Congregation

  • Thursday 8 December 2011
  • NO. 4973
  • VOL. 142

Congregation13 December

The meeting of Congregation is cancelled. The sole business comprises questions to which no opposition has been notified and in respect of which no request for adjournment has been received, and Mr Vice-Chancellor will accordingly declare the legislative proposals carried without a meeting under the provisions of Sect. 7 (1) of Statute IV (Supplement (1) to Gazette No. 4633, 9 October 2002, p. 100).

(1) Voting on Legislative Proposal: Secretary of Faculties and Academic Registrar

(For explanatory note and text of Regulations see Gazette No. 4971, 24 November 2011, p. 146.)

(2) Voting on Legislative Proposal: Bodleian Curator of Music Fund

(For explanatory note and text of Regulations see Gazette No. 4971, 24 November 2011, p. 146.)

Congregation17 January

2 pm

¶ Members of Congregation are reminded that any two members may, not later than noon on 9 January, give notice in writing to the Registrar that they intend to oppose one or both of the legislative proposals below (see the note on the conduct of business in Congregation below). If no such notice has been given, and unless Council has declared otherwise, the legislative proposals shall be carried, and the meeting may be cancelled.

(1) Voting on Legislative Proposal: Statute V concerning the Permanent Private Halls

Explanatory Note

In Hilary term 2006, Council appointed a Review Panel chaired by Sir Colin Lucas to conduct a review of the Permanent Private Halls (PPHs) associated with the University of Oxford. The review report was completed in July 2007 and its recommendations have been implemented subsequently. Foremost amongst these was the establishment by the Vice-Chancellor of a Supervisory Committee for the Permanent Private Halls (chaired by Dr Ralph Walker) which would undertake the detailed discussions with the individual halls to establish a new framework for their association with the University. The conclusion of the discussions undertaken by the Supervisory Committee has now resulted in a form of Agreement between the University and each of the halls which is embodied in an amendment to Statute V. The Agreement with the halls covers a number of areas previously dealt with by regulation and so the current regulations concerning the establishment and maintenance of the PPHs can be abolished. Taken together, the amendment to Statute V and the individual agreements with the associated new regulations are intended to provide a revised framework for the halls' association with the University.

WHEREAS it is expedient to amend Statute V concerning Colleges, Societies, and Permanent Private Halls, THE UNIVERSITY ENACTS AS FOLLOWS.

In Statute V, concerning the Permanent Private Halls, (Supplement (1) to Gazette No. 4633, 9 October 2002, as amended on 17 July 2003 and 12 October 2010, Vol. 133, p. 1536; Vol 141, p. 110), delete existing sections 7–11 and substitute:

'Permanent Private Halls

7. The University has granted each of the following institutions the status of Permanent Private Hall of the University:

Blackfriars Hall

Campion Hall

Regent's Park College

St Benet's Hall

St Stephen's House

Wycliffe Hall

8. The terms on which the status is granted, and the circumstances in which the status may be revoked or surrendered, are set out in an Agreement between the University and each institution. Revocation other than on the grounds of an institution's insolvency or dissolution shall require the consent of Council and Congregation.

9. The status may be granted to other institutions on similar terms, but only with the consent of Council and Congregation.'

Regulations to be made by Council if this Statute is approved

(a) Proposed new 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.'

(b) 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 halls;

(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 Development Committee on the appropriateness of support for PPH fundraising priorities in the light of appropriate match with university academic priorities.'

(2) Voting on Legislative Proposal: Murray Fellowship in History

Explanatory Note

The following legislative proposal (i) removes the restrictions on the eligibility of applicants to the Fellowships, in terms of their age and of the institution from which they have graduated (as detailed in the will of Reverend Robert Henry Murray, although not specifically referenced in the original trust regulation); (ii) clarifies that the award of Fellowships is the primary purpose of the trust; and (iii) redefines the membership of the selection committee in terms consistent with the appointment and normal procedures for appointments at such a level.

WHEREAS it is expedient to change the existing provisions governing the Murray Fellowship in History 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 the Schedule to the Statutes (Supplement (1) to Gazette No. 4633, 9 October 2002, pp. 133–59), after Part 71 insert the following new Part 721 (new text underlined, deleted text scored through):

'§ 248. Part 72: Murray Fellowship in History

72.1. The bequest of the late Robert Henry Murray, MA, LittD, TCD, shall be applied in the first instance to the endowment of two Fellowships in History at Oxford, and whenever the income of the Fund allows, for grants to graduates of the Queen's University, Belfast, who are of exceptional promise in historical studies, and for assisting publications.

72.2. The Fellowships shall be open to graduates of any university, without restriction by age. Those appointed to the Fellowships will have completed, or be studying towards, a doctoral degree – or demonstrate a commensurate level of academic achievement – in history, or a cognate discipline.

72.3. The administration of the Fund, and the application of its income, shall be the responsibility of the History Faculty Board.

72.4. The Fellowships shall be awarded by a selection committee consisting of:

(1)–(5) five nominees of the History Faculty Board;

(6), (7) two nominees of the college associated with the Fellowship.

72.5. Congregation may amend sections 72.2–72.5.'

Regulations to be made by Council if the Statute is approved by Her Majesty in Council

1 In Part 2 of Council Regulations 25 of 2002, concerning trusts (Statutes, 2000, p. 7, as redesignated as regulations by Decree (5) of 11 July 2002, Gazette, Vol. 132, p. 1461), delete § 249 and renumber existing §§ 250-393 as §§ 249-392.

2 This regulation shall be effective from the date on which the Statute approved by Congregation on [date] is approved by Her Majesty in Council.


1 The number is subject to the approval of other legislative proposals and may therefore change.

Note on procedures in Congregation

¶ Business in Congregation is conducted in accordance with Congregation Regulations 2 of 2002 (www.admin.ox.ac.uk/statutes/regulations/529-122.shtml). A printout of these regulations, or of any statute or other regulations, is available from the Council Secretariat on request. A member of Congregation seeking advice on questions relating to its procedures, other than elections, should contact Miss S Cowburn at the University Offices, Wellington Square (telephone: (2)70193; email: sarah.cowburn@admin.ox.ac.uk); questions relating to elections should be directed to the Elections Officer, Ms S L Stacey (telephone: (2)80463, email: elections.office@ox.ac.uk).