University of Oxford


Note:
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Oxford University Gazette, 22 May 2008: University Acts

COUNCIL OF THE UNIVERSITY

Changes in Regulations

Council has made the following changes in regulations, to come into effect on 6 June.

(a) Financial governance structures

With effect from 1 October 2008

1 In Council Regulations 15 of 2002, concerning committees reporting directly to Council or one of its main committees (Supplement (1) to Gazette No. 4634, 16 October 2002, p. 226), in regulation 2.14, concerning the remit of the Planning and Resource Allocation Committee, delete existing paragraph (6) and substitute (new text underlined):

'(6) the Chairman or Vice-Chairman of the Conference of Colleges;'.

2 Ibid., in regulation 2.17, delete existing paragraphs (1) and (2) and substitute (new text underlined):

'(1) the preparation and annual updating of a five-year rolling plan for income and expenditure for all aspects of the academic, academic services, and other activities of the University (in the light of plans prepared by the divisional boards, the Department for Continuing Education, the services sector, and any other spending sectors);

(2) making recommendations to Council on an annual budget in the light of the overall plan proposed by the Finance Committee and agreed by Council, the annual operating statements from the academic divisions and other spending sectors, and other relevant information;'.

3 Ibid., in regulation 2.17 delete existing paragraph (9) and substitute:

'(9) approval of recommendations made by the Capital Steering Group and where appropriate reporting to Council on such approvals; and submitting recommendations to Council on proposals referred by the Capital Steering Group which require approval of Council, all in accordance with the financial limits set out in the Financial Regulations.'

4 Ibid., in regulation 2.17 delete existing paragraph (6) and renumber paragraphs (7)–(11) as (6)–(10).

5 Ibid., in regulation 3.14, concerning the remit of the Buildings and Estates Subcommittee, delete existing paragraph (1) and substitute (new text underlined):

'(1) The subcommittee shall be responsible to the Planning and Resource Allocation Committee for management and maintenance of the functional estate, except for matters which are the responsibility of divisions, the Capital Steering Group and other bodies.'

6 Ibid., in regulation 3.15 delete existing sub-paragraph (1) (a) and substitute:

'(a) consider and advise the Planning and Resource Allocation Committee on the allocation of land and property in the functional estate;'.

7 Ibid., in regulation 3.15 delete existing sub-paragraph (1) (d) and substitute:

'(d) oversee the initiation and management of the design and construction of all major projects, within pre approved financial limits.'

8 Ibid., insert new regulations concerning the Capital Steering Group as follows:

'Capital Steering Group

3.16. The Capital Steering Group shall consist of:

(1) The Pro-Vice-Chancellor (Planning and Resource Allocation) who shall chair the Group;

(2) The Director of Finance;

(3) The Director of Estates;

(4) The Head of Financial Planning and Analysis;

(5) The Head of the Planning and Resource Allocation Section;

(6) The Head of Capital Projects;

(7) A Project Accountant from the Finance Division specialising in capital projects.

3.17. The Capital Steering Group shall:

(1) consider and make recommendations to the Planning and Resource Allocation Committee on capital project proposals in accordance with the financial limits set out in the Financial Regulations;

(2) consider and make recommendations to the Planning and Resource Allocation Committee on any non-recurring revenue projects referred to the Capital Steering Group by the ICT Subcommittee of the Planning and Resource Allocation Committee or by the Buildings and Estates Subcommittee of the Planning and Resource Allocation Committee;

(3) ensure business cases have been appropriately prepared, signed by the appropriate officers of the University in accordance with the Financial Regulations and are consistent with the University's priorities and plans;

(4) consider and make recommendations to the Planning and Resource Allocation Committee on the acquisition, leasing and disposal of land and property in the functional estate;

(5) oversee the financial management of the design and construction of projects submitted in accordance with these regulations;

(6) develop a long-term capital plan for submission to the Planning and Resource Allocation Committee.'

9 Ibid., in regulation 3.44, concerning the Finance Committee, delete existing paragraphs (2)–(4) and substitute:

'(2)–(4) Three members of Council who are not when they are nominated members of Congregation or resident holders of teaching, research, or administrative posts in the University or in any college, society, or Permanent Private Hall;

(5) A person appointed by Council from among the members of Council elected by Congregation;

(6) A Head of House nominated by the Conference of Colleges.'

10 Ibid., in regulation 3.46 renumber existing paragraphs (1)–(5) as (4)–(8) and insert new paragraphs (1)–(3) as follows:

'(1) consideration of the financial resources available to the University, and for proposing the overall income and expenditure, budget, capital expenditure budget, and 5 year strategy for approval by Council and communication to the Planning and Resource Allocation Committee;

(2) giving advice to Council on the needs of the University as established by its plans, in order that Council can take these views into account when establishing investment policy;

(3) as appropriate, consideration of, and provision of advice to Council on, the HEFCE financial forecast together with aspects of the financial relationships between the University, HEFCE, and other external funding bodies;'.

11 Ibid., insert new regulation 3.48:

'3.48. Subject to the approval of Council on each occasion, the committee may co-opt up to two additional members.'

12 Ibid., insert new regulations concerning the Property Subcommittee as follows:

'Property Subcommittee

3.87. The Property Subcommittee shall consist of at least four members appointed by Council who shall have recent and relevant expertise of property management, one of whom shall be appointed by Council as chair.

3.88. All members of the committee shall serve for five years and shall be re-eligible for reappointment.

3.89. The Property Subcommittee shall be responsible, subject to a delegated authority level for individual decisions of £1m, for:

(1) supervising the management of University Capital Fund properties, Trust Pool rural estates, Trust Pool urban direct investments, Corporate Property Fund properties and graduate accommodation within guidelines it determines and with performance measured in relation to a benchmark or benchmarks chosen in order to meet the University's objectives;

(a) reporting to the Investment Committee with respect to Capital Fund properties, Trust Pool rural estates and Trust Pool urban direct investments;

(b) reporting to the Planning and Resource Allocation Committee with respect to corporate properties and graduate accommodation;

(2) defining and agreeing objectives with the Investment Committee and the Planning and Resource Allocation Committee;

(3) setting guidelines and benchmarks in order to meet the objectives;

(4) recommending (individually and as a committee) managers of the University's property investment portfolio.'

13 Ibid., renumber existing regulations 3.16–3.45 as 3.18–3.47, 3.48–3.83 as 3.49–3.86 and 3.84–3.125 as 3.90–3.131.

14 These regulations shall be effective from 1 October 2008.

[In April 2007 Council set up a Financial Processes Review Group to 'review the University's financial governance processes in the context of the terms of reference of the Planning and Resource Allocation Committee, Capital Steering Group, Finance Committee and Audit and Scrutiny Committee, and recommend any changes to the financial governance structure (including committee memberships) and the supporting processes that will strengthen them'. Having noted that no present committee has specific responsibility for reviewing and making proposals to Council on the overall 'financial envelope' available to enable the Planning and Resource Allocation Committee to make recommendations to Council on revenue and capital expenditure, the Group made a number of proposals for amendment to the existing regulations of the Planning and Resource Allocation Committee, the Finance Committee and the Building and Estates Committee to deal with that issue. The Group also recommended that the Capital Steering Group, set up in 2005, should be established by regulation. The Group's recommendations were approved by Council. The opportunity has also been taken to set down the membership and remit of the Property Subcommittee in the regulations. The current regulation 2.17 (6), giving responsibility to the Planning and Resource Allocation Committee for the oversight of the University's research policy, has been deleted, as it is proposed to bring forward after appropriate consultation proposals for a Research Committee that will have responsibility for this area of activity.]


(b) Regulations for the Administration of the University's Intellectual Property Policy

1 In Council Regulations 7 of 2002, concerning the administration of the University's Intellectual Property Policy (Supplement (1) to Gazette No. 4625, 5 June 2002, Vol. 132, pp. 1285–7, amended on 13 March 2003 and 3 June 2004, Gazette, Vol. 133, pp. 949–50; Vol. 134, p. 1142), in regulation 6 insert new paragraph (3):

'(3) Revenues generated by the University's shareholdings (both capital and income receipts) shall be distributed as follows:

%
Isis 15
Department 25
John Fell Fund 10
Capital Fund 50'.

2 Ibid., delete existing regulation 7 (4)–(6) and substitute:

'(4) Other net revenue received by the University shall be distributed as follows, unless otherwise specified in arrangements for commissioned works:

Total net revenue Researcher(s) General Revenue Account Department(s)
Up to £50K 87.2%* 12.8% 0%
Band from £50K and up to £500K 45% 30% 25%
Over £500K 22.5% 40% 37.5%

The percentage asterisked above is intended to put the University in funds to pay the employer's National Insurance Contribution(s), but otherwise to leave the General Revenue Account out of the allocation of the band in question: the percentage shall be adjusted to match this intention, as and when the rates of National Insurance Contribution vary.

(5) Where intellectual property benefits from a grant by a seed fund administered by Isis the distribution of net revenue shall follow the table in paragraph (4) of this regulation, save that the shares payable to the General Revenue Account (or an appropriate proportion of those shares, where the grant by the Fund represents only a part of the funding for the development of the intellectual property) shall be passed instead to the Fund once the University has discharged its obligation to pay the employer's National Insurance Contribution(s).'

3 Ibid., delete existing regulation 8 (1) and substitute:

'(1) The University will make payment to researchers on a quarterly basis when they have an entitlement under regulation 7 above.'

4 Ibid., in regulation 8 insert new (3):

'(3) The University will use all reasonable endeavours to obtain and maintain contact details for researchers who have left the University, and for the estates of researchers who have died. If, despite such endeavours, contact is lost for six consecutive months, the University may send notice to the last known address that the researcher's entitlement may be reallocated. If no contact details are received by the University within a month after such notice, the University shall allocate the researcher's share to the other researchers entitled to participate in the same revenue stream (pro rata to their respective entitlements) or, if there are no other researchers so entitled, to the General Revenue Account and Departments (pro rata to their respective entitlements).'

[These changes, made on the recommendation of the Intellectual Property Advisory Group, (i) set out the percentage distribution of revenues generated by the University's shareholdings (both capital and income receipts); (ii) replace references to specific seed funds with a generic reference to seed funds administered by Isis; and (iii) amend the pattern of distribution of payments from a monthly to a quarterly basis, to reduce administrative costs.]


(c) Establishment of Professorship in the Study of the Abrahamic Religions

1 In SCHEDULE A of Council Regulations 3 of 2004, concerning statutory professorships, before 'Drue Heinz Professor of American Literature' insert:

'Professor in the Study of the Abrahamic Religions'.

2 In Sect. III of Council Regulations 24 of 2002, concerning individual professorships (Statutes, 2000, p. 388, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol. 132, p. 1461) insert new § 2 as follows and renumber existing §§ 2–18 as §§ 2–19:

'§ 2. Professor in the Study of the Abrahamic Religions

1. The benefaction of £2.5 million from an anonymous benefactor, together with any further donations for this purpose, shall be used to establish and maintain the Professorship in the Study of the Abrahamic Religions, under the aegis of the Faculty of Theology.

2. The university shall retain all the benefaction as permanent endowment and shall apply the net income towards the salary and expenses of the holder of the professorship, and associated overheads.

3. The administration of the benefaction, and the application of income, shall be the responsibility of the Board of the Faculty of Theology.

4. Should any surplus funds be generated by the endowment, these may be spent in furtherance of the study of the Abrahamic Religions.

5. The Professor in the Study of the Abrahamic Religions shall undertake research in the study of the Abrahamic religions and shall lecture and give instruction in that subject.

6. The professor shall be elected by an electoral board consisting of:

(1) the Vice-Chancellor, or, if the head of the college specified in (2) of this regulation is Vice-Chancellor, a person appointed by Council;

(2) the head of the college to which the professorship shall be for the time being allocated by Council under any regulation in that behalf, or if the head is unable or unwilling to act, a person appointed by the governing body of the college;

(3) a person appointed by the governing body of the college specified in (2) of this regulation;

(4), (5) two persons appointed by Council;

(6) the Head of the Division of Humanities;

(7) a person appointed by the Humanities Board who will normally be a representative of the Faculty of Oriental Studies;

(8)–(10) three persons appointed by the Board of the Faculty of Theology.

7. The professor shall be subject to the General Provisions of the regulations concerning the duties of the professors and to those Particular Provisions of the same regulations, which are applicable to this professorship.

8. Regulations 1 and 2 shall be deemed as Trust Regulations under the provisions of Part D of Statute XVI.

9. Regulations 3–7 may be amended by Council.'

[These regulations establish a Professorship in the Study of Abrahamic Religions in the Faculty of Theology.]

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COUNCIL OF THE UNIVERSITY

Register of Congregation

Mr Vice-Chancellor reports that the following names have been added to the Register of Congregation:

Grimmitt, M.H., Harris Manchester

Marks, J.G., Business Services and Projects

Roache, R., Faculty of Philosophy

Sheehan, M.P., St Cross

Terry, S.J., Brasenose

Yang, X., Clinical Trial Service Unit and Epidemiological Studies Unit

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DIVISIONAL AND FACULTY BOARDS

For changes in regulations for examinations, to come into effect on 6 June, see 'Examinations and Boards' below.

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