OfS - Ongoing Conditions
The 26 conditions of ongoing registration.
Last full review: December 2021
As an English higher education institution the University must comply with the OfS conditions of ongoing registration. Failure to comply with the ongoing conditions of registration could lead to significant sanctions ranging from enhanced monitoring to suspension or deregistration. There are 26 conditions of registration which are clustered into themes.
Conditions
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
A1 Access and Participation Plan An Approved (fee cap) provider intending to charge fees above the basic amount to qualifying persons on qualifying courses must: |
| PVC Education/ Academic Registrar | The Academic Support Access and Participation Plan webpage provides links to the agreed APPs for 2020-21 to 2028-29. Previously, published transparency data showed delivery against the plan (in respect of outcomes data) but the OfS has suspended this requirement. Council reviews and approves the plans; the PVC Education is responsible for ensuring that the APP is delivered. The Education Committee annually reviews progress against the plan and reports on this to Council. |
A2 Participation of Access and Participation Plan An Approved provider or an Approved (fee cap) provider charging fees up to the basic amount to qualifying persons on qualifying courses must: i. Publish an access and participation plan. ii. Update and re-publish this statement on an annual basis.
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| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
B1 Academic experience The provider must ensure that the students registered on each higher education course receive a high quality academic experience. A high quality academic experience includes but is not limited to ensuring that each higher education course: i. is up-to-date; ii. provides educational challenge; iii. is coherent; iv. is effectively delivered; and v. requires students to develop relevant skills. |
| PVC Education/ Academic Registrar | Quality is reviewed annually through the mechanisms listed in the Procedures for the Annual Monitoring of Courses (PAMC) and also by reference to the Proctors' Report on Complaints and Appeals. Quality assurance is provided by the external examiners which are required to sit on exam boards. |
B2 Resources, support and student engagement The provider must take all reasonable steps to ensure: i. students registered on a higher education course receive resources and support to ensure: a. a high quality academic experience for those students; and ii. effective engagement with students to ensure: a. a high quality academic experience for those students; and |
| PVC Education/ Academic Registrar | Teaching staff are experts in their fields and are often at the forefront of research. The University offers world class facilities and buildings. The admissions process is described on the University website, accompanied by admissions statistics and access facts. Transparency data is not currently published because OfS has suspended this requirement. The University provides extensive student support and has one of the highest completion rates in the UK, as shown in HESA data. There is a fair and transparent complaints procedure in place. The quality of support is reviewed annually in the Education Committee’s Annual Quality Assessment Report to Council and also by reference to the Proctors’ Report on Complaints and Appeals. |
| B3 Successful outcomes for all students, employment and further study The provider must deliver successful outcomes for all of its students, which are recognised and valued by employers and/or enable further study. |
| PVC Education/ Academic Registrar | The University encourages graduates to participate in the Graduate Outcomes survey and has previously carried out its own student surveys, showing successful student outcomes. Student outcomes are reviewed annually through the mechanisms listed in the Procedures for the Annual Monitoring of Courses (PAMC). |
B4 Assessment and awards The provider must ensure that: i. students are assessed effectively; ii. each assessment is valid and reliable; iii. academic regulations are designed to ensure that relevant awards are credible; iv. academic regulations are designed to ensure effective assessment of technical proficiency in the English language in a manner that appropriately reflects the level and content of the course; and v. relevant awards granted to students are credible at the point of being granted and when compared to those granted previously. |
| PVC Education/ Academic Registrar | The value of qualifications is reviewed annually through the mechanisms listed in the Procedures for the Annual Monitoring of Courses (PAMC). External examiners are appointed for all degree courses. They are required to complete a report that includes, for example, requirements to report on academic standards, the rigour and conduct of the assessment process and good practice. |
B5 Sector-recognised standards The provider must ensure that, in respect of any relevant awards granted to students who complete a higher education course provided by, or on behalf of, the provider (whether or not the provider is the awarding body): i. any standards set appropriately reflect any applicable sector-recognised standards; and ii. awards are only granted to students whose knowledge and skills appropriately reflect any applicable sector-recognised standards. |
| PVC Education/ Academic Registrar | The University Awards Framework sets out how the University's awards and standards accord with the FHEQ. |
| B6 TEF The provider must participate in the Teaching Excellence and Student Outcomes Framework (TEF). |
| PVC Education/ Academic Registrar | Oxford University holds a gold TEF award. Following submission for the most recent TEF exercise in January 2023, the University was again awarded gold. |
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
| C1 Consumer Protection Law The provider must demonstrate that in developing and implementing its policies, procedures and terms and conditions it has given due regard to relevant guidance about how to comply with consumer protection law. |
| Academic Registrar | The University has published a statement in respect of Consumer Protection Compliance. The University publishes the University Student Handbook which is reviewed annually and contains information to help students make informed choices. Students are provided with detailed information about the undergraduate courses and graduate courses offered and fees payable and also a comparison of the costs associated with different colleges. Contractual information is published online, by admissions year. There is a fair and transparent complaints procedure in place. |
| C2 Student complaints scheme The provider must: i. Cooperate with the requirements of the student complaints scheme run by the Office of the Independent Adjudicator for Higher Education, including the subscription requirements. ii. Make students aware of their ability to use the scheme. |
| Academic Registrar/ Proctors’ Office | The Oxford Students website about complaints and academic appeals and student conduct including procedures and guidance, and such information is also contained in the University Student Handbook. The Proctors' Office website also contains relevant sources for staff and students. All these sites provide information about the OIA. The Proctors prepare an annual report to Council on “Complaints and Appeals Investigated” and a more detailed annual report to the Education Committee which includes complaints, appeals and student conduct matters. Information is also published annually in the Gazette. The OIA fee has been paid. |
| C3 Student Protection Plan The provider must: i. Have in force and publish a student protection plan which has been approved by the OfS as appropriate for its assessment of the regulatory risk presented by the provider and for the risk to continuation of study of all of its students. ii. Take all reasonable steps to implement the provisions of the plan if the events set out in the plan take place. iii. Inform the OfS of events, except for the closure of an individual course, that require the implementation of the provisions of the plan. |
| Academic Registrar | The University has a student protection plan in place, approved by OfS. This is reviewed and updated as necessary.
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| C4 Student protection directions i. The provider must comply with any Student Protection Direction in circumstances where the OfS reasonably considers that there is a material risk that the provider will, or will be required by the operation of law to, fully or substantially cease the provision of higher education in England (“Market Exit Risk”). ii. A Student Protection Direction may be varied or revoked (wholly or in part) by express provision in a subsequent Student Protection Direction issued by the OfS in accordance with this condition of registration, and the OfS may otherwise revoke a Student Protection Direction by issuing a notice in writing to the provider. iii. A Student Protection Direction (or, as the case may be, part of a Student Protection Direction) will cease to have effect in accordance with the following provisions: a. in circumstances where a Student Protection Direction is varied or revoked (wholly or in part) by a subsequent Student Protection Direction, on and from the time and date that the subsequent Student Protection Direction takes effect; or b. in circumstances where a Student Protection Direction is revoked by a notice in writing, on and from the time and date specified in that notice in writing. iv. Where a Student Protection Direction ceases to have effect at any time (for any reason), that cessation does not in any way affect the ability of the OfS to investigate and/or take any form of regulatory or enforcement action in respect of any non compliance with that Student Protection Direction (whether or not the non compliance remains ongoing in nature) which took place during the period that the Student Protection Direction was in effect. |
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
| D Financial Sustainability The provider must: i. Be financially viable. ii. Be financially sustainable. iii. Have the necessary financial resources to provide and fully deliver the higher education courses as it has advertised and as it has contracted to deliver them. iv. Have the necessary financial resources to continue to comply with all conditions of its registration. |
| Chief Financial Director | The published Financial Statements of the University demonstrate that the University has credible financial forecasts and business plants and that it operates in compliance with accounts directions. The University is up-to-date with the filing of financial statements. Five year Financial forecasts are submitted annually to the OfS as part of the Annual Financial Return. The five-year forecast is scrutinised by Finance Committee and Council before submission to the OfS. The external auditor uses these forecasts to conclude on whether the University is a going concern. Council and its committees also review and approve quarterly forecast information, annual budgets, and three and give year planning information. These forecasts, budget, and plans enable the University to assess its financial sustainability. The University reviews regularly its compliance with funder terms and covenants and is compliant with all of these. The University's policy, as set out in its standard terms and conditions, is to pay all invoices within 30 days of receipt. |
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
| E1 Public Interest Governance The provider’s governing documents must uphold the public interest governance principles that are applicable to the provider. |
| Director of Planning and Council Secretariat | In December 2021 the University carried out a self-assessment of management and governance, which sets out how public interest governance principles are met. There has been no material change in any of these areas. |
| E2 Management and Governance The provider must have in place adequate and effective management and governance arrangements to: i. Operate in accordance with its governing documents. ii. Deliver, in practice, the public interest governance principles that are applicable to it. iii. Provide and fully deliver the higher education courses advertised. iv. Continue to comply with all conditions of its registration. |
| Director of Planning and Council Secretariat | The University’s governing documents are its statutes and regulations, which are all publicly available. The University acts in compliance with these. The annual reports of the internal and external auditors are considered by Council during Michaelmas term each year and are considered at other times/by other committees as necessary. From July 2015, Council minutes are publicly available. Minutes published prior to that are available behind single sign-on. Information about senior staff remuneration is published on the Senior Remuneration Committee page of the website and the Vice Chancellor’s remuneration is included within the Financial Statements. The University’s legislation sets out the way in which delegations can be made by Council and by key officers of the University. Delegations by Council are set out in Council’s Standing Orders and the University maintains a register of officer delegations. The governance processes in place ensure that all of these delegations are appropriate. The self-assessment of management and governance provides further details. Information about ensuring value for money is included in the Value for Money Strategy on the website. |
| E3 Accountability The governing body of a provider must: i. Accept responsibility for the interactions between the provider and the OfS and its designated bodies. ii. Ensure the provider’s compliance with all of its conditions of registration and with the OfS’s accounts direction. iii. Nominate to the OfS a senior officer as the ‘accountable officer’ who has the responsibilities set out by the OfS for an accountable officer from time to time. |
| Finance Director Director of Planning and Council Secretariat Registrar | The published Financial Statements demonstrate compliance with accounts direction. The change of accountable officer on 1 January 2023 was notified to and approved by the OfS. The General Purposes Committee on behalf of Council carries out an annual self-assessment of compliance with conditions. |
| E4 Notification of changes to the Register The governing body of the provider must notify the OfS of any change of which it becomes aware which affects the accuracy of the information contained in the provider’s entry in the Register. |
| Director of Planning and Council Secretariat | No amendments have been required to be made to the register. |
| E5 Facilitation of electoral registration The provider must comply with guidance published by the OfS to facilitate, in cooperation with electoral registration officers, the electoral registration of students. |
| Academic Registrar | Information about how to register to vote is provided to all new students as a part of the general induction information. Data is submitted to the electoral officer as required. The University has worked closely with relevant authorities in attempts to properly engage students with electoral registration. |
E6 Harassment and sexual misconduct
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| Pro-Vice-Chancellor (Education) | The University has substantially altered its legislation (most significantly, Statute XI, concerning University Discipline) and introduced a new and improved non-academic student disciplinary procedure (drafted to align with the proposed revisions to Statute XI); this procedure fulfils the requirement to have a single comprehensive source of information. The published single comprehensive information source will include version information. |
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
| F1 Transparency Information The provider must provide to the OfS, and publish, in the manner and form specified by the OfS, the transparency information set out in section 9 of HERA. |
| Academic Registrar | Transparency data is not currently published because the OfS has suspended this requirement. |
| F2 Student Transfer arrangements The provider must provide to the OfS, and publish, information about its arrangements for a student to transfer. |
| Academic Registrar | Student transfers in are not permitted. The University provides assistance to students wishing to transfer out. Information on student transfer arrangements is available on the academic support site. |
| F3 Provision of Information to the OfS For the purpose of assisting the OfS in performing any function, or exercising any power, conferred on the OfS under any legislation, the governing body of a provider must: i. Provide the OfS, or a person nominated by the OfS, with such information as the OfS specifies at the time and in the manner and form specified. ii. Permit the OfS to verify, or arrange for the independent verification by a person nominated by the OfS of such information as the OfS specifies at the time and in the manner specified, and must notify the OfS of the outcome of any independent verification at the time and in the manner and form specified. iii. Take such steps as the OfS reasonably requests to co-operate with any monitoring or investigation by the OfS, in particular, but not limited to, providing explanations or making available documents to the OfS or a person nominated by it or making available members of staff to meet with the OfS or a person nominated by it. The requirements in paragraphs (ii) and (iii) do not affect the generality of the requirement in paragraph (i). |
| Director of Planning and Council Secretariat | Reportable events are reported to OfS as required, eg one was reported in 2024-25. |
| F4 Provision of Information to DDB (HESA) For the purposes of the designated data body (DDB)’s duties under sections 64(1) and 65(1) of HERA, the provider must provide the DDB with such information as the DDB specifies at the time and in the manner and form specified by the DDB. |
| Various (depending on source of data) | The Data Assurance Group coordinates and quality assures the submission of HESA data returns. |
| OfS Condition | Indicators | Responsibility | Evidence of Compliance |
|---|---|---|---|
| G1 Mandatory fee limit A provider in the Approved (fee cap) category must charge qualifying persons on qualifying courses fees that do not exceed the relevant fee limit determined by the provider’s quality rating and its access and participation plan. |
| Academic Registrar | Colleges are required to confirm that they have charged fees in accordance with published fee schedules. |
| G2 Compliance with terms and conditions of financial support The provider must comply with any terms and conditions attached to financial support received from the OfS and UKRI under sections 41(1) and/or 94(2) of HERA. A breach of such terms and conditions will be a breach of this condition of registration. |
| Finance Director | The Data Assurance Group, which reports to Audit and Scrutiny Committee, has appropriate data capability and oversees the submission of quality checked data returns to OfS, HESA and JISC (the OfS's Designated Data Body). The University's returns are consistently submitted on time. Ad hoc data requests or OfS visits would be coordinated by the Director of Planning and Council Secretariat. All required reports have been made to the OfS. |
| G3 Payment to OfS and designated bodies The provider must pay: i. Its annual registration fee and other OfS fees in accordance with regulations made by the Secretary of State. ii. The fees charged by the designated bodies. |
| Finance Director | Arrangements are in place to ensure that the OfS invoice is paid on time. |