Terms and Conditions

1. Introduction

Most information about the Summer School is available on this website but if you have any queries which aren't covered please contact events@oerc.ox.ac.uk and we will be pleased to provide assistance.


2. Definitions

In these terms and conditions:

  • "DHOxSS" means the Digital Humanities at Oxford Summer School

  • "Applicant" means an individual who has submitted a booking form for the event

  • "Participant" means an individual who has a confirmed place on a Summer School strand

  • "In Writing" means by letter, email, or fax


3. Booking and payment procedure for individual applicants


Applicants should use the online store to book and pay for their place and accommodation and social events (if applicable). 

Payment is by debit or credit card.

Places cannot be reserved before a course opens for booking. Provisional bookings cannot be made.


By paying for DHOxSS, participants are agreeing to the cancellation terms and conditions of booking.


Accommodation bookings via the DHOxSS registration must be booked before the end date shown on our registration page. NB: Early booking is advisable as places are limited and on a first-come, first-served basis.


The refund policy below applies to the registration fee, accommodation and dinner bookings.


4. Group bookings for groups of ten or more


A group discount of 10% is available if 10 or more people from your organisation would like to attend and can book as a group.


If you wish to make a group booking please contact events@oerc.ox.ac.uk and we will send you a group booking form. This form needs to be completed in full with all applicants' details and their workshop choices and accommodation (if required). A single payment for the whole group will be required. Please do not use the online booking form to make a group booking. 


No discount is applicable for groups of less than 10.


5. Bursaries and discounts


We are unable to offer discounts on the advertised charges (except for group bookings).


We are unable to hold a provisional booking for applicants whilst they are applying for a bursary or other funding.


6. Booking Confirmation


Acknowledgement of the booking will be sent via email.


7. Joining instructions


Joining instructions will be sent via email prior to the Summer School.


8. Prerequisites


Applicants must ensure that they have attained any prerequisite knowledge as may be set out in the course description.


9. Charging


There is a participant charge which includes a charge for event resources. Payment is required in advance.


10. Payment methods


Payment is required by credit or debit card using our online booking system. If you have any queries about payment please contact events@oerc.ox.ac.uk.


11. Substitutions


Substitutions may be made by contacting the Events Office prior to the course. This must be done to ensure that records are up-to-date and that attendance certificates/registers can be produced correctly. An administration charge of £20 will be applicable if substitutions are made.


12. Changes to choice of strand


If you need to change your choice of strand after you have made your booking please contact the Events Office . They will advise if this is possible. An administration charge of £20 will be applicable if strand choices are changed.


13. Cancellation of a strand or event


On occasion, unforeseen circumstances may require us to cancel a strand or event. In such circumstances we will give as much notice as possible and endeavour to organise another event date, or refund any fees paid but no compensation will be paid for any additional costs incurred such as travel or accommodation. We recommend that your travel insurance adequately covers last minute travel delays and disruption.


14. Refunds


The following refund policy is applicable for DHOxSS.


Where notice of cancellation is received we will refund a proportion of the course fee.

The non-refundable portion of the course fee is £300 per person and cannot be reimbursed.


This applies for both individual and block bookings.


Note: the periods reference the day on which we receive your written notification of cancellation.


Notice period % of refund:

  • More than 14 working days before the start date - 100% of the refundable portion

  • 7 to 14 working days before the start date - 50% of the refundable portion

  • Less than 7 working days before the start date - 0% of the refundable portion


15. Personal belongings


We cannot accept responsibility for any items lost or mislaid on University or College premises.


16. Computers and Laptops


For some of the strands, participants are required to bring their own laptops for the practical hands-on aspects of the strand. Please read our full guidance notes about bringing a laptop.


If you do not have a suitable laptop please contact events@oerc.ox.ac.uk for advice before booking.


For all other strands, laptops are not required as computers will be provided with pre-installed software. The exception to this is the An Introduction to Digital Humanities workshop which is lecture based and does not require computers.


All participants can, of course, bring their own laptops for email and web access, etc. while they are at DHOxSS. Most of the venues have EduRoam access and otherwise Wi-Fi credentials will be provided at the registration desk on the first day.


Note: We cannot guarantee convenient access to mains power in all of the venues. Participants are responsible for bringing any necessary power travel adaptors for their computers. Participants using their own laptops must ensure their cables do not form a trip hazard.

17. Evaluation


Participants are sent an online evaluation form after the course which allows feedback to be submitted. Anonymised comments may be used for advertising purposes.


18. Health and safety


No smoking is allowed in any part of the University buildings. Participants must adhere to the University's health and safety procedures and policies.


19. Code of Conduct


As a member of the Alliance of Digital Humanities Organizations (ADHO) Training Network, DHOxSS endorses and implements their Code of Conduct. All participants should be bound by the DHOxSS Code of Conduct.


20. Privacy/Data Protection


Any personal details provided will be recorded on the online shop and course booking systems and only used for organising, monitoring and evaluating the DHOXSS, unless you have agreed to be added to a mailing list.


Participant information is used to create names badges, certificates etc.


You will be asked at the time of booking if you are happy to share your details (name, email, institution) with other participants and if you wish to join the DHOXSS mailing list.


Our full privacy policy is available at http://www.oerc.ox.ac.uk/email-privacy.


21. Copyright of Teaching Resources


University of Oxford takes copyright seriously. Some of our materials are available under an open educational resource licensing agreement but others are not. Before reusing or distributing any of our materials, please contact us.


22. Video and Audio Recording


Participants should not record courses without prior consent of the DHOXSS course organisers. During the Summer School the course organisers may make video, audio, and still image recordings for educational and promotional use. Participants will be asked on registration whether they are willing to be filmed or photographed. 

  • Black Twitter Icon

© 2020 University of Oxford