Notices

Contents of this section:

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

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CONSULTATIVE NOTICE

COMMITTEE ON STATUTES BEFORE THE PRIVY COUNCIL

Notice of consent to the amendments to the Statutes of Exeter College

The Committee on Statutes before the Privy Council, acting under authority delegated to it by Council, consents on behalf of the University to the amendment to Statute IX of Exeter College as approved by the Governing Body on 15 May 2003, in so far as such consent is required by Section 7 (2) of the Universities of Oxford and Cambridge Act, 1923. This consent will be effective unless written notice of a resolution, signed by at least twenty members of Congregation, calling upon Council to withhold that consent has been given to the Registrar by noon on Monday, 6 October.

The effect of the amendment is to provide for a policy of total return on investments.

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GENERAL NOTICES

University Gazette

Alteration to deadline

With effect from the Gazette of 9 October, the deadline for receipt of all official notices will be brought forward to 12 noon on the Thursday of the week preceding publication.

This deadline applies to notices for publication in the following sections: Notices; Lectures; Prizes, Grants, and Funding; Examinations and Boards; Colleges, Halls, and Societies; and Appointments.

Accordingly, the deadline for receipt of official notices for the 9 October Gazette will be 12 noon on Thursday, 2 October.

The deadline for receipt of classified advertisements remains 12 noon on Wednesday of the week before publication.

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STUDENT NUMBERS SUPPLEMENT

Corrigendum

It is regretted that there is an error in Table V, `Number of undergraduates matriculating to read for first degrees', published in the Student Numbers Supplement (Supplement (1) to Gazette No. 4667, 30 July).

The final figure in the table, the Grand Total for Michaelmas Term 2002, should read 3423 (and not 6846, as printed).

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RECOGNITION OF DISTINCTION EXERCISE 2003-4

The central committee for the 2003--4 exercise has now been confirmed as follows:

Vice-Chancellor

Principal of Somerville

Principal-elect of Brasenose

Professor Paul Craig

Professor Anna Morpurgo Davies

Professor Peter Donnelly

Professor Dorothy Edgington

Professor Rodney Eatock Taylor

Professor Louise Johnson

Professor Hermione Lee

Professor Andrew McMichael

Professor John Vickers

Professor Colin Jones (Warwick)

Professor Ole Petersen (Liverpool)

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APPROVAL TO HOLD OUTSIDE APPOINTMENTS

Guidelines on the holding of outside appointments

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 Council Regulations 24, Sect. I, § 5.A, cll. 10--11):

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.

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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 http://www.admin.ox.ac.uk/ps/outappts.shtml, 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] Research Services 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 Research Services 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 Research Services (telephone: (2)70143) or on the Research Services Web site at http://www.admin.ox.ac.uk/rso/oxonly/agreements/pcaform.htm.

(d) Research Services scrutinise 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 Limited (see paragraph 8 below).

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

(f) When Research Services 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. Research Services (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.

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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 Research Services 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 30-day per year limit). The instructions to the Finance Division to make such payments are processed through Research Services. 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.

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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 http://www.ox.ac.uk/it/rules/rules.html

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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.

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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 Limited 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 to enquiries@consulting.ox.ac.uk.

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.

Footnotes

[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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BODLEIAN LIBRARY

Making the most of the Bodleian Library: a guide to Central Bodleian facilities and services

Sessions designed to enable graduate students, academic staff, others of a similar status, and readers without any institutional affiliations, to make the most of the Bodleian Library, will be offered during October. Sessions cover the use of the Central Bodleian Library, including use of the catalogues and procedures for locating and obtaining material and a guide to reference material. These sessions begin in the Lower Reading Room General Reference and Enquiry Area in the Central Bodleian Library.

Each session will begin at 9.30 a.m. promptly and will last for about an hour.

Ten places are available on each of the following days in October: 7, 9, 10, 14, 16, 17, 21, 23, 24, 28, 30, and 31.

Readers who wish to attend one of these sessions are asked to book a place by entering their name, college/department address and University Card number (as appropriate) on the list which is available at the Main Enquiry Desk in the Lower Reading Room. Please give your name to the staff at the Main Enquiry Desk when you attend.

`Making the most of the Bodleian Library' sessions continue throughout most of the year on Tuesdays and Fridays at the same time. Exact dates are given on the sign-up sheets.

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ECONOMICS LIBRARY

Noise disruption in the Economics Library

The construction of the Centre for Advanced Studies in the Social Sciences, an extension of the current Economics Library on Manor Road, is causing considerable noise. The noise will vary in intensity depending on the construction phase. The building is scheduled to be completed by the end of May 2004. Until then, quiet study can only be promised in the evenings after 5 p.m. (or on Saturdays during Term).

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WIDOWS OR WIDOWERS OF FORMER MEMBERS OF THE UNIVERSITY'S PENSION SCHEMES

From time to time the attention of the University is drawn to individual cases of financial hardship among widows or widowers of former members of the Federated Superannuation System for Universities (FSSU) and the University of Oxford Employees Pension Scheme (EPS). Limited resources are available to alleviate proven cases of hardship and any enquiry should be addressed to the Superannuation Officer, University Offices, Wellington Square, Oxford OX1 2JD. All cases are dealt with in the strictest confidence.

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LANGUAGE CENTRE

The Language Centre is at 12 Woodstock Road. For all details of taught courses in ten languages, including English for Academic Studies, and of the library which has audio- and videotapes, CDs, and satellite TV in major languages, as well as language learning books in over 100 languages, please call at the Language Centre or consult the Web site at www.lang.ox.ac.uk.

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APPOINTMENTS AND ASSIGNMENTS

PROFESSORSHIP OF ENVIRONMENTAL SCIENCE AND DIRECTORSHIP OF THE ENVIRONMENTAL CHANGE INSTITUTE

DIANA M. LIVERMAN (BA London, MA Toronto, PH.D. California, Los Angeles), Professor, Department of Geography and Regional Development, and Director, Centre for Latin American Studies, University of Arizona, has been appointed to the post with effect from 1 October 2003.

Professor Liverman will be a fellow of Linacre College.

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GEORGE EASTMAN VISITING PROFESSORSHIP 2005–6

MARY J. CARRUTHERS (BA Wellesley College, PH.D. Yale), Erich Maria Remarque Professor of Literature, and Dean for the Humanities, Faculty of Arts and Science, New York University, has been appointed to the visiting professorship for the academic year 2005–6.

Professor Carruthers will be a fellow of Balliol College.

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SOCIAL SCIENCES DIVISION

Appointment of Peter Moores Dean, Saïd Business School

The Social Sciences Board has reappointed PROFESSOR ANTHONY G. HOPWOOD (B.SC. (ECON.) London, MBA, PH.D. Chicago), as Peter Moores Dean of the Saïd Business School, until 30 September 2006.

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DEPARTMENT OF PHYSIOLOGY

On the recommendation of the Medical Sciences Board, Council has assigned the Department of Physiology to D.J. PATERSON, MA, D.PHIL. (M.SC. Western Australia), Fellow of Merton College and Professor of Cardiovascular Physiology, for a period of one year from 1 October 2003 excluding Hilary Term 2004.

On the recommendation of the Medical Sciences Board, Council has assigned the Department of Physiology to P.A. ROBBINS, BM, MA, D.PHIL., Fellow of Queen's College and Professor of Physiology, for Hilary Term 2004.

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NUFFIELD LABORATORY OF PHYSIOLOGY

On the recommendation of the Medical Sciences Board, Council has assigned the Nuffield Laboratory of Ophthalmology to J.J. HARDING, MA status (BA Cambridge, PH.D. London), Professor of Ocular Biochemistry, from 1 October 2003 until the appointment of the next Nuffield Professor of Ophthalmology.

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ELECTORAL BOARD

The revised composition of the electoral board to the post below, proceedings to fill which are currently in progress, is as follows:
                                                    Appointed by

Professorship of Geography

The Principal of Linacre                  Mr Vice-Chancellor [1]
The Provost of Hertford                   ex officio
Professor S.N. Lane                       Council
Professor Sir Ron Cooke                   Council
Professor D. Sugden                       Life and Environmental Sciences Board               
      
Professor G.L. Clark                      Life and Environmental Sciences Board               
   
Professor P.C. Newell                     Life and Environmental Sciences Board               
   
Dr K. Willis                              Life and Environmental Sciences Board
Mr R. Van Noorden                         Hertford 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, p. 108).

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