Tutors and Staff

Who to contact for:

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For general enquiries, please email the Academic Office (academic.office@st-annes.ox.ac.uk).

A member of the Academic Office staff will see the email and either respond or forward it to the appropriate person

 

 

For enquiries relating to a student's change of status, suspension, change of course or withdrawal, please contact either the Academic Registrar, Katherine Brown (katherine.brown@st-annes.ox.ac.uk), or the Senior Tutor, Shannon McKellar (senior.tutor@st-annes.ox.ac.uk)

 

For enquiries relating to extensions, please contact the Academic Registrar, Katherine Brown (katherine.brown@st-annes.ox.ac.uk)

 

For student welfare, please contact Rachel Busby, the Dean of Welfare  (dean.welfare@st-annes.ox.ac.uk)

For student disability support, please contact Sheila Smith  (sheila.smith@st-annes.ox.ac.uk)

 

 

For enquiries relating to graduate advisors and GDS recruitment, please contact Sophie Okeke (sophie.okeke@st-annes.ox.ac.uk)

For any other GDS enquiries, please contact Katie Towers, PA to the Senior Tutor (katie.towers@st-annes.ox.ac.uk). 

 

For enquiries relating to visiting students, please contact the Visiting Student Team  (visiting.students@st-annes.ox.ac.uk)

 

Collection papers should be sent to the Academic Office (academic.office@st-annes.ox.ac.uk). Any queries regarding collections should also be sent to the Academic Office.

Enquiries concerning collection prizes should be sent to Sophie Okeke (sophie.okeke@st-annes.ox.ac.uk).

 

The section below also has additional information about collections

 

The Outreach Team are responsible for all outreach and also co-ordinate Open Days. They can be contacted on outreach@st-annes.ox.ac.uk

 

For enquiries relating to admissions, please contact the Admissions Team (admissions@st-annes.ox.ac.uk)

 

Please send any TMS queries, including out-tutor authorisation, to the Academic Office (academic.office@st-annes.ox.ac.uk)

Further information about TMS can be found in the section below

 

For enquiries relating to scholars and exhibitions, please contact Katie Towers, PA to the Senior Tutor  (katie.towers@st-annes.ox.ac.uk)

TMS

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TMS can be accessed via the following link: TMS Home Page

 

Below are links to a number of TMS user guides. Self-help guides can also be accessed within TMS by clicking on the blue button on the right-hand side of the screen.

For all TMS queries, please contact Student Systems (student.systems@admin.ox.ac.uk) or 01865 (2)84848 (opening hours are on the Student Systems website).

 

PDF versions of the Tutor Self Help Guides

Complete Guide to TMS - here you will find tutor guides and FAQs, as well as a section on 'How do I?'

One of our tutors has also provided a guide to creating a teaching arrangement (names have been redacted)

 

 

Tutors: The deadline for submitting your TMS reports is the Friday of Week 8. Please ensure any out-tutors you have asked to complete teaching for you are aware of this deadline. 

Organising tutors with approval permission: The deadline for accepting TMS reports is the Friday of Week 9  

Releasing of reports: TMS has returned this function to organising tutors with approval permissions. Therefore, if your subject school wishes to release reports to students before 10th week, please feel free to go ahead and release reports as suits your subject school. The Academic Office will release any outstanding reports in 10th week. NB a report must be accepted by a tutor before it can be released. 

For the academic year 2025/26 the dates are:

 

  TMS Deadlines MT HT TT
Submit reports Friday of week 8 05-Dec-25 13-Mar-26 19-Jun-26
Accept reports Friday of week 9 12-Dec-25 20-Mar-26 26-Jun-26
Release reports Monday of week 10 15-Dec-25 23-Mar-26 29-Jun-26

 

Please note: Any reports submitted after the Friday of week 9 may not be processed that term and may miss the payment run. If that is the case, they will be carried over to the next term. For those who are paid directly, payments will be made in January for MT, at the end of March for HT and in July for TT. These have been agreed with Treasury. 
           
                    
            
            
            

 

 

 

If you plan to use any out-tutors you must tell the Academic Office before any teaching takes place. This applies even if the tutor has existing authorisation on TMS from another college. It is the responsibility of the College or Department that is paying the tutor to ensure that right to work checks are carried out. We will then be able to authorise the tutor on TMS until the end of the current academic year. Without this authorisation, tutors may not be able to submit reports and payment claims at the end of term. 

 

No out-tutor will ever be authorised beyond the end of the current academic year to ensure the College is not caught by a change to their status/right to work eligibility. If you plan to use a tutor that you have not already used this academic year, you must tell us; out-tutors need to be re-authorised each academic year. International DPhil students who get leave to supplicate during the year may lose their right to work as a result. 

 

For each out-tutor please provide their full name and email address/SSO, indicate whether the College or Department will be paying them and which of the following apply:

 

Current Oxford DPhil student 

Current university or employee or employee of another Oxford college

Post-doctoral Research Assistant

External tutor

 

Please email this information to the Academic Office or complete the form below

Out-tutor Form

 

If the out-tutor is a current student (even if they hold an employment contract with the University or another college) they will need to complete a right to work check through the student hub. This can then be used by all colleges to check their right to work status. This also ensures that students with a visa who are working for multiple colleges are not working more than their permitted hours. Information on how to contact the student hub will be sent to the student. 

 

If these checks are not completed before the tutor starts teaching they will be working illegally, which could have implications for the College and the University as a whole if we were to be audited, including significant fines and potentially the loss or suspension of the Universities Tier 4 sponsor license - this is a real risk and other institutions, including UCL and Birkbeck, have previously been penalised. 

Collections

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College facilitates centrally organised in-person collections on the Friday and Saturday of week 0. The Academic Office will send an email to all tutors approximately 1 month before collections giving details of how to submit papers and the deadlines. Papers can be emailed to the Academic Office (academic.office@st-annes.ox.ac.uk) and should be accompanied by a cover sheet. 

 

The expectation, agreed by Academic Committee, is that students should take collections in the same mode as that which is expected for their public exams. i.e. if exams will be handwritten closed-book papers in Examination Schools, then collections should also be handwritten, and students should sit them in the Dining Hall. For closed-book typed exams, we provide a separate invigilated setting for any students wishing to take collections in this way to prepare. They will need to bring their own laptop with them, but we are able to use Inspera to deliver those papers, albeit not in a locked down version of the system. If exams are to be completed on Inspera in an open book format then students should type papers, using their own device, in their room.  We do not have capacity to set up open-book papers in Inspera. Students will not be permitted to bring a laptop into the Dining Hall with them.

 

In the case of students with alternative arrangements, the Disability Coordinator will communicate directly with the student concerned (and tutor if necessary) to ensure that the necessary arrangements are made.

 

Tutors should please communicate with students directly about collections, including the mode of examination and day/session. Please avoid using the sessions on Saturday unless students are taking 3 or more papers.

 

If Tutors are unable to deliver collection papers by the deadlines, they should make alternative arrangements directly with their students.

 

Documents