1.   As a student at Oxford University you will be a member both of the University and of one of its Colleges or Permanent Private Halls. For convenience this document refers to both Permanent Private Halls and Colleges as “Colleges”.

2.   You will have two separate contracts: one with the University and one with your College.

3.   The purpose of these terms and conditions is to set out the contractual basis for your relationship with the College, and to draw your attention to key terms.

4.   Your contract with the College is made up of:

  a) The documents provided with these Terms and Conditions. These include:
    i. these Terms and Conditions;
    ii. the Information and Regulations for Students (commonly known as and hereinafter referred to as ‘The Grey Book’);
    iii. the accommodation contract;
    iv. the Offer Letter from your College

  b) The College Statutes and Bylaws, and rules and policies made under them (see paragraph 9 below)

5.   You will enter into your contract with the College before you begin your studies at the University and/or the College.

6.   You must be a member of a College in order to be a member of the University.

7.   Your continuing relationship with your College is linked to your continuing relationship with the University. Similarly, your Offer from your College is linked to your Offer from the University. If you decline either offer, or if you fail to meet the conditions of either offer, you will lose your place at both your College and the University.

8.   If your University membership is terminated (e.g. for breach of University rules and regulations), your membership of the College will also end. If you are suspended by the University, or subject to other sanctions, the College may impose similar, or other appropriate sanctions.

9.   By entering into this contract you agree to comply with the College Statutes and Bylaws as amended from time to time and with the College Rules, Regulations and Codes of Policy, Practice and Procedure which are made under them. Links to these are set out in the policies and legal documents section of the St Edmund Hall website: www.seh.ox.ac.uk. They include:

a)   The Grey Book, which is available on the Freshers' WebLearn site. This sets out behaviour which is considered unacceptable by students and which may result in disciplinary action, and includes student regulations concerning the matters in point b) below.

b)   Other regulations governing your relationship with the College concerning your studies, payment of fees and charges, residence, conduct and behaviour: examples are regulations relating to examinations, the ownership and exploitation of intellectual property, harassment, the use of IT and library facilities, health and safety issues and legislative requirements such as data protection.

10.   By entering into this contract you agree that the College may take disciplinary action against you for breach of its Statutes and Bylaws and any Rules, Regulations, Policies and Procedures made under them, including The Grey Book. Such action would take place under the appropriate procedure and could result in sanctions including suspension or expulsion.

11.   You are required to comply with College rules on:

a)   matters including, but not limited to, behaviour, IT usage and academic studies. You should refer to The Grey Book.

b)   fees and other charges being paid when they are due. You are responsible for any non-payment even if your fees are being paid by a third party. The University sets out its annual fees as a single figure as this is easier for applicants and students; however you should note that this is a combined figure for both your University and college fees, which separately form the consideration for your separate University and college contracts. This means that you are paying a set amount of your fees to your college for college services and a set amount to the University for University services. The College will collect University fees and transmit them to the University. For more details contact student.fees@admin.ox.ac.uk.

c)   obtaining an appropriate visa if necessary and abide by any visa conditions including maximum permitted working hours and the types of work allowed. Failure to do so may result in disciplinary sanctions in addition to any legal consequences. Support and information are available from Student Information and at ox.ac.uk/students/visa

12.   The College will make provision for students as follows:

a)   For undergraduate courses as it reasonably decides is necessary for their courses of study, taking account of any relevant departmental norms. Teaching may include tutorials, classes, seminars, and may be carried out by tutors or other fellows or lecturers of the College, or by any other persons considered by the College to be suitably qualified. Teaching provision for specialist options is subject to availability and may not be provided in all cases. Some teaching will be delivered by the department and this will vary between Colleges. Given the variation in courses of study, it is not possible to specific a minimum amount of teaching for undergraduates in all subjects.

b)   For graduate courses (including research degrees) the College will provide such support as it reasonably decides to be necessary in connection with the pursuit of the relevant course.

13.   The College will not be liable to you for any loss caused to you under its contract with you which results from events which are beyond the College’s reasonable control, such as: industrial action, acts of God, acts of terrorism, the unanticipated departure or absence of key members of College staff, or failure by third party suppliers and subcontractors. In such circumstances the College will take reasonable steps to mitigate the impact on you and to restore usual teaching and services.

14.   The College will provide library and IT facilities in connection with your studies and on the conditions and at the times set out in The Grey Book, which may vary from time to time. Facilities may be withdrawn in the event of adverse circumstances beyond the control of the College. The College’s IT regulations may be found in The Grey Book, and in the Information Security Policy on the College website.

16.   The College will maintain a stock of residential accommodation that may be provided to you in connection with your studies and on the terms and conditions and in accordance with the procedures set out in The Grey Book section 5, and/or accommodation contract, which may vary from year to year.

17.   The College will provide meals on the terms and conditions set out in The Grey Book which may vary from time to time.

Personal data
19. The College will collect and use information about you in accordance with the principles set out in the College Privacy Notice and below. This includes ensuring that your data will only be used in a way which is fair, lawful and secure. In addition, the University has its own privacy notice at compliance.admin.ox.ac.uk/student-privacy-policy.
Personal data is information that relates to you. In the course of completing this registration form, you have provided the College with information about yourself, which is known as personal data. The notice set out below explains how this personal data will be processed by the College.

What will the College do with your data?
The College will collect, process, share, and use personal data for the purposes of processing your application, and for use in relation to your course and continuing membership of the College.
The College will normally only discuss your personal information with you, unless you have nominated a third party.
Information supplied as part of this form will become part of your student record.

Retention
This information forms part of your student record and will be kept in the same way of other student records, which are used as a reference to your academic achievements, membership of the College, and form part of the College’s historical records.

Legal Basis of Processing
The legal basis for processing your information is that this processing is necessary for the University to fulfil its contractual responsibilities to you and to consider your application for admission.

Data Subject Rights
You have the right to request access to your information, subject to certain restrictions. Any such requests should be addressed to the Senior Bursar, who is the designated Data Protection Office of the College.

Because it is necessary for the College to process your information in order to fulfil its contractual obligations to you, it is not possible for the College to stop processing your data or to delete it without ceasing to consider you a member of the College.

If you are dissatisfied with the way the College has used your information, you should raise these concerns with the Senior Bursar of the College.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office.

21.   Your contract with the College and any dispute arising from it (including non-contractual disputes) shall be governed by the law of England and Wales and shall be subject to the exclusive jurisdiction of the English Courts.