Retirees

University staff

As of October 2024, University HR amended the criteria for University staff who wish to apply for a retiree card.

Now, in order to be eligible to apply you must either:

• have retired from employment at the University* or
• be in receipt of a University Pension** which you contributed to while at the University

To obtain a Retiree card, you must do the following:

1. Download and print off the Retiree’s application form by clicking on the download button below. 
2. Decide which card suits you best – A, B, C, D or E. 
3. Fill out the form in block letters and attach a recent photograph. 
4. If you retired in post and your department HR Team has confirmed this, your form can be sent to the Card Office. 
5. If you did not retire in post but are now in receipt of your university pension, please provide evidence of this along with your application form. (This will only apply to first time applicants) 
6. Make the £15 payment via the University Online Store. 
7. Once the relevant checks have been made and your payment has been received, your application will be processed.

*You must have been an employee, not a casual worker, and must have retired directly from your University post (i.e. your reason for leaving in the PeopleXD payroll system is “retirement”) and this will need to be confirmed by your department HR Team.

**Includes OSPS, USS, SAUL, NHS Pension Scheme.

College staff

For retired College staff to be eligible to apply you must either:

• have retired from employment at a College of the University*or
• be in receipt of a University Pension** which you contributed to while at a College of the University

To obtain one, you must do the following:

1. Download and print off the Retiree’s application form by clicking on the download button below.
2. Decide which card suits you best – A, B, C, D or E.
3. Fill out the form in block letters and attach a recent photograph.
4. If you retired in post and your College HR Team has confirmed this, your form can be sent to the Card Office.
5. If you did not retire in post but are now in receipt of your university pension, please provide evidence of this along with your application form. (This will only apply to first time applicants)
6. Make the £15 payment via the University Online Store.
7. Once the relevant checks have been made and your payment has been received, your application will be processed.

*You must have been an employee, not a casual worker, and must have retired directly from your College post and this will need to be confirmed by your College HR Team.

If you previously worked for the University but left prior to the criteria change, you need to provide a form of verification with the application form to show that you are in receipt of a University Pension.

Verification should include one of the following documents:

• Initial pension notification from USS or OSPS.
• P60 or payslip from USS or OSPS.
• Letter from USS or OSPS about the annual pension increase.
• Evidence/letter from Legal and General confirming receipt of regular payments.

**Includes OSPS, USS, SAUL, NHS Pension Scheme

Renewals do not require proof of pension contribution. Please complete and return your application form.

Sending Your Application

• If you selected card type A or B:

Send your completed form directly to: 
University Card Office 
The Malthouse, Tidmarsh Lane, Oxford, OX1 1NQ

• If you selected card type C or D:

Return your form to your college or departmental administrator for authorisation. They will then forward it to the Card Office.

• If you selected card type E:

Send your form to your college first, then collect it and forward it to your departmental administrator. They will then send it on to the Card Office.

Payment

The cost for all retiree cards is £15. 
Preferred method: 
Pay online via the University Online Store by selecting the "Retiree’s Card" option.

Alternative method: 
If online payment is not possible, you may send a cheque for £15 payable to “University of Oxford” along with your completed form.

For help with online payment, contact: [email protected] 

Please submit payment at the time of submitting your application.

What Happens Next?

Once your form is received and your HR team has provided the necessary verification:

• The Card Office will match your application, confirmation and your payment.
• Your card will then be issued.

Validity: Cards are valid for four years from the date of issue. 
Replacement cards require the same steps as an initial application.

Need Help?

If you’re unable to access the application form:

• Email: [email protected]
• Or visit:
  The Malthouse Reception, 
  Tidmarsh Lane, Oxford, OX1 1NQ 
  (They can provide you with a paper copy of the form.)

Choose Retiree Card (A) without affiliations if you want a card to visit the Botanic Gardens, meet your friends at the University Club, swim in the University pool and walk-in access to the Bodleian Libraries but don’t need an email address. This requires NO college/department authorisation . The card will be sent to you directly once your retirement has been verified.

Choose Retiree Card (B) without affiliations if you want a card to visit the Botanic Gardens, meet your friends at the University Club, swim in the University pool, access the Bodleian Libraries and would like an @retired email address. This requires NO college/department authorisation. The card will be sent to you directly once your retirement has been verified.

Choose Retiree Card (C), (D) or (E) with college and/or departmental affiliation if your college and/or department would like you to retain a college and/or departmental email address (all of the other benefits are attached to these cards, and it includes full access to the IT Services Help Centre and the Bodleian Libraries). This must be supported by the college and/or department and requires appropriate authorisation. If authorisation is not given, you may still apply for Card A or B.

• In the case of Card (C) the card will be sent to your college for collection once your retirement has been verified
• In the case of Card (D) or (E) the card will be sent to your department for collection once your retirement has been verified

In order to renew your Retiree’s card you must do the following:

1. Download and print off the Retiree’s application form by clicking on the download button below.

2. Select the status which applies to you – A, B, C, D or E.

• A – without College/Dept affiliation (with no email address)
• B – without College/Dept affiliation (with @retired.ox.ac.uk email)
• C – with College affiliation (with @college.ox.ac.uk email)
• D – with Department affiliation (with @department.ox.ac.uk email)
• E – with College & Department affiliation (with @department & @college.ox.ac.uk emails)

3. Fill out the form in block letters and attach a recent photograph.

4. Once completed, please complete and return your application form as follows:

• If you have ticked box A or B: send your completed form directly to the University Card Office, The Malthouse, Tidmarsh Lane, Oxford, OX1 1NQ.
• If you have ticked box C or D: return the completed form to your college or department administrator for authorisation. They will then forward the form to the University Card Office.
• If you have ticked box E: return the completed form to your college and then arrange to pick up the form and forward to your departmental administrator. They will then forward the form to the University Card Office.

5. Make the £15 payment by going to the University online store.

Payment

In all cases please pay your £15 fee by going to the online store and choose the ‘Retiree’s Card option’. If this payment method causes difficulties, please contact the University Online Store at [email protected] If payment via this method is not possible, a cheque for £15 made payable to The University of Oxford can be sent in with your completed form.

Choose Retiree Card (B) to access a @retired email account. This should be a seamless transition from your previous email address as long as your email account has not previously expired. Your Single Sign-On and passwords will remain the same. The IT Services Help Centre will provide direct support for your email account.

Note that your email account will be shut down if it is not used within six months of being set up, or if inactive for a period of more than six months. IT Services can provide guidance on how to re-activate an account that has been shut down.

If you have lost your Retiree Card there is a £15 lost card fee that you will need to make in order to receive a replacement card.

In all cases, please pay the £15 fee by going to the University Online Store and choosing the ‘Lost Cards option’. If this payment method causes difficulties, please contact the University Online Store at [email protected] .

If payment via this method is not possible, a cheque for £15 made payable to the University of Oxford can be sent, along with a note detailing your full name, date of birth and that you have lost your previous card, address to:

University Card Office, 
Estates Services, 
The Malthouse, 
Tidmarsh Lane, 
Oxford, 
OX1 1NQ

Once payment has been received, your new card will be sent to your department, college or directly to you if you do not have a department or college affiliation.