University of Oxford



Erasmus Incoming Student Handbook [pic]

Version 4.0

Contents

1. Welcome

2. About the University of Oxford

3. Term Dates

4. Erasmus overview

5. Attending Oxford as an Erasmus student

6. Erasmus applications

7. Other Erasmus Information

1. Tuition Fees and College Fees

2. Accommodation

3. Registration

4. Academic Study

5. Erasmus Paperwork

6. Transcripts/Record of Study

8. Visas and Immigration

1. Registering your Stay

9. Preparing for the UK

1. Culture

2. Living Costs

3. Banking

4. Insurance

5. Health Care

6. Clothes

7. Electrical Equipment

8. Mobile Phones

10. Orientation Programme for European and International Students

11. Oxford University Student Union (OUSU)

12. How to get to Oxford

13. Getting around Oxford

14. Useful places for your first few weeks in Oxford

15. Exploring Oxford

16. Useful websites for European and International Students

17. Other useful publications

18. Emergency Contact Details

1. Welcome

Welcome to the University of Oxford! We hope that you enjoy your time here as an Erasmus exchange student. We hope that this guide will help prepare you for your visit and provide you with some useful information to assist you during your time here.

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Facts and Figures

• There are over 22,000 students at Oxford, including 11,772 undergraduates and 9,850 postgraduates.

• Our academic staff come from almost 100 different countries and territories. The largest groups of international academic staff are from the USA, Germany, Italy, China (excluding Hong Kong), Australia, France, Ireland, India and Canada.

• Almost 40% of our total student body – over 8,400 students – are citizens of foreign countries, including 16 per cent of undergraduates and 62 per cent of graduate students.

• Students come to Oxford from 140 countries and territories. The largest groups of international students come from the USA, China, Germany, Canada, India, Australia, Italy, Ireland, Singapore and France.

• Oxford boasts one of the most extensive global alumni networks in the world, with more than 200,000 Oxonians in over 80 countries.

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2. About the University of Oxford

The University of Oxford is a collegiate university which means it is comprised of over 40 Colleges and Permanent Private Halls (PPH). All Erasmus students will be assigned to a college for the duration of their stay.

The collegiate system is at the heart of the University’s success, giving students and academics the benefits of belonging to both a large, internationally renowned institution and to a smaller, interdisciplinary, academic college community. It enables leading academics and students across subjects and year groups, and from different cultures and countries to come together to share ideas. 

All Colleges invest heavily in facilities for extensive library and IT provision, accommodation and welfare support, and sports and social events. The relatively small number of students at each college allows for close and supportive personal attention to be given to the induction, academic development and welfare of individuals.

Erasmus students who will be taking University examinations during their time here will need to take part in an Oxford ceremony known as Matriculation. This is the ceremony that marks your formal admission to the University and attendance is compulsory. Your College/PPH or department will advise you of the arrangements for Matriculation.

Teaching at Oxford generally operates within three main terms, known as Michaelmas, Hilary and Trinity. The start and end dates for each of these terms are available on the following page.

Oxford has some unique words and terms that may seem quite confusing at first. This Oxford glossary should hopefully help to explain some of them.

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3. Term Dates

2014-15

|YEAR |TERM |FROM |TO |

|2014-15 |Michaelmas 2014 |Sunday, 12 October |Saturday, 6 December |

| |Hilary 2015 |Sunday, 18 January |Saturday, 14 March |

| |Trinity 2015 |Sunday, 26 April |Saturday, 20 June |

2015-16

|YEAR |TERM |FROM |TO |

|2015-16 |Michaelmas 2015 |Sunday, 11 October |Saturday, 5 December |

| |Hilary 2016 |Sunday, 17 January |Saturday, 12 March |

| |Trinity 2016 |Sunday, 24 April |Saturday, 18 June |

4. Erasmus Overview

The Erasmus+ Programme builds on the achievements of more than 25 years of European programmes in the fields of education, training and youth, covering both an intra-European as well as an international cooperation dimension.

It encourages student and staff mobility for work and study, and promotes transnational co-operation projects among universities across Europe. The scheme currently involves nine out of every ten European higher education establishments and supports co-operation between the universities of 32 countries.

Erasmus has developed beyond an educational programme - it has acquired the status of a social and cultural phenomenon. It gives many European university students their first chance to live and thrive abroad. Over three million students have benefited from Erasmus since its introduction in 1987.

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5. Attending Oxford as an Erasmus student

In order to study at the University of Oxford as an Erasmus student the department at your home institution must have a bilateral agreement in place with the respective department at Oxford.

If your home institution does not have an Erasmus exchange agreement with the University of Oxford, you may apply to study here as a Visiting Student. Further information about the Visiting Student Programme can be found on the Visiting Student webpage.

6. Erasmus Applications

If the department at your home institution has an Erasmus exchange agreement in place with Oxford and you wish to take part in this exchange then applications must be made to your home university. Your home university will then nominate you to Oxford. All students who have been nominated to take part in an Erasmus exchange will then receive the appropriate Oxford Application form.

The University will only consider applications from students who have been nominated by their home institution.

Other Erasmus Information

7.1 Tuition fees and College Fees

Incoming Erasmus students do not pay tuition fees or college fees to the University of Oxford. However, you will have to pay for your accommodation, meals etc.

Your home institution will be able to provide you with information regarding the fees that are payable to them whilst you are away and about any financial assistance that is available to you.

7.2 Accommodation

In most instances it will be possible for you to live in College accommodation whilst you are here. Oxford students all belong to one of the Colleges in Oxford and you are likely to be allocated to the College where your exchange student is based. It is also possible for you to live outside of College accommodation.

7.3 Registration

In the weeks prior to your arrival at Oxford your College will contact you with any other forms that they require you to complete along with details of how to register with the University. You will be asked to provide passport photographs in order to ensure that your University card can be prepared for you.

7.4 Academic Study

Each department at Oxford with an Erasmus exchange in place has a Departmental Coordinator. The Departmental Coordinator is responsible for the organisation of courses/modules. This may take the form of lectures, tutorials or a research project depending on your area of study.

7.5 Erasmus paperwork

Please note that Learning Agreements will usually be signed by your Departmental Coordinator at Oxford as the person responsible for you whilst you are here.

Oxford’s Institutional Erasmus Coordinator is located in the Examination Schools on the High Street so this is where to come if you also require their signature or the University stamp on your Erasmus paperwork. You can also contact Oxford’s Erasmus Coordinator at erasmus@admin.ox.ac.uk.

7.6 Transcripts/Record of Study

The Departmental Coordinator for your exchange will also be responsible for providing you with a record of study at the end of your stay. This may take the form of a transcript showing the equivalent number of ECTS credits, a letter confirming your marks along with their equivalent value, a qualification certificate (if applicable) or certification of research completed.

7. Visas and Immigration

If you are a national of the European Economic Area (EEA) or Switzerland, you do not require a visa to come to the UK to study. Your EEA national/Swiss passport or ID card will be sufficient to enter the UK.

If you are from outside the EEA you might need to apply for a visa (entry clearance) in your home country before travelling to the UK as a student. Whether you need a visa or not depends upon your nationality and the length of time you spend in the UK.

Anyone from outside the EEA who wants to study in the UK for more than 6 months must obtain a Tier 4 (General) Student Visa. If you are coming to Oxford for less than 6 months you still might need to apply for a visa in advance of travel but you have a choice about the type of visa you obtain. This can be a Tier 4 Student Visa or a Student Visitor Visa. Not everyone entering the UK as a Student Visitor has to apply in advance for a visa as this depends upon your nationality (see links below for more details). If you require a visa to enter the UK, please allow enough time for the application to be processed and receive your visa before your travel date. Visa processing times are available from the UK Border Agency website for each individual country.

The Student Information and Advisory Service provides specialist advice on entering the UK as a Student Visitor /obtaining a Student Visitor Visa and also on the process for obtaining a Tier 4 (General ) Student Visa.

8.1 Registering with the Police

Not everyone has to register with the Police. If you obtain a Tier 4 student visa, your stay in the UK is for more than 6 months and you are a national of one of the countries below, you must register with the Police within 7 days of arriving in the UK:

Afghanistan, Algeria, Argentina, Armenia, Azerbaijan, Bahrain, Belarus, Bolivia, Brazil, China, Colombia, Cuba, Egypt, Georgia, Iran, Iraq, Israel, Jordan, Kazakhstan, Kuwait, Kyrgyzstan, Lebanon, Libya, Moldova, Morocco, North Korea, Oman, Palestine, Peru, Qatar, Russia, Saudi Arabia, Sudan, Syria, Tajikistan, Tunisia, Turkey, Turkmenistan, United Arab Emirates, Ukraine, Uzbekistan, Yemen

The requirement to register with the Police will be stated on the visa sticker inserted into your passport.

Comprehensive information about how to register with the Police is given on the University’s Visa & Immigration webpage.

Preparing for the UK

9.1 Culture

Coming to study in a different country is a major change to your life. Even though you probably felt very excited about coming here, adjusting to life in a new culture can be very stressful.

This section of our website talks about feelings you may experience, understanding yourself in a new situation and adjusting to life in a different culture.

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9.2 Living Costs

Living costs vary from country to country and it is important to have an idea of the cost of everyday items. You will need to budget carefully to cover all your living costs, which include accommodation, clothes, transport, books, food and entertainment. The MONETOS website provides estimates on the cost of living in the UK and guide prices for groceries, taxis, books etc. Please note that these figures are for guidance only and are subject to change, but can be a useful tool to help you plan how you will spend your money.

The International Student Calculator website is also a useful tool to check that you will be able to manage your finances. This website also provides information on average shopping prices and the average cost of eating out.

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9.3 Banking

If you are only staying in Oxford for a short period of time, you may not wish to open a UK bank account. You may prefer to use travellers’ cheques or consider using a credit card or a cash-card that gives you access to an account at home.

However, if you will be in Oxford for a longer period of time, you may wish to open a UK bank account. Please read the University guidance on how to open a bank account.

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9.4 Insurance

If you are travelling from outside the UK it is advisable to have travel insurance to cover your luggage, personal possessions, money and medical costs for your journey and first few days here. If you are planning to take out an insurance policy which covers you for the length of your stay in the UK, you may find that this also covers your journeys to and from home at the start and end of each term. Endsleigh are the official insurance service of the National Union of Students and they also offer a policy specifically for international students.

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9.5 Health Care

Student health is primarily a college responsibility and your college will already have an arrangement with a particular NHS doctor (known as "the college doctor"). You are free to choose any other practitioner if you prefer (if they will take on new patients) but most students find that the most convenient arrangement is to register with their college doctor. In any case, you should register with a doctor in Oxford as, in the eyes of the Department of Health, you are deemed to spend the major part of the year in Oxford while you are resident. At any practice it is normally possible for you to choose to consult either a male or a female doctor.

For minor cases of sickness and ailments, you are generally able to consult and obtain treatment from a college nurse, and most colleges either provide sickbays or have special arrangements for students who are confined to bed in their rooms.

Like all doctor-patient relationships, those between college doctors, college nurses and students are confidential.

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To give yourself easier access to healthcare in the UK you should apply for the European Health

Insurance Card (EHIC) before you leave home. This ensures that you pay the same for healthcare as a UK resident.

When visiting a foreign country it is important to be prepared and adequately covered in the event that you require medical assistance.

If you are currently taking medication, ensure you have enough to last the duration of your stay. Also, if you are aware of any medical condition or are taking medication, it is a good idea to have information about your condition translated in the event that you need to be treated in the UK.

All students are strongly advised to take out private health insurance to cover travelling to and from the UK, and for the period of time you are in the country. Read your policy carefully and check any clauses that it may contain. If you are in any doubt about what you are covered for, speak to your insurer.

Information on the entitlement of international students to free hospital treatment under the National Health Service is available on the NHS website and you are strongly advised to consult this. In addition, further information can be found on the College doctors and nurses webpage.

6. Clothes

The UK has a fairly mild climate with temperatures reaching between 14°C and 30°C in the summer (June to August) and dropping to between 1°C and 5°C in the winter (December to February). The most important thing to note is that, whatever the season, the weather is very variable and likely to change from day to day. It is therefore a good idea to bring a selection of light clothes that you can wear in layers, as well as some warm outer clothing and a waterproof coat or umbrella. Hats, gloves and scarves, as well as thick socks, are essential in the winter but can be bought at a reasonable price in the UK. You can get an idea of the weather before you come from the BBC website.

9.7 Electrical Equipment

You will need adaptor plugs for any electrical equipment you bring to Britain. The UK uses 3 pin plug sockets and the power is 240 Volts. Adaptor plugs can also be bought in the UK.

9.8 Mobile Phones

Making or receiving calls outside the UK can be expensive. Check the websites of major providers for offers on SIM cards that you can use in the UK on your mobile phone. Pre-pay (also called pay as you go) phones are the cheapest if you do not use your phone very often. To top up your credit to make calls you can buy vouchers from a wide number of shops and ATMs, online or over the phone.

Orientation Programme for European and International Students

In order to help incoming students, especially those who will be studying in Britain for the first time, the University organises undergraduate and graduate orientation programmes.

The programmes aim to cover practical details for living and studying in the UK and Oxford and we hope that you will then be ready to begin your studies here with confidence and with many new friends and contacts. At the orientation programme you will meet many other students from all over the world starting at Oxford, as well as current Oxford students and staff who will be available to help and advise you. At the end of the first day of each programme there will be a social hour where you will have the chance to network.

Further information about the Orientation Programme is available on our website.

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8. Oxford University Student Union (OUSU)

As a student at Oxford you are automatically a member of the Oxford University Student Union (OUSU), however, you have the right to opt-out of membership. OUSU promotes the academic, social and welfare interests of its members throughout the University. The Student Union provides a range of services to its members including events, socials, publications, and advice and information on student issues, academic difficulties, housing, welfare, disability, financial problems and childcare.  Please visit the Oxford University Student Union website for more information.

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9. How to get to Oxford

Oxford is about 60 miles (90 kms) northwest of London and has excellent road and national rail links. Regular coach services connect Oxford with the capital and also with Heathrow, Gatwick and Luton airports.

From London airports

The Airline Coach Service operates a frequent 24-hour service to Oxford from Heathrow and Gatwick airports.

The National Express 757 service runs from Stansted airport.

A number of taxi companies offer services to all major airports. Oxicars, CCB Cars, and Findlay's all offer pre-bookable airport transfers.

By train

A direct service operates between Oxford and London Paddington (approximately every 30 minutes), and between Oxford and Birmingham New Street via Banbury and Coventry. Booking train tickets in advance through the National Rail can save you money and reserve you a seat, which is particularly useful at peak travel times.

By coach

Frequent 24-hour direct services connect Oxford with London (every 10-20 minutes at peak times). The Oxford Express and the Oxford Tube websites contain further information.

For information on coaches to other major cities and airports contact National Express. All coaches arrive at Gloucester Green Coach Station in the city centre.

10. Getting around Oxford

The best way to get around Oxford is on foot or by bicycle. There are many cycle lanes throughout the city which make travelling easier and quicker. Local bus services are available to reach outlying areas.

Maps and directions on the best routes to and around Oxford are available from the University website.

11. Useful places for your first few weeks in Oxford

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(1) Police registration - some nationalities need to register with the police. This will be marked on the visa stamp in your passport and you must do this within 7 days of arriving.

(2) Main Post office – postal services and also issue TV licences, travel insurance, etc

(3) University shop - for official merchandise

(4) Gowns shop – for hire or purchase of academic gowns

(5) Covered market - cafes, delicatessens and shops

(6) Marks and Spencers department store - food, clothes and foreign exchange section upstairs

(8) Argos store - cheap household and electrical goods

(9) OUSU - Oxford University Student Union

(10) Oxford Union - debating society; cheap bicycles for sale on Wednesday mornings

(11) Western Union - International Money Transfers

(12) Job Centre Plus - if you get a job you will need to get a National Insurance (NI) number here

(13) STA Travel - discount student travel and International Student Identity cards

(14) Boswells department store - household goods in basement

(15) Tourist Information and foreign exchange

(16) Blackwells Books - largest bookshop in Oxford

(17) Boots - Pharmacy/chemist, also have photographic facilities upstairs

Opening hours

Sainsbury’s Supermarket (Magdalen Street) 7am-11pm Mon-Sat and 11am-5pm Sunday

Sainsbury’s Supermarket in Westgate centre) 7am-8pm Monday to Saturday and 11am-5pm Sunday Tesco Supermarket (Magdalen Street) 7am-11pm Mon-Sat and 11am-5pm Sunday

Blackwells Books- 9am-6pm Monday to Saturday and 11am-5pm Sunday

Post Office- 9am-5.30pm Monday to Saturday, closed Sunday

Banks- usually 9am-5pm Monday to Friday and Saturday mornings

12. Exploring Oxford

Oxford is a lively and beautiful city with much to offer both students and visitors. It is about 57 miles (90 km) northwest of London and has excellent road and rail links to the rest of the UK and all major airports.

The total population of Oxford is about 140,000 including over 30,000 students in total from the University of Oxford and the city’s other university, Oxford Brookes. As a result, you will find a wealth of cultural, recreational and sports facilities with a busy and cosmopolitan atmosphere. Enchanting historic buildings sit alongside all the main high street stores, numerous coffee shops and restaurants, and a thriving bar and club scene. Oxford also boasts a surprising amount of green spaces, including beautiful waterways that you can walk alongside or punt down, the oldest botanic garden in the country, the University parks, and individual college gardens.

Relatively compact, the city can be easily covered on foot or by bicycle and there is a good network of cycle lanes. Bicycles can be hired or bought (many are available second-hand) and there are also many excellent local bus services to reach the more outlying areas.

Most colleges and departments are situated in and around the city centre. College accommodation is usually on the main college site or in annexe buildings only a short walk or cycle ride away from other college and University buildings.

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Whilst you are here you may wish to Visit the Colleges and visit the many Museums, Libraries and Places of Interest. The leaflet ‘Explore the University of Oxford’ contains a map as well as information on opening times of colleges, museums and other places of interest. You can download a copy of this leaflet.

The website Visit Oxfordshire is the official tourism guide to Oxfordshire and contains details of many places to visit. In addition, there is a Tourist Information Office situated on Broad Street where staff will be able to assist you.

13. Useful websites for European and International Students

University websites

ox.ac.uk/students/international_students Student Information and Advisory Service

Oxford University Student Union

lang.ox.ac.uk Language Centre

oucs.ox.ac.uk Computing Centre

ox.ac.uk/libraries/ University Libraries

ox.ac.uk/about_the_university/introducing_oxford/oxford_glossary/ Guide to Oxford University terminology

Travel

nationalrail.co.uk Train timetables and information

UK coach timetables and information

oxfordbus.co.uk Bus information and timetables, including

buses to London (Oxford Express)

oxfordshire Bus information and timetables, including

buses to London (Oxford Tube)

oxfordbus.co.uk (click on ‘the airline’) Bus to Heathrow and Gatwick airports

London Underground information

streetmap.co.uk Find UK addresses

easyjet.co.uk Cheap flights to Europe

ryanair.co.uk Cheap flights to Europe

Oxford Information

dailyinfo.co.uk Useful guide to living in Oxford

thisisoxfordshire.co.uk Oxford news and classified adverts

.uk Oxford City Council

Immigration Advice

ukba..uk/studyingintheuk/ UK Border Agency

ox.ac.uk/students/international_students Student Information and Advisory Service

.uk/ UKCISA (Council for International Student Affairs)

ukba..uk/workingintheuk/ Home Office guide to working in the UK

Other Information

.uk/ Useful advice for International Students (Council for International Student Affairs)

Welcome scheme for International Students

yell.co.uk UK telephone directory

Safety guide for International Students (click on Life in the UK, then creating your Life)

14. Other Useful Publications

The British Council have produced some Practical advice about living and studying in the UK

15. Emergency Contact Details

In an emergency, where there is a danger to life or a crime is in progress, you can contact the police, fire brigade or ambulance by dialling 999 from any telephone. This call is free of charge, but should be used only in an emergency.

The contact details of all foreign Embassies and High Commissions in the UK can be found here.

If you need to contact the Erasmus Coordinator at the University of Oxford then please email erasmus@admin.ox.ac.uk.

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