How to Find Us
The Tutorial Office handles all academic administration for junior members, from admission to completion of degree. The team can be found on Fellows Staircase 4 and comprises:
- Academic Administrator: Lynn Featherstone
Lynn deals with student induction, college collections and university exams, and the administration of prizes, awards and student support grants. Lynn is also Merton’s disability contact.
- Admissions Officer: Julie Gerhardi
Julie deals with undergraduate and graduate admissions, open days and graduate scholarships.
- Administrative Assistant: Jane Ashford
Jane deals with issues relating to OxCort, and progress meetings for graduates and undergraduates.
The Office is open from 10.00 am to 12.00 noon and 1.00 to 4.30 pm Monday to Friday.
Have a question for the Tutorial Office? Drop by, call 01865 276329, or email the Tutorial Office.
University Cards
To replace a lost University Card or to request a new one please contact the Academic Administrator. From 1 August 2010 there will be a charge of £10 for replacing a lost card. Further details about this will be available from the Tutorial Office in due course. There will be no charge for card renewals. New cards must be collected from, and old cards returned to, the Tutorial Office.
Vacation residence
All undergraduates require explicit permission to be in residence outside University terms. The rules are set out in detail in the Handbook. Applications for the following vacation must be made online by Monday of Fifth Week.
Transcripts and confirmation letters
The University of Oxford is now able supply official transcripts for those who started their course in or since 2007. To download a transcript please visit the student self service portal.To logon please use the same User ID and Password as for registration. Your User ID is your OSS number which can usually be found listed on your University Card. If you have forgotten your password then you can request a new one.
If you began your course pre 2007 then a transcript can be produced on request by the Tutorial Office.
Please email the Academic Administrator to request either a transcript or a letter for opening a bank account.
Confirmation of student status documents and letters for council tax purposes can be requested through the Oxford University student self service portal.
Please note that the College does not issue degree certificates and these must be ordered via the Degree Conferrals Office.
Grants to Undergraduates
Book Grants
The College will make a grant of 50% of the cost of books and photocopying required for academic work and approved by each junior member's Tutor or Supervisor, up to a maximum grant of £50 per annum. Claims must be made by the Friday of the 6th Week of Trinity term on the Book Grants form [Adobe .pdf].
Undergraduate Research Grant
The College is able to refund undergraduates for research expenses for Final Honour School theses, up to the equivalent of the cost of eight out-of-College tutorials. Undergraduates should provide subject Tutors with all receipts in order to obtain reimbursement through the Senior Tutor. Research expenses include, for example, the cost of visiting archives or otherwise obtaining research materials. Reimbursement is not made for the cost of binding or copying the thesis itself.
Vacation Study Grants
The College may at its discretion make grants to undergraduates for the purpose of vacation study. Undergraduates may apply as part of the application for vacation residence permission by the Monday of 5th Week of each term for the cost of College accommodation in the following vacation for the taking of examinations or for other academic purposes. Vacation study grants will not normally exceed 30 days for the duration of an undergraduate course of studies.
Travel Grants
The College makes a limited number of grants to undergraduates for the purpose of travel which has an educational benefit. Special funds are available to support language study by scientists. Applications must be made by the Friday of the 4th Week of the term preceding the proposed travel on the Undergraduate Travel Grant form [Adobe .pdf]. Undergraduates who have already held an award may not apply again.
Please note that Clinical Medical students going on medical electives may apply for grants of not more than £300 towards their travel expenses, and should do so by completing the Graduate Research Awards form located in the Grants to Graduates section of this page.
Master Grant
Limited funds are available to award grants to junior members, undergraduate or graduate, for worthy causes that are ineligible for other forms of College financial support.
Applications in writing, including a statement of the proposed use of the grant and its purpose, should be submitted to the Student Support Committee, C/o the Academic Administrator by Friday of 4th Week. Awards are only given once, and not after the end of the final term.
Grants to Graduates and Scholarships
Book Grants
The College will make a grant of 50% of the cost of books and photocopying required for academic work and approved by each junior member's Tutor or Supervisor, up to a maximum grant of £50 per annum. Claims must be made by the Friday of the 6th Week of Trinity term on the Book Grants form [Adobe .pdf].
Graduate Research Awards
The College will consider applications from graduates for grants towards expenses incurred in travelling in connection with their research, or any special expenses incurred during research over and above those which would normally be expected. Graduates may apply only once each year, and applicants applying for a third time in their third year will have a lower priority. Grants are not normally made to graduates in their fourth or higher years. Applications for amounts in excess of £300 will normally only be considered after external assessment. Applications should also be made, where appropriate, to the relevant Department. Applications must be made by the Friday of the 4th Week of term on the Graduate Research Grants form [Adobe .pdf].
The College will at its discretion pay a supplementary travel grant to any graduate who does not reside in College accommodation for at least 30 consecutive days in any academic year for approved academic reasons. The grant payable to any graduate for this purpose is £300 in any academic year. The grant is payable in addition to any research or other grants that are awarded to the graduate in the academic year. Applications should be made by Friday of 4th Week of term. Further information and Supplementary Travel Grant form.
Simms Grant
The Committee considers applications for grants to assist graduates in the completion of their theses, if they have encountered difficulties or delays beyond what would normally be expected, particularly if the thesis is likely to be submitted in a reasonably short time. Applications should be submitted by the Friday of 4th Week of term using the Simms Grant Bursary form.
Master Grant
Limited funds are available to award grants to junior members, undergraduate or graduate, for worthy causes that are ineligible for other forms of College financial support.
Applications in writing, including a statement of the proposed use of the grant and its purpose, should be submitted to the Student Support Committee, C/o the Academic Administrator by Friday of 4th Week. Awards are only given once, and not after the end of the final term.
Lancelyn Green Foundation Fund
The College makes a limited number of grants from this fund to graduates to further research into English and Classical Literature, or for travel for the purpose of research into classical studies in Greece and the adjacent countries. Applications should be made by letter to the Dean of Graduates.
Clinical medical students
A refund up to a maximum of £200 towards the cost of items of essential equipment and laundry is made available to clinical medical students (Second BM) during the period of their course. Claims must be approved by the Supervisor and submitted by the Friday of the 6th Week of Trinity term using the Medical Equipment Grant form [Adobe .pdf].
Scholarships
Current graduates may be eligible, depending on circumstances, for some of the scholarships offered by the College. Visit the Graduate Admissions section to learn more.
Associate Membership of the MCR
Graduates at college automatically become members of the Middle Common Room (MCR). In addition, there are two categories of associate members for which candidates may apply. Applications for associate membership of the MCR can be granted for one academic year at a time (re-election for subsequent years may be possible) and must be supported by a CV. In the case of an application for Category A membership a letter of support from a fellow of the College is also required. For further details please consult the College Handbook.
Download an Associate Membership application form [Adobe .pdf].
Academic Dress (Subfusc)
Male junior members are required to wear a dark suit and socks, black shoes, a plain white shirt and collar with a white bow tie. Female junior members are required to wear a dark skirt or trousers, a white blouse, black tie, black stockings and shoes and, if desired, a dark coat. Candidates serving in HM Forces are permitted to wear uniform together with a gown. 'Subfusc' clothing must be worn with cap and gown at University examinations and presentations for degrees.
Learn more about academic dress and the wearing of gowns at matriculation ceremonies in this message from the Dean.
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From an old map of Merton lands
Pinnacle of Merton Chapel
Maths subject dinner