When does Congregation meet?
Meetings of Congregation are always scheduled for 2pm on the Tuesday of the first, second, fourth, sixth, and eighth weeks of Full Term, and of the second week after Full Term (‘Tenth Week’). If there is no opposed business or any other reason to hold a meeting, any items on the agenda are declared by the Vice-Chancellor to have been approved without the meeting being held.
How are items placed on the agenda?
Items on the agenda are those that legislation requires Congregation to approve. Congregation is notified about items placed on the agenda through a notice in the Gazette.
Where does Congregation meet?
Meetings are usually held in the Sheldonian Theatre in Broad Street or in the nearby Convocation House (part of the Bodleian Library complex). Attendance at the meeting is open to members of Congregation and nominated members of Oxford SU.
How do I attend a meeting?
You do not need to let the Congregation team know in advance that you will attend a meeting, unless you wish to arrange to speak.
Admittance to the Theatre is on production of a member's University card stating 'Congregation', and on a first-come first-served basis. Since it is possible that some new members will not have been issued with a new card in time for a meeting, identity may also be checked against the Register of Congregation at the entrance. Please make sure that the details on cards are legible. New cards may be obtained from the University Card Office.
Have you any access information for the venue?
A level access entrance to the Theatre and flat floor seating is available. There is a fixed induction loop. More information on the Theatre is available in the University's Access Guide. Please email congregation.meeting@admin.ox.ac.uk to discuss any particular needs.
What else do I need to know about attending?
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The wearing of academic gowns is usually optional for those entitled to wear them, except for those forming the platform party;
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The doors are opened at 1.30pm for a 2.00pm start. Late comers are admitted up until the point that any ballot is called;
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Meetings typically finish at 4.00pm at the latest, often earlier if there is a single item of business;
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If there is a vote at the meeting, members of Congregation are issued with ballot papers. They may only vote on their own behalf, thus anyone leaving before the ballot would not be able to vote;
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Members of Congregation are asked to leave the Sheldonian Theatre temporarily after they have voted (until the ballot boxes are removed) and are invited to return to the Theatre once counting of the ballot papers has started;
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No cloakroom facilities are provided at meetings.
