University of Oxford


Note:
(i) Degree by Resolution notices are not included in the online Gazette -- please refer to the printed Gazette.
(ii) An asterisk against an entry in the Contents indicates a previously published notice.


Oxford University Gazette, 25 September 2008: University Agenda

CONGREGATION 7 October 12 noon

1 Oration by the Vice-Chancellor

Mr Vice-Chancellor will address the House.


2 Admission of Pro-Vice-Chancellors

The following persons will be nominated by the Vice-Chancellor to be his deputies for the year 2008–9 and will be admitted to office:

DAME FIONA CALDICOTT, DBE, BM B.CH MA Oxf, Principal of Somerville College

PROFESSOR M.J. EARL, BA Newc, MA Oxf, M.SC Warw, Honorary Fellow of Green Templeton College and former Dean of Templeton College

PROFESSOR E.A. FALLAIZE, MA PH.D Exe, MA Oxf, Fellow of St John's College

PROFESSOR E.G. MCKENDRICK, BCL MA Oxf, LL.B Edin, Fellow of Lady Margaret Hall

PROFESSOR A. MONACO, AB Princeton, MD PH.D Harvard, Fellow of Merton College

PROFESSOR R.W. AINSWORTH, MA D.PHIL Oxf, Master of St Catherine's College

PROFESSOR DAME AVERIL CAMERON, DBE, MA Oxf, PH.D Lond, Warden of Keble College A. DILNOT, CBE, MA Oxf, Principal of St Hugh's College

PROFESSOR DAME JESSICA RAWSON, DBE, MA LITT.D Camb, MA D.LITT Oxf, Warden of Merton College

SIR MICHAEL SCHOLAR, KCB, MA PH.D Camb, MA D.PHIL Oxf, President of St John's College

PROFESSOR P.A. SLACK, MA D.PHIL Oxf, Principal of Linacre College

R.G. SMETHURST, MA Oxf, Provost of Worcester College


3 Admission of Clerks of the Market

PROFESSOR S.D. IVERSEN, MA PH.D Camb, MA D.PHIL Oxf, Fellow of Magdalen College, nominated by the Chancellor, and R.C.S. WALKER, BA McGill, MA D.PHIL Oxf, Fellow of Magdalen College, nominated by the Vice-Chancellor, will be admitted to office as Clerks of the Market for the year 2008–9.

¶ The Oration by the Vice-Chancellor and the admission of the Pro-Vice-Chancellors and Clerks of the Market will take place in Convocation House.

^ Return to Contents of this section


CONGREGATION 14 October 2 p.m.

¶ Members of Congregation are reminded that written notice of any intention to vote against, or any proposed amendment to, the legislative proposals at items 1 (a), 3 and 4, any of the proposed changes in regulations at items 1 (b) and 2, or the resolution at item 5 below, signed in each case by at least two members of Congregation, must be given to the Registrar by noon on Monday, 6 October (see the note on the conduct of business in Congregation at the end of 'University Agenda').


1 Response to November 2007 resolution

Explanatory note

In November 2007 Council agreed to be bound to give effect to a resolution put forward by some members of Congregation, concerning a number of proposals regarding the period of service of external Council members; the use of the postal vote when the nomination of an external member is opposed; the requirement that substantive Congregation debates should be held in full term; an increase in the length of time for return of postal ballot papers; and two proposals concerning the confidentiality of ballots (full text of the resolution: pp. 261-3, 1 November 2007, www.ox.ac.uk/gazette/2007-8/weekly/011107/agen.htm). In a notice published in May 2008 (pp. 990–1, 1 May 2008, www.ox.ac.uk/gazette/2007-8/weekly/010508/agen.htm), Council indicated that it was mindful of the need not to delay the proposals unnecessarily but explained the reasons why it would not be possible to bring forward proposals until Michaelmas Term 2008. The Legislative Proposal at (a) below, together with the changes to Congregation Regulations 2 of 2002 at (b) and an amendment to the regulations concerning the Nominations Committee (see 'University Acts'), form Council's response to the resolution.

The following summarises the changes made:

(i) A limit on the period of service of members of Council

There is currently no limit on the period of service of members of Council beyond the provisions relating to age set out in Council Regulations 14 of 2002. The resolution concerned a limit on the service of external members but the proposal was equally applicable to all members and therefore the changes (to section 8 of Statute VI) introduce a limit of two full terms for elected, nominated and co-opted members, i.e. eight years in total plus any prior service on filling a casual vacancy.

(ii) The use of a postal vote rather than a Congregation debate when the nomination of an external has been opposed

New Part 9 sets out a procedure for use of a postal vote if there is notice of opposition to a nomination of an external member of Council.

(iii) A requirement that Congregation Debates and Discussions be held in Full Term

Amendments to Part 1 introduce a mechanism ensuring that, if there is notice of opposition, a meeting of Congregation will be held in Full Term. Similar provision has also been added to Part 6 concerning topics for discussion.

(iv) An increase of the minimum time allowed for return of postal ballot papers

Amendments to current regulation 4.9 (renumbered 4.10), adjust the deadlines to give a minimum of fourteen days (i) between the publication of the record of proceedings and the deadline for delivery of votes and (ii) between the dispatch of papers and the date of the vote. The existing minimums are four and seven days respectively.

(v) The use of confidential ballots in any vote in Congregation if requested by members of Congregation before the meeting

Modifications to Part 4 (chiefly the introduction of new regulations 4.2 (3) and 4.4) allow members of Congregation to request a confidential ballot.

(vi) An assurance of the confidentiality of ballots used in Congregation elections and postal votes

New regulations 4.4 (5), 4.12, 8.3 and 9.6 provide that the content of ballot or voting papers in respect of votes in Congregation, elections and postal votes (including those arising as a result of a nomination of an external member of Council) shall not be disclosed except to those counting the votes, those authorised to decide on the validity of votes and those investigating allegations of misconduct or taking legal advice.

(vii) To consider providing a procedure whereby a final vote may be taken on an amended legislative proposal at the same meeting at which an amendment has been carried

Changes to Part 2 (principally new regulations 2.11 and 2.12) allow an amended legislative proposal to be approved at the first meeting.

In addition to those amendments arising from the November 2007 Resolution, the need for two further changes has emerged during discussions relating to the Resolution.

(i) Submission of one nomination per external member vacancy to Congregation

Clarification to the regulations governing the Nominations Committee in Council Regulations 15 of 2002 is required so that only one nomination per external member vacancy is submitted by Council to Congregation. Although a change could be made in new Part 9 of Congregation Regulations 2 of 2002, it is more appropriate to make this change in the committee regulations.

(ii) Number of members required to give notice of opposition, propose an amendment or request an adjournment

Paragraphs (1) and (2) of Regulation 1.5 have been amended to remove references to the number of members required to give effective notice because the current text is misleading (the number of members required to request an adjournment under regulation 1.8 is 20).


(a) Voting on Legislative Proposal: Statute VI: length of service of elected, nominated and co-opted members of Council

The following Legislative Proposal submitted by Council under Part 2 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, Vol. 133, p. 161 as amended on 12 October 2004 and 7 March 2006, Gazette, Vol. 135, p. 214; Vol. 136, p. 752, 9 March 2006) makes changes to Statute VI to limit the period of service of elected, nominated and co-opted members of Council, including external members, to two consecutive full terms (in addition to any service filling a casual vacancy prior to that).

WHEREAS it is expedient to limit the period of service of elected, nominated and co-opted members of Council, NOW THE UNIVERSITY OF OXFORD, in exercise of the powers in that behalf conferred upon it by the Universities of Oxford and Cambridge Act, 1923, and of all other powers enabling it, ENACTS, subject to the approval of Her Majesty in Council, AS FOLLOWS.

1 In Statute VI, concerning the membership of Council (Supplement (1) to the Gazette No. 4633, 9 October 2002, amended with effect from 8 May 2003 and 7 February 2007, Gazette, Vol. 133, p. 1335, 29 May 2003; Vol. 137, p. 788, 22 February 2007), delete existing section 8 and substitute:

'8. (1) Elected or nominated members of Council shall serve for a period of four years and shall be eligible to serve for a second consecutive period of four years.

(2) Casual vacancies shall be filled for the remaining period of office of the member replaced in the same manner as that member took up office.

(3) A person who is elected or nominated to fill a casual vacancy shall be eligible to serve as an elected or nominated member of Council after the expiry of the period referred to in sub-section (2) above for a period of four years and shall be eligible to serve for a second consecutive period of four years.

(4) Co-opted members of Council may serve for a period of up to four years and shall be eligible to serve for a second consecutive period of up four years;

(5) A member who has served two consecutive periods of four years under this section shall not be eligible to serve as an elected nominated or co-opted member of Council earlier than four years after the end of his or her period of service.

(6) This section does not apply to the members of Council referred to in section 4(1)–(5) or (11)–(14) above.'

2 Ibid., in section 4 delete 'Subject to section 5 of this statute,' and substitute 'Subject to sections 5 and 8 of this statute,'.

(b) Voting on Changes to Congregation Regulations 2 of 2002

Text of Changes in Regulations

1 In Part 1 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, p. 160, as amended on 12 October 2004 and 7 March 2006, Gazette, Vol. 135, p. 214; Vol. 136, p. 669, 16 February 2006) concerning definitions and general provisions for meetings, delete existing regulation 1.5 and substitute (new text underlined):

'1.5. (1) A notice published under regulation 1.4 above must state a period beginning with the date of the notice within which notice of opposition to any item of business or of a proposed amendment must be given or a request for an adjournment must be made.

(2) If no such notice of opposition is given amendment proposed or request for an adjournment made the provisions of section 7 of Statute IV shall apply and the meeting may be cancelled. (3) If a meeting date is outside Full Term, notice of opposition or the proposal of an amendment by at least two members shall automatically also be treated as a request for adjournment to be handled by the procedure under regulation 1.9.'

2 Ibid., delete paragraph (1) of existing regulation 1.9 and substitute (new text underlined):

'1.9.(1) Whenever a request for adjournment is received under regulations 1.5 (3) or 1.8 above, the Vice-Chancellor shall refer it to the Proctors, who shall decide whether or not it shall be granted.'

3 Ibid., in regulation 1.10 delete 'regulation 1.7 or regulation 1.8' and substitute 'regulations 1.5 (3), 1.7 or regulation 1.8'.

4 Ibid., in Part 2 concerning legislative proposals, delete existing regulations 2.6–2.10 and substitute the following (new text underlined):

'2.6. Where an amendment is proposed the Vice-Chancellor in consultation with the Proctors shall decide and report to Council whether it is a true amendment or an alternative proposal. 2.7. The Vice-Chancellor shall report to Council all amendments which have been accepted as true amendments in accordance with regulation 2.6 above, and Council shall forward them to Congregation together with any amendments which Council itself may propose. 2.8. All amendments forwarded to Congregation under regulation 2.7 above, and any notice of opposition given under regulation 2.4, shall be published by the Registrar in the University Gazette not less than four days before the date of the meeting at which the legislative proposal is to be considered.

First meeting

2.9. Where more than one amendment is proposed the Vice-Chancellor in consultation with the Proctors shall decide whether the amendments are inconsistent with each other or may be taken cumulatively and, in the light of that decision, the order in which they should be put to the vote.

2. 10. At the first meeting at which the legislative proposal is considered Congregation may first approve or reject any amendments to it which have been duly proposed in accordance with regulations 2.4, 2.7 and 2.8.

2.11. If no amendments have been proposed, or if all amendments proposed are rejected or under regulation 2.19 below have lapsed, Congregation may at the first meeting pass or reject the legislative proposal in the form in which it was originally proposed.

2.12. If amendments to a legislative proposal are approved by Congregation under regulation 2.10 above, the following procedure shall be used.

(1) Congregation may at the first meeting pass or reject the amended proposal

(a) if the Proctors have stated in the notice of the meeting given under regulation 2.8 above that they recommend that postponement to a second meeting not be required and

(b) unless Congregation approves a motion put by two members at the meeting in question to require postponement to a second meeting.

(2) Otherwise further proceedings on the proposal in question shall be postponed to a second meeting in accordance with regulations 2.13-2.18 below and the proposal shall be republished in the University Gazette so as to show the amendments made.'

5 Ibid., in regulations 2.13 and 2.15 delete 'regulation 2.11' and substitute 'regulation 2.13', in 2.14 and 2.15 (1) delete 'regulation 2.13' and substitute 'regulation 2.15', in 2.16 delete 'regulation 2.15' and substitute 'regulation 2.17 (2), and renumber existing 2.11'2.22 as 2.13–2.24.

6 Ibid., in Part 3 concerning resolutions, delete existing 3.1 and substitute:

'3.1.(1) This Part applies to resolutions submitted under section 1 (2) of Statute IV by twenty or more members of Congregation that Council should be instructed to make legislative proposals, and to all other resolutions which are not legislative proposals.

(2) This Part does not apply to Parts 8 and 9.'

7 Ibid., in regulation 3.21 delete 'regulation 3.16 above or regulation 3.20 below' and substitute 'regulations 3.16 or 3.20 above'.

8 Ibid., in Part 4 concerning voting, delete existing regulation 4.2 and substitute (new text underlined):

'4.2. (1) When any question has been put to Congregation by the Chairman he or she may direct that a vote be taken, or may announce that in his or her opinion the proposal is accepted or rejected, as the case may be.

(2) If the Chairman's opinion so declared is challenged by at least six members rising in their places, he or she shall direct that a vote be taken.

(3) Where the Chairman directs that a vote is to be taken at a meeting of Congregation it shall be conducted by division of the House unless either

(a) the Vice-Chancellor and Proctors have determined that it shall be determined by ballot and have made a statement to that effect in the notice of the meeting given under regulation 1.4 above; or

(b) twenty or more members of Congregation have given written notice to the Registrar not later than noon on the eighth day before the meeting that they wish the vote to be conducted by ballot.'

9 Ibid., insert new regulation 4.4 below:

'4.4.(1) Where a vote is to be conducted by ballot the ballot paper shall be in a form determined by the Vice- Chancellor which will enable a vote For or Against each proposal or resolution to be clearly registered.

(2) It shall be the duty of the Proctors to ensure that there is a sufficient number of ballot papers at the meeting to enable all members present to vote.

(3) A ballot paper shall not be counted unless it states the name and college or department of the person voting and is signed by that person.

(4) The Proctors shall be responsible for the counting of the ballot papers and the result of the ballot shall be announced by the Vice-Chancellor as soon as possible at the meeting.

(5) The contents of individual ballot papers shall not be disclosed to any person except as necessary for the purpose of counting the ballot papers or of investigating allegations of misconduct or taking legal advice.'

10 Ibid., in regulation 4.9 concerning the conduct of postal votes, delete paragraph (1) and substitute (new text underlined):

'(1) (a) The Registrar shall dispatch to every member, not less than fourteen days before the day fixed by the Vice-Chancellor for the vote, a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar.

(b) The time specified under (a) above shall not be earlier than fourteen days after the publication of the University Gazette referred to in regulation 4.8 above. (c) Where any part of the fourteen days referred to in sub-paragraph (a) above falls outside Full Term the Vice-Chancellor and Proctors shall agree suitable means for facilitating the participation of members of Congregation who may be outside Oxford at the time.'

11 Ibid., in regulations 4.5, 4.7 and 4.8, delete 'regulation 4.4' and substitute 'regulation 4.5' and renumber existing 4.4–4.10 as 4.5–4.11.

12 Ibid., insert new regulation 4.12:

'4.12. The contents of individual voting papers shall not be revealed to any person except as necessary for the purposes of regulation 4.10 (5) or of investigating allegations of misconduct or taking legal advice.'

13 Ibid., in Part 6 concerning topics for discussion, insert new regulation 6.3 and renumber existing regulations 6.3–6.4 as 6.4–6.5:

'6.3 Topics for discussion shall be scheduled for meetings within Full Term unless a reason for urgency is given, in which case that reason shall be published in the University Gazette.'

14 Ibid., in Part 8 concerning elections, insert new regulation 8.3:

'8.3.The contents of individual voting papers shall not be disclosed to any person except as necessary for the purposes of regulation 8.2 (5) (d) or of investigating allegations of misconduct or taking legal advice.'

15 Ibid., after Part 8 insert new Part 9 as follows and renumber existing Part 9 as Part 10, and renumber existing regulations 9.1–9.5 as 10.1–10.5:

'Part 9

Approval by Congregation of nominations made under section 4 (7)–(10) of Statute VI

9.1. This Part applies to the approval by Congregation of persons nominated in accordance with regulation 3.82 (2) of Council Regulations 15 of 2002 to serve as members of Council under section 4 (7)–(10) of Statute VI.

9.2. The nomination shall be published in the University Gazette.

9.3. The nomination shall be deemed to be approved unless not later than 4 p.m. on the fourteenth day after publication the Registrar has received from not less than twenty members of Congregation a written request for a postal ballot to be taken on a candidate, except that the period shall be extended by one day for every day of the initial fourteen days that lie outside of Full Term.

9.4. If a nomination is deemed approved under 9.3 above, a notice to that effect shall be published in the University Gazette.

9.5. If a postal ballot is requested under 9.3 above, the procedure shall be as follows.

(1) The Registrar shall publish notice of the postal ballot in the University Gazette which shall include the date fixed by the Vice-Chancellor for the vote.

(2) The Registrar shall dispatch to every member a voting paper on which shall be specified the latest time by which it must be delivered to the Registrar; that time shall be at least fourteen days after dispatch of the voting papers, except that the period shall be extended by one day for every day of the initial fourteen days that lie outside of Full Term.

(3) If a postal ballot has been requested in respect of more than one candidate there shall be a separate voting paper for each candidate.

(4) The time specified under (1) above shall not be earlier than twenty-one days after the publication of the University Gazette referred to in regulation 9.4 above.

(5) Each voting paper shall state the name of the candidate in question and enable the voter to cast a vote For or Against that candidate.

(6) No postal ballot shall be deemed to be invalid owing to misdirection or non-receipt of any voting paper.

(7) The Registrar shall be responsible for the counting of votes, but the Vice-Chancellor and Proctors shall decide on the validity of any vote which, in the opinion of the Registrar, is in doubt.

(8) In the event of an equality of votes the Vice-Chancellor shall have a second or casting vote.

(9) The result of the ballot shall be published in the University Gazette.

9.6. The contents of individual ballot papers shall not be revealed to any person except for the purposes of regulation 9.5 (7) or of investigating misconduct or taking legal advice.'

16 Ibid., in regulation 10.5 (1) delete 'regulation 9.3' and substitute 'regulation 10.3' and delete 'regulation 9.4' and substitute 'regulation 10.4', and in regulation 4.7 (5) and the footnotes attached to regulations 1.15 (2) and 1.16 delete 'Part 9' and substitute 'Part 10'.


2 Voting on Changes to Congregation Regulations 2 of 2002: Elections

Explanatory note

The following changes to Part 8 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, p. 160, as amended on 12 October 2004 and 7 March 2006, Gazette, Vol. 135, p. 214; Vol. 136, p. 669, 16 February 2006), made on the recommendation of the Academic Registrar, amend the regulations concerning elections to Council and its committees by Congregation, and to divisional and faculty boards by other constituencies, (i) to provide greater clarity by setting out current practice in the regulations (including the invitation to provide a biographical statement); and (ii) to limit to ten the number of members who may support a nomination in the interests of expediency. Council has approved in principle the changes to the regulations concerning Divisional Boards and Faculty Boards that do not require approval by Congregation, but these are being published below, together with the changes to the regulations concerning the Conduct of Business in Congregation, because they set out similar changes to their respective election procedures which need to be implemented at the same time.

Text of Changes in Regulations

1 In Part 8 of Congregation Regulations 2 of 2002 insert new paragraphs (3) and (4) in regulation 8.1:

'(3) The forty-nine day period referred to in paragraph (2) above must fall within a single Full Term.

(4) An election to fill a casual vacancy shall be subject to the regulations of this Part.'

2 Ibid., delete existing regulation 8.2 (1)–(2) and substitute (new text underlined):

'(1) No candidate shall have votes reckoned to him or her at any election unless he or she has been nominated in writing, not later than 4 p.m. on the twenty-eighth day before that fixed for the election, by no fewer than four members, and no more than ten members, other than the candidate.

(2) (a) All nominations, dated and signed, shall be delivered to the Registrar within the times laid down above, and in such form as shall be determined by the Vice-Chancellor, and shall be published by the Registrar in the University Gazette as soon as possible. (b) Each candidate for election shall be invited to prepare a written statement, of no more than 250 words, setting out his or her reasons for standing and qualifications for the office being sought. In the event of contested election to the vacancies in question, these statements shall be published in the University Gazette and on the official Council Elections Web site. The Registrar shall be responsible for ensuring that the length of such statements does not exceed the stipulated 250 words, and in the event that they do, or of any other questions arising about the content of such statements, shall refer to the Vice-Chancellor and Proctors for a determination of how to proceed.'

3 Ibid., insert new regulation 8.3:

'8.3. For the purposes of these regulations, academic standing is as defined in Council Regulations 22 of 2002, Part 2: Academic Precedence and Standing.'

4 In Council Regulations 17 of 2002, concerning Divisional Boards (Supplement (2) to Gazette No. 4628, 26 June 2002, p. 1406, as amended on 5 May 2005, 14 July 2005, 13 October 2005, 16 March 2006, 4 May 2006, 27 July 2006, 7 June 2007, 12 July 2007, 18 October 2007 and 21 February 2008, Gazette, Vol. 135, pp. 926, 1270; Vol. 136, pp. 182, 786, 988, 1390; Vol. 137, pp. 1254, 1358; Vol. 138, pp. 216, 684), in regulation 19 insert new paragraphs (3) and (4):

'(3) The forty-nine day period referred to in paragraph (2) above must fall within a single Full Term.

(4) An election to fill a casual vacancy shall be subject to the regulations of this Part.'

5 Ibid., delete regulations 20 and 21 and substitute (new text underlined):

'20. No candidate shall have votes reckoned to him or her at any election, unless he or she has been nominated in writing not later than 4 p.m. on the twenty-eighth day before that fixed for the election by no fewer than four members, and no more than ten members, other than the candidate, qualified under these regulations to vote for his or her election.

21. (1) All nominations, dated and signed, shall be delivered to the Secretary of Faculties and Academic Registrar within the times laid down above, and in such form as shall be prescribed by the Vice-Chancellor, and shall be published by the Secretary of Faculties and Academic Registrar in the University Gazette as soon as possible. (2) Each candidate for election shall be invited to prepare a written statement, of no more than 250 words, setting out his or her reasons for standing and qualifications for the office being sought. In the event of contested election to the vacancies in question, these statements shall be published in the University Gazette and on the official Council Elections Web site. The Registrar shall be responsible for ensuring that the length of such statements does not exceed the stipulated 250 words, and in the event that they do, or of any other questions arising about the content of such statements, shall refer to the Vice-Chancellor and Proctors for a determination of how to proceed.'

6 Ibid., insert new regulation 24 and renumber existing regulations 24–39 as 25–39:

'24. For the purposes of these regulations, academic standing is as defined in Council Regulations 22 of 2002, Part 2: Academic Precedence and Standing.'

7 In Council Regulations 19 of 2002, concerning Faculty Boards (Supplement (2) to Gazette No. 4628, 26 June 2002, p. 1411, as amended on 5 May 2005 and 16 March 2006, Gazette Vol. 135, p. 926; Vol. 136, p. 786), delete existing regulation 29 and substitute (new text underlined):

'29.(1) The Secretary of Faculties and Academic Registrar shall give, in the University Gazette, at least forty-nine days' notice of the day of election, and shall at the same time give notice of the number of official members, if any, and the number of ordinary members to be elected, and of the latest days on which nominations of candidates must be delivered at the University Offices.

(2) The forty-nine day period referred to in paragraph (1) above must fall within a single Full Term.

(3) An election to fill a casual vacancy shall be subject to the regulations of this Part.

8 Ibid., delete regulations 30 and 31 and substitute (new text underlined):

'30. No candidate shall have votes reckoned to him or her at any election, unless he or she has been nominated in writing not later than 4 p.m. on the twenty-eighth day before that fixed for the election by no fewer than four members, and no more than ten members, other than the candidate, qualified under these regulations to vote for his or her election. 31. (1) All nominations, dated and signed, shall be delivered to the Secretary of Faculties and Academic Registrar within the times laid down in regulation 30 above, and in such form as shall be prescribed by the Vice-Chancellor, and shall be published by the Secretary of Faculties and Academic Registrar in the University Gazette as soon as possible.

(2) Each candidate for election shall be invited to prepare a written statement, of no more than 250 words, setting out his or her reasons for standing and qualifications for the office being sought. In the event of contested election to the vacancies in question, these statements shall be published in the University Gazette and on the official Council Elections Web site. The Registrar shall be responsible for ensuring that the length of such statements does not exceed the stipulated 250 words, and in the event that they do, or of any other questions arising about the content of such statements, shall refer to the Vice-Chancellor and Proctors for a determination of how to proceed.'

9 Ibid., insert new regulation 36 and renumber existing regulations 36–39 as 37–40:

'36. For the purposes of these regulations, academic standing is as defined in Council Regulations 22 of 2002, Part 2: Academic Precedence and Standing.'


3 Voting on Legislative Proposal: Statute XV: College Contributions and College Accounts

Explanatory note

The following Legislative Proposal submitted by Council under Part 2 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, Vol. 133, p. 161, as amended on 12 October 2004 and 7 March 2006 (Gazette, Vol. 135, p. 214; Vol. 137, p. 669), which is promoted on the recommendation of the College Contributions Committee, makes changes to the existing legislation governing the College Contributions Scheme and the College Accounts, taking into account comments from the College Accounts Committee. The principal change is the creation of an endowment fund in perpetuity out of which grants to colleges will be paid. The opportunity has also been taken to clarify the requirements for financial statements, create a power to charge interest on late payment of contributions, and to remove outdated references.

WHEREAS it is expedient to change the existing provisions governing the College Contributions Scheme and College Accounts, NOW THE UNIVERSITY OF OXFORD, in exercise of the powers in that behalf conferred upon it by the Universities of Oxford and Cambridge Act, 1923, and of all other powers enabling it, ENACTS, subject to the approval of Her Majesty in Council, AS FOLLOWS.

1 Repeal existing Statute XV, concerning College Contributions and College Accounts (Supplement (1) to Gazette No. 4633, 9 October 2002, pp. 129–130, amended with effect from 21 January 2003, Gazette, Vol. 133, p. 633, 23 January 2003) and substitute with new Statute XV.

2 Sections 1–6 of this statute shall be effective from the date on which they are approved by Her Majesty in Council; sections 7–13 shall have immediate effect.

STATUTE XV: COLLEGE CONTRIBUTIONS SCHEME AND COLLEGE ACCOUNTS

(Sections 1–6 are 'Queen-in-Council' statutes ' see section 2 (2) of Statute IV)

Approved with effect from [date]

1. In this statute and any associated regulations the following expressions shall have the meanings set out below unless the context otherwise requires:

(1) 'the scheme' means the scheme referred to in section 2 of this statute;

(2) 'the fund' means the College Contributions Fund constituted by the contributions to be paid by the colleges;

(3) 'college' means

(a) any of the colleges and societies listed in Statute V, sections 1 and 5 (but not the Permanent Private Halls), and

(b) any foundation which Council, with the prior agreement of the Conference of Colleges, shall by regulation declare to be a college for the purposes of the scheme;

(4) 'financial year' means a year beginning on 1 August and ending on 31 July following.

PART A: COLLEGE CONTRIBUTIONS SCHEME

2. The purpose of the College Contributions Scheme is to establish the college Contributions Fund, which shall be held by the University in trust in perpetuity to make such grants and loans to colleges for University purposes as may seem desirable.

3. The scheme shall be administered by the College Contributions Committee, the membership, functions, and powers of which shall be laid down by Council by regulation.

4. Each college shall as soon as possible after the end of each financial year and in any case before the 31 January next following pay to the University for the account of the Fund a sum calculated in accordance with regulations made by Council. If any college does not pay the contribution by the due date the College Contributions Committee shall have the power to charge interest on overdue sums as laid down by regulation.

5. Distributions from the Fund to the colleges and the societies or any of them shall be made annually by regulation after Council has considered the recommendations made by the College Contributions Committee.

6. If for regulatory or other reasons beyond the control of the University and the colleges it becomes impractical to operate the scheme in accordance with this statute and the regulations made under it, then any outstanding liability on any party to contribute shall be extinguished; and any monies remaining in or returned to the Fund shall be applied for such other University purposes as Council shall determine.

PART B: COLLEGE ACCOUNTS

7. Council shall establish a College Accounts Committee, the membership, functions and powers of which shall be laid down by regulation.

8. At the end of each financial year, and by a date laid down by regulation, every college shall prepare, and submit for appropriate examination by auditors, statements in respect of the financial year just ended.

9. The statements required under section 8 of this statute shall be prepared so as to conform in all material respects to regulations made by Council for the preparation of college accounts.

10. The financial statements for the year concerned prepared by each college shall give a true and fair view of:

(1) the state of affairs of the college, and of the college together with its subsidiaries and connected entities, at the balance sheet date; and

(2) the consolidated income and expenditure of the college together with its subsidiaries and connected entities for the year ended on that date; in accordance with UK Generally Accepted Accounting Practices ('GAAP') and with this statute. 11. Every college shall also supply with its accounts, but not for publication, such other financial information, either audited or unaudited, as is specified by Council by or under the regulations. 12. (1) By the date laid down by regulation, the statements and the report of the independent auditors shall be presented to the College Accounts Committee.

(2) The College Accounts Committee shall then order the publication of those statements and certificates within the University. 13. The reports of the independent auditors shall include, in a form laid down by Council by regulation, any further report which may be required by the University's external auditors in respect of any public funds transferred to the college by the University during the immediately preceding financial year.

Regulations to be made by Council if the Statute is approved

1 In Council Regulations 15 of 2002, concerning committees reporting directly to Council (Supplement (2) to Gazette No. 4628, 26 June 2002), delete existing regulations 3.30–3.34, concerning the College Contributions Committee (p. 1397), and renumber existing regulations 3.35–3.125 as 3.30–3.120.

2 Delete existing Council Regulations 1 of 2005, concerning College Contributions (Gazette, Vol. 135, p. 1110, 2 June 2005) as amended on 21 September 2006 (Gazette, Vol. 137, p. 2) and substitute new Council Regulations 2 of 2008.

REGULATIONS FOR COLLEGE CONTRIBUTIONS

Council Regulations 2 of 2008

Made by Council on [date]

1. These regulations are made under the provisions of Statute XV, and references to sections are to the sections of that statute unless otherwise stated.

2. (1) The College Contributions Committee established by section 3 shall consist of

(a) a Chairman appointed by the Vice-Chancellor;

(b)–(d) three members appointed by Council, one of whom shall be appointed from among its own members;

(e)–( h) four members elected by the Conference of Colleges.

(2) The appointed and elected members shall hold office for four years.

(3) The committee shall be responsible to Council:

(a) for the proper administration of the Fund; and

(b) for the distribution of income from the Fund in accordance with these Regulations.

(4) The committee shall have the power (subject to regulation 7 below):

(a) to make rulings on the income of colleges for the purpose of the Scheme, and on their consequent liability to contribute;

(b) to call for reports from colleges to amplify their financial statements and calculations;

(c) to determine what grants or loans from the Fund will meet the purpose of the Scheme;

(d) to carry out whatever investigation may be necessary in order to ascertain that grants and loans have been used as intended; and

(e) to charge interest on late payment of contributions at the official rate of interest (that is to say, the rate applicable under Section 178 of the Finance Act 1989, or any statute amending or replacing that Section).

(5) The committee shall review the scheme after five years of operation and report to Council on its performance.

3. The sum payable by each college under section 4 shall be calculated as follows:

(1) The total annual sum to be transferred to the Fund shall set by Council. The aggregate contribution of the colleges to the Fund shall be capped at £3m per annum; and the contribution of the University shall be capped at £2m in 2008/9 and £1m in each subsequent year.

(2) Contributions under these regulations shall be made for a fixed period of ten years, the final contribution being made on the basis of the annual accounts prepared by colleges as at 31 July 2017. No contributions under these regulations will be levied thereafter.

(3) The bands and rates of contribution for a particular financial year shall be set by Council by regulation on the recommendation of the committee before the end of that year. If the total sum raised from the colleges exceeds the agreed amount, the committee shall have the power to order a rebate to colleges pro rata (rebating in equal proportion to all contributing colleges). If the sum raised from colleges falls short of the agreed amount the committee shall, if necessary, adjust the contribution rate in the following year to make up the deficit.

(4) The bands and rates for 2008/9 shall be as follows:

On the first £30m of taxable assets NIL
On the next £3m 0.10 per cent
On the next £3m 0.20 per cent
On the next £3m 0.30 per cent
On taxable assets over £39m 0.36 per cent

At the same time as submitting its annual financial statements under section 8, each college shall also submit a statement in the form set out in the Schedule to these Regulations.

4. In order to calculate contributions, assets will be computed on the basis of the aggregate of the following:

(1) total funds less tangible fixed assets per the consolidated audited financial statements of the college at 31 July;

(2) 30 per cent of conference and function income included in the consolidated audited financial statements of the college at 31 July, multiplied by 100/4; and

(3) total funds per the consolidated audited financial statements of any entity over which the college exercises control or dominant influence, or whose objectives are mainly or exclusively confined to the benefit of the college, if the financial statements of that entity are not consolidated with those of the college—such financial statements to be drawn up not more than twelve months preceding the 31 July at which the college's financial statements are drawn up;

less:

(4) funds included in total funds per the consolidated audited financial statements of the college at 31 July which must be applied by the college as sole trustee for purposes wholly outside the objects of the college; and

(5) allowances for exceptional obligations, multiplied by 100/4.

5. Conference and Function Income.

(1) There shall be excluded from conference and function income all fees, dues, establishment charges and charges for meals which are paid to the college by or on behalf of junior members of the college who are members of the University; and also charges paid to the college by senior members of the college in connection with their employment by the college, or in connection with their membership of the college or its common room.

(2) Conference and function income shall otherwise include all fees and charges paid to the college by or on behalf of all parties, including visiting students who are not members of the University, and all fees and charges paid to the college in respect to conferences and functions organised by or on behalf of members of the college.

6. Exceptional Obligations.

(1) Exceptional obligations recognised by the College Contributions Scheme prior to 2007/8 will not be carried forward into the Scheme from 2008/9 onwards.

(2) Notwithstanding regulation 6 (1), if a contributing college makes to the College Contributions Committee a written application on the ground that its endowment is burdened by some charge or obligation of an exceptional nature in respect of which a deduction ought fairly to be made (whether imposed on the college or accepted voluntarily by the college for reasons which the committee considers reasonable having regard to the interest not necessarily only of the college but if appropriate also of the University and colleges as a whole), the committee shall consider that application and may at its discretion decide what deduction (if any) shall be allowed to the college in respect of that charge or obligation.

7. (1) The committee shall make recommendations to Council at least once a year on the allocation of the income of the College Contributions Fund to and between the colleges, with the proviso that the committee may recommend that no allocation be made.

(2) The criteria for making an award will be satisfied if a college can provide evidence to show that:

(a) the college has a low endowment per student, the calculation of which shall be decided by the committee; and

(b) it is below a median or target value in one or more categories for which grants will be awarded as defined by the committee; and

(c) it makes a case for support.

8. Appeal to Council.

A college aggrieved by a decision of the committee may appeal to Council.

The Schedule

Statement of Assets and Contribution

Year ended 31 July
£ £
Total consolidated funds ...
Less: tangible fixed assets (...)
...
Conference and function income ...
30% thereof ...
Multiplied by 100/4 ...
Total funds of any entity over which the college exercises control or dominant influence, or whose objects are mainly or exclusively confined to the benefit of the college, if the financial statements of that entity are not consolidated with those of the college ...
Funds included in total funds which must be applied by the college as sole trustee for purposes wholly outside the objects of the college (...)
Allowances for exceptional obligations ...
Multiplied by 100/4 (...)
Aggregate taxable assets ...
College contribution payable on aggregate taxable assets:
On £... 0.00% 0
On £... ...% £...
On £... ...% £...
On residual £... ...% £...
Total college contribution payable £...

[These regulations, made on the recommendation of the College Contributions Committee, set down the terms of a new College Contributions Scheme which establishes an endowment fund into which contributions from both colleges and the University will be paid over a finite period of ten years. The University is empowered to raise contributions from the colleges; in the last forty years, this power has been used to redistribute funds to low endowment colleges. The Scheme envisages that, after ten years, no further contributions will be raised for this purpose. The new regulations revise the remit of the College Contributions Committee to cover management of the endowment fund (and relocate the regulations governing the committee within the Regulations for College Contributions). They also set out the manner in which contributions are calculated and create an appeal process. The tax bands and tax rates set out in regulation 3 (4) are under review; the College Contributions Committee will consult with the colleges and put in place any revision which may be proposed before the collection of contributions in March 2010.]


4 Voting on Legislative Proposal: Statute XVI: Part D: Trusts

Explanatory note

The following Legislative Proposal submitted by Council under Part 2 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, Vol. 133, p. 161 as amended on 12 October 2004 and 7 March 2006, Gazette Vol. 135, p. 214; Vol. 136, p. 752, 9 March 2006) makes a change to Statute XVI to update a reference to the Trusts Pool, following approval by Her Majesty in Council of the Oxford Endowment Fund Scheme which replaced it

WHEREAS it is expedient to replace a reference to the Trusts Pool with a reference to the Oxford Endowment Fund, NOW THE UNIVERSITY OF OXFORD, in exercise of the powers in that behalf conferred upon it by the Universities of Oxford and Cambridge Act, 1923, and of all other powers enabling it, ENACTS, subject to the approval of Her Majesty in Council, AS FOLLOWS.

In Part D of Statute XVI concerning trusts (Supplement (1) to Gazette No. 4633, 9 October 2002, amended with effect from 8 May 2003 and 10 June 2008, Gazette Vol. 133, p. 1335, 29 May 2003; Vol. 138, p. 1121, 22 May 2008), delete section 17 and substitute (new text underlined):

'17. The investment of trust property shall be subject to the provisions of such scheme as may from time to time be approved by Her Majesty in Council under the provisions of section 2 of the Universities and Colleges (Trusts) Act 1943, and the fund established under any such scheme shall be known as the Oxford Endowment Fund.'

Changes in Regulations to be made by Council if the Statute is approved by Congregation

Financial Regulations

In Council Regulations 1 of 2008 (Supplement (2) to Gazette No. 4851, 9 July 2008), delete regulation 5.7 and substitute (new text underlined):

'5.7 Oxford University Endowment Management Limited

All the University's other investments are to be managed by (and all other decisions relating to the University's investments are to be taken by) Oxford University Endowment Management Limited ('OUEM'), a Subsidiary Company, in accordance with a strategy determined from time to time by the Investment Committee.

OUEM is responsible for the management of the Oxford Endowment Fund.

The following authorisation limits are applicable in University investment decisions:

Chief Investment Officer: Less than or equal to £50m

Written approval of two members of the Board of OUEM: Over £50m and under £100m

Recommendation by OUEM: £100m and over'

[These changes update references in the Financial Regulations to the Trusts Pool and to Oxford University Asset Management Limited, renamed following approval by Her Majesty in Council of the Oxford Endowment Fund Scheme.]


5 Voting on resolution authorising use of space in Rex Richards Building

Explanatory note

The allocation of space in the Rex Richards Building to the Dunn School of Pathology will provide a temporary base for the School whilst the Sir Leslie Martin Building is being replaced.

Text of resolution

That approximately 720 sq.m of floor space on the first and second floors of the Rex Richards Building, currently occupied by the MRC Immunochemistry Unit and the Department of Biochemistry, be allocated to the Dunn School of Pathology when vacated by its current occupants (1 October 2008 and 1 January 2009 respectively), on a temporary basis until the replacement Sir Leslie Martin Building is ready for occupation (expected January 2011).

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