective visiting students only in subjects for which we have tutorial provision.

Admissions are competitive and decisions on admissions are based solely on the individual merits of each candidate and their suitability for the course they have applied to study (bearing in mind any requirements laid down by any professional body), assessed by the application of selection criteria appropriate to the course of study.

At no time should a connection with a Fellow of the College (or any person involved in the admissions process), a familial connection or a possible Development prospect influence any admissions decision.  Details of such connections should not be communicated to any person in that subject involved in the admissions process. The information should be reported to the Tutor for Admissions in the first instance or to the Senior Tutor or Academic Registrar.

Decisions on admissions are made without regard to the sex, age, marital status, race, ethnic origin, colour, religion, sexual orientation, social background or other academically irrelevant consideration.

Applications from students with disabilities are considered on exactly the same academic criteria as those from other candidates.

We are committed to making academic study at the College as accessible as reasonably possible to all suitably qualified students.

Admissions procedures are kept under regular review to ensure compliance with this policy.

We fully endorse the University statement on Equal Opportunities.

Policy on under 18 students

 

Under age students are treated academically the same as all other students, and are expected to follow the same course and engage academically to the same degree.

The College makes a distinction between under 18 students who are a) under 18 but are aged 16 or over at the time of their arrival, and b) under the age of 16 at the time of their arrival. The College can provide accommodation for students who are 16 or over.

For those under the age of 16 at the time of their arrival, the College requires these students to be living with a parent or legal guardian within the geographical radius determined by the University (within 25 miles from Carfax Tower in Oxford’s City Centre), during Oxford term time. 

The College is an adult institution and cannot act in loco parentis. However, the College recognises the particular need for clear guidance and risk mitigation in relation to students who are under 18 years of age.

Before a place is confirmed, a risk assessment will be carried out. This may involve placing further non-academic restrictions on the student in situations where the college cannot ensure, or it places a disproportionate burden on other students or members of staff to ensure, that it can provide appropriate support or surveillance.

The student and their parents/guardian will be sent the risk assessment and further guidelines, including any further restrictions as soon as possible. At that stage, they have the option of deferring the place or the offer of a place, but not beyond the academic year agreed by the College.

ACCESS

We seek to encourage and support applications from all those with suitable academic potential and from as wide a range of backgrounds as possible.

We aim to promote and participate in schemes that encourage applicants to the College and the University from groups that are currently under-represented.

 

CONDITIONS OF ACCEPTANCE OF A PLACE

By accepting a place at the College, the applicant agrees to accept the terms of the Student-College Contract and accept any fee liabilities where appropriate. International Undergraduates and all graduates will be required to provide proof of financial support prior to the start of their course.

The offer of a college place at graduate level will be dependent on prior offer of a place by the University.

Reviewed: 23 October 2019
Archives Collecting Policy

Aim  

To provide a clear statement on the College Archives legal position and its collection.

Policy

Statutory Position and External Recognition

The Archives:

1. Fulfils the requirements of the college’s statutes for the keeping of “deeds and muniments, and all Registers, Minute Books, Accounts, Books, papers and other documents relating to the property or the affairs of the College” (statute 9.3 (1973)).

2. Is recognised by the Master of the Rolls as a repository for manorial and tithe documents under the Law of Property Act 1922 and the Tithe Act 1936.

3. Is recognised by the Historical Manuscripts Commission as a suitable repository under its A Standard for Record Repositories.

4. Are retained with due consideration to the General Data Protection Regulation 2016, (Regulation (EU) 2016/679).

Scope of Collecting

The Archives will collect:

1. Records produced by the college’s departments in the course of their administration of the college, its members, its societies and the college’s estates and other assets.

2. Records relating to the college, its buildings, societies, estates, members and activities, which may not have been produced by the college itself or which may not now be in the college’s custody.

3. Papers of members of the college, both junior and senior, where these contribute to an appreciation of the college and its history or where these reflect significant work carried out by those members, providing that those papers should not more fittingly be in another repository.

4. Records relating to collections that the college already holds.

The Archives will seek to avoid a conflict of interest with any other archive. In the event of such a conflict arising, the Historical Manuscripts Commission will be referred to as the final arbiter.

Conditions

The Archives will give consideration to:

1. Records regardless of date.

2. Records in manuscript, printed or digital format.

3. Photographs, pictures, tapes and films.

4. Three-dimensional artefacts only if they relate to associated records.

5. Papers from former members or records relating to the college as donations in preference to deposits, with clear and valid title of ownership. Purchases will only be made of records of outstanding importance to the college.

6. Records will be selected in accordance with recognised records management procedures for the appraisal, review, retention or destruction of records, with due consideration given to:

· legal and financial compliance

· governance

· business continuity

· institutional memory and identity

· the limitations of space the college is able to dedicate to the housing of the archives.

Reviewed: 12 February 2020

College Rules and Junior Member Handbook

The College Rules and Junior Member Handbook is available here.

Complaints and Appeals

See the College Rules and Junior Member Handbook.

Conference of Colleges Appeals Tribunal (CCAT)

Details of the CCAT regulations can be found on their weblearn site.

Conflict of Interest Policy

1.  Aim

Trustees, Heads of Department and any other Senior Staff and all members of Corpus Christi College Committees (henceforth, “College decision-makers”) have a legal obligation to act in the best interests of Corpus Christi College, in accordance with the College’s governing documents, and to avoid situations where there may be a real or perceived conflict of interest. In addition, the President or Vice-President, acting on the request of the Governing Body or otherwise, may require that any other person exercising decision-making functions for the College comply with this policy. The purpose of this policy is to protect the integrity of the College’s decision-making processes as well as the integrity and reputation of the College’s decision-makers. It does so by defining, removing, identifying and managing any real or perceived conflicts of interest.

2. Definition of a Conflict of Interest

2.1 Conflicts of interests arise where an individual’s personal interests or loyalties, or those of persons connected to them, conflict with or might appear to conflict with those of the College. For these purposes, "connected" means immediate family, close relatives, business partners and businesses in which the relevant individual (either alone or together with persons connected to him/her) has a significant interest in the form of control, share ownership or voting rights.  Such conflicts might inhibit free discussion and result in decisions that are not fully in the interests of the College. Such conflicts also risk the impression that the College has acted improperly.

2.2 Examples of situations which could give rise to conflicts of interests include:

  1. Paid or unpaid employment or self-employment (including partnerships);
  2. Company directorships, consultancies, advisory posts, other positions of responsibility (whether remunerated or not);
  3. Public or voluntary sector appointments where the interests of the external appointee are not the same as those of the College;
  4. Substantial shareholding/s and beneficial interests (whether in terms of value or % of issued capital) held by you and / or members of your family in a company (a) in which the College has funds invested or (b) which may have dealings with the College. ‘Substantial’ would include a controlling interest;
  5. Membership of any special interest group;
  6. The receipt of a gift or of gifts.

2.3 If the relevant individual might gain personally from a proposed arrangement involving the College, that arrangement must not proceed unless it is permitted under the College's Statutes or the law or has been authorised by the Charity Commission.

2.4 A conflict may also arise where the relevant individual does not gain personally from an arrangement. Conflicts of loyalty (for example, to a body that deals with the College and to which the individual also owes duties) are treated in the same way as conflicts of interest for the purposes of this policy. Situations where there is or may be no actual conflict, but the perception of conflict gives rise to a risk of reputational damage to the College, should also be carefully considered.

2.5 Certain situations which might otherwise be considered to give rise to a conflict are authorised under the College’s Statutes.  

3. Removing Conflicts of Interests

Wherever possible, College decision-makers must remove real or perceived conflicts of interest by withdrawing from interests outside those of the College.

4. Identifying Conflicts of Interest and the Declaration of Interests Register

4.1 Where a College decision-maker cannot remove a conflict of interest, the decision-maker must at the earliest opportunity declare to the College the conflict of interest. 

4.2 To assist in declaring or otherwise identifying conflicts of interest, the Secretary to the Governing Body will maintain a Declaration of Interests Register containing all interests declared by College decision-makers. The purpose of the Register is to encourage College decision-makers to ensure the College has an accurate record of their interests such that any potential conflicts of interest can be identified. Each College Decision-maker must provide a return, even a return indicating no potentially conflicting interests exist:

      1) within one month of appointment; and

      2) at the start of each academic year in the College.

4.3 A declaration should be made at any meeting where the conflict of interest is relevant, as well as any context where decision-making takes place outside of a meeting. Where the decision-making takes place in a context without formal recording of such a declaration, the declaration should be to the College decision-maker’s line manager and, in case of doubt, to the Governing Body.

4.4 For the purposes of declaration, and of identification, College decision-makers should adopt a wide interpretation of conflicts of interest. Formal or informal advice on potential conflicts of interest is available through the Secretary to the Governing Body, and, where appropriate, should feature professional legal advice.

4.5 Provided that they constitute a quorum, the non-conflicted participants in the meeting will then:

      1) assess the nature of the conflict;

      2) assess the risk or threat to decision-making;

      3) decide whether the conflict is non-trivial (i.e. that it is material or has the potential to be, or be           perceived to be, detrimental to the conduct or decisions taken by the meeting); and

      4) decide what steps to take to avoid or manage the conflict.

4.6 Notwithstanding any other mode of declaration or reporting, all conflicts of interest declared by the conflicted decision-maker or identified by another party at a College meeting must be reported in the minutes of that meeting, including:

  1. the nature and extent of the conflict;
  2. the name of the conflicted individual; and
  3. the actions taken in consequence of the conflict being declared or identified.

5. Managing Conflicts of Interest

5.1 Where a conflict of interest is declared or otherwise identified, and that conflict not been removed, the College decision-maker must withdraw from any subsequent discussion (unless invited to remain for the purpose of providing information) or decision-making process of matters relevant to the conflict. In particular, a conflicted College decision-maker must not vote on or be present during any vote on any matter about which s/he is conflicted.

5.2 College contracts should not be managed by individuals who are subject to a conflict in relation to them.  Where an individual would usually be involved in the management of a College contract or similar arrangement in relation to which s/he has a conflict, the relevant line manager, or, failing all else, the Governing Body of the College, must consider whether any replacement in personnel or practice is required.

5.3 The Governing Body may proceed notwithstanding a conflict of interests only where doing so is authorised under the College’s Statutes.

5.4 This policy must be reviewed every three years.

Reviewed: 25 January 2017

'Covid Secure' Guidelines for Returning to Work

As the College starts to reopen, the safety of our workforce is of paramount importance.  All Corpus staff must read the following documents before returning to work:

Covid-19 Return to Work Risk Assessment and Management Plan

Staff Guide to Being Covid Secure

Cookies Policy

Aim

Our website uses cookies as part of the normal functioning of the website. For more information on the cookies used, please visit our cookie policy page.

Covid-19 Guest/Visitor Policy

Aim

To ensure the safety of the College community during the Covid-19 pandemic.

Definition

A guest is defined as someone who is coming into College for purposes other than the following core workplace activities: delivering or receiving teaching (including graduate students receiving supervision); meeting a Fellow (under Covid guidelines) in their room for academic purposes (although such meetings wherever possible should take place via Teams); or attending business meetings with College Officers relating to College business that similarly cannot be conducted remotely.

Policy

Guest rooms

SCR and JCR guest rooms will not be available to book for Michaelmas Term. 

Fellows’ Guests/visitors

Fellows can invite a maximum of 2 guests/visitors to the College at any one time as long as they do not enter College buildings and temporary structures unless they are attending an organised teaching event eg a seminar or are meeting a Fellow for academic purposes under Covid guidelines as referenced in the definition.  The Fellow should ensure that their guests/visitors abide by the College’s social distancing rules. All guests/visitors attending an organised teaching event or entering any buildings or temporary structures as above will be required to wear a suitable face covering (subject to exceptions under the University’s face coverings policy).

It will not be possible to invite guests to lunch or High Table for the duration of Michaelmas Term.

Students’ Guests

Students can invite a maximum of 2 guests/visitors to the College as long as they do not enter College buildings and temporary structures.  The student should ensure their guests/visitors abide by the College’s social distancing rules. Students are not allowed to have daytime visitors to their room or household nor are they allowed overnight guests in their rooms or household for the duration this policy is in place.  This includes inviting other Corpus students to visit/stay in their room/household.

Students not observing the policy will be referred to the Dean.

Emeritus Fellows

The Emeritus Fellows’ office is closed for the foreseeable future (hot desking is not allowed).  Emeritus Fellows wishing to invite guests to the College should note the ‘Academic Guests’ paragraph above.

Alumni

Alumni will not be able to visit the College during Michaelmas Term without the express permission of the President.

This policy will be reviewed at the end of Michaelmas Term 2020.

Development and Alumni Relations Privacy Notice

The Corpus Development and Alumni Relations Privacy Notice can be found here.

Donations to External Bodies Policy

The College is a charity wholly focused on the provision of education and research. Our Statutes define the College’s objects as: “for the benefit of the public to advance education learning research and religion, in particular by providing a College in the University of Oxford”.

Whilst the College takes its obligations towards local and wider society seriously it is not a grant or donation giving entity and its primary goal is its core charitable objectives as described in the College’s Statutes.

When an external organisation solicits a donation from the College, the donation will be refused unless:

·         There is a direct benefit or impact on the College’s core charitable purposes of research and higher education;

·         The organisation is directly connected to the College, for example its Benefices;

·         The organisation is offering a service which is deemed to be of material benefit to Corpus members or staff and which the College would otherwise directly incur an expense were it to provide the service directly (an example would be the Nightline service).

The Bursary will bring any requests it considers covered by these two exemptions to the Finance & Budget Committee for approval.

The Bursary will keep a log of all requests for annual submission to Governing Body.

Reviewed: October 2019

Equality Objectives

The College's Equality Objectives are to:

1. Raise awareness of unconscious bias and ensure all tutors attend unconscious bias training
2. Update the College’s Equality Policy, publish and raise its profile both within and outside of the College
3. Pursue opportunities to proactively advance racial equality within the College

These objectives will be reviewed at least every 4 years.

Reviewed: 14 June 2017

Equality Policy

Aim

Corpus Christi College aims to foster an inclusive environment which promotes equality and values diversity.  It welcomes diversity amongst its students, staff and visitors, recognising the particular contributions to the achievement of the College’s mission that can be made by individuals from a wide range of backgrounds and experiences.  We will work to remove any barriers which might deter people of the highest potential and ability from applying to the College, either as staff or students.

In exercising its policies, practices, procedures and other functions the College will have due regard to its duties under The Equality Act 2010 and to the protected characteristics[i] within it.  The College will not unlawfully discriminate against anyone on the basis of protected characteristics as specified in the Equality Act 2010.

No prospective or actual student or member of staff (including fellows, academic, academic-related and non-academic staff) will be treated less favourably than any other, whether before, during or after their study or employment at the College (subject to any legal constraints) in relation to the protected characteristics laid out in the Equality Act 2010.

Policy

The College’s Commitment

The College is committed to promoting equality of opportunity to all members of its community.

It will encourage applications for study and employment from the widest pool of potential candidates.

In relation to students the College is committed to ensuring that all of its activities are governed by principles of equality of opportunity, and that all students are helped to achieve their full academic potential.  Decision on the admission of students will be based solely on the individual merits of each candidate and the application of selection criteria appropriate to the course of study.

This policy applies, but is not limited to, admissions, to teaching, learning and research provision, to scholarships, grants and other awards and benefits under the College’s control, to welfare and support services, to accommodation and other facilities, to health and safety, to personal conduct, and to student complaints and disciplinary procedures;

In relation to staff (including fellows, academic, academic-related and non-academic staff), the College will ensure that entry into employment and the progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job is the primary consideration.

This policy applies, but is not limited to, recruitment and selection, training and development, promotion, pay and benefits (and conditions of service), facilities, health and safety, grievance and disciplinary procedures and termination of employment.

The College will pay ‘due regard’ to the need to eliminate unlawful discrimination, victimisation and harassment, advance equality of opportunity and foster good relations as set out in the Public Sector Equality Duty.

In order to realise its commitment and to fulfil the public sector equality duty, the College will

Promote the aims of this policy; Promote equality and foster good relations between people who share a relevant protected characteristic and people who do not share it; Be proactive in eliminating discrimination, including harassment, victimisation and bullying, through training and the production and dissemination of its policies, codes of practice and guidance; Have due regard to its obligations under relevant legislation, including the requirement to meet the Public Sector Equality Duties, ensure that its policies, codes of practice and guidance mirror the same, and reflect the provisions of new legislation; Whilst acknowledging that they are not legally binding, have regard to any Codes of Practice issued or adopted by the Equality and Human Rights Commission; Make this policy as well as all codes of practice and guidance, available to all staff and students; and Regularly review the terms of this policy and all associated codes of practice and guidance.

Allegations of harassment and bullying are covered by the College Policy and Procedure on Harassment which can be found on Weblearn.

Applicants for employment: should refer any concerns in writing to the Domestic Bursar in the first instance.

Members of staff: Allegations of harassment and bullying are covered by the College Policy and Procedure on Harassment and Bullying and as set out in the Employee Handbook.

The College reviews all of its policies on an annual basis.

[i] The characteristics protected by the Equality Act 2010 are: age, disability, gender reassignment, marital or civil partnership status (in employment), pregnancy and maternity, race, religion or belief (including lack of belief), sex and sexual orientation.

Responsibilities

The Governing Body is responsible for securing compliance with the general and specific duties and for overseeing implementation of the policy.  It is the responsibility of the Governing Body and the major College Committees that report to it to provide mechanisms through which the College’s strategic objectives for equality and diversity can be delivered.

The Equality & Diversity Fellow and the President are responsible for providing leadership in the promotion and implementation of the policy.

The Equality Committee is a committee of the Governing Body of Corpus Christi College. It is responsible for the development, implementation, monitoring, prioritisation and review of policies, procedures and practice to support the College’s Equality Policy in relation to staff, students, visitors and others closely associated with the College.  It will meet each term or as required, and report to the Governing Body as to the effectiveness of the College’s equal opportunities policies and procedures.

College Officers and Heads of Department are responsible for the day-to-day implementation of the policy and delivery of the College’s strategic objectives for equality and diversity.

Scope

This policy applies to all members of the College community, including students and staff (including fellows, academic, academic-related and non-academic staff) whether permanent, temporary, casual, part-time or on fixed-term contracts, to job applicants, to student applicants, current and former students, to associate members and to visitors to the College.

All members of the College community are expected to act in accordance with this policy and to treat colleagues with respect at all times.

The College expects all members of the community to familiarise themselves with this policy and to behave in accordance with its principles by respecting equality of opportunity for all staff, students, applicants and visitors.

Complaints

The College is committed to protecting its members from any form of harassment or discriminatory behaviour and regards any breach of this policy by any employee(s) or student(s) as a serious matter to be dealt with through its agreed procedures which are set out below:

Applicants: for feedback on admissions decisions see: (https://www.ox.ac.uk/admissions/undergraduate/applying-to-oxford/decisions/complaints-and-appeals?wssl=1 ) or write to the Tutor for Admissions & Access (admissions@ccc.ox.ac.uk)

Students: for those who consider they have experienced or perceived improper discrimination or anything adverse to equality of opportunity should state their complaint or concern as appropriate to the Dean, Senior Tutor, Domestic Bursar or other College Officer.

Reviewed: 29 May 2019

Equality Report 2017-18

Equality Report 2017-18

This report provides an overview of the College’s activities to promote equality and diversity during the period October 2017 and September 2018 (the academic year) and helps to fulfil its requirements under the Public Sector Equality Duty.

Introduction

Under the Equality Act (2010), public bodies, of which the College is one, have both general and specific equality duties.

The general duties are to have due regard in decision making of the need to:

1.      Eliminate discrimination, harassment, victimisation or any other prohibited conduct;

2.      Advance equality of opportunity between persons who share a relevant protected characteristic[1] and those who do not, by

a)      Removing or minimising disadvantages suffered by people with various protected characteristics

b)      Taking steps to meet the needs of people with a relevant protected characteristic where they are different from the needs of other people

c)      Encourage people with a relevant protected characteristic to participate in public life or other activities where their participation is low.

3.      Foster good relations between people who share a relevant protected characteristic and those who do not, by

a)      Tackling prejudice, and

b)      Promoting understanding between people from different groups.

The specific duties are:

1.      To publish relevant, proportionate information showing compliance with the Equality Duty by 31st January 2012, and subsequently at intervals no greater than one year from the last publication.

2.      To prepare and publish at least one specific and measurable objective that the College thinks it should achieve to meet any of the three aims of the equality duty by 6th April 2012 and at subsequent intervals no greater than four years.

This report satisfies the College’s first specific duty as noted above.

Responsibility

The Equality Committee is responsible for overseeing all matters of equality within the College.  It meets once a term and reports to the Governing Body, the authority which has ultimate responsibility for ensuring the equality duty is met.  The Committee reviews the College’s Equality Policy on an annual basis.

The Equality Committee membership comprises of the President (Chair), Equality & Diversity Fellow, Senior Tutor, Bursar, Domestic Bursar, Tutor for Admissions, Tutor for Graduates, Dean, Chaplain, Welfare Officer, a JCR representative, an MCR representative and a co-opted member of staff.

The remit of the Equality Committee is to have oversight of the equality and diversity of the College and in particular  to:

· Consider all matters affecting the equality and diversity of the College as a community;

· Gather and review evidence from all sections of the College community relating to its diversity and on its approaches to promoting equality, identifying common trends or problems;

· Receive an annual report on the diversity of the College with a view to identifying common trends and problems;

· Review, from time to time, policy documents produced by the University or Conference of Colleges in matters of equality and diversity, and bring these to the attention of the Governing Body;

· Review the portions of the College Rules dealing with matters of equality and diversity annually, to ensure they remain appropriate and up-to-date;

· Review the policies and practices of the College regularly, to ensure that they are compliant with the relevant legislation on such equality and diversity matters;

· Consider any other matters that shall arise from time to time in the areas of equality and diversity, including matters of behaviour, such as bullying and harassment; and

· Generate and prioritise potential actions to promote equality and diversity and make recommendations to the Governing Body on equality and diversity matters.

Equality Objectives

Governing Body approved the following objectives in line with its Public Sector Equality Duty in June 2017; they will be reviewed at least every 4 years.

· Raise awareness of unconscious bias[2] and ensure all tutors attend unconscious bias training.

· Update the College’s Equality Policy, publish and raise its profile both within and outside the College.

· Pursue opportunities to proactively advance racial equality within the College.

78% of all Fellows have undertaken implicit bias training; 92% of those Fellows who are Tutors have undertaken the training.

90% of support staff (ie non-academic staff) have undertaken equality and diversity training.

Review of 2017-2018

There has been increased awareness of equality and diversity issues across the College; specific examples of action taken which demonstrate this include:

General

· Appointment of an Equality and Diversity Fellow who is a Fellow of the college and a member of the Governing Body.  Their remit is

- to progress the College’s equality objectives;

- to advocate on equality and diversity matters including working with student representatives to provide safe spaces for the expression of equality issues;

- to provide avenues of communication and resolution of equality issues;

- to represent the College at the Conference of Colleges Equality Forum;

- to represent the College at University Committees where equality and/or diversity matters are being discussed;

- to maintain awareness of the University’s equality work and

- to act as the College’s Public Sector Equality Duty Lead.

· Delivery of equality and diversity training to non-academic staff.

· The requirement that all Fellows undertake the University provided implicit bias training (formerly unconscious bias training).  Completion and certification of the course is logged.

- Publication of the College’s Gender Pay Gap report.

· A gender questionnaire was circulated to all students and Fellows of the College; focus groups then met to discuss the results of the questionnaires and reported back to the Equality Committee.

· Student representation on the Equality Committee and at other relevant College Committee meetings.

· Extension of a junior research fellowship to compensate for absence whilst on maternity leave.

· Flexible working for non-academic members of staff to enable working school terms only and the ability to cover childcare responsibilities.

· The collection of equal opportunity monitoring forms from applicants for all vacancies to enable data analysis.

Student specific support and/or activity

· Continued support and reasonable adjustments made (with the assistance of the University’s Disability Advisory Service -DAS) to students with Specific Learning Difficulties (SpLD) including extended library book loans and exam adjustments and to other students registered with the DAS for whom a Student Support Plan is received.

· Flying of the Pride flag during the month of February;

· Accommodation of special dietary requirements for religious or health reasons;

· A tri-college initiative (with Merton and Oriel colleges) to share equality events and provide a budget for students to apply for funding to host equality and diversity events within each college;

· Some of the JCR peer supporters have attended training as Peers of Colour and Rainbow Peers

· The JCR Equality Committee comprises the Equal Opps President, an LGBTQ+ Rep, Women’s Rep, Disabilities Officer, BME Officer, Access Officer and the Mental Health Rep.

· The JCR seminar series ‘Corpus Converses’ hosted a symposium on Race and Admissions to Oxford with discussion focussing on the admissions experience and process for students of colour.

· The JCR run a Race Workshop, Disability Workshop and a Sexual Consent Workshop during freshers’ week.

Admissions and outreach activity

· Publication of the College’s inaugural Outreach Report.  Amongst many points of note some key points include 61% of engagement is with female students and 28% is with BAME students (of whom 4% were Black British).  Moving forward this publication will be produced on an annual basis.

·Reasonable adjustments made for admissions candidates with a known disability/SpLD.

28 March 2019

[1] Protected characteristics are: age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, sex and sexual orientation.  Marriage and civil partnership are protected in relation to eliminating discrimination in employment.

[2] Now known as implicit bias

Failure to meet admissions conditions Policy

Aim

To ensure that all candidates who fail to meet the conditions of their offer are treated equally and fairly.

Policy

The College will make a decision on whether a candidate has satisfied their conditional offer upon the University’s receipt of the results (A-levels, Cambridge Pre-U) in August. For other qualifications, a decision may be taken at the time of publication or, in the case of failed conditions, may be postponed until August, in order to consider the implications of open offer schemes and missed offers across the department/faculty.

For candidates who meet the conditions of their offer a place will be guaranteed. For candidates who fail to meet their conditional offer the recommendation is for the candidate to be rejected. If there are strong mitigating circumstances, a decision to uphold the offer can only be made after a discussion between the relevant subject tutors, the Tutor for Admissions and, where necessary, the subject Admissions Coordinator.  The discussion should consider the candidate’s application and the details of the mitigating circumstances. In line with publically available university guidance, mitigating circumstances need to be submitted prior to the receipt of the candidate’s examination results and the College will not reconsider information that has already been considered by an Examination Board. A decision to uphold an offer must follow the terms of any open offer scheme operated by the subject.  

If the College is notified after 31st August that the condition has been met following a remark, it is at the College’s discretion whether or not to accept a candidate as a result of a remark. If the College wishes to accept the candidate, a decision should be taken to either offer a place for that academic year (depending on time constraints) or to guarantee a deferred place for the following academic year.

If the College is notified before 31st August that the condition has been met following a remark the College is obliged to uphold the offer for that academic year. Candidates should therefore be encouraged to request a priority remark.

  • It is recommended that wherever possible decisions are made prior to the day candidates receive their results. However, with more difficult decisions, a final decision may occasionally be postponed until this day in order for the College Office to request from the school a record of the candidate’s breakdown of marks.

For candidates who appeal against their results to their respective exam board(s) and as a consequence of a successful appeal are awarded results that would have satisfied their original conditional offer, the following will apply, as per advice from UCAS:

If the College is notified before 31st August that the condition has been met following a remark the College is obliged to uphold the offer for that academic year. Candidates should therefore be encouraged to request a priority remark.
If the College is notified after 31st August that the condition has been met following a remark, it is at the College’s discretion whether or not to accept a candidate as a result of a remark. If the College wishes to accept the candidate, a decision should be taken to either offer a place for that academic year (depending on time constraints) or to guarantee a deferred place for the following academic year.

Reviewed: 10 June 2020

Freedom of Speech and Events Policy

Aim

Free speech is the lifeblood of a university.  It enables the pursuit of knowledge. It helps us approach truth.  It allows students, teachers and researchers to become better acquainted with the variety of beliefs, theories and opinions in the world.  Recognising the vital importance of free expression for the life of the mind, a university may make rules concerning the conduct of debate but should never prevent speech that is lawful.  

Inevitably, this will mean that members of the College are confronted with views that some find unsettling, extreme or offensive.  The College must therefore foster freedom of expression within a framework of robust civility.  Not all theories deserve equal respect.  A university values expertise and intellectual achievement as well as openness.  But, within the bounds set by law, all voices or views which any member of our community considers relevant should be given the chance of a hearing.  Wherever possible, they should also be exposed to evidence, questioning and argument.  As an integral part of this commitment to freedom of expression, we will take steps to ensure that all such exchanges happen peacefully.  With appropriate regulation of the time, place and manner of events, neither speakers nor listeners should have any reasonable grounds to feel intimidated or censored.

It is this understanding of the central importance and specific roles of free speech in a university that underlies the detailed procedures of Corpus Christi College, adopted on 15 June 2016 and laid out below.  These procedures also constitute the College’s compliance with the terms of section 43 of the Education (No2) Act, 1986.

In the procedures that follow, ‘Key Individuals’ are those who have received PREVENT training, viz. the Vice-President (PREVENT lead), the Senior Tutor, the Tutor for Graduates, the Dean, the Domestic Bursar, the Chaplain, the Dean of Welfare and the Academic Registrar.

Policy

1. College rooms may normally be booked for speaker meetings or other events according to the following procedures:

· Junior members and all others apart from fellows who wish to organise events on College premises (or events held elsewhere which are College-funded, affiliated or branded) must apply to the Domestic Bursar, using the existing forms (see Annexe 1, below) or via the email facility ‘room.bookings@ccc.ox.ac.uk’.   Applications will normally be handled according to the judgement of the Domestic Bursar, having in mind the principle of freedom of speech, the availability of facilities, and the peace and wellbeing of the College community.

·Fellows who wish to organise events on College premises (or events held elsewhere which are College-funded, affiliated or branded), and any lecturer of the College, or other approved person acting as a tutor for the College, who wishes to organise teaching activity according to what is specified in the curriculum and/or agreed with the Senior Tutor, may use the email facility ‘room.bookings@ccc.ox.ac.uk’ or consult the Domestic Bursar directly.  In general, fellows and lecturers are responsible for determining whether a risk assessment is necessary and for conducting their own risk assessments. 

·Conference organisers and any other persons hosting events on College premises must follow the procedures that are set down for them by the Domestic Bursar and act in accordance with the College’s standard booking terms and conditions, which are available on our web-site (http://www.ccc.ox.ac.uk/Terms-and-Conditions/)

2. Where the nature of a proposed meeting or event, the identity of a speaker or speakers, or some other factor gives rise to concern on the part of the organisers or any other member of the College, each such person is responsible for bringing their concern to the attention of the Domestic Bursar.  Members of the College must always report events when they consider that:

· the meeting or event may give rise to an environment in which people will experience, or could reasonably fear, discrimination, harassment, intimidation, verbal abuse or violence, particularly (but not exclusively) on account of their age, disability, gender identity, marriage or civil partnership, pregnancy, maternity, paternity, race, religion or belief, sex or sexuality;

· a proposed external speaker is a member of, or is likely to use the event to encourage support for, an organisation proscribed under the Terrorism Act, 2000 (listed at https://www.gov.uk/government/publications/proscribed-terror-groups-or-organisations--2), or that the event or meeting is likely to pose a risk of encouraging terrorism or of drawing people who attend into terrorism;

· the meeting or event is likely to pose a risk to the health and safety of those lawfully on the College’s premises; or that it may prompt a risk to public safety.

3. Any member of the College who is in any doubt about whether a given event or meeting is a cause for concern is under an obligation to consult the Domestic Bursar, who will consult at least two of the other Key Individuals and with them jointly determine whether to apply the procedures described in the following clauses.

4. Organisers of meetings or events which cause concern must supply details of the following to the Domestic Bursar:

· the time and date of the proposed meeting or event;

· the proposed location of the meeting or event;

· the names of the organisers (including the names and addresses of any organisers who are not members of the College);

· the name of the organisation making the arrangements;

· the name of any expected speaker(s) and whether or not they are members of the University;

· an overview of the meeting or event and any topics that may be covered;

· whether the event will be open to members of the public.

5. Information must be supplied at least seven working days in advance of the event (though the Domestic Bursar may, at his/her discretion, agree to receive information closer to the time of the event than this).  Having consulted at least two of the other Key Individuals, the Domestic Bursar may cancel any meeting or event where the required information has not been provided seven working days in advance.

6. All decisions concerning meetings or events will be reached by the Domestic Bursar and at least two other Key Individuals following careful consideration of the evidence presented to them and the impact of the proposed event and the possible courses of action on the College’s legal duties under the Human Rights Act, the Education (No 2) Act and the Equality Act, to eliminate unlawful discrimination, to promote equality of opportunity, to protect freedom of speech within the law and to promote good relations between different groups.  Any actions taken will be limited to those that are, in the judgement of the Domestic Bursar and at least two other Key Individuals, reasonable, proportionate and necessary to ensure, as far as reasonably practicable, that events are directed to lawful purposes and do not cause a significant risk to the health and safety of those lawfully on the College’s premises or to the public.

7. The Domestic Bursar, acting in consultation with at least two other Key Individuals, has the power to postpone or relocate a meeting or impose conditions.  Such conditions may include, but are not limited to, a requirement: that tickets should be issued; that an adequate number of stewards should be provided; that the police should be consulted about the arrangements; and that the time and place of the meeting should be changed.  The cost of meeting the requirements and the responsibility for fulfilling them rest with the organisers.

 8. In the event that the Domestic Bursar, acting in consultation with at least two other Key Individuals, considers that the risks posed by the proposed meeting or event cannot reasonably be mitigated by conditions, s/he has the right to cancel the event.  The cost of cancellation rests with the organisers.

 9. The Domestic Bursar will communicate his/her decision to the organisers of the event as promptly as possible, and will set out reasons for the decision.

10. If an organiser is unhappy with the outcome of a decision of the Domestic Bursar, s/he may write to the President, setting out clear reasons for unhappiness with the decision and requesting a reconsideration of the decision.

11. The President will take advice from as many members of Governing Body as is practicable, excluding those involved in the original decision; s/he may also take advice from university legal officers.  S/he will then reach a decision on the appeal and communicate it as promptly as possible to the organisers, setting out reasons for his/her decision.

Reviewed: 4 December 2019

Fundraising - vulnerable persons Policy

Aim

Philanthropy should be a positive experience for everyone. Making a gift to Corpus Christi College is an important way that our donors can show support for issues that they care deeply about. Our fundraising efforts seek to establish and develop relationships with individuals around the world – both existing donors and potential new supporters – to engage them in the world-leading research and education offered by the College.

Corpus Christi College recognises that some of the people we engage with through our fundraising activity may be in a vulnerable circumstance, or may need additional support to make a decision. This policy sets out guidance for anyone involved in fundraising for the College, whether academics, staff, or fundraising volunteers. For the purposes of this document, the term ‘fundraiser’ refers to anyone engaged in any form of fundraising activity for Corpus Christi College, whether in-house or a third party.

Policy

Sector Guidance

The Fundraising Regulator’s Code of Fundraising practice states that:

- Fundraisers MUST take all reasonable steps to treat a donor fairly, enabling them to make an informed decision about any donation. This MUST include taking into account the needs of any potential donor who may be in a vulnerable circumstance or require additional care and support to make an informed decision.

- Fundraisers MUST NOT exploit the credulity, lack of knowledge, apparent need for care and support or vulnerable circumstance of any donor at any point in time.

Corpus Christi College’s approach is informed by the Institute of Fundraising’s ‘Treating Donors Fairly’ Guidance: http://www.institute-of-fundraising.org.uk/library/treatingdonorsfairly/.

Corpus Christi College’s approach

Fundraisers for Corpus Christi College should respond to the needs of each individual donor, which will depend on the nature of the interaction and engagement. In all circumstances, Corpus Christi College expects those fundraising on its behalf to be alert to people who may be in a vulnerable circumstance and to treat those individuals with respect and care.

If the fundraiser has reasonable grounds for believing that a potential supporter lacks the capacity to make a decision, then a solicitation should not be made, nor should a donation be accepted.

If, after receiving a donation, Corpus Christi College receives evidence that the supporter lacked capacity to make the decision to donate, then the donation must be returned. The College will follow the guidance from the Institute of Fundraising and the Charity Commission in these cases.

If a fundraiser believes that an individual may be in a vulnerable circumstance or unable to make an informed decision, the fundraiser should politely end the interaction in such a way as to not cause distress. When ending fundraising activity, if there is the opportunity to do so, the fundraiser should check the individual’s preferences as to whether they would like to be contacted again in the future.

If a donor is found to be lacking capacity to make a decision, Corpus Christi College will put into place measures to ensure that donations are not solicited from them in the future. This will likely involve recording communication preferences in their alumni relations and fundraising database. When recording information, all fundraisers must be aware of their responsibilities under the Data Protection Act. Under no circumstances should fundraisers record any judgement or assessment about what they perceive an individual’s physical or mental condition to be.

If an individual voluntarily provides a written or verbal ‘personal declaration’ about their condition or circumstances, then provided that they have consented for Corpus Christi College to hold this data, it can be recorded on the database.

Sometimes a third party (e.g. a family member) may contact the College on behalf of a donor to communicate a request. For any financial matter, the College must be satisfied that the third party making the request is entitled to act on behalf of the individual. This is usually demonstrated through a written authority on behalf of the donor, or a power of attorney for the third party to administer the donor’s affairs. It is the third party’s responsibility to provide evidence of this entitlement. For some requests (for example, around communication preferences), the third party may not have such written authority, but provided that Corpus Christi College is satisfied that the individual is acting in the best interest of the supporter we will respond to these requests.

Reviewed: 28 May 2019

Gender Pay Gap Reporting

Corpus Christi College is fully committed to ensuring equal opportunities for staff and students.

Our voluntary completion of the Gender Pay Gap reporting process stands as testimony to this commitment and has allowed us to understand our organization more completely and to take appropriate action to narrow the gap where possible.

Our mean average gender pay gap (females lower than males) is 10.6% (11.4%) and the median average gender pay gap fell to 29.3% from 37.2%.

Our pay gap is heavily influenced by a higher proportion of female staff occupying more junior and lower skill level roles and by the relative lack of senior management positions held by females. In the section on reducing the gap we outline specific measures to ensure that there is no conscious or unconscious bias in the processes used to select senior staff. It is encouraging that the gap at median point narrowed substantially in 2019.

The quartile bands were achieved by ranking the male and female hourly rates from the lowest to the highest.  We then divided the list into four sections with an equal number of employees in each section.  If there were a number of employees on the same hourly rate of pay crossing two quartiles, we ensured the split between male and female was as even as possible.  We then applied the relevant calculations to each quartile to show the proportion of male and female employees.

The proportional representation in each quartile at the census date of April 2019 is as shown below:

Pay Proportion by Quartile

Lower Lower Lower middle Lower middle Upper middle Upper middle Top Top
34.9% 65.1% 57.1% 42.9% 46.0% 54.0% 74.6% 25.4%

Corpus Christi College acknowledges that the gap is currently too wide and greater efforts must be made to narrow it.  A number of measures have been put in place to address these issues of balance and we began to see some progress on this in 2019. There has been a detailed examination of gender pay across the same job types and categories to ensure that all genders are treated with equality within identical job categories. Additionally, the College has appointed a Diversity and Equality Fellow who is engaged in a series of consultations with students and Fellows about how the College might continue to improve gender equality. Actions taken by the College include Diversity and Unconscious Bias training for staff involved with recruitment and a close attention to the composition of appointment and remuneration panels so that they embody a gender balanced structure.  In addition, many of our academic staff hold joint appointments with departments that engage with the Athena SWAN initiative.  Corpus mirrors their equality and diversity focused actions in joint position recruitment which, along with our internal actions, indicates our serious commitment to tackling gender inequality. We will continue to work to narrow this gap within the constraints that the College faces, in particular the large number of lower paid female housekeeping staff.Reducing the Gap

Harassment and Bullying Policy

Introduction

1. The College does not tolerate any form of harassment or victimisation and expects all members of the College community, its visitors and contractors, to treat each other with respect, courtesy and consideration.

2. The College is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all members of the College community are respected.

3. The aims of the College as reflected in this Policy are to:

a. Promote a positive environment in which people are treated fairly and with respect;

b. Make it clear that harassment is unacceptable and that all members of the College have a role to play in creating an environment free from harassment;

c. Provide a framework of support for staff and students who feel they have been subject to harassment; and

d. Provide a mechanism by which complaints can wherever possible be addressed in a timely way.

4. Senior Members within the College, such as the Dean, Dean of Welfare/Chaplain, Domestic Bursar, Tutor for Women, Tutor for Men, Tutor for Graduates, Harassment Advisor, Academic Registrar, and College Nurse, have formal responsibilities under this Policy and are expected to familiarise themselves with the Policy and Procedures on appointment. All senior members of the College have a duty to implement this Policy and to make every effort to ensure that harassment and victimisation do not occur in the areas for which they are responsible and that, if they do occur, any concerns are investigated promptly and effectively.  Junior Members should note that reporting an incident of harassment to another Junior Member does not constitute reporting it to the College authorities.

5. All members of the College community have the right to expect professional behaviour from others, and a corresponding responsibility to behave professionally towards others. All members of the College community have a personal responsibility for complying with this Policy and Procedure and must comply with and demonstrate active commitment to this Policy by:

a. Treating others with dignity and respect;

b. Discouraging any form of harassment by making it clear that such behaviour is unacceptable; and

c. Supporting any member of the College who feels they have been subject to harassment, including referring them to an appropriate Senior Member to make a formal complaint if appropriate.

6. This Policy and Procedures are designed to deal with harassment which occurs primarily within the environment of one or more colleges. Incidents of harassment that occur outside the college environment and/or solely within the University environment will normally be dealt with under the appropriate University procedure. If there is doubt as to whether the college or University procedure applies, you are advised to seek advice from the relevant college officers described in this Procedure, the Director of Student Welfare and Support Services or the University’s Harassment Line.

7. This Policy and Procedures should be read alongside other Corpus Christi College policies and procedures, including the College Rules.

8. Any member of the College community who feels they have been subject to harassment can also contact the University Harassment Advisory Service, or their local Harassment Advisor, for support. The Service is also available to those against whom an allegation of harassment has been made. Other sources of help and advice can be found on the University website.

Definitions

9.  A person subjects another to harassment where they engage in unwanted and unwarranted conduct which has the purpose or effect of:

•    violating another person’s dignity, or
•    creating an intimidating, hostile, degrading, humiliating or offensive environment for another person. See Statute XI: University Discipline
 
The recipient does not need to have explicitly stated that the behaviour was unwanted.

10. Freedom of speech and academic freedom are protected by law though these rights must be exercised within the law. Vigorous academic debate will not amount to harassment when it is conducted respectfully and without violating the dignity of others or creating an intimidating, hostile, degrading, humiliating or offensive environment for them.

11. Bullying is a form of harassment and may be characterised as offensive, intimidating, malicious or insulting behaviour, or misuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.

12. The College seeks to protect any member of the College community from victimisation, which is a form of misconduct which may itself result in a disciplinary process. The College will regard as victimisation any instance where a person is subjected to detrimental treatment because they have, in good faith:
a)    made an allegation of harassment, or
b)    indicated an intention to make such an allegation, or
c)    assisted or supported another person in bringing forward such an allegation, or
d)    participated in an investigation of a complaint, or
e)    participated in any disciplinary hearing arising from an investigation, or
f)    taken any other steps in connection with this Policy and Procedure, or
g)    is suspected of having done so.

Behaviours

13. Harassment may involve repeated forms of unwanted and unwarranted behaviour, but a one-off incident can also amount to harassment.

14. The intentions of the alleged harasser are not always determinative of whether harassment has taken place. The perception of the complainant and the extent to which that perception is in all the circumstances reasonable will also be relevant.

15. Being under the influence of alcohol, drugs or otherwise intoxicated is not an excuse for harassment.

16. Harassment can take a variety of forms:
a)    Through individual behaviour
•    face to face, either verbally or physically
•    through other forms of communication, including but not limited to, written communications and communications via any form of electronic media or mobile communications device: such behaviour may also amount to a breach of the College’s regulations relating to the use of Information Technology Facilities (see the College Rules Section 4.5)
•    directly to the person concerned, or to a third party
b)    Through a prevailing workplace or study environment which creates a culture which tolerates harassment or bullying, for example the telling of homophobic or racist jokes.

17. Examples of behaviour which may amount to harassment under this Policy include (but are not limited to) the following:

a)    unwanted physical contact, ranging from an invasion of space to an assault, including all forms of sexual harassment, including:
•    inappropriate body language
•    sexually explicit remarks or innuendoes
•    unwanted sexual advances and touching

b)    offensive comments or body language, including insults, jokes or gestures and malicious rumours, open hostility, verbal or physical threats: these include all forms of harassment and abuse on the grounds of disability, race or sexual orientation
c)    insulting, abusive, embarrassing or patronising behaviour or comments
d)    humiliating, intimidating, and/or demeaning criticism
e)    persistently shouting at, insulting, threatening, disparaging or intimidating an individual
f)    constantly criticising an individual without providing constructive support to address any performance concerns
g)    persistently overloading an individual with work that they cannot reasonably be expected to complete
h)    posting offensive comments on electronic media, including using mobile communication devices
i)    threatening to disclose, or disclosing, a person’s sexuality or disability to others without their permission
j)    deliberately using the wrong name or pronoun in relation to a transgender person, or persistently referring to their gender identity history
k)    isolation from normal work or study place, conversations, or social events
l)    publishing, circulating or displaying pornographic, racist, homophobic, sexually suggestive or otherwise offensive pictures or other materials.

18. Stalking may also be a form of harassment and may be characterised by any of the following repeated and unwanted behaviours:

a)    Following a person;
b)    Contacting, or attempting to contact, a person by any means;
c)    Publishing any statement or other material –
•    Relating or purporting to relate to a person, or
•    Purporting to originate from a person;
d)    Monitoring the use by a person of the internet, email or any other form of electronic communication;
e)    Loitering in any place (whether public or private);
f)    Interfering with any property in the possession of a person;
g)    Watching or spying on a person including through the use of CCTV or electronic surveillance.

Application of the Policy

19. Harassment is a serious offence. Any member of the College community who feels they have been subject to harassment can make a complaint via the appropriate Procedure: see Annexe A for the Procedure in relation to complaints about staff; and Annexe B for the Procedure in relation to complaints about students.

20. When a criminal offence may have been committed, the relevant harassment Procedure may not be appropriate. These cases will include, but not be limited to, serious assault or threat of serious assault. Student members can seek advice from Harassment Advisors, the Dean, the Dean of Welfare, the University Director of Student Welfare and Support Services and/or approach the Police directly; and staff members can seek advice from Harassment Advisors or the Domestic Bursar and/or approach the Police directly. Further guidance on dealing with cases of sexual assault or sexual violence is available from the University at Guidance for staff on handling cases of sexual assault or sexual violence.

21. Incidents of harassment that occur outside of the college environment and within the University environment will normally be dealt with under the appropriate University procedure

22. If a complainant is deemed to have known or to have reasonably been expected to know that a complaint was unfounded, the allegation of harassment may be judged to be vexatious or malicious, and disciplinary action may be taken against them. No action will be taken if a complaint which proves to be unfounded is judged to have been made in good faith.

23. All parties involved in a complaint (including any witnesses who may be interviewed as part of any investigation, or trade union representatives supporting any of the parties) should maintain the confidentiality of the process. Those involved in advising complainants should, where possible, seek the consent of the individual for the onward disclosure of relevant information to those with a clear need to know. Where such consent is not forthcoming, the person entrusted with the information should make it clear that, in exceptional circumstances, it may be necessary to disclose the information, taking account of the duty of care which may be owed to the individual and/or others.

24. This Policy and Procedure may be found on the College website or is available in hard copy from the College Office. Copies in alternative formats are available on request.  
25. This Policy and Procedure will be subject to regular review by the Welfare Policy Committee.
 

Reviewed: 15 June 2016

Health & Safety Policy

CONTENT

General Policy Statements for Health and Safety and Fire Safety

A declaration of our intent to provide and maintain, so far as is reasonably practicable, a safe and healthy working environment and to enlist the support of our employees in achieving these goals.

Organisation and Responsibilities

This section sets out the health and safety responsibilities of key personnel within the organisation.

General Safety Arrangements

This section explains the systems and procedures that will be used to form the basis of our health and safety regime.

HEALTH AND SAFETY GENERAL POLICY STATEMENT

At Corpus Christi College we recognise our duties under health and safety legislation and associated regulations. Our intention is to meet the requirements of this legislation. We aim to provide and maintain a safe and healthy working environment for our employees and to provide a safe and healthy environment for residents and visitors. Managers and Staff are informed of their responsibilities to ensure they take all reasonable precautions, to ensure the safety, health and welfare of anyone likely to be affected by the operation of our business.

We recognise our duty to regularly assess the hazards and risks created in the course of our business.

We also recognise our duty, so far as is reasonably practicable:

  • to provide adequate control of the health and safety risks so identified;
  • to consult with our employees on matters affecting their health and safety;
  • to provide and maintain safe plant and equipment;
  • to ensure the safe handling and use of substances;
  • to provide information, instruction, training where necessary for our workforce;
  • to ensure that all employees are competent to do their work;
  • to prevent workplace accidents and cases of work related ill health;
  • to maintain a safe and healthy working environment;
  • to actively manage and supervise health and safety at work;
  • to ensure that we adequately communicate with, train and manage employees who may not be fluent in English;
  • to have access to competent advice;
  • to review annually and revise, as necessary, this policy; and
  • to provide adequate resources for its implementation;

We recognise that we have;

  • a duty to co-operate and work with other employers and their employees, when their employees come onto our premises or sites to do work for us, to ensure the health and safety of everyone at work.

To help achieve our objectives and ensure our employees recognise their duties under health and safety legislation whilst at work, we will also inform them of their duty to take reasonable care for themselves and for others who might be affected by their activities. We achieve this by explaining their responsibilities and setting out our health and safety rules in the employee safety information which is made available to every worker employed by us.

We have allocated responsibilities and detailed arrangements to support this policy. 

This Health and Safety Policy was adopted by the Governing Body of Corpus Christi College on 23 May 2018.

FIRE SAFETY GENERAL POLICY STATEMENT

The Governing Body of Corpus Christi College is the ‘Responsible Person’ for fire safety.

Fire is a hazard that could affect all parts of our premises. The consequences of fire include the threat to the life or health and safety of people, damage to or loss of property and severe interruption to normal business activities and opportunities.

Our fire safety measures include preventing outbreaks of fire and mitigating the direct and consequential damage by early detection, reducing the risk of fire spread by structural containment, providing escape routes, emergency evacuation procedures and means for firefighting and detection.

This policy expands on our general health and safety policy. Its primary objective is the creation of a fire safety management system, which together with the structure and maintenance of our buildings seek to protect human life as well as the assets and business opportunities of this organisation. The policy applies to all our buildings. Its requirements extend to everyone on the premises, legitimately or otherwise.

The aim of this policy is to achieve a ‘fire safe’ environment for all employees and building occupants. To achieve this we will provide the time and resources necessary to formulate a fire safety strategy for our premises. We will ensure that we inform, instruct and train all the relevant people.

Achievement of these objectives will demonstrate compliance with fire safety legislation and current good practice.

We have allocated responsibilities and detailed arrangements to support this policy.

This Fire Safety Policy was adopted by the Governing Body of Corpus Christi College on 23 May 2018

ORGANISATION AND RESPONSIBILITIES

Everyone involved in the management of our business has their duties and responsibilities clearly defined. This is to ensure our Health and Safety General Policy is properly taken into account when designing and implementing systems and procedures.

Whilst the Governing Body accepts that it has the overall responsibility for health and safety in connection with College business it has given to the Domestic Bursar the authority and the associated responsibility for the day to day management of Health and Safety. The Domestic Bursar has, in turn, delegated specific management responsibilities and authority to Departmental Managers.

The Governing Body requires the Domestic Bursar to report on the operation of this policy and health and safety issues arising on no less than an annual basis.

The Domestic Bursar will routinely monitor that those to whom they have delegated authority have properly and effectively discharged their duties.

A diagram of our management organisation and a list of responsible persons is detailed in the Health and Safety Organisation Schedule.

In preparing this policy and our health and safety procedures and arrangements we have taken account out of the requirement for employees to take reasonable care for their own health and safety and to co-operate with their employer in managing health and safety risk.

The College retains Peninsula Business Services to act as a source of competent advice on health and safety matters to the college and senior managers.

GENERAL SAFETY ARRANGEMENTS

Although every day is different there are a number of issues central to the way we manage health, safety and welfare. For these, we can plan in advance and develop arrangements for the control of the risks that arise. They are set out in the following paragraphs. Our workforce has been made aware of them at induction or during team and individual briefings.

We will monitor and review the operation of these arrangements from time to time making changes to the procedures identified as necessary. This will support one of our key objectives – to work continuously to prevent work related injury and ill-health to our employees and other people.

All our workers are required to follow documented safe working procedures (where these have been adopted) and to report hazards.

Risk Assessment

We undertake risk assessments of all identified hazards related to work undertaken by our workforce. We eliminate these risks wherever possible. Where we cannot achieve this we implement suitable and sufficient control measures, based on these assessments, to reduce and manage, so far as is reasonably practicable, the risks to our workers and others. Our risk assessments are reviewed periodically and new work activities are risk assessed, as above.

We have listed the specific activities undertaken by our employees that are likely to carry significant risk. We have considered the risk from each of these activities and assessed whether the control measures are adequate or whether further action is necessary.

The results of all significant and completed risk assessments have been made known to our employees and are available for their reference. 

Risk assessments are reviewed annually and updated as required. They are also reviewed whenever circumstances have changed and following the investigation of any accidents or incidents that may occur.

Consultation

We have a duty to consult with our workforce on matters affecting their health, safety and welfare whilst at work.  To meet this obligation we have established a process for Managers to consult with employees about work-related health, safety and welfare issues.  We also use this system to deliver simple safety messages and rules through ‘one to one’ meetings and short training periods.

Defect Reporting

To ensure our workplace is maintained in a safe state, regular inspections are carried out. We encourage employees and others to let us know about their concerns for health and safety at work. We maintain a means for people to communicate concerns or defects to us through. This is regularly checked and the concerns considered.

Display Screen Equipment (DSE)

Some employees are users of display screen equipment. We provide standard equipment and all users are given information about the correct adjustment of the workstation and the correct posture for using it. All display screen users complete a Self-Assessment Questionnaire. Where these identify issues we work to resolve them or seek further advice. We recognise our obligation to provide employees with eye sight tests and corrective spectacles for DSE work if necessary.

Lone Working

We employ people who may, as part of their duties, have to work alone for all or part of the working period. We identify the risks to which these employees are exposed with the aim of eliminating these risks wherever reasonably practicable and reducing lone working activities to a minimum. Where lone working does take place we identify and implement systems to ensure that safe working and communication exists between the lone worker and their management. Affected workers have been notified of our arrangements for the management of lone working activities and that we require them to notify management of their concerns in this area so that we can improve our ability to make work operations and travel safer for them.

Manual Handling

From time to time some employees have to manually handle loads, in such cases we have assessed the risks to their health from this type of work. Where possible we have eliminated the need for manual handling, by providing mechanical handling equipment or by introducing alternative measures. Where we have been unable to do this we have provided work related training and instruction in manual handling techniques and have instructed employees not to attempt to lift items beyond their capabilities.

Work at Height

We have made arrangements to protect the health, safety and welfare of our employees and others against the risks involved in working at height. Wherever possible we avoid work at height. When it cannot be avoided, we consider the risk to our workforce ensuring that we train and instruct them to adequately plan, organise and carry out the work in a safe manner.

Young Persons

When we employ young people (under 18 years old) we use a checklist to assess and guide the measures we need to take to ensure their health and safety at work. We do not allow young people to operate dangerous machines unless as part of a formal training qualification and then only under close supervision. Young people are closely supervised whilst at work.

Where children under 16 take part in work experience programmes we will prepare a specific job description and risk assessment in agreement with the local Education Authority.

New and Expectant Mothers

Should any of our employees become a new or expectant mother we will take steps to ensure their continued health and safety at work. We use a checklist to assess and guide the measures we need to consider and undertake ‘one to one’ discussions and seek formal agreement, wherever possible, with the expectant or new mother to reduce their exposure to work related hazards.

First Aid

We have taken action to provide suitable first aid arrangements for our employees whilst at work and visitors who may be affected by our activities.  We have assessed the reasonable level of first aid provision required for our business and have made the appropriate arrangements.

Accidents, Accident Reporting and Investigation

Employees are instructed to report all personal injury accidents and near miss incidents that happen in the course of their work. All accidents are recorded and investigated, and where possible additional control measures or a safer system of work are implemented.

We understand our duties to report incidents under statutory regulations within the appropriate timescales. Details are set out in the Accident Book. If we are not sure whether an accident is reportable we call the Peninsula 24 Hour Advice Service for guidance.

Training

For our business to operate efficiently and effectively we need to have a trained and competent workforce. We recruit employees with the specific skills and qualifications appropriate for their job. On starting work they are given induction training, using the induction training pack which tells them about and how to recognise hazards and risks and what they need to do to eliminate, reduce and avoid identified risks. We also provide any additional training that may become necessary. All training is recorded.

Managing Temporary or Migrant Employees and Volunteers

Temporary and migrant employees or volunteers are only taken on if they have the specific skills and qualifications appropriate for their job. They receive induction training, using the induction training pack, including health and safety information and instructions and details of emergency and first aid procedures. We check that employees who do not have English as their first language understand what we tell them and our procedures. If they are involved in safety critical tasks, we assess their abilities ensuring they have the competence and understanding to perform in their role and communicate clearly with colleagues.

Equipment

We try to ensure that all equipment used in the course of our business is maintained in good condition, serviced to manufacturer’s schedules and is safe to use. The workforce is provided with suitable and sufficient information and training to enable them to use work equipment safely. They must not use equipment unless they have been properly trained in its use, including any safety related devices and guarding.

Employees have been given responsibility for ensuring that equipment issued to or used by them is maintained in good order. They have been told to report any defects or problems to their manager. It is our policy that defective equipment will be withdrawn from use until repaired or replaced.

Where we use equipment, such as pressure vessels and lifting equipment, which requires statutory examination at specified frequencies we make the required arrangements.

All equipment used is logged and copies of inspections and maintenance records are held. Training records are kept by the appropriate Department Manager.

Purchasing

When we purchase or hire new work equipment and materials, we consider the health and safety implications of its use. We also look to obtain the safest available equipment and substances.

We always obtain Safety Data Sheets for substances and similarly, technical data and instructions for work equipment. We consider the hazard and risk data that is provided, and inform and train our employees as necessary.

Occupational Road Safety

We ensure the safety of our employees whilst travelling by road in the course of our business (and to protect others who might be affected by their actions) from the hazards and risks surrounding occupational road safety. To do this we ensure only authorised and appropriately licenced drivers, use College vehicles for work purposes. We also ensure that all College vehicles are adequately insured, inspected and maintained.

Hazardous Substances and Occupational Health

In the course of business we may use a number of potentially hazardous substances. Some are used in such small quantities that they present no risk to health unless deliberately misused. We list and assess all of the chemicals and substances that we use. Where there are potential risks we implement suitable control measures and provide clear instruction and information to the workforce.

Where we use horticultural chemicals and pesticides that are approved only for professional use they are handled and used only by people trained in accordance with the requirements of the Food and Environmental Protection Act and following the DEFRA Code of Practice for Using Plant Protection Products.

Personal Protective Equipment

Some of the work we undertake requires use of personal protective equipment (PPE). This includes assessing the risk to those employees who work outdoors and are exposed to the sun or inclement weather. We provide appropriate PPE, with storage facilities and replacements free of charge. We instruct and expect our employees to use any PPE identified as necessary. Employees are responsible for the day to day care of the PPE issued to them, to report damage and to request replacements.

Contractors

From time to time we employ contractors to work for us or to do work on our behalf. We expect them to comply with our health and safety procedures and to have their own arrangements for safe and healthy working. Before a contractor is employed we ask them to provide copies of their health and safety policy, insurance and risk assessments and assess their ability to work safely and without risk to our staff and visitors.

Contractors are made aware of and are expected to follow our site rules. When arriving on site all contractors sign in and whilst working on college premises their adherence to our site rules is frequently monitored.

Stress

We recognise that we have a duty to take action to reduce and where reasonably practicable to eliminate ill health which is caused by work related stress. Where we believe an employee is showing signs of work related stress we have in place systems to discreetly monitor and assess individuals.  Where appropriate we seek to provide the necessary occupational health assistance and counselling programmes where required. 

PREMISES MANAGEMENT ARRANGEMENTS

Premises

We manage our premises to provide a safe place of work. We maintain the means of access and egress, the fabric of the building, ensure good house-keeping and provide suitable welfare arrangements that include adequate hot and cold water, drinking water, sanitary conveniences, hand washing facilities, facilities for eating and food preparation and heat, light and ventilation. The workplace is regularly cleaned, maintained, adequately lit and ventilated.

Electricity

The fixed electrical systems used in our premises have been inspected, tested and certificated by a competent electrical contractor.

Our employees are instructed to make a visual safety check of portable electrical equipment each time that it is used. They report defects to us for repair or replacement.

We have also implemented a formal system for the more thorough inspection and electrical test of portable electrical equipment. We keep an inventory of equipment and records of these inspections.

Gas

Gas appliances and supply pipes are subject to an annual safety check by a GasSafe™ registered engineer.

The main isolating controls are clearly marked and accessible so that the supply can be quickly isolated in an emergency.

Asbestos

We have surveyed all areas of the premises under our control to establish the location and condition of asbestos containing materials. An asbestos management plan has been developed to manage the risk of exposure to asbestos. Where employees may be exposed to asbestos containing materials asbestos awareness training is carried out and refreshed. We check regularly to ensure the condition of any asbestos remaining in the premises is maintained. Contractors coming to work for us are informed of its presence.

Plant and Equipment

All plant and equipment within premises under our control such as HVAC, lightning conductors, pressure vessels, passenger and goods lifts are inspected and maintained and records are kept.

Legionella

We have a duty to protect the health of our workforce and others affected by our activities from the risk of infection by Legionella Pneumophila from our hot water and cooling systems. We have to assess the risk of infection and attempt to eliminate that risk or implement suitable control measures. The control measures are reviewed at least every 12 months and the risk assessment every 2 years.

Waste

We have suitable arrangements in place for the collection and disposal of our waste.

Permits to Work

To protect our workforce and others from risks to their health and safety we have developed and implemented permit to work systems for all high risk work activities such as:

  • hot work on plant that has contained flammable or hazardous substances.
  • hot work anywhere on College premises because of the fire risk.
  • work on electrical distribution systems and high voltage installations.

Construction

We recognise that as a client for construction work (including building maintenance, refurbishment and demolition) we have specific responsibilities under the Construction (Design and Management) Regulations 2015. We make arrangements to comply with our legal responsibilities by ensuring that a competent person takes responsibility for managing each specific CDM project.

FIRE SAFETY ARRANGEMENTS

We have nominated the Domestic Bursar to take responsibility for coordinating fire and emergency arrangements and for the regular review of our fire risk assessment.

We have appointed a competent person to identify fire risks, potential emergency situations and people who may be affected.

We have completed action on all the issues raised in that assessment. The assessment remains current.

We have provided fire-fighting equipment, emergency lighting, emergency signs, adequate means of escape and evacuation procedures in accordance with our Fire Risk Assessment. 

We review our fire procedures and precautions every year and make sure that our Fire Risk Assessment remains valid.

Employees and students receive instruction in fire safety procedures as part of their induction. Fire drills are held regularly.

Details of the action we take to maintain our fire safety equipment, arrangements and procedures are kept in our Fire Safety Log-book.

Visitors receive information on fire safety on first coming to the college.

Where a person may have difficulty in using the ordinary means of escape, either permanently or temporarily, a personal emergency evacuation plan is developed with their input and communicated to fire wardens and those that need to know. Any persons required to assist in their evacuation receive suitable training.

Health and Safety Organisation Schedule

Overall responsibility

The following person(s) have overall responsibility for health and safety. They are responsible for the annual review and endorsing the health and safety policy.

Governing Body

A copy of the health and safety policy statement is displayed in:

Staff Room

A copy of our employers liability insurance schedule is displayed at

Staff Room

The location of the health and safety law poster is:

Staff Room

Management responsibility

The following person(s) are responsible for overseeing the management of health and safety and fire safety

Domestic Bursar

The following person(s) are responsible for the day to day management of health and safety. Their responsibilities are defined in their individual health and safety responsibilities and monitoring guides.

Title

Department

Accommodation & Conference Manager

Housekeeping

Master of Works

Maintenance

Head Porter

Porters Lodge

Head Chef

Kitchen

SCR & Hall Manager

SCR & Hall

IT Manager

IT

Development Director

Development

College Accountant

Accounts

Academic Registrar

College Offices / Bursary

Librarian

Library

Gardener

Gardens

 Guidance

Advice and guidance on all of the issues covered in our Health and Safety Management System (and more) plus the forms recommended to be used can be found in Guidance Notes and stationery which are available online at BusinessSafe Online.

Relevant Guidance Notes include;

1-1         Managing Safety and Health at Work

1-2         Managing Migrant Workers

1-3         Accident Reporting and Investigation

1-5         Workplace Health and Safety Consultation

1-6         Hazard Reporting

1-7         Occupational Health & Health Surveillance

1-9         Purchasing

1-10       Risk Assessment

1-11       New and Expectant Mothers

1-12       Young Persons

1-14       Health and Safety Training

1-17       Personal Protective Equipment

1-19       Employing Temporary Staff

2-1         Fire Risk Assessment

2-2         Fire Safety, Arrangements, Procedures and Management

3-1         First Aid at Work

3-6         The Control of Waste

3-8         Staff Amenities and Rest Rooms

3-15       Premises

4-1         Electrical Safety

4-2         The Provision, Use and Maintenance of Work Equipment

4-20       Working at Height

5-9         Manual Handling

5-11       Display Screen Equipment

5-16       Asbestos in Buildings

5-19       Aggression and Violence

7-2         Control and Management of Contractors

People with health and safety responsibilities can also obtain advice from our Peninsula Health and Safety Consultant, or by contacting the Peninsula 24 Hour Health and Safety Advice Service by phone on 0844 892 2785.

Reviewed: 23 May 2018

JRF Policy

Aim

This note states the procedures to be followed to establish, fund, recruit, select and review Junior Research Fellow (JRF) posts.

Policy

The College aims to encourage the next generation of academics, nurturing their talents and supporting their research by appointing them to fixed term non-stipendiary or stipendiary Fellowships. Junior Research Fellowships are available to early career researchers who are close to completing their doctorate or have obtained it in the last two years at the time of appointment. JRFs are appointed for three years and are non-renewable. Non-stipendiary JRFs must hold an appointment within an Oxford Faculty/Department and their Fellowship is co-terminous with their University appointment.

JRFs can provide important support for the undergraduate and graduate teaching within the College and the College encourages such engagement as part of their career development. Stipendiary JRFs may have a requirement to be involved in undergraduate teaching, admissions and outreach and/or to act as a college graduate advisor.

The number of JRFs and RFs at any one time should not normally exceed 10.  The number and subject spread of JRFs and RFs will be reviewed annually, and proposals for future appointments will be considered annually in Michaelmas Term by Academic Committee.

Administration of JRFs will be managed from the College Office. 

Allowances

JRFs will be members of the SCR and are entitled to free lunch and dinner at the Common Table when the kitchens are open. JRFs will receive the Hospitality Authority and can claim Research Expenses and Book Expenses. Allowance and expenses levels are the same as those provided to Official Fellows of the College and will be reviewed annually by the Remuneration Committee. JRFs are eligible to apply for funding through the Small Grant Research Fund. Stipendiary JRFs are eligible to join the College’s Private Health Insurance scheme. Living accommodation will not be provided to JRFs except in exceptional circumstances. Office space will be provided for stipendiary JRFs. Office space cannot be guaranteed for non-stipendiary JRFs and will not be provided to those with Faculty or Departmental provision.

Process – appointment of a non-Stipendiary JRF[1]

Key stages in the process are:

Advertise in late Hilary Term Review of applications by relevant Fellows in early Trinity Term

  • Costing/budgetary provision.  College Accountant estimates total cost.
  • Ratification.  Academic Committee and Governing Body sanction further work and need.
  • Funding.  Where funding is contingent on philanthropic support the Development Office or College Accountant will confirm funding is in place fully, or at the 40% of the required funding level ‘watermark’ with a high assurance of the remaining 60% being raised, before initiating recruitment.
  • Recruitment.  Advertise role, recruit and appoint.
  • Review.  An annual review of JRFs will take place at Academic Committee in Michaelmas Term

    [1]Non-stipendiary JRFs must hold an appointment within, or have an association with, an Oxford Faculty/Department.  Evidence of this and of their financial support will be required.

Process – appointment of a stipendiary JRF

Requests for new stipendiary JRFs should use the standard form.  Key stages in the process are:

Proposal.  A brief narrative statement of the need, outline of the supervisory arrangements, work location, support needs and details of the desired skill set.  Submitted by the sponsor to the Academic Registrar. 

Consideration and final selection of JRFs to be made by Academic Committee in 4th week of Trinity Term.

Reviewed: 17 June 2020

Library Membership and Access Policy

Aim

The primary aim of Corpus Library is to support the current members of the college in their learning, teaching and research. As the intellectual heart of the college, it also aims to preserve its historic collections, and to make them available to the wider scholarly community. Reader spaces are limited and its resources (including staffing) are finite, so naturally there have to be restrictions as to what facilities we can offer various individuals and groups outside our core membership.

Policy

Corpus Library is available to all current members of the College (i.e. junior members, senior members and staff), and is usually accessible 24 hours a day on a reference basis1. It is also available to those with formal connections to the College e.g. visiting fellows, JRFs, emeritus and honorary fellows, lecturers, staff, research associates, visiting and exchange students, associate students of the college, members of the Classics Centre and groups such as the affiliated Stanford students. All authorised members should have appropriate Salto cards or fobs to access the Library.

Not all members may have borrowing rights. We have to balance the various demands on resources, and be able to recall and recover books on loan. This is to ensure that the needs of the current students remain the primary focus of the library service. Details of the various memberships can be seen in the table below.

Others with a connection to the College can apply to the Librarian for permission to have temporary membership of the Library on a read-only basis (i.e. they may not borrow any material). These include former fellows and old members. Such requests are considered on a case by case basis. Those requesting membership must be of good character, and be in good standing with the College. Requests will be balanced against the need to ensure that stock and reader spaces remain available for current members. (E.g. old members or former fellows staying in college and wanting access for a few days (or for longer stretches in vacations) are likely to be approved, but old members resident in Oxford and requesting on-going access are likely to be referred to the Bodleian Libraries.) Requests for on-going membership will be referred to the Fellow Librarian. Possession of SCR membership alone is not a sufficient criterion for membership of the Library.

Old members are welcome to make brief visits to the Library with family and friends, either by telephoning from the Lodge or by arranging access in advance. Current members may also provide brief tours to colleagues, friends and family. Permission should be sought in advance from library staff.

Those who are not members of the college (including members of Oxford University) may apply in advance for an appointment to consult specific items from the modern collection; items will be collected in advance and readers will be supervised (items may not be borrowed). Requests for items available in the Bodleian Libraries will be referred elsewhere. Appointments are dependent on staff availability, and the condition of the item requested. Requests for on-going access may be made to the Fellow Librarian. Pressures on space and collections, as well as security concerns given the uninvigilated nature of the library, mean that such requests are unlikely to be approved.

Anyone (including current members) who wishes to consult the special collections (archives, manuscripts, and early printed books) must follow the procedures detailed on the Library web pages; enquirers may be referred to surrogates (e.g. digital images, microfilms) where these exist.

Reviewed: 13 November 2019

Outreach Policy

Aim

To set out a framework within which the College’s outreach activities can be contained.

Policy

In order to support applications from suitable candidates from all backgrounds, particularly those that are under-represented, the College shall engage in a variety of outreach activities and initiatives for both pre-16 and post-16 students and their schools and colleges.  This shall include visits from schools to the College, outbound visits to schools and involvement in collaborative projects. Special focus shall be given to the regional outreach areas in which the College has an established presence (the local authorities of Manchester, Oldham, Stockport, Salford, Trafford, Tameside, Derby, and Derbyshire). Whenever possible the College should work alongside other colleges, specifically through continued and committed support to the Oxford Pathways Programme, and within initiatives co-ordinated by the University. Subject and discipline specific initiatives, such as the Northwest Science Network, shall be continued and extended, and involvement by subject tutors encouraged. An important and cost-effective area for outreach in future shall be the College’s online and social media presence, the development of which will be a matter of emphasis.

Reviewed: 14 February 2018

Privacy Policy

Aim

Corpus Christi College, Oxford University is committed to protecting and respecting your privacy. This policy (together with any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

The website hosted at http://www.ccc.ox.ac.uk/ is owned and operated by Corpus Christi College.

Policy

Information we may collect from you:

We may collect personal information from you in the following ways:

When you make a phone call or send an e-mail to seek information about our courses; Recruitment and employment; You have used our services of any type; Through our use of the Cookies on our website (please see the Cookies section below); Through your request for publications and other marketing materials; Through your request for information about our open days and related topics and events; Through your registration for events; Through your contacting us with enquiries and comments; Through completing our admissions process; Through course enrolment; If you have made a donation to us.

Where we store your personal data:

The data that we collect from you will be processed and stored at our properties within Oxford, UK.  Information pertaining to alumni and supports of the College is hosted on secure servers off-site but within the EEA .  It may also be processed by persons operating in the EEA who work for us or an organisation we have instructed. If we do send your personal data outside the EEA we will take steps to ensure that the recipient implements appropriate measures to protect your information.

Uses made of the information:

We also process data pertaining to our alumni and supporters of the college. If you wish to find out further information about what we collect and how we use Development information please see our Privacy Notice for Development and Alumni Relations.

If you take one of the steps mentioned above, we may collect and process personal information about you such as:

Your name, address, email address and other contact information; Protected characteristics; Records of your correspondence with us, if you have contacted us; Any circumstantial information you voluntarily provide to us to support a mitigating circumstances application which may include but is not limited to health information such as medical evidence, supporting evidence that you are in bereavement. This information may vary depending on the nature of your mitigating circumstances ; Interests based on Cookies; Details of your visit to the website; Multimedia files such as photographs and video footage if required for the course; Information about your service user experiences and Any other information provided to us when you contacted us to enrol on our courses or such as age, disability, information as to why you would like to do this course and details of your qualifications.

We will process any of your personal data, in accordance with our obligations under applicable data protection laws and regulations, for the following reasons: to provide you with the services you have requested; to comply with applicable laws and regulations; for administrative purposes; to assess enquiries; and to provide you with information about us and our services.  We use data that is shared with us, together with publicly available information and recommendations from staff and supporters, to identify individuals whom we believe may have the interest and financial capacity to make a gift.  If, at any time, you do not wish to receive further information about us and our services, contact us at college.office@ccc.ox.ac.uk.  Alumni should contact the Development Office (development.office@ccc.ox.ac.uk) if they wish to remove their data.

How long we keep your information:

We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation).

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

Disclosure of your information:

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any agreements; or to protect the rights, property, or safety of Corpus Christi College, or others. This includes exchanging information with other organisations for the purposes of safeguarding or other statutory regulations we have to comply with.

Sharing your information:

There are times when we have to report to our partners and regulators or other relevant bodies how we have used our funds/budgets and in those circumstances, we will report your information either aggregately or anonymously or, in an identifiable format but with your permission.

We may share your information according to operational and business needs with relevant third parties with legitimate justifications. If you register on a course run by Corpus Christi which is  validated or accredited by and/or in partnership with another institution or organisation such as Oxford University or any of our other partners; your data will be shared with that institution for operational purposes. If you need further information in this regard, please contact us on college.office@ccc.ox.ac.uk and we will assist you further.

Your Rights:

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise the right at any time by contacting us at college.office@ccc.ox.ac.uk.

Modifying or removing your information:

You have the right to withdraw any consent given with respect to our use of your personal data. Furthermore, you have the right to request the modification or deletion of your personal data in the event it is incorrect or processed without your consent.

To modify your personal data, or to completely opt-out of Corpus Christi using your personal data, please contact us via college.office@ccc.ox.ac.uk.

Accessing your data:

In line with your ‘Right to Access’ your personal information, you can always request to see a copy of the personal information we hold on you by contacting us via dpo@ccc.ox.ac.uk

Once we confirm your identity, we will supply you with a copy of personal requested we hold on you within 30 days.

Cookies:

Corpus Christi’s website uses cookies to record visits to the website. This helps us to improve the website and provide you with a good experience when you browse the website.

Please see our Cookies Policy for more information.

Changes to this privacy policy:

This privacy policy was last updated on 27th July 2018. Corpus Christi reserves the right to vary this privacy policy from time to time. Such variations become effective on posting on this website. Your subsequent use of this website or submission of personal information to will be deemed to signify your acceptance to the variations.

Contact:

Questions, comments and requests regarding this privacy policy should be addressed to college.office@ccc.ox.ac.uk.

We hope that you will not ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to dpo@ccc.ox.ac.uk and addressed to our Data Protection Officer, Mr Simon Buchanan. We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns

If you need further information about Corpus Christi and how we manage your personal data please visit:

Our Cookies Policy
Our Alumni Privacy Policy Statement
Contact us page where you can contact to enquire about our Fair Processing Notices/Privacy Statements

For more information contact our Academic Registrar at college.office@ccc.ox.ac.uk

Reviewed: 27 July 2018

Relationship with old members Policy

Aim

The College acknowledges that its alumni are by default members of the College for life and it maintains a policy of active engagement through continued access to its premises, invitations to events and a range of communications designed to deepen that relationship over the long term. However, such benefits to its Old Members that the College may offer from time to time are to be regarded as a privilege and not conferred as a right. As part of that process of engagement the College may accept donations of money or other gifts, subject to the conditions laid down by the Charities Commission or other regulatory bodies.

Policy

If an Old Member conducts him- or herself in a manner which could be harmful to the College, its members or its wider reputation, the College may decide to terminate its relationship with the Old Member either permanently or for a fixed period of time.

Criminal Activity

  • Conviction for a criminal offence where the offence is determined to be non-summary (or if the offence occurs overseas, its equivalent);
  • Theft from or of College property;

Behaviour disruptive to the Life of the College

  • Disruptive or offensive behaviour during College or University-organised events;
  • Harassment of current members of the College or its staff;

Reputational Damage

  • Disbarment from a professional organisation for grave misconduct or similar;
  • Other conduct such that the College determines that a continuing relationship would represent a serious reputational risk in the eyes of other members or in the eyes of the public more generally.

The determination as to whether such conditions have been met will be made by the President, acting with the advice of the Development Director.

Senior members of the College and staff are under an obligation to advise the President if they become aware that a situation has arisen which might give rise to any consideration for action that could be taken under this policy.

If it is determined that relations with an Old Member should be severed (either temporarily or permanently) then the President will write to that individual setting out the grounds for that decision. In such cases any future gifts by the individual to the College during the severance of the relationship shall be refused. The College also reserves the right to return any previous gifts made by the individual.

If the President deems that the behaviour of the Old Member is such that it does not warrant a complete termination of relationship, a suspension (permanent or otherwise) from future College events or exclusion from College premises may be implemented instead.

Moneys Owing to the College

Where an Old Member has incurred a debt to the College, and no satisfactory arrangement for the settlement has been made, the College may suspend him or her from attendance at College events. The College also reserves the right to take measures to recover monies owed by Old Members to the College, up to and including referral to a third party collection agency and the use of the County Court where there is no reasonable reason for non-payment.

Reviewed: 28 May 2019

Research Associates Policy

Aim

This note states the procedures to be followed to select and review Research Associate (RA) positions.

Policy

The College aims to encourage the next generation of academics, nurturing their talents and supporting their research by appointing them to fixed term non-stipendiary Research Associate positions. Association is available to research assistants, post-doctoral researchers and departmental lecturers from within the University who do not have any college affiliation. Research Associates are appointed for one year and can be renewed for one further year.  The scheme is not advertised externally; Fellows may propose candidates to Academic Committee via the Senior Tutor.

Proposed candidates will be assessed according to a criteria of research ability and subject-fit within the wider college community.  Research Associates will have no formal responsibilities to the College.

 The number of Research Associates at any one time should not normally exceed 8.  The number and subject spread of Research Associates will be reviewed by Academic Committee annually in Michaelmas Term at the same time as proposals for future appointments.

Administration of Research Associates will be managed from the College Office. 

Benefits

  • RAs will be members of the SCR and entitled to one free lunch and one free dinner at the Common Table when the kitchens are open.
  • Neither office space or living accommodation will be provided to RAs.

Process – appointment of Research Associates

Key stages in the process are:

  • Circulate Fellows during the Long Vacation seeking nominations.
  • Review of nominations by Academic Committee in 0th week of Michaelmas Term.

Process – reappointment of Research Associates

Key states in the process are:

  • Circulate Fellows during the Long Vacation to find out if they wish to recommend renewal of the Research Associates association.
  • Review of the recommendations by Academic Committee in 0th week of Michaelmas Term.

Process – end of appointment

At the end of the appointment the Research Associate and the Fellow who nominated them are required to write a report on the benefits of the Research Associate’s association with the College.

Created 23 October 2019

Research Fellow Policy

Aim
This note states the procedures to be followed to recruit, select and review Research Fellow (RF) posts including the Medical Research Fellow.

Policy
The College aims to encourage the next generation of academics, nurturing their talents and supporting their research by appointing them to fixed term non-stipendiary or stipendiary Fellowships. Research Fellowships are non-stipendiary and are available to early and mid-career researchers who hold an established position within the University or are the holder of significant funding, e.g. a Leverhulme Early Career Research Fellowship associated with the University. RFs are appointed for three years, and their Fellowship can be renewed for up to a further three years. The Fellowship is co-terminous with the Fellow’s University appointment or funding.

RFs can provide important support for the undergraduate and graduate teaching within the College and the College encourages such engagement as part of their career development.

The number of JRFs and RFs at any one time should not normally exceed 10.  The number and subject spread of JRFs and RFs will be reviewed annually, and proposals for future appointments will be considered annually in Michaelmas Term by Academic Committee. 

Administration of RFs will be managed from the College Office.  

Allowances 
•    RFs will be members of the SCR and are entitled to free lunch and dinner at the Common Table when the kitchens are open.
•    RFs will receive the Hospitality Authority and can claim Research Expenses for their initial appointment; should their Fellowship be renewed they will only receive the Hospitality Authority.
•    Allowance and expenses levels are the same as those provided to Official Fellows of the College and will be reviewed annually by the Remuneration Committee.
•    RFs are eligible to apply for funding through the Small Grant Research Fund.
•    Living accommodation will not be provided to RFs.
•    Office space will not be provided to RFs.  

Process – appointment of an RF
Key stages in the process are:
•    Recruitment.  Action to publicise role, recruit and appoint.
•    Recommendation/Proposal. A Fellow of the College can propose to the Academic Committee and then to the Governing Body the election of a Research Fellow.

Process – re-appointment of an RF
Key stages in the process are:
•    Review.  RF required to write a report on their research over the period of their Fellowship.  A small group consisting of the President and two Fellows in relevant subjects will meet with the RF to discuss their report and research progress.
•    Renewal. Subject to a satisfactory review the RF can be renewed for up to three further years, or, in exceptional circumstances could be recommended to the Academic Committee for election as an SRF 
 

Created: 23 October 2019

Safeguarding Policy

Aim

The College is committed to providing a safe environment for all adults at risk (as defined by the Department of Health) and children (A 'child' is any person under the age of 18; 'children' are to be construed accordingly. Particular care shall be afforded to a child under the age of 16.). The College may encounter adults at risk and children through its teaching, research, outreach, access or other activities. The College cannot act ‘in loco parentis’ and ultimate responsibility for children rests with those who have parental responsibility. This Code of Practice seeks to support activities involving adults at risk and children, and to offer assurances to staff, students, volunteers and visitors that safeguarding will be dealt with effectively and in a timely manner. 

The College has a designated Safeguarding Lead (the Domestic Bursar) and a designated Safeguarding Coordinator (the Outreach and Admissions Officer) who will work with other agencies where appropriate to achieve its aims. A full breakdown of the responsibilities and contact details of the Safeguarding Coordinator and Safeguarding Lead can be found in Annex A.

This Code of Practice should be read in conjunction with other College and University of Oxford policies referred to within this Code of Practice, or listed below. 

Policy and Summary

Any member of the College who has responsibility for organising an activity (this includes any event organised by, or hosted at, the College, both in-person and ‘virtual’ or online) involving adults at risk or children must nominate an individual to act as the designated safeguarding lead for the activity. In the case of College outreach activity, this will usually be the Safeguarding Coordinator (the Outreach and Admissions Officer), with support from the Safeguarding Lead (the Domestic Bursar).

Activities run by the college should:

•    be designed so that appropriate training and supervision is available to those working with adults at risk or children; 
•    minimise occasions on which members of the College will need to work alone in an unsupervised way with adults at risk or children; and
•    be appropriately risk assessed.

Every activity run by the college which involves adults at risk or children should be risk assessed and the assessment should consider how the risks identified can be minimised and should also comply with the local processes for reporting concerns, as well as taking account of Health and Safety considerations. Training requirements and records of training undertaken should be recorded in the risk assessment.

Activities run by external groups staying at the college (for example summer schools) are expected to have their own safeguarding leads and procedures, but should be explicitly informed prior to arrival that this is the College’s expectation. They should be provided with relevant local/university safeguarding contact details and/or the generic College visits Risk Assessment if requested.

Training, Administration and Staff Awareness

Completed risk assessments should then be available to all visitors, staff or volunteers involved in the activity.

Guidance on health and safety for young people can be found on the University Safety Office website.
 
Any pre-employment or pre-activity checks should be carried out in accordance with the University’s guidance.

Adults at risk and children who are participating in a College activity must have access to clear information about how, and to whom, they can report concerns about any member of the College or University with whom they will be interacting. The contact details of the Safeguarding Lead and the designated Safeguarding Coordinator for the activity should be given.

Any member of the College who will be planning activities with children should have completed the online ‘Introduction to Safeguarding’ training provided by Oxford Safeguarding Children Board, together with any additional training that may have been identified by the risk assessment process, as per the guidance below.

As of October 2017, the appropriate courses are as follows:

o    For all members of College who come into contact with children in any sustained capacity as part of their work or activities: ‘An Introduction to Safeguarding’ e-training (Level 1), completed online and refreshed every 3 years.

    This applies to the Outreach and Admissions Officer, the Assistant Outreach Officer, Lodge staff, and may apply to other staff or students, such as Student Ambassadors. It could also be considered to apply to Peer Supporters and Junior Deans/Wardens (in relation to under-age undergraduates) or to department heads (in relation to apprentices or interns)

o    For the College’s Safeguarding Lead and Coordinator(s):  the above training and ‘Generalist Safeguarding Training (Level 2), to be refreshed every 3 years 

o    For those involved in regulated activity with children or young people (regulated activity is defined as regular unsupervised contact with children i.e. 3 or more times in a 30-day period): additional training should be provided by a member of staff who has undergone the above training and ‘Generalist safeguarding training’ (Level 2,) i.e. the Safeguarding Lead or Coordinator.

    Those who may undergo this training may be, for example, Science Residential student mentors and ambassadors during the Interview Period.

Activity organisers may wish to arrange additional training as and when they or their supervisors feel it is appropriate.

Training should be recorded and monitored by the Safeguarding Coordinator.

Catering staff and scouts, due to the nature of their roles, are not expected to undergo training as their contact with adults at risk or children does not extend to running activities or sustained/significant levels of engagement. 

Administration (DBS Checks) and Awareness

The Outreach Officer and Assistant Outreach Officer are frequently involved in Regulated Activity of a specified nature with children, including at times responsibility for their supervision. The Outreach Officer and Assistant Outreach Officer should therefore always have an enhanced DBS check.

During the Interview Period there will be a male and female Subject Ambassador ‘on-call’ each night as Site Managers. They will respond to call-outs with all under 18 or at-risk adult interviewees and therefore all Subject Ambassadors will require enhanced Disclosure and Barring Service (DBS) checks.

Where students are attending an event where at least one teacher/staff member from their organisation is present, the teacher(s)/staff are informed prior to the event that they have primary safeguarding responsibility. This statement will be used for school groups and Conferences bookings alike, where applicable.

Where students are staying overnight unsupervised by school or external organisation staff, i.e. during residentials (9th week Hilary and Trinity) or the Interview Period, Conference bookings will not be taken. The College accepts that there is a possibility undergraduates granted vacation residence may still be in accommodation buildings. The College will ensure:

a)    The parent(s)/guardian(s) have been notified that their child is not under direct supervision at all times and that there is a possibility of undergraduate students being accommodated in the same building;
b)    Undergraduate students still in residence will be notified that underage students are residing within the College There is a male and female DBS checked member of staff working the event staying overnight (Site Managers). These will be student ambassadors employed by the College to work on the event;
c)    Participants attending the event will be informed who the Site Managers are and how they can contact them if there is an issue overnight.  The Site Managers will undergo additional safeguarding training to ensure they know how to respond correctly to any overnight issues. 

Where possible, when children or adults at risk are staying in College accommodation for residential visits or events, Scouts should aim to clean rooms while the children/adults at risk are not present in the room. If this is unavoidable, scouts must ensure the door is kept open at all times whilst they are in the room. If maintenance staff are required to attend to the room, maintenance staff must ensure they are in pairs and the door is kept open at all times.

Procedure for under 18 undergraduate students

In terms of safeguarding, there is a difference between an under 18 student attending an event in College and an under 18 student attending the College as an undergraduate, due to the vastly increased level of sustained interaction with the latter, the difference in their status and the College’s responsibility towards them. A separate guidance document has been produced for such students and an individual risk assessment should be produced for each under 18 undergraduate student before they arrive in College. The relevant documentation (Guidance Document and Consent Forms, Individual Risk Assessment Template, Admissions Policy) can be found on the College website.

Prevent

Corpus Christi College has a statutory duty to have due regard to the need to prevent people being drawn into terrorism. Prevent is about supporting and protecting people who might be susceptible to being drawn into terrorism. Our Safeguarding responsibilities in this area apply particularly to any under 18 or adult studying at the College who for whatever reason may be vulnerable to, or at risk of, being drawn into terrorism. Prevent is considered by the College as a form of safeguarding since it aims to stop and safeguard against vulnerable people being radicalised. 

Corpus Christi College is committed to implementing practices to meet requirements under “Prevent Duty”. The College is also committed to ensuring that freedom of speech within the law is secured for members of the University and visiting speakers. However, preventing terrorism will mean challenging extremist (and non-violent) ideas that may lead to people moving from extremist groups or from extremism into terrorist-related activity. 

The collegiate nature of the university and tutorial teaching system allow for a significantly higher than average quantity of staff contact time with students, compared to other HE institutions. Staff are therefore in a stronger position to notice a change in behaviour in a student. If a staff member is concerned about a student or have noticed a change in their behaviour, or if a student has said something to give cause for concern, it is the responsibility of that staff member to share their concerns with our Dean of Welfare, in accordance with our welfare procedures.  

Most welfare concerns raised are not Prevent related and the student(s) in question will then be monitored and supported following the College’s well-established welfare procedures. If it seems appropriate to respond to a concern in relation to Prevent, the College Welfare team will investigate internally through dialogue with colleagues in the College and University to build a clear picture. If the concern appears Prevent related, the Dean of Welfare or Prevent Lead will contact the University’s Prevent Lead and will discuss the most appropriate and supportive actions. 

Safeguarding Concerns and Reporting

Reporting Safeguarding Concerns - Events

Any member of staff working on, or present at, an event with under 18s is responsible for reporting any behaviour, incident or conversation that gives them cause for concern for the welfare of a child or children attending that event, to a member of Safeguarding staff, as soon as possible and ideally before the child has left the College. A publicly displayed advice sheet will be available in the Lodge and other prominent sites in College to ensure all staff are aware of how to proceed if they are concerned for the welfare of a child.

Any Safeguarding Concerns (whether incident, observation or disclosure) should be recorded in the online Safeguarding Report Log as soon as possible after the incident, observation or disclosure. This record should include as detailed, accurate and objective a report as possible. The Safeguarding Lead and Coordinator should both be able to access the Safeguarding Report Log.
 
Dealing with suspicions or allegations of abuse

Those working with children and adults at risk may:
•    have alleged abuse disclosed to them;
•    suspect abuse is being carried out; or
•    be accused of abusing those in their charge. 

Whilst these issues may require very different courses of action, it is essential that the safety and welfare of the child or adult at risk is prioritised. The risk assessment for any activity involving adults at risk or children should identify at least one individual who will act as the key contact point to deal with such matters, usually the Safeguarding Coordinator. The Safeguarding Coordinator is responsible for nominating deputies to ensure that a nominated individual is available during normal working hours, to ensure that all allegations can be dealt with without delay.

Any allegations or suspicions of abuse must be reported without delay to the nominated safeguarding contact for the activity, who is responsible for ensuring that concerns and allegations are escalated to the appropriate senior members of the College and to the University Safeguarding Officers, if appropriate, without delay. Allegations against or abuse involving a Fellow or member of staff or student should be reported directly to the Safeguarding Lead and may also need to be reported to the Harassment Advisors, who may provide support during any investigation.

Any allegations or suspicions of abuse must be reported without delay to a relevant person, as listed below, who must then take prompt action.

•    Where an adult at risk or child discloses alleged abuse, or a member of the College suspects abuse, this should be relayed to the Safeguarding Officer who will refer to the Safeguarding Lead. The Lead will assess and, where appropriate, contact the relevant statutory agency for advice.  

•    In the event that an allegation is made against College Fellows, staff, students, volunteers, or academic visitors this must be referred to the Safeguarding Lead who will assess and, where appropriate in cases involving children, refer the matter to the Multi-Agency Safeguarding Hub.  This referral must be made within one working day of the allegations being made. The Local Area Designated Officer will advise on the appropriate action to be taken. In cases involving adults at risk of harm, referral will be made to the relevant statutory agency.
 
•    In the event there is a risk of immediate serious harm to a child or an adult at risk the emergency services should be contacted via 999 or the police via the 101 service. Anybody can make a referral in these circumstances. The Safeguarding Coordinator and designated safeguarding lead for the particular activity should then be notified of the case.

The Safeguarding Lead will share information as appropriate with relevant colleagues to ensure that the relevant authorities both within and outside of the College are involved and that any necessary processes can be followed (for example, depending on the nature of the allegations, it may be necessary to make a disclosure to the Disclosure and Barring Service.) 

Appropriate records will be retained in accordance with the College’s above stated reporting guidelines and with the University’s Data Protection Policies. Where the matter may relate to both Fellows/staff and students, the Safeguarding Coordinator will agree on where the file will be kept.

Useful links
External agencies
•    Oxfordshire Multi-Agency Safeguarding Hub 
•    For children: Oxfordshire Safeguarding Children Board 
•    For at risk adults: Oxfordshire Safe from Harm
•    Prevent: Revised Prevent Duty Guidance, April 2019

University of Oxford policy statements and codes of practice
A list of the University’s key policies can be found on the University website. The following are of particular relevance:
•    University Harassment Policy and Procedure
•    University Equality Policy
•    University Data Protection Policy
•    University Public Interest Disclosure (‘whistleblowing’) Policy
•    Safety Office: Health and Safety of young people and children
•    Policy on the ethical conduct of research involving human participants and personal data
•    Staff-student relationships
•    IT guidelines on handling illegal material  
•    Personnel guidance relating to recruitment and pre-employment screening

Reviewed and revised: 27 May 2020

 

Student Transfer Policy

Aim

To explain how transfer requests to the College will be dealt with.  The College will only consider requests in exceptional circumstances, and will require completion of a formal admission process before any decision can be made.

Policy

We do not accept undergraduate or graduate students on taught courses who wish to transfer during their course from institutions outside of the University of Oxford.  However, such students are welcome to apply for a place at the start of a course during the normal gathered field of applicants for that course.

We will only consider applications from graduate students on research courses who wish to transfer during their course from institutions outside of the University of Oxford if their research supervisor is, or will be, a member of the University.

We will only consider applications from undergraduate or graduate students on taught courses who wish to transfer during their course from another Oxford College to Corpus if their current College does not normally offer the subject that they are, or will be, studying.

We do not normally accept graduate students on research courses who wish to transfer during their course from another Oxford College to Corpus except for specific reasons such as receipt of a College award or scholarship.

Reviewed: 29 January 2020

Undergraduate Interviews Policy

Aim

To ensure all candidates are treated equally during the admissions process.

Policy

The College should adhere to the University’s policy for interview arrangements for candidates from the UK, EEA, Switzerland, and overseas: www.ox.ac.uk/interviews . If shortlisted:

All tutors and other persons involved with the Undergraduate Admissions process are required to take an online course accessed on the Canvas platform. It is the responsibility of the senior tutor in each subject to ensure that this happens. No single interviewer interviews should take place. The second person could be either a second interviewer or a passive observer/note taker. The relevant online training course should be undertaken.

  • All candidates for Medicine must attend interviews in Oxford.

Candidates from the UK, Switzerland and EEA must attend an interview in Oxford for their application to be considered. Candidates (except applicants for Medicine) from other regions of the world should be invited to attend an interview but are not required to do so.  For candidates unable to attend, the College should consider interviewing candidates over the internet through Microsoft Teams, but candidates should be aware that such an interview cannot be guaranteed.

Reviewed: 13 November 2019

Visiting Student Policy

Aim

To provide a clear statement on the status of Visiting Students within the College.

Policy

The admission of Visiting Students is covered by the College’s current Admissions and Access policy. A maximum of 3 Visiting Students will be admitted in any academic year and for the whole academic year only.

All Visiting Students are full members of the College.   Visiting Students are not matriculated by the University but are recognised by the University as Registered Visiting Students.   They have access to University facilities, such as libraries, lectures and laboratories, as specified in the University of Oxford Examination Regulations.

Visiting Students will follow at both the College and University level, as far as possible, a normal programme of undergraduate study, as directed by the Tutor(s) in their subject.

Visiting students are liable for University and College fees which are set each year by the University.

Visiting students are charged for food and accommodation at the same rates as all undergraduate/graduate students.

Reviewed: 13 November 2019

Welfare Policy

Aim

Corpus Christi College aims to provide suitable welfare support to all members of the College community whether they are experiencing poor physical or mental health or require support on compassionate or other grounds.  The well-being of students and staff is important in order to ensure they are able to thrive academically, professionally and personally. 

Policy

Sources of support

Welfare support is co-ordinated by the Dean of Welfare and is provided by a range of senior and junior members, providing both youth and experience: Tutor for Welfare, College Doctors, College Nurse, on-site Counsellor, Academic Registrar, tutors, peer supporters, JCR/MCR Welfare representatives as well as the University Counselling Service and Disability Advisory Service.

Confidentiality

The welfare team encourages students to allow them to share information with relevant officers within the College, if this is in the best interests of the individual and/or others. This will be carried out with discretion, will be limited to those who need to know and to facts that are pertinent to the current situation. If the Junior Member, nevertheless, asks the team not to share any information a clear explanation will be given of the significant limits to the support and services that can be provided without appropriate disclosure. In exceptional circumstances, it may be necessary to break confidentiality i.e. if a student’s safety is at risk or if required by law.

GP service

To ensure that health care is readily accessible to all students the college has formal links with the National Health Service General Practice at 9 King Edward Street (referred to as the College Doctors) and all students are requested to register with this Practice. Although College Doctors are independent general practitioners they are experienced in the care of university students. They know the college system well and can liaise, with students’ permission, with college officers over mental and physical health issues. They can refer students to other agencies and to specialist health services, provide medical certificates e.g. in respect of examinations and to funding bodies if study is suspended or in support of disability-related funding and they can advise the College on a student’s fitness to study.

College Nurse

The College Nurse is employed through OxFED.  She is available for consultation during weeks 0 – 9 (Mon-Fri) and plays a varied role in supporting students with health matters, including referring students to appropriate services and continuing to be involved with the student’s care as it progresses.

Counselling

College is committed to specialist psychological and emotional support being available when required and believes that is best served by funding and collaborating with services such as the University Counselling Service so that students have access to a range of professionally qualified and accountable practitioners who are familiar with the University setting and to a variety of models and practice that can be matched to their needs. An on-site Counsellor from the University Counselling Service has a surgery one afternoon a week during term time in College by appointment and also provides workshops on mental health issues.  With permission, the Counselling Service works with the welfare team, tutors and advisors to ensure coherent support for individual students. In addition, through its linked counsellor scheme, it is a valuable source of advice and guidance for those who are engaged in first-line support.

 

Extent of capability or competence

The welfare team will refer students to specialist services when the limits of its competence have been reached. When appropriate referral pathways to, for example, specialist health services are unavailable it cannot, nor would it be appropriate, for it to attempt to fill the gap by providing services beyond its competence.

Fitness to study

Where there is evidence that a Junior Member is consistently unable to do so and that their physical, mental, emotional or psychological health or state is having an unacceptably deleterious impact upon the health, safety and/or welfare of the student and/or other students and/or University or college staff (not withstanding adjustments required by law), it will consider whether action under the College’s Fitness to Study policy is appropriate.

Disability support

College has a specific legal responsibility towards students who have conditions that fall within the definition of "disability" under the Equality Act 2010. It subscribes to The Common Framework for Supporting Disabled Students and works with the University’s Disability Advisory Service to provide support for students with a wide range of disabilities.

Prevent Duty

The College has a duty to have due regard to the need to prevent people from being drawn into terrorism. Prevent is about supporting and protecting people who might be susceptible to being drawn into terrorism.  If any member of the College is concerned about another member of the College or has noticed a change in their behaviour, or if a member has said something to give cause for concern, it is their responsibility to share their concerns with the Dean of Welfare. 

If it seems appropriate to respond to a concern in relation to Prevent, the Dean of Welfare will investigate internally through dialogue with colleagues in the College and University. It is possible that the Prevent lead might seek advice from the relevant police officer. If the concern appears Prevent related, the Dean of Welfare will contact the University’s Prevent Lead (Head of Student Welfare) to discuss the most appropriate and supportive actions, calling on expertise from within the institution and wider Prevent support, such as the Police on 101, the DfE dedicated helpline 0207 3407264 and counterextremism@education.gsi.gov.uk.

Out of hours

The Lodge is staffed 24/7 and is the first port of call in an emergency out of hours.    In weeks 0-9, an assistant dean is on call as well for general support and can be contacted by the Lodge.  For matters that cannot wait until the morning the national health service’s non-emergency line – 111 - should be used.

Welfare Guide

The Welfare Guide is an important source of information which is updated termly and made available electronically to all members of the college.

Related policies

The College’s Safeguarding and harassment policies should be referred to for further details

Created: 19 February 2020