How to submit items for publication in the Gazette
Where to send items
We prefer to receive items for publication in the Gazette by email – please send them to firstname.lastname@example.org. If you have a hard copy submission, please scan it and email it if you can; sometimes delays caused by the internal post can prevent items appearing in the issue of your choice, and occasionally items are irretrievably lost. If you email your submission to us, we will always acknowledge its receipt and confirm which issue of the Gazette it will appear in.
How to send items
Please ensure that, if at all possible, you send submissions in a format from which we can copy the text. You can include your text in the body of the email itself, or as an attachment – preferably a Word document. This saves us time and prevents transcription errors if we have to retype submissions. However, if you only have a hard copy of a document please scan and email this to us anyway.
Deadline for submissions
The Gazette is published on Thursdays each week in term time (see Gazette publication dates 2012–13 for the dates of this year's issues) and the deadline for us to receive items for inclusion in a particular issue is noon on Wednesday of the week before publication. For instance, the deadline for us to receive items for publication in the issue of 1 November is noon on 24 October. Although we always try to include urgent items which arrive after the deadline, we don't always have the time or the space to accommodate late items – the number of pages in the Gazette varies from week to week, depending on the amount of content we receive, but must always be in multiples of four pages. If an item will push a section on to another column, which pushes the publication on to another page, we regret that we will have to delay publication until the following issue (which may, of course, be too late for upcoming events).
This also means that we will occasionally delay publication of a non-urgent item to make space for late-arriving urgent ones – for instance, we may delay publication of an obituary notice (but not a memorial service) to make space for a viva voce examination happening that week. We will always let you know if that happens.
Text formatting for submissions
Items published in the Gazette are formatted according to our house style; many of these are in a shortened format with a link to a website for full information. As we have very little time in which to turn each issue around, we really appreciate it if items sent to us for publication are formatted ready for us, so that we don't have to rewrite content before sending it to be typeset. This is particularly important if you are sending us something urgent after our deadline; we will always try to find space for it in the next issue of the Gazette but our print deadline is absolute and is not set by us so if it's not.
The format in which we print items is detailed below (in the order in which they appear in the Gazette) – more complicated formats which require multiple examples are on linked pages):
Appointments and Visiting Professorships and Recognition of Distinction announcements
Please style these announcements as follows, noting the style of degrees in particular (for further information on how to style postnomials, see the University Calendar style guide pp 2–6). If you are sending us details of more than one person in the same category (ie multiple appointees or multiple visiting professors) please list them in alphabetical order by department and then by surname. Don't worry about the bold – we can add this very easily.
Shaw Professorship of Chinese
Barend J Ter Haar, PhD Leiden, Professor of Chinese History, Department of Chinese Studies, Leiden University, has been appointed to the Shaw Professorship of Chinese in the Faculty of Oriental Studies with effect from 13 January 2013.
Professor ter Haar will be a fellow of University College.
Mathematical, Physical and Life Sciences
The Mathematical, Physical and Life Sciences Divisional Board has conferred the following titles:
Visiting Professor in Engineering Science upon Roderick A Smith, MA PhD ScD Camb, MA Oxf, FREng, CEng, FIMechE, FIM, FCGI, President of the Institution of Mechanical Engineers, for a period of three years from 1 May 2012.
Visiting Professor in Physics upon Michael F Thorpe, BSc Manc, DPhil DSc Oxf, Foundation Professor of Physics, Chemistry and Biochemistry at Arizona State University, for a period of three years from 1 May 2012.
Recognition of Distinction
The following title has been conferred on behalf of the Recognition of Distinction Committee:
Snowling, M, BSc Brist, PhD Lond, President-elect of St John's, Professor of Psychology with effect from 1 September 2012.
Graduate Awards and Prizes
Please note that: 1) the Gazette only publishes details of awards/prizes given to postgraduate students, not undergradutes; 2) details of prize-winning students are only published in the print Gazette and the online version open to University members and not in the publicly available online version. Please format the notices as per the examples below:
Mathematical, Physical and Life Sciences
Tyrell Corporation Travelling Scholarship
The 2012 scholarship, for the purpose of conducting research in artificial intelligence, has been awarded to Johnny Five, Corpus Christi.
Billy Mahoney Prize in Neuroscience
The 2012 prize has been awarded to Peter Venkman, Magdalen. Proxime accessit: Egon Spengler, St Anne's.
Musical and Other Events
Please format notices for musical events following the below examples as closely as possible, adding any further information as necessary. The examples show the format for both a series of musical events and a single event:
Thursday lunchtime recital series
The following events will take place at 1.30 pm at Harris Manchester. Admission free, with retiring collection. Details: email@example.com.
18 May: Eunjung Kim, traditional Korean music
24 May: Michael Papadopoulos, organ
31 May: Nicholas Stefano Prozzillo, organ
7 Jun: Anna Steppler, organ
14 Jun: Edmund Caird, baritone
Sir Michael Scholar will perform works by Bach at 5.30 pm on 2 June in St John's chapel. Free admission; tickets/programmes are available from main lodge one week before the performance.
Please provide: the location, dates and opening times of the exhibition, whose work it is (if appropriate), the cost (if any) of entry, the title of the exhibition and contact details where further details can be obtained. Plesae style the notice as in the following examples, noting how to write months and times in particular.
'Fortunate steps: photographs from Havana' by John Comino-James, 6–24 February at Wolfson, daily 5–7 pm. Visitors are asked to ring the lodge beforehand (Oxford 274100).
28 Jan–13 May: The romance of the middle ages
7–29 Jan.: Ragtime to riches, a musical legacy at the Bodleian Library
3 Feb–4 Mar: 36 Kasen: the thirty-six immortals of Japanese poetry
10 Mar–8 Apr: Haydn à l'anglaise: his songs in late eighteenth-century England – including some he did not know he had written
1 Mar, 10 am–4 pm, Divinity School: Jane Austen: a literary genius at work
Lectures, seminars, conferences etc
See separate pdf with instructions and examples: www.ox.ac.uk/media/global/wwwoxacuk/localsites/gazette/documents/Lecture_and_seminar_formats_for_Gazette_publication.pdf.
Viva voce examination notifications
Please note that viva notices must be published in the Gazette dated at least one day before the date of the exam itself; an exam on 25 October can be published at the latest in the issue of 18 October, for instance. If there is no Gazette before the date of the exam, during the vacations or because it was arranged too late to be included in the previous week's issue, the alternative method of publication will need to be used; see: www.ox.ac.uk/gazette/stdg/viva.htm. We will always let you know if this is necessary when we receive notice of the viva.
If you can send us the information about the viva in an email, it reduces delays and makes it more likely that it will arrive in time for inclusion in an appropriate Gazette. You can scan the GSO.9 form or send us the information in the body of an email (this is our preferred method). Please provide: the division; the candidate's name, college and thesis title; the place, date and time of the exam; and the names of the examiners.
Bob Smith, Magdalen: 'The importance of vowels in modern Klingon'
Examination Schools, 10 June, 9 am
Examiners: R Smith, A Mills
Changes to Examination Regulations
See separate page: www.admin.ox.ac.uk/examregs/regsguide.shtml.
Elections to College Fellowships etc
Please format your lists as below (don't worry about the bold and indents – this is just for illustrative purposes)
Francesco Billari, Laurea Bocconi, PhD Padua
Sir Mike Aaronson
Senior Research Fellowship
Laurence Whitehead, MA Oxf
Guardian Research Fellowship
Abiye Teklemariam, LLB Addis Ababa, LLM Tilburg
Non-stipendiary Research Fellowships
Max Burton-Chellew, DPhil Edin
Paolo Campana, Laurea MA PhD Turin
Zoe Tsesmelidakis, Diplom Goethe Frankfurt
Louise Bamfield, MA MPhil PhD Camb
Ranjeeta Thomas, BA Madras, MSocSc NU Singapore, MSc DPhil York
Jing Xing, BA MA Peking, MSc City University of Hong Kong, MPhil DPhil Oxf
For former students, please provide: the full name of the deceased (including any other names by which they were known), the date of their death, any scholarships etc they held, the date of their matriculation and their age when they died. If any of this information is unknown, just leave it out. For members of staff, please also provide details of the posts they held with dates (and details of the colleges at which these posts were held, if different). If providing a list of obituaries, please order them alphabetically by surname.
Felicity Fiona Frank (née Filton), 12 December 2011; Exhibitioner 1928. Aged 101.
Pauline Patricia Proust, 1 January 2012; Lecturer, Merton 1998–2001; Fellow, New College 2001–8; Emeritus Fellow, New College 2008–12. Aged 63.
See separate page: www.ox.ac.uk/gazette/classifiedadvertising. Note that if you want to advertise something on behalf of a department or college (seeking research study participants, advertising a college-owned house to let, for example) there is no charge – please email us in this case.
Notifications of Prizes, Grants and Funding offered
Please list: the name of the body offering the prize or funding, the name of the prize/grant/funding; brief eligibility criteria; amount offered; closing date for applications; link to website or email address where further details can be obtained.
Clare College, Cambridge; William Senior Studentship in Comparative Law or Legal History; up to 3 years' approved university and college fees and maintenance for a student in receipt of no other grant; 30 March; www.clare.cam.ac.uk/The-William-Senior-Studentship-Comparative-Law-or-Legal-History
Bodleian Libraries; Gordon Duff Prize; for an unpublished essay on any of the following subjects: bibliography, palaeography, typography, book-binding, book illustration, the science of books and manuscripts, and the arts relating thereto; open to all members of the University; £500; topics must be submitted by 6 May and complete essays received by 5 August; firstname.lastname@example.org
Notifications of Vacancies
Please list: the name of institution where the vacancy exists; job title; salary (or that the post is non-stipendiary); closing date for applications; link to website or email address where further details can be obtained. If the salary is sensitive or open to negotiation, this can be omitted. We will also include notices from employment agencies acting on behalf of a college, as long as the college is the employer.
Exeter; College Librarian; £36,715–£43,840; noon, 24 February; www.exeter.ox.ac.uk/college/vacancies
Department of Zoology; Professorship of Zoology; 12 March; www.ox.ac.uk/about_the_university/jobs/fp