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Starting at Kellogg

Welcome to Kellogg

We hope that you find all the advice and guidance you need in order to prepare for starting your studies in Oxford. The information on these pages should be read in conjunction with the information on the University’s Student Website

Michaelmas Term 2021 may be slightly different due to the ongoing challenges of the pandemic. However, the University and Kellogg are committed to providing an excellent and safe student experience. Due to the ongoing pandemic some of this information might change. We will update these pages regularly and also communicate with you by email. The University has dedicated webpages on its response to Covid-19 with information on studying, researching, working, and living in Oxford in the 2021-22 academic year available here.

If you don’t find the answers you are looking for in the information below or you have any other queries, please contact the Academic Office at academic.office@kellogg.ox.ac.uk. We are holding some virtual Q & A sessions so do look out for details in future emails. You can watch the recording of the latest of these sessions, the Getting ready to become a student Q & A below.

Updated 08 September 2021

The University’s email service is called Oxford Nexus365 and you will be registered automatically for an account after you return your University Card Form. There is usually a delay of up to seven days between the Card Office receiving your form and you receiving the email with login details.

You need to activate your Oxford username before you can log-in to your email account and other services (Student Self Service, Canvas etc). Your Oxford username is commonly referred to as your Single Sign-On username (SSO). These details will be sent to the primary email address recorded in the University’s system (usually taken from your application form).

Graduate students usually have two email addresses linked to the same mailbox, College and departmental. Both are in the form firstname.lastname@unit.ox.ac.uk.

The firstname.lastname part of your email address comes from your official name but if this name is not the one by which you are usually known, then you may ask that your email address is changed to reflect a preferred name. To do so, please contact registration at IT Services (registration@it.ox.ac.uk).

You may find it helpful to refer to the information provided by the University’s IT Services here.

Please note: College will switch to using your @kellogg email address from 18 October 2021 as by this point all new students should have a University email account set up.

IMPORTANT

You are advised to check your University email at least once a day. Your University email address is the only official electronic communications channel between your Department/College and yourself; messages will not be sent to alternative email addresses. Please ensure you regularly check your University email address to avoid missing essential communications for key activities, such as examinations.

Most internet users at the University of Oxford access it via eduroam Wi-Fi. You should set this up as soon as possible once you arrive in Oxford. Guidance on how to do this can be found at https://help.it.ox.ac.uk/network/wireless/services/eduroam/index

An essential part of being a student of the University is the annual completion of registration and enrolment. You are strongly advised to do this as soon as possible in order to access the wide range of resources available to you.

If you have not already done so, please read the University’s guide to registration.

In order to register as a new student, you need to:

1. Make sure that you have returned your University Card Form. This will have been issued to you by your Department with your completion of conditions letter. If you have not yet received your University Card Form then it may be that you still have an unfulfilled condition. If in doubt – check with your Department and College.

2. Once you have returned your University Card Form you should wait to receive your Single Sign On credentials, this usually takes up to seven days. Once you have these you can visit the University’s Student Website and log in to Student Self Service (on the right hand menu) using the Single Sign On credentials that have been sent to you by the University’s IT Services. If you do not have the details you need in order to access Student Self Service, contact the College’s IT Officer for assistance. Alternatively, you can contact the University’s IT Services.

3. Once you have logged in, you will need to check your personal, contact, academic and other information and confirm that you wish to be enrolled at the University of Oxford. Amend anything that is incorrect or out of date (e.g. correspondence address, contact telephone numbers etc). If you cannot amend a section then use the link provided to request that the Student Information and Advisory Service make the necessary changes.

4. Once you have registered via Student Self Service the College will complete an internal process to confirm your registration. We do this on a daily basis (weekdays only) during the Registration period. Once we have completed our process, you are then deemed to be registered and any student maintenance loans and grants (where applicable) will be paid directly in to your bank account following the first day of term for your programme of study (you should allow three to five working days for receipt). Once all registration procedures are complete, you are enrolled and your University Card can be collected by appointment from College. Booking details will be advised.

5. If you need confirmation of your student status for the purposes of opening a bank account or as proof of your exemption for Council Tax (full time students only) then you will be able to print an Enrolment Certificate from Student Self Service. Note: the Enrolment Certificate needs to be stamped by the Academic Office at College please email academic.office@kellogg.ox.ac.uk a PDF of the Enrolment Certificate we can then stamp it and email it back to you.

Students entering the UK on a Student Visa will be required to complete arrivals monitoring with the College before enrolling. A small number of students might be required to do this in-person at College (booking an appointment in advance) but we expect to be able to complete these steps for the majority of Student Visa holders remotely. For those who choose to collect their Biometric Residence Permit (“BRP”) from College, this will be done as part of the same appointment used to issue the University Card. You will be sent instructions for making these appointments in due course.

The College is not otherwise involved with visas and immigration matters. For further information about visas and student immigration, including your visa obligations and responsibilities and registering with the police, please consult
www.ox.ac.uk/students/visa

The Covid 19 pandemic continues to affect travel arrangements. Depending on the place from where you are travelling, you will need to check the travel arrangements that relate to you and any border restrictions in place including whether you need to self-isolate on arrival to the UK. You should check with your accommodation provider what arrangements or support they may be able to provide. It is important that you consider this before starting your travel to ensure that you meet the necessary requirements and in good time for the start of your studies.
Travel to Oxford from London
If you are arriving in the UK from another country you are likely to arrive by air or train in London. It is easy to travel from London to Oxford. There are regular coaches from airports, particularly from Heathrow and Gatwick, and from Stanstead airport. There is also a good train service to Oxford’s two train stations from either Paddington or Marylebone train stations in London. You will need to check booking, timetable and price information online before starting your trip. And you will need to observe any Covid-19 restrictions that are required to keep passengers safe.

If you are in Kellogg accommodation, you will find that it is a short taxi ride from either of the major Oxford train stations, coach station, or city centre. You can walk but may not wish to do so if you have luggage.

The College has an arrangement with the doctors at the 19 Beaumont Street Surgery to provide medical cover for our students. You are strongly advised to register with this medical practice as soon as possible so that, should you become ill, you are able to attend this practice and you do not lose out on access to services and medication. UK students are advised to ensure you have your NHS number to hand, and international students are advised to register with the practice to obtain an NHS number as soon as they can. This is especially important if you have not had the Covid-19 vaccinations as you will usually need to have an NHS number which you obtain by registering with the doctors, in order to arrange a vaccination. An NHS number is also needed to use the University’s Early Alert Service for testing.

  • All full time students who will be living in Oxford are advised to register with the practice as soon as possible, ideally before arrival in Oxford and certainly within the first two weeks of Michaelmas term. If you are planning to come to Oxford later in Michaelmas Term or in Hilary Term then once you have arrived in Oxford you should register with the practice as soon as possible.
  • If you are a part time Home student and will not be living in Oxford we suggest that you remain registered with your local Doctor.
  • If you are studying in the UK for less than six months you can access healthcare privately (charges apply) at 19 Beaumont Street. You would not be entitled to routine NHS healthcare unless it is a medical emergency that cannot wait until you return home.

Please read the information for new patients here. Registration with the surgery can be done online here (make sure you select Kellogg College). You may also find the information on the 19 Beaumont Street student site helpful.

Medical paperwork/certificates/prescriptions

If you have any pre-existing medical conditions please bring as much information as possible with you to Oxford so that appropriate care and management of any conditions can be put in place. It will greatly help medical staff at the surgery if you can provide details of medical conditions and any medicines that you are taking.

IMPORTANT INFORMATION ABOUT IMMUNISATIONS
Please click here to read a letter from the Student Welfare Team which contains very important health information including information on the Covid-19 vaccination and details of immunisations that may be useful to arrange before you arrive in the UK.

There are a variety of welcome events and resources available from the University’s Student Information team to help new students starting in Michaelmas Term.

International students might wish to open a bank account either before or upon arrival in the United Kingdom. We strongly recommend that all international students consult the University Guide which can be found on the University’s website, in the ‘Before you arrive’ section here: www.ox.ac.uk/students/new/arrive, as well as orientation information for those students from outside the UK, www.ox.ac.uk/students/new/international

Freshers are invited to attend an Induction and Coming Up Meal, (subject to any College and Government restrictions), these meals offer an excellent way of learning about the College and meeting your fellow students. Attendance at an Induction and Coming Up Dinner or Lunch is highly recommended, and the meal is complimentary*, a great way to introduce you to the delights of dining at Kellogg. Bookings will open in September and will be offered on a first come first served basis. Students will be advised by email when they open but you may wish to make a note of the date options below.

The meals will take place on the following dates:

  • Friday 1 October – Dinner 6.45-9.30pm
  • Monday 4 October – Dinner 6.45-9.30pm
  • Friday 15 October – Lunch 11.45-2.30pm

Please note you can only attend 1 meal, duplicate bookings will be removed.

*There is a charge for those who book but don’t attend or cancel after the cancellation window has closed.

College is running a series of welcome events for new students. We hope these give you a taste of College life, the chance to connect with new people, and the opportunity to find out more about College and Oxford including ways we can help you, and important induction information. Welcome Weeks will run from 20 September 2021 until 15 October 2021 and most events are open to new and returning students.

We hope to offer a variety of events, online and in person, these will be listed on the Welcome Weeks programme but please be aware booking for many of these will be essential and due to the current situation may be limited in line with the most up to date government and University guidance.

Find out more about Welcome Weeks and some of the people on hand to help you during your time at Kellogg, click here.

The full listing of Welcome Weeks events is here.

Would you like to have the skills and confidence to offer a helping hand to other students at your college?

Training as a Peer Supporter is a great way to develop personal and social skills that will be useful in all your relationships as well as making a positive contribution to the welfare support in your college. The Peer Support Programme offers an experiential training focusing on active listening, assertive communication, diversity awareness and support skills, self-awareness and self-care. This training is free and delivered by professionals.

Please do get in touch with the Peer Supporters at your college (peer.support@kellogg.ox.ac.uk) to find out more about the training and how Peer Support works. Also, feel free to email Tim Knowlson (timothy.knowlson@admin.ox.ac.uk) who is the trainer for Kellogg if you have any questions.

  • Contribute and engage with your student community
  • Promote and create welfare and wellbeing spaces in College/ Department/ Division
  • Be part of student wellbeing and welfare provision in College/ Department/ Division
  • Invest in building a supportive and collaborative atmosphere
  • Learn interpersonal skills

You can find more information at www.ox.ac.uk/students/welfare/peersupport

You will need to commit to online training sessions on Tuesdays 14:15 – 15:15, weeks 1-8 of Michaelmas Term which means that the first of the eight online training sessions is on Tuesday 12 October starting at 14:15.

You will also need to demonstrate in the application form that you have secured your Supervisor’s approval.

Application form

Application form:
https://oxford.onlinesurveys.ac.uk/peer-support-application-mt21-green-templeton-kellogg

Closing date/time: 26 Sep 2021, 23:30 (BST)

This is a great opportunity to learn new skills and be involved in College life.

Each year the Oxford University Student Union (Oxford SU) organises a Students Union Freshers’ Fair.

It is highly recommended that students attend, to get an introduction to the many clubs and societies that will be available to you in MT21 onwards.

This year the Freshers’ Fair will be happening at University Parks on 6 & 7 October, there will also be a virtual fair. More information can be found here www.oxfordsu.org/freshers-fair

 

Matriculation is the ceremony that marks your formal admission to the University’s academic community. For the vast majority of students who are newly admitted to the University it is necessary to attend a ceremony in Oxford within the first three terms on course and prior to final assessment.

Unless otherwise advised, all students commencing study this Michaelmas term should attend the ceremony on Saturday 16 October 2021. Full details of this ceremony and instructions for arranging your attendance will be issued by the Academic Office when all conditions of admission have been met. Students who must attend a ceremony but are unable to do so on this occasion may be permitted to postpone their attendance to a later date by prior arrangement.

The College is responsible for making the arrangements for the matriculation of all its students and your College Offer Letter will have included information about what arrangements apply in your particular circumstances. There are a small number of programmes where matriculation is never required in person and you will have been advised if that applies to you.

The College offers a variety of dining options for students and other College members. More information about catering provision at Kellogg can be found http://handbook.kellogg.ox.ac.uk/catering-at-kellogg-college Please note, this online handbook is currently being updated for the 2021-22 academic year.

The ongoing pandemic means that provision may change throughout the academic year in line with University and government guidance. College members will be contacted about any changes by email.

The Academic Administrator, Sarah O’Brien, is the College’s Disability contact and part of the College’s welfare team. Sarah is able to discuss any wellbeing concerns you have. If you are likely to require special exam arrangements because of either medical circumstances or a specific learning disability, for example dyslexia, it is essential that you contact Sarah as soon as possible in order to secure permission for these arrangements. If you have a disability you should also make contact with the University’s Disability Advisory Service if you haven’t already done so. If you feel particularly vulnerable during these times and would like to know about support, do not hesitate to contact Sarah.

There is lots of support available at Oxford and College wants to help you make the most of that support. A great source of information is the University’s website Student Health and Welfare and you may find the information on the College’s website, which includes contacts from peer support to College Advisors, and the Oxford University Student Union (Oxford SU), helpful too.

If you would like to discuss financial concerns please also contact Sarah. You will be made aware in emails from the Academic Office about financial support, including study support grants and support if you experience unexpected hardship.

You should also be aware that you may be spending more time outdoors or in less heated spaces such as marquees, as these spaces are less favourable to virus transmission. Please ensure that you bring warm and waterproof clothes and shoes with you, or purchase them as a priority on arrival in Oxford.

You can find information in our Student Handbook about the various types of public transport in Oxford. A popular way to get around is by bicycle, information on cycling and bike safety can be found on the University website here www.ox.ac.uk/students/life/travel you can also find guidance in the College’s Student Handbook http://handbook.kellogg.ox.ac.uk/life-at-kellogg/travel-and-transport Please note, this online handbook is currently being updated for the 2021-22 academic year.

The University Student Handbook, Course Handbook, College Student Handbook and Exam Regulations all form part of the regulatory framework of the University. It is important that you read all of these documents each year as there may be important changes in them.

Kellogg College Student Handbook – you might find information in the 2020/21 Student Handbook helpful as a guide, the 2021/22 Handbook is being updated; the link will be emailed to all students once it becomes available.

University Student Handbook 2020/21 – this link will be updated to the 2021/21 academic year when the new University Student Handbook becomes available.

You will be expected to pay all fees for the 2021/22 academic year by the start of your first term. Exactly how and when you pay will depend upon who the fees are to be paid to, which is determined by your programme of study.

For most programmes fees are paid to the College.

You can check what fees the College is expecting to charge you by looking at the first part of your Financial Declaration Form, which accompanied your College Offer Letter.

You will receive an invoice for your fees from College at or before the beginning of the academic year which will need to be paid in full at or before the beginning of the academic year (by the end of 1st Week, 15 October 2021). Invoices for Freshers are sent by e-mail attachment to the e-mail address used during the admissions process. Fees can be paid via the University online store, by debit or credit card, bank transfer, flywire (international payments) or cheque. The invoice will be accompanied by detailed payment instructions for each method, which you should follow carefully. Please do not make any payments without being in receipt of an invoice or making prior arrangements with the Finance Office.
In exceptional circumstances it may be possible to agree an instalment plan for paying fees. If you would like to discuss this, please email the Finance Office (financials@kellogg.ox.ac.uk), setting out your reasons for wishing to pay in instalments. Please note this will need to be agreed in advance of the due date of your fees which will be clearly stated on your invoice.

For some programmes, fees are collected by the Department/Faculty.

This is most commonly the case for students on part-time modular programmes, fees for which are structured differently because of the flexible nature of studies. Typically, you will be expected to pay your fees to the Department/Faculty rather than the College if they dealt with the Financial Declaration during the admissions process.

Department/Faculties collecting fees will have their own arrangements for this including payment methods and deadlines. Please consult guidance provided by the Department/ Faculty for more information about these arrangements.

There are a number of student roles available at Kellogg College and you may apply for as many roles as your wish. In addition to any skills that are particular to the role, you will be required to be reliable, friendly and demonstrate a commitment to representing Kellogg College positively at all times.

Role Application Process
Student Ambassador
The Academic Office has a pool of approved student ambassadors who offer assistance at graduation and matriculation ceremonies. Other ad hoc help may be required during the year.
Remuneration: £10.56 per hour
For further information, please contact academic.office@kellogg.ox.ac.uk
Complete this short online form:
https://forms.office.com/r/hpJCvM1wSYDeadline: Saturday 9 October 2021.
Environment Ambassador
The Sustainability Committee have two student roles available to help them promote environmental sustainability and take forward agreed sustainability initiatives.
Remuneration: £10.56 per hour
For further information, please contact academic.office@kellogg.ox.ac.uk
Complete this short online form:
https://forms.office.com/r/XvssC3SHii Deadline: Saturday 9 October 2021.
House Officer
The Accommodation Office is appointing a House Officer in each College owned property (7, 8, 9/10 and 11 Bradmore Road), whose role is to provide a liaison between the other residents in their property and the Domestic Bursary Team. You are not expected to provide student welfare support.
Please access the form for further details about this role.
Remuneration:
£50 credit on your College Upay account each term, which can be used towards dining in the College.
Complete this short online form: https://forms.office.com/r/06K3MAKbPK

 

Deadline: Saturday 9 October 2021.

Grace Sayer
The College grace has the distinction of being the only grace in the Welsh language in the University of Oxford. It is said at the beginning of each Guest Night Dinner and a few other special meals by the allocated person. Remuneration: This is an unpaid role; the Grace Sayer will get their dinner for free at the event they say Grace at.
For further information, please contact hospitality@kellogg.ox.ac.uk
If you are interested, please email hospitality@kellogg.ox.ac.uk

Deadline: Saturday 9 October 2021

Till Operator
Dining Hall: This is a paid position with a variable hour contract. Students will need to prove their eligibility to work in the UK. Training will be given.Post holders will work as part of a team serving customers on a till. They will work mainly in the Kellogg Dining Hall though other locations may be required and agreed in advance. Shifts will vary to cover the hours of business and will include weekend, bank holiday and evening workRemuneration:
For further information, please contact hospitality@kellogg.ox.ac.uk
If you are interested, please email hospitality@kellogg.ox.ac.uk with your latest CV

Deadline: Saturday 9 October 2021.

Kellogg has an online booking system for Guest Night Dinners and other College events. The system is called Upay. Guest Night Dinners and some other events can be booked by all College members at the online portal located at www.upay.co.uk

This is where you book and pay for meals and events, as well as provide any dietary requirements. All formal meals must be booked for in advance, therefore please register and familiarise yourself with the system as soon as you receive your login credentials.

You will receive an email to your Kellogg email address from upay.co.uk. Please take a note of the username and password contained with the email, click ‘log in’ on the Upay portal and login using the credentials supplied. Please change the password from the one provided in the email. Do not click on the ‘Register’ button.

Further instructions about booking for meals and events can be found here. Some frequently asked questions are also here.

Should you have an issue when making a booking, please contact the Hospitality team at hospitality@kellogg.ox.ac.uk

Your Upay account is linked to your active University Card, so please always bring it with you to College. An active Upay account can also be accessed by the Upay app on a smart device.

In order to create a Upay account for you, Kellogg will share your College email address with a third party (Upay). If you don’t want us to do that, please get in touch with us via the hospitality email address. Please note that without a Upay account you will not be able to book for meals in College.