Council and Main Committees

  • Thursday 18 July 2013
  • NO. 5033
  • VOL. 143

Council of the University

Changes in Regulations

Council has made the following changes in regulations to come into effect on 2 August.

(a) Financial Regulations

Explanatory Note

These amendments to the Financial Regulations reflect the introduction of a revised University Policy on Bribery and Fraud and a new Policy on Gifts and Hospitality.

Text of Regulations

1 In the Financial Regulations (Council Regulations 1 of 2010, made by Council on 21 June 2010), amend regulation 1.4(4)(b) as follows (new text underlined, deleted text scored through):

'(b) All employees and others with responsibility for the administration and management of funds received or held by the University, have a responsibility to guard against fraudulent practices affecting the University and follow the University Policies on Bribery and Fraud and Gifts and HospitalityFraud Policy and Response Plan if such practices are discovered, seeking advice from the Head of Financial Assurance Services as required.'

2 Ibid, amend regulation 1.5(2) as follows (deleted text scored through):

'(2) Financial Limits to Authorise Expenditure Commitments

Tables B, C, D and E below summarise the upper internal limits on authority to commit to levels of expenditure (in contract or otherwise). Table B sets out those limits in respect of non-capital departmental expenditure (the rules concerning the authorisation and approval of research projects are set out in regulation 4.1). Table C sets out limits in respect of capital expenditure together with reporting requirements. Table D sets out the limits applicable to investment decisions and Table E the limits applicable to the financial write-off of bad debts.

Table B Non-capital departmental expenditure*
Limit £000 Authorising Body/Officer Signatory
Unlimited Council Chairman of Council
4,000 PRAC Chairman of committee
1,000* Divisional board Head of division
500* Head of unit Head of unit or delegated person

 

The approval of the head of unit, or (in the case of expenditure by heads of unit) the head of division or Director of Finance, must be obtained in any event for the receipt of any gift worth more than £250 and for the receipt of hospitality worth more than £500. For general expense claims, heads of departments may authorise individual claims up to £10,000 per claim. Above this limit a divisional head, the Registrar or Director of Finance should approve claims.'

3 Ibid, delete existing regulations 2.3(1)–(4) and substitute as follows (new text underlined, deleted text scored through):

'2.3 Gifts and Hospitality Received

(1) The Gift Registry oversees the management of gifts and associated income and advice should be sought from the Gift Registry where uncertainty exists on the nature of a receipt. Gifts and hospitality received must comply with the University Policy on Gifts and Hospitality.

(2) Grants in support of research must be negotiated through Research Services, in accordance with regulation 4.1.

(3) Gifts for research that are to be treated as research income (where it is the donor or benefactor's intent to support specific research activity) are to be treated as research income and should be managed in accordance with the Guidelines on Gifts (Donations) for Research.

(4) The Gift Registry oversees the management of philanthropic donations, gifts and associated income. Advice should be sought from the Gift Registry where uncertainty exists on the nature of a receipt. All other such cash gifts and grants, and all other undertakings to make future payment, must be notified promptly to the Gift Registry. If such a cash gift or grant exceeds £10,000, or involves future payment, no payment should be accepted, conditions agreed, or formal receipt provided, without prior reference to the Development Office. All such cash gifts and grants of £10,000 or less (and not involving future payment) should be sent to the Cashiers' Office with the supporting information prescribed in the Cash Handling and Banking process.'

4 Ibid, delete existing regulations 3.3(1)–(2) and substitute as follows (new text underlined, deleted text scored through):

'3.3 Gifts Madeand Hospitality Provided

Gifts and hospitality provided must comply with the University Policy on Gifts and Hospitality.

(1) The Registrar may approve grants of up to £2,000 from revenue in response to appeals from educational or charitable organisations of direct concern to the University, or in places where the University owns land or is patron of a benefice, PRAC approval being required above this limit. Approval is conditional on Council being consulted on any case of doubt or difficulty, or a case involving a grant of more than £10,000.

(2) The Registrar may hold specific funds for the process of providing grants to specified bodies on a discretionary basis. Apart from this (and the discretion given to the Registrar in (1) above), the property and funds of the University may not be given away, or used to make donations or grants, without the approval of Council.'

5 Ibid, delete existing regulation 8.7.

(b) Central University Research Ethics Committee

Explanatory Note

The following changes allow greater flexibility in the appointment of external members to the Central University Research Ethics Committee (CUREC) and its three subcommittees following the approval of an amendment to Statute I regarding the definition of "person" and "member". They also allow for the appointment of two vice-chairs to any of the CUREC subcommittees at the discretion of the General Purposes Committee of Council.

Text of Regulations

1 In Part 13 of Council Regulations 15 of 2002, concerning the Central University Research Ethics Committee, delete existing regulation 13.3 and substitute (new text underlined):

'13.3. The committee may co-opt up to four additional members, who may be internal or external, and who shall hold office for such period as the committee may determine.'

2 Ibid, delete existing regulations 13.8–13.10 and substitute (new text underlined, deleted text scored through):

'13.8. The membership of each subcommittee established by these regulations shall consist of:

(1), (2) Two persons appointed as chair and vice-chair of the subcommittee by the General Purposes Committee of Council, ideally one of whom shall not currently be involved in research involving human participants or personal data. The person appointed as vice-chair may be external;

(3) One person, who may be external, appointed by the Central University Research Ethics Committee on the recommendation of the chair of the relevant subcommittee whose primary personal or professional interest is not in research involving human participants or personal data;

(4) One external person, who may be external, appointed by the Central University Research Ethics Committee on the recommendation of the chair of the relevant subcommittee whose primary personal or professional interest is not in any particular research area;

(5)–(12) No fewer than three, and no more than eight, persons, one of whom may be external, appointed by the Central University Research Ethics Committee on the recommendation of the chair of the relevant subcommittee who have methodological and ethical expertise relevant to the proposals which each subcommittee will be expected to scrutinise.

13.9. Appointed members shall serve for four years and shall be re-eligible.

13.10. Each subcommittee may co-opt up to four additional members, who may be internal or external, and who shall hold office for such period as it the subcommittee may determine.'

3 Ibid, insert new regulation 13.11 and renumber existing regulation 13.11 as 13.12:

'13.11. Notwithstanding regulation 13.8(1), (2) above, the General Purposes Committee of Council may, but is not obliged to, appoint a second vice-chair of each subcommittee on the recommendation of the chair of the Central University Research Ethics Committee. For the avoidance of doubt, the second vice-chair may be external.'

Council of the University

(a) Regulations for committees reporting directly to Council or one of its main committees: corrigendum

Explanatory Note

When changes were made to the regulations for Council in 2011, the cross-references in the regulations for committees reporting directly to Council or one of its main committees were not updated.

Text of Regulations

In Part 1 of Council Regulations 15 of 2002, concerning committees reporting directly to Council or one of its main committees, delete existing regulation 1.2 and substitute (new text underlined, deleted text scored through):

'1.2. The participation by student members in the business of committees of Council shall be subject to the same conditions (with any necessary substitutions) as are prescribed for the student member representatives at meetings of Council under regulations 431110 of the Regulations for Council.'

(b) Regulations for the Security Subcommittee of the General Purposes Committee: corrigendum

Explanatory Note

When the changes in regulations establishing the Security Subcommittee of the General Purposes Committee were published on 23 May, the regulations should have specified Council as the appointing body for 'one external member with experience in the area of security of large organisations'.

Text of Regulations

In Part 36 of Council Regulations 15 of 2002, concerning the Security Subcommittee of the General Purposes Committee, delete existing regulation 1.1(15) and substitute (new text underlined):

'(15) one external member with experience in the area of security of large organisations, appointed by Council;'.

Congregation8 July

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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:

Al Haj Zen, A, Wellcome Trust Centre for Human Genetics

Berrington, S, St Cross

Bragg, L M, Personnel Services

Byrne, P J, Harris Manchester

Chinedu, S I, Equality and Diversity Unit

Dorrell, L, Target Discovery Institute

Espie, C A, Nuffield Department of Clinical Neurosciences

Fergusson, E C, Christ Church

Garcia-Moreno, F, Department of Physiology, Anatomy and Genetics

Gjelsvik, B, Kellogg

Hoare, M F, Finance Division

Killick, J, St Anne's

Kushin, J E, Finance Division

Leal, J J C P, Department of Public Health

Schuster-Boeckler, P B, Oxford Branch of the Ludwig Institute for Cancer Research

Simmonds, M J, Oxford Centre for Diabetes, Endocrinology and Metabolism

Divisional and Faculty Boards

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