• COUNCIL OF THE UNIVERSITY
  • Nomination of external member of Council
  • Changes in Regulations
  • Corrigendum: Use of Information Technology Facilities
• PLANNING AND RESOURCE ALLOCATION COMMITTEE OF COUNCIL
  • Changes in Regulations
• COUNCIL OF THE UNIVERSITY
  • Register of Congregation
• DIVISIONAL AND FACULTY BOARDS

COUNCIL OF THE UNIVERSITY

Nomination of external member of Council

Under regulation 9.3 of Congregation Regulations 2 of 2002 (Supplement (1) to Gazette No. 4633, 9 October 2002, p. 160, as amended on 12 October 2004, 7 March 2006 and 14 October 2008, Gazette, Vol. 135, p. 214; Vol. 136, p. 669, 16 February 2006; Vol. 139, pp. 5–8, 25 September 2008) the nomination below shall be deemed to be approved unless not later than 4 p.m. on 19 August 2010 the Registrar has received from not fewer than twenty members of Congregation a written request for a postal ballot to be taken.

Approval of nomination of Jayne Almond as an external member of Council

The nomination by Council, under the provisions of section 4 (7)–(10) of Statute VI (Supplement (1) to Gazette No. 4633, 9 October 2002, as amended on 8 May 2003, 7 February 2007, 27 May 2008, 16 December 2008, 8 April 2009 and 10 February 2010, Gazette, Vol. 133, pp. 183, 270, 1335, 29 May 2003; Vol. 137, pp. 1109–10, 788, 22 February 2007; Vol. 138, pp. 991–2, 1 May 2008, date of effect 1 October 2008; Vol. 139, p. 458, 11 December 2008; Vol. 139, p. 932, 23 April 2009; Vol. 140, p. 748, 18 March 2010), of JAYNE ALMOND as a member of Council for a period of four years from Michaelmas Term 2011, is submitted for approval.

Notes on the nominated external member of Council

Jayne Almond graduated in PPE (St Hilda's, 1975–8). She then worked for Shell from 1978 to 1984 in a number of roles before moving to LEK Consulting, a leading strategy consulting firm, where she became a senior partner and Head of LEK's Financial Service practice. In 1999 she joined Lloyds TSB where she had a number of roles including Managing Director of European Internet Banking, Director of Retail Banking Strategy and Group Marketing Director.

She left Lloyds TSB to join Barclays in 2003 where she became Managing Director of Barclays Home Finance division, which included Barclays/Woolwich mortgage business. She left Barclays to set up Stonehaven, a specialist mortgage business, which was launched in August 2006 and where she is currently Executive Chairman. She plans to reduce her day-to-day involvement in Stonehaven to free up time to take up her new responsibilities. Ms Almond is a member of the Competition Commission and has been a non-executive director of Ascot plc and Deputy Chairman of CDC (the UK government's development finance institution).

Changes in Regulations

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

(a) The holding of outside appointments and the conduct of outside work

Explanatory Note

These changes make a number of amendments to Council Regulations 5 of 2004 to reflect decisions taken by the Personnel Committee. The distinctions between how executive directorships and directorships are to be treated are removed. The reference to a degree course is deleted in order to cover examinations that are not part of degree courses. The need to seek approval is removed in respect of activities that are neither paid nor impinge on what might be thought to be normal working time. Reference to Oxford University Consulting is removed as it is more appropriately placed in guidance than in the regulations. Reference to the role of Research Services is also removed as it is not now as described in the existing regulations. Reference to carrying out commercial activities on university premises is removed as this is best handled through the application form and the guidance. The issue of VAT implications is inserted for clarity and completeness. Reference to the Conflict of Interest Committee is amended to clarify that the holding of both executive and non-executive directorships needs to be considered by the Committee.

Text of Regulations

In Council Regulations 5 of 2004 concerning the holding of outside appointments and the conduct of outside work (Supplement (1) to Gazette No. 4703, 14 July 2004) delete regulations 1–8 and substitute (new text underlined, deleted text scored through):

'1. (1) All university employees, with the exception of CUF lecturers, shall obtain approval from their head of department, faculty board chairman, or head of division as appropriate for the holding of any outside appointment (including directorships), and for undertaking other outside activities (including the holding of consultancies and directorships).

(2) CUF lecturers shall be subject to regulations 6–8 below in relation to the holding by them of executive directorships.

2. The following shall not count as outside appointments for this purpose: Such approval is not required for:

(1) the holding of the office of Proctor or Assessor;

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

(3) the holding of a commemorative lecturership or similar post in any university with the duty to give not more than eight lectures in any year of office; clinical work, where this is already set out in the terms and conditions of employment of staff with clinical responsibilities;

(4) activities or responsibilities normally associated with, or arising from, scholarly work which do not involve a formal and continuing contract. (including, for example, serving as a grant reviewer, or as a member of an editorial board, research advisory body, or government sponsored committee, or giving occasional guest lectures;

(5) activities or responsibilities which are neither paid nor require the commitment of time that might otherwise reasonably be expected to be devoted to university duties.

3. For the purpose of the regulations which follow, an executive directorship is one involving an active management role, whether or not including research, in the company concerned.

43. Approval may be granted for outside work and the holding of outside appointments, without any deduction from salary, subject to the following conditions:

(1) the application shall be made on the appropriate form (available, together with a guidance note which includes information about the role which Oxford University Consulting can play in support of staff who wish to make their expertise available to outside bodies, on the university website);

(2) the employee's line manager where relevant and head of department (or faculty board chairman in non-departmentally-organised subjects) must sanction the application: where the employee is a head of department (or faculty board chairman), the head of division shall be responsible for granting this sanction;

(3) the employee must make a conflict of interest declaration on the application form;

(4) the total commitment to such outside work and appointments must not exceed thirty days in any calendar year (subject to regulation 54 below): where, exceptionally, consent is given under regulation 65 below for the holding of an executive directorship, the employee shall have an ongoing obligation to consult both the head of the department (or faculty board chairman in non-departmentally organised subjects) and the head of the division concerned if there is any indication that the thirty-day period may need to be extended in order that the employee might perform his or her statutory and common law duties as an executive director;

(5) terms and conditions which are proposed to govern an outside appointment must be scrutinised and endorsed by Research Services on behalf of the University, and must not be amended without the prior written approval of Research Services;

(6) Research Services must be satisfied that there will be no conflict with the terms governing any external funding for the employee's salary (or for any externally funded project for which the employee is Principal Investigator or Co- investigator), and that any necessary consents have been obtained from the funding body;

(7) the employee shall not carry out any commercial activities on University premises;

(85) the employee shall comply with the Regulations relating to the Use of Information Technology Facilities;

96) the employee shall not use university facilities, including e-mail or mailing addresses, in connection with the outside appointment without the permission of the head of department or faculty board chairman (who should consider any VAT implications and who may levy a charge at the appropriate economic rate);

(107) the employee shall consult the Conflict of Interest Committee if in the ongoing performance of the outside work or appointment he or she at any time perceives a conflict or potential conflict with his or her duties to the University, or with the wider interests of the University.

54. Approval for cases where the proposed commitment exceeds thirty days may still be sought: in such cases the department or faculty board shall refer the request to the divisional board, and if it is approved a deduction from salary shall be made. (Partial or full secondment may be more appropriate for particularly time-consuming outside appointments)

65. No employee of the University shall hold any executive directorship without the express consent of the Committee on Conflict of Interest, as well as of his or her head of department, faculty board chairman, or head of division as appropriate.

7. Consent to the holding of executive directorships may be given in the following circumstances:

(1) where the employee has satisfied the Committee on Conflict of Interest that the holding of an executive directorship is or will be necessary in order to satisfy the requirements of a recognised stock exchange for the listing of scientific, research-based companies; and/or

(2) where the Committee on Conflict of Interest is satisfied that consent will be justified on other grounds, although it should be noted that such consent will only be given in exceptional cases.

8. If the Committee on Conflict of Interest gives consent under regulation 6 above, the employee may proceed with an application for approval under regulations 4–5 above.'

(b) Income grants from the College Contributions Fund

Explanatory Note

This regulation authorises the income grants which Council, on the recommendation of the College Contributions Committee, has decided to make out of the accumulated balance of the College Contributions Fund. The sums listed are maxima; the payment of the grant and the precise sum payable in each subsequent year are dependent on the success with which each college has met certain conditions laid down by Council on the recommendation of the College Contributions Committee.

Text of Regulation

The following amounts shall be paid as income grants to the college named in each case under the provisions of section 6 of Statute XV (approved with effect from 8 April 2009, Gazette, p. 932, 23 April 2009), for application in the year shown:

	£000s	2010–11	2011–12	2012 –13	2013–14
Kellogg
	IT	17.15	17.15
	Scholarships	20.2	20.2
		37.35	37.35
Linacre
	Fellows’ allowance	12.5	12.5	12.5
	Maintenance	37.5
		50	12.5	12.5
Mansfield
	Maintenance	50	50	50
		50	50	50
Pembroke
	Accommodation	30	30	30
		30	30	30
St Edmund Hall
	Library	20	20
		20	20
St Hilda’s
	Teaching	25	25	25	25
		25	25	25	25
TOTAL		212.35	174.85	117.5	25

(c) Finance Committee

Explanatory Note

These changes (i) amend the membership of the Finance Committee to allow the appointment of one external member who is not a member of Council; (ii) transfer responsibility for the review of the Financial Regulations from the Finance Committee to the General Purposes Committee of Council; (iii) reflect the current actual practice that the Financial Statements are approved by Council, rather than the Finance Committee, as required by HEFCE; and (iv) provide greater clarity on the function of the Finance Committee.

Text of Regulations

In Council Regulations 15 of 2002, concerning committees reporting directly to Council (Supplement (2) to Gazette No. 4628, 26 June 2002), delete existing regulations 3.56–3.59, concerning the Finance Committee and substitute (new text underlined, deleted text scored through):

'3.56. The Finance Committee shall consist of:

(1) the Vice-Chancellor;

(2)–(4) three external persons members of Council appointed by Council, of whom at least two shall be members of Council who are not members of Congregation;

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

(6) a Head of House appointed by the Conference of Colleges. \[ 3.57. Subject to the approval of Council on each occasion, the committee may co-opt up to two additional members.

3.587. No member of the Audit and Scrutiny Committee may also serve as a member of the Finance Committee.

3.598. The committee shall be responsible for:

(1) the consideration of the financial resources available to the University, and the proposal of for proposing a five-year financial strategy for the University (incorporating the overall income and expenditure, budget and overall, capital expenditure budget), on an annual rolling basis, and 5 year strategy for approval by Council and communication to the Planning and Resource Allocation Committee;

(2) the provision of 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 capital 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;

(4) the review of, and provision of advice to Council on, and approval of the University's annual financial statements , prior to their approval by Council, in liaison with the Audit and Scrutiny Committee;

(5) the review of, and provision of advice to Council on, the examination and consideration of, and report to Council on, the annual report and accounts of the Delegates of the University Press and the report on the accounts produced by the Finance Committee of the Delegates;

(6) the review of the University's financial regulations and consideration of any necessary changes in those regulations;

(7) the approval of the University's banking and treasury arrangements;

(8) such other action on behalf of Council in relation to the University's financial business as may be required from time to time.

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

(d) Personnel Committee

Explanatory Note

This change removes a reference to centrally organised exercises for the conferment of the title of reader, following the approval by Congregation of the Task Force on Academic Employment's recommendation that it should not in future be possible for individuals to apply for the title of reader (and that no new appointment should be made to posts of reader, except for clinical readerships).

Only one legislative change, to the remit of the Personnel Committee, is necessary at the present time to reflect Congregation's decision. All references to existing particular posts of reader will be amended as and when these posts become vacant. General references to readerships and to the title of reader will be retained until there are no longer substantive and titular readers in post.

Text of Regulations

In Council Regulations 15 of 2002 concerning the remit of Council's Personnel Committee (Supplement (1) to Gazette No. 4634, 16 October 2002, p. 228, as amended on 14 July 2005, 23 March 2006 and 21 February 2008, Gazette, Vol. 15, p. 1270; Vol. 136, p. 836; Vol. 138, p. 684) delete paragraph (1) of regulation 2.12 and substitute (deleted text scored through):

'(1) oversee any centrally organised exercises relating to personnel matters, such as the conferment of the title of professor or reader and the making of distinction awards for professors and readers;'.

(e) Property Subcommittee

Explanatory Note

These changes disband the Property Subcommittee. It is being replaced by an Estates Committee, which will advise and report to the Investment Committee on the investment of rural and urban investments held by the University, and a committee with responsibility for let properties not held for investment purposes.

Text of Regulations

In Part 3 of Council Regulations 15 of 2002 (Supplement (2) to Gazette No. 4628, 26 June 2002, as amended) delete regulations 3.91–3.93 concerning the Property Subcommittee (made by Council on 22 May 2008 with effect from 1 October 2008, Gazette, Vol. 138, p. 1117) and renumber existing regulations 3.94–3.134 as 3.91–3.131.

(f) Truelove Professorship of Gastroenterology

Explanatory Note

This change, made on the recommendation of the Medical Sciences Board, makes provision for an endowment fund for the Truelove Professorship of Gastroenterology.

Text of Regulations

In Sect. III of Council Regulations 24 of 2002, concerning individual professorships (Statutes, 2000, p. 424, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol. 132, p. 1461), delete § 97 and substitute (new text underlined, deleted text scored through):

'§ 97. Truelove Professorship of Gastroenterology

1. The Sidney Truelove Professor of Gastroenterology shall lecture and give instruction in gastroenterology. The University receives with gratitude the sum of £250,000 from the Placito Medical Fund and any further sums which may be provided for an endowment fund for the professorship.

3. The administration of the Fund, and the application of its income, shall be the responsibility of the Medical Sciences Board.

24. The professor shall be elected by an electoral board consisting of: (1) the Vice-Chancellor, or if the head of the college specified in paragraph (2) below is the Vice-Chancellor, a person appointed by Council;

(2) the head of the college to which the Chair may be allocated by Council from time to time; or if the head is unable or unwilling to act, a person appointed by the governing body of that college;

(3) a person appointed by the governing body of the college;

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

(6)–(9) four persons appointed by the Medical Sciences Board;

(10) a person holding a clinical appointment appointed by the Oxford Radcliffe Hospitals NHS Trust.

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

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

7. Regulations 3–5 may be amended by Council.'

(g) Rhodes Professor of the Laws of the British Commonwealth and the United States

Explanatory Note

These are consequential amendments to the regulations, following approval by Congregation of the establishment of a permanent Rhodes Professorship of the Laws of the British Commonwealth and the United States, replacing the Rhodes Readership in the same subject (p. 1296).

Text of Regulations

1 In Schedule A of Council Regulations 3 of 2004, concerning statutory professorships, after 'Professor of the Philosophy of Law' insert:

'Rhodes Professor of the Laws of the British Commonwealth and the United States'.

2 In the Schedule of Professors and Readers in Council Regulations 19 of 2002, concerning the membership of faculty boards, delete 'Laws of the British Commonwealth and United States, Rhodes Reader in' and after 'Law, Taxation, KPMG' insert:

'Laws of the British Commonwealth and United States'.

( h) Professor of Socio-Legal Studies

Explanatory Note

This change, approved by the Faculty of Law and the Social Sciences Divisional Board, removes the tie between the Chair and the Directorship of the Centre for Socio-Legal Studies (CSLS). This brings the CSLS into line with the Faculty's existing centres, where the directorships are not connected to academic posts. The opportunity is also taken to update the legislation for the electoral board (removing reference to the General Board and to decrees). It is proposed that these changes are backdated to take effect from 1 March 2008. This is due to a delay between the proposal being approved by the Social Sciences Divisional Board and it being submitted to PRAC and Council for approval.

Text of Regulations

1 In Sect. III of Council Regulations 24 of 2002, concerning individual professorships (Statutes, 2000, p.455, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol.132, p. 1461), delete existing § 186 and substitute:

'§ 186. Professor of Socio-Legal Studies

1. There shall be a Professor of Socio-Legal Studies who shall lecture and give instruction in Socio- Legal Studies.

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

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

(2) the head of the college to which the Chair may be allocated by Council from time to time; or if the head is unable or unwilling to act, a person appointed by the governing body of that college;

(3) a person appointed by the governing body of the college;

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

(6) a person appointed by the Social Sciences Board; and

(7)–(9) three persons appointed by the Faculty of Law.

3. The professor shall be subject to the General Provisions of the regulations concerning the duties of professors and to those Particular Provisions of the same regulations, which are applicable to the Chair.'

2 In Council Regulations 3 of 2004, concerning the employment of University staff (Supplement (1) to Gazette No. 4703, 14 July 2004), in Table 2, concerning the departments where the headship is assigned permanently to a particular chair, delete 'Centre for Socio-Legal Studies' and 'Professorship of Socio-Legal Studies'.

3 These regulations shall be effective from 1 March 2008.

Corrigendum: Use of Information Technology Facilities

When amendments to the ICTC Regulations were published on 3 June (p. 1122), the deletion of the word 'network' was omitted from revised regulation 12.

In ICTC Regulations 1 of 2002, concerning the use of Information Technology Facilities (Supplement (2) to Gazette No. 4630, 24 July 2002, as amended on 2 October 2003, 16 February 2006 and 1 June 2006 with effect from 1 October 2006, Gazette Vol. 134, p. 62, Vol. 136, pp. 668 and 1154), delete regulation 12 and substitute (new text underlined, deleted text scored through):

'12. Users shall at all times endeavour to comply with policies and guidance issued from time to time by OUCS by the ICT Subcommittee of the Planning and Resource Allocation Committee to assist with the management and efficient use of the network University's ICT facilities.'

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PLANNING AND RESOURCE ALLOCATION COMMITTEE OF COUNCIL

Changes in Regulations

The Planning and Resource Allocation Committee has made the following changes in regulations, to come into effect on 6 August.

Romanes Lecturer

Explanatory Note

These changes make explicit within the regulations that some of the balance in the unspent income of the Romanes Lecturership Fund may be diverted to finance the launch of the Oxford London lecture, a major new annual lecture series to be held in London.

Text of Regulations

In Sect. III of Council Regulations 24 of 2002, concerning academic and other posts (Statutes, 2000, p. 499, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol. 132, p. 1461) in § 291 delete existing regulation 6 and substitute (new wording underlined):

'6. Any surplus income of the fund may be applied at the discretion of the Vice-Chancellor in any of the following ways:

(1) to form a reserve fund from which the travelling expenses of such lecturers as shall from time to time come from overseas may be paid;

(2) in payment of expenses incidental to the administration and delivery of the lecture;

(3) or otherwise to finance a lecture or series of lectures on a topic to be determined by the Vice-Chancellor either in Oxford or elsewhere.'

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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:

Anderson, L., Zoology

Coldstream, A., Finance Division

Drew, V.J., Payroll Office

Edwards, A.G., Computing Services

Edwards, J.P., Faculty of Medieval and Modern Languages

Gossger, N.P., Department of Paediatrics

Griffith, L.K., International Strategy

Helfgott, A.E.R., Oxford University Centre for the Environment

Hill, P.E., Finance Division

Hitchcock, R.J.I., Magdalen

Kanapin, A., Wellcome Trust Centre for Human Genetics

McCabe, C., Department of Psychiatry

Moulsdale, M.M., Centre for Tropical Medicine

Papanicolopulu, I., Faculty of Law

Podmore, S.D., Trinity

Power, D.J., Queen's

Russell, D.P.W., Computing Laboratory

Salvini, S., Oxford e-Research Centre

Shaw, S., Wolfson

Slaymaker, M.A., Kellogg

Small, N., Department of Primary Health Care

Smart, M.A., Smith School of Enterprise and the Environment

Thornton, P.M., Merton

Tunbridge, E.M., University

Wiltshire, M.L., Somerville

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DIVISIONAL AND FACULTY BOARDS

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

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