Notices

Contents of this section:

[Note. An asterisk denotes a reference to a previously published or recurrent entry.]

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KOLKHORST EXHIBITION

A Kolkhorst Exhibition has been awarded to EMMA CAROLINE ROSS-THOMAS, St Hugh's College.

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OXFORD ACADEMIC TRAVEL SCHEME (OATS)

The Oxford Academic Travel Scheme (OATS) seeks to raise the profile of the University around the world by matching groups of alumni and friends of Oxford with academics who are willing to incorporate speaking or social engagements within overseas travel.

OATS was established in 1991 by the External Relations Office in response to the growing number of invitations extended to current Oxford academics by alumni groups abroad, including Oxford and Cambridge clubs and the Oxford Society branches. The scheme involves identifying travelling academics who are willing to give a talk or lecture about current Oxford developments or attend a reception which will link them to alumni keen to hear of the latest University news.

The University has now agreed to allocate a small travel grant to those taking part in the scheme. Typically, this might amount to a sum between £50 and £100 to pay the marginal costs of an additional overnight stay to deliver the talk, or travel between the original destination and where the alumni group is based. However, the small panel of the International Committee, which will consider awards, has an open mind on the level of support to be offered. In addition, OATS is now widening its remit and will seek to support alumni groups with speakers even if no Oxford visitor has been identified.

OATS is now compiling its programme for the coming academic year. Any member of staff who will be travelling overseas during 1999–2000 (or indeed for subsequent years), willing to participate in the scheme, should complete an OATS form, available from the External Relations Office (telephone: (2)78113), and return it with a brief curriculum vitae (of no more than one side of A4) to Wendy Fuggles, Public Relations Officer, External Relations Office, Oxenford House, Magdalen Street, Oxford. This information will then be forwarded to the relevant overseas contacts, who will be asked to advise directly whether or not they are able to accept the offer. (The brief curriculum vitae is useful as the alumni group may use it as part of the publicity for the event.)

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EDUCATIONAL RECORDING AGENCY

Survey of off-air recording

This notice is to inform members of the University about a survey of educational recordings in which the University is obliged to participate this year, and to request co-operation in collecting the necessary information.

The University (including its constituent colleges) is covered by an Educational Recording Agency (ERA) Licence to record radio and television broadcasts and cable programmes for educational use, without infringing copyright. The University pays about £24,000 per annum for this licence.

It is a condition of the licence that institutions may be required to maintain for a specified period of time details of radio and television recordings made under the licence and to return this information to the ERA. Oxford University has been selected to take part in ERA's survey during the period 1 September 1998 to 31 August 1999 and the University is therefore asking all staff for assistance in collating the information required.

In each department and college, and some faculty offices, an individual has been nominated as the local co-ordinator for the survey. All staff are asked to give details to the most appropriate co-ordinator of all recordings of radio and television programmes which they make for educational purposes whether at home, in the University, or elsewhere. The information required is the title, date, and channel of the programme, and the location where the recording was made. As statistics have to be returned by the University at the end of every month, it is important that a co- ordinator is informed as soon as possible after a recording is made.

The identity of the local co-ordinator should be publicised in each department, college, and (where appropriate) faculty office. If it is not clear, the departmental administrator, senior tutor, or faculty office administrator should be able to identify the co- ordinator. In cases of difficulty, details of recordings can be passed instead to the University's central co-ordinator, Miss Catherine Long, at the ETRC (telephone: (2)70529, e-mail: catherine.long@etrc.ox.ac.uk). It is, of course, necessary to pass information about recordings only to one co-ordinator; there is no need, for example, to inform both a college co-ordinator and a faculty co-ordinator but simply the one which is most convenient.

Please note that ERA are likely to visit the University at some stage during the survey period and to monitor the information returned against recordings held by the University. It is therefore important that the required information is collected carefully and that recordings are available for inspection if necessary. It is also important to note the requirement (which is general and not just for the period of the survey) that each recording should be labelled with the date and time, and with the statement that `This recording is to be used only for educational purposes'.

It is hoped that the survey will not cause too much inconvenience, and the full co-operation of members of the University would be appreciated.

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CIRCULATION OF FLYSHEETS

Ten or more members of Congregation may arrange to have a flysheet circulated with the Gazette (a) on matters before Congregation, or Convocation in regard to the election of the Professor of Poetry, or (b) relating to matters of general interest to the University, subject to the following general conditions:

(i) no flysheet will be circulated which in the opinion of the Vice-Chancellor and Proctors might be defamatory or otherwise illegal;

(ii) the right is reserved on behalf of the University and its employees, without prior consultation with the signatories, to publish an apology in respect of any statement in a flysheet which is complained of as defamatory or otherwise illegal (whether or not the statement can be shown to be true);

(iii) the signatories shall jointly and severally indemnify the University and its employees against any costs or damages payable in respect of their flysheet and, unless a Queen's Counsel (to be mutually agreed on by the signatories and the University) shall advise within four months of the making of any claim in respect of a flysheet that any proceedings could be contested with the probability of success, such damages shall include any sum paid by the University in settlement of any claim arising out of the flysheet;

(iv) the flysheet shall consist of one leaf only (though text may appear on both sides of the leaf); the text shall include the name and college or department of each of the signatories;

(v) a copy of the text of the flysheet shall be delivered to the Registrar before 10 a.m. on the Monday of the week in which circulation is desired; it shall be accompanied by an indemnity in accordance with condition (iii) above drawn up on a form obtainable from the Registrar and signed by each of the signatories of the flysheet; the Registrar shall be informed at the same time which of the signatories is to be notified whether the Vice-Chancellor and Proctors have authorised circulation;

(vi) the Registrar shall arrange for the production by the University Press of copies of a flysheet the circulation of which has been duly authorised.

Though every effort will be made to circulate on the day desired flysheets so received, it must be understood that this cannot be guaranteed.

(a) Matters before Congregation or Convocation

If the flysheet deals with a matter that is a formal agendum for Congregation, or for Convocation in regard to the election of the Professor of Poetry, or the subject of a report published in the Gazette, the production costs will be met from university funds.

(b) Matters of general interest to the University

If the flysheet deals with a matter that is not a formal agendum for Congregation or the subject of a report published in the Gazette, the Vice-Chancellor will decide whether it is of sufficient general interest to warrant circulation with the Gazette; the production costs for such a flysheet will be the responsibility of the signatories.

Oxford University Student Union

The Executive and the Graduate Committee of the Oxford University Student Union may have flysheets circulated with the Gazette under the arrangements and subject to the conditions set out above, provided that:

(1) the number of names to be included on the flysheet under condition (iv) shall be not less than a majority of the total number of members of the Executive or the Graduate Committee of OUSU, as the case may be, and each of the persons named shall sign the indemnity required under condition (v);

(2) the maximum number of flysheets to be circulated as of right, whether on matters before Congregation (to be paid for by the University) or on matters of general interest to the University (to be paid for by OUSU and to be subject to the Vice-Chancellor's decision as prescribed under (b) above) shall be three per term for each of these bodies, save that the Vice-Chancellor shall have discretion to permit further flysheets.

Subject to proviso (1) above, the Executive and the Graduate Committee of OUSU may also support flysheets signed by not less than ten members of Congregation.

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ST JOHN'S COLLEGE AND COLIN CARR

Master-class

LEE LUVISI will hold a master-class at 4 p.m. on Tuesday, 9 February, in the Garden Quadrangle Auditorium, St John's College. Chamber groups or performing soloists wishing to receive this public coaching should apply, as soon as possible, to the College Secretary, St John's College. Admission is free.

Piano recital

LEE LUVISI will perform the following at 8.30 p.m. on Wednesday, 10 February, in the Garden Quadrangle Auditorium, St John's College: Scarlatti, sonatas K.24, K.64, K.14; Mozart, Fantasy K.475, sonata K.457; Fauré, Nocturne, op. 119; Schumann, Papillons, op. 2; Chopin, Barcarolle, op. 60.

Admission is free, and can be reserved by obtaining a programme from the porters' lodge, St John's College.

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CLUBS COMMITTEE

Annual Report for 1997--8

The Clubs Committee has continued its work of providing support and assistance for the wide range of student clubs, societies, and publications which choose to register with the Proctors in accordance with Rules Committee regulations. This support is customarily directed mainly at non-sports organisations, since sports clubs and teams have been able to look to the Committee for Sport and Senior Treasurers' Committee. However, sports clubs have equal access to the Clubs Committee services and facilities at 13 Bevington Road, as well as access to the minibus hire scheme which is run by the Clubs Committee in collaboration with the Committee for Sport. During 1997--8, approximately 180 non-sports clubs and ninety sports clubs were registered with the Proctors.

In addition to its grant of £12,697 from the Committee for the Council Departments in 1997--8, the Clubs Committee received £13,181 from colleges and other societies (the per-caput levy having been increased, at its request, to £0.84 in order to help to fund a new post of part-time Clubs Officer). Income of £3,291 was obtained from secretarial services (mainly photocopying) and rents at the Bevington Road premises. The funds available to the committee supported its activities in the following areas, consistent with usual practice and approved plans.

Staffing support. Following a short hand-over period in October 1997, the long-serving Clubs Committee Secretary retired from the University and was succeeded by a replacement secretary also working part-time, in ten-week blocks associated with Full Term. In addition to providing secretarial services on request to student clubs and societies, the secretary helps with the day- to-day running of the Bevington Road premises and (as a new activity) deals with the clubs' termly reregistration exercise. The second post at 13 Bevington Road, that of Clubs Officer, is filled on a part-time basis throughout the year. Since the present Clubs Officer was appointed in February 1998, considerable advances have been made in processing and advising on the termly accounts which student treasurers are required to submit as part of the reregistration exercise, in administering the minibus hire scheme, and in providing `wardenship' for the Clubs Committee premises which otherwise would be unstaffed during the vacations.

Clubs Committee premises. In addition to the Clubs Committee's administrative offices, the premises at 13 Bevington Road provide rooms and storage space made available for clubs and societies to rent at competitive rates. Some fifteen organisations made use of these facilities, which are particularly important for organisations like charities and publications that rely on having a long-term base from which to operate.

Non-premises support costs. These mainly comprise the running costs for the Clubs Committee Office, including the photocopying service which is available cheaply to registered clubs and societies.

Direct financial support. The Clubs Committee continued to operate its scheme of grants, loans, and underwriting guarantees, allocated in termly exercises by the Clubs Subcommittee (up to £200) and by the main committee. Although £6K was budgeted in 1997--8 for this purpose, net expenditure (exclusive of repaid loans) was only one-third of this total; the committee will be considering in 1998--9 whether the scheme should be revised and will survey clubs' views on this matter. Particularly important are the start-up grants (£100 maximum) to help newly registered clubs to become established; a number of larger awards were also made, e.g. to the OU Space and Astronomical Society for the refurbishment of its observatory building.

Minibus hire scheme. Supported by the recruitment of the Clubs Officer, this important safety scheme in the third year of operation provided an element of driver assessment/training and gave clubs access to economical, good- quality vehicles hired from a local company. Prices to clubs were kept low because vehicles are hired on the University's insurance. The driver assessment/training sessions were given by professionals; although attendance by student drivers was voluntary, clubs and societies which used certified drivers for their minibuses could reclaim part of the hire fee from the Clubs Committee. The scheme proved particularly popular with sports clubs and teams, which accounted for 60 per cent of the total annual hires. The committee is pleased to report that there were no minibus accidents involving personal injury during the year. The committee continued to monitor the running of the scheme, e.g. in the light of changing regulations on the licensing of minibus drivers; from 1998--9, the scheme is being extended to include `people carrier' vehicles as well as minibuses.

The committee's expenditure in 1997--8 was less than budgeted, resulting in a surplus of £8,679 for the year. Added to the accumulated balance on its account, this produced a total of £14,866 to carry forward to 1998--9 (when, however, the committee will need to meet exceptional capital expenditure on new computers and building-work costs).

Under the Assessor's chairmanship, the committee and its Clubs Subcommittee each met once a term. A small management committee for the 13 Bevington Road premises also met twice. The Clubs Committee relies heavily on the enthusiasm and contribution made by the student members in determining how best to support the clubs, societies, and publications which are such an important part of university life. The committee also acknowledges with gratitude the work of Dr Christopher Phelps (St Edmund Hall), who retired from membership after many years' service as a representative of the Conference of Colleges.

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