Paid work while studying - Somerville College - University of Oxford

We look forward to seeing you at Somerville in the Autumn.This booklet contains information on many aspects of College life. Please read through it well before youtravel to Somerville, and ensure that you are able to meet all financial costs detailed here.The information in this booklet applies to all new undergraduate students, including students in the first yearof the Graduate-Entry Medicine course. (Students on the Graduate-Entry Medicine course will be consideredby Somerville to be graduate students for the second, third, and fourth years of their course.)This document should be read in association with the other documents which are available from the NewUndergraduates Web page where you found this present document(http://www.some.ox.ac.uk/new_undergraduates) That Web page will throughout the rest of this presentdocument be referred to as the New Undergraduates Web page. The documents available on that page areimportant ones which you need to read and, in most cases, to print, complete, and return. Please ensure thatthe necessary documents reach the Academic Office at Somerville in hard copy and no later thanFriday 11 September 2009. We are not able to accept electronic or faxed copies of your signed documents.Where documents have more than one page, please print them double-sided if possible. If they have morethan two pages, please staple together all pages of the document in the top left-hand corner.Please send your completed, hard-copy documents to:Academic OfficeSomerville CollegeWoodstock RoadOxfordOX2 6HDUKIf you have difficulty downloading or printing the documents, please request them in hard copy by emailingstudent.admin@some.ox.ac.uk. Do include your full name, course, and the postal address to which youwould like the documents to be sent. Do be aware that hard copies may take some time to reach you,particularly if you are outside the UK.Within the next few weeks, you should also receive an envelope through the post which contains furtherimportant information relating to your studies at Somerville and Oxford. This envelope will be referred to inthe rest of the current document as the Important Documents Mailing.Checklist of forms to be returned by Friday 11 September 20091) University Contract 20092) Somerville College Contract 20093) Form of Financial Undertaking 2009 - first year undergraduates4a) Undergraduate Licence to Occupy 2009 [for students on standard undergraduate courses]4b) Graduate-Entry Medicine Licence to Occupy 2009 [for Graduate-Entry Medicine students]5) Internet Access Application Form 2009-106) Next of Kin form 20097) Music Form 20091. RegistrationThe University requires all students to register online at the start of each academic year of their course. Theregistration process is a chance for you to check that the University holds the correct information about you— name, contact information, date of birth, course, and so on. If any of your personal information isincorrect, you will have the opportunity to amend it.You will register using an online system called Student Self Service. A detailed guide to using Student SelfService is on the University's Web site athttp://www.ox.ac.uk/current_students/registration_self_service/index.html.Read the information on that Web page, and also read the four Web pages you will be able to access fromthe menu on the left-hand side of the screen, under the "Registration & Self Service" heading. The fourpages are:1. Gaining access2. Registration process steps3. Student Self Service4. Frequently Asked Questions2 of 23

Contents4 - Construction,Building Services,Motor Engineering& Technology6 - Creative Industries8 - Professional Studies11 - Professional Development &New CoursesWho we are…accross Business Solutions is committed to ensuringthat its services are demand-led in response to the needsof employers and is a key player in workforce developmentacross the country. We have a network of highly qualified andexperienced tutors and assessors capable of delivering trainingand learning in the workplace, or at specialist facilities.accross Business Solutions offers a wide range of highqualitybusiness services including business consultancy,top-up training, staff development and short and long courses,many of which are bespoke to fit around the needs of eachindividual business and include english and maths skills.accross Business Solutions helps to improve the skills of theworkforce by:• Identifying training needs in companies.• Providing flexible training with industry experiencedtrainers and assessors.• Engaging with employers and providing solutions fitfor purpose.• Providing impartial guidance for companies.• Using innovation technology to ensure the learner isgetting a learning method to suit their lives.In 2008 we achieved certification in the TQS (Training QualityStandard) which recognises the best organisations in the UKdelivering training to employers.Codes explainedHalf Day - 4 hoursFull Day - 7 hoursFT - Full TimePT - Part TimeD.O.A - Details on applicationD.O.F - Dependant on fundingF.O.C - Free of charge (if criteria met)P.O.A - Price on applicationTBA - To be agreed (with employer)TBC - To be confirmedaccross - Accrington & Rossendale Collegeworkplace - Your place of work* Minimum group size 10 people** Maximum group size 12 peopleWhy up-skill with us?• Discounts are available for group bookings• We do not charge VAT on many courses• We can offer funding on many courses and somecourses can even be delivered for FREE• Most of our courses can be delivered at your place ofwork or at our site• We tailor our courses to fit around your working lifeIf you would like to train in a specific area and do not seethe course listed in this guide, call us and we can writea bespoke course specifically for you. Most industriescovered.or e-mail us at businesssolutions@accross.ac.uk

Detailed information about funding your studies is on the Web site of the University's Student FundingServices, at http://www.admin.ox.ac.uk/studentfunding/undergraduate/In addition to any loans, grants, bursaries and scholarships which you may secure, you may also need toreceive contributions from your parent(s) or guardian(s), or from other sources, to meet: University fees if not covered by a student Tuition Fee Loan College fees if you are not a UK or EU student the costs of accommodation and living expenses not covered by loans or grants3.1 Form of Financial UndertakingYour parent(s), guardian(s), or other source(s) are expected to provide any additional financial support that isnecessary to meet costs not covered by loans, grants, bursaries, or scholarships. Please ask the parent orguardian responsible for your financial support to sign and return the Form of Financial Undertaking 2009on the New Undergraduates Web page, certifying that he or she accepts ultimate responsibility for your feesand other charges. The notification of eligibility for public funding from your Local Authority or equivalent (UKand EU students only) must also be attached to the form.The College is unable to provide credit facilities. The person who has accepted liability for the payment ofyour fees and charges will be liable to pay them in full to the College if you are in default.Print the Form of Financial Undertaking, double-sided if possible. You and your parent or guardian shouldthen complete the form.Send your completed hard-copy Form to the Academic Office at Somerville, to arrive no later than Friday 11September 2009.3.2 University feesUK and EU students on a standard undergraduate course may take out a Government-funded Tuition FeeLoan to cover tuition fees.Overseas students must pay their own tuition fees.Tuition fee information and rates are on the University's Web site athttp://www.admin.ox.ac.uk/studentfunding/fees/All Graduate-Entry Medicine students must pay their own University fees for the first year of their course.In subsequent course years, only overseas students must pay their own University fees. For UK and EUstudents, the UK Government's Department of Health will in second and subsequent course years payUniversity fees.3.3 College feesOverseas students must pay a College fee. UK and EU students on standard undergraduate courses do notneed to pay the College fee.All Graduate-Entry Medicine students must pay the College fee in the first year of their course. Insubsequent course years, only overseas students pay the College fee.The College fee for undergraduates for 2009-10 is £5,473.3.4 Overseas students' advance payment against fees and chargesOverseas students are required to make an advance payment against fees and charges of £1,000.Somerville must receive this in full on or before 1 September 2009 in order for students to secure their placefor the academic year 2009-10. The advance will be credited against the fees and other charges due for yourfirst term.No such advance payment is required from UK or EU students.3.5 Living and travel costsAll students should be aware that, even if you take out loans and/or qualify for grants, scholarships, andbursaries, you may still need additional funds to cover your expenses during term-time. We suggest that totalexpenditure for living and personal expenses, books and stationery for an undergraduate who is able to liveat home in the Christmas and Easter vacations will in 2009-10 amount to at least £6,800. Forundergraduates unable to return home during these vacations, this should be increased to at least £8,800.You will also need to meet the cost of travel to and from Oxford.4 of 23

Guidance on living costs is available on the University's Web site athttp://www.admin.ox.ac.uk/studentfunding/fees/ug_living_costs.shtml3.6 College chargesAccommodation: the College accommodation charge for a first year on a standard undergraduate coursefor the academic year 2009-10 will be £2,946.48. For first-year Graduate-Entry Medicine students, Theaccommodation charge for 2009-10 will be £4,622. This accommodation charge is payable termly inadvance. The first term‘s charge – of £982.16 for students on standard undergraduate courses, and£1,540.67 for Graduate-Entry Medicine students – must be paid to the College by 18 September 2009 (butsee below for information on how to request additional time to pay). Note that this charge covers specificdates. The use of rooms before or after this period is subject to additional vacation residence charges on aper night basis (£16.74 per night). College grants are available to meet these vacation residence charges ifand when certain criteria are met. Details will be available when you arrive at Somerville.Further information on accommodation and payment is given below.A Catering credit of £50 must be paid by all new undergraduates, by 18 September 2009. Please seebelow for further information on College Catering and the Catering credit. The Catering credit of £50 ispayable each term.Meals are available in the Dining Hall at subsidized rates, and three meals in a day are unlikely to cost morethan £13.A key deposit of £50 must be paid by 18 September 2009.College deposit: you are required to pay an initial deposit against damages of £250, to be refunded at theend of your course if there are no unresolved issues at that time. This must be paid by 18 September 2009.Administration fee: you will also be charged a fee of £50 to cover(a) fees payable to the University when degrees are conferred;(b) the cost of producing transcripts and other documentation when required; and(c) membership of the Somerville Association, the College's alumni organisation.This fee must be paid by 18 September 2009.3.7 Summary of fees and other fixed charges payable in 2008-9Overseas students' advancepaymentUniversity fees(where no UK/EU Fee Loan)College fees(standard courses)College fees(Graduate-Entry Medicine)Accommodation(standard courses:per term charge)Accommodation(Graduate-Entry Medicine:per term charge)Catering credit(per term charge)UKstudentsEU students Overseas students Payable byn/a n/a £1,000.00 1 September 2009£3,225.00 £3,225.00Dependent uponsubject18 September 2009n/a n/a £5,473.00 18 September 2009£5,473.00 £5,473.00 £5,473.00 18 September 2009£982.16 £982.16 £982.16 18 September 2009£1,540.67 £1,540.67 £1,540.67 18 September 2009£50.00 £50.00 £50.00 18 September 2009Key deposit £50.00 £50.00 £50.00 18 September 2009College deposit £250.00 £250.00 £250.00 18 September 2009Administration fee £50.00 £50.00 £50.00 18 September 20095 of 23

Please note that overseas students can opt to make either(a)one payment on or before 1 September 2009, incorporating fees, charges and deposits, or(b) two payments, the first being the overseas students' advance payment of £1,000, by1 September 2009, and the second being the balance due, by 18 September 2009.Students coming to Somerville on an exchange programme may be exempt from paying University andCollege fees; information about this is available from the College. All exchange students, including thoseexempt from University and College fees, must pay all other deposits, credits, and charges listed above(except accommodation costs if living in non-College accommodation).3.8 Provision for initial out of pocket expenses after arrivalIf you have been awarded a Maintenance Loan (and other Maintenance Grants where applicable), your firstinstalment will be paid directly into your nominated bank account within five days of your being formallyregistered at the College. Provision should be made for some spending money when you first arrive at theCollege, to cover initial food and personal expenses until you receive this first instalment.3.9 Queries regarding fees and chargesAny queries regarding fees and charges should be addressed to Andy Warren in the College's financedepartment, the Treasury (email: andrew.warren@some.ox.ac.uk; tel.: + 44 (0)1865 280636).3.10 Payment of fees and chargesYou will receive a personal statement of fees and charges prior to the beginning of each term, and againprior to the fourth week of each term. These statements are known as "battels". Each battels statement willindicate the date by which any outstanding charges on the statement must be paid. In your second andsubsequent terms, this date will generally be the Friday preceding the start of teaching term and the Fridayof the fourth week of teaching term. Failure to pay on time may result in the imposition of a fine. Any querieson battels statements should be addressed to Andy Warren in the Treasury(email: andrew.warren@some.ox.ac.uk; tel.: + 44 (0)1865 280636).Payment methodsCheque: cheques should be made payable to Somerville College, and drawn on a UK bank account inUK £ sterling. Please send them to the College Treasury.We regret that if a cheque is returned as unpaid by your bank, a replacement guaranteed payment will berequired by bank transfer, debit/credit card or by UK bank draft.Please write your full name and "Battels" on the back of the cheque.Bank transfer: payments may be made by bank transfer toBank Barclays Bank, Oxford City 2Account nameSomerville CollegeAccount number 60998907Sort code 20-65-20If paying from overseas, please ensure that local and foreign bank charges are paid by you, and notdeducted from funds sent. Also note the following international banking identities for our bank:IBAN numberSWIFT/BICGB89BARC20652060998907BARCGB22Please ensure that the student name and ―Battels‖ is quoted as a reference on any bank transfers, to assistthe Treasury in allocating the funds received.Debit and credit cards: payments may be made by Maestro/Switch debit cards and Visa, MasterCard andDelta credit cards. We cannot accept payment using the following cards: Visa Electron, American Express,JCB, Diners' Club. Please note that in the case of payment by credit card, the College will charge anadministration fee of 2.0-2.5% of the amount being paid so as to cover the charges levied by the College‘scredit card processing company. Payment by debit or credit card may be made by telephone during officehours: 09.00–16.30, UK local time, Monday to Friday. Please call Andy Warren in the Treasury on + 44(0)1865 280636. Where this method is used, the security number on the rear of the card, if present, will berequired.6 of 23

3.11 Requests to defer payment of accommodation chargesFees, charges, and deposits must be paid by 1 September or 18 September 2009 as explained above.However, UK students may request to defer payment of the first term‘s accommodation charges to Friday 9October 2009 in the following circumstances: it is your intention that accommodation charges will be paid from the student Maintenance Loan/Grant orequivalent and you have received a notification of support from the Student Loans Company or equivalent confirming thatyou have been awarded a Maintenance Loan and/or Maintenance Grant.To take advantage of this facility, you must apply on the downloadable Form of Financial Undertaking for thisdeferred payment option, attaching a copy of your support notification document.3.12 Implications of failure to pay fees and charges by the required datePlease note that, unless you have requested deferment of payment for the first term‘s accommodation, theCollege reserves the right to withhold your room key on arrival if all the fees and charges indicated abovehave not been paid in advance.3.13 Opening a UK bank accountYou will need a UK bank account, so that the College can pay you any monies due to you (e.g. bursaries, ordeposits being refunded to you at the end of your course).A bank account guide for international students is on the University's Web site athttp://www.admin.ox.ac.uk/io/guide/arriva.shtml#_Toc1270934313.14 Charitable contributionsThe Junior Common Room (see below) decides each year to support certain charities on a regular basis.Your battels account will be charged for these donations (the rate was £9 per term during 2008-9) unless youopt not to be a part of this scheme. If you do not wish to subscribe to any of these charities, you will need tosubmit an opt-out form to the Treasury. Forms will be available from the Treasury after you arrive atSomerville.3.15 Advice on financial mattersThe College Accountant, Mr Andrew Kingston, is available to give you advice on financial matters,particularly in cases of financial difficulty. If you have money worries, potentially serious or not, or if you justfeel that you could benefit from some advice about how to handle your financial affairs, you can arrange tosee him. Anything that you say, and any information that you provide, will be treated in the strictestconfidence.4. Domestic arrangements4.1 Smoking policyAll Somerville-owned premises (indoor and outdoor) and vehicles are non smoking. A copy of the Collegepolicy on smoking forms part of your Licence to Occupy(accommodation contract) for your College room(see below).4.2 CateringThe Catering Department provides a wide range of foods at mealtimes to suit most dietary needs, includinghot and cold meals, snacks, and drinks. Particular dietary needs can often be accommodated on request.Basic self-catering facilities are also provided throughout the College. Please be conscious of health andsafety when using these facilities. Never leave food cooking unattended, and remember to wash and tidy upafterwards.Catered meals, served in the Pantry and eaten in the Dining Hall, are available at subsidized rates. Threemeals in a day are unlikely to cost more than £13. While you can pay for meals in cash, you can also use apre-paid card – linked to a College food account – to buy meals at a discount of 7.5% on cash prices.Undergraduates living in College accommodation are charged a catering credit of £50 per term on theirbattels (College financial account), which will automatically be added to their College food account. Thismoney can be used to purchase food and drinks in the Pantry, using your pre-paid card. Undergraduatesliving in private accommodation will pay a catering credit of £30 per term.7 of 23

The £50 catering credit would pay for one meal approximately every three to four days in a term.However, for regular use of the Catering service, it is recommended that at least £160 is paid into yourCollege food account at the commencement of each term. This and subsequent top-ups of your foodaccount will be possible via an online payment facility or by payment at the Treasury.Please note that your College food account will not be active for the first few days after you arrive atSomerville. If you intend to buy meals in the Pantry in your first few days, you will need enough cash to payfor these.Any unspent credit remaining in your food account at the end of a term will be carried forward to the nextterm. However, you will not be able to reclaim any balance not spent by the time you leave College at theend of your course.Exemptions from the Catering credit will be considered on medical or religious dietary grounds only. To beconsidered for an exemption, you should write to or email the Treasurer, explaining why you think you shouldbe exempt, by Monday 12 October 2009.All requests for exemptions will be treated in the strictest confidence, and will be considered by a small panelof senior staff. The panel will take into account individual circumstances, the existing provision of menuchoice, and the capacity of the Catering service to meet dietary requirements.Meal times during term-timeBreakfast Monday to Friday 08.00 - 09.00Brunch Saturday 11.00 - 13.00Sunday 11.00 - 12.00Morning coffee/snacks Monday to Friday 10.00 - 11.00Lunch Monday to Friday 12.30 - 13.30Sunday 12.00 - 13.00Afternoon tea/snacks Monday to Friday 15.00 - 17.00Dinner Monday, Wednesday, Thursday, Friday 18.00 - 19.00Dinner is not served on Saturday or SundayThe College cannot take responsibility for food choices made by students or guests suffering from severeallergies or who have restricted dietary needs if the Catering staff are not informed in advance.Meal times outside term-timeBreakfast and dinner are not usually av ailable during Vacations, although lunch is usually served Monday toFriday. Details of timings and how to sign up for lunch will be available prior to each Vacation.College BarThe College Bar is frequently open in the evenings. Opening hours will be available when you arrive. Inaddition to a wide range of drinks, a snacks vending machine is also available.4.3 AccommodationA singe study bedroom is provided in College for everyone in the first year of an undergraduate degreecourse. You do not need to apply for accommodation. You will on arrival at Somerville be told which roomwill be yours.Graduate-Entry Medicine students may, if they prefer, find their own accommodation outside College.You are required to pay their first term‘s room rent in advance, as noted above.Accommodation charges cover light, hot water, background heating, and cooking facilities. Note also that afixed fee per annum is charged to all occupants to cover any additional electricity used in rooms.Each study bedroom has white walls, coloured curtains, adequate, but not generous, cupboard space, and adesk with reasonable book space. A mattress cover and two pillows with pillow cover are provided, but notduvets, sheets, pillowcases or towels. Bed linen can easily be bought in Oxford and, if necessary, theHousekeeping Manager can, given prior notice, provide it for newly arrived undergraduates from overseasfor the first week. Sheets should be for a 3ft wide bed.Each room has central lighting, a standard lamp, and a desk lamp. In addition, there are a number of 13-amptwin sockets (local voltage is 230/240v AC), and an Ethernet connection. All rooms have background heating8 of 23

at a minimum temperature of 21°C (70°F), when the central heating is on (between 1 October and thefollowing 30 April).In addition to bed linen, you will need to bring towels and any kitchen utensils, crockery, and cutlery you thinkyou might need.Furniture and fittings must not be removed from rooms, nor should any furniture be brought into rooms.There is a legal requirement for all electrical equipment brought into College accommodation to be testedand certified as safe by the College electrician.If you bring a television, it will in addition be your responsibility to obtain a Television Licence for it at yourCollege address.Licence to OccupyYou must download a Licence to Occupy for your College room from the New Undergraduates Web page.For students on a standard undergraduate course, the Licence is the 2009 Undergraduate Licence toOccupy.For Graduate-Entry Medicine students, the Licence is the 2009 Graduate-Entry Medicine Licence toOccupy.Your Licence sets out the terms and conditions under which rooms are let to students, and the periodsduring which you may stay in College accommodation. Please note that rooms are let on condition that theyare occupied solely by the person to whom they have been allocated, save for occasional overnight guests.When you arrive at Somerville, you will be told which room you will be staying in.Please print two copies of your Licence, double-sided if possible, and staple together the pages of each copyin the top left-hand corner.Fill in the required information on pages 1 and 8 of each copy.Send one hard copy of your completed Licence to the Academic Office at Somerville, to arrive no later thanFriday 11 September 2009. Keep the other copy for your records.Accommodation outside the dates of your Licence to Occupy (vacation residence)If you have a good reason for wanting to stay in College accommodation outside the periods of your Licenceto Occupy, you may apply for a total of 14 nights‘ vacation residence each year. This total is in addition toany days outside term-time spent taking University Examinations.If you will be on a standard undergraduate course and are hoping to stay in College accommodation prior tothe night of Tuesday 6 October 2009, it is your responsibility to request vacation residence. To do so,please contact the Housekeeping department as soon as possible (email: bursary@some.ox.ac.uk; tel.: + 44(0)1865 270615/23). Requests must be made well in advance of your planned arrival at Somerville.Similarly, Graduate-Entry Medicine students hoping to stay in College accommodation prior to the night ofThursday 24 September 2009 must contact the Housekeeping department as above, will in advance ofyour planned arrival at Somerville.Vacation residence allowances not taken in any one year may be carried forward to the next year, in thesame way that excess nights may be deducted from the following year‘s allowance. Undergraduates aretherefore eligible to apply for a total of 42 nights (for a three-year course) or 56 nights for a four-year course.Application details will be circulated by the Housekeeping department each termPlease note that there is no guarantee that all vacation residence requests can be accommodated. Thecharge for vacation residence will be £16.74 a night in 2009-10.Anyone in financial difficulty who is applying for vacation residence may also apply for a vacation residencegrant. Students who do not apply for vacation residence and do not move out at the end of term will becharged at the full commercial rate (£40 a night). As all rooms will be needed in 9th week of MichaelmasTerm (the Autumn term) to accommodate candidates who come for admissions interviews, first yearundergraduates will be required to vacate their rooms on the morning of Saturday 5 December 2009.Laundry facilitiesThere are number of washing machines and tumble driers available for students to use in College.All washers and driers are operated using a pre-paid laundry card, which can be topped up using cash.In the Porters' Lodge, there are machines where you can buy a laundry card and top up your laundry card.9 of 23

HousekeepingYour room will be cleaned by a ‗Scout‘ (cleaner) at least once every two weeks, and your waste bin will beemptied each weekday, Monday to Friday. (If you do not want to be disturbed, leave your waste bin outsideyour room as a signal to the Scout.) Please note that Scouts are not responsible for tidying your personalbelongings, or dealing with your washing up. You will be advised in advance which day/week your room willbe cleaned, and your Scout must have access on this day.Communal areas will be cleaned daily Monday to Friday; this includes corridors, stairs, bathrooms, showers,toilets, kitchens, and pantries.When you take possession of your room, you will be given a list of contents for which you will beaccountable, with a description of their condition. You will be asked to sign this and return it to theHousekeeping Manager.Bear in mind that, if there is any damage or unreasonable deterioration to your room or furniture, you will becharged for any necessary repairs or replacements.Each room has a noticeboard and poster strips. The use of Blue Tac or similar adhesives to hang postersetc. is forbidden, as this causes damage to wall surfaces.Any maintenance problem should where possible be reported through the appropriate Maintenance RequestForm on the College Web site: http://www.some.ox.ac.uk/maintenanceThis is the speediest way to get the problem brought to the attention of the Maintenance Department.In an emergency, please contact the Bursary on + 44 (0)1865 270615 (during office hours) or the Porters‘Lodge on + 44 (0)1865 270600 (out of office hours).TelephonesThere are no telephone line jacks in undergraduate bedrooms. Telephones are located in the variousbuildings as follows.Call-bar telephone lines (you can receive calls on these numbers, but not make outgoing calls):Penrose Ground Floor - + 44 (0)1865 270667Penrose Middle Floor - + 44 (0)1865 270698Darbishire Middle Floor Hall - + 44 (0)1865 280635Park 1st Floor - + 44 (0)1865 270692Park 2nd Floor - + 44 (0)1865 270675Hostel Top Floor - + 44 (0)1865 280593Vaughan Middle floor - + 44 (0)1865 270662Vaughan Top floor - + 44 (0)1865 270663Payphone (cards only):Front Hall (Green Hall) - + 44 (0)1865 554073For queries regarding telephones, please contact the Treasury & Projects Administrator, Mr Paul Francis(email: paul.francis@some.ox.ac.uk; tel.: + 44 (0)1865 270624).Guest roomsWhile there are no guest rooms specifically for use by JCR members, it may on occasion be possible to hirean undergraduate room that is not occupied. Please contact the Housekeeping department for information(email bursary@some.ox.ac.uk; tel.: + 44 (0)1865 270615/23).Queries regarding accommodation or housekeepingAny queries regarding accommodation or housekeeping should be addressed to the Housekeepingdepartment (email: bursary@some.ox.ac.uk; tel.: + 44 (0)1865 270615/23).4.4 InsuranceThe College does not accept responsibility for any possessions sent to, kept at, or left on College premises.Since you will be living in College accommodation, you will have limited insurance cover through the Collegewith Endsleigh Insurance. Details are included in your Licence to Occupy. The insurance charge isautomatically included in the room rent, so there is no additional charge.4.5 StorageWhilst we appreciate that it tedious to have to clear all belongings from College rooms at the end of eachterm, every student is required to remove all his or her property from the premises at the end of term, or10 of 23

when vacating his or her lodgings. Belongings left in rooms – no matter how small or unobtrusive – will beremoved by Bursary staff and, if kept, will be subject to a storage charge (of up to the student commercialrate of a minimum of £25 a night).The College has limited storage facilities, and storage priority is given to overseas students. Storage isrestricted to three boxes per student, with the boxes supplied by the College. Use of the space is alsodependent on availability. Students who wish to take advantage of this limited facility should make contactwith the Lodge at the beginning of term to ascertain availability, and the terms and conditions that apply.Alternatively, commercial storage facilities are available in and near Oxford. Companies include:Big Yellow Self StorageBarretts4.6 Keys and securityhttp://www.bigyellow.co.uk/http://www.barretts-storage.co.uk/When you arrive at Somerville, you will be issued with a personal electronic access card, and a key for yourroom. The card is needed to open doors into all the buildings on the College's main site, and some doorswithin buildings. It also functions as your pre-paid card for your food account.You should also be given a Late key, which will enable you to enter the main College site through a numberof different gates around the perimeter of the site.Oxford is no different from other cities across the United Kingdom or, for that matter, the world. Crimes arecommitted here and it would be naive to think otherwise. We ask that you please comply with the followingrequests whilst you are in College. Lock your room door whenever you leave it, regardless of the time you intend to be away — it takes secondsto steal a purse or wallet! If you have a ground floor room, please lock your window shut whenever you leave your room. Do not leave valuables (e.g. computers, games consoles, cameras) on display in your room — please lockthem away in luggage or similar if you are not using them. When using your electronic access card to enter College buildings, do not leave the door open for otherpersons unless you know them to be a member of Somerville or they have an access card. This preventsunauthorised persons from obtaining access. Do not lend your keys or access card to anybody you do not know, regardless of how plausible their storymay seem.If you see anybody acting suspiciously within, or trying to gain access to, College premises, call the Porters‘Lodge immediately (+ 44 (0)1865 270600). If you are able, make a note of what the person looked like(clothes, hair, skin colour, type of footwear, whether they were carrying anything), time of sighting, wherethey were, and which way they went.4.7 PostYou will have a personal pigeonhole in the Porters' Lodge. Incoming mail will be put in your pigeonhole bythe Porters. You must check your pigeonhole frequently, since important information may be sent to you bypost.All post should be addressed to you by name at: Somerville College, Woodstock Road, Oxford, OX2 6HD.Outgoing post destined for other institutions within the collegiate University may be sent free of charge.There are collection boxes in the College. Outgoing ordinary post to all destinations may be placed in theappropriate collection boxes in College, provided it has been stamped with the correct postage value.Tutors and administrative staff in the College have pigeonholes in the House building. You can leavemessages in their pigeonholes.5. Junior Common RoomThe Junior Common Room (JCR) is the undergraduate student body (like a student union) of an Oxfordcollege. It is also the name of the common room shared by undergraduate students.All undergraduate students of Somerville College are members of the College's JCR. The Somerville JCRhas an Executive to manage its affairs.11 of 23

In addition to organising social events and offering advice and support in areas including welfare andacademic affairs, members of the Executive represent the JCR on the College‘s Governing Body and onsome of its Standing Committees.The Somerville JCR has two common rooms and television room.The JCR will be running events for your during Freshers' Week.The JCR President is John McElroy. His email address is: jcr.president@some.ox.ac.uk5.1 College ParentsYou are the child of one or more College Parents. Your College Parent(s) will be in the second (or possiblythird or fourth) year of an undergraduate degree at Somerville. They will hopefully be on hand to welcomeyou when you arrive at College, and are there to help you settle into life at Somerville and Oxford. They areyour Parents for the whole of your first year, so you won't be on your own.The College Parents system is organised by the JCR, and is common to many colleges in Oxford.In the next couple of weeks or so, you are likely to receive an envelope containing information from the JCRand University organisations about clubs, societies, and student-run welfare services at Somerville and in thewider University. Included in this pack may also be one or more letters from your College Parent(s). If you donot receive a letter, please do not worry — the JCR will make sure you are looked after when you arrive.6. Academic mattersIn addition to reading the information in this section, you can find out more about academic life on theCollege Web site at http://www.some.ox.ac.uk/undergraduate_academic_life6.1 Reading lists and preparatory workOver the next couple of months, applicants for some courses will receive – by post or email – reading listsand/or preparatory work for their course. Not all tutors will issue preparatory work or reading lists, anddifferent tutors will issue them at different times.As we send out work, we will endeavour to list on the College Web site(http://www.some.ox.ac.uk/reading_lists) the courses, dispatch methods, and date of dispatch for work sent.This is the means by which you will be able to find out if work has been sent for your course.6.2 Personal Tutors and Organizing TutorsYour Personal Tutor will be a member of the College's academic staff working either in your own subjectarea, or in a related one. They will oversee your academic progress, and are also available to talk about anypersonal difficulties you may experience.You will also have one or more Organizing Tutors, who will be responsible for arranging your teaching.6.3 Academic dress and sub fusc clothingAll members of the University are required to wear academic dress with sub fusc clothing on certainoccasions: when attending (a) the Matriculation Ceremony (see below); (b) University examinations;(c) graduation ceremonies.Academic dressThis consists of a Commoner's Gown and mortarboard. Women may, if they prefer, wear a soft cap insteadof a mortarboard. Gowns and caps may be bought at any Oxford tailor's shop, and may also be availablefrom Oxford University Student Union (see below). Second-hand gowns are likely to be available.It is unnecessary to buy a gown immediately on arrival in Oxford, although academic dress is required for theMatriculation Ceremony (see below).Sub fusc clothingSub fusc clothing for men consists of a dark suit and socks, black shoes, a white bow tie, and plainwhite shirt and collar. Women should wear a dark skirt or trousers, a white blouse, a black tie (a narrowblack ribbon worn round the neck), black stockings or tights, and black shoes. ("Dark" in this contextmeans black, or very dark grey or navy.) Those who wear a headdress for religious reasons should choose ablack scarf.12 of 23

6.4 Matriculation CeremonyOxford students are required to attend a Matriculation Ceremony at the start of their Oxford studies (thoughsee below for exceptions). At this ceremony, you formally become a member of the University of Oxford.You must attend the Matriculation Ceremony on Saturday 17 October 2009, at the Sheldonian Theatre inOxford. If you have not previously matriculated at Oxford, the College will automatically register you for thisCeremony. Details of the proceedings will be available when you arrive at Somerville. A group photo will betaken of students beginning a new course at Somerville.You will need to wear academic dress and sub fusc for this Ceremony and photo.Unfortunately, due to limited space at the Sheldonian Theatre, guests are not permitted at the Ceremony,which is in any case very brief.If you have already matriculated at Oxford, you will not need to matriculate again.If you hold a degree from the University of Cambridge or Trinity College Dublin you may, if you wish,incorporate that degree instead of matriculating in Oxford. Incorporation means converting yourCambridge/Trinity degree into an Oxford one. You would still retain your original degree. You incorporate byhaving an Oxford degree conferred on you in absence at an Oxford degree ceremony (i.e. you do not attenda Degree Ceremony in person). If you would like to incorporate a degree, please contact the AssistantAcademic Administrator, Miss Rebecca Whitaker (email student.admin@some.ox.ac.uk).Even if you do not need to attend the Matriculation Ceremony on 17 October, we ask that you attend theMatriculation group photo wearing academic dress and sub fusc.7. IT (information technology) and computingOnce you have arrived at Somerville, you will be given a University email address, and access to theCollege's computing network. You will also have access to a number of online University resources.To ensure that your email address and College network log-in details are available when you arrive, youmust make sure that your completed University Contract (see above) has reached the Academic Office atSomerville by Friday 11 September 2009. As soon as you arrive and throughout your course, importantinformation will be sent to you by email to your University email address.Every student bedroom in Somerville accommodation is connected to the University computing network viaan Ethernet socket. This connection provides access not only to the Internet, but also to a whole host ofsoftware and electronic resources provided by departments and services within the University.You will need to provide your own Ethernet cable to connect your computer to your Ethernet socket.There is a wireless network in the College Library and in the two undergraduate common rooms.7.1 Internet Access Application FormIf you wish to use the College's wireless network, and/or the Ethernet socket in your bedroom and Ethernetsockets in the College Library, you must complete the Internet Access Application Form 2009-10, which isavailable on the New Undergraduates Web page. It is not possible to use your own computer to gain accessto the College computing network or the Internet without completing this Form.Print the form, double-sided if possible, and fill it in.Send your hard-copy completed Application Form to the Academic Office at Somerville, to arrive no laterthan Friday 11 September 2009. We will pass it on to the IT office.Somerville also has a wide range of additional IT facilities which you can use. Along with several computerrooms provided by the College for graduates and undergraduates, there is also a limited stock of laptops forloan to students who require them for academic use.You will be able to access printers, a scanner, CD writers, and a variety of software packages, including themusic package Sibelius.There is also a digital camera which you may borrow.The College's IT department can offer help and advice to meet most computing needs, and there is furtherinformation about our IT services on the College Web site at http://www.some.ox.ac.uk/itThe Oxford University Computing Service (OUCS) runs many computing courses, which are open to allmembers of the University. OUCS is only a couple of minutes' walk from Somerville, and its courses areeither free, or very cheap. Details are on OUCS' Web site at http://www.oucs.ox.ac.uk/. OUCS also sells arange of software packages, often at reduced prices.13 of 23

8. LibraryThe College Library houses more than 120,000 volumes. The Librarian will speak about library facilitiesduring the College's induction session for new undergraduates. You will be given a tour of the CollegeLibrary when you register there as a reader.Further information about the Library is on the College Web site at http://www.some.ox.ac.uk/library9. Health and welfareThere are many people available to support you should you encounter health or other personal difficulties.In College, those available to talk about personal difficulties include: the Senior Tutor, your Personal Tutor,the College Accountant, and members of the JCR Committee and Somerville Peer Support team. Details willbe available when you arrive.The University Counselling Service, open to all students, is just round the corner from Somerville. Visit itsWeb page at http://www.admin.ox.ac.uk/shw/counserv.shtmlThe Oxford University Student Union (OUSU) also offers welfare services, and there is a student-runtelephone and drop-in listening service called Nightline which operates during term-time. The OUSU Website is at http://www.ousu.org/.9.1 General medical careYou will be eligible to seek some medical care from the National Health Service (NHS), the State-run servicecovering all aspects of health. Depending on your residency status, you may not be eligible to access allservices provided by the NHS. Information on the NHS is on the Web at http://www.nhs.uk/aboutnhs/.If you have health or medical concerns, your first port of call will probably be your General Practitioner,usually known as your GP. GPs are general doctors who deal with most medical matters in the first instance.They often work within a practice, which is an organisation comprising a number of doctors (often up toaround 10), and usually other health professionals such as nurses. A practice usually has its own premises,often called a surgery or health centre.Somerville is linked with the North Oxford Medical Centre, a GP practice just up the road from the College.We have a College Doctor, Dr Helen Steel, who works at that practice and also holds surgeries (consultingsessions) in Somerville. A College Nurse also holds consulting sessions at Somerville. There are also anumber of other doctors and health professionals at the North Oxford Medical Centre, and any of them maysee students. The Centre's Web site is at http://www.northoxfordmc.co.uk/The doctors at the North Oxford Medical Centre may be seen by appointment (or without an appointment inan emergency, but please phone first), or they may also be able to visit very ill patients in College.You must register with a GP in Oxford, as a permanent patient and for the duration of your course.If you already have a GP at home, you may remain registered with them as a temporary resident in case yourequire treatment when you are at home.Most students register with the College Doctor. You will be able to do so at Somerville on the morning ofWednesday 7 October, or your may visit the practice to register:North Oxford Medical Centre96 Woodstock RoadOxfordOX2 7NETel.: + 44 (0)1865 311005Further information about registering with the College Doctor will be sent to you by post in the ImportantDocuments Mailing.If you choose not to register with the College Doctor, it is a requirement that you inform the CollegeBursary of the name and contact numbers of the practice with which you are registered so thatappropriate action may be taken in an emergency.Absolute confidentiality is observed by doctors except when the student may him- or herself give permissionfor someone else to be consulted or informed, or very rarely if there is a problem that poses serious risk tothe student or to others.If your academic work is interrupted at any time by health problems, it is vital that your PersonalTutor and the Senior Tutor be informed.14 of 23

9.2 First aidSeveral members and employees of the College are qualified to administer first aid. Please contact thePorters' Lodge in the first instance to call for assistance. You are requested to report any illness of more than48 hours' duration to the Bursary or to the College Nurse.9.3 Dental treatmentThe College has agreed limited dental cover withDavid Le Tocq31 Beaumont StreetOxford,OX1 2NZTel.: + 44 (0)1865 557507This agreement will only provide for emergency treatment at a special rate for students, which is on a parwith NHS rates. All other dental work provided by Dr Le Tocq will be at the request of individuals, who will befully liable for all costs at private rates. Students who are already registered with an NHS dentist aretherefore urged to retain that registration, and to undergo dental treatment at their home surgery duringvacation periods.There is also a Studental dental practice based at Oxford Brookes University which takes NHS patients.Further details can be obtained from the practice's Web site at http://www.studental.co.uk9.4 Hospital treatmentUnder current regulations of the National Health Service (NHS), anyone coming to the UK to pursue a fulltimecourse of study of not less than six months‘ duration will be fully entitled to free NHS hospital treatmentin England. This also applies to spouses and children (under the age of 16, or 19 if in further education) ifthey are living permanently with you in the UK for the duration of your course.Individual hospitals are responsible for deciding whether a patient is entitled to free treatment or not, inaccordance with the relevant regulations. In order to establish entitlement, hospitals can ask you to providedocumentation that supports your claim that you are studying in the UK.Further information is on the Web site of the Government's Department of Health athttp://www.dh.gov.uk/en/index.htm.9.5 Students with disabilities and long-term health conditionsThe College and University can provide guidance and support in many areas to enable students withdisabilities and long-term health conditions to make the most of their time at the University. If you have adisability or long-term health condition, and would find it helpful to have particular kinds of support or facilitiesduring your time in Oxford, do contact us to talk about this. The Academic Administrator, Deb Sanders, is theStudent Disability Contact at Somerville. You can email her on student.admin@some.ox.ac.uk. Deb is inclose contact with the University's Disability Advisory Service. Visit the Service's Web pages athttp://www.admin.ox.ac.uk/eop/disab/.We can best support you if we are aware of your needs well in advance of your arrival in Oxford. Please restassured that we will treat any information with sensitivity, and that it will be used only to assist in providingyou with a positive experience.Exam arrangementsIf you need particular arrangements for exams due to a disability or long-term health condition, pleasecontact us as soon as possible to discuss these. An application must be made to a central University officefor such arrangements, and the deadline for applications is likely to be fairly early in Michaelmas Term (theautumn term).If you have dyslexia, dyspraxia, or another Specific Learning Difficulty (SpLD), you will need a validEducational Psychologist's report on your condition in order to apply for exam arrangements (such as extrawriting time). A report written when you were younger may not be valid to apply for University examarrangements, so you may need a new psychologist's assessment. The University's Disability AdvisoryService can help to arrange assessments.If you have another condition which leads to the need for particular exam arrangements, you will need toprovide medical documentation of your condition in order to apply for arrangements.15 of 23

If you have not sent Somerville or the Disability Advisory Service relevant documentation in advance of yourarrival at Somerville, please send it to Somerville before you arrive, or bring it with you when you come toCollege, so that we can put exam arrangements in place for you as quickly as possible.10 International StudentsDetailed information for international students is available from the University's International StudentAdvisory Service on the Web at http://www.admin.ox.ac.uk/io.Further information is also provided in the document Information for International Students 2009 availableon the New Undergraduates Web page.The Oxford University Student Union (OUSU) has produced an online guide for international students,available on the Web at http://handbook.oxfordisc.com/10.1 Visa requirementsIf you are from neither an EU state nor from Iceland, Liechtenstein, Norway, or Switzerland, you mustobtain a student visa before coming to the UK. Failure to do so means you may be refused entry to theUK on arrival.You should apply for your visa as soon as possible after your place at Somerville has been confirmed, sincethe procedure can take some time. Once you have met any conditions of your Oxford offer, you will receive avisa application letter from the University. You do not need to request this letter. Somerville will send thisletter to new undergraduates, new graduate students will be sent this letter by your University department orfaculty.You letter will be sent to the postal address on your original University application form, unless you havesince notified us of a different address.The UK Border Agency – the UK organisation which manages visas – will not accept visa letters which havebeen sent to you electronically. You need an original, hard-copy letter.Information on visas and immigration is on the University's Web site athttp://www.admin.ox.ac.uk/io/immigrat.shtmlYou must make sure you obtain a student visa rather than a visitor or student visitor visa, and try to ensurethe visa is issued for the duration of your studies, as it is expensive to extend a student visa in the UK.You should check straight away that you have been given the appropriate time limit on your visa.It is your responsibility to ensure that you have a valid visa at all times during your stay in the UK. You riskbeing deported from the country if you do not have a valid visa.10.2 Scanning passports and identity cardsIf you need a visa to enter the UK, Somerville is required by the United Kingdom Border Agency (UKBA) andthe University of Oxford to scan, and retain images of, certain parts of your passport and, if you have one,your biometric identity card. This is to enable us to comply with UK immigration regulations.We will need to scan the page of your passport which bears your passport photo, the visa page of yourpassport and, if you have a biometric identity card, the front and back of that card.Images of these documents will be held securely on our College computer server, with access to the imageslimited to members of the College's Academic Office (who work with student data and records) and theCollege's IT (information technology) department.Your passport and identity card information will be released, on request, only to representatives of the UnitedKingdom Border Agency (UKBA) and to authorised colleagues in the University's central StudentAdministration section, in order to comply with immigration regulations.Details are given below, in the "Arrival" section, about when your document(s) will be scanned.10.3 Meet and Greet service, and Orientation ProgrammeThe University will be running a Meet and Greet service for International students arriving in the UK, and anOrientation Programme (which has moved from 30 September 2009 to 5 October 2009) to help you learnabout life here. Further information is also provided in the documentInformation for International Students 2009 available on the New Undergraduates Web page.16 of 23

11. MusicMusic is an important part of College life at Somerville, and a variety of musical events take place throughoutthe year, co-ordinated by Somerville Music Society (SMS). The Society's Web site is athttp://www.somervillemusicsociety.com/, and further information about College Music is on the College Website at http://www.some.ox.ac.uk/music.There are weekly Friday lunchtime recitals and at least two to three evening concerts per term in College,encompassing all styles of music and featuring soloists (singing and instrumental), chamber groups, bands,small orchestras, and choirs.A number of musical instruments are available in College for use by students, including pianos in Park MusicRoom, the New Council Room, and Flora Anderson Hall. There is normally a grand piano in the Dining Hall,and the Chapel houses a grand piano, a harpsichord, and the chapel organ. There is also a College drum kit.Sibelius, a musical notation programme, is also available, although it is mainly for use by music students.You will need permission to use some of these instruments and facilities. Details will be available when youarrive at Somerville.There is also an extremely busy music scene in the wider University, with ensembles performing to a veryhigh level. The Web site of the Oxford University Music Society is at http://www.oums.org/.11.1 Music FormA Music Form 2009 is available from the New Undergraduates Web page.Please print the form, and fill it in, even if you are not interested in participating in College musical activities.Send your completed hard-copy Form to the Academic Office at Somerville, to arrive no later thanFriday 11 September 2009.11.2 Chapel Choir and Choral Award auditionsSomerville has a mixed-voice Chapel Choir, which is one of only six Chapel Choirs in Oxford to beconducted full-time by a professional musician, David Crown. The standards are improving rapidly, with the20 to 25 Choir members selected by audition.The Choir sings at an ecumenical Christian service each Sunday during term-time, has a mid-weekrehearsal, and performs in termly orchestral concerts with the Somerville Music Society. The Choir alsosometimes sings at formal College dinners.All Choir members receive a free meal with wine after every service, and likewise when they sing at Collegedinners.Auditions for the Chapel Choir will take place during Freshers' Week. Each audition will last approximately 10minutes. You should be prepared to sing one piece of your own choice; you may also be asked to sing ashort piece at sight. The College's Organ Scholars will act as accompanists. If you would like to audition forthe Chapel Choir, please indicate your interest in this on the Music Form described above.Up to three Choir members each year are offered a Choral Award of £150 for that year. The Choir auditionsalso function as Choral Award auditions.If you state on the form that you are interested in singing in the Chapel Choir, you should be contacted inadvance of your arrival at Somerville with an audition time.11.3 Margaret Irene Seymour Music AwardsEach year, the College offers undergraduates the opportunity to apply for a Margaret Irene Seymour MusicAward.The Award, valued at up to a maximum of £400 per year, is open to all undergraduates, whether readingMusic or not. The Award holder will be expected to put the money towards instrumental or vocal tuition andto play a full part in music-making in College, including participation in College concerts, and organizing, incollaboration with the Somerville Music Society, an annual concert for all music award-holders in College.Auditions will take place in the College Chapel. Applicants will be required to perform a programme of up to10 minutes' duration, using their own accompanist(s) if necessary.Students wishing to apply for an Award should contact Paul Francis (paul.francis@some.ox.ac.uk), theTreasury & Project Administrator, by Monday 9 November 2009. Auditions will be timetabled for theafternoon of the Friday 20 November 2009.Further information will be available after you arrive at Somerville.17 of 23

12. Sports and GymMembership of the on-site Gym is open to all members of College. If you wish to apply for membership, youmust undergo a training course organized by the College, for which there is a non-refundable charge. Oncompletion of this course, you will receive a membership form, and your electronic access card will beactivated to allow entry to the Gym. Training courses are held at the beginning of the first term of the year,and you will need to sign up for the course in advance. There is an annual Gym membership fee.Details of other College and University sports facilities and activities are on the College Web site athttp://www.some.ox.ac.uk/sport.13. Cycling in OxfordGetting around Oxford is often easiest on a bicycle (and research has shown that the more people cycle, thesafer it becomes).There are bicycle racks within the College grounds where you can store your bicycle. You will need to lockyour bicycle when it is stored in College.If you are not used to cycling in traffic, there are some important things you need to know to keep yourselfsafe. Please find below a few helpful hints and tips.13.1 Before arriving in OxfordMake sure you have all the right equipment before you arrive in Oxford; the absolute minimums are amechanically sound bike that fits you, front and rear lights, rear reflector, and a good quality lock. Mostexperienced Oxford cyclists also decide, after a few near misses, to wear a helmet (if you do decide to wearone, make sure it is fitted correctly), and outer clothing which is highly visible and reflective, particularly atnight.13.2 When you arrive in OxfordYou must register your bike at the Somerville Porters' Lodge. Bicycles should be left in bicycle racks and notleft in the traffic entrance, or in rooms or common areas.13.3 Whilst on your bikeRide in a good visible position. If you‘re going to remember one thing, this is it. A good visible positionmeans riding at least a car door distance from parked cars, not weaving into gaps (you disappear), andmeans getting good eye contact with other road users (it humanises them and you know if they have seenyou).At junctions, either make sure you can get to the front of the traffic and be visible, or remain in your place inthe queue in the centre of the lane. Get into the habit of only overtaking on the right-hand side. One of themost common causes of accidents is being cut up by left turning vehicles.Make sure you are mentally prepared. Never cycle after drinking (the same rules and limits apply forpeople in charge of bikes and cars); brush up on the Highway Code (again, the laws about how and whereyou can ride a bike are more like the laws for cars than people often think).Stay off the narrow Oxford pavements13.4 If things go wrongIf you are involved in an accident, make sure that you notify the College Porters (+ 44 (0)1865 270600) sothat they can alert the Junior Deans, and get professional help either at the John Radcliffe Hospital (+44(0)1865 741166) or from the College Nurse or Doctor.To report a stolen bike in Oxford, contact the local Police station (08458 505505) and also, once your bike isregistered, the University Security Services (+44 (0)1865 272944).You can get your bike checked and repaired cheaply at the Oxford Cycle Workshop, 39 Magdalen Road(www.oxfordcycleworkshop.org.uk; + 44 (0)1865 204799) or at a bike shop in town.14. CarsOxford is an old city which is not designed for modern traffic. Car-parking spaces in the city centre arelimited, and the College has no provision for students to park cars (although, if you have mobility difficulties,please do contact us to discuss your needs).Students are therefore not permitted to keep a car in Oxford.18 of 23

15. Oxford University Student Union (OUSU)Somerville is affiliated to the Oxford University Student Union (OUSU). The Union's Web site is athttp://www.ousu.org/.16. Term dates 2009-10The Oxford academic year is divided into three terms — Michaelmas, Hilary, and Trinity.In Oxford, a week runs from Sunday to Saturday. Weeks during term-time are known as 0th Week, 1st Week(which is the first standard teaching week of term), 2nd Week etc.At Somerville, first year undergraduates on standard courses are, in their first term, required to arrive at theCollege on Tuesday 0th Week, 6 October 2009.First-year Graduate-Entry Medicine students are required to arrive by Thursday 24 September 2009, for acourse start date of Friday 25 September 2009.The term dates for 2009-10, when you must be in residence in College, are given below.In all other terms, and in later years of your course, undergraduates on courses with standard term dates willbe required to sign in at the College by 14:00 on Thursday of 0th Week in each term. Graduate-Entry will berequired to sign in at the College before the start of each of their terms.First-year standard undergraduate term dates 2009-10:Michaelmas (autumn) term Tuesday 6 October–Saturday 5 December 2009(Tuesday 0th Week–Saturday 8th Week)Hilary (spring) term Thursday 14 January–Saturday 13 March 2010(Thursday 0th Week–Saturday 8th Week)Trinity (summer) term Thursday 22 April–Saturday 19 June 2010(Thursday 0th Week–Saturday 8th Week)Graduate-Entry Medicine first-year term dates 2009-10:Michaelmas (autumn) term Friday 25 September–Saturday 5 December 2009Hilary (spring) term Sunday 10 January–Saturday 20 March 2010Trinity (summer) term Sunday 25 April–Saturday 3 July 2010Some first-year courses have University exams after the end of Hilary and Trinity terms. You are thereforeadvised to wait until you have started your course and know your exam arrangements before booking travelfor the ends of Hilary and Trinity terms.17 Next of kinYour next of kin are your closest living relatives (usually parents or a guardian), or your other closeassociates who would act as a point of contact for you in an emergency.The College will contact your next of kin only in the event of an emergency involving you – such as yourbeing taken seriously ill – or in other serious situations where we need to liaise with someone close to you onyour behalf.17.1 Next of Kin formYou must complete and return the Next of Kin form 2009 on the New Undergraduates Web page.Please give the details of one or two people who will act as next of kin for you.If the names or contact details of these people should change in future years of your course, it is yourresponsibility to inform the College Bursary of the updated details of your next of kin.Please print the form, and fill it in.Send your completed hard-copy Form to the Academic Office at Somerville, to arrive no later thanFriday 11 September 2009.19 of 23

18. Arrival18.1 Parking and unloadingWhen you arrive, our limited car parking space means that you will not be able to park a car or other motorvehicle on the College site, unless you have mobility difficulties. If you do need to request on-site parking,please email the College's Head Porter, Julian Smith, at julian.smith@some.ox.ac.ukIn order to unload your belongings from a car or other motor vehicle, you will be able to park for amaximum of 20 minutes in front of the College on Woodstock Road, or at the back of the College on WaltonStreet. College Porters will be on hand at these locations to oversee unloading. A map showing the locationof the College is available on our Web site at http://www.some.ox.ac.uk/directionsA notice will be available from the College's Porters' Lodge to put in your vehicle windscreen, saying that youare unloading for 20 minutes. However, such notices do not guarantee immunity from traffic wardens.There is Pay and Display parking on roads near the College, but this may all be full when you arrive. Wetherefore recommend parking in the Pear Tree Park & Ride site, to the north of Oxford. The bus from thisPark & Ride site stops directly opposite the front entrance of the College, and the bus to the Park & Ride sitestops just a few metres from the College's main entrance.Park & Ride information is available at http://www.oxford.gov.uk/transport/park-and-ride.cfmIf you have any queries about parking or unloading, please email the Head Porter, Julian Smith, atjulian.smith@some.ox.ac.uk18.2 Students on standard undergraduate coursesYou are required to arrive at Somerville on Tuesday 6 October 2009, between the hours of12.00 and 16.00.The first standard teaching term of the academic year (Michaelmas Term 2009) officially begins on Sunday11 October 2009, with teaching beginning on Monday 12 October 2009.You may need to arrive earlier than 6 October if you are attending the University's Orientation Programmefor international students on 5 October 2009 (see Information for International Students 2009 documenton the New Undergraduates Web page), or if you will be attending a preparatory academic course (in whichcase you should already have been contacted about this).If you need to arrive earlier than 6 October, you will need to request early accommodation. To do so, pleasecontact the Housekeeping department as soon as possible once your place at Somerville has beenconfirmed (email: bursary@some.ox.ac.uk; tel.: + 44 (0)1865 270615/23). Requests must be made well inadvance of your planned arrival at Somerville.Please bring with you a number of passport-size photos of yourself, as you may need these for a variety ofpurposes in your first week or so in Oxford.At the end of this document you will find a map of central Oxford which shows the location of Somerville.When you arrive, you should ask at the Porters' Lodge (just inside the College's main entrance onWoodstock Road) for directions to Front Hall. There, provided you have paid the required advance chargesand deposits, you will be given a number of important of items, including keys, your access card, and yourUniversity Card. You will also be given several important documents, including a timetable of inductionsessions which you must attend. It will be at this point that you are formally registered as having taken upyour place. If you have applied for a loan from the Student Loans Company (SLC), it is particularly importantthat you register on time — your loan will not be released until this has been done.If you have entered the UK on a visa, you will need with you your passport and, if you have one, yourbiometric identity card, when you register in Front Hall. A member of staff in Front Hall will direct you to theAssistant Academic Administrator's office, just a few steps away, where a member of the College's AcademicOffice will scan parts of your identity document(s). An explanation of this document scanning is given above,in the section "International Students".Second-year undergraduates, hopefully including your College Parent(s), should be available when youarrive, to show you to your room and help you find your way around. They should make arrangements totake you to dinner (the evening meal) either in College or in a nearby restaurant.On the morning of Wednesday 7 October 2009, your compulsory College and University inductions willbegin.20 of 23

18.3 Graduate-Entry Medicine studentsYour course starts on Friday 25 September 2009, so you must arrive in Oxford byThursday 24 September 2009.Your College room will be available from the night of Thursday 24 September 2009. If you wish to arrivebefore that date, you will need to request early accommodation. To do so, please contact the Housekeepingdepartment (email: bursary@some.ox.ac.uk; tel.: + 44 (0)1865 270615/23). Requests must be made well inadvance of your planned arrival at Somerville.Please bring with you a number of passport-size photos of yourself, as you may need these for a variety ofpurposes in your first week or so in Oxford.When you arrive at the College, report to the Porters' Lodge, which is the reception just inside the mainentrance to the College on Woodstock Road. There you will be given your key(s) and electronic access card,and told how to find your room if you will be living in College. Please check your pigeonhole and collect anydocuments waiting for you there.Please then, during weekday office hours, go to see the Assistant Academic Administrator, RebeccaWhitaker, in the House building. Her office is on the ground floor, next door to the College Bar. If Rebecca isaway from College, a notice on her door will direct you to the office of the Academic Administrator, DebSanders.Rebecca or Deb will give you documents including your University Card (which functions as your ID andlibrary card). You will also be able to get a signature for any documents you may have which need thesignature of a College Officer, and you can request documents you may need to open a bank account or forother purposes. You will also be given an induction timetable detailing induction sessions you will need toattend.If you have entered the UK on a visa, you will need with you your passport and, if you have one, yourbiometric identity card, when you go to see the (Assistant) Academic Administrator. Rebecca or Deb willscan parts of your identity document(s). An explanation of this document scanning is given above, in thesection "International Students".19 Freshers' WeekThe week beginning Sunday 4 October 2009 is Freshers' Week. On Wednesday 7 October 2009, there willbe a series of College induction sessions. Attendance at these is compulsory.Other compulsory events in Freshers' Week will include one or more meetings with your tutor(s), andinductions at University libraries.There will also be the opportunity to attend optional Freshers' Fairs and social events.19.1 Freshers' Dinner, Wednesday 7 October 2009On this evening, there will be a special welcome dinner in the Dining Hall for all new undergraduate andgraduate students, preceded by a drinks reception with your College tutor(s). Tutors will also attend thedinner. This is a formal occasion, so you will be expected to dress smartly. Note that dinner jackets and/oracademic gowns are not worn for this or other formal College dinners. Please let the Conference andCatering Manager know if you have special dietary requirements for this event. There is no charge for thisdinner.20 Pre-arrival information from the UniversityThe University Web site contains useful pre-arrival information for new students. This information is availableonline at http://www.ox.ac.uk/current_students/information_for_new.html21. How to get to SomervilleDetails of how to get to Somerville by car, train, and coach are on the College's Web site athttp://www.some.ox.ac.uk/directions.21 of 23

22. Useful contactsSenior Tutor Miss Norma MacManaway student.admin@some.ox.ac.ukAcademic Administrator Ms Deb Sanders student.admin@some.ox.ac.ukAssistant Academic Administrator Miss Rebecca Whitaker student.admin@some.ox.ac.ukPrincipal‘s PA Mrs Salome Hughes pa.principal@some.ox.ac.ukBursary Administrator Mrs Anne Wheatley bursary@some.ox.ac.ukAccountant Mr Andrew Kingston andrew.kingston@some.ox.ac.ukTreasury Mr Andy Warren andrew.warren@some.ox.ac.ukAcademic OfficeThe Assistant Academic Administrator will be able to help you with many administrative matters relating toyour studies. Her office is in the House building, on the ground floor, next to the College Bar.The Senior Tutor's office is on the first floor of the House building, up the stairs next to the College Bar.The Academic Administrator's office is on the second floor of the House building. It is room House 17.Porters’ LodgeThe Lodge is located just inside the main College entrance on Woodstock Road, on the right inside the maingate. It is manned 24 hours a day, although the main entrance is locked at 20.00.(Tel.: + 44 (0)1865 270600).We look forward to welcoming you to Somerville, and hope that your time here will be fruitful and enjoyable.If at any time you have concerns, personal or academic, please feel free to come and discuss them inconfidence with us or the Senior Tutor.Travel safely!Rebecca Whitaker, Assistant Academic Administratorstudent.admin@some.ox.ac.uk+ 44 (0)1865 27061920 August 2009Deb Sanders, Academic Administrator22 of 23

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