Blue Book Section I: Key contacts and College policies

• Key Contacts
• College Officers
• College staff
• College Policies & Codes of Practice
• Christ Church Equality Policy
• Complaints Procedure (Junior Members)
• Harassment Policy & Procedures
• Fitness to Study Policy & Procedure
• Safeguarding Policy
• Transgender Policy
• Prevent Policy
• Freedom of Speech Policy
• Privacy Policy
• Junior Members' Confidentiality Policy
• Social Media Guidance
• Policy On Academic Integrity in Research
• Policy On Illegal Drugs, Alcohol Abuse, Smoking and Vaping

Key Contacts

College Officers

Junior Members may come into contact with the following College Officers:

The Censor Theologiae is the Acting Head of House. Once a year, Junior Members meet with the Censor Theologiae and the Senior Censor (in the case of undergraduates) or the Tutor for Graduates (in the case of postgraduates) to discuss their academic progress at special Collections. 

The Senior and Junior Censors are academics who are responsible for overseeing the academic life of the House, serving in each role for two years, first as Junior and then as Senior Censor. They sit on all the major Governing Body committees, convene a number of committees themselves, and hold regular meetings with representatives of the Junior Common Room (JCR) and Graduate Common Room (GCR). Either Censor may be consulted in confidence on personal issues which cannot be dealt with by Subject Tutors or other members of staff.

The Senior Censor oversees academic matters including academic progress and academic discipline. Junior Members seeking guidance on academic matters usually approach their subject tutor in the first instance, but may also contact the Senior Censor (via the Academic Office) if this is more appropriate.

The Junior Censor oversees non-academic discipline and welfare, working closely with the Academic Office and Welfare team. 

The Treasurer is concerned with the House’s investments, financial control procedures, buildings and estates.

The Steward is responsible for the provision of domestic services (including accommodation, security and catering), conferences and visitor services.  The Steward is also responsible for the collection of fees and battels. 

The Director of Development manages the Development and Alumni Office, which maintains and builds relationships with alumni and other friends of the House, and raises money for Christ Church’s primary purposes, which include education and research. 

The Tutor for Admissions oversees the undergraduate admissions process and Christ Church’s access initiatives.

The Tutor for Graduates oversees graduate students in Christ Church. Queries from graduate students concerning funding, travel grants, academic and other matters should, in the first instance, be referred to the Academic Office.

The Librarian has overall responsibility for the College Library and liaises when necessary with other College Officers in furthering the College’s library needs.

The Curator of Pictures is responsible for the overall maintenance of Christ Church’s collection of artworks, both in the Picture Gallery and elsewhere in the College.

Further information relating to Senior College Officers may be found on the College website. The Senior Officers are members of Christ Church’s Governing Body, the approximately 65 trustees (the majority of whom hold academic roles in the College) who are responsible for the College and Cathedral that together make up the Joint Foundation that is Christ Church.

Please see Section V: Health & Welfare for details of staff with particular responsibility for the health and welfare of Junior Members.

When in doubt about whom to consult, Junior Members should email the Academic Office. If an emergency occurs out of hours, Junior Members should contact the Porters’ Lodge (tel: 01865 276150), who will advise on the correct course of action and inform the relevant College Officer and/or contact the Wardens, as appropriate. In a medical emergency, Junior Members should call 999.

Generally, any Junior Member who has exhausted the normal College channels described in the Blue Book can request an interview with the Censor Theologiae by email to raise matters of concern. Junior Members are also able to appeal to the Censor Theologiae against decisions of disciplinary and academic tribunals.

College staff

Porters’ Lodge

The Porters’ Lodge is the first port of call for many issues, whether problems with accommodation or welfare support. The Lodge is staffed 24 hours a day: tel 01865 276150. All Junior Members should add this to their phone contacts.

There is also a dedicated emergency mobile in the lodge which is set-up to receive WhatsApp messages over the internet which should only be used for contact in an emergency situation and only when it is not possible to call from a mobile phone to the main lodge telephone.

All residents are asked to:

1. Ensure WhatsApp is installed on their mobile phone and
2. Add Christ Church Lodge with the mobile number 07540 297870 into their contacts.

The Lodge Manager (Porters’ Lodge) deals with mail, messages, fire and security.

In the case of an emergency, please contact the Lodge in the first instance as noted above on (2)76150.

Academic Office

Tom 8, first floor:         tel (2)76158; email academic.office@chch.ox.ac.uk

Opening hours:            10:00 – 12:00, and 14:00 – 16:00, Monday to Friday

Webpage:                    https://www.chch.ox.ac.uk/academic-office-0

The Academic Office is the point of contact for queries about Freshers’ Week arrangements and registration, University cards, scholarships, grants, prizes and financial assistance, disabilities, University examinations and Collections, including special exam arrangements, extensions to assessed work and mitigating circumstances notices, and other academic-related matters.

Junior Members should read all Censorial notices, which are circulated electronically by the Academic Office and the Censors. These may include important information or deadlines and it is the responsibility of Junior Members to act on such notices. To neglect to do so will be considered a breach of College rules. Junior Members are expected to check their Christ Church email accounts at least once per day during term time and regularly (i.e. at least once per week) out of term.

Admissions & Access Office

Tom 8, Second Floor:      email access@chch.ox.ac.uk / admissions@chch.ox.ac.uk

Webpage:                       https://www.chch.ox.ac.uk/admissions-access-office

The Admissions & Access team work with schools and colleges in Christ Church’s link regions and across the country, and manage the undergraduate and postgraduate admissions processes, and College Open Days.

IT Office

The Joint Information Communications Technology Service is based in Schools Quad (right of Lee Building). Students should email it-help@chch.ox.ac.uk for IT support and assistance. The Senior Computing Officer is Professor Matthias Holweg. 

Steward’s Office

Tom 9, Ground Floor;      tel. (2)86580

Opening hours:                The office is open 09:00 - 13:00 and 14:00 - 17:00

The Steward’s Office deals with most of the arrangements for College accommodation, catering, fees, and battels. 

The Manciple and her team deal with accounts, battels, fees and related enquiries. The Steward’s Assistant and Accommodation Officer deals with all accommodation enquiries including vacation residence. The Conference & Events Office deal with guest rooms, private dinners and events, and booking of the McKenna Room, Ante-Hall and Cathedral Garden. Email conference.office@chch.ox.ac.uk to book guest rooms.

The House Manager and Deputy House Manager (ground floor, Tom 6), ensure the smooth running of the housekeeping operation. Housekeeping damages and faults should be reported to them.  

The Executive Head Chef manages food production. The Hall Manager and Deputy Hall Manager are responsible for the Hall meal service and special diets.

The Liddell Manager manages arrangements at the Liddell Building, with the Liddell Lodge staffed by the Senior Lodge Porter.

The Bars & Cellars Manager is Emily Robotham.

The Treasury

Tom 9, First Floor

Opening hours: 09:00 – 13:00 and 14:00 – 17:00, Monday to Friday

The Treasurer’s Administrator, Sally Gillard, oversees the Treasury-managed off-site graduate accommodation.

General Information about College Staff

The thoughtful cooperation of all members of the House is required to help maintain good relations and acceptable standards. Cases of difficulty or dissatisfaction are best brought to the relevant College Officer. Complaints, which should be substantive and precise, will be dealt with effectively. 

College Policies & Codes of Practice

Christ Church’s Policies and Codes of Practice are publicly available on the College website. The following section gives a brief overview of the College Policies held on the website. Junior Members must ensure that they read and comply with all College Policies and Codes of Practice.

Christ Church Equality Policy

Christ Church welcomes diversity amongst its Junior Members, staff, and visitors, recognising the particular contributions to the achievement of our statutory objects that can be made by individuals from a wide range of backgrounds and experiences. Christ Church aims to provide education of excellent quality at undergraduate and postgraduate level for able students, whatever their background. In pursuit of this aim, Christ Church is committed to using its best endeavours to ensure that all of its activities are governed by principles of equality of opportunity, and that all Junior Members are helped to achieve their full academic potential. This statement applies to recruitment and admissions, to the curriculum, teaching and assessment, to welfare and support services, and to staff development and training. Christ Church’s policy statement is supported by its employment equal opportunities policy, codes of practice for staff, and Christ Church rules on harassment.

Christ Church’s Equality Policy can be found on the College website:

www.chch.ox.ac.uk/equality-policy

Complaints Procedure (Junior Members)

Junior Members wishing to complain about any aspect of College life should usually, in the first instance, discuss the matter informally with the relevant member of the College’s academic, administrative or domestic staff, or with the relevant JCR or GCR representative. This Procedure exists to enable Junior Members of Christ Church to bring matters of concern about the College to its attention, and to enable those matters to be investigated and responded to, with the aim of reaching a resolution satisfactory to all within a reasonable timescale and having due regard to the principles of procedural fairness.

Christ Church’s Complaints Procedure can be found on the College website:

www.chch.ox.ac.uk/complaints-procedure-junior-members

Harassment Policy & Procedures

Christ Church affirms its commitment to ensuring a humane, fair, and supportive environment in which the rights and freedoms of all persons and groups of persons are respected, including all its members, employees, and visitors. Christ Church is committed to protecting members, employees, and any other person for whom the College has a special responsibility from any form of harassment which might inhibit them from pursuing their work or studies or from making proper use of College facilities, or substantially reduce their quality of life. Complaints of harassment will be taken seriously and may lead to disciplinary proceedings.

Christ Church’s harassment policy can be found on the College website:

www.chch.ox.ac.uk/harassment-policy

Fitness to Study Policy and Procedure

This policy has been put in place to ensure that the health, safety and welfare of all students is safeguarded, and that the best possible support is given to those whose fitness to study appears to be impaired.  Fitness to study procedures can be informal or formal and may be triggered by health and welfare issues and/or academic study issues that need to be resolved.  Health and welfare will include but is not limited to physical health, mental health, psychological health, and behavioural, emotional and social questions arising out of the ordinary incidents of life as a student. Fitness to study support is provided by Christ Church in a learning environment where educational objectives are a core element of being a student, and the aim of this policy is to ensure a balance is struck between the needs and wishes of the student in relation to their health, safety and welfare, and the requirements of the University and colleges to maintain a learning environment with academic standards which has regard to the interests of the student, other students and members of staff.

Christ Church’s Fitness to Study Policy and Procedure can be found on the College website: https://www.chch.ox.ac.uk/fitness-study-policy-and-procedures

Safeguarding Policy

The vast majority of Junior Members are adults when they arrive at Christ Church. However, a small number of undergraduates do begin their studies before their 18th birthdays and there are also minors who attend the Cathedral School, sing in Cathedral choirs, live in family homes within Christ Church’s curtilage, attend services in the Cathedral, or visit Christ Church as tourists with their families. Christ Church has a robust safeguarding policy and detailed protocols for ensuring that all minors (including those studying for degrees) and at-risk adults stay safe. For further information or if you have any safeguarding concerns about yourself or another individual, please see the College website, which includes detailed information about how to report concerns:

https://www.chch.ox.ac.uk/safeguarding-policy

Transgender Policy

The purpose of this policy is to set a framework for how Christ Church will support members of the College who have initiated the process of gender reassignment. The policy and associated University guidance give more detail on how the College’s Equality Policy applies to transgender people. This policy also supports members of the College in meeting the requirements of the Equality Act 2010, which lists gender reassignment as one of the nine ‘protected characteristics’ on the grounds of which people are protected against unlawful discrimination. The policy also sets out the College’s obligations under the Gender Recognition Act 2004.

Christ Church’s Transgender Policy can be found on the College website:

www.chch.ox.ac.uk/gender

Prevent Policy

Christ Church’s Prevent Lead is the Senior Censor.

1. Legal Responsibilities
   
   1. Under Section 26 of the Counter-Terrorism and Security Act 2015, Christ Church has a duty ‘to have due regard to the need to prevent people from being drawn into terrorism.’
   2. The Terrorism Act 2000 uses the following two criteria to define terrorism.  In order to qualify as an instance of terrorism, an action (or threat of action) must meet both of these criteria:

1. Terrorism involves the use of an action, or the threat of an action, that is designed to influence the government, an international governmental organisation, or to intimidate the public or a section of the public, and where the use or threat is made for the purpose of advancing a political, religious, racial, or ideological cause.
2. The means through which this is to be accomplished must either involve serious violence against a person, serious damage to property, endangerment of a person’s life, creation of a serious risk to the health and safety of the public or a section of the public, or be designed seriously to disrupt or interfere with an electronic system.
3. Christ Church also has duties under legislation which must be balanced with the duty in (i), such as the Human Rights Act 1998, the Education Act 1986, the Education Reform Act 1988 and the Equality Act 2010. 

1.  Freedom of Speech Policy

In meeting its obligations under Prevent, Christ Church, under Section 31 of The Counter-Terrorism and Security Act 2015 Christ Church is also required, to have particular regard for its duty to ensure freedom of speech and for the importance of academic freedom. See below for Christ Church’s Freedom of Speech Policy.

1. Policy in Relation to Events
   
   1. Christ Church is committed to freedom of expression and seeks to restrict expression only when it violates the law.
   2. Internal and external speakers and audiences are reminded of their responsibilities to observe Christ Church’s policies on harassment and to conduct a civil academic discussion.

If an event is likely to cause security concerns, the Censor Theologiae reserves the right to relocate that event to premises where the safety of all participants can be properly protected.

1. Policy Regarding Staff and Members of the House

1. If any member of the Christ Church community believes that another member is being drawn into terrorism, they should inform the appropriate Officer of the House: the Junior Censor in the case of Junior Members; the Senior Censor in the case of Senior Members; the Steward in the case of non-academic staff members outside Chapter; and the Sub-Dean in the case of Chapter members.
2. If the Officer of the House believes that Christ Church’s legal duty under the 2015 Act is engaged, they should inform the Censor Theologiae and Senior Censor, who will then determine the appropriate response to the incident, following consultation with that Officer.

Christ Church’s Prevent policy can be found on the College website:

www.chch.ox.ac.uk/prevent-policy

Freedom of Speech Policy

Free speech allows Junior Members, 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.

Christ Church’s Freedom of Speech Policy can be found on the College website:  

www.chch.ox.ac.uk/freedom-speech-policy

Privacy Policy

Christ Church is committed to protecting the privacy and security of personal data. The Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how Christ Church stores and handles that data, and keeps it safe.

Christ Church’s Privacy Policy can be found on the College website:

www.chch.ox.ac.uk/privacy-policy

Junior Members’ Confidentiality policy 

It is understood that Junior Members with personal or health difficulties might be reluctant to seek help without assurances that the information they provide will be treated confidentially and that it will not harm their academic standing. The welfare team operates within the College’s Student Confidentiality Policy. Doctors, nurses, counsellors and chaplains are all required to observe confidentiality in accordance with strict ethical codes.

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 disclosure.

The College’s Confidentiality Policy can be found here: https://www.chch.ox.ac.uk/confidentiality-student-welfare-policy

Social Media Guidance

Social media is considered by Christ Church to be included within its boundaries and as part of the House Community. As such, if any Junior Member of Christ Church uses social media to abuse a fellow student, a Tutor or staff member, the College, their Department, or others in the University, the Censors will regard it in the same way as verbal face-to-face abuse.  Such behaviour will be investigated by the Junior Censor under the non-academic disciplinary policy.

Student newspapers are always on the lookout for news about colleges and individual students, and naturally they prefer to print news that is controversial or scandalous. Sometimes these stories are picked up by the national press. Junior Members should be cautious in dealing with any approaches from the media, and bear in mind that their words may well be quoted out of context or their views misrepresented, with potential damage to their own and Christ Church’s reputation. They should also be cautious about what they post on their own social media accounts, which again can do serious damage to their own and the Christ Church’s reputation.

Social media guidance for Junior Members can be found on the College website: www.chch.ox.ac.uk/welfare-support-christ-church

Christ Church’s Social Media Policy can be found on the College website: www.chch.ox.ac.uk/social-media-policy

Junior Members should also refer to the UAS Proctors’ Office Social Media Guidance: https://academic.admin.ox.ac.uk/social-media-guidance

Policy On Academic Integrity in Research

Christ Church expects anyone affiliated with the institution, whether a Junior or Senior Member (including all trustees), to observe the highest standards of ethics and integrity in the conduct of their research and to adhere to the Code of Practice and Procedure on Academic Integrity in Research stipulated by the University of Oxford. For the most recent version, see: https://hr.admin.ox.ac.uk/academic-integrity-in-research#collapse1310981 

Policy On Illegal Drugs, Alcohol Abuse, Smoking and Vaping

1. College Policy on Illegal Drugs

The University Statutes clearly state: 'No member of the University shall in a university context intentionally or recklessly...possess, use, offer, sell, or give to any person drugs, the possession or use of which is illegal.’

Possession, use or supply of illegal drugs (e.g. cannabis, ecstasy, heroin, amphetamine sulphate, LSD, cocaine, crack, etc.) on College premises is strictly forbidden. The use of illegal drugs in College is no different from use outside the College or University, and is subject to the same laws. The Censors cannot, and would not wish to, prevent police officers entering the College on drug-related investigations. 

The College’s policy on illegal drugs is in effect in any College-owned building, including housing outside the curtilage located in St Aldate’s Quad, 117 St Aldate’s, Abbey Road (including no.12), Botley Road, Cripley Road, and the Liddell site. 

Occupants of College-owned buildings are responsible for adhering to the policy, including in regards to visitors to and during parties on their premises, including in communal areas. Note that the policy also applies to activities within a ‘College context’, which includes College activity within or outside Oxford, whether academic, sporting, social, cultural, or ‘other’.

Evidence of possession, use, or supply of illegal drugs in any College-owned building or in a ‘College context’ will be dealt with severely. As appropriate, formal warnings and fines will be issued, occupants may be asked to vacate their rooms at short notice, and the local police may be informed. Those suspected of dealing in any drugs (including cannabis) can expect to be referred to the local police. 

If a Junior Member comes forward to seek help with an addiction to an illegal drug, this will be considered as far as possible as a medical and welfare case. 

1. Alcohol Abuse

Alcohol is as much of a risk to student welfare as are prohibited drugs. Amongst the general population, excessive consumption of alcohol is common and this is unfortunately also reflected amongst students. Junior Members, particularly those who may be unused to alcohol, should resist peer pressure to consume more than is sensible or good for them. It is important to remember that the state of drunkenness can put individuals into dangerous situations or lead them to engage in risky behaviour. The psychological, physical and reputational damage can be serious, especially given the prevalence of social media which has in the past led to some situations ending up in the student or even national press—the appetite for stories about Oxford seems insatiable. All Junior Members are therefore urged to be careful and moderate in consuming alcohol.

The College will not tolerate any antisocial behaviour resulting from excessive drinking. The organisation of ‘drinking games’ or exerting undue pressure on others to consume alcohol to excess are prohibited. Note that evidence of such pressure being exerted or ‘drinking games’ or other alcohol-related anti-social behaviour taking place in a ‘College context’ as defined in the College's non-academic disciplinary policy will lead to an investigation under that policy.  

1. Smoking and Vaping

Christ Church is a no smoking/vaping institution. This applies not only to enclosed public areas (as required by law), but also members’ private studies and bedrooms, quads, gardens and other outside areas within the curtilage and Junior Members’ housing at Liddell, St Aldate’s Quad, 117 St Aldate’s, Abbey Road (including no.12), Botley Road, and Cripley Road. Smoking and vaping are not permitted in any of the interior or exterior areas in the College, or at Liddell.

Staff will report any evidence of smoking or vaping in Junior Members’ rooms to the Junior Censor who will impose fines accordingly. Porters will take names of any Junior Member seen smoking or vaping on the College site and pass these on to the Junior Censor for similar action. Please remember that smoking and vaping represent a health and safety concern in addition to their impact on other Junior Members.