Guidance for staff on student administration and support
Each department/division has its own detailed assessment procedures for Transfer of Status which can involve appointment of two assessors, submission of written work, interview, and approval of assessors’ report by Graduate Studies Committee (GSC) or Director of Graduate Studies (DGS). Therefore approximate guidance only has been provided.
The guidance below is based on the DPhil Journey - for all other Research Students please check individual regulations.
Probationer Research Status
Transfer of Status
Graduation & Beyond
On receipt of form
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- numerical orderGSO
Letter - a-z order
Note: Students who have already completed an Oxford Masters may be admitted direct to D.Phil. status, if approval is given by the department.
During the admissions process all candidates are allocated a college place either through the college selection process or the admissions clearing house. Although students are able to stipulate a first and second college preference, there is no guarantee that they will get a place in their college of choice. Generally speaking, to reject a college offer is to reject the university offer as a whole. However once college selection has been made a candidate may under some circumstances request to change – or migrate – to another college. The migration process is generally handled at college level. The candidate will require approval from both colleges involved and the Proctors may also need to be informed (Examination Regulations 2010, p. 12). In practice permission to migrate is rarely given. By far the most common grounds for successful applications is financial. If a college makes an offer of funding to a student who is resident in another college, and a condition of that funding is relocation, then this is generally approved. Students might also apply on other strong grounds e.g. disabled access or facilities, strong religious feelings etc. Personal preference or inclination would not be upheld as grounds for migration.
For the GSA the process is largely one of liaison. Once the necessary approvals have been obtained from the colleges involved the student record needs to be updated. Email the Data Quality Team (DQT@admin.ox.ac.uk) with all the available information.
While studying at Oxford students are required to live close to the city (within a 25 mile radius of Carfax Tower) for a stipulated period of time – known as statutory residence. Generally MSc students are required to remain in statutory residence for three terms, whereas MPhil and D.Phil students are expected to complete six terms. However if a D.Phil candidate has already fulfilled the residence requirements for a previous masters degree they are only required to complete a further three terms of statutory residence, subject to approval from department/Division. A faculty board / department / Division may, in exceptional circumstances and with the support of the student’s supervisor and college, grant dispensation (not more than 3 terms) from such residence on the grounds that it is necessary for the student’s work that he or she should be able to study or conduct research elsewhere. The student should submit a completed GSO.8 form. Once this is approved the GSA can update the student record as per the eVision manual.
Antedated admission is the process by which a student’s period of graduate study at another university is accepted as counting towards their residence requirement and fee liability at Oxford. Antedated admission is only available to students transferring to Oxford University from another university with their supervisor. The supervisor would normally be moving to Oxford to take up employment as a member of academic staff. Antedated admission is only available at the time of the supervisor’s transfer to Oxford. It is not available at any later date.
Applicants apply for entry to the University in the usual way, but should be asked to use the paper application form only. This enables the application fee for antedated admissions to be waived, and avoids the papers being processed with the regular admission applications. Applicants should not use the on-line applications facility. They should complete the standard University graduate admissions paper application form, and provide all the supporting material for the programme of study they wish to be admitted to (as advised in the graduate admissions notes of guidance). In MPLS, if the applicant has completed more than three terms of study at their previous institution the Division requests supervision reports from their previous institution as well.
The member of academic staff transferring to Oxford is asked to collate all the application(s) in liaison with the Graduate Administrator in the department. The department must also find a college place for the student(s). Once the applicant has been accepted by the department and a college, the departmental Graduate Administrator then forwards the paperwork with a covering note from the department to the relevant GSA. This also avoids the papers being processed with the regular admission applications.
The following papers are required from the department:
Transfer of Status and Confirmation of Status
If the student has been at their previous university for less than three terms, the University expects the student to undertake transfer of status in their Oxford department. If the student has passed the equivalent of transfer of status at their former university, documentation needs to be provided showing the result (e.g. the reference from the previous university), and the department should indicate that it accepts the result.
All antedated students are expected to undertake Confirmation of Status at Oxford irrespective of the number of terms to be antedated, and whether they have undertaken a similar review or assessment at their previous university.
Assessment of request for antedating
The application will be checked in the relevant divisional office. It is then sent to Mr Richard Hughes, Education Policy Support, for approval on behalf of the Education Committee. If approved, Mr Hughes will refer it to Ms Susan Sweet, Secretary to the Student Fees Panel, to be considered on behalf of the Student Fees Panel. Please note that this stage can take some weeks, especially in a vacation period, or if any questions are raised. Therefore applications need to be made well in advance of the student’s proposed start date at Oxford, so that all approvals have been obtained before the student withdraws from their current HEI. The student will not be able to register for their programme of study at Oxford until the antedated admission request has been approved, and a record created in eVision. Students cannot be issued with their University card until the student record is complete. It should not be assumed that approval will be automatic nor that the period of fee remission will be the same as the period of antedating, especially in cases requesting more than 3 terms antedated admission.
Once approval of the antedated admission has been received from the Student Fees Panel, the GSA should forward the application material to the Graduate Admissions Office with a covering note, so that a record for the candidate(s) can be created on OSS, and to record the start term at Oxford. The application is then returned to the GSA for onward transmission to the departmental Graduate Administrator advising them that they now need to record the decision in eVision, and that they then need to forward the application on to the student’s college so that they can update their part. The GSA should write to the student to inform them of the result. Once the student contract has been returned and the admission record has been confirmed (Final c’d) in the admissions part of OSS, a record for the student will then appear in eVision. The GSA should then update the record the following sections in eVision to show that this is an antedated admission:
A note is added
Useful web references
Summary of course fee liabilities – http://www.admin.ox.ac.uk/studentfunding/fees/feerates/maxlib.shtml
University Tuition Fees – http://www.admin.ox.ac.uk/studentfunding/fees/feerates/index.shtml
Fee Status (Home/EU or Overseas) – http://www.admin.ox.ac.uk/studentfunding/fees/feerates/feestatus.shtml
Out-housing is generally only relevant to the MPLS and Medical Sciences divisions. It occurs when students gain permission to undertake research in a ‘well-found’ laboratory outside of Oxford.
Out-housed students are not required to meet the residency requirements, and they are out-housed for the degree in its entirety. They will still need to have supervision arrangements in place; in the MPLS Division this includes not less than two / three face-to-face meetings, for a total of at least 8 hours per term.
To apply for out-housing the student’s supervisor needs to complete the “Out-housed Questionnaire”, and submit it to the Divisional Assistant Registrar, via the Divisional Graduate Studies Officer, to gain divisional approval. The application will then be considered and approved by the Associate Head of Division (Academic), or his/her equivalent.
When the application has been approved it will then be forwarded to the GSA who needs to complete the process in eVision as stated in the eVision Manual.
A confirmation letter is also sent to the DGS of the student’s department.
The student’s department should submit a written case to the Divisional Graduate Studies Office, requesting permission under the following Regulation:
“Students exceptionally permitted to undertake their research in a well-found laboratory outside Oxford shall not be required to keep statutory residence, but must attend for such instruction as the board shall require.”
The GSA should forward this application to the Chair of the Divisional Graduate Studies Committee for approval. Once the Chair has made a decision, the GSA should contact the department and let them know the decision, A copy of the application and the outcome (approved or declined) should be placed on the student’s file.
The GSA needs to complete the process in eVision as stated in the eVision Manual.
Most Oxford theses are made freely available for consultation: this means that any person wishing to read a thesis may do so. However, in certain special cases a thesis held by the Bodleian library and in ORA (Oxford University Research Archive) is not made available for consultation for a set period. This might be for a number of reasons including the following information being included in the thesis:
• Patentable material
• Commercially sensitive information
• Sensitive personal information
• An agreement made with the sponsor of the work
• Publisher restrictions on prior publication
• Other Intellectual Property Rights
Any student wishing to apply for a thesis embargo must complete form GSO3c ‘Application for Dispensation from Consultation of Thesis’. Once the form has been approved by the Department/Faculty/Division the GSA should update eVision accordingly and write to the student confirming the dates of the thesis embargo. The letter should be copied to Ann Peet in the Examination Schools, and to ORA.
Please note that only students who enrolled from 1st October 2007 are required to deposit an electronic copy of their thesis. Students who enrolled before that date can do so voluntarily if they so wish.
Students in the Humanities, Social Sciences and Medical Sciences Divisions. All Divisions strongly supports open access to theses produced by its students. However, during this period whilst both authors and publishers adapt to open access, these 3 Divisions have agreed that by default, access to the full text of digital theses will be restricted for three years. Authors should indicate as such on the ORA online deposit form. These students need not apply for restricted access using form GSO.3C. Authors can choose to override this default and make their thesis open access either at deposit or at any time during the three year embargo. Students who wish to make their thesis freely available on deposit or before the end of the three years should indicate as such on form GSO.3A and on the online ORA deposit form. All students need to indicate if their thesis contains content where copyright is held by a third party and should obtain permission before making such content freely available on the internet.
There are several situations where a programme transfer will have to be carried out in eVision. A student may decide to switch from the MSt to the longer MPhil, or vice versa. Another example is when a student starts on the DPhil but decides to change to the lower degree of MSc by Research or MLitt.
In all these cases the GSO.28 ‘Change of Programme of Study’ form needs to be completed. Once approved by the Faculty/Department/Division, the GSA needs to write a letter confirming the change to the student, copied to the supervisor and college. Then the transfer needs to be recorded in eVision. Full instructions are contained in the eVision Manual.
Please note: in all cases the Fees Team need to be informed (email@example.com) so they can make any necessary adjustments to the composition fee amount.
Transferring a student from a taught course to a research course
These programme transfers should be passed on to your Divisional Officers:
Humanities – Padraig O’Connor (firstname.lastname@example.org)
Social Sciences – Andy Garlick (email@example.com)
Medical Sciences – Clare Hayes (firstname.lastname@example.org)
MPLS – Helen Beauchamp (email@example.com)
Continuing Education – Katherine Brown (Katherine.firstname.lastname@example.org)
GRADUATE FORMS FOR EXCEPTIONAL CIRCUMSTANCES
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