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Beaumont Buildings
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Data entry form for visitors to colleges

About

These instructions are provided to help you complete the data entry form and to explain the purpose of the questions.

It is important that you read these instructions before completing the form. Please type your answers in the fields provided.

The information collected will form the basis of your student record in the University’s student system and will be held for the purposes of student administration in accordance with the University’s Postgraduate Applicant Privacy Policy or the University’s Undergraduate Applicant Privacy Policy as appropriate and subject to the provisions of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018

We are obliged by law to make annual returns to the Higher Education Statistics Agency for each student and the information will be used for that purpose also. HESA regulations state that they will only use the data for statistical purposes and will not identify any individual to any third party.

If you require an accessible version of the data entry form, please contact the Graduate Admissions and Recruitment Office by email (graduate.admissons@admin.ox.ac.uk) or via the online enquiry form.

Section A: Programme details

Student status

Please indicate whether you have been accepted as an undergraduate or graduate student.

College or Permanent Private Hall

Please enter the name of the Oxford College or Permanent Private Hall that has agreed to admit you.

Section B: Personal details

Please enter your full name in the format indicated. If you are from outside the UK or Ireland, your name details must exactly match your name as it appears on your passport, including any middle names, otherwise you risk your visa application being delayed or refused. If you go by a name that is not listed on your official document(s), you can enter this in the Preferred Name field.

Please note that this is the name that will be recorded for all official correspondence, records, and used on certificates, transcripts and references that the university may provide. If at any time you wish to change any part of your name please notify your college to progress this.

Family name

If you have a surname/family name consisting of several parts please give only the part(s) you wish to be used on ALL occasions. The surname you provide should be the same as that on your passport. Please state your first name and any middle names in the separate boxes.

Preferred name

If you are normally known by a name other than your first name, please indicate the name you wish to use in the box provided.

Section C: Contact information

Home address

Enter the address of your permanent home before starting your course at Oxford. If you have been in full time education then give your parental home address.

Correspondence address

Enter the address to which any correspondence should be sent before starting your course at Oxford (if different to your home address).

Telephone number

Enter a contact telephone number which will be valid until you start your course at Oxford.

E-mail address

Enter a contact e-mail address which will be valid until you start your course at Oxford.

Section D: Nationality and citizenship

Country of nationality/citizenship

Please confirm all countries that you have nationality of and give an effective date if you have not been a national of that country from birth. If you are not a national of the UK or Ireland, please give the number, country of issue, issue date and expiry date of the passport that you intend to use to enter the UK.

Country of ordinary residence

Please give details for the past six years. This should be the country in which you are normally resident not the country in which you are studying. In the case of non-UK EU nationals who are currently studying in the UK, please include details of your UK residence here.

Section E: Details of current and previous education

Please provide details of your current course (if applicable) and the highest qualification completed before entry to Oxford.

Please give the name of the institution(s), dates of attendance, qualification, subject and result. If the town does not form part of the institution’s name, please show this also, and the country if outside the UK.

Section F: English language requirements

The English language requirement for students should reflect the language requirement for their area of study (either standard or higher). Our Application Guide for graduate applications provides further information about English language proficiency, including information on English-speaking countries, accepted English proficiency tests and minimum requirements.

Please note that, unless you are a national of a majority English-speaking country, as defined by the UK Home Office, have been educated full-time in English during the last two years or are a graduate applicant who has completed a full-time degree-level course of a minimum of 9 months, taught and assessed entirely in English, then you are required to submit evidence of results (test certificate), which should be no more than two years old at the time of starting your study at Oxford at the level normally required by the area of study you will be undertaking, from one of the language tests that the University approves, in order to meet UK Government regulations regarding the English language requirements to obtain a UK Student visa.

We will then include a statement on your CAS (Confirmation of Acceptance for Studies) for your visa confirming that you have met the minimum UK Home Office requirement.

Appendix A

Before completing and signing the declaration, you will need to fill out Appendix A. Only Section 6 is mandatory.

Section 1-4: Ethnicity, religion and belief, sexual orientation and gender identity

The University of Oxford embraces diversity and seeks to achieve equity in the experience, progression and achievement of all our students. We collect personal data from applicants and current students so that we can assess the impact of our policies and practices on people from different equality groups and put in place appropriate provision and support for all students. We recognise that these are sensitive questions, but hope you will feel able to provide this information, in confidence, to support our efforts to create a more inclusive, diverse and equitable Oxford. If you do not wish to share this information, please select the option ‘prefer not to say.’ The Equality and Diversity Unit's website provides more information about equality at Oxford.

The information you provide in these sections will not form part of the selection process and will not be seen by anyone involved in assessing your application. Your personal information will be treated in accordance with the General Data Protection Regulation (GDPR) and related UK data protection legislation and the University’s Data Protection policy.

Section 5: Disability

We welcome applications from disabled people. Please tell us if you have a disability, including sensory or mobility impairments, long-term mental health conditions, longstanding illnesses or health conditions, autism spectrum conditions, or specific learning difficulties such as dyslexia, dyspraxia and ADHD.

We will not take this information into account when assessing your application, which will be judged on academic merit and potential alone. The information you provide to the University will be treated in line with the Data Protection Policy. If you accept a place here, information about your disability will only be shared on a strictly limited basis with key individuals in academic, administrative and support roles in order to provide effective support, e.g. your tutor, supervisor etc. This will include sharing your information with our Disability Advisory Service so that they may work with you to put in place any necessary adjustments or provide study support.

You should contact the Disability Advisory Service as soon as possible if you wish to discuss this section, or anything to do with provision for disability-related support for your course.

Section 6: Criminal convictions

Please note that you must answer this question.

Please note that in accordance with the University’s obligations towards students and staff, we will request information about relevant, unspent criminal convictions during the offer-stage process for matriculated non-award students so that appropriate steps can be taken to facilitate effective support and/or assess whether a prospective student poses an unacceptable risk to students and staff.

The University has adopted a policy for any case where an applicant with an offer for a matriculated non-award student place has a relevant, unspent criminal conviction which has either been declared by an applicant to the University or which has otherwise come to the University’s attention (such as where information is disclosed by a third party).

What has to be declared?

We ask you to declare 'any relevant unspent criminal convictions' on the data entry form.

'Relevant' convictions are:

  • any kind of violence including (but not limited to) threatening behaviour, offences concerning the intention to harm or offences which resulted in actual bodily harm;
  • offences listed in the Sex Offences Act 2003;
  • the unlawful supply of controlled drugs or substances where the conviction concerns commercial drug dealing or trafficking;
  • offences involving firearms;
  • offences involving arson; and
  • offences listed in the Terrorism Act 2006.

Convictions that are 'spent' (as defined by the Rehabilitation of Offenders Act 1974) or will be spent at the point of starting the matriculated non-award student placement do not need to be declared. If you are uncertain as to whether your conviction is spent, please seek independent advice.

Full details of the University’s process for prospective graduate students declaring a criminal conviction can be found in our University Policies pages. The Undergraduate Admissions website provides full details of the University’s process for prospective undergraduate students declaring a criminal conviction.

If you require a visa or you are extending your visa, then you must declare any unspent criminal convictions, including driving offences, when you apply to the UK Home Office. Please see sections 18 and 19 of the Home Office document 'Part 9 - General grounds for the refusal of entry clearance, leave to enter or variation of leave to enter or remain in the UK' for information regarding possible circumstances under which a visa application may be refused.

Section G: Declaration

Please read the declaration carefully before signing and submitting your form.

University card form

Please include a recent passport sized photograph here. This may be in colour or black and white. Please ensure that you are not wearing a hat or sunglasses in the photograph and that your face is clearly visible. If you staple the photograph to the form do not obscure your face.