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College Policies

Discipline

Members of the College are reminded that they are also members of the University and must abide by the University’s Regulations, in particular those on Discipline (University of Cambridge, Information and Regulations, sections 4 and 5). Within the College, discipline is covered by Statute XIV, which is quoted below. (Please note that on amending the Statutes to admit men to the College it was agreed that any reference in the Statutes to women should be deemed to refer also to men).
Statute XIV – Discipline of the College

  1. All members of the College in statu pupillari shall show due respect and obedience to the Mistress, the Vice-Mistress and other officers of the College. They shall conduct themselves in a quiet and orderly manner, and shall observe the regulations of the College and of the University in regard to residence and in all other respects.
  2. If any member of the College in statu pupillari fails to show due diligence in her studies, or if she is guilty of conduct offending against the regulations of the College or the University, or of conduct offending against discipline and good order or tending to bring discredit on the College, she may be punished: a) by the Mistress or other competent officer in any appropriate manner short of forfeiture of emolument or rustication; b) by the Council with the concurrence of at least eight votes, by deprivation of the status of Bye-Fellow, Scholar or Exhibitioner, by forfeiture fo any emolument, by rustication, or by expulsion, providing always that she shall have been given the opportunity of appearing before the Council to make a statement in her defense.
  3. The foregoing provisions shall apply to any woman, not being a Fellow of the College, who has been admitted to membership of the College for the purpose of advanced study or research in the University, whether as a Scholar or otherwise, even though she is not in statu pupillari.

Within the College, disciplinary offenses are dealt with in the first instances by the Tutor of the student concerned. Under Statute XIV 2.a Tutors may levy fines up to £200 in cases of misconduct. (A fine of £200 may be levied for setting off a fire extinguisher). More serious cases will be referred by the Tutor or, in academic matters, by the Director of Studies, to the Dean of Discipline who will make recommendations to the College Council. Council may impose larger fines (e.g. £300 for raising a fire alarm frivolously and so calling out the Fire and Rescue Services) or take other appropriate disciplinary action, including requiring a student to find his or her accommodation, or sending down for serious misdemeanours. If a case is so referred to the Council, he or she is entitled to make representations to the Council in person and/or in writing, and will be advised and assisted by his or her Tutor, who will be present at the Council when the case is considered. With the leave of the Council, representations on behalf of the student concerned may, if the student so wishes be made by another resident member of the College, senior or junior.

A student who is dissatisfied with a decision of Council concerning him or her may make a complaint to the Office of the Independent Adjudicator for Higher Education. Details of the Office’s jurisdiction and procedures can be found on the OIAHE website. Any student contemplating such a complaint should seek the advice of the Secretary to Council, who acts as liaison officer with the Office and keeps a supply of documents relating to it.

The College’s Code of Practice for Discipline is partly modeled on the University’s Regulations. It is not exhaustive, but a breach of any of the rules which it contains will be treated as a serious breach of discipline. Attention is also drawn to the College’s Code of Practice for the conduct of meetings and parties, issued under Section 43 of the Education (No. 2) Act 1986. For the College attitude to drugs see Section 3 of the Code of Discipline, and the Drugs section under Support and Welfare.

The College has detailed procedures concerning both student complaints and harassment. These are available on the Intranet, in the library and from Tutors. The College will not tolerate harassment of its employees or casual workers by any third party including students.

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Harassment

Living in a community involves treating other individuals with respect, in a courteous and civilised way, whatever their sex or status. The College finds unacceptable any form of behaviour that amounts to harassment.

College accepts the University guidelines that the defining features of harassment are "that the behaviour is offensive to the recipient, is unwanted by the recipient and would be regarded as harassment by any reasonable person".  The full College policy can be found here. The procedure outlined therein is modelled on the Recommended procedures of the University guidelines.

Any individual who considers that another's behaviour (whosoever that person may be) falls into the category of harassment, including sexual or racial harassment, may consult their own or any of the Tutors, the College Nurses, or the JCR Welfare or Women's Officer.

Informal advice for students concerning harassment can be found here (pdf).

Sources of help and support can be found here (pdf).

Fitness to Study

Please click here to read information regarding the Fitness to Study Procedure for the College.

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Constitution of the College

  1. In this Constitution the expression 'Council' shall mean that Council of the College, and the expression 'affiliation to an external organisation' shall include any form of membership of, of formal association with, an organisation whose purposes are not confined to purposes connected with the College.
  2. No alteration shall be made to any part of this Constitution without the approval of Council; (ii) No alteration shall be made to this part of this Constitution except in accordance with the provision of the Education Act 1994; (iii) In the event of an conflict arising between any provision of this Constitution and any provision of this Part of this Constitution, the provision of this part shall prevail.
  3. This Constitution shall be submitted to the Council for review, in accordance with the provisions of the Education Act 1994, on 1 October 1995 and at intervals of five years thereafter.
  4. The JCR shall operate in a fair and democractic manner in accordance with the provisions of the Education Act 1994.
  5. Notwithstanding any provisions in this Constitution as to automatic membership of the JCR, any person who would by virtue of those provisions be a member of the JCR may in any academical year by written notice declare that he or she does not wish to be a member, and in that case such a person shall not be a member of the JCR for that academical year. Such written notice shall be served on the President of the JCR within one week of the commencement of the Michaelmas Term; (ii) An undergraduate member of the College who exercises the right not to be a member of the JCR shall not be unfairly disadvantaged with regard to the provision of services or otherwise.
  6. Appointment to major JCR offices shall be by election in a secret ballot in which all members are entitled to vote, and at which the Senior Treasurer or a Fellow of the College appointed by the Senior Treasurer to serve as his or her deputy shall act as returning officer.
  7. There shall be no sabbatical or paid elected offices in the JCR contrary to the provisions of s.22(2)(f) of the Education Act 1994.
Finance
  1. At the first Open Meeting of every Michaelmas Term the JCR shall agree a budget for the coming academical year and submit it to the Council for approval.
  2. The Junior Treasurer shall present to the Bursar of the College before the first Open Meeting of every term the JCR accounts for the previous term, and shall present to the Bursar anually the accounts for the previous year for the submission to the College Auditors.
  3. The JCR shall publish anually to all undergraduate members of the College a financial report, which shall be presented to the Council. The Report shall include details of any donations made by the JCR to external organisations in the period to which it relates.
  4. The JCR shall set down in writing, and make freely accessible to all undergraduate members of the College and to the Council, a statement of the procedure for allocating resources to groups and clubs, ensuring that the procedure is fair.
Affiliation to Organisations
  1. If the JCR decides to become affiliated to any external organisation, it shall publish to all undergraduate members of the College, and to the Council, a notice of this decision stating the name of the organisation and the details of any subscription or similar fee paid or proposed ot be paid, and of any donation made or proposed to be made, to the organisation.
  2. The JCR shall publish anually to all undergraduate members of the College, and to the Council, a report stating the names of all external organisations to which it is affiliated and the details of any subscriptions or similar fee paid, and of any donation made or proposed to be made, to the organisations within the year covered by the report.
  3. Upon the request of at least three percent of its members, the JCR shall submit for the approval of its members a list of the organisations to which the JCR is affiliated. If at least five percent of the members so require, the question of continued affiliation to any particular organisation shall be decided upon by a secret ballot at which all members are entitled to vote. No such ballot shall be held less than four calendar months after the previous ballot.
Grievances
  1. Please see the Student Complaints procedure as detailed on the Intranet, or available from Tutors.
  2. All undergraduate members of the College or groups of such members who are dissatisfied in their dealings with the JCR, or who claim to be unfairly disadvantaged by reason of having exercised the right not to be a member of the JCR, may prefer a complaint to the President of the JCR. An appeal shall lie from the President of the JCR to a person appointed by the Council to serve for such period as the Council may determine, who may not delegate his or her responsbility for hearing the appeal. The Council shall have power to provide such effective remedy if any as it considers appropriate when a complaint is upheld.

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Rules for Parties & Meetings

Party Rules apply to all undergraduates and graduates living in College, Wolfson Court and College Houses. Parties, dinners and society meetings are all governed by a code of practice to ensure good behaviour, consideration for others and freedom of speech. College procedures are summarised below, and your attention is also drawn to the Code of Practice for Discipline in College, to the Code of Practice issued under Section 43 of the Education (No.2) Act 1986, and the section on Music in the Life in College pages.

Booking Events & Parties

Before proceeding with arrangements you should consult the College Conference Manager, who keeps the College diary, or the Warden of Wolfson Court. They will be able to advise you on room availability and on other events taking place in College or Wolfson Court which may affect the viability of your planned event. Once you have discussed arrangements, you should then go to see the Senior Tutor for a pink permission slip.

Parties may be held in undergraduate rooms, in the ground floor student kitchens at Wolfson Court and in various public rooms in both College and Wolfson Court for which there is a hire charge. In Wolfson Court parties may not be held above ground floor level.

Undergraduate Rooms

Tutorial permission is required only for parties and meetings to which more than 10 are invited. For tutorial permission you should first notify the Conference Manager/Warden as described above and then apply to the Senior Tutor for a pink permission slip at least 72 hours in advance. Failure to do this will mean the event cannot take place. The permission slip should be taken or sent to the appropriate Porters' Lodge. You are reminded of Sections 1 and 2 of the Code of Practice for Discipline.

Public Rooms

Tutorial permission is required for all public rooms (including those at Wolfson Court)for either parties or dinners. You will also be required to undertake responsibility for parties and dinners in public rooms on a form supplied by the Senior Tutor. Again 72 hours' advance warning is needed and the slip and undertakings taken to the the appropriate Porters' Lodge. It is however essential to consult the Conference Manager or Warden (and in the case of the JCR and Sheila Gillies Rooms, the JCR Curator or the Wolfson Court rep) before seeing your Tutor, to check that the room is available. A guest-list must be left at the Porters' Lodge by 6.00 p.m. on the the day of the event and the person to whom the pink slip has been issued is responsible for clearing and cleaning the room(s) and adjoining corridors immediately after the party and for any damage which may occur. If extra Porters are required you will be charged for this.

Catering

You may not self-cater at parties in public rooms. Please see the Conference Manager to arrange food for your party.

Rooms

The rooms available are as follows:

Stanley Library and Old Hall – for use after 9.00 p.m. only on Friday (until 11.00 p.m.) and Saturday nights (until midnight). Discos may only be held in Old Hall and not in the Stanley Library.

The JCR is available for bookings (without charge) as follows: Fridays until 11.00 p.m., Saturdays until midnight, weekday evenings until 10.30 p.m. Discos are permitted on Fridays and Saturdays, but no amplified music may be played on other evenings. Booking is with the JCR Curator, with a tutorial pink slip to the Lodge.

On three Saturdays nights a term (in Michaelmas and Lent Terms) the JCR is allowed to hold a party that finishes at 1.30 a.m. The Stanley Library, if used, must close at 11.30 p.m. and no alcoholic drink is to be served after this time. Dancing can continue until 1.30 a.m.

On one Saturday night a term a party/event is finishing at 1.30 a.m. is permitted at Wolfson Court.

Approval for events finishing at 1.30 a.m. is from the Senior Tutor.

Maximum numbers attending parties, for Health & Safety reasons, are:

Stanley Library 70
Old Hall 80
JCR 50
Sheila Gillies Room 70
College Bar 70
Wolfson Court Bar 50

Glasses, crockery and table-cloths may be hired from the Conference Office in College or from the Kitchen at Wolfson Court (ask for a form and the current scale of charges). All crockery and glasses must be returned clean within 24 hours.

Other Events

Bonfire and Firework parties are not permitted

Outdoor parties (and College society meetings) in the College grounds and the gardens of College Houses also require a pink permission slip, with an inside venue normally booked in case of rain. Barbecues may not be lit without specific tutorial permission on the pink slip and agreement of the Head Gardener and Conference Manager.

No parties with music may be held during the Easter Term prior to and during examinations.

Music must be played at acceptable levels (so as not to disturb neighbours), and must end at 11.00 p.m. on Fridays and 11.30 p.m. on Saturdays.

Corridor parties are not permitted.

House parties require the special permission of the Senior Tutor.

Societies

Society meetings for which a room is booked need permission from the Senior Tutor. If tickets are to be sold, permission of the College Council may be required, at the discretion of the Senior Tutor whom you should consult well in advance.

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Code of Practice for Discipline in College

Obedience to College Authorities

All members of the College shall comply with instructions given in the discharge of their duties by College employees authorised to act on behalf of the College.

Obligation to identify oneself to College and other Authorities

All members of the College shall state their names when asked to do so by all persons who are authorised to act on behalf of the College, by a Proctor, Pro-Proctor or other person in authority in the University, or, while on or near the premises of another College, by any person in authority in that College.

Drugs

No member of the College shall have in his or her possession or supply to any other person any unauthorised drug.

Safety of Persons and Property

No member of the College shall act in such a way as to cause unnecessary risk to the health or safety of any person on the premises of the College, or another College, or of the University, and no member of the College shall act in such a way as to cause unnecessary risk or damage to the property of any such person, or of the College, or of another College, or of the University. In particular i) No member of the College shall make improper use of fire extinguishers; ii) None of the facilties or equipment provided by the College shall be used in such a way as to create a risk of fire.

Roof-climbing

No member of the College shall climb onto the roofs or any other part of the fabric of the College or on to any scaffolding which may from time to time be erected on the College buildings.

Damage to Property

No member of the College shall intentionally or recklessly damage or deface or knowingly misappropriate any property (including computer-stored information) of the College, of another College or of the University.

Occupation or use of Property

No member of the College shall occupy or use any property (including computer-stored information) of the College, or another College, or of the University, except as authorised by the College concerned or by the University.

Disruption of meetings, etc.

No member of the College shall disrupt, impede or attempt to disrupt or impede, meetings, functions or other lawful activities held or being carried on within the College or elsewhere within the Precincts of the University (the “Precincts of the University” include all places within three miles of Great St Mary’s Church and certain other places).

Freedom of Speech

No member of the College shall impede or otherwise interfere with freedom of speech or lawful assembly within the College or elsewhere within the Precincts of the University. No member of the College shall intentionally or rekclessly fail to give any notice which is required to be given to a College officer or College authority under the terms of a Code of Practice issued under the provisions of Section 43 of the Education (No.2) Act 1986.

Guests

No member of the College shall accomodate a guest in his or her College room unless he or she has first signed the Guest Register in the Porters’ Lodge. Guests may only stay in a student’s room for a maximum of 3 nights.

Motor Vehicles

No member of the College shall, without obtaining the authority of the Motor Proctor and displaying a College motor permit, bring or park any motor vehicle within the College grounds.

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Code of Practice Issued Under Section 43 of the Education (No.2) Act 1986

  1. Section 42 of the Education (No.2) Act 1986 places a duty on the College to take such steps as are reasonably practicable to ensure that freedom of speech within the law is secured for its members, students and employees, and for visiting speakers.
  2. The Section also requires the College to issue and keep up to date a Code of Practice, to be followed by students, other members, and employees of the College about the organisation of meetings that are to be held on College premises, and about the conduct required of those persons in connection with meetings. This Code of Practice therefore applies to all students, other members, and employees of the College in respect of meetings on any of the College's premises, outdoor as well as indoor. It is a paradoxical result that the recent legislation, the object of which is to safeguard freedom of speech, forces the College to institute a process of codification which must inevitably limit to some degree the freedom and and discretion of organisers of meetings, but the Council hopes that the Code of Practice has been framed in such a way as to minimise this effect.
  3. The attention of members of the College is drawn to sections 8 and 9 of the Code of Practice for Discipline in College. The regulations apply to ALL meetings held on College premises, including meetings organised by conferences and other outside bodies; members of the College are reminded that actions that disrupt meeetings or impede freedom of speech or lawful assembly will also costitute offences under the University's regulations for discipline: see parargraph 7 below.
Organisation of Meetings on College Premises
  1. Permission is required for all meetings and other activities (including dinners, parties, and other entertainments) to which speakers are invited, and for all other meetings at which more than ten persons are expected to be present, whether or not the meeting is open to the public. Permission must be obtained from the Senior Tutor (or in the case of conferences, from the Conference Manager in the case of a conference to be held in College, or Warden of Wolfson Court if the conference is to be held in Wolfson Court) not less than seventy two hours beforehand. The application for permission should state the name of the person taking responsibility for the meeting, the date and time of the meeting, the place, the name, addresses and colleges (if any) of the organisers, the name of the organisation making the arrangements, and name of any expected speakers, whether or not they are members of the University.
  2. The organisers of a meeting to which parargraph 4 applies must comply with any conditions set by the appropriate College authority in respect of the organisation of the meeting or other activity and the arrangements to be made. Such conditions may include the requirement that tickets must be issued, that an adequate number of porters/stewards shall be available, that the services of the porters shall be hired, that the police shall be consulted, and that the time and place of the meeting shall be changed. In extreme cases the College reserves the right to cancel a meeting on account of a threatened breach of the peace.
Conduct of Meetings on College Premises
  1. The organisers of any meeting on College premises, and of persons attending such meetings, must comply with instructions given by any person authorised to act on behalf of the College (including the Proctors) in the proper discharge of their duties. The attention of members of the College is drawn to sections 1 and 2 of the Code of Practice for Discipline in College and to the rules governing meetings and parties. Any person attending a meeting who is not a member of the College may be required at any time to leave the College's premises, notwithstanding any payment he or she might have made to attend the meeting.
The University
  1. The provisions of section 43 of the Education (No. 2) Act 1986, apply also to the University in respect of all its members, students and employees, and to visiting speakers. The College may invite the Proctors to enter its premises and authorise them to act in the discharge of their University duties. Members of the College are reminded that University disciplinary regulations apply on College premises as elsewhere within the precincts of the University, and their attention is particularly drawn to the following University regulation for discipline (Statutes & Ordinances, 2005, p.195):
  2. All members of the University shall comply with any instruction given by a University officer, or by any other person authorised to act on behalf of the University, in the proper discharge of his or her duties.
  3. All members of the University shall state their names and the Colleges to which they belong when asked by a Proctor or Pro-Proctor, or by any other person in authority in the University or in any of the Colleges in the University.
Other Legal Requirements
  1. The attention of the organisers of public meetings and assemblies is drawn to sections 11 and 14 of the Public Order Act 1986, concerning processions and assemblies. Further details may be obtained from the Senior Tutor. Other legal requirements may affect the conduct of meetings. For example, a speaker who incites an assembly to persons to violence or to breach the peace, or to racial hatred, commits a criminal offence. Moreover, assemblies of persons, even if directed to lawful purposes, cease ot be lawful if they threaten serious public disorder or breaches of the peace.
Application of the Code
  1. Any person who is in doubt about the application of this Code of Practice to any meetings or public gatherings or parties in the College, is under obligation to consult the Senior Tutor (or in the case of conferences, the Conference Manager in the case of a conference to be held in College, or Warden of Wolfson Court if the conference is to be held in Wolfson Court) who will determine whether the provisions of the Code apply. In addition to this Code there is a further College Code of Practice for Parties and Meetings.
  2. Breach by any members of the College of any of the requirements of this Code, will be treated as disciplinary offences.

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Code of Practice Under Section 22 of the Education Act 1994

1. Section 22 of the Education Act 1994 requires the College Council to take such steps as are reasonably practicable to ensure than any students' union (which for Girton purposes means the MCR and the JCR) operates in a fair and democratic manner and is accountable for its finances.

2. The section also requires the Council to prepare and issue, and when necessary revise, a Code of Practice as to the manner in which these requirements are to be carried into effect. This Code of Practice therefore sets out in relation to each of the requirements details of the arrangements made to secure its observance. References to paragraphs are to paragraphs of the Appendix which will be annexed to the MCR and JCR Constitutions, the JCR version of which is reprinted below. The provisions of the Appendix to the MCR Constitution are identical, save that 'MCR' appears in substitution for 'JCR' and 'graduate student' in substitution for 'undergraduate' throughout.

3. The arrangements in relation to the particular requirements are as follows:
(a) Written constitution. Both the MCR and the JCR already have written constitutions.
(b) Constitutions to be approved by Council and to be reviewed by it. See paragraphs 2 and 3 of the Constitution.
(c) Opting out. See paragraph 5 of the Constitution.
(d) Appointment to major union offices. See paragraph 6 of the Constitution.
(e) Conduct of elections. See paragraph 6 of the Constitution.
(f) Sabbatical or paid elected offices. See paragraph 7 of the Constitution.
(g) Financial management. See paragraphs 8 and 9 of the Constitution.
(h) Financial reports. See paragraph 10 of the Constitution.
(i) Allocation of resources to groups or clubs. See paragraph 11 of the Constitution.
(j) Affiliation to external organisations. See paragraph 12 of the Constitution.
(k) Report on affiliation. See paragraph 13 of the Constitution.
(l) Review of affiliations. See paragraph 14 of the Constitution.
(m) Complaints procedure for students. See paragraph 15 of the Constitution.
(n) Remedies. See paragraph 15 of the Constitution.

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