Council and Main Committees

  • Thursday 12 January 2012
  • NO. 4974
  • VOL. 142

Council of the University

Changes in Regulations

Council has made the following changes in regulations, to come into effect on 27 January.

(a) Committees reporting directly to Council or one of its main committees

Explanatory Note

This change in regulations imposes a limit on the number of times a chairman or other member of a committee may be reappointed, re-elected or co-opted where such a limit is not already imposed in the regulations. The default limit will be two consecutive periods of office, with the possibility of extension by one further period, as determined by the General Purposes Committee of Council in an individual case.

Text of Regulations

In regulation 1.1 of Council Regulations 15 of 2002 concerning committees reporting directly to Council or one of its main committees (made by Council on 24 July 2002, Gazette, Vol. 132, p. 1544, 5 July 2002), delete existing regulation 1.1 and substitute (deleted text scored through, new text underlined):

'1.1.

(1) Appointed, elected, and co-opted members of committees of Council, other than student members, shall, in the absence of provision in these regulations, or in the General Regulations of Council for Committees, to the contrary, serve for three years and shall be re-eligible.

(2) Student members shall, in the absence of provision in these or those regulations to the contrary, serve for one year and shall be re-eligible.

(3) Where it is a condition of an appointment that the person appointed is a member of Council or another committee, the period of appointment shall coincide with the appointee's known membership of the latter, provided that the period does not exceed the maximum term allowed.

(4) In the absence of provision in these regulations or in the General Regulations of Council for Committees to the contrary, appointed, elected, co-opted and student members shall be re-eligible for one further and final period of office.

(5) Notwithstanding regulation (4) above, in the case of appointed, co-opted and student members, the General Purposes Committee of Council or, in cases falling within the Personnel Committee's delegated authority or cases concerning the membership of the General Purposes Committee, the Chairman of the Personnel Committee, may determine that one further period is permitted in an individual case.'

(b) Nominations Committee

Explanatory Note

There is currently no limit on the number of times elected members of the Nominations Committee may serve, even though appointed members are limited to six years in total. This change in regulations rectifies this anomalous position.

Text of Regulations

In Council Regulations 15 of 2002 (Supplement (1) to Gazette No. 4634, 16 October 2002) concerning the Nominations Committee (made by Council on 15 November 2007, Gazette, Vol. 138, p. 316, as amended on 25 September 2008, 18 March 2010 and 29 April 2010, Vol. 139, p. 2; Vol. 140, p. 746; Vol. 140, p. 908) delete existing regulation 26.3(1) and substitute (new text underlined, deleted text scored through):

'26.3.(1) The term of office of the members of the committee appointed by Council shall be determined by Council in each case up to a maximum of three years and may extend beyond the term of each individual's membership of Council. No external member of Council shall serve on the committee when his/her own reappointment to Council is being considered. Members of the committee appointed by Council shall be eligible for reappointment but shall not serve for more than six years in total. Members of the committee elected by Congregation shall serve for three years and shall be eligible for re-election for one further and final period of office.'

(c) Committee to Review the Salaries of Senior University Officers

Explanatory Note

These changes amend the composition of the Committee to Review the Salaries of Senior University Officers (CRSSUO) to allow an external who is not also an external member of Council to serve on the committee and also to allow an external other than the Chair of the Audit and Scrutiny Committee to chair the committee. The opportunity is also taken to remove from the regulations the specific reference to the Pro-Vice-Chancellor (Development and External Affairs) to reflect the current position, that is that the postholder's salary is considered in the same way as the salaries of other Pro-Vice-Chancellors with special responsibility for designated functions (ie by recommendation from the ALC6/RSIV Panel of the Personnel Committee to the CRSSUO).

Text of Regulations

In Part 28 of Council Regulations 15 of 2002 concerning the Committee to Review the Salaries of Senior University Officers (Supplement (1) to Gazette No. 4634, 16 October 2002, p. 226, as amended on 9 October 2003 and 28 June 2007, Gazette Vol. 134, p. 90; Vol. 137, p. 1334) delete existing regulations 28.1–28.2 and substitute (deleted text scored through, new text underlined):

'28.1. The Committee to Review the Salaries of Senior University Officers shall consist of:

(1) the chairman of the Audit and Scrutiny Committee who shall chair the committee; (1)–(3) three external members appointed by Council, one of whom Council shall appoint as chairman, and at least two of whom shall also be external members of Council;

(24) one of the Proctors or the Assessor as may be agreed between them;

(3), (4) two external members of Council, appointed by Council;

(5), (6) two other persons appointed by Council, neither of whom is subject to arrangements with regard to their personal salary which are determined by any process involving an individual whose salary is covered by the remit of the committee.

28.2.

(1) The committee shall be responsible for making recommendations to Council on the salaries on appointment of the Vice-Chancellor, the Pro-Vice-Chancellor (Development and External Affairs), the Registrar, and the Director of Finance; for reviewing the salaries of each of those office-holders with effect from the 1 October closest to two calendar years after the starting salaries were set for each office-holder; and for reviewing the salaries of each office-holder every two years thereafter.

(2) The committee shall also be responsible for determining, on the recommendation of the ALC6/RSIV Panel of the Personnel Committee, the salaries on appointment of the other Pro-Vice-Chancellors with special responsibility for designated functions and of the Heads of Divisions; for reviewing, on the recommendation of the ALC6/RSIV Panel of the Personnel Committee, the salaries of each of those office-holders with effect from the 1 October closest to two calendar years after the starting salaries were set for each office-holder; and for reviewing, on the recommendation of the ALC6/RSIV Panel of the Personnel Committee, the salaries of each office-holder every two years thereafter.

(3) The committee shall also carry out other such reviews as are requested by Council.'

(d) Regulations governing the Permanent Private Halls

Explanatory Note

These new regulations are made in association with the Agreements entered into by the University and the Permanent Private Halls as part of the revised framework for the Halls' association with the University.

Text of Regulations

Delete existing Council Regulations 12 of 2002, concerning the establishment and maintenance of Permanent Private Halls (Supplement (2) to Gazette No. 4628, 26 June 2002, as amended on 17 July 2003 and 14 October 2010, Vol. 133, p. 1536; Vol 141, p. 110), and substitute:

'Council Regulations 1 of 2011

Regulations governing the Permanent Private Halls

1. Permanent Private Halls shall satisfy the Supervisory Committee for Permanent Private Halls ("the Committee") that the Hall's regulations or by-laws include provisions for the employment of staff, equality of opportunity, the prevention of harassment, the protection of freedom of opinion and speech, the resolution of complaints, disciplinary issues and rights of appeal which are consistent with the corresponding University regulations and codes of practice.

2. Directors of studies, and tutors and lecturers who are appointed by a Hall to teach students of the University, whether on a full-time basis or on a regular part-time basis, must be approved for the purpose by the relevant faculty or department. For this purpose people shall be deemed to be employed on a regular part-time basis if they are employed in more than three terms in any five-year period.

3. Each Hall shall ensure that there is participation both by academic members of the Hall's staff and by matriculated students in the decision-making processes of the Hall, taking guidance on this point from the Committee, which may from time to time specify a standard reflecting practice generally in the University.

4. Each Hall that takes matriculated undergraduates shall designate a director of studies, appointed as specified in regulation 2 above for each of the subjects for which the Hall takes undergraduates, with the responsibility of ensuring that each student's course is properly arranged and conducted, and that teaching is provided at an appropriate level. The director of studies shall take responsibility for admissions in the relevant subject or subjects, and for conformity to the University's best practice in this area. He or she must ensure that feedback is given to students on their work at least once each term, and must be readily available for consultation in the Hall on academic and academic-related matters. He or she must also make sure that collections are taken by all students under his or her charge for whom they are appropriate given the nature of final assessment, and that they are marked and returned promptly.

5. Each Hall that takes matriculated undergraduates shall ensure that they receive in every academic year at least the number of tutorials, and where appropriate classes, prescribed from time to time by the relevant faculties or departments. Guidance given by the Senior Tutors' Committee as to the types of teaching which may be appropriate to different circumstances should be consulted. This teaching shall be given by appropriately qualified individuals, either members of the relevant faculty or otherwise, approved for this purpose by the relevant faculty board or departmental committee, whether these individuals are on the staff of the Hall or not.

6. Each Hall that takes matriculated graduate students shall designate an advisor from its academic staff for each such student. The advisor shall maintain contact with the student's supervisor, and shall be responsible for the student's pastoral welfare.

7. Each Hall that takes undergraduates shall have at least one tutor or lecturer in each subject offered at undergraduate level, or in a closely allied subject. Such tutors and lecturers must be retained on a basis which will ensure their regular and frequent presence in the Hall during Full Term, and their ready accessibility to students as required.

8. A lecturer may also be director of studies in the same subject provided that there is in the Hall concerned a senior tutor, or some other person (in addition to the head of house) with oversight of academic matters, and to whom students can turn in the event of problems or disagreements.

9. Unless a member of a Hall's religious order for whom a stipend is not payable, each director of studies shall be entitled to receive an appropriate stipend, in order to be identified within the Hall as a responsible person able to devote significant and sufficient time to the academic, intellectual and pastoral development of the students.

10. Each Hall that admits visiting students shall be initially responsible for their admission, instruction and assessment, and for their integration academically and otherwise within the Hall. All relevant faculties and departments must be notified before a visiting student is admitted to the Hall; and visiting students shall not be admitted if their admission is unacceptable for academic or resource reasons to a faculty or department concerned. In the event of any dispute in this matter, the issue shall be decided by the Committee.

11. Any Hall with an undergraduate membership of five or less may apply to the Committee for approval of arrangements that modify the requirements of regulations 4 and/or 7 above. Such arrangements will be approved only if the Committee is satisfied that they will effectively achieve the educational and pastoral objectives of that regulation.

12. Each Hall shall maintain a library containing core reading matter in each undergraduate subject taught; and shall ensure adequate provision for administration, teaching rooms and IT infrastructure.

13. Each Hall must be able to demonstrate to the satisfaction of the Committee that it is in a position to provide sufficient administrative cover, in vacation as well as in term.'

(e) Establishment of the Permanent Private Hall Supervisory Committee as a subcommittee of the Education Committee

Explanatory Note

This change establishes the Supervisory Committee for the Permanent Private Halls as a subcommittee of the Education Committee with specific responsibility for the relationship between the University and the Permanent Private Halls.

Text of Regulations

In Part 3 of 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), insert new Part 38 as follows:

'Part 38: Permanent Private Hall Supervisory Committee: Subcommittee of the Education Committee

38.1. The Permanent Private Hall Supervisory Committee shall be a Subcommittee of the Education Committee and shall consist of:

(1) a chairman, appointed by the Pro-Vice-Chancellor (Education) with the approval of the Education Committee;

(2)–(4) the Proctors and the Assessor ex officio;

(5), (6) two persons, one appointed by the Humanities Division and one appointed by the Social Sciences Division, from the main subject areas provided in the Halls, at graduate level;

(7), (8) two persons, one appointed by the Humanities Division and one appointed by the Social Sciences Division, from the main subject areas provided in the Halls, at undergraduate level;

(9) one person appointed by the Conference of Colleges who shall not be a member of a Permanent Private Hall;

(10) the Vice-President (Access and Academic Affairs) or the Vice-President (Graduates) of the Oxford University Student Union, as may be agreed between them.

38.2. The members appointed under regulations 38.1(1) and (5)–(9) above shall hold office for two years, and shall be re-eligible for one further period of two years.

38.3. With the approval of the Education Committee on each occasion, the subcommittee may co-opt up to two additional members who shall hold office for two years and shall be eligible to serve for a total period of four years.

38.4. The Supervisory Committee shall have regulatory, monitoring and reporting functions.

38.5. In the exercise of its regulatory function it shall:

(1) keep the terms of the existing agreements with the Permanent Private Halls (PPHs) under review, and re-examine any agreement where there is cause to do so;

(2) confirm that the by-laws and practices of each PPH are consistent with the statutes and regulations of the University, particularly in respect of the employment of staff, equality of opportunity, harassment, and the protection of freedom of opinion and speech;

(3) make appropriate arrangements to collect from the PPHs on an annual basis information necessary to conduct monitoring.

38.6. In the exercise of its monitoring function it shall monitor:

(1) the governance structures of each PPH;

(2) compliance with the University's Regulations governing the PPHs;

(3) annual admissions against the criteria established in the Review Panel report;

(4) the admissions procedures of the PPHs in the light of the Common Framework at undergraduate level and the University's procedures at graduate level;

(5) the teaching arrangements in each of the PPHs;

(6) the distribution of graduate students across disciplines in each of the PPHs;

(7) the admission arrangements for the MTh and the BTh (and in particular the links with the Theology Faculty);

(8) standards maintained by academic provision for any subject area in which the PPHs provide teaching;

(9) the arrangements for appointing teaching staff in each of the PPHs;

(10) administrative support to ensure that adequate arrangements exist, with the possibility that this be achieved by collaboration among PPHs;

(11) the availability of proper statements of rules governing the conduct of junior members and access to the Conference appeal processes in each PPH;

(12) the quality of the student experience in each PPH;

(13) the provision made for visiting students in each PPH.

38.7. In the exercise of its reporting function it shall:

(1) receive and consider the financial statements of the PPHs, reporting to the Education Committee on any matter which it considers raises issues of concern;

(2) report to Education Committee where there is cause to examine an existing agreement, or for any other cause the committee considers appropriate;

(3) provide an annual report to Education Committee  on academic, administrative and financial matters (including admissions), with recommendations for regulatory action if appropriate;

(4) advise Education Committee on any applications for changes in approved student numbers and on any proposal to offer a new qualification within the PPHs;

(5)  advise Personnel Committee on applications for a joint appointment with a PPH;

(6) advise the Committee for Development and Alumni Relations on the appropriateness of support for PPH fundraising priorities in the light of appropriate match with university academic priorities.'

Council of the University

Corrigendum

College contributions 2011/12

When revisions to Council Regulations 1 of 2009 concerning college contributions were published in the Gazette of 20 January 2011, Vol. 141, p. 333, increasing the tax threshold from £30m to £35m with effect from the contribution payable in March 2012, a consequential change to the figure in the highest tax band was overlooked. The revision, which takes effect from 1 January 2012, should have been shown as follows:

"In Council Regulations 1 of 2009 concerning college contributions (Gazette, Vol. 139, 23 April 2009, p. 904, as amended on 21 January 2010, Vol. 140, p. 444), delete regulation 3(4) and substitute (new text underlined, deleted text struck through):

'(4) The bands and rates for the contributions payable in 2010/112011/12 based on the 2009/102010/11 accounts shall be as follows:      

On the first £30m£35m 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£44m 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.' "

Planning and Resource Allocation Committee of Council

Changes in Regulations

The Planning and Resource Allocation Committee of Council has made the following changes in regulations, to come into effect on 27 January.

Establishment of Stanley Ho Lecturership in Chinese History

Explanatory Note

These regulations establish the Stanley Ho Lecturership in Chinese History in the Faculty of Oriental Studies.  

Text of Regulations

In Sect. III of Council Regulations 24 of 2002 concerning academic and other posts (Statutes, 2000, p. 435, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol. 132, p. 1461), insert new § 129 as follows and renumber existing §§ 129–66 as §§ 130–67:

'§ 129. Stanley Ho Lecturership in Chinese History

1. The University receives with gratitude the sum of £1,250,000 from Dr Stanley Ho to be held as permanent endowment on the trusts declared in this regulation. Further money or property may be paid or transferred to the University to be held on the same trusts. The assets so held will be known as the Stanley Ho Lecturership in Chinese History Fund ("the Fund").

2. The University shall retain as permanent endowment those of the assets in the Fund which are contributed on the express understanding that they are to be treated as permanent endowment ("the Permanent Endowment").

3. The University shall (1) apply the income of the Permanent Endowment; and (2) apply the income and, in its discretion, the capital of the remainder of the Fund, towards the salary and expenses of the holder of the Stanley Ho Lecturership in Chinese History and associated overheads. The Lecturer shall undertake research, lecture and give instruction in Chinese History. If the salary, expenses and overheads of the Lecturer are wholly or partly covered from other sources or there are further funds available, there shall be discretion to apply the income and/or capital of the Fund to support the advancement within the University of teaching, scholarship, and research in Chinese History.

4. The administration of the Fund, and the application of its income, shall be the responsibility of the Faculty Board of Oriental Studies.

5. The University may in its absolute discretion in the period ending 21 years from the date of this regulation, instead of applying the income of the Fund in any year, accumulate all or any part of such income by investing it, and holding it as part of the capital of the Fund. The University may apply the whole or any part of such accumulated income in any subsequent year as if it were income of the Fund arising in the then current year.

6. The University shall have power to pay out of the capital or the income of the Fund all costs of and incidental to the creation of the Fund, and the management and administration of the Fund and the Lecturership.

7. The University may exercise any of its corporate powers in the management and administration of the Fund in so far as those powers are not inconsistent with these regulations.

8. Regulations 1–10 shall be deemed to be Trust Regulations under the provisions of Part D of Statute XVI.

9. Subject to regulation 10, Council may amend, repeal or add to these regulations in accordance with Part D of Statute XVI, but no amendment is valid if it would cause the Fund to:

(1) cease to be exclusively charitable according to the law of England and Wales; or

(2) be outside the objects of the University.

10. Any amendment to regulation 3 is an amendment to the main objects of the Fund for the purposes of Part D of Statute XVI and must be approved both by Congregation of the University and subsequently by Her Majesty in Council.'

Congregation13 December

(1) Declaration of Approval of Legislative Proposal: Secretary of Faculties and Academic Registrar

(2) Declaration of Approval of Legislative Proposal: Bodleian Curator of Music Fund

No notice of opposition having been given, Mr Vice-Chancellor declared the legislative proposals (1) concerning the Secretary of Faculties and the Academic Registrar and and (2) concerning the Bodleian Curator of Music Fund approved.

Council of the University

Register of Congregation

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

Anel Cabanelas, J A, Smith School of Enterprise and the Environment

Asudeh, A, Jesus

Bomphrey, R J, St Anne's

Bough, R M, Oriel

Bouse, R J P, Finance Division

Britton, T B, St Catherine's

Byrne, H M, Keble

Devlin, R J, St Anne's

Dudouyt, C, New College

Dymond, M M, Department of Psychiatry

Flechais, I A P, Department of Computer Science

Gromak, N, St John's

Harrison, J, Corpus Christi

Hawley, P, Pembroke

Hayton, E-J R, St Catherine's

Holland, C A, Jesus

Keidel, S M, St John's

Lauro-Taroni, L, New College

Longfellow, E D, New College

McBain, J R, Magdalen

McClune, K A, Balliol

McGrady, J E, New College

Melvin-Koushki, M S, Pembroke

Merchan Hamann, C A, Bodleian Libraries

Meyrick, R A, Social Sciences Division

Morgan, D D, New College

Mueller, A O, New College

Palmer, N F, St Anne's

Perdigao Murta, G, Faculty of Medieval and Modern Languages

Pickup, M J, New College

Posner, H I, Pembroke

Quarrell, R E M, Balliol

Reyes Lamothe, R, New College

Sadrzadeh, M, Wolfson

Saez Fernandez, L, Queen's

Savov, M S, New College

Tan-Wong, S M, Linacre

Taylor, P C, St Peter's

Toms, C L V, Wolfson

Vedaldi, A, New College

Willoughby, J M W, New College

Young, N P, Faculty of Materials

Yowell, P W, New College

Zaccolo, M, Balliol

Divisional and Faculty Boards

For changes in regulations for examinations see 'Examinations and Boards' below.