Erasmus Incoming Study Exchange Student Handbook
July 2015; Version 4.1
Erasmus
Incoming Study
Exchange Student
Handbook
Version 4.1
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Erasmus Incoming Study Exchange Student Handbook
July 2015; Version 4.1
Contents
1. Welcome
2. About the University of Oxford
3. Term Dates
4. Erasmus overview
5. Attending Oxford as an Erasmus student
6. Erasmus applications
7. Other Erasmus Information
7.1 Tuition Fees and College Fees
7.2 Accommodation
7.3 Registration
7.4 Academic Study
7.5 Erasmus Paperwork
7.6 Transcripts/Record of Study
8. Visas and Immigration
8.1 Registering your Stay
9. Preparing for the UK
9.1 Culture
9.2 Living Costs
9.3 Banking
9.4 Insurance
9.5 Health Care
9.6 Clothes
9.7 Electrical Equipment
9.8 Mobile Phones
10.Orientation Programme for European and International Students
11.Oxford University Student Union (OUSU)
12.How to get to Oxford
13. Getting around Oxford
14. Useful places for your first few weeks in Oxford
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Erasmus Incoming Study Exchange Student Handbook
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15.Exploring Oxford
16.Useful websites for European and International Students
17.Other useful publications
18.Emergency Contact Details
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1. Welcome
Welcome to the University of Oxford! We hope that you enjoy your time here as an Erasmus
exchange student. We hope that this guide will help prepare you for your visit and provide you with
some useful information to assist you during your time here.
Facts and Figures
 There are over 22,000 students at Oxford, including 11,703 undergraduates and 10,173
postgraduates.
 Our academic staff come from almost 100 different countries and territories. The largest
groups of international academic staff are from the USA, Germany, Italy, China (excluding
Hong Kong), Australia, France, Ireland, India and Canada.
 Almost 40% of our total student body – almost 8,900 students – are citizens of foreign
countries, including 16 per cent of undergraduates and 62 per cent of graduate students.
 Students come to Oxford from 140 countries and territories. The largest groups of
international students come from the USA, China, Germany, Canada, India, Australia, Italy,
Ireland, Singapore and France.
 Oxford boasts one of the most extensive global alumni networks in the world, with more
than 200,000 Oxonians in over 80 countries.
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2.
About the University of Oxford
The University of Oxford is a collegiate university which means it is comprised of over 40 Colleges
and Permanent Private Halls (PPH). All Erasmus students will be assigned to a college for the
duration of their stay.
The collegiate system is at the heart of the University’s success, giving students and academics the
benefits of belonging to both a large, internationally renowned institution and to a smaller,
interdisciplinary, academic college community. It enables leading academics and students across
subjects and year groups, and from different cultures and countries to come together to share
ideas.
All Colleges invest heavily in facilities for extensive library and IT provision, accommodation and
welfare support, and sports and social events. The relatively small number of students at each
college allows for close and supportive personal attention to be given to the induction, academic
development and welfare of individuals.
Erasmus students who will be taking University examinations during their time here will need to take
part in an Oxford ceremony known as Matriculation. This is the ceremony that marks your formal
admission to the University and attendance is compulsory. Your College/PPH or department will
advise you of the arrangements for Matriculation.
Teaching at Oxford generally operates within three main terms, known as Michaelmas, Hilary and
Trinity. The start and end dates for each of these terms are available on the following page.
Oxford has some unique words and terms that may seem quite confusing at first. This Oxford
glossary should hopefully help to explain some of them.
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3.
Term Dates
2015-16
YEAR
TERM
FROM
TO
2015-16 Michaelmas 2015 Sunday, 11 October Saturday, 5 December
Hilary 2016
Sunday, 17 January
Saturday, 12 March
Trinity 2016
Sunday, 24 April
Saturday, 18 June
2016-17
YEAR
TERM
FROM
2016-17 Michaelmas 2016 Sunday, 9 October
TO
Saturday, 3 December
Hilary 2017
Sunday, 15 January Saturday, 11 March
Trinity 2017
Sunday, 23 April
Saturday, 17 June
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4.
Erasmus Overview
The Erasmus+ Programme builds on the achievements of more than 25 years of European
programmes in the fields of education, training and youth, covering both an intra-European as well
as an international cooperation dimension.
It encourages student and staff mobility for work and study, and promotes transnational cooperation projects among universities across Europe. The scheme currently involves nine out of
every ten European higher education establishments and supports co-operation between the
universities of 32 countries.
Erasmus has developed beyond an educational programme - it has acquired the status of a social
and cultural phenomenon. It gives many European university students their first chance to live and
thrive abroad. Over three million students have benefited from Erasmus since its introduction in
1987.
5.
Attending Oxford as an Erasmus student
In order to study at the University of Oxford as an Erasmus student the department at your home
institution must have a bilateral agreement in place with the respective department at Oxford.
If your home institution does not have an Erasmus exchange agreement with the University of
Oxford, you may apply to study here as a Visiting Student. Further information about the Visiting
Student Programme can be found on the Visiting Student webpage.
6.
Erasmus Applications
If the department at your home institution has an Erasmus exchange agreement in place with Oxford
and you wish to take part in this exchange then applications must be made to your home university.
Your home university will then nominate you to Oxford. All students who have been nominated to
take part in an Erasmus exchange will then receive the appropriate Oxford Application form.
The University will only consider applications from students who have been nominated by their
home institution.
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7. Other Erasmus Information
7.1 Tuition fees and College Fees
Incoming Erasmus students do not pay tuition fees or college fees to the University of Oxford.
However, you will have to pay for your accommodation, meals etc.
Your home institution will be able to provide you with information regarding the fees that are
payable to them whilst you are away and about any financial assistance that is available to you.
7.2 Accommodation
In most instances it will be possible for you to live in College accommodation whilst you are here.
Oxford students all belong to one of the Colleges in Oxford and you are likely to be allocated to the
College where your exchange student is based. It is also possible for you to live outside of College
accommodation.
7.3 Registration
In the weeks prior to your arrival at Oxford your College will contact you with any other forms that
they require you to complete along with details of how to register with the University. You will be
asked to provide passport photographs in order to ensure that your University card can be prepared
for you.
7.4 Academic Study
Each department at Oxford with an Erasmus exchange in place has a Departmental Coordinator. The
Departmental Coordinator is responsible for the organisation of courses/modules. This may take the
form of lectures, tutorials or a research project depending on your area of study.
7.5 Erasmus paperwork
Please note that Learning Agreements will usually be signed by your Departmental Coordinator at
Oxford as the person responsible for you whilst you are here.
Oxford’s Institutional Erasmus Coordinator is located in the Examination Schools on the High Street
so this is where to come if you also require their signature or the University stamp on your Erasmus
paperwork. You can also contact Oxford’s Erasmus Coordinator at erasmus@admin.ox.ac.uk.
7.6 Transcripts/Record of Study
The Departmental Coordinator for your exchange will also be responsible for providing you with a
record of study at the end of your stay. This may take the form of a transcript showing the
equivalent number of ECTS credits, a letter confirming your marks along with their equivalent value,
a qualification certificate (if applicable) or certification of research completed.
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8.
Visas and Immigration
If you are a national of the European Economic Area (EEA) or Switzerland, you do not require a visa
to come to the UK to study. Your EEA national/Swiss passport or ID card will be sufficient to enter
the UK.
If you are from outside the EEA you might need to apply for a visa (entry clearance) in your home
country before travelling to the UK as a student. Whether you need a visa or not depends upon your
nationality and the length of time you spend in the UK.
Anyone from outside the EEA who wants to study in the UK for more than 6 months must obtain a
Tier 4 (General) Student Visa. If you are coming to Oxford for less than 6 months you still might
need to apply for a visa in advance of travel but you have a choice about the type of visa you obtain.
This can be a Tier 4 Student Visa or a Student Visitor Visa. Not everyone entering the UK as a Student
Visitor has to apply in advance for a visa as this depends upon your nationality (see links below for
more details). If you require a visa to enter the UK, please allow enough time for the application to
be processed and receive your visa before your travel date. Visa processing times are available from
the UK Border Agency website for each individual country.
The Student Information and Advisory Service provides specialist advice on entering the UK as a
Student Visitor /obtaining a Student Visitor Visa and also on the process for obtaining a Tier 4
(General ) Student Visa.
8.1 Registering with the Police
Not everyone has to register with the Police. If you obtain a Tier 4 student visa, your stay in the UK
is for more than 6 months and you are a national of one of the countries below, you must register
with the Police within 7 days of arriving in the UK:
Afghanistan, Algeria, Argentina, Armenia, Azerbaijan, Bahrain, Belarus, Bolivia, Brazil, China,
Colombia, Cuba, Egypt, Georgia, Iran, Iraq, Israel, Jordan, Kazakhstan, Kuwait, Kyrgyzstan, Lebanon,
Libya, Moldova, Morocco, North Korea, Oman, Palestine, Peru, Qatar, Russia, Saudi Arabia, Sudan,
Syria, Tajikistan, Tunisia, Turkey, Turkmenistan, United Arab Emirates, Ukraine, Uzbekistan, Yemen
The requirement to register with the Police will be stated on the visa sticker inserted into your
passport.
Comprehensive information about how to register with the Police is given on the University’s Visa &
Immigration webpage.
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9. Preparing for the UK
9.1 Culture
Coming to study in a different country is a major change to your life. Even though you probably felt
very excited about coming here, adjusting to life in a new culture can be very stressful.
This section of our website talks about feelings you may experience, understanding yourself in a new
situation and adjusting to life in a different culture.
9.2 Living Costs
Living costs vary from country to country and it is important to have an idea of the cost of everyday
items. You will need to budget carefully to cover all your living costs, which include accommodation,
clothes, transport, books, food and entertainment. The MONETOS website provides estimates on
the cost of living in the UK and guide prices for groceries, taxis, books etc. Please note that these
figures are for guidance only and are subject to change, but can be a useful tool to help you plan
how you will spend your money.
The International Student Calculator website is also a useful tool to check that you will be able to
manage your finances. This website also provides information on average shopping prices and the
average cost of eating out.
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9.3 Banking
If you are only staying in Oxford for a short period of time, you may not wish to open a UK bank
account. You may prefer to use travellers’ cheques or consider using a credit card or a cash-card that
gives you access to an account at home.
However, if you will be in Oxford for a longer period of time, you may wish to open a UK bank
account. Please read the University guidance on how to open a bank account.
9.4 Insurance
If you are travelling from outside the UK it is advisable to have travel insurance to cover your
luggage, personal possessions, money and medical costs for your journey and first few days here. If
you are planning to take out an insurance policy which covers you for the length of your stay in the
UK, you may find that this also covers your journeys to and from home at the start and end of each
term. Endsleigh are the official insurance service of the National Union of Students and they also
offer a policy specifically for international students.
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9.5 Health Care
Student health is primarily a college responsibility and your college will already have an arrangement
with a particular NHS doctor (known as "the college doctor"). You are free to choose any other
practitioner if you prefer (if they will take on new patients) but most students find that the most
convenient arrangement is to register with their college doctor. In any case, you should register with
a doctor in Oxford as, in the eyes of the Department of Health, you are deemed to spend the major
part of the year in Oxford while you are resident. At any practice it is normally possible for you to
choose to consult either a male or a female doctor.
For minor cases of sickness and ailments, you are generally able to consult and obtain treatment
from a college nurse, and most colleges either provide sickbays or have special arrangements for
students who are confined to bed in their rooms.
Like all doctor-patient relationships, those between college doctors, college nurses and students are
confidential.
To give yourself easier access to healthcare in the UK you should apply for the European Health
Insurance Card (EHIC) before you leave home. This ensures that you pay the same for healthcare as a
UK resident.
When visiting a foreign country it is important to be prepared and adequately covered in the event
that you require medical assistance.
If you are currently taking medication, ensure you have enough to last the duration of your stay.
Also, if you are aware of any medical condition or are taking medication, it is a good idea to have
information about your condition translated in the event that you need to be treated in the UK.
All students are strongly advised to take out private health insurance to cover travelling to and from
the UK, and for the period of time you are in the country. Read your policy carefully and check any
clauses that it may contain. If you are in any doubt about what you are covered for, speak to your
insurer.
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Information on the entitlement of international students to free hospital treatment under the
National Health Service is available on the NHS website and you are strongly advised to consult this.
In addition, further information can be found on the College doctors and nurses webpage.
9.6
Clothes
The UK has a fairly mild climate with temperatures reaching between 14°C and 30°C in the summer
(June to August) and dropping to between 1°C and 5°C in the winter (December to February). The
most important thing to note is that, whatever the season, the weather is very variable and likely to
change from day to day. It is therefore a good idea to bring a selection of light clothes that you can
wear in layers, as well as some warm outer clothing and a waterproof coat or umbrella. Hats, gloves
and scarves, as well as thick socks, are essential in the winter but can be bought at a reasonable
price in the UK. You can get an idea of the weather before you come from the BBC website.
9.7 Electrical Equipment
You will need adaptor plugs for any electrical equipment you bring to Britain. The UK uses 3 pin plug
sockets and the power is 240 Volts. Adaptor plugs can also be bought in the UK.
9.8 Mobile Phones
Making or receiving calls outside the UK can be expensive. Check the websites of major providers for
offers on SIM cards that you can use in the UK on your mobile phone. Pre-pay (also called pay as you
go) phones are the cheapest if you do not use your phone very often. To top up your credit to make
calls you can buy vouchers from a wide number of shops and ATMs, online or over the phone.
10.
Orientation Programme for European and
International Students
In order to help incoming students, especially those who will be studying in Britain for the first time,
the University organises undergraduate and graduate orientation programmes.
The programmes aim to cover practical details for living and studying in the UK and Oxford and we
hope that you will then be ready to begin your studies here with confidence and with many new
friends and contacts. At the orientation programme you will meet many other students from all over
the world starting at Oxford, as well as current Oxford students and staff who will be available to
help and advise you. At the end of the first day of each programme there will be a social hour where
you will have the chance to network.
Further information about the Orientation Programme is available on our website.
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11. Oxford University Student Union (OUSU)
As a student at Oxford you are automatically a member of the Oxford University Student Union
(OUSU), however, you have the right to opt-out of membership. OUSU promotes the academic,
social and welfare interests of its members throughout the University. The Student Union provides a
range of services to its members including events, socials, publications, and advice and information
on student issues, academic difficulties, housing, welfare, disability, financial problems and
childcare. Please visit the Oxford University Student Union website for more information.
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12.
How to get to Oxford
Oxford is about 60 miles (90 kms) northwest of London and has excellent road and national rail links.
Regular coach services connect Oxford with the capital and also with Heathrow, Gatwick and Luton
airports.
From London airports
The Airline Coach Service operates a frequent 24-hour service to Oxford from Heathrow and Gatwick
airports.
The National Express 757 service runs from Stansted airport.
A number of taxi companies offer services to all major airports. Oxicars, CCB Cars, and Findlay's all
offer pre-bookable airport transfers.
By train
A direct service operates between Oxford and London Paddington (approximately every 30 minutes),
and between Oxford and Birmingham New Street via Banbury and Coventry. Booking train tickets in
advance through the National Rail can save you money and reserve you a seat, which is particularly
useful at peak travel times.
By coach
Frequent 24-hour direct services connect Oxford with London (every 10-20 minutes at peak times).
The Oxford Express and the Oxford Tube websites contain further information.
For information on coaches to other major cities and airports contact National Express. All coaches
arrive at Gloucester Green Coach Station in the city centre.
13. Getting around Oxford
The best way to get around Oxford is on foot or by bicycle. There are many cycle lanes throughout
the city which make travelling easier and quicker. Local bus services are available to reach outlying
areas.
Maps and directions on the best routes to and around Oxford are available from the University
website.
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14. Useful places for your first few weeks in Oxford
(1) Police registration - some nationalities need to register with the police. This will be marked on
the visa stamp in your passport and you must do this within 7 days of arriving.
(2) Main Post office – postal services and also issue TV licences, travel insurance, etc
(3) University shop - for official merchandise
(4) Gowns shop – for hire or purchase of academic gowns
(5) Covered market - cafes, delicatessens and shops
(6) Marks and Spencers department store - food, clothes and foreign exchange section upstairs
(8) Argos store - cheap household and electrical goods
(9) OUSU - Oxford University Student Union
(10) Oxford Union - debating society; cheap bicycles for sale on Wednesday mornings
(11) Western Union - International Money Transfers
(12) Job Centre Plus - if you get a job you will need to get a National Insurance (NI) number here
(13) STA Travel - discount student travel and International Student Identity cards
(14) Boswells department store - household goods in basement
(15) Tourist Information and foreign exchange
(16) Blackwells Books - largest bookshop in Oxford
(17) Boots - Pharmacy/chemist, also have photographic facilities upstairs
Opening hours
Sainsbury’s Supermarket (Magdalen Street) 7am-11pm Mon-Sat and 11am-5pm Sunday
Sainsbury’s Supermarket in Westgate centre) 7am-8pm Monday to Saturday and 11am-5pm Sunday
Tesco Supermarket (Magdalen Street) 7am-11pm Mon-Sat and 11am-5pm Sunday
Blackwells Books- 9am-6pm Monday to Saturday and 11am-5pm Sunday
Post Office- 9am-5.30pm Monday to Saturday, closed Sunday
Banks- usually 9am-5pm Monday to Friday and Saturday mornings
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15. Exploring Oxford
Oxford is a lively and beautiful city with much to offer both students and visitors. It is about 57 miles
(90 km) northwest of London and has excellent road and rail links to the rest of the UK and all major
airports.
The total population of Oxford is about 140,000 including over 30,000 students in total from the
University of Oxford and the city’s other university, Oxford Brookes. As a result, you will find a
wealth of cultural, recreational and sports facilities with a busy and cosmopolitan atmosphere.
Enchanting historic buildings sit alongside all the main high street stores, numerous coffee shops and
restaurants, and a thriving bar and club scene. Oxford also boasts a surprising amount of green
spaces, including beautiful waterways that you can walk alongside or punt down, the oldest botanic
garden in the country, the University parks, and individual college gardens.
Relatively compact, the city can be easily covered on foot or by bicycle and there is a good network
of cycle lanes. Bicycles can be hired or bought (many are available second-hand) and there are also
many excellent local bus services to reach the more outlying areas.
Most colleges and departments are situated in and around the city centre. College accommodation
is usually on the main college site or in annexe buildings only a short walk or cycle ride away from
other college and University buildings.
Whilst you are here you may wish to Visit the Colleges and visit the many Museums, Libraries and
Places of Interest. The leaflet ‘Explore the University of Oxford’ contains a map as well as
information on opening times of colleges, museums and other places of interest. You can download
a copy of this leaflet.
The website Visit Oxfordshire is the official tourism guide to Oxfordshire and contains details of
many places to visit. In addition, there is a Tourist Information Office situated on Broad Street where
staff will be able to assist you.
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16.
Useful websites for European and International
Students
Erasmus+ Student and Alumni Association
http://www.esaa-eu.org/
University websites
www.ox.ac.uk/students/international_students Student Information and Advisory Service
www.ousu.org Oxford University Student Union
www.lang.ox.ac.uk Language Centre
www.oucs.ox.ac.uk Computing Centre
www.ox.ac.uk/libraries/ University Libraries
www.ox.ac.uk/about_the_university/introducing_oxford/oxford_glossary/ Guide to Oxford
University terminology
Travel
www.nationalrail.co.uk Train timetables and information
www.nationalexpress.com UK coach timetables and information
www.oxfordbus.co.uk Bus information and timetables, including
buses to London (Oxford Express)
www.stagecoachbus.com/oxfordshire Bus information and timetables, including
buses to London (Oxford Tube)
www.oxfordbus.co.uk (click on ‘the airline’) Bus to Heathrow and Gatwick airports
www.thetube.com London Underground information
www.streetmap.co.uk Find UK addresses
www.easyjet.co.uk Cheap flights to Europe
www.ryanair.co.uk Cheap flights to Europe
Oxford Information
www.dailyinfo.co.uk Useful guide to living in Oxford
www.thisisoxfordshire.co.uk Oxford news and classified adverts
www.oxford.gov.uk Oxford City Council
Immigration Advice
www.ukba.homeoffice.gov.uk/studyingintheuk/ UK Border Agency
www.ox.ac.uk/students/international_students Student Information and Advisory Service
www.ukcisa.org.uk/ UKCISA (Council for International Student Affairs)
www.ukba.homeoffice.gov.uk/workingintheuk/ Home Office guide to working in the UK
Other Information
www.ukcisa.org.uk/ Useful advice for International Students (Council for International
Student Affairs)
www.hostuk.org Welcome scheme for International Students
www.yell.co.uk UK telephone directory
www.educationuk.org Safety guide for International Students (click on Life in the UK, then
creating your Life)
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17. Other Useful Publications
The British Council have produced some Practical advice about living and studying in the UK
18. Emergency Contact Details
In an emergency, where there is a danger to life or a crime is in progress, you can contact the police,
fire brigade or ambulance by dialling 999 from any telephone. This call is free of charge, but should
be used only in an emergency.
The contact details of all foreign Embassies and High Commissions in the UK can be found here.
If you need to contact the Erasmus Coordinator at the University of Oxford then please email
erasmus@admin.ox.ac.uk.
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