Academic Support and Resources

Students can print their own enrolment certificate through the University’s Student Self Service using their Single Sign On details (e.g. sant1234 and password) to log in. The Academic Office Team can sign and stamp the certificate. You can bring the certificate to them in person in the Gateway Offices, or you can send a PDF to be digitally signed and stamped.

The Academic Office can also produce other letters on College letterhead such as confirmation of fees and enrolment period for an external funding body; or reference letter for a private landlord.

On-course students can request copies of their transcript at a cost of £18 each. This will include academic achievements to date but no final classification.  An on-course transcript will reflect the information seen on the Assessments page in Student Self Service, only available once a student is entered for an assessment.

The enrolment certificate available through Student Self Service will act as a certification of attendance.

Please see Academic transcripts for information about ordering and collecting an on-course transcript.

If a University (‘Bod’) card is lost, damaged or stolen, please inform the Academic Office as soon as possible. If the card has been lost, a £15 replacement fee must be paid online before a new card is issued. There is no fee for replacing stolen or damaged cards, but a crime number from the local police is required for stolen cards. Replacement cards are usually issued within 3-5 working days and notification will be sent by the Academic Office when it is available to collect.

All students are required to live in Oxford (within 25 miles of Carfax Tower) unless they have been granted permission to live outside that area. Students must be in residence for at least six weeks of every term for which they are paying University and College fees.

Dispensation will only be granted for exceptional reasons: please contact the Head of Academic Office for more information.

Fieldwork

Note that DPhil students going on fieldwork do not need to apply for permission to live outside the prescribed area as fieldwork forms an integral part of doctoral research. However, such students must inform the Academic Office of the dates they will be away from Oxford and their contact details for the period.

Fieldwork is a departmental matter rather than a College matter, so in the first instance please direct all queries to your department.

Students must also put suitable insurance arrangements in place, and plan any vaccinations that may be needed well in advance. See Travel Insurance for details.

DPhil students in particular will become well acquainted with the graduate progression forms that mark academic progress through the various research degree milestones. Forms available include transfer of status, confirmation of status and examination of research degrees.

Most of these forms can be found on your Student Self-Service account. Links, and all other forms, are accessible on the University’s Graduate Forms page.

The Academic Office Team will review and approve these milestone forms, which must be completed and signed by both student and supervisor before they are emailed to the Academic Office.

The University Student Handbook can be found on the University website and is an important guide covering topics such as welfare, examinations, and disciplinary and complaints procedures. It includes links to relevant parts of the University website, e.g. Examination Regulations.

Most of the information in this section is taken from the University’s Self Service with links provided to the original source.

Entering for examination

Students are automatically entered for compulsory units, but must complete an online examination entry form for any optional units taken. Notification about this will be sent by departments.

Students who submit their options after the deadline will be subject to a late exam entry fee of £60. This fee is also applied if any options are changed after the form is submitted. See Examination entry for guidance.

Examination Regulations

Students must read the regulations for their course before sitting exams. See the University website and Examination Regulations for guidance.

Alternative examination arrangements

Students will be asked before their arrival at College whether they will need any alternative examination arrangements, e.g. extra writing time, use of word processor, ergonomic or other seating arrangements. We expect students to respond to the follow up email send by the Deputy Head of Academic Office and either register with the Disability Advisory Service (DAS) if appropriate, or provide medical certificates as evidence for the alternative exam arrangements. If requirements alter during the year, students should contact the Deputy Head of Academic Office as soon as possible as it can take time to request alternative arrangements. See Examination Adjustments for guidance.

Illness/Special circumstances before or during examination

There is a procedure under which the examiners can be informed of any special circumstances (e.g. ill-health) which may have affected academic performance before or during an examination.

A statement from the student, usually accompanied by a medical certificate from the College Doctor, needs to be sent by email to the Academic Office as soon as possible after the affected paper(s) in order to initiate this process.

The Academic Office will provide advice on making a ‘Mitigating Circumstances’ request, and submit the application for consideration by the Chair of Examiners.

Applications must be submitted before the examination is marked and it is a student’s responsibility to ensure that all materials reach the Academic Office in good time.

Submitting formal assessments

See the Submitting your assessments for guidance.

Timetables and results

Provisional examination timetables are available on the University website well in advance, with final timetables published no later than five weeks before exams.

Email notifications are sent once results are released, and students will be able to log in to Student Self Service to see their assessment results and result for the year (if applicable). See Results for guidance.

Research degree exams

See Research examinations for guidance.

The College regularly puts on seminars, lectures and other events. These are often organised by the College Centres but there are a number of cross-Centre initiatives and events in which the College community is encouraged to participate. Please check the Events page on the  College website .

St Antony’s students are encouraged to make the most of the University Careers Service, a fantastic resource close to the College offering a wide range of services including individual and group advice sessions, publications, networks, talks and workshops, and events specifically for graduate students and other groups (e.g. women, international students, disabled students).

The University Careers Service also runs an Internship Programme providing access to hundreds of summer internship opportunities.  A letter of support can be issued by the Academic Office.

Oxford University Language Centre supports members of the University who need foreign languages (including English as a foreign language) for study and research.

It offers courses in 12 different languages as well as library resources in 180 languages. Spouses of students may also enrol on a language course.

Students who need to study a language at the Language Centre as part of their course can make a priority application through the LASR programme. Priority Registration Forms can be signed by the Head of Academic Office.

Please note that the College is unable to fund registration fees for these courses, and charges will be passed to battels accounts. Students should consult with their department as they may be willing to pay the fee if the language instruction is essential for the course of study.

Academic dress is required for matriculation, examinations (if applicable) and graduation, and occasionally other formal University occasions.

For matriculation and exams, there are three parts to academic dress at Oxford:

1. the graduate gown;
2. the headwear;
3. sub fusc.

Gown: The advanced student’s (graduate’s) gown is worn for matriculation and examinations. At matriculation, students who have graduate degrees from another university may wear the gown belonging to that university, but will in due course be required to wear the Oxford graduate gown.

Headwear: most students wear a mortar board, but a soft cap is also permitted.

Sub-fusc: this refers to the clothing worn underneath the gown. There are five elements to sub-fusc:

(Note that women and men are welcome to wear any one of these combinations.)

1. One of:
   • Dark suit with dark socks
   • Dark skirt with black tights or stockings
   • Dark trousers with dark socks
2. Dark coat (only if the weather is cold)
3. Black, low heeled shoes – NOT high heeled shoes
4. Plain white collared shirt or blouse
5. One of:
   • White bow tie
   • Black bow tie
   • Black full-length tie
   • Black ribbon (called a string tie)

Candidates serving in H.M. Forces are permitted to wear uniform together with a gown.

Hood: Students only wear a hood at matriculation if they already have a degree from Oxford.