Blue Book Section VI: Facilities


Note: All protocols, timings, etc. listed below are subject to revision depending on evolving guidance, as well as whether Junior Members (both individually and in groups) adhere to the protocols.

General protocols

The list of College meeting rooms and their revised capacities (i.e. all assuming socially-distanced layouts and based on one-to-two metre social distancing) are listed on the College website. General protocols are as follows:

  • It is recommended that a one-to-two metre distance be kept in place between all participants at all times.
  • Face coverings should be worn as set out in the guidance.
  • All bookings must be made using the College’s event booking system.
  • Booking requests must be made at least four working days before the event is due to take place and organisers must provide the following information:
    • Title of session
    • Name of responsible person / organizer
    • The maximum number of attendees (this should not exceed the maximum capacity for the room / area listed on the College website)
    • Length of session
  • NHS QR codes will be displayed in indoor areas where members or visitors are likely to congregate.

Events

  • The health, safety and wellbeing of staff and students (and any potential event attendees) is the priority.
  • All events must take reasonable steps to mitigate the risk of transmission, in line with the government’s sector level guidance and including completion of a risk assessment (a template can be provided by the Conference Office).
  • For larger events involving a predominantly external audience we may request proof that all attending the event (attendees, staff, guest speakers, suppliers) have one of the following:
    • proof of COVID-19 status (full/double vaccination) or
    • registration of a negative Lateral Flow Device test (LFD test) taken in the last 48 hours or
    • proof of natural immunity via a positive PCR test taken within 180 days of the event, but following the 10-day isolation period.
  • Face covering guidance should be followed.
  • Communication plans should be developed for guests, hosts and presenters, staff and suppliers, to ensure compliance with measures put in place to mitigate risk.
  • Robust contingency plans should be in place in case restrictions are reinstated. Event planners should be prepared to move any in-person events online or be able to implement social distancing if government restrictions are re-imposed.
  • Events organisers hold a shared responsibility for the safety and wellbeing of those on-site. Your responsibility is to consider the risks, how they will be managed and how to mitigate or avoid them.

Understand and outline the current COVID-19 situation in relation to your event:

  • Familiarise yourself with the latest University guidance about on-site activities (see RTOSW guidance).
  • If you have any queries, seek advice from your line manager/responsible College Officer as appropriate. Junior Members should seek advice from Jackie Webber regarding meeting rooms or the Conference Office regarding events.
  • Is the event outdoor (lower risk) or indoors (higher risk)?
  • What is the purpose of the event and what activities will it involve (for example, will people be seated or mobile, will they meet face to face or in a lecture situation)? Do these activities create additional COVID-19 related risks that could be avoided?
  • Should consideration be given to restricting numbers (for example invitation only/ limited sign up)?
  • Will the attendees be internal, external or both?
  • Are attendees, suppliers or staff coming from overseas, national locations or from the local area only? Where they are coming from could impact on the level of risk.
  • What information will be collected for NHS Test and Trace purposes, and how will you collect this?
  • If you’re holding a multi-day event and someone connected tests positive, or there is an outbreak, what measures would you take?
  • Will there be likely bottlenecks i.e. at arrival and departure times? Consider mitigations that could help such as staggered arrival times.
  • What needs to be set up beforehand? How will this be done in a COVID-19 secure manner?
  • Are any contractors being used for the event (such as caterers)? They will need to provide their own risk assessment. Remember to check for potential inconsistencies or knock-on effects of their arrangements.
  • Consider using physical distance floor markings for common areas such as entry points, registration, food and drink points, toilets, showers, lockers and changing rooms and in any other areas where queues may typically form. Remember to think about associated access points such as car parks, and don’t forget disabled access.
  • Are you able to stagger break times and make use of outdoor space for breaks where possible?
  • Have you ensured, for indoor events, an increase in ventilation where it is safe to do so?
  • Have you consulted your line manager/responsible College Officer about the need to acquire any supplies to manage risk of transmission (for example, face masks, hand sanitiser)?
  • Note that ventilation (and similar matters) should be considered by those leading on RTOSW planning for the building if relevant.
  • The needs of those who are vulnerable should be taken into consideration.

Protocols for face-to-face teaching and meetings in communal rooms

  • It is recommended that face coverings be worn in all f2f teaching situations, in meetings and in common areas.
  • A capacity audit has been undertaken of most teaching and meeting rooms to show capacities which allow for a one-to-two metre distance between participants. It is intended to be used as a guide for teaching staff to assess whether it is feasible for them to provide face-to-face (f2f) teaching in their own offices, or whether they will need to carry out online teaching and/or book meeting rooms. A guide to meeting rooms and their capacities can be found on the College website.
  • Room bookings may be made via the College’s event booking system, accessible with SSO username and password. Queries should be made to the Censors’ Administrator, Jackie Webber.
  • Teaching sessions should be timetabled to avoid students having to wait outside offices or meetings rooms where they might encounter other students leaving. It is therefore recommended to allow at least 15 minutes between each commitment for cleaning and for students to depart and arrive safely.
  • There are clear cleaning protocols in place for spaces used for teaching. For added peace of mind, it is recommended that staff and students clean their immediate personal areas in communal meeting rooms upon arrival with the wipes provided.
  • Housekeeping staff will be cleaning hard surfaces in communal teaching rooms twice a day. We recommend that tutors and students clean hard surfaces (seats, desks, chair arms, etc) in their immediate vicinity in communal teaching rooms upon arrival with the wipes provided.
  • All rooms must be well ventilated with windows open where possible when in use.
  • Students should avoid sharing items (such as fobs, pens, stationary, etc) with others (including their tutors and fellow students) and documents should be shared only when necessary.
  • Organisers are asked to encourage participants to use the NHS QR codes provided.
  • Meeting rooms will be arranged in socially-distanced configurations either in theatre-style or as a horseshoe. This is to minimise face-to-face contact. Maximum numbers will be displayed on meeting room doors.
  • Food and drink should not be consumed in teaching rooms in order to avoid removing face coverings.

Outdoor Spaces

Junior Members are not permitted to play games of any sort on the grass in Tom, Blue Boar, or Peckwater Quads or at the Liddell Building. As elsewhere, Liddell lawns should not be used as pathways.

In normal circumstances, Junior Members are not permitted on the grass in Tom Quad except during Trinity Term if they have dined at Formal Hall and are wearing their gowns. They are permitted, during Trinity Term only, to sit on the grass in Peckwater Quad, but may not use the grassed areas as pathways across the Quad. However, picnics are permitted at Liddell along with croquet and garden bowls. During the pandemic, however, the protocols for using outdoor spaces have been modified, as detailed below.

College gardens (available 09:00 – 16:30)

Academic staff can book the Cathedral Garden, the Deanery Garden and the SCR Garden for academic purposes.

Other outdoor spaces on the main site (all to be cleared by 22:00)

Students may use outdoor spaces in College including the lawns on Tom Quad and the outside area at Blue Boar for social purposes; in the case of Peck Quad, please keep to the tarmacked areas, but do not use the lawn in Michaelmas or Hilary Term since it is easily damaged.

Walkways should be kept clear at all times. Particular attention should be paid in Tom Quad to keep walkways clear on weekdays 17:30-18:00 and on Sundays 10:30-11:00 due to services in the Cathedral. Please note there may also be funerals or weddings taking place in the Cathedral at other times.

Groups should be courteous to others and mindful of the proximity to student bedrooms, offices, and Senior Members’ residences.

JCR Rooms

We recommend that social distancing is observed in the JCR rooms and that face coverings are worn when social distancing cannot be observed or when moving around the room.

The Music Room

There is a Music Room in Tom 4, for the use of members of Christ Church during Full Term. It contains a Steinway grand piano for general use, and a Kawai grand piano which may be used only by advanced pianists. The Music Room is open daily from 08:00 - 23:00. Applications for its use should be made to the Tutor in Music, Professor Steven Grahl via his PA, Florence Maskell, from whom the Music Room rules may be obtained; please include details of the instrument(s) you play and your approximate standard (e.g. the grade of any music exams taken).

The Music Room is used for conferences and other events during vacations.  It may be available at certain times during vacations for music practice on an ad hoc basis; however, conferences and other events will have priority and the room may be needed for this purpose with no notice, and users could be asked to leave at any time.

In addition to the general prohibition on smoking and vaping, users must not eat or drink in the Music Room.

Use of the Music Room is currently subject to various pandemic-related measures and restrictions. These will be regularly reviewed and adjusted as necessary. Details are appended to the Music Room Rules and users of the room should familiarise themselves with these and with any updates that may be circulated by email.

The Art Room

The College Art Room is in Old Library 15. It is an open access studio, seminar, exhibition and social space welcoming anyone connected to the College with an interest in the visual arts. There is practical work on both an individual and workshop basis and regular exhibitions of work by both College members and visitors as well as talks and Gallery visits. The Christ Church Art Tutor is Mr Peter Rhoades, who supervises the room and organises activities.  

In 2021/22, the Art Room will undergo refurbishment and will be temporarily relocated to the Brewhouse in the Blue Boar building.

The Picture Gallery

Christ Church is fortunate to have an internationally outstanding collection (c. 6,500 items) of Old Master paintings, drawings and prints, housed in a modern, grade-II* listed gallery building in Canterbury Quad. It was formed through gifts and bequests largely, but not exclusively, from Old Members of the House. The collection of paintings focuses on Italian art of the 14th-18th centuries, including works by Filippino Lippi, Botticelli, Annibale Carracci, Tintoretto, but also by Northern European artists such as Anthony van Dyck and Hugo van der Goes. The collection of prints and drawings represents most major Western artists of the time including Leonardo, Michelangelo, Raphael, Marcantonio, Rubens, Claude, and Poussin.

The paintings (and our collection of 18th century British drinking glasses) are on permanent display in the gallery, as are a group of Russian metal icons. Works on paper are much more vulnerable to light and therefore, cannot be on show permanently, but a selection of prints and drawings will be displayed in regularly changing exhibitions. Anyone who wishes to look at drawings not on display is welcome to book an appointment with the Curator of the Picture Gallery in the print room.

However, the print room and the drawings gallery are very small, intimate spaces, which cannot accommodate any visitors during the pandemic.

The Curator of the Picture Gallery will usually welcome small groups to induction visits at the beginning of term (arrangements during the pandemic may differ). To join an induction tour or visit the Picture Gallery after the start of term, please contact the JCR and GCR reps or the Curator of the Picture Gallery (jacqueline.thalmann@chch.ox.ac.uk).

The Cathedral

Christ Church has a full time College Chaplain and Welfare Coordinator, the Reverend Clare Hayns, who is available to offer pastoral and practical support as appropriate to all members of the College, of all religious beliefs and none. The Chaplain is based in Killcanon 1 and can be contacted by email. The Chaplain can also advise on various ways students can help as volunteers in the local community. The Chaplain’s webpage is www.chch.ox.ac.uk/chaplain.

Christ Church Cathedral is both the College Chapel and the Cathedral Church for the Diocese of Oxford, and all members of the College community are welcome to attend its services. College services take place regularly and these include an informal College Communion service at 9am every Sunday in term, followed by breakfast together, and a termly House Communion Service, to which all members are invited. Other services and events are detailed on the College website and on the Chapel Term Card, distributed at the beginning of each term.

The Chaplain is responsible for the College Choir, which is made up of graduates and undergraduates. The College Choir sings Evensong in the Cathedral most Mondays in term, and sings at the House Communion each term. Details about the College Choir can be found on https://www.chch.ox.ac.uk/choirs/college-choir.

The Cathedral Choir is one of the finest in the world, and, as well as singing on Sunday mornings, sings Evensong from Tuesday to Sunday at 18:00. College members are invited to gown and sit together for Sunday Evensong, which includes College readers. Please note that Cathedral time is 5 minutes after GMT or BST (i.e. services begin 5 minutes later than advertised). Details of Cathedral services and events, with the most recent Covid-19 adjustments, can be found in the Cathedral section on the Christ Church website.

Launderettes

Laundry facilities are provided in launderettes situated in Blue Boar Quad, Peckwater 8 basement, Meadow 4 basement, the Liddell Building, St Aldate’s Quad 5, and the basement in 117 St Aldate’s. Users are asked to treat the machines with care and to use them in accordance with the instructions provided. This information can be found in each launderette; there is also a link on the Christ Church website. Electric irons are also provided in laundry rooms. Any broken or faulty machines or irons should be reported to the Liddell Manager or the House Manager as appropriate. During the pandemic, the launderettes will be single-access only, and will be closed for 30 minutes each morning to allow for deep cleaning.

Mail and Messages (Porters’ Lodge)

Incoming mail received for students is placed in the racks in the Porters’ Lodge, unless specifically addressed to Liddell Building, 60 Iffley Road, Oxford OX4 1EQ.

The telephone numbers of the Lodges are:

Porters’ Lodge: (2)76150

Liddell Building: (2)76999

During vacations, mail that has come via the Post Office (i.e. not hand delivered or internal mail) will be forwarded to UK-resident and overseas-domiciled current members of the House if detailed written instructions are left with the Lodge Manager. Otherwise mail will be held until the member’s return.

Members will be expected to notify their correspondents of change of address when finally going down (i.e. following completion of their degree). If written instructions are left with the Lodge Manager, mail will be forwarded for the remainder of that calendar year. If not, it will be returned to sender.

The pigeonholes in the Porters’ Lodge at Tom Gate are under CCTV surveillance by the Duty Porter. However, this area is accessible to the public and members are advised to remove their mail promptly.  Food items must not be placed in pigeonholes.

Letters for post must be adequately stamped according to the weight and size of item and handed to the Porters’ Lodge for collection by Royal Mail. For same day outgoing service, items must be received at the Lodge no later than 16:30, Monday – Friday (excluding Bank Holidays). There is no weekend service.

  1. Incoming Mail and Messages
    Incoming mail received for students is placed in the racks in the Porters’ Lodge, unless specifically addressed to Liddell Building, 60 Iffley Road, Oxford OX4 1EQ.

    The telephone numbers of the Lodges are:
    Porters’ Lodge: (2)76150
    Liddell Building: (2)76999

    During vacations, mail that has come via the Post Office (i.e. not hand delivered or internal mail) will be forwarded to UK-resident and overseas-domiciled current members of the House if detailed written instructions are left with the Lodge Manager. Otherwise mail will be held until the member’s return.

    Members will be expected to notify their correspondents of change of address when finally going down (i.e. following completion of their degree). If written instructions are left with the Lodge Manager, mail will be forwarded for the remainder of that calendar year. If not, it will be returned to sender.

    The pigeonholes in the Porters’ Lodge at Tom Gate are under CCTV surveillance by the Duty Porter. However, this area is accessible to the public and members are advised to remove their mail promptly. Food items must not be placed in pigeonholes.
     

  2. Outgoing Mail
    Letters for post must be adequately stamped according to the weight and size of item and handed to the Porters’ Lodge for collection by Royal Mail. For same day outgoing service, items must be received at the Lodge no later than 16:30, Monday – Friday (excluding Bank Holidays). There is no weekend service.
     
  3. College Messenger Service
    This free service is for the use of resident members of the House only. Letters only (parcels are not accepted) are delivered to College and University institutions in central Oxford (an area bounded by St Margaret’s Road in the north, St Hilda’s in the east, the Faculty of Music in the south, and Tidmarsh Lane in the west). Messenger post is collected at 10:30 and 16:00 from the Lodge and will normally be delivered the same day, Monday to Friday (excluding Bank Holidays). The Messenger Service includes the Liddell Building.

This free service is for the use of resident members of the House only. Letters only (parcels are not accepted) are delivered to College and University institutions in central Oxford (an area bounded by St Margaret’s Road in the north, St Hilda’s in the east, the Faculty of Music in the south, and Tidmarsh Lane in the west). Messenger post is collected at 10:30 and 16:00 from the Lodge and will normally be delivered the same day, Monday to Friday (excluding Bank Holidays). The Messenger Service includes the Liddell Building.

Telephones

There is a telephone on each residential staircase from which the Lodge may be contacted in an emergency by dialling (2)76150/76151 or the emergency services by dialling ‘999’.  Please inform the Duty Porter on 01865 276150 if an ambulance has been summoned or ‘999’ has been dialled so that they can assist.

The Gates

All Junior Members must show their University card whenever they arrive at Christ Church to avoid any confusion about who may enter the College and to ensure that Covid protocols in relation to visitors can be enforced.

Tom Gate is open between 06:00 - 20:30 in term and 06:00 - 19:30 in the vacation, with occasional extensions or restrictions as required by circumstances; access at other times is through a wicket gate.

Canterbury Gate is open between 08:00 - 17:30 Sunday – Friday and 10:00 - 17:30 on a Saturday (08:00 – 17:30 on Saturdays of 8th Weeks); access is via the wicket gate between 17:30 - 00:30.

Meadow Gate is open between 10:00 - 16:15; it is accessible through the wicket gate between 06:00 - 20:30.

The gates to the Meadow and the Jubilee Bridge close at dusk. The gates are closed to ensure the safety and security of residents of the House and their property, and the property of which the House is owner or trustee.

Junior Members will be issued with a fob to the Tom and Canterbury wicket gates. Once bicycles have been registered, the fob will also give access to the bicycle sheds. During the pandemic, bicycle sheds/storage areas should be entered by only one person at a time wearing a mask or face covering. Crowding around the entrance to storage areas should be avoided. Care should be taken to avoid touching surfaces, door handles, etc. and hands should be sanitised upon entering and leaving the shed/storage area.

Residents of the Liddell Building are also issued with a Liddell gate key/proximity reader. The Liddell Building also has keypad coded access. It is the personal responsibility of each individual to take their gate key/proximity reader with them in circumstances where they may return to College after the gates have closed. Keys/proximity readers must be returned to the Porters’ Lodge on going down each vacation; they must not be given to non-members, or used to admit unauthorised visitors after guest hours. If a member of the House is locked out of their room without a fob the Lodge will cancel the original fob and issue a new one. If the original fob is not returned to the Lodge within 24 hours, then a charge of £10.00 is levied on battels.

To help maintain security:

  1. Upon entering College through a locked gate do not hold the gate open for others to enter unless they are personally known to you. Be aware of others ‘tailgating’ when entering College. Alert the Duty Porter to any suspicious behaviour.
  2. All those entering or leaving the College after 23:00 are required to give their names to the Porter if requested.
  3. Unaccompanied visitors are not permitted after 20:30 and all visitors and guests must be escorted from the College by 02:00 at the latest.
  4. Members of the House are responsible for the behaviour of their guests and visitors within the College precincts and for their observance of College rules.

Vehicles

It is not normally appropriate for Junior Members to keep cars in Oxford. The city is extremely congested, College and University facilities are close together, and there is very little public parking space. Parking space in College is not available to students.

Motor vehicles may not be parked on College property without the prior permission of the Junior Censor, except briefly on the Broad Walk for delivering and collecting belongings at the beginning and end of term. Motor cycles or bicycles with motor attachments may not be kept within the College walls.

Junior Members are reminded that bicycles should be used safely and responsibly. Helmets should be worn and lights must be used after dark. The wearing of light-coloured clothing to improve visibility is also recommended. All traffic regulations should be obeyed.

Normally, within College, bicycles may only be parked in the bicycle stores at Tom Gate, Canterbury Gate and St Aldate's. There are also bicycle racks at the Liddell Building and at 117 St Aldate’s. The bicycle racks in Schools Quad and outside Blue Boar 1 are for use by Senior Members only.

Bicycles should not be wheeled or ridden through College. Fobs (issued to all Junior Members) will open the cycle stores for those who have completed the registration process. Since storage space is limited, cyclists must park their bicycles with consideration for others. For the security of members’ bicycles, registration is compulsory and is conducted via the Porters' Lodge.

Bicycles are not to be kept in rooms or accommodation areas under any circumstances; if found they will be removed by staff.

Bicycles parked or left within the curtilage of Christ Church that are not registered and/or are not parked in a cycle store will be removed. Please note that bicycles available in Oxford through commercial rental schemes may not be brought onto any College property or grounds at any time. This is in order to avoid members of the general public trying to access the bicycles as part of the rental scheme. 

Junior Members’ bicycles, intact or broken, which are not removed from the Tom and Canterbury bicycle stores by 9th Week of Trinity Term will become the property of Christ Church.  Christ Church reserves the right to dispose of all such bicycles or parts as appropriate.

Electric scooters, hover boards, and drones are not permitted on College property.