Blue Book Section V: Life at Christ Church

Submitted by helenetty on Wed, 2022-09-21 14:38

College rooms – ‘living in’

Allocation and Occupation 

The College complies with the Universities UK Code of Practice for Student Accommodation. All Junior Members occupying College rooms must sign a room licence agreement before they take occupation of their rooms. The licence agreement is sent out electronically to all students, with a deadline for submission. Freshers are assigned rooms in College before they come into residence. Any special requirements should be communicated to the Steward’s Assistant and Accommodation Officer well before arrival.

All undergraduates are also normally eligible for College rooms in their second, third, and (where relevant) fourth years. Rooms are allocated at the end of Hilary Term and the beginning of Trinity Term through a ballot organised by the JCR, in coordination with the Steward’s Assistant and Accommodation Officer. Some rooms are reserved for musicians (who require pianos/clavinovas), for whom a separate ballot is organised. In the interests of fairness, no deviation from the system of room allocation may be made, unless a strong medical reason, with supporting evidence, is presented to the Academic Office well in advance of the ballot. The Senior Censor’s decision on room allocation is final.

Undergraduates studying Music will be allocated a room with a piano or clavinova. Any problems experienced with instruments or piano stools should be reported to the Academic Office.

Anyone who wishes to move out of College during the course of an academic year must give at least one term’s notice. Failure to do so will make them liable to pay the lodging charge for a term in lieu of notice. Freshers are required to live in College during their first year.

Permission to reside in College during the vacation must be obtained well in advance: the application procedure is described above in Section IV. Organ Scholars and Academical Clerks, as well as all other undergraduates, should follow this procedure. Undergraduates are reminded that their rooms are likely to be required for conferences during the vacation. Graduates may normally remain in their rooms during the vacations.

Junior Members who reside on the main College site, in St Aldate’s Quad, and 117 St Aldate’s are considered to be ‘living in’. Those living elsewhere, including those living in the Liddell Building, 12 Abbey Road (managed by the Steward), and the flats and houses leased from the Treasury, are considered to be ‘living out’. However, all those living in college-owned accommodation whether ‘living in’ or ‘living out’ are expected to comply with the regulations contained herewith including those relating to smoking and vaping, alcohol abuse, illegal drugs, and vehicles (including bicycles). 

While College Officers reserve the right to access all areas if necessary, residents’ rights to privacy in their own rooms is recognised. Thus, residents will normally receive 7 days’ notice from the Steward’s Office to their Christ Church email address for planned maintenance such as window cleaning, significant maintenance work (such as electrical testing), and conference show-rounds (designated rooms only), although non-urgent maintenance work or conference show-rounds may be undertaken at shorter notice with the resident’s agreement. Please note that it will not be possible to give 7 days’ notice for unplanned (reactive) maintenance which may be done within 48 hours’ notice. Any maintenance work considered, in the opinion of the House Surveyor and/or Clerk of Works, to be urgent or an emergency will be undertaken within 24 hours; where required, alternative accommodation will be provided for the duration of any works to minimise disruption to the resident.

In usual circumstances, daily access to rooms during the working week is required by the Scout, for cleaning and a roster is posted so that residents know when to expect cleaning to take place.  The House/Liddell Managers, Housekeeping supervisors and Lodge Porters will also access rooms in the course of their management duties which includes inventory, safety, security, and staff supervision, spot checks and/or where there are reasonable grounds to suspect contraventions of the licensing agreement; in these instances no notice will be given although residents’ immediate convenience will be respected. This understanding includes essential Legionellosis-related routine health and safety checks by the Compliance Officer (a member of the Clerk of Works’ staff).

The registered occupant of a College room is responsible for any breach of College rules which takes place in that room (in the case of a shared set, the occupants are jointly responsible). Please note that rooms, other than guest rooms, are not cleaned at the weekends, that there is a reduced cleaning service outside of Full Term and no service is provided during College closed periods. During these periods Junior Members are expected to keep their rooms clean and tidy and to dispose of rubbish in the main refuse bins located in the Meadow/St Aldate’s; the same procedure applies at Liddell and the outside properties.

Maintenance, Decoration and Servicing

The House and Deputy House Managers are the senior members of the Steward’s staff responsible for the management of College accommodation (except for the Liddell Building - see below). Scouts work under the House Managers’ direction. Scouts’ usual duties during Full Term Monday-Friday include the cleaning of rooms, comprising dusting and vacuuming carpets, together with the regular cleaning of washbasins and emptying of waste bins. Scouts are also responsible for cleaning toilets, bathrooms, and public areas.

To enable Scouts to clean rooms, all residents are expected to be cooperative in keeping rooms tidy enough to permit cleaning. Regular daily access (Monday – Friday inclusive) is required by the Scout for the emptying of bins and to clean the washbasin. Residents may expect their rooms to be cleaned comprehensively once a week during Full Term. A reduced service is provided out of Full Term and no scouting service is provided during the closed periods at Christmas and Easter. During these periods Junior Members are expected to keep their rooms clean and tidy and to dispose of rubbish in the main refuse bins located in the Meadow and St Aldate’s; the same procedure applies at Liddell and the outside properties.

The need for civilised standards of personal hygiene and behaviour is obvious; therefore, pets (including fish) may not be kept in College.

Rooms must be left in especially good order at the end of term, since conference delegates and Open Day and other visitors are accommodated during the Easter, Christmas and Long Vacations; Admissions candidates are also accommodated during the Christmas Vacation. At the end of every term, rooms must be completely cleared for use by others. Lockable cupboards are provided in some rooms and may be used to secure any bulky, non-valuable or personally precious items which are not being taken home or put into storage during the Christmas and Easter Vacations. Members are expected to provide their own padlocks. Items may not be left under beds, on top of wardrobes or in chests of drawers. If rooms are not completely emptied and are therefore not available for use, the resident will be charged rent for the room throughout the vacation.

Very limited on-site storage is provided during the vacations, however, the College, along with other UK Universities and Oxford Colleges, has an arrangement with a national company, ‘Love Space’ (www.lovespace.co.uk). Junior Members may arrange to store items with this company for the vacation(s) at a modest cost and/or ship their belongings to any address in the UK.

Responsibility for personal effects cannot be accepted at any time by the College or its staff.  Occupants will be charged on battels for any additional cleaning which is necessary and for the cost of removing property left behind.

It is an express condition of the occupation of a room that alterations are not undertaken to the structure, fabric, furnishings, fittings, fixtures or any equipment under any circumstances.  It is also an express condition - on grounds of good practice and to support the College in its exercise of statutory and other responsibilities including health and safety compliance - that occupants do not introduce items of furniture, or fabric or certain other materials. This prohibition includes, but is not limited to: partitions, panels, screens, drapes, curtains, carpets, rugs, chairs and beds. In cases of doubt please consult the House Manager, the Liddell Manager and/or the Steward.

Occupants are furthermore not permitted to move items of furniture or (on fire and safety grounds) to place upholstered furniture in kitchens or pantries, or to introduce their own upholstered furniture to College rooms. Bicycles may not be kept in any College room under any circumstances. Bicycle sheds and outside storage areas are provided in several locations: see Section VII for further details.

The House Managers are the principal channel for reporting faults and defects for residents. Faults and defects may be reported directly to the Staircase Scout or to the Porters’ Lodge. Other members of staff such as the Scouts, other members of the House Manager’s team and the Clerk of Works are also responsible for reporting any damage and for monitoring safety and compliance. Any faults reported will be forwarded, as required, to the Clerk of Works and copied to the resident’s Christ Church email address. If a resident reports a maintenance matter to the House Managers directly, consent to access the room to rectify the matter is deemed to have been granted and no further notice to access the room will be given. Notice of a maintenance matter generated by other means will be deemed to have been given to the resident when a copy of the electronic report to the Clerk of Works is given to the resident. In cases of difficulty or urgency, faults and defects may be reported directly to the Steward. Occupants will be required to pay for any damage in rooms and the cost of related repair work will be charged on battels.

Steel pins and drawing pins may be used only on the notice boards provided. Nails or screws must not be driven into walls or panelling, and ‘blu-tack’, ‘white-tack’, and other products intended for attaching objects or pictures to walls (including those advertised as not causing damage to paintwork) may not be used. Posters and flags must not be displayed from windows in College rooms unless permission has been given in advance by the Junior Censor.

Rooms are redecorated in rotation: particular requests and enquiries may be directed to the Steward.

The nightly room charge includes the upkeep of rooms and furniture, and cleaning. It also includes a share of all communal services and supplies in College. The cost of basic utilities (heat and light) are included in the daily charge, however, if utilities are not used economically, the College reserves the right to make an additional charge for utilities. If rooms need additional cleaning or redecoration for any reason, occupants will be charged accordingly. If the charges are not paid by the date indicated, occupants may be asked to vacate their rooms. 

St Aldate’s Quad and 117 St Aldate’s: the only variation in the occupancy arrangements concerns the shared kitchens. Occupants are personally responsible for washing up and for maintaining standards of cleanliness and good order of cupboards, refrigerators, worktops, cooking equipment and sinks. Scouts will remove bagged rubbish and undertake general kitchen cleaning only. Any foodstuffs left in refrigerators at the end of Full Term will be removed and disposed of by the Scout. All Junior members are asked to ensure that they use the recycling bins provided correctly.

The Liddell Building: designed as a single quad, the building is a joint development between the House and Corpus Christi College. It is operated under the day-to-day control of the Liddell Manager, and has its own Lodge which is staffed at all times unless the Porter is on patrol. The Liddell main gate is operated by digital keypad/proximity reader; the gate code is changed from time to time.

The cleaning responsibilities of Scouts are similar to those at the main site. Liddell residents are allocated a pigeonhole at the Liddell Building, in addition to their pigeonhole at Tom Gate. There is a daily mail delivery/collection between the two lodges, but mail will be transferred from one site to the other only if so addressed.

Other properties (e.g., 12 Abbey Road): occupancy rules are substantially the same as for main-site rooms including a prohibition on bicycles inside the dwelling (whether or not cycle racks are provided), a ban on installing non-College furniture and fabrics, rules about nails, screws, pins, and ‘blu-tack’, and the need for individuals to have a television licence if they wish to watch television (see further information below). Washing must not be dried in rooms; an outside washing line is provided. Staff will remove rubbish regularly, although the occupants of the aforementioned properties (other than the Liddell Building) are requested to ensure that the house waste bins are put out on the appropriate collection day and that recycling is correctly carried out. College staff or contractors will maintain gardens and grounds. Reduced scouting is provided outside Full Term and no scouting is provided during College closed periods; occupants are expected to keep their rooms and public spaces clean and tidy and to remove and dispose of rubbish on a regular basis outside of Full Term.

Lockable cupboards are provided in many rooms and may be used to secure any bulky, non-valuable or personally precious items which are not being taken home or being sent to ‘Love Space’ storage (see below) during the Christmas and Easter Vacations. Members are expected to provide their own padlocks. Items may not be left under beds, on top of wardrobes or in chests of drawers. Junior Members are also requested to separate out clothes and other materials such as books, CDs etc. rather than disposing of them in household waste, as these can be donated to the British Heart Foundation’s ‘Pack for Good’ scheme. All personal belongings must be removed on going down as storage is not available, however, Junior Members may wish to use the services of Love Space (www.lovespace.co.uk), who will store belongings for a modest fee and/or ship to any address in the UK.

A pigeonhole is provided at the Tom Gate Lodge. There is no internal mail/messenger service to off-site properties (other than Liddell).

In case of emergency, occupants should notify the emergency services directly and inform the Porters’ Lodge as soon as possible thereafter on (2)76150.

The main contact for domestic requirements is the Scout. The House or Deputy House Manager may be contacted during office hours by email at or by telephone (2)76499 / (2)76268.  Normally, rooms will be available from 1 September and must be vacated by 31 July (unless permission is granted to retain the room for the following academic year).

Occupants will be charged on battels for any damage, for any necessary additional cleaning and for the cost of removing property left behind. Warnings and fines will be issued for violating regulations governing the occupancy of College-owned property and occupants may be asked to vacate their rooms at short notice for repeated violations. 

Smoking and vaping in College-owned buildings

Smoking and vaping are not permitted inside any College-owned building including housing outside the main curtilage located in St Aldate’s Quad, 117 St Aldate’s, 12 Abbey Road, Botley Road, Cripley Road, and the Liddell Building. Occupants of College-owned buildings are responsible for adhering to the smoking and vaping policy, including in regards to visitors to and during parties in their premises, including in communal areas. If there is evidence of smoking or vaping, occupants will be given a Formal Warning. After a second Formal Warning, a fine will be issued. If further infractions are reported, the occupants may be asked to vacate their rooms at short notice.

The use of illegal drugs

Illegal drugs (e.g. cannabis, ecstasy, heroin, amphetamine sulphate, LSD, cocaine, crack, etc.) must in no circumstances be brought within the College or any College-owned premises, including in housing outside the main curtilage, and any infringement of this rule will result in severe penalties. The disciplinary framework for dealing with infractions of the College’s smoking and vaping, drugs and alcohol policies in any College-owned building, including housing outside the main curtilage, is detailed in Section I. Sanctions may include asking occupants to vacate their College rooms at short notice.

Student Possessions Insurance

All Junior Members who are ‘living in’ are covered by a Student Possessions Insurance Policy which is administered through Endsleigh Insurance Services; there is no charge to students.

Vacation Conferences

Residential conferences in vacations make a substantial contribution to College finances, and help to keep charges to students reasonable. The Steward and her staff endeavour to ensure that conferences take place with the least possible inconvenience to members of the House. Conference bookings are not normally taken for 0th or 9th Weeks (though in 9th Week of Michaelmas term and 10th Week of Trinity term most rooms are required for Admissions candidates/Open Day visitors), and during the Easter Vacation the number of conference delegates is restricted so as to leave a limited number of rooms free for students; these may be located off-site.

Noise

Radios, televisions, audio equipment, and pianos and other musical instruments may be installed and played in College or in College-owned accommodation outside the main curtilage, but the work and peace of others must not be disturbed. The doors and windows of a room in which music of any sort is being played should be kept shut and all loud playing must be avoided; disruptive noise of all other kinds is also forbidden.

Students who persist in lacking consideration for others in this matter may be fined and/or required to forfeit their rooms in College or in College-owned accommodation outside the main curtilage.

A measure of excessive loudness is whether or not music can be heard outside the room within which it is being played.  The surest way of not disturbing neighbours is to use headphones.  Music and other noise of this kind without the use of headphones is strictly forbidden after 23:00 on weekdays or 00:00 on Friday and Saturdays.

Electrical Safety

Radios, television sets, computers, printers, audio equipment, and hair dryers are permitted in rooms, but it is the responsibility of individual members to ensure that all items of electrical equipment brought for use in College accommodation are safe. The accepted method of demonstrating electrical safety of electrical equipment, irrespective of age, is for it to be PAT (Portable Appliance Tested) by a qualified electrician and labelled stating ‘tested for electrical safety – PASSED’, with the date of the test and the name and contact details of the tester. Christ Church carries out PAT tests biannually on its own appliances and expects equipment brought in to be tested at similar intervals.

The College electrician will be available for two half days at the beginning of each term in the JCR or other location (details and dates to be advised) to check and PAT test the occasional electrical appliance where testing and labelling may have been overlooked. Simple remedial work to enable an appliance to pass, such as replacing fuses, but not replacing power plugs, will be carried out.  However, any items which comprehensively fail will, at the College electrician’s discretion, be rendered unusable, confiscated or labelled as ‘failed’ and the owner will be informed in person at the time. In some cases, it may be appropriate for the College electrician to replace a power plug but this would first be agreed with the owner of the appliance. Similar action will be taken for any other electrical equipment deemed to be unsafe discovered in rooms. In these cases, notification of all items confiscated will be given to the Junior Member by way of a note left in the room or by email from the House Manager or a member of Accommodation staff.

Electricity supplies worldwide can vary between 100 volts and 240 volts. The normal voltage and frequency of the electrical supply in the United Kingdom is 230v/50Hz and only equipment designed for the standard UK electrical supply may be connected to the College’s electrical system. All electrical equipment should display the British Standard Kite-mark or a genuine CE mark (European Certificate of Conformity). Furthermore, please note that adaptors may not be used: the connection of more than one portable electrical appliance must be effected by the use of a multi-way extension lead, and the loading must not exceed 13 amps.

It is strictly forbidden to tamper with electrical circuits and the College’s fixed wiring on obvious grounds of personal safety. No repairs or alteration to the standard electric fittings may be carried out except by the order of the Steward.

Please follow these simple rules:

  1. Never touch electrical equipment with wet hands.
  2. Never touch light switches if they are cracked or show signs of damage and report this immediately to the Scout and/or the Porters’ Lodge.
  3. Never plug electrical equipment into sockets that show signs of damage, are cracked, or have part or all of the cover missing, and report damage of this kind immediately to the Scout and/or the Porters’ Lodge.
  4. Never force plugs into sockets if they do not easily fit.
  5. Never use mains-powered electrical equipment in a bathroom.
  6. Always check that cables are securely attached to appliances and are not cut, nicked or damaged in any way. There should be no joints in cables and certainly no repairs with insulation tape. Cables should be checked for overheating or discolouration.

The introduction into rooms of decorative lighting arrangements including fairy lights is permitted subject to them being battery-operated only and that room occupants ensure that these lights are turned off whenever the room is unoccupied.

Cooking is not permitted in rooms. The only cooking appliance permitted in rooms is an automatic electric kettle or coffee maker. In the Liddell Building, St Aldate’s Quad, 117 St Aldate’s, and 12 Abbey Road, all cooking appliances must be kept in kitchens. Any electric iron, electric heater, electric, open flame cooking appliances or toasters will be confiscated and the occupant of the room in which they are found may be subject to sanctions under the Non-Academic Disciplinary Policy.

Television Licence: It is the personal responsibility of residents to have a television licence if they wish to watch television in College.  Please note that live and some ‘on demand’ television viewed on a PC or phone is also licensable and that the TV Licensing authority may seek to ‘visit students at selected Colleges’ by advance arrangement to confirm compliance. This is a significant individual responsibility. Helpful information about TV licensing is available online. A toolkit of information is also available. 

Cooking

When preparing food in the kitchens in the Liddell Building or St Aldate’s Quad, Junior Members must ensure that extraction fans are turned on before they commence cooking, that grease is not allowed to build up in grills and ovens, and that items are never left unattended during the cooking process when using hobs and grills.

Refrigerators

Larder refrigerators are provided. The cleanliness and safe operation of the refrigerator and the wholesomeness of the food stored therein are the responsibility of the room occupant(s) or in the case of Liddell the responsibility of the flat occupant(s). Members are not permitted to provide their own refrigerators.

Fuel Economy

All members are strongly advised to be economical in the use of utilities. Although the cost of heat and light in rooms is included in the daily room rate, the College reserves the right to levy an additional charge if utilities are not used economically.

Christ Church spends a six-figure sum each year on utilities, in addition to what individual members pay. The institution is aware of its own corporate social responsibility and has introduced an energy reduction policy and aims to be carbon neutral by 2025. Christ Church is aware of the significance of this challenge, and its own responsibility in achieving it.  The community has also committed itself to sensible good-practice fuel economy measures by all its members with the mantra Switch It Off – Turn it Down – Kill-A-Watt

The following recommendations are an indication of the good-practice, practical and collaborative approach that all members of our collegiate community are invited to adopt:

  1. Switch off all lighting and equipment, including all IT equipment, whenever not required, during the day and overnight and even for short periods. This includes fluorescent and low-energy lamps. Do not leave equipment on standby - lights and equipment use least energy when switched off.
  2. Do not switch on all lights when none or only a few are needed; if possible, use local task lighting whenever possible.
  3. Turn the heating off or down when leaving the room.  Close windows and curtains to retain heat (although remember to periodically ventilate the room to avoid the development of mould).  Learn to operate any storage heaters efficiently. Heating will be turned off in College from May until September inclusive.
  4. Buy energy-efficient equipment – as close to ‘A’ rating as possible.
  5. Put just enough water in the kettle – don’t boil more than needed.
  6. Help widen good practice through setting a good example.

Safety point: Tungsten and CLF bulbs have widely been replaced with LED , which save a significant amount of electricity for the same light output.  There may be some CLF bulbs remaining  pending replacement. In the unlikely event of an accidental breakage of a CFL, which contain a minute amount of mercury, open the windows and contact the Porters’ Lodge without delay. Arrangements will be made to clear the breakage – do not attempt to clear this without assistance. The House Manager can provide further information about this and other precautionary measures.

In rooms where heating is by fixed electrical heaters or appliances, simple and precise instructions for their safe and efficient use will be provided.

Recycling

It is possible, with members’ cooperation, to recycle a significant proportion of the waste that the College community produces. This is achieved through segregated recycling. Each member is responsible for ensuring that waste is segregated as follows: clean plastic bottles and containers, tin cans, cardboard, paper (including magazines and newspapers) is placed in the Blue bin; food waste is placed in the clear plastic bag provided; and all other waste is placed in the grey bin, this includes cling film, aluminium foil (clean and dirty), Pringles containers and non-recyclable carrier bags. Glass bottles must be placed next to waste bins and broken glass needs to be wrapped with a note stating ‘broken glass’ so that the housekeeping staff are aware to take care. Both bins and the food waste bag will be emptied daily on weekdays by housekeeping staff. Waste bins for the recycling of food are also provided in College kitchenettes and in the main refuse areas in St Aldate’s, Meadows, Blue Boar, and at Liddell. Junior Members are also requested to separate out any unwanted clothes and other materials such as books, CDs, etc. which can be donated to the British Heart Foundation. The cooperation of all Junior Members is expected and is appreciated.

Health and safety and security

All students are expected to maintain a safe environment in their own accommodation for staff who enter their rooms (e.g., by ensuring that cables to personal electrical equipment are in good condition and do not pose a trip hazard).

If any student has concerns about any matter that could represent a health and safety concern, they should contact the Steward immediately, and in cases of concern for welfare the Junior Censor. If a Junior Member has an infestation of any kind in their room (e.g. pests) they should report this immediately to their Scout or directly to the House Manager and/or the Steward.

Security and Safety

Christ Church takes safety and security matters seriously, and all members are expected to cooperate with necessary precautions. There are fire alarms throughout the College, and a CCTV surveillance system is in operation. Members are asked to report immediately to the Lodge suspicious behaviour, intruders, strangers outside visitors’ hours, and suspect packages.

The custodial team are responsible for ensuring the safety of visitors to the College and the lodge porters are responsible for general security. They are also responsible for implementing the policies and rules in relation to visitors. It is not possible for Custodians and porters to recognise every member of Christ Church; all members should therefore be patient, courteous and cooperative and always wear their lanyard and Bod ID card.

Fob entry locks are fitted at the entrance doors of most staircases, and many also have key-code entry pads: do not undermine security by propping a door open or by divulging the entry code to anyone. Please be vigilant and do not allow anyone to tail-gate at main entrances. If a member loses their room fob, it needs to be reported to the Lodge Porter immediately so that the fob can be cancelled in order not to compromise security.  The Lodge Porter will issue a replacement fob for which there is a charge of £10. However, if the original fob is found and returned to the Lodge within 24 hours the charge will be waived.

All residents are strongly advised to lock their doors when absent from their rooms, however briefly. The loss of any article from rooms in College should be reported immediately to the Porters’ Lodge. The College accepts no responsibility for the loss of, or damage to, personal possessions.  Insurance arrangements are described above.

Windows in many rooms in College, including those in Blue Boar quadrangle, can be partially opened to provide natural ventilation; window restrictors are in place for safety reasons. To avoid any risk of falling, do not lean out of the window or sit on the window sill. Ground floor windows should not be left open if the room is empty; ensure they are secured to prevent theft and intrusion.

It is strictly forbidden to go on the roofs of any part of the College, to climb any walls or to be on the window ledges above the ground storey of any College building. It is also forbidden to be in the pond (‘Mercury’) in Tom Quad, or to cause any other person to be in the pond. Any contravention of these rules will be treated by the Censors as a disciplinary offence. Maintenance of the buildings means that there will inevitably be scaffolding in position at various times. Climbing of the scaffolds or other access to contractors' compounds or other site accommodation is strictly prohibited and will be treated by the Censors as a disciplinary offence.

During vacations, rooms may be entered for cleaning and repair by College staff, and used for occupation by conference delegates: it is important that nothing of value is left unprotected. Safety deposit boxes are available in most rooms for use during term; please ensure when vacating rooms at the end of each term that the safety deposit box is emptied.

Personal ‘attack alarms’ are provided, free of charge, from the Porters’ Lodge. If members expect to be out of College late at night, they are advised to carry one of these alarms.

Fire Safety

In accordance with its obligations, Christ Church routinely tests fire alarms throughout College normally on a Tuesday each week, between 09:00 - 11:00. The alarm will sound for up to 5 seconds only and the building should not be evacuated. This is the only circumstance in which members should not respond to the alarm - in all other circumstances, the building must be evacuated as quickly as possible in accordance with the fire notice found in each room.

A compulsory Fire Awareness video is issued to all freshers; viewing of the short film on fire safety sent as a link with the room contract is mandatory. There is a fire safety notice in each room and residents should familiarise themselves with the procedures, means of escape and location of appliances. Fire drills are held each term.

It is a criminal offence, as well as a life-threatening action, to block or limit access or egress, or to interfere unnecessarily with fire escapes, fire alarms, detection devices and the fire-fighting appliances distributed throughout the College.

Other than in an emergency, it is a criminal offence to wilfully set off, to damage or to misuse any fire alarm bell, smoke or heat detector, fire extinguisher or any other emergency appliance. Such offences are a breach of College rules and as such subject to the non-academic disciplinary policy. Penalties for offences such as the above may include a substantial fine in addition to the costs of repair or refilling incurred as a result of the offence.

Because of fire risks, no inflammable items (including candles) may be used in Junior Members’ rooms and smoking and vaping is not allowed inside any of the buildings.

Emergencies

In case of emergency, contact the Porters’ Lodge at Tom Gate and alert other occupants of a staircase if possible. If there is a bomb alert or other emergency, it may be necessary to evacuate the College. An evacuation will be organised by the Lodge Porters, who will use whistles to alert residents and will check that rooms have been vacated. All Junior Members are asked to follow the instructions of College Officers and Porters. During the period of an evacuation, hospitality and meals will be provided on a reciprocal basis by St John’s College. In the case of evacuation of the Liddell Building, residents should proceed to the Great Hall.

Junior Members should remain alert to the danger of terrorism but should not let the fear of terrorism stop them from going about their day-to-day life as normal. In the event of an incident, quickly determine the best way to protect yourself and follow the national guidelines of ‘Run, Hide, Tell’; further information is posted on staircase notice boards. See also the following video: https://www.npcc.police.uk/NPCCBusinessAreas/WeaponAttacksStaySafe.aspx

First Aid

The Lodge is staffed 24/7 and staff are trained in basic first aid – the phone number is 01865 (2)76150. There is also a part-time College Nurse on site (see Section IV for further information).

Snow and Ice Clearance

In the case of a snowfall, or freezing temperatures after rain, main traffic routes, entrances, and exits will be cleared and/or salted/gritted. This will be undertaken by staff and/or external contractors reporting to the Clerk of Works and will take place as a first priority as soon as staff are available. Stocks of salt and/or grit will be kept accordingly. At Liddell this will be the responsibility of the Manager. The Boatman will retain stocks of salt in order to treat the hump-back bridge to the Boat House.

The routes initially to be cleared are the Tom Gate entrance, Tom Quad (upper level only), a pedestrian access route through Schools Quad, the route from Hall to the Meadow Building, to Meadow Gate and to Meadow Quad staircase entrances, the steps to Meadow Quad to the south of the Bell Tower, routes to Blue Boar, Peckwater Quad, the Library and Picture Gallery and the Canterbury Gate exit. The stone path in the War Memorial Garden will be cleared and, if possible, a car parking area on the Broad Walk. The aim will be to keep these routes clear of snow and ice during periods of prolonged cold, though it may be reasonable to place some practical limits if conditions become severe. The Treasurer will advise when Tom Quad central paths are to be cleared. While these paths remain uncleared, the Lodge Manager will arrange for prominent notices preventing members, staff and visitors from using these untreated routes.  Paths in the Meadow will not be salted, gritted, or cleared of snow.

Weapons

No weapons may be brought into College. Junior Members with sporting equipment which comes under this category (e.g. fencing foils) must obtain a specific exemption. Contact the Academic Office to arrange for such weapons to be approved by the Junior Censor.

Parties in College

Permission to hold an event or party anywhere in College, including in Liddell and St Aldate’s, must always be obtained in advance from the Junior Censor. To request permission to host a social gathering on the main site or in Liddell please use the online event booking system. 

Parties are defined on the main site as any gathering of more than 7 people (including a room’s residents) and in Liddell as any gathering in the kitchens of flats with more than 8 people (including residents). Liddell residence may use the Handel Davies Room for events of up to 12 people without submitting a formal request and need only reserve the room by contacting the Liddell Lodge. This reservation may be made on the same day as the event (subject to availability).

For details on how to book any part of the JCR, please contact the JCR executive.

Requests must be submitted (through the booking system or by email) at least 48 hours in advance, or by 9am on a Thursday for weekend events (though see below for the McKenna Room and Cathedral Garden). Where there are any concerns about your event, the Junior Censor will either email you asking for further information, or request to speak with you (in person or on Teams).

Depending on the nature of the event, it may be possible to book the McKenna Room or Cathedral Garden, but requests to book either must be made by emailing a completed Event Form to conference.office@chch.ox.ac.uk at least two weeks in advance. The Conference Office may request that you provide further information about your event by email or by arranging a meeting (either in person or on Teams).

Only registered College clubs or societies may book public rooms or spaces in College—for what is required to register, please see below or contact the Censors’ Office for information. If a booking is made for an event by an Oxford University registered or branded society, it must abide by both the college’s regulations and the University’s Code of Conduct for Meetings and Events. See: http://www.proctors.ox.ac.uk/meetingsandevents/. Please also refer to the College’s Freedom of Speech Policy.  

Circumstances under which permission may not be granted include clashes with other College events or with examinations. The limits on the number of guests and times have been fixed in line with health and safety requirements and with the need to ensure a reasonable level of peace and quiet for the community as a whole. For safety reasons and to ensure others are not unreasonably disturbed, permission to hold a party in a private room for more than 25 people (excluding residents) on the main site or 10 people (including residents) in Liddell flats will not be given; for some rooms, the limit may be lower (e.g., in St Aldate’s). Maximum numbers allowed in public rooms or spaces will be confirmed by the College staff involved in approving the booking, but see below for guidance. If additional security is required for an event, hosts will be told in advance of the costs they will be charged.          

Further conditions applying to parties and other events booked by Junior Members include the following:                                                                                 

  1. Permission will not be given for parties to use more than one room/set/flat or to use corridors or staircases. Only one party per staircase is allowed at the same time for reasons of fire safety and no more than three parties may be held on the main site on any given night, with no more than two parties on any given night in other College properties, including Liddell.
  2. Hosts are not permitted to lend their own room(s) or public rooms/spaces booked in College (incl. in Liddell) to persons outside Christ Church for parties or events. Unless the Junior Censor has given special dispensation, the organiser must be present throughout the party or event and a substantial number of guests must be from Christ Church. Hosts take full responsibility for the conduct of guests and will be subject to disciplinary measures if there any problems. Hosts must make clear to all guests that misconduct will not be tolerated.
  3. Parties must finish by 11.00pm, except for those held on Fridays or Saturdays, which must finish by midnight. Parties may not normally be held outside Full Term or on Sundays after Hall. In Trinity Term, parties will only be approved on Fridays or Saturdays.       
  4. Parties will be considered to continue for as long as eight or more people remain together, including residents. Host(s) must ensure that parties finish on time and any guests who are not members of Christ Church are escorted out of College. The Porters and Wardens have instructions to shut down parties that are too large or unruly, or which continue after the proper time, and to report the host(s) to the Censors.                                                                                                                             
  5. Parties must conform to the College’s rules on noise, music, smoking and vaping, alcohol and illegal drugs. Non-alcoholic beverages must always be on offer, no drinking games or coercion to drink or participate in any unwanted activities should take place, and no alcohol should be served to under 18s at any event held in a College property or organised under College auspices.
  6. Live music is not permitted; other music must be kept at a level which is considerate of other members of College, and must in any case be turned off by 11.00pm, or by midnight on Fridays and Saturdays.    
  7. Hosts must ensure that rooms/spaces and nearby toilet facilities/staircases/quads are tidied afterwards. Excess rubbish, cans, bottles, etc. should be bagged and transported to the rubbish bins. The cost of making good any damage or excess mess which occurs in rooms, staircases, toilets or quads as a result of parties will be charged to hosts, as will any related staff time. Hosts are also responsible for any fire extinguishers or alarms that are set off during parties and events, including the resulting refilling/resetting costs and fines.      
  8. The College’s social media policies should be adhered to in regards to taking or sharing images taken at parties and events, with the taking or sharing of images of under 18s explicitly forbidden.                                                                                                                        
  9. It is not usually possible to book venues such as the Lecture Theatre or Exhibition Space for private parties; these are normally only available for events organised by clubs or societies. In rare cases only, the McKenna Room and the Cathedral Garden may be available for appropriate private events, but are normally booked for clubs and societies. The rules for parties in private rooms also apply to events held in any public rooms or spaces. Private parties are never permitted in the Undercroft Bar; no parties for Junior Members or on behalf of clubs and societies can be held in the Masters’ Gardens.

Please also refer to the College’s Freedom of Speech Policy.  

Additional information about booking public rooms and spaces (including maximum numbers):

  1. Handel Davies Room, Liddell Building: available for registered clubs and societies and for private parties. Maximum number of guests: 80. Other conditions: Self-catered food and drink is permitted, but hosts must tidy up or they will be charged staff time for any cleaning.
  2. McKenna Room: available for dinners organised by Junior Members and on behalf of registered clubs and societies. Maximum number of guests: 47. College catering will be provided upon request via the Senior Conference and Events Administrator in the Steward’s Office, who will also indicate the last date by which final numbers (incl. requests for special meals) must be confirmed. Dinner begins at 8pm and the room must be vacated by 10.30pm.  Pre-dinner drinks can be arranged in the Buttery Bar at 7:30. Hosts must tidy up or will be charged for staff time if further cleaning is required.
  3. Cathedral Garden: available for Junior Members’ garden parties during Trinity Full Term. Maximum number of guests: 100. No parties allowed on Sundays. Drink will be provided from the Buttery and should be ordered, along with any food, via the Senior Conference and Events Administrator. Unamplified music may be played only in exceptional circumstances and then only with the written permission of the Censor Theologiae and Junior Censor. No amplified music, including electric keyboards, is allowed. Hosts must tidy up or will be charged for staff time to clean up.
  4. Lecture Rooms, Lecture Theatre and Exhibition Space: available for registered clubs and societies from 0th Week through 8th Week. Maximum numbers should not exceed 120 in the Lecture Theatre, 60 in the Exhibition Space, 25 in Lecture Room 1 and 40 in Lecture Room 2. No food or drink is allowed in the Lecture Rooms or Lecture Theatre. Hosts must tidy up any self-catered food and drink in the Exhibition Space, with charges if additional cleaning is required.
Living Out

Students living out of College are required to ensure that their Student Self-Service account is kept up-to-date with their address details, including a mobile phone number.

The University Accommodation Office keeps a list of inspected and approved lodgings and a list of flats for couples and families: https://www.ox.ac.uk/students/life/accommodation. The College also has a limited number of furnished one and two bedroom flats and two-bedroom houses for graduates. The Accommodation Office will send out application forms in late February for College flats available in the following year.

By University regulation, no undergraduate may reside outside a six-mile limit. This rule will only be relaxed in exceptional circumstances (see above) and at the particular request of the College; any undergraduate who has good reason to wish to reside outside the limit should give early notice to the Academic Office. Graduates may reside up to 25 miles from the centre of the city. Further details can be found in the University Student Handbook.

The Junior Common Room (JCR)

  1. Levies
    In accordance with its constitution, the JCR has agreed certain modest termly levies on its members.  There are currently the following termly levies:
    1. Entertainments Levy of £7.00
    2. JCR Charities Levy of £2.00
    3. Arts Levy of £1.00
    4. Reach Scholarship Levy of £5.00

    In addition, there is an annual Staff Appreciation Levy of £7.00, along with an annual punt levy of £4.00. These levies are charged to termly battels. If an undergraduate wishes to opt out of any of the levies, they may do so by resigning membership of the JCR, thus losing the right to stand for election to office, to vote in elections of JCR officers, and to attend JCR meetings. Anyone who resigns from the JCR still has the right to use the facilities of the JCR.
     

  2. Sanctions
    The JCR has a range of sanctions which may be considered necessary instead of, or in addition to, fines to deal with student disciplinary issues. A monetary fine would still be an option (and charges to pay for damages would still be issued separately), although Junior Members should also be aware that disciplinary violations could be sanctioned by fines and/or some of the following options, depending on the situation:
    1. being barred from getting event/club tickets from JCR Entz Reps;
    2. removal of Guest Dinner priority pass;
    3. being banned from a Guest Dinner (on one occasion or for an extended period of time);
    4. being banned from social events (can be on one occasion or for an extended period of time); and/or
    5. being dropped 10 places down the room ballot.

The Graduate Common Room (GCR)

The Common Room is on the First Floor of Tom 7. To gain access to the GCR, a fob can be obtained from the Porters’ Lodge. The facilities provided by the College include computers, laser printers and a photocopier, and a study room for graduates living out of College. In Hall, there is a graduates’ table, and special dinners and guest nights are held regularly. During the vacations, special arrangements are made for graduate dining.

Levies

In accordance with its constitution, the GCR has agreed that there will be an annual levy charge by the GCR of £23.00. This will cover tea, coffee, GCR fob, punt levy and contribution to the Staff Appreciation picnic. This will be charged to battels in Michaelmas Term and is non-refundable.

The JCR and GCR: Code of Practice

The Education Act 1994 requires the College to have a Code of Practice for the JCR and GCR. The Christ Church code is as follows:

  1. The JCR is an association open to all undergraduates of the House. The GCR is a similar association open to all graduates. Their main objectives are to provide social activities, promote the interests and welfare of their members, and to represent the interests of Junior Members to the Governing Body of the House.
  2. The JCR and GCR have written constitutions, elect officers, and hold regular meetings. Membership of the JCR and GCR is automatically granted to all students who qualify for membership. Anyone who does not wish to take up membership should notify the Secretary of the JCR or GCR respectively not later than Sunday beginning 3rd Week of Michaelmas Term.
  3. Membership is free of charge.
  4. Withdrawal from membership will disqualify students from standing for office, voting at, or attending meetings of the JCR or GCR.
  5. The written constitutions of the JCR and GCR contain detailed arrangements for the conduct of elections, the conduct of officers, financial management and reporting, the funding of groups and clubs, affiliation to external organisations (including Oxford Student Union), and the handling of complaints. The implementation of these arrangements is supervised on behalf of the Governing Body by the Dean and Censors.
  6. The House provides certain social, recreational and welfare facilities for all its Junior Members, including the use of common rooms and the Undercroft bar. It allows the JCR and GCR as associations to participate in the management and provision of these services and from time to time provides the JCR and GCR with funds to enable them to maintain these services on behalf of the House. The services provided by the House are available to all undergraduates or graduates (as the case may be) on equal terms whether or not they are members of their respective association.
  7. Complaints about the management of the JCR and GCR should in the first place be made to the President in question. If anyone is dissatisfied with the handling of any complaint it may be referred to the Dean and Censors.
  8. A copy of the constitutions of the JCR and GCR may be requested from the Academic Office.