Notices

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

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GENERAL NOTICES

GUIDELINES FOR LEAVE FOR ACADEMIC STAFF

1. Approval of applications for leave

All applications for leave from normal academic duties (sabbatical leave, leave to hold research awards, special leave, etc.) must be accompanied by a recommendation from the individual's department or faculty board, as appropriate, and must also be approved by the divisional board which now has the authority to grant leave.

2. Sabbatical leave and dispensation from CUF lecturing obligations

The University's regulations in respect of sabbatical leave and dispensation from CUF lecturing duties are set out in Ch. VII, Sect. I of Statutes, 2000, pp. 372--4 (now redesignated as Council Regulations 24). Application forms and advice on individuals' entitlement may be obtained from:

Humanities and Social Sciences Divisions—Mr Gardner, 34 St Giles' (telephone: (2)70016, e-mail: tim.gardner@admin.ox.ac.uk);

Mathematical and Physical Sciences Division—application forms are available from the office of the head of division; advice on entitlement is available from Mrs Iredale, University Offices (telephone: (2)70017, e-mail: Eileen.Iredale@admin.ox.ac.uk);

All other staff—Mrs Iredale, University Offices (telephone: (2)70017, e-mail: Eileen.Iredale@admin.ox.ac.uk).

Completed application forms (signed by the head of department where appropriate) should be returned to Mr Gardner, the head of the Mathematical and Physical Sciences division or Mrs Iredale, as appropriate, for processing and for faculty board/divisional board approval.

3. Sabbatical leave in advance of entitlement

In some circumstances individuals may wish to take leave for purposes covered by the sabbatical leave scheme at a time when they do not have sufficient sabbatical entitlement. Such circumstances might include an unrepeatable opportunity to pursue academic interests, or a need to undertake fieldwork for a period exceeding one year. In such cases leave could be granted in whole or in part as sabbatical leave in advance of entitlement if a good academic case could be demonstrated.

4. Applications for leave to hold some public offices

Applications for leave to accept an appointment in the public service of national or international importance are normally granted by the divisional board, provided that: Applications for leave to hold such offices should be made to the divisional secretary, faculty board secretary or other officer as notified locally.

5. Applications for certain research awards

Applications to national bodies of prestigious and competitive research awards (e.g. British Academy Research Readerships and Senior Research Fellowships, AHRB Research Leave awards, EPSRC Senior or Advanced Fellowships) are normally granted by the divisional board provided that the department or faculty (and the college in the case of joint appointments) supports the application and that appropriate arrangements can be made to cover the individual's duties, including examining and graduate supervision, should the application be successful. Completed application forms (including any annexes) should be forwarded to Mr Gardner for the Humanities and Social Sciences divisions, and to Mrs Iredale for all other staff, well before the closing date for processing and for divisional board approval. Applications from CUF lecturers are normally sent to the awarding body by the college (but must have divisional board approval beforehand); applications from other staff are normally forwarded to the awarding body by Mr Gardner or Mrs Iredale.

6. Applications for special unpaid leave

Applications for leave other than those outlined above may be considered as applications for special unpaid leave. Applications may be considered if they meet one or both of the following criteria:

(i) providing academic benefit to the University;

(ii) providing a career development opportunity for the individual, hence aiding staff retention.

Activities under these criteria might include visiting another institution to study specialised laboratory techniques, taking up a visiting lecturership or visiting professorship at a prestigious department abroad, an extended period of fieldwork, etc.

In all cases, it is essential that the consent of the college (where appropriate) and of the department/faculty board is obtained before an application is made to the divisional board. In considering applications, colleges and departments/faculty boards must be satisfied that the proposed leave fits with their overall plans and objectives, and it must be clear that the individual's duties for the college and for the department/faculty, including examining and graduate supervision, can be covered satisfactorily. Divisional boards will consider applications both on their own merits and in the context of overall operational needs, and will not approve applications which are prejudicial to the teaching and research of the department/faculty or which are not supported by the applicant's college.

Occasionally applications are made for leave to enable an individual to accept a fixed- term appointment in another academic institution (other than routine visiting appointments held during sabbatical leave). In such instances the college and the department/faculty board would need to be satisfied that the application was in line with their overall plans and objectives, as above, and that all operational requirements could be covered satisfactorily, before the application was put to the divisional board. Applicants would normally be expected to give a commitment to return to Oxford after the period of leave. It should be noted that the longer the appointment at the other institution, the less likely it is that leave will be granted.

Leave will not be granted, except in the most truly exceptional circumstances, to enable an individual to decide whether to accept a permanent post elsewhere.

It is recognised that some offers are made to individuals at short notice. Given the fact that all members of the academic staff have clear obligations to the University and to their college under the terms of their contracts, no such offer should be accepted without the support of the college and the department/faculty and the explicit approval of the divisional board. It is essential, therefore, that any prospect of such an offer is discussed, in confidence, with the college and with the divisional secretary or faculty board secretary at the earliest opportunity so as to avoid delays, and the possibility of refusal, if a firm offer is then made at very short notice.

All applications for special unpaid leave should be made to the divisional secretary, faculty board secretary, or other officer as notified locally, who will also be able to advise on the likelihood of success of any application on the university side; the college's consent in appropriate cases must be obtained before an application is put to the divisional board.

7. Special paid leave

Divisions may, if they wish, with the concurrence of the college in relevant cases, grant additional paid leave outside sabbatical entitlement, funded from their own resources, to enable staff to undertake projects of mutual benefit to the individual and the University. Examples might include asking a member of staff to concentrate for a term wholly on considering revised teaching patterns across a whole subject area; or permitting a member of staff to teach at another university for a term to foster inter-institutional links, possibly as part of an exchange arrangement.

8. Stipendiary arrangements

Sabbatical leave and dispensation from CUF lecturing duties: leave will be granted with stipend (although it may be granted without stipend if taken for the purpose of holding a remunerated visiting appointment under 6 above).

Leave to hold a public office: leave will be granted without stipend.

Leave to hold a research award: the arrangements vary depending on the regulations governing the award, but it is normal for individuals holding such awards to continue to receive their usual university stipend, the awarding body either providing funds to make a replacement appointment or reimbursing the University for the individual's salary costs.

Special leave: leave will normally be granted without stipend, but see 7 above.

9. Implications for future entitlement to sabbatical leave or dispensation from CUF lecturing duties

Special leave does not count as qualifying service for the purposes of calculating future entitlement to sabbatical leave or dispensation from CUF lecturing duties. However, it does not count against an individual's future entitlement. When special leave has been granted for the purposes of holding a public office or a research award, sabbatical leave is not normally granted in the period immediately preceding or following the period of special leave, although some flexibility may be exercised at the divisional board's discretion in respect of periods of special leave not exceeding one year, especially in connection with the holding of research awards.

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BODLEIAN LIBRARY

Temporary closure of the Bodleian Library of Commonwealth and African Studies at Rhodes House, November--December

The Library of Commonwealth and African Studies regrets that it is necessary to close to readers for two to three weeks from 15 November, in order that asbestos may be removed from areas in the building adjoining the Library.

During this period it will not be possible for any material, printed or manuscript, to be ordered, either from the stack or from the open shelves in the Reading Room. Readers may order printed books and journals from the stack to other Bodleian reading rooms until 14 November, but it is not possible for manuscripts to be transferred to other reading rooms. Further information may be obtained from the Librarian, John Pinfold (telephone: Oxford (2)82701, e-mail: john.pinfold@rhl.ox.ac.uk).

The Library greatly regrets the inconvenience this closure will cause. Further information regarding the exact date of reopening will be given as soon as it is known.

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SPEAKING BY STUDENT MEMBERS IN CONGREGATION

Rules made by the Vice-Chancellor

1. The Vice-Chancellor has, with the agreement of Council, approved the following arrangements for student members to speak in Congregation under the terms of regulation 1.15 of Congregation Regulations 2 of 2002.

2. The Chairman of Congregation will normally expect to call upon nominated representatives of the Oxford University Student Union if they wish to speak in debate, and will normally expect to call upon student members to speak only from among those who have given advance notice of their wish to be called.

3. If the Chairman considers that the number of student members who have given notice is excessive, he or she will have discretion to be selective in calling upon them.

4. (1) The Chairman will try to ensure a balanced debate in relation to the apparent spread and strength of views held by student members.

(2) If informed selection is to be possible, it is desirable that when giving notice of the wish to be called a student member should indicate:

(a) whether he or she intends to support or oppose the proposal before the House;

(b) whether he or she would speak on behalf of any club, committee, group, or association;

(c) whether he or she is supported by other student members (up to twelve of whom might sign his or her notice).

5. (1) If the number giving notice is small, they will all be admitted to the floor of the House although this does not ensure their being called.

(2) In other cases some selection may be necessary at the stage of both admission and calling of speakers.

6. (1) If there is to be time to tell applicants whether they will be admitted, notice will have to be received in good time, and student members should therefore send notice, in writing, to the Registrar to be received by him or her at the University Offices not later than 10 a.m. on the Monday preceding the debate in question.

(2) The name of any representative nominated by OUSU should also be communicated to the Registrar, in writing, through the President by that time.

7. A notice will then be posted in the University Offices and on the gate of the Clarendon Building not later than 10 a.m. on the morning of the debate, indicating whether all applicants will be admitted to the floor of the House or, if selection has had to take place, the names of those selected for admission to the floor.

8. Student members not admitted to the floor of the House will normally be permitted to listen to the debate from the gallery.

9. Student members on the floor of the House will be asked to remain in their places while a vote is being taken.

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APPOINTMENTS AND ASSIGNMENTS

CONFERMENTS OF THE TITLE OF VISITING PROFESSOR

On the recommendation of the School of Geography and the Environment, the Life and Environmental Sciences Board has conferred the title of Visiting Professor in Geography on R. GACHECHILADZE (BA, PH.D., D.SC.), Ambassador Extraordinary and Plenipotentiary of Georgia in the State of Israel, for a period of three years from 1 October 2003.

On the recommendation of the Department of Zoology, the Life and Environmental Sciences Board has conferred the title of Visiting Professor in Microbial Genomics on DR J. PARKHILL (B.SC., PH.D.), Senior Investigator, the Sanger Institute, for a period of three years from 1 October 2003.

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RECONFERMENT OF THE TITLE OF VISITING PROFESSOR

On the recommendation of the School of Geography and the Environment, the Life and Environmental Sciences Board has reconferred the title of Visiting Professor in Geography on PROFESSOR D. HARVEY, Professor of Geography, Johns Hopkins University, for a period of three years from 1 October 2003.

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ELECTORAL BOARD

COULSON PROFESSORSHIP OF THEORETICAL CHEMISTRY

                                          Appointed by

The Master of St 
   Catherine's                            Mr Vice-Chancellor[1]
The Master of
   University                             ex officio
Professor W.H. Miller                     Council
Professor R.M. Lynden-Bell                Council
Professor J. Klein                        Mathematical and Physical Sciences                  Board
Professor D.C. Clary                      Mathematical and Physical Sciences                 
Board
Professor M. Robb                         Mathematical and Physical Sciences                 
Board
Professor W.G. Richards                   Mathematical and Physical Sciences                 
Board
Dr R.K. Thomas                            University College
[1] Appointed by Mr Vice-Chancellor under the provisions of Sects. 10 and 11 of Statute IX (Supplement (1) to Gazette No. 4633, 9 October 2002, Vol. 133, p. 108).

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