Academic Essentials

Student Handbook

The Student Handbook (available to download here) is intended to provide a brief guide to life at Green Templeton College, its activities, and who to contact to use its facilities. It also contains information about benefits, rules and regulations. It should be used alongside your College Contract, Accommodation Contract (if applicable) and your Offer Letter from the college.

Bod cards

Your University Card (or ‘Bod card’) verifies your identity, allows access to buildings and libraries across the city, and provides a cashless payment system for lunch at Green Templeton. You will receive your card when you enrol.

It is important that lost cards are replaced immediately via the online store. If your card is stolen, you can obtain a free replacement by supplying a crime number. Once an order is placed, the lost card will be blocked and your new card will carry a different barcode.

If your card becomes damaged or if you need to extend your expiry date (due to an extension or suspension of status), the College Office can order a free replacement.

Enrolment certificates

You can print an Enrolment Certificate from Student Self Service and have it stamped by the College Office team. The certificate verifies your status and may be used for council tax exemption, opening a bank account, applying for a Schengen visa etc.

Forms

Graduate Studies Office (GSO) forms are used for research progression milestones and for applications for exceptional circumstances, such as Transfer of Programme and Suspension of Status. Please send forms by email to the Academic Administrator, who endorses them on behalf of the college, ensuring that both the student and supervisor sections have been completed.

Change of Options forms must be submitted via the college should you wish to change an assessment option outside of the examination entry period. You must first pay the Change of Options fee via the online store and then send the order number you receive (which will begin with OXF) together with full details of the option(s) you wish to drop and the one(s) you wish to take instead to the College Office. We will then complete and submit the relevant form to the Academic Records Office.

Collections / Annual Progress Meetings

All Green Templeton students are invited to attend an annual ‘Collection’, which is a 20-minute annual progress meeting with a senior college officer (Principal, Vice-Principal, or Senior Tutor). There is no need to wear academic dress or to prepare in advance; the meetings are simply an opportunity for you to discuss your progress and experience of both the college and wider University. You are welcome to invite your College Adviser to attend the meeting, subject to their availability, but please note that you should make the arrangements directly with them.

Letters

Enrolment certificates should be used whenever possible to verify student status. There are situations in which a more personalised document is required, however, and the College Office will produce letters on your behalf. Please note that the College Office is often very busy and that requests for letters should not be left to the last minute.

If you are applying for a Schengen visa or need to verify your student status at an embassy in the UK, you will need to provide the address of the office at which you have an appointment. If possible, please also supply details of your proposed travel.

If you require a letter to support a visa application for friends/family to visit you in Oxford, usually for degree ceremony guests, please provide full and accurate details for each visitor including: full name; date of birth; relationship to you; address; passport number; passport expiry date. If you would prefer not to supply these details, the College Office can produce a general document which you can use to supplement your own ‘letter of invitation’ – a template is available on the University’s website.

An enrolment certificate should suffice for council tax exemption; please contact the College Office if you have any problems producing a certificate.

Please note that we will not verify your status to a third-party, such as a letting-agent or landlord, without your written consent. Please inform the College Office if you are passing our contact details to a third-party and expect them to contact us for verification.

Railcard forms can be signed and stamped by the College Office. Forms for online submission can be received by email in pdf format and signed electronically; hard-copy forms can be processed during office hours (Monday – Friday; 09:00 – 16:00).

Transcripts

Current students:

If you require an on-course transcript, please order one from the Degree Conferrals Office.

You will automatically receive a paper copy of your final transcript upon completion of your degree, which will be sent to the ‘home address’ listed in Student Self Service. Please ensure that you keep this address updated so that your transcript reaches you. The University does not produce electronic copies of transcripts. Additional copies of final transcripts can be ordered from the Degree Conferrals Office.

Former students:

If you commenced your course after Michaelmas Term 2007, you should order a copy of your final transcript from the Degree Conferrals Office.

If you commenced your course prior to Michaelmas Term 2007 (whether at Green or Templeton), please contact the College Office to request a transcript. Please note that the college’s archives are off-site, and that we sometimes need to liaise with departments and/or the Academic Records Office to supplement our files, and so it can sometimes take a few days for a transcript to be produced. We will acknowledge your request and keep you informed of progress.

If you require a transcript to be verified by a third-party company, such as World Educational Services (WES), you will need to order the transcript from the Degree Conferrals Office and subsequently submit the WES form to documents@admin.ox.ac.uk quoting the order number. WES will only accept documents that are stamped and sealed by the University.

Degree Certificates

If you attend a degree ceremony in person, your certificate will be available for collection from the Lodge at Green Templeton immediately after the ceremony and for a week afterwards. It will then be posted to you at the address used for your ceremony booking.

If your degree was conferred in your absence, we will post your certificate to you at the address used to place the booking shortly after the date of the ceremony.

Please note that graduands having their degrees conferred at our second ceremony in July will receive their certificates by post in August. The certificates are sent directly by the Degree Conferrals Office, rather than the college, and so please ensure that your address is accurately maintained via Student Self-Service.

Degree Confirmation Letters

If you have completed a degree course but have not yet had your degree conferred at a ceremony, but require proof of your eligibility for the award, please request a Degree Confirmation Letter

Further information about Transcripts and Certificates can be found on the Degree Conferrals Office website.

Alumni Cards

Students on taught courses will receive an alumni card from the University during their final term. Research students can apply for an alumni card on completion by contacting the University’s Alumni Office. Please note that alumni cards are received by the Development Office, rather than the College Office, at Green Templeton.