Resources for Staff

A list of resources for staff from the Academic Support website.

It is not possible to make changes to work after it has been submitted for examination without the Proctors’ permission, which they will only give in very exceptional circumstances. Failure to proofread and ensure the work is ready to submit would not be considered as an adequate reason for permission to be granted to be allowed to withdraw and resubmit work. When submitting work online candidates must ensure they submit the correct file/version of the work.

Where a student is prevented from submitting work on time by illness or other urgent causes, the Proctors may grant permission for the work to be accepted, and waive the academic and financial penalty. Requests are made to the Proctors' Office on behald of students by their college or department. The Proctors will not accept as reasons for lateness problems such as delays in postage, reliance on third parties to deliver work, printing problems; or, for submission of work electronically, problems such as failure of private email, computer (including virus infection), or server, or lost or stolen files.

If a student wishes to notify their examiners of mitigating circumstances that they feel have affected their performance before or during an exam they can submit a notice to their examiners, via their college officer. Such circumstances may include acute illness, unforeseen circumstances such as a traffic accident or bereavement, and a disability or a long-term health condition which has not been fully mitigated by alternative exam arrangements.

Further information is available on the Oxford students website.

Students may become aware before a deadline that they will need to submit their work late, because of illness or another urgent cause. If they do, students should ask their college (or, if a non-matriculated students, their department) to apply to the Proctors for the late submission to be excused in advance. Students will need to provide evidence, such as a letter from their doctor, and an extended deadline will be set if the application is granted. Acceptable reasons for requesting an extension include medical problems, bereavement, or sudden events and emergencies.

A candidate in any University Examination may, through their college, request the Proctors to accept a submission that the candidate will be or has been prevented by illness or other urgent causes from attending any part of a University Examination. Sufficient evidence must be provided to support the request. Where non-appearance is caused by illness a medical certificate from a qualified medical practitioner must be sent, and this certificate must specify, with dates, the reasons why the illness will prevent or has prevented the candidate from attending the examination.

An academic appeal is an appeal against the decision of an academic body in terms of whether the procedures were followed properly, errors were made of the process was biased in some way. There is no right of appeal over matters of academic judgement. 

For information about the University academic appeals procedure click here.

For information about the University complaints procedure click here.

If the student is dissatisfied with the Proctors' decision they can request a review of the decision on a limited number of grounds.

 

Details of the academic appeal review process can be found here.

 

For information about the student complains review process, please click here.

 

A student may apply to the Office of the Independent Adjudicator for a review of a decision made by the University when they remain dissatisfied with the decision. 

Information on other complaints procedures, including college services, staff and student conduct, research integrity and public interest disclosure can be found here

The first stage of the University Academic Appeals process involves the student discussing any concerns about the assessment process or outcomes informally with their subject or college tutor, Senior Tutor, course director, director of studies, supervisor or college or departmental administrator as appropriate. They will be able to explain the assessment process that was undertaken and may be able to settle the student's concerns. The students must not raise queries directly with the examiners.

As part of this stage, the student's college may be able to request an administrative check of their results, via the Proctors' Office. The Proctors will authorise an administrative check if:

  • there is evidence of procedural error in the marking of the paper or reporting of results; and/or
  • the result is more than 10 marks out of line from the average of the remaining papers and a change of mark for the paper is likely to affect the candidate's overall classification; and/or
  • the paper received a fail mark.

The check will involve asking the chair to confirm that:

  • all submitted material and answer books are accounted for,
  • all marks have been correctly recorded, and
  • the procedures outlined in the board's conventions and standing orders have been followed.

Freedom of speech and academic freedom are central tenets of University life and underlie the University’s Code of Practice on Meetings and Events.

The code seeks to help ensure both that freedom of speech within the law is secured for the University’s members, students and employees and for visiting speakers and that the use of any of its premises is not denied to individuals or bodies on any ground connected with their beliefs, views, policies or objectives. The University will always aim to allow an event to go ahead, provided that it is within the law and does not pose unacceptable risks to individuals, and will work with the organisers towards this goal.

Further infomation about organising meetings and events can be found here.

Contact us


Proctors' Office 
University Offices 
Wellington Square 
Oxford 
OX1 2JD
proctors.office@proctors.ox.ac.uk

 
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