CODE OF CONDUCT - The Oxford Exchange
The Oxford Exchange is committed to providing exceptional recreational and educational experiences for all participants. We are proud of the positive and supportive community we create which enables participants to enjoy a safe and successful learning environment. The Oxford Exchange also promotes a safe, respectful, and cooperative working environment for its members of staff. All participants on The Oxford Exchange programmes are expected to adhere to its code of conduct. Positive behaviour is expected from all participants and is actively encouraged and nurtured by staff. When participants engage and collaborate positively with each other and our Team Members, it fosters a happier, more cohesive, and productive community. Participants who do not behave in a positive way and do not abide by The Oxford Exchange code of conduct will be subject to The Oxford Exchange’s Behaviour and Discipline Policy, which outlines actions in response to breaches of this code. The procedures followed will reflect the seriousness of the breach and may lead to participants being expelled from the programme.
This code relates to participants’ conduct throughout their time with The Oxford Exchange and should be always followed whilst on the programme. Participants may contact any member of The Oxford Exchange if they have any concerns during their time on the programme.
Participants may wish to raise matters relating to the conduct of fellow participants or members of staff and should feel free to do so anonymously in writing, if required. Further details on how to report matters are provided during the Welcome Talk on arrivals day.
GENERAL CONDUCT
Participants should:
Treat their fellow participants, members of staff, visitors, and other staff courteously and with respect at all times.
Follow appropriate instructions given by members of The Oxford Exchange and other staff, including college partner team members.
Be honest.
Positively represent The Oxford Exchange.
Avoid the use of offensive and derogatory language or gestures.
Inform a member of staff if they become aware of other participants' involvement in misconduct that may endanger them or others.
Inform a member of staff if they are concerned about a fellow participant.
Always dress appropriately, nothing that could or would offend your fellow cohort.
Refrain from inappropriate online behaviour.
Adhere to UK laws.
DISCRIMINATION
Discrimination in any form WILL NOT be tolerated at The Oxford Exchange.
Participants should:
Behave in a way that is respectful, tolerant, and accepting of others.
Not discriminate against others on any grounds, including age, gender, race, nationality, culture, religion, sexuality, disability, health, status, appearance, or any other protected characteristics under UK law.
BULLYING AND HARASSMENT
Bullying and harassment in any form WILL NOT be tolerated at The Oxford Exchange.
Participants should:
Not engage in, encourage, or condone bullying or harassment of fellow participants or college staff, including banter that can be perceived as bullying.
Report any incident where they feel bullying, or harassment is taking place.
Any participant found to be bullying a member of staff, faculty, or the director of the programme shall face immediate expulsion from the programme and must leave the college campus.
SECURITY
Participants should:
Wear The Oxford Exchange provided lanyard/identify card or fob, at all times.
Not lend their identity card, room key or lanyard to anyone else.
Not use their identity card to let other people into or out of site premises.
Report lost or stolen identity cards to a member of staff immediately.
Not leave personal belongings unattended or unsecured on-site premises.
Report suspicious packages or items to a member of staff.
Should you lose your identify card/fob, there will be a £100 surcharge to replace at the expense of the participant.
HEALTH AND SAFETY
Participants should:
Declare any known or suspected medical or mental health conditions.
Provide details of any medication they are taking and/or will have with them on the Participant Information Form, or by email to oex@oxfordexchange.org
Cross reference any medication brought to the programme against the list of controlled medication under UK law and declare them to The Oxford Exchange senior staff member upon arrival to the programme.
Ensure all medication not stored by staff is kept in a secure place and in accordance with the storage instructions.
Only take medication prescribed to them or purchased by them.
Only purchase medicines if they are old enough to do so and with the permission of the College Manager.
Not purchase medication or diet supplements on the internet.
Inform staff if they are injured or feeling unwell, particularly if they cannot attend any element of the programme, are concerned about their condition, may require medical attention, or may not be able to leave their residence in the event of an emergency.
Report to a member of staff if a fellow participant needs urgent medical attention and/or call emergency services if appropriate.
Evacuate a building in the event of a fire/fire alarm sounding/ other emergency in accordance with procedure or as directed.
Not tamper with safety or medical equipment.
Not bring pets or animals into any building, including residences.
Not bring babies, young children, or strangers onto the site without prior consent.
Use equipment and facilities safely/in accordance with the safety instructions.
Report health and safety concerns to a member of staff.
Report accidents/safety-related incidents to a member of staff.
WELFARE
All participants should:
Not consume or be under the influence of alcohol at any time during the programme, regardless of age or presence on campus.
Not Store, attempt to obtain, purchase, share or use illegal substances at any time; this is a UK government offence and you will be expelled from the course and the premises.
Inform a member of The Oxford Exchange staff of any absence from college residences during the programme, including at weekends and during free time.
Only leave site grounds once they have signed out and with at least one other participant or member of staff and remain with them for the duration of their absence from the site, and sign back in.
Ask for help when needed.
Follow the guidance given to them by the college to safeguard their welfare.
Report to a member of staff any significant concerns they have about their own welfare or that of fellow participants.
ALCOHOL AND ILLEGAL SUBSTANCES
The Oxford Exchange has a ZERO TOLERANCE policy on alcohol (under 18) and illegal substance consumption which will result in expulsion from the programme. NO EXCEPTIONS!
participants should not:
Store, consume, or be under the influence of alcohol at any time during the programme, regardless of age or presence on campus.
Store, attempt to obtain, purchase, share or use illegal substances at any time.
SMOKING
This relates to all tobacco products and e-cigarettes/vaping products.
Participants should not:
Smoke anywhere on or outside of site grounds, including in residences.
Purchase or solicit tobacco products.
CRIMINAL ACTIVITY
Criminal activity in any form will not be tolerated at The Oxford Exchange.
Participants should:
Not engage in, encourage, condone or conceal criminal activity.
Seek the help of The Oxford Exchange staff or policy if they become the victim of serious crime.
Report to a member of staff all criminal activity of other participants or members of staff.
Note: criminal activity also includes, but is not limited to, acts of vandalism and graffiti both within the college (grounds and residences) and off site.
PERSONAL RELATIONSHIPS
Participants attend The Oxford Exchange to further their learning. We do not consider personal relationships appropriate on our programmes.
INTIMIDATION, AGGRESSION AND VIOLENCE
Intimidation, aggression, and violence in any form will not be tolerated at The Oxford Exchange
Participants should:
Attend all timetabled sessions, including tutorials, meals and activities.
Participants who require time off from the programme for legitimate reasons should request authorisation for absence.
Participants who are unwell and cannot attend the programme should inform a member of staff immediately.
Not engage in, encourage, or condone intimidating, aggressive or violent behaviour.
Report to a member of staff any serious incidence of aggressive or violent behaviour of other participants or member of staff.
Report to a member of staff any participants' use of inappropriate, derogatory or offensive language.
Report to a member of staff if any participant is promoting or identifying with extremist views or groups.
ATTENDANCE DURING THE PROGRAMME
Participants should:
Attend all timetabled sessions, including tutorials, meals and activities.
Participants who require time off from the programme for legitimate reasons should request authorisation for absence.
Participants who are unwell and cannot attend the programme should inform a member of staff immediately.
LEARNER CONDUCT
Participants should:
Behave in a way that allows them and others to learn.
Arrive on time for all academic sessions and activities and bring any requested materials and equipment.
Use electronic devices responsibly and respectfully throughout the programme.
Refrain from using any photographic or video-recording devices during academic sessions and activities without the consent of fellow participants and/or staff.
Complete all work themselves and within the agreed deadline.
As with all universities, creating work through ChatGPT and other AI tools is not acceptable - all work assigned should entirely be the creation of the student themselves.
PLAGIARISM
At The Oxford Exchange, academic integrity is paramount, we do not tolerate plagiarism.
Plagiarism involves presenting someone else’s work, research, words, or ideas as your own by not giving the original source full acknowledgment in your work.
At university, plagiarism is cause for expulsion.
Participants should: Consider their actions and the consequences of plagiarism.
Follow the guidelines provided by their tutor.
Reference all work cited in the work they submit, particularly their personal project. Check with their tutor if they are unsure about referencing or quoting.
USE OF COLLEGE RESOURCES
Participants should:
Treat resources and facilities belonging to the site and The Oxford Exchange with respect.
Leave resources and facilities tidy/clean after use.
Not remove or alter resources and facilities without permission.
Use college resources only for their intended purpose(s).
Not leave personal information behind after using resources and facilities.
USE OF THE INTERNET
Participants should:
Be vigilant about their safety when using the internet.
Not post images of fellow participants or members of staff on the internet without their express consent.
Not share any sexual imagery.
Not access private, secure, or financial material on public devices.
Not access inappropriate material on public or private devices.
Not access or download illegal material.
Not purchase inappropriate items, or age restricted content online.
CONDUCT IN COLLEGE RESIDENCES
Participants should:
Observe curfews.
Observe and follow on-campus regulations and protocols.
Not change their allocated bedroom without consent from The Oxford Exchange.
Not allow visitors into their residence at any time, except with express consent from The Oxford Exchange senior member of staff.
Ensure permitted visitors abide by relevant residence regulations and leave the residence before curfew.
Not have their own items of furniture, fridge, freezer, cooking appliances, air conditioning unit, heater, or electric bedding in their bedroom.
Not use their own wireless router.
Refrain from photographing or video recording fellow participants without their consent.
Place rubbish in the bins provided.
Not throw anything out of windows.
Be respectful of fellow participants by keeping noise to a minimum and reducing noise levels when requested by fellow participants or staff.
Respect the privacy of fellow participants and not enter any participant’s bedroom.
Use all facilities responsibly and hygienically. Please use the relevant trash bin and/or hygiene bin appropriately.
Not engage in activities that could lead to a fire including (but not limited to): covering or obstructing heaters/radiators, smoking (including vapes), burning candles or other materials.
Report any damage to The Oxford Exchange senior member of staff.
CONDUCT ON EXTERNAL TRIPS AND VISITS
Academic and Industry excursions as well as social activities are a highly valued element of The Oxford Exchange programmes. While participants should be able to relax and enjoy the opportunity to socialise and the diverse range of cultural and educational experiences on offer. Participants' safety is The Oxford Exchange’s priority, and our rules are in place to ensure their enjoyment and the enjoyment of their fellow participants.
Participants should:
Pay attention to and follow welfare, health and safety instructions given by members of staff.
Refrain from doing anything that puts others in danger.
Always remain with at least one other participant when outside the accommodation or classrooms.
Remember that cyclists and Scooters are very common and pose the same hazard as vehicles would.
Please be vigilant and be mindful of vehicles and always observe general road safety.
The Oxford Exchange reserves the right to expel any student without a warning if the violation committed by the individual is threatening or dangerous to the rest of the cohort, or to The Oxford Exchange team or the college staff.