The Deanery

The Deanery comprises the Dean, Dr Duncan Needham, and the Deputy Deans, Dr Matthew Jones and Dr Sara Baker. They are assisted by two members of staff, Mrs Karen Knight and Dr Catherine Rooney who are very approachable and can deal with many straightforward enquiries.

In conjunction with the Graduate Tutors, the Deans maintain an oversight of the admission, registration, health, and general welfare of all graduate members and carry out all the functions associated with a Senior Tutor in other Colleges. Although the Faculty/Department and the University as opposed to your college are mainly responsible for your studies, the College is concerned about the welfare of its students. The Dean is aware of the difficulties experienced by Graduates, and is willing to talk to you if you are experiencing problems in getting started or at other times. All graduate members may see the Dean and the Deputy Deans on any matter (be it academic, financial, welfare, personal, etc.) by appointment through the Deanery Office (see contact details below).

Address & Contact Details

The Deanery is situated on the first floor in the Newnham Grange building and may be contacted by the following:

Postal address:

The Deanery Office E-mail: deanery@darwin.cam.ac.uk [1]

Darwin College Tel: +44 (0) 1223 (3)35675 (during normal office hours*)

Silver Street Tel: +44 (0) 1223 (3)35660 (Porters’ Lodge for emergencies)

Cambridge CB3 9EU Fax: +44 (0) 1223 (3)35667

UNITED KINGDOM

*Office hours: Monday to Thursday: 08:30 – 17:00 & Friday 09:00 - 16:30 (open through the lunch period). Any student who, for whatever reason, cannot get into the Deanery during these hours can request an alternative appointment time by email.

College Conduct

The College is an international community of scholars whose members are admitted without discrimination irrespective of nationality, gender or subject of study. The Governing Body expects all members to uphold the good standing of the College as a place of education, learning and research, and to obey the Master's decision on all matters within her authority.

The College hopes all members will make full use of the lunching and dining facilities provided by the College; members are encouraged to dine in College at least once a week during Full Term. Academic Gowns should be worn to Formal Hall Dinners, Guest Nights and Official Dinners.

In general, the College is run with as little internal regulation and as few rules as are necessary for the general comfort and wellbeing of all. However, as the Vice Masters and Dean are responsible for discipline, it is appropriate that certain guidelines should be followed. Where relevant, these guidelines also apply when using social media.

1. Every graduate member is entitled to a private life, and there is a genuine desire to stay out of personal matters unless the member concerned would like help. On the other hand, if asked to help, the Vice Masters, Dean and their staff will do all they can to provide confidential assistance.

2. It is important that members do not disturb the lives of others. There are many ways in which this can arise. Noisy parties for example, that go on until the early hours, or loud music played privately during the night, can disturb the sleep of members in adjacent rooms, or neighbours near to College hostels. Communal facilities, such as kitchens, must be kept clean and tidy by those who use them. (See also Guidelines for Parties in Hostels, p. 15)

3. College rooms are provided for the sole use of the occupants; long-term sharing is not allowed. Occasional overnight guests are permitted – please do not abuse this dispensation. The Guest book which is kept in the Porters’ Lodge must be signed on each occasion to comply with fire regulations. (See also Guests in Your Room, p. 8)

4. It is College policy that, when members become involved with the civil or criminal law, the College will intervene only in exceptional circumstances.

5. The Vice Masters and Dean will not excuse any physical action directed against College staff, other members, or College or personal property, and will take appropriate action as required. Fortunately, since its foundation, Darwin has been largely free from unpleasant episodes of this type.

6. Following a DCSA [2] campaign and referendum, Darwin has adopted a no-smoking policy throughout the College which also includes all student accommodation.

The Vice Masters and Dean hope that all members will endorse these principles as fair and reasonable. They are always willing to discuss their application with any member.

Administration

University Cards

You will receive a University Card upon your arrival at the College; however, in some instances, the card may be handed over by a Faculty/Department. Your card will have many functions during your time at College and the University, including Library services, door access, purchases in Dining Hall, etc.

Damage/Loss/Theft of University Cards

All applications to obtain a replacement University Card must be made to the Deanery Office. A charge of £12.00 (inc. VAT) is made by the University Card Office for the replacement. There is no charge for the replacement of a damaged card, but the card must be returned to the Deanery. In the case of theft, a Crime Reference Number is required or a charge will be made. Any charge for a replacement card will be added to your College bill.

CAMSIS Self-Service Account

Your Self-Service account on CamSIS, http://www.camsis.cam.ac.uk/cam-only/log_in_students/ [3], is the place where you maintain your personal data, e.g., postal addresses, emergency contacts, e-mail addresses and phone numbers. When you log in for the first time you must complete the “Validate personal information” section, which is listed in your menu under the “personal information” icon. It is very important that you keep your own personal data up to date and do not rely on any other party to do this for you.

BA and MA Status

All registered graduate students automatically have BA status if they are under the age of 24, and MA status if they are over 24. BA or MA status confers the privileges of BA or MA respectively in relation to the University Library, the various Museums and the Botanic Garden, and governs the type of gown that should be worn. The College claims the appropriate status for those who are entitled, but who do not acquire it automatically.

Student Certificates & University Forms

The Deanery should be approached if you need any of the following documents:

· Confirmation of study letters

· Council Tax exemption certificates

· An introduction to UK banking facilities

Please note that at busy times, certificates may take up to three working days to be provided.

University forms requiring the Dean’s approval/signature can be left with the Deanery Office and will be returned to your pigeonhole in due course. The majority of these can be accessed via your self-service page in CamSIS (e.g. intermission, leave to work away, deferral of submission date).

Matriculation, Keeping Term & Graduation

Matriculation

Matriculation is the formal process of enrolling in the University of Cambridge and specifically at Darwin College. At Darwin, all new members (except those who have matriculated before either at Darwin or another Cambridge College) matriculate by signing the University Matriculation form provided by the Deanery Office in the first term. The form bears the following declaration:

“I promise to observe the Statutes and Ordinances of the University as far as they concern me, and to pay due respect and obedience to the Chancellor and other officers of the University.”

By signing you will also be giving consent to the processing by the College and the University of your personal data for proper purposes (as described on the statement about the Data Protection Act 1998), and promising to observe the provisions of the Act yourself.

There is no official Matriculation ceremony at Darwin. However, every new Graduate member will be invited to both a Welcoming Drinks Reception and Welcoming Dinner at the Dining Hall during Michaelmas Term.

Keeping Terms By Residence

The University requires that all students ‘keep’ a minimum of three terms of residence in Cambridge before they can be awarded any degree. Residence during a term is normally taken as evidence of a term of research, provided that work is carried out to the satisfaction of the appropriate Degree Committee.

The Dean is required to certify, on behalf of graduate members, that they have kept the necessary number of terms required for their course of study.

Graduation / Degree Congregation

Once you have met all the academic and residence requirements for a Cambridge Degree, the degree is formally awarded at a ceremony in the Senate House. Degrees are awarded at one of eight other degree ceremonies that take place on Saturdays throughout the year. You do not have to be present for the degree to be awarded; you may apply for the degree to be awarded in absentia.

Booking is now via your CamSIS self-service account. Please click on the 'graduation' tile on your homepage and follow the instructions.

Please note that bookings for March, April and May Congregations will open on 1 January 2019 and for July on the 1 April 2019.

Bookings for the January and February Congregations, at which Darwin only presents students in absence, cannot be made via CamSIS. Please contact the Deanery Office to make a booking.

If you no longer have access to your CamSIS self-service account, please contact the Deanery Office (01223 335675 / deanery@darwin.cam.ac.uk [1]).

For information on graduating, Degree Congregation dates, dress code, academical dress hire etc. please read the attached PDF ( [4]Guidelines for Graduation [5]).

Any queries should be directed to the Deanery Office (deanery@darwin.cam.ac.uk [1])

Graduation / Degree Congregation Dates


Michaelmas Term 2018	Michaelmas Term 2019
20 October, 24 November	26 October, 30 November

Lent Term 2019	Lent Term 2020
26 January, 23 February, 23 March	25 January, 22 February, 21 March (tbc)

Easter Term 2019	Easter Term 2020
27 April, 18 May	25 April, 16 May

Long Vacation 2019	Long Vacation 2020
20 July	18 July

* Degrees in absence only

Overseas Members

UK Immigration and Visas

All overseas students (except nationals of EEA countries and Switzerland) must report to the Deanery Office within seven days of their expected arrival and provide their original passport and Biometric Residence Permit (BRP) or visa for scanning onto CamSIS. We must hold a copy of the student’s passport, BRP or UK immigration status document. If any document is replaced or amended, we must hold the new version.

The Deanery runs termly reports of attendance, and you must come and sign the register each term as soon as such a request is made. Failure to do so will be reported to the UK Visas and Immigration and may well lead to the withdrawal of your visa, student status and permission to remain in the UK.

Students on certain one-year courses are exempt from the termly signing-in, but must still keep up-to-date UK contact details (address and phone number) on their CamSIS self-service account.

The International Student Office provides specialist support to the University and Colleges to ensure compliance with student immigration legislation and has responsibility for the University’s Tier 4 sponsorship of its overseas students. The Office issues a Confirmation of Acceptance for Studies (CAS) to all students applying for a Tier 4 (General) Student visa. Under the terms of the Tier 4 licence, the Office also reports any changes to a student’s circumstance to the UK Border Agency. Much of the information about Tier 4 is available from the webpages located at http://www.admin.cam.ac.uk/offices/internationalstudents/ [6]. The office is open Monday to Friday, 09:00am – 17:00pm, and can be contacted using: internationalstudents@admin.cam.ac.uk [7]

Police Registration

The Immigration Act 1971 requires that foreign nationals aged 16 years or over must register with the police. If you need to register, this requirement will be written in your passport. You must register within seven days of entering the UK. There is a charge of around £34 (in cash) for registration and you must take your passport, two passport photographs and your offer letter from the College/University. Once you have registered, you must inform the police if you change address, and if you are granted an extension of your permission to stay in the UK. Failure to register within seven days or to report any changes (of address or immigration status), can result in a fine of up to £5000 and/or six months in prison and/or your removal from the UK.

How to register: Registration is strictly by APPOINTMENT ONLY, at the following address:

Parkside Police Station

Parkside

Cambridge CB1 1JG

Opening hours: Monday to Friday (not Bank Holidays), between 10:00am – 16:00pm.

Tel: 0345 456 4564

E-mail: OVRD@cambs.pnn.police.uk [8]

Grants & Bursaries

Darwin College Hardship Fund

Administered by the Dean, this fund exists to provide emergency financial assistance by way of grants and loans. The fund is not extensive; small grants and loans can only be provided to alleviate short-term financial difficulties of an unexpected kind. The fund cannot assist with expenses related to study or research.

Ph.D. students requiring all or part of a fourth year, and whose funding will terminate at the end of three years, should consult their Graduate Tutor or the Dean at least three months before their fourth year begins.

To search the database, go to Cambridge Funding Search: http://webservices.admin.cam.ac.uk/camfunds/gfinder.jsp?status=new [9]

Travel Grants

Two sources of limited support are available for academic travel by fee-paying Graduate members only. The grants are distributed by competition (termly/yearly) with corresponding deadlines. Further details and application forms are available from the Travel Grant [10] page or the Deanery.

The College has no funds to provide financial assistance to off-set the costs of research, and travel grants are not available for work/travel that is essential to a candidate’s studies.

Darwin College Sports Bursaries

Darwin College offers Sports Bursaries to student athletes who represent the College at a University level (Blues and Half Blues). Those with significant other sporting commitments may also be considered in exceptional cases. The Darwin College Blues Sports Bursary is awarded annually at the end of Lent term.

Please note that we can usually only cover subscription fees and in some cases we can contribute to equipment costs. We are not in a position to reimburse for travel to training camps. All applicants are required to submit a brief summary of expenses plus original supporting documents (relevant receipts or invoices). Please keep your receipts in a safe place so you can apply for the Sports Bursary in Lent term.

We will circulate another message in Lent, announcing when the applications are open, and the deadline (usually end of Lent term). For any further questions or queries, please contact the DCSA [2] Sports Officers (dcsa_sports@dar.cam.ac.uk [11])

University Hardship Funds

All graduate students (except MBA & EMBA) are eligible to apply for financial help from the Graduate Hardship Fund of the Student Registry.

Further information can be found at: http://www.cambridgestudents.cam.ac.uk/fees-and-funding/financial-hardship-support-access-funds/hardship-funding [12]

Access to Learning Fund

The Access to Learning Fund (ALF) is no longer available.

For information on graduate hardship funding please go to: http://www.cambridgestudents.cam.ac.uk/fees-and-funding/financial-hardsh... [13] funding

If you have any queries please make an appointment to see the Dean (Dr Needham) through the Deanery (deanery@darwin.cam.ac.uk [1]).

Childcare & Childcare Bursary Scheme

The University Childcare Office provides helpful information for students with children. They provide information on the University and College provision for student parents, advice on financial issues, help with finding appropriate accommodation and health care as well as suggestions for places to visit and activities for children in the area.

Visit the Childcare Office website at: http://www.childcare.admin.cam.ac.uk [14] for information about University Nurseries, University Holiday Play Scheme, Information Service for Student Parents, and Support with Childcare Costs.

Darwin takes part in the Central Childcare Bursary Scheme, assisting with childcare costs. The awards are means-tested and depend on family income, expenditure and are only available to eligible EU and overseas students. Details of how to make an application can be found on the Childcare Office website: http://www.childcare.admin.cam.ac.uk/supportwithchildcarecosts/central-c... [15]

Some financial assistance for home students is also available: http://www.childcare.admin.cam.ac.uk [14]

If you have any further questions about childcare as a student parent please contact the Deputy Dean at Darwin (Dr Sara Baker, stb32@cam.ac.uk [16]).

Medical Expenses (Crane's Charity)

This Charity supports students who are ill and who can demonstrate financial need. All applications have to be made through the Dean and appointments can be booked via the Deanery (deanery@darwin.cam.ac.uk [1]).

Further details can be found at: http://www.cambridgestudents.cam.ac.uk/fees-and-funding/financial-hardsh... [17]

Visiting Members

These are graduates of any University who have been accepted as Visiting Scholars in any Department or Faculty of the University. Visiting Members may use all the facilities of the college, but are not eligible for College accommodation. Persons seeking membership as Visiting Members should apply directly to the Dean.