How to submit items for publication in the Gazette
The Gazette publishes a variety of notices submitted by and on behalf of the collegiate University, some of which are official notices and some unofficial. If you have a notice you would like us to publish, please see below for details of how and when to send us your notice and the style and format to use.
At the bottom of the page is a list of types of notice that we publish, and some suggested alternative publication options for those we are unable to accept.
How and where to send items
We prefer to receive items for publication in the Gazette by email (email@example.com). Please ensure you send submissions in a format from which we can copy the text, either in the body of the email or as an attachment – preferably a Word document. This saves time and prevents transcription errors, and are preferable to PDFs and scanned images. However, all formats by email are preferable to hard copies sent by internal post.
If you only have a notice in hard copy, please scan and email it rather than putting it in the internal post, which can be delayed. Emailed submissions will always be acknowledged.
Sending hard copies of GSO9 forms for viva voce examinations through the internal mail can result in them arriving too late to be published in the Gazette (see Publication dates for deadlines). A Word version of the GSO9 form is available from the Research Degrees team (firstname.lastname@example.org).
Deadline for submissions
The Gazette is published on Thursdays each week in term time (see Publication dates for the dates of this year's issues).
We publish from 2nd week to 9th week in Michaelmas term, from 0th week to 10th week in Hilary term and from 0th week to 14th week in Trinity term. However, the issues of 2nd week in Michaelmas and 10th week in Hilary terms are restricted to Council/Congregation business and changes to Examination Regulations, and there is no issue in 13th week of Trinity term.
The deadline for us to receive items for inclusion in a particular issue is noon on Wednesday of the week before publication (ie eight days before publication). Please note that notices of viva voce examinations must be published in an issue of the Gazette dated at least one day before the date of the examination, so if the exam is on a Thursday we need to publish the notice in the issue of the previous week, bringing the deadline in this case to 15 days before the date of the examination.
- The deadline for us to receive items for publication in the issue of 23 November 2017 is noon on 15 November 2017.
- The last deadline for us to receive most items for publication during Hilary term 2018 is noon on 7 March 2017 (because they must be published in the 15 March issue, the 22 March issue being restricted to Council/Congregation notices and Examination Regulation changes)
- A notice of a viva voce examination taking place on Thursday, 12 October 2017 must reach us by noon on 27 September 2017 (because it needs to be published in the 5 October issue to comply with the regulations).
Publication dates for notices
As a general rule, we will publish items in the next issue of the Gazette for which the deadline has not yet passed. We will always try to include urgent (time-critical) or important items that arrive after the deadline if we have the space and time. However, we cannote always accommodate late items. We will also occasionally need to delay publication of a non-urgent item.
Changes to publication dates/submission deadlines
Occasionally there is a change to the deadline or date of publication, usually due to a bank holiday. If so, a notice will be published in the 'General Notices' section of the Gazette.
Items of content published by the Gazette
Below is an alphabetical listing of the types of content we publish in the Gazette, with links to information on how to submit items. There are also notes on items which are not published in the Gazette.
Items published in the Gazette are formatted according to our house style; many of these are in a shortened format with a link to a website for full information.
Please send items formatted according to our style – the formats are detailed below.