About Jesus College/Our community/
Governance, Policies and Procedures

This section provides information on the governance of Jesus College, and its policies and procedures.

Governance

The Principal, Official Fellows, Tutorial Fellows and most Professorial Fellows form the Governing Body of the College. The College is constituted and regulated in accordance with the College Statutes, which are made from time to time by order of Her Majesty in Council in accordance with the Royal Charter of 27 June 1571, and the Universities of Oxford and Cambridge Act 1923. The College Bylaws are additional rules made by the Governing Body. The Governing Body has responsibility for the direction and management of the affairs of the College. The College is regulated by the Charities Commission.

Organisational and committee structure

The College has a number of Committees that report to Governing Body to enable Governing Body to make informed decisions. There are a number of College Officers who oversee certain aspects of the College. They are:

Academic Director
Estates Bursar
Director of Accommodation, Catering and Conferences
Director of Development
HR Director
Property Director

Some of our Fellows and Lecturers hold additional roles at the College. The appointments for the academic year 2021-2022 are:

Computing Fellow Standa Živný
Dean Miles Jackson
Dean of Degrees Michael Vickers
Deputy Dean of Degrees Gillian Douglas
Deputy Dean of Degrees Oiwi Parker Jones
Editor of the Jesus College Record/ Communications Fellow Armand D’Angour
Equality and Diversity Fellow Patricia Daley
Fellow Librarian Dirk Van Hulle
Garden Master Richard Grenyer
International Fellow Talita de Souza Dias
Keeper of the Plate Andrew Dancer
Legal Clerk Simon Douglas
Secretary to the Governing Body Robin Evans (Michaelmas Term 2021)
Ben Williams (Hilary and Trinity Terms 2022)
Staff Liaison Committee Fellow Co-Chair Shankar Srinivas
Welfare Fellow David Barron
Steward of the Senior Common Room Phil Burrows
Sustainability Fellow Tim Coulson

Services we offer

The College promotes excellence in scholarship through teaching and research.  We accept students to read for degrees at undergraduate and postgraduate level. This website contains information about undergraduate admissions, graduate admissions (see also the Oxford University undergraduate admissions and graduate admissions), and details of the facilities and services we offer to current students. Information about the research undertaken by Fellows and lecturers is available in the Fellows and Staff section of the website. Information about alumni services and development is available on the Alumni section of the website. The Chapel is a place of public worship and all are welcome to attend the regular services held in term time.

Document formats and fees

Printed versions of all documents produced by Jesus College and referred to on this page are available.  A fee may be charged.

To comply with the Housing Act 2004, all higher education institutions can sign up to one of three codes of practice:

  • The Student Accommodation Code;
  • The Accreditation Network UK (ANUK) Code of Practice for Student Accommodation Managed by Higher Education Establishments (HEEs);
  • The Accreditation Network UK (ANUK) Code of Practice for Student Accommodation Managed by Undertakings Subject to HMO Licensing (this means private landlords providing student accommodation).

Jesus College has opted to sign up to The Student Accommodation Code. This code sets high standards in the student accommodation sector but all of these codes aim to ensure that students have safe, good quality accommodation. As long as student accommodation is signed up to one of these codes then students will be able to register complaints about their accommodation if they have a problem.

The Student Accommodation Code has already raised standards in student accommodation and, through feedback, universities and colleges can make things even better.

In all instances particular feedback should be raised with individual housing offices at the university or college.

Universities which have joined The Code have all done so because they want to make their accommodation services as good as possible. They welcome feedback and issues being raised so that they can fix problems and continue to raise the standards of the services they offer. However, in the event that an issue cannot be resolved by the accommodation staff, students can raise the issue formally by using the university’s internal complaints procedure.

The Student Accommodation Code has been designed to protect your rights to safe, good quality university accommodation, wherever you are studying, and to make sure you get the best out of your time living in university or college residences. It outlines everything you should expect from your university-managed accommodation, as well as your responsibilities as tenants.

The Code protects your rights to:

  • A healthy, safe environment.
  • Timely repairs and maintenance.
  • A clean, pleasant living environment.
  • A formal, contractual relationship with your landlord.
  • Access to health and wellbeing services.
  • A living environment free from anti-social behaviour.

The Code protects students’ rights to safe, good quality accommodation, wherever they are studying, and makes sure they get the best out of their time living in university or college residences. It outlines everything students can expect from their accommodation as well as their responsibilities as tenants.

Many university accommodation buildings are signed up to The Code, which was introduced in 2006. The Code has already raised standards of accommodation and aims to continue to enrich the residential experience for students across England and Wales.

See also the Universities UK Accommodation Code of Practice.

The Jesus College Bylaws can be viewed here.

The Jesus College Code of Practice on Freedom of Speech can be viewed here.

The Jesus College Code of Practice on Children and Vulnerable Adults can be viewed here.

Jesus College complies with the Age Appropriate Design Code for the safeguarding of children’s personal data when using online services, which can be found here.

The EU’s General Data Protection Regulation, which has also been incorporated into UK law by an Act of Parliament, is effective from 25 May 2018. This is an important step forward in the protection of personal data. Jesus College is committed to protecting the security and privacy of personal data in its possession and so draws your attention to our updated Data Protection and Privacy Policy on this page.

What is your personal data and how does the law regulate our use of it?

‘Personal data’ is information relating to you as a living, identifiable individual. We refer to this as ‘your data’. It can include information such as your name, contact details, education history and other information about you that we may process.

‘Processing’ your data includes various operations that may be carried out on your data, including collecting, recording, organising, using, disclosing, storing and deleting it.

The law requires us:

  • To process your data in a lawful, fair and transparent way;
  • To only collect your data for explicit and legitimate purposes;
  • To only collect data that is relevant, and limited to the purpose(s) we have told you about;
  • To ensure that your data is accurate and up to date;
  • To ensure that your data is only kept as long as necessary for the purpose(s) we have told you about;
  • To ensure that appropriate security measures are used to protect your data.

Further detail on the application of this policy to the various aspects of the College’s activities are contained in the privacy notices and reports of processing activity (ROPA) listed below. These describe how the College will collect, use and protect your personal information. Whilst one privacy notice may be of primary relevance to you, it is important that you read that notice together with other applicable privacy notices. Please click on the relevant links to access the pages containing the required information.

Data Protection Policy

The College’s data protection policy can be downloaded here.

Privacy Notices

The College’s Privacy Notices are listed below.

Alumni, Donors and Supporters

Applicants and Prospective Students

Archives

College IT Functions: Systems, email, telephones and mobile devices

College Security and CCTV: Staff, students and visitors

College Website Users

Conferences and Events: Attendees, organisers and others involved with these

Current Staff: Staff, office holders and senior members

Suppliers and contractors who have a financial, administrative or accounting connection with the College

Staff Applicants: Office holders or employees

Student Data

Record of Processing Activity (ROPA)

ROPA – Alumni, Donors and Supporters

ROPA – Applicants and Prospective Students

ROPA – Archives

ROPA – College IT Functions: Systems, email, telephones and mobile devices

ROPA – College Security and CCTV: Staff, students and visitors

ROPA – Conferences and Events: Attendees, organisers and others involved with these

ROPA – Suppliers and contractors who have a financial, administrative or accounting connection with the College

ROPA – Staff, Office Holders and Senior Members

ROPA – Student Data

Retention of Personal Data

Details of our specific retention policies for personal data are set out in the relevant ROPAs. The relevant table provides details of our general approach to the retention of personal data. The Retention Schedule can be found here.

Third Party Data Sharing

As explained in the Privacy Notices, certain personal data is shared with third parties either for appropriate legal or voluntary reasons. The ROPA summarises the nature of the data and with whom and why we share it. The Data Sharing Table can be accessed here.

Past Versions of Privacy Notices

Our relationships with students, alumni, staff and third parties often last several years. From time to time we may need to update relevant privacy notices and so in the interests of transparency and accountability, we will include previous versions of these notices here.

The Jesus College Equality & Diversity policy can be viewed here.

We recognise the importance and relevance of environmental, social and corporate governance (ESG) factors in the selection and management of investments within our portfolio.

We believes that good governance, as so defined, supports our overriding concern for the good economic and financial performance of our portfolio over the longer term.

As the College invests in funds, rather than making direct investments, we expect our fund managers to have an ESG policy in place which integrates ESG factors into their investment process, and to report their compliance with the UK Stewardship Code and the United Nations Principles of Responsible Investment.

Where choices exist, we believe that it is more constructive and effective for our fund managers to engage with investee companies thoughtfully and consistently as part of their investment decisions, rather than opting automatically for divestment. Consistent with this approach, we expect our fund managers to report on their corporate engagement and voting activity on a regular basis.

We take our environmental responsibilities seriously and make clear in our Strategic Plan that: “We will reduce our carbon footprint, at least in line with Government targets, and seek other ways to increase the sustainability of our Strategic Plan”.

Environmental initiatives are considered by the Property & Environment Committee which meets each term, and work undertaken recently includes:
• Draught proofing windows in our Grade 1 listed Turl Street buildings which forms part of ongoing repairs and maintenance
• Replacement of light fittings with LEDs
• Solar panels at our Stevens Close accommodation
• Solar hot water at our Ship Street conference centre
• Rain water recycling in First Quad, Turl Street, for the lawns/gardens
• Recycling of waste and waste segregation on site
• Reducing water consumption with aerating shower heads and dual flush WCs

All proposals are assessed against the following criteria:
• Academic/teaching impact
• Welfare
• Reduction of environmental footprint
• Cost benefit

Information to follow shortly.

The Jesus College Gender Pay Gap Report can be viewed here.

The Jesus College Policy and Procedures on Harassment can be viewed here.

The Jesus College Annual Report and Financial Statements 2019/20 can be viewed here.

 

What are cookies?

Cookies are small text files sent from a website to your computer where they are stored by your web browser. Every time you go back to the same website, the browser retrieves this file and sends the information in it to the website server. Cookies are not programmes, and they do not carry viruses. While you can delete cookies from your computer and disable the saving of cookies by your web browser, doing so may prevent you from using some features of certain websites. Cookies can be created not just by the website you are browsing, but also by other websites that run advertisements, widgets or other elements on the page being loaded. These cookies regulate how advertisements appear or how the widgets and other elements function on the page. Without cookies, you would not be able, for example, to use an online shopping cart or preserve your user preferences.

Privacy and Electronic Communications Regulations

On 26 May 2011, the Information Commissioner’s Office (ICO) published guidance on the use of cookies by UK websites, and decreed that, with effect from 26 May 2012, website operators would be required to obtain prior consent for the use of cookies, where this consent involves some form of communication wherein the user knowingly indicates acceptance of the cookies. According to ICO guidance, this consent can be inferred by presenting the user with clear and unavoidable notice that cookies will be used and on that basis the user continues to use the site.

How we are trying to comply

We have conducted a survey of the cookies that this website uses, as listed in the next section. At present we cannot prevent our site from trying to set cookies when a user first views a page on the site, though we are actively exploring ways in which this might be achieved. We note that Drupal 6, the database engine on which our website is built, does not include the ability to disable cookies, but we anticipate that such a feature can be included in the next edition of this site. As an interim measure, we have included a clear and unavoidable popup message at the foot of the page, which informs the user that, if they continue, the site will try to set cookies on their computer, and refers the user to this page, which lists the cookies that are set and their purpose, together with links to information that will enable users to disable cookies in their browser should they so choose. Should users continue to browse the site, the popup will change to acknowledge their acceptance of the use of cookies.

Cookies used by this site

Cookies may be set either by the this website (“first-party cookies”), or by a third party website (“third-party cookies”). The lists below identify the cookies we use and explain the purposes for which they are used.

First-party cookies:

  • A Session ID, with a name beginning with the letters SESS, which is used when administrators of the website log in. This cookie does not contain any personal information which could identify the user, and is therefore minimally intrusive. It is used solely to enable site administrators to log in to the site, but is not required by ordinary users. However, consideration will be given to its removal in the near future.
  • A cookie called has_js which records whether or not JavaScript is enabled in your browser. This information is used when you visit a web page which uses JavaScript to perform a function such as playing a video. This cookie is valid only for the current browsing session. Because the only information it stores is in the form of a 1 or a 0, indicating whether JavaScript is enabled, it is therefore minimally intrusive.
  • Four cookies used by Google Analytics, called _utma_utmb_utmc and _utmv. These cookies collect information in an anonymous form.  _utma stores the number of visits by a user, the time of the first visit, the previous visit, and the current visit. _utmb and _utmc check how long you stay on the site, and _utmz stores whether you arrived at the site via a search engine, a search keyword, or a link. _utma and _utmb expire immediately, but _utmz remains valid for six months. _utmc is valid for the current browsing session. We are awaiting advice on these cookies and how to deal with them from Oxford University Computing Services, which currently ranks them as minimally intrusive. Further information on privacy and the protection of data obtained from these cookies can be obtained from Google Analytics.
  • A cookie called cookie-agreed-en which records whether the user has agreed to the use of cookies by this site, either explicity by clicking the “Yes, I agree button”, or implicitly, by continuing to browse the site despite the clear and unavoidable notice given at the foot of the page.

Third-party cookies:

  • Five cookies generated by the Share button, provided by Lockerz, called uvc_utma_utmb_utmc, and _utmz_utma stores the number of visits by a user, the time of the first visit, the previous visit, and the current visit. _utmb and _utmc check how long you stay on the site, and _utmz stores whether you arrived at the site via a search engine, a search keyword, or a link. _utma remains valid for two years, _utmb for about half an hour, _utmz for six months, and uvc for one day. _utmc expires at the end of the current browsing session. We do not collect information from these cookies, but Lockerz might use them to collect anonymous information about your visit to our website. If you use the Share via Email option, we will not collect or store your email address and neither will Lockerz. See the Lockerz Privacy Policy for more details on information they might collect. We consider these cookies to be intrusive, and shall be removing them as soon as we can find and implement an alternative way of providing a Share button.

How to disable cookies in your web browser

If you do not want to receive cookies, you can change the settings in your browser so that it notifies you when cookies are sent to it, or you can refuse cookies altogether. You can also delete cookies that have already been set. To learn how to restrict or block web browser cookies which are set on your computer, see the Help function within your browser. Alternatively, you may wish to visit the AboutCookies.org website, which contains helpful information on how to do this for a wide variety of browsers.

Further information

For further information on cookies, the ICO’s guidelines, and now to disable the storage of cookies by your browser, please consult the following pages:

This policy can be viewed here.

Jesus College’s Safeguarding Policy can be viewed here.

Jesus College’s Strategic Plan 2017-21 can be viewed here .

Jesus College Statutes can be viewed here.