Academic Office

The Academic Office is responsible for all aspects of student administration handled by the College, starting with the admissions process, continuing through your course and finishing with your graduation ceremony.

Contact us

Most queries can be handled over email, and you are always welcome to email us at the address below. The office is normally staffed from 9am to 5pm Monday to Thursday and until 4pm on Fridays, and we are available for drop-in enquiries from 10am-12pm and 1pm-3pm daily. If you would like to speak to a member of the team outside of these hours, please email us. You are also welcome to leave forms for us in the Academic Office pidge in the Lodge.

The office is located in the hallway two floors above the café.

Email: academic.office@wolfson.ox.ac.uk

Who we are

Contact and emergency contact information

Please ensure that these details are kept updated on your University student record in Student Self Service. When you update your details, please email the Academic Office so that we can update College records also.

University cards

Your university card gives you:

  • Access to the College library, laundry and the side door of the Academic Wing
  • Access to University buildings and libraries
  • The ability to make cashless purchases of food and drink in the dining hall, café, Cellar Bar and printing in the library

If your card has been damaged or has expired please contact the Academic Office to arrange a new card. 

For lost cards, you will need to pay a replacement fee to the University Card Office. See the University Card Office section of the University website for details on the process and a link to the online store to pay the fee. 

Enrolment certificates

Should you need to confirm your enrolled student status during your studies, you can download an enrolment certificate from Student Self Service. This has been designed for a variety of purposes such as opening a bank account, exemption from council tax applications (for full-time students) or obtaining tourist visas. If you need to have the form certified, you can email it directly to the Academic Office and it will be returned to you generally within 24 hours. We're happy to process up to 3 copies at a time.

Progress reviews

Students have a yearly meeting with the President and/or Senior Tutor to discuss their academic progress and to express any concerns they may have. Meetings last about 10 minutes. For first year students this takes place in Michaelmas term, for second years in Hilary and for third and fourth years in Trinity. Progress reviews are compulsory and students must attend when requested.

You will receive an email at the beginning of the term in which you are expected to attend a progress review with a booking link. Please book yourself in as soon as possible as the slots do fill up quickly. You can reschedule your appointment anytime via the booking website.

GSO forms

GSO forms, or graduate progression forms, are the forms that research students complete to move through milestones on their course. If you are on a taught course, you will likely not need to submit a GSO form. These forms are processed by the Academic Office, and will either be signed by the Senior Tutor or the Academic Registrar. Forms may either be submitted in hard copy to the office or Lodge, or emailed directly to the Academic Office. Anyone listed above the College section of the form (normally you and your supervisor) should have completed their sections of the form before it is submitted to the Academic Office. If this has not happened, we will not be able to process your form.

When completed, we will email the form back to you. If you have submitted a paper form and wish to have it returned to you as a hard copy as well, please affix a note to the form indicating this. In all cases, you should allow at least 2 working days for processing. This is especially crucial around deadlines, as we receive a large volume of GSO forms.

Please note that these forms cannot be signed on demand as there are certain things we need to check against your student record. If there are any outstanding issues (e.g. overdue battels) we will be in touch to follow up.

College advisors

All students are assigned a college advisor, who is a senior member of the College. Your college advisor can:

  • provide pastoral support, for example on health, personal or coping issues, and/or direct you to appropriate persons for assistance;
  • monitor your progress, by discussing your University supervision reports and by being available for consultation, either in person or by email;
  • discuss with you any problems or difficulties you may be experiencing in your department or faculty, and/or with your supervisor;
  • consult the Senior Tutor if there are concerns about your academic progress and if you appear to be experiencing difficulties with your academic work;
  • offer guidance on sources of support available within the College and University.

In addition, your college advisor may be able to offer you advice on academic-related matters such as applications for research funding, conferences and seminar attendance, publication and career plans.

Your college advisor is not expected to perform the role of your department or faculty supervisor(s), and is not responsible for directing your academic work or for giving detailed academic guidance.

You will first meet your college advisor during your first term, and you are encouraged to contact your college advisor as and when you need advice or help. If you are not sure who your advisor is, please contact the Academic Office.

Your college advisor may be changed during periods of sabbatical or other academic leave. Should there be reasons for you to seek a change of advisor, you should contact the Academic Registrar.

We also host a number of social events every year for advisors to meet with their advisees. If your advisor is able to attend one of these events, you will be invited to attend as well. They usually take place in Weeks 2 and 7 of every term.

Associate membership

Partners and spouses of students can apply to become associate members of the College's Common Room for a cost of £15 per term. Membership entitles them to a College swipe-card that they can use to access the laundry and library and charge items to their college account (also known as battels). It also allows them to join college clubs and societies and dine in the Hall.

If you would like to apply for associate membership of the College, please see the guidelines and application form here. The application form should be returned to the Academic Office.

Associate members retain their status with the College for as long as

  • the person they are associated with is a student of the College, and
  • the associate member pays the termly membership charge via their battels.

To cancel your associate membership, please contact the Academic Office.

Completing your course & graduation

When you have completed your programme of study, your status as a student of the University and of Wolfson College will come to an end. For taught courses, this will be once you have completed all examinations and coursework. For research courses, this will be once you receive leave to supplicate, which will either happen soon after the viva or after any corrections have been approved. When your student status ends, your student card will be cancelled, your Oxford email account will come to an end, and your accommodation contract with the College may end or your rent may change. We will be in touch upon the completion of your course to notify you that these changes will shortly be taking place. In all cases it is a good idea to begin thinking about any arrangements you will need to make before you complete your course. Please see the University’s guidance on completing your studies and finishing IT use at Oxford.

The Academic Office makes arrangements for degree days, including graduation ceremony bookings for current and past students, in-College celebrations on degree days and distribution of degree certificates (except for July ceremonies, as the University issues certificates for those ceremonies). Please see the Graduation Ceremonies page for more information.

Transcripts

On-course and final transcripts for students who started their studies in Michaelmas Term 2007 or later can be ordered through the University, along with extra copies of degree certificates, verifications of degrees and degree confirmation letters (the latter are available to students who have completed their studies but not yet attended a graduation ceremony). Full details of services available can be found on the Graduation and Leaving Oxford section of the University website. Please note that you should always order these well in advance as they take two to three weeks to be produced. The University does not issue electronic transcripts.

If you commenced your course before Michaelmas 2007, you can instead contact the Academic Office to request a transcript. Please note that we require at least two to three weeks’ notice to produce an official letter or transcript.

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