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

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Guidelines on the holding of outside appointments from 18 June 2001

These guidelines outline new procedures for obtaining approval to hold outside appointments. No changes have been made to the University's policy, nor to the individuals and types of appointment covered by the policy.

All university employees, with the exception of CUF lecturers, are required to obtain approval for the holding of any outside appointment. The following do not count as outside appointments for this purpose (see Ch. VII, Sect. I, § 5.A, cll. 10--11, Statutes, 2000, p. 370):

—the holding of the office of Proctor or Assessor;

—the holding of the office of examiner in any examination which is part of a degree course at any university;

—the holding of a commemorative lecturership or similar post in any university with the duty to give not more than eight lectures in any year of office;

—activities or responsibilities normally associated with, or arising from, scholarly work which do not involve a formal and continuing contract.

The University permits its employees to hold outside appointments without deduction of stipend subject to the following conditions:

—the total commitment to such outside appointments must not exceed thirty days per year; [1]

—any contractual terms proposed to cover the outside appointment must be scrutinised by the Research Services Office on behalf of the University, and must not be amended without the prior written approval of the Research Services Office;

—the employee's head of department [2] must approve the application.

Outside appointments can take a number of different forms, such as consultancy, private professional practice, expert witness and non-executive directorships. (Approval will not be given for the holding of executive directorships.) These are activities carried out outside the University and are contracted for from the individual's personal address. University letterhead, facilities, and premises should not be used without the University's express permission.

Certain types of activity involving consultancy/services to industry may be carried out within the University and may be included, where appropriate, within projects funded by externally-funded research grants and contacts. These are described below.

Procedures for applying for approval to hold outside appointments

(a) Applicants must complete an application form (form OA1, available on the University's Web site at, or in hard copy from departmental administrators/faculty board secretaries).

(b) Applicants whose salaries are funded from externally-funded research grants or contracts, or who are Principal Investigators or Co-Investigators on outside-sponsored projects, must adhere to the terms and conditions stipulated by or agreed with the sponsor and, if necessary, seek written approval from the sponsor. [3] The Research Services Office is able to provide advice on the terms and conditions of externally-funded research grants and contracts held by the University (telephone: (2)70143).

(c) Where it is appropriate for the outside appointment to be covered by a contract or letter of agreement, and particularly when the external organisation requires a written agreement to cover a consultancy, applicants must arrange for the terms governing the outside appointment to be scrutinised by the Research Services Office in advance of signature. (All applicants are, in fact, advised to stipulate in writing the terms which will govern their outside activities for an external organisation, not least to limit their personal liability.) The University's legal advisers have drafted a standard personal consultancy document which serves as a useful starting point for discussions around the terms of a consultancy appointment. This is available from the Research Services Office (telephone: (2)70143) or on the Research Services Web site at

(d) The Research Services Office scrutinises the terms of an agreement in order to consider their compatibility with the University's interests as employer. The office cannot advise the employee on the terms from the employee's standpoint; and the employee should take his or her own advice unless he or she makes use of Oxford University Consulting Ltd. (see below).

(e) Applicants must obtain the approval of their direct line manager where relevant.

(f) When the Research Services Office has confirmed in writing that the terms proposed to govern the outside appointment meet the University's minimum requirements and the necessary approvals have been obtained from the relevant line manager or sponsor (as appropriate), applicants should submit the completed form to their head of department, who will be asked to sign to confirm that he/she is content to approve the outside appointment in the context of the applicant's university duties. Heads of department who themselves wish to hold outside appointments must submit their application forms to their head of division for approval. Heads of Division should submit applications to the Vice-Chancellor.

(g) If the above procedures are followed and the relevant approvals obtained, applicants will be granted insurance cover for the outside appointment in question under the University's professional indemnity insurance policy, subject to the limitations of that policy. Details may be obtained from the Insurance Officer, Mr G.C. Waite (telephone: (2)80307).

Consultancies within research grant applications and contracts

The holding of a consultancy may be included where appropriate within research grant applications and contracts. Where consultancies are included in this way and provision is made through the payroll to pay staff for such work, the Outside Grants (OG) form should itemise, among the costs of the project, the costs of the consultancy payment (including employers' on-costs). Indirect costs should also be calculated on the total cost of the project, including the fee for the consultancy. The Research Services Office (telephone: (2)70143) will be able to advise on the most appropriate form of agreement to cover consultancies attached to research grants or contracts. Time spent on such consultancies will count towards the thirty-day limit.

Other services to industry and outside bodies

Not all work for outside bodies is governed by a contract with an external sponsor under the University's research grants and contracts procedures. Some is likely to be `service' work, i.e. the provision of a service to an external organisation which is not of academic benefit but which makes use of spare capacity in a department in return for payment. Such arrangements should nevertheless be covered by an agreement approved by the head of department which is drawn up in consultation with the departmental administrator and (for tax reasons) with the Finance Division. If the service agreement proposed by the outside body includes terms and conditions relating to intellectual property or confidentiality of information, or does not incorporate the University's standard disclaimer of liability, this will require an authorised signature on behalf of the University. In such cases, the agreement should be forwarded to the Research Services Office which is required to ensure that appropriate disclaimers of liability have been issued in connection with the provision of services to industry and other outside bodies.

Where appropriate, as with consultancies within research grant applications and contracts, a payment may be made through the payroll to individuals for the additional work undertaken in performing the services. It is expected that the head of department will decide on an appropriate fee to be paid to the individual based on the time spent (which again will count towards the thirty-day per year limit). The instructions to the Finance Division to make such payments are processed through the Research Services Office. In such cases, where an agreement has been made with University in respect of the service, it is not expected that a further personal consultancy agreement with the academic concerned will be necessary.

Financial arrangements

The University does not generally seek details of remuneration which applicants are to receive under arrangements for outside appointments, but reserves the right to request to be provided with such details in certain circumstances, e.g. in the light of any potential conflict of interest with the outside appointment. Applicants wishing exceptionally to make a case to spend a total of more than thirty days in any one year on outside appointments will be required to provide details of remuneration.

Use of computing facilities

University IT and network facilities, including software, are provided for use for educational purposes only, in accordance with the `University Rules for Computer Use', which may be found on the University Web site at

Monitoring and reporting

(a) Heads of department are responsible, through their departmental administration, for keeping records of the number of days spent on outside appointments by all staff (regardless of staff group) in their departments.

(b) Heads of department will report their approvals of outside appointments, and the basic details of the outside appointments, to their divisions on an annual basis, by the end of July each year.

(c) Divisions are responsible, through their divisional administration, for monitoring and coordinating information relating to all approvals for outside appointments submitted by departments within their remit, and for making an annual return to the Personnel Committee by the end of September each year.

Oxford University Consultancy Ltd.

The University has established a wholly-owned subsidiary company, Oxford University Consultancy Ltd., to help members of the University to market their expertise to outside bodies, to negotiate commercial terms and payment on behalf of individuals, and to manage the administration associated with consultancy. OUC Ltd. offers a professional service for academics and departments throughout the University, which will identify consultancy and related opportunities with local, national and international companies and organisations. Details of this service may be obtained by telephone ((2)80829) or by e-mail at

Members of the University choosing to use the services of OUC Ltd. must still follow the internal procedures for University approval of their outside appointments as outlined in these guidelines; OUC Ltd. will, however, assist the process on behalf of the individuals concerned.

[1] Approval for cases where the proposed commitment exceeds thirty days may still be sought; in such cases the department will refer the request to the divisional board and if it is approved a deduction in university stipend will be made. Partial or full secondment may be more appropriate for particularly time-consuming outside appointments.
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[2] Faculty board chairman in non-departmentally organised subjects, head of division in the case of heads of departments.
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[3] The Wellcome Trust's grant conditions, for example, include stringent conditions relating to the holding of consultancies and these apply equally to individuals who are in receipt of Wellcome Trust research grants, as well as to those whose salaries are paid from Wellcome Trust grants.
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The Pro-Vice-Chancellor (Academic) will chair a committee to review the Department of Physics, during Michaelmas Term 2001. The committee's terms of reference are:

(a) to consider the provision and quality of teaching and research in the Department of Physics, and the balance between the two, having regard to international standards of excellence;

(b) to review the organisational and management structures and facilities in the department, including such matters as academic staff planning, accommodation, IT provision, and staff and student recruitment;

(c) to consider the relationship between the department and cognate departments in the University;

(d) to make recommendations, bearing in mind the likely measure of available resources.

The membership of the review committee is:

Pro-Vice-Chancellor (Academic) (Dr L.G. Black) (Chairman)
Professor E. Bell Burnell, Bath University
Professor E. Brezin, École Normale Supérieure, Paris
Professor K. Burnett, Department of Physics
Professor E. Gabathuler, University of Liverpool
Professor J. Harries, Imperial College, London
Professor W.G. Stirling, ESRF, Grenoble

The committee would welcome written comments on matters falling within its terms of reference. These should be sent to the secretary to the review committee, Miss J.A. Muskett, University Offices, Wellington Square, by Thursday, 15 November.

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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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Non-intensive classes in Japanese at beginners' levels (1--3) for members of the University will be held as follows during full term in the institute for Chinese Studies, Walton Street, and the Oriental Institute, Pusey Lane: level one, Monday and Thursday 2--3 p.m. (tutor, Hiroe Kaji); level two, Tuesday and Thursday 2--3 p.m. (tutor, Yoko Gutch); level three, Monday and Thursday 2--3 p.m. (tutor, Junko Hagiwara). The course book is Minna no Nihongo. Further details can be obtained from the Oriental Institute (telephone: (2)78200).

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Non-intensive Korean classes for members of the University will be held as follows during full term in the Oriental Institute, Pusey Lane: elementary level, Tuesday 4--5 p.m.; intermediate and advanced levels, to be arranged individually. The textbook for beginners will be Hangugo Tokpon I. The textbook for intermediate and advanced levels will be individually arranged according to the standard and the purpose. All enquiries should be made to Mr Young-hae Chi at the Oriental Institute, Pusey Lane (telephone: (2)78200).

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Most of the Language Centre's taught courses now have waiting-list places only. For French and German, applicants with a reasonable knowledge of the language may be eligible to join the Lambda project, which offers a programme of guided self-study and is described on the Web at For information about course availability, the Lambda project or to be placed on the waiting list, please contact the Information Officer (see below).

Library and Self-Study facilities

The Library's collection of audio/video cassettes, books and computer programs covers over 100 languages. The Self-Study Area has rooms equipped with listening and viewing facilities for individual work and computer based learning resources. New users should aim to arrive shortly before 10.00 or 14.00 to register and attend an orientation session. The Library and Self-Study Area is free of charge to the following: senior members of the University who are members of Congregation, junior members of the University pursuing a course and members of staff (including staff of the colleges, teaching hospitals and the University Press). The Centre also accepts applications from external users for a termly or annual fee. The Library is open 9.30 a.m.–6.30 p.m., Monday–Friday, and 10 a.m.–1 p.m. on Saturday during full term.

Further details of all courses and activities may be obtained from Angela Pinkney at the Language Centre, 12 Woodstock Road, Oxford OX2 6HT (telephone: (2)83360, e-mail:, Web pages

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McDonnell Visiting Fellowships

The McDonnell Centre for Cognitive Neuroscience is closely integrated with the Medical Research Council Centre for Cognitive Neuroscience at Oxford and supports work on many aspects of brain research relevant to human cognition in several departments at Oxford University as well as at other institutions.

The McDonnell Centre encourages work in all areas of cognitive neuroscience across all relevant disciplines and embraces research on experimental, theoretical, and clinical studies of perceptual analysis, memory, language, and motor control, including philosophical approaches to cognition. Current and fuller information on the Centre is available on the Web at

The Centre offers several forms of support including Visiting Fellowships for distinguished researchers from overseas or elsewhere in Britain who wish to work within the Oxford Centre for periods between a week and several months. A Visiting Fellowship can include a modest grant to help with costs of travel and accommodation (but not a stipend), and to pay a bench fee to the host department.

Applications for Visiting Fellowships may be submitted either by a member of the Oxford Centre, or by the intended visitor. There is no special form for applications but they should include the following information: name, address, and status of applicant (in the form of a very brief curriculum vitae); names and addresses of collaborators in Oxford; a brief description (a page or two) of the proposed research; a list of any publications that have already resulted from the area of research; an outline plan of visit/s and expenditure, with total estimated budget, other sources of funding and the amount requested

Applications can be submitted at any time (e-mail is acceptable) to Sally Harte (Administrative Secretary), McDonnell Centre for Cognitive Neuroscience, University Laboratory of Physiology, Parks Road, Oxford OX1 3PT (telephone: Oxford (2)72497, fax: (2)72488, e-mail:

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Careers Advice Service for Contract Research Staff

This initiative, provided by the University Careers Service at 56 Banbury Road (in addition to services provided to students), aims to encourage and enable academic-related research staff, who are employed directly by the University on fixed term contracts (contract research staff), to make and implement well informed decisions about their careers by:

—providing impartial, professional, careers advice;

—supporting them in recognising and developing the attributes necessary for successful career development;

—enabling them to appreciate and explore the range of opportunities available;

—assisting them to clarify their values, interests, abilities and skills and to relate these to possible career options;

—providing access to a wide variety of careers information and resources to facilitate the formulation and implementation of career plans.

The service operates flexibly in an attempt to cater for personal needs, whether individuals are generally uncertain about the career options open to them, considering reviewing or changing their career direction, or thinking about finding a new job in academia, commerce, industry, the public sector, or setting up their own business, etc.

Following registration, members of contract research staff will have access to up to four, confidential, one-to-one meetings with a careers adviser to help clarify personal and career objectives and to identify the main career options open to them. They may also drop-in to see the Duty Adviser at the Careers Service to help resolve brief queries and make use of the wide range of careers information resources held at the Careers Service, including a computerised careers guidance system. Psychometric ability testing and personality profiling for career development purposes (with feedback) can also be arranged, on an ad hoc basis, where sufficient demand exists. In addition, three career development workshops (Career Review and Planning, Job Search Skills, and Effective Interview Preparation), all designed specifically for contract research staff who are looking to review their career options, or to find alternative work, are run at various times throughout the year. To book a place on any of these workshops contact the Institute for the Advancement of University Learning (telephone: (2)86808, e-mail:

Further details of the service are available from John Kirwan, the careers adviser for contract research staff (telephone: (2)74736, e-mail:, Web site:

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Monet's garden—and the lesser-known Provence: a photographic exhibition in two parts by Fred Jarvis. `Monet's garden' is now open, until 27 October; `The lesser-known Provence' will be open 30 October–9 November.

Opening times: Monday–Friday, 9 a.m.–6 p.m., and Saturday, 9 a.m.–12 noon. Closed on Sundays. Admission free. At the Maison Française d'Oxford, Norham Road (telephone: Oxford (2)74220, e-mail:

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Chamber Music 2001–2

The following events will be held in the Garden Quadrangle Auditorium, St John's College.

Admission to concerts is free. Programmes are available from the Porters' Lodge, but are reserved for members of the college until about ten days before the event. Each programme is valid as an admission ticket until ten minutes before the event; any vacant seats will then be filled from the door.

Master-classes: chamber groups or performing soloists receive coaching in front of an informal audience. There is no charge, either for performers or audience. Any performers wishing to take advantage of this opportunity to obtain free coaching should apply via the College Secretary as soon as possible.

Thur. 22 Nov., 8.30 p.m. THE BORROMEO QUARTET perform Beethoven quartets op. 18, no. 5, op. 95, and op. 127.

Fri. 23 Nov., 10 a.m: THE BORROMEO QUARTET: master-class.

Wed. 28 Nov., 8.30 p.m. ORCHESTRA OF THE AGE OF ENLIGHTENMENT: wind soloists from the orchestra perform Mozart, Serenades K.388 and K.375, and music from Don Giovanni (arr. Triebensee).

Thur. 29 Nov., 2 p.m. ANTONY PAY: master-class.

Mon. 25 Feb., 8.30 p.m. YAEL WEISS, MARK KAPLAN, and COLIN CARR: piano trios.

Tue. 26 Feb., 10 a.m. YAEL WEISS, MARK KAPLAN, and COLIN CARR: master-class.

Sat. 4 May, 8.30 p.m. THOMAS SAUER performs piano works by Beethoven, including the Moonlight Sonata and Diabelli Variations.

Sun. 5 May, 10 a.m. THOMAS SAUER: master-class.

Fri. 24 May, 8.30 p.m. COLIN CARR and friends perform string sextets.

Sat. 25 May, 10 a.m. COLIN CARR: master-class.

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Club membership is free to all university staff, graduates, and university visitors.

The club provides: a café, open 8 a.m.–8 p.m. (currently Monday–Friday); a bar, open 12 noon–11 p.m. (currently Monday–Friday); accommodation, all year round at very reasonable rates (closed 22 December–2 January); conference and meeting room hire; catering provision for departmental and private events

For sports enthusiasts the club has satellite and terrestrial TV in the bar showing live sporting events. The Mansfield Road site provides a sports pavilion and field sports facilities which include provision for football, tennis, cricket, archery, martial arts, and aerobics. A squash court is also available.

Details of membership and of all services, clubs, contacts, etc., can be found on the club's Web site.

The University Club is at 6/8 South Parks Road (telephone: (2)71044, e- mail:, Web site:

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