Congregation

  • Thursday 20 September 2012
  • NO. 4998
  • VOL. 143

Congregation24 September

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Congregation2 October

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 2012–13 and will be admitted to office:

Dr S J Goss, MA DPhil Oxf, Fellow of Wadham

Professor W S James, BSc Birm, MA DPhil Oxf, Fellow of Brasenose

Dr S Mapstone, MA DPhil Oxf, Fellow of St Hilda's

Professor J N P Rawlins, MA DPhil Oxf, Fellow of Wolfson

Professor I A Walmsley, BSc Lond, PhD Rochester, Fellow of St Hugh's

Professor R W Ainsworth, MA DPhil Oxf, Master of St Catherine's

Frances Cairncross, MA Brown, MA Oxf, Rector of Exeter

Professor R J Carwardine, MA DPhil Oxf, President of Corpus Christi

Dr F Lannon, MA DPhil Oxf, Principal of Lady Margaret Hall

The Very Revd C A Lewis, MA DPhil Oxf, PhD Camb, Dean of Christ Church

Professor P Madden, MA Oxf, DPhil Sus, Provost of Queen's

The Revd R Waller, BD PhD Lond, MTh Nott, MA Oxf, Principal of Harris Manchester

(3) Admission of Clerks of the Market

J Hackney, BCL MA Oxf, Emeritus Fellow of St Edmund Hall and Wadham, nominated by the Chancellor, and R C S Walker, BA McGill, MA DPhil Oxf, Fellow of Magdalen, nominated by the Vice-Chancellor, will be admitted to office as Clerks of the Market for the year 2012–13.

¶ 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.

Congregation9 October

2 pm

¶ Members of Congregation are reminded that any two members may, not later than noon on 1 October, give notice in writing to the Registrar that they intend to oppose or amend any of the legislative proposals at 1–4 or the changes to Congregation Regulations at 5 and 6 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 and changes to Congregation Regulations shall be declared carried at the meeting.

(1) Voting on Legislative Proposal: Statute VIII: Boards of Visitors of the University Museums and the Oxford University Museums Board

Explanatory Note

These changes establish an Oxford University Museums Board as a committee of Council and delete the legislation relating to the present Committee for the Museums and Scientific Collections.

WHEREAS it is expedient to establish the Oxford University Museums Board and disband the Committee for the Museums and Scientific Collections, THE UNIVERSITY ENACTS AS FOLLOWS.

1 In Statute VIII regarding Libraries, Museums and Scientific Collections, and the University Press, transfer existing section 11 to new section 6 and substitute 'an Oxford University Museums Board' for 'a Committee for the Museums and Scientific Collections'; at existing sections 6, 8, 9 and 10, substitute 'to Council through the Oxford University Museums Board, in accordance with any policies and structures set by that Board' for ', under Council,'; and renumber existing sections 6–10 as 7–11 as below:

'6. There shall be an Oxford University Museums Board which shall advise Council as appropriate on any matters connected with the University's museums and scientific collections.

7. There shall be a body of Visitors of the Ashmolean Museum which shall be responsible to Council through the Oxford University Museums Board, in accordance with any policies and structures set by that Board, for the safe keeping, preservation, orderly administration, finance and general policy of the Museum.

8. There shall be a body of Visitors of the Botanic Garden which shall be responsible, under Council, for the safe keeping, preservation, orderly administration, finance and general policy of the Garden.

9. There shall be a body of Visitors of the Museum of the History of Science which shall be responsible to Council through the Oxford University Museums Board, in accordance with any policies and structures set by that Board, for the safe keeping, preservation, orderly administration, finance and general policy of the Museum.

10. There shall be a body of Visitors of the Oxford Museum of Natural History which shall be responsible to Council through the Oxford University Museums Board, in accordance with any policies and structures set by that Board, for the safe keeping, preservation, orderly administration, finance and general policy of the Museum.

11. There shall be a body of Visitors of the Pitt Rivers Museum which shall be responsible to Council through the Oxford University Museums Board, in accordance with any policies and structures set by that Board, for the safe keeping, preservation, orderly administration, finance and general policy of the Museum.'

2 This statute shall be effective on 1 October 2012.

Regulations to be made by Council if the Statute is approved

1 In Council Regulations 15 of 2002, concerning committees reporting directly to Council, delete existing Part 25 regarding the Committee for the Museums and Scientific Collections and substitute:

'Part 25: Oxford University Museums Board

25.1. The Oxford University Museums Board shall consist of:

(1) the Vice-Chancellor (in the chair);

(2) the Pro-Vice-Chancellor with responsibility for the Academic Services and University Collections (to deputise in the chair);

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

(4)–(7) the directors of the University museums;

(8)–(11) the chairman of each of the Boards of Visitors of the University museums or his or her nominee;

(12)–(15) one person appointed by each of the academic divisional boards, normally to be a member of that board;

(16) one person appointed by the Conference of Colleges;

(17) one member of the Council of the Oxford University Student Union chosen by that Council.

25.2. The committee may co-opt up to three additional members, preferably with significant collections experience.

25.3. Members shall be appointed for four years in the first instance and are eligible for reappointment. Co-opted members shall be appointed for one year and shall be eligible for reappointment.

25.4. The board shall be responsible for the delivery of the University's strategic plan in so far as it refers to museums and for the fulfilment of the University's vision of its museums, including:

(1) oversight of teaching and research;

(2) oversight of collections care, including reviews and inspections;

(3) delivery of shared services;

(4) cross-museum policies;

(5) advocacy on behalf of the university museums, both within and outside the University.'

2 In Council Regulations 45 of 2002 concerning the Ashmolean Museum of Art and Archaeology, delete existing regulations 6 and 7 and substitute (new text underlined):

'6. The Visitors shall have authority, under Council and the Oxford University Museums Board, to make such other arrangements by standing order as are necessary to fulfil their responsibilities.

7. In carrying out their responsibilities the Visitors shall co-operate with the Oxford University Museums Board in facilitating co-ordination between the University's museums and scientific collections, particularly with respect to planning, allocation and use of resources, and the development, care and promotion of the collections as national and international resources both for teaching and research and for public access.'

3 In Council Regulations 5 of 2003 concerning the Museum of the History of Science, delete existing regulations 6 and 7 and substitute:

'6. The Visitors shall have authority, under Council and the Oxford University Museums Board, to make such other arrangements by standing order as are necessary to fulfil their responsibilities.

7. In carrying out their responsibilities the Visitors shall co-operate with the Oxford University Museums Board in facilitating co-ordination between the University's museums and scientific collections, particularly with respect to planning, allocation and use of resources, and the development, care and promotion of the collections as national and international resources both for teaching and research and for public access.'

4 In Council Regulations 48 of 2002 concerning the Oxford University Museum of Natural History, delete existing regulations 6 and 7 and substitute:

'6. The Visitors shall have authority, under Council and the Oxford University Museums Board, to make such other arrangements by standing order as are necessary to fulfil their responsibilities.

7. In carrying out their responsibilities the Visitors shall co-operate with the Oxford University Museums Board in facilitating co-ordination between the University's museums and scientific collections, particularly with respect to planning, allocation and use of resources, and the development, care and promotion of the collections as national and international resources both for teaching and research and for public access.'

5 In Council Regulations 49 of 2002 concerning the Pitt Rivers Museum, delete existing regulations 7 and 8 and substitute:

'7. The Visitors shall have authority, under Council and the Oxford University Museums Board, to make such other arrangements by standing order as are necessary to fulfil their responsibilities.

8. In carrying out their responsibilities the Visitors shall co-operate with the Oxford University Museums Board in facilitating co-ordination between the University's museums and scientific collections, particularly with respect to planning, allocation and use of resources, and the development, care and promotion of the collections as national and international resources both for teaching and research and for public access.'

6 These changes in regulations shall be effective from 1 October 2012.

(2) Voting on Legislative Proposal: Douglas Byrne Marconi Fund

Explanatory Note

The following legislative proposal amends the name of the above Fund and the Fellowship which it endows in recognition of the recent legacy gift from Gordon Bussey. The opportunity is also being taken to simplify the administrative arrangements for the Fund.

WHEREAS it is expedient to change the existing provisions governing the Douglas Byrne Marconi 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, after Part 761 insert the following new Part 77 (new text underlined, deleted text scored through):

'Part 77:§ 51.  Douglas Byrne Bussey Marconi Fund

77.1. A Douglas Byrne Bussey Marconi Fund shall be created, into which shall be deposited a bequest for the establishment of the Douglas Byrne Bussey Marconi Fellowship and lecture, together with any additional funds received for that purpose.

77.2. The Bodleian Library shall use the income but not the capital of the Fund for the support of the Douglas Byrne Bussey Marconi Fellowship and lecture.

77.3. The administration of the Fund shall be the responsibility of the Curators of University Libraries, who shallmay establish a Board of Management comprising:delegate its authority to such bodies or persons as it deems appropriate.

(1) Bodley's Librarian or his or her nominee;

(2) the Director of the Museum of the History of Science or his or her nominee;

(3) the Professor of the History of Science in the University of Oxford.

77.4. RegulationsSections 77.1 and 77.3 above may be amended by CouncilCongregation.'

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, delete existing § 51 and renumber existing §§ 51–186 as §§ 50–185.

2 This regulation shall be effective from the date on which the Statute approved by Congregation on [9 October 2012] is approved by Her Majesty in Council.

(3) Voting on Legislative Proposal: Prendergast Fund

Explanatory Note

The following legislative proposal brings the restriction on candidates eligible for assistance from the above Fund in line with the Equality Act 2010 by removing criteria which can only be met by Roman Catholic men and by targeting persons who are ordinarily resident in (rather than born in, with parents who are citizens of) the Republic of Ireland.

WHEREAS it is expedient to change the existing provisions governing the Prendergast 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 47 of the Schedule to the University Statutes, delete section 47.1 and substitute (new text underlined, deleted text scored through):

'47.1. The bequest of the residue of the estate of Dr J S Prendergast shall be used:

(1) for the creation of two bursaries to be held by members of the Order of St Benedict belonging to Glenstal Abbey, Murroe, County Limerick, while they pursue their studies at St Benet's Hall, the maximum value of such bursaries to be set by the board of management for the bequest at its discretion; and

(2) to assist persons bornordinarily resident in the Republic of Ireland whose parents are citizens of the Republic of Ireland to proceed to the University for the purpose of either taking their degrees or undergoing postgraduate courses.'

(4) Voting on Legislative Proposal: Statute I: definition of the terms 'person' and 'member' in the context of committee membership

Explanatory Note

These changes define 'person' and 'member' as an internal member of the University, in the context of committee membership. Prior to this change, the terms 'person' and 'member' have commonly been understood to apply to internal members of the University in the context of committee membership but until now, that understanding was not underpinned by any legislative provision to that effect; that omission is now addressed by means of the changes to Statute I below.

WHEREAS it is expedient to define the meaning of the terms 'person' and 'member' in the context of committee membership, 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 section 6 of Statute I, insert new paragraph (11) and renumber existing paragraphs (11)–(12) as (12)–(13).

'(11) Unless otherwise specified, 'person' or 'member' means the resident holder of a teaching, research or administrative post in the University or in any college, society or Permanent Private Hall;'.

(5) Voting on changes to Congregation Regulations 3 of 2002: entry of names for degree ceremonies

Explanatory Note

From the start of Michaelmas term 2012, students completing their degree in or after Trinity term 2013 will receive an invitation to a degree ceremony, conditional on the candidates satisfying examiners. Taught course students will receive the invitation at the start of their final year of study. Research students will receive their invitation once they have been granted leave to supplicate. The first invitations to degree ceremonies will therefore be issued in early November 2012. Colleges will therefore no longer enter names of candidates for degrees fifteen days before a degree day in the way described in the current regulations (part 3, Entry of Names). The revised regulations conform to the processes agreed by Council in Trinity term 2011, and more recently by Education Committee in Hilary term 2012. They have been revised in consultation with a working group of ten colleges.

Text of Regulations

Under the heading for Part 3 of Congregation Regulations 3 of 2002 concerning degree ceremonies, delete existing regulations 3.1–3.3 and substitute (inserted text underlined, deleted text scored through):

'Degree days

3.1. In Hilary Term each year the Vice-Chancellor shall determine, and the Registrar shall forthwith publish in the University Gazette, the dates of the degree ceremonies to be held in the next academic year but one, except that the Vice-Chancellor may, in the exercise of his or her powers under regulation 1.2 of the Regulations for the Conduct of Business in Congregation, subsequently determine that one or more additional degree ceremonies shall be held in the year concerned. The Degree Conferrals Office shall agree with each college, society, Permanent Private Hall, or other designated institution the dates at which their candidates will be presented. In the event that agreement cannot be reached, the Vice-Chancellor shall make the final adjudication.

3.2. Degrees conferred at any meeting of Congregation summoned by the Vice-Chancellor between the end of Trinity Term and the beginning of Michaelmas Term shall be reckoned for all purposes as if conferred on the last day of the preceding Trinity Term.

Entry of Names

For degrees conferred in or before June 2013

3.3. The names of candidates for degrees shall be entered at the University Offices, not later than noon of the fifteenth day before the degree day, by some person deputed by the college, society, hall, or other designated institution to which they belong; and entry shall be subject to the following conditions:

(1) the Vice-Chancellor shall have power for some reasonable cause to dispense from the provisions of these regulations;

(2) once a candidate's name has been entered, if he or she is eligible to be admitted to the degree(s) concerned he or she may not withdraw from the ceremony and shall be so admitted to the degree(s) concerned whether in person or in absence;

(3) candidates who being qualified at the time have nevertheless failed to have their names so entered on the fifteenth day before the degree day shall be at liberty to have them entered in the prescribed manner not later than 5 pm on the day preceding the degree day on payment of a late fee, as determined from time to time by the Planning and Resource Allocation CommitteeFees Policy Group and set out in Appendix 1 of the Examination Regulations, in addition to any degree fee;

(4) candidates who have become qualified for their degree by passing an examination on any of the fifteen days preceding the degree day may have their names entered in the prescribed manner not later than 5 pm on the day preceding the degree day, but such candidates shall not pay any additional late fee;

(5) a candidate shall be admitted in person to not more than one degree at each ceremony (normally the superior of the degrees for which he or she has been given leave to supplicate) but may be admitted in absence at the same ceremony to any other degree(s) for which he or she has been given leave to supplicate.

For degrees conferred after June 2013

3.3. The names of candidates for degrees will be confirmed by the Degree Conferrals Office through the degree ceremonies booking system no later than fifteen days before the degree day, and shall be subject to the following conditions:

(1) the Vice-Chancellor shall have power for some reasonable cause to dispense from the provisions of these regulations;

(2) if a candidate is eligible to be admitted to the degree(s) concerned, he or she may not withdraw from the ceremony during the fifteen day period before the degree day,  and shall be admitted to the degree(s) concerned, either in person or in absence;

(3) a candidate shall be admitted in person to not more than one degree at each ceremony (normally the superior of the degrees for which he or she has been given leave to supplicate) but may be admitted in absence at the same ceremony to any other degree(s) for which he or she has been given leave to supplicate.'

(6) Voting on changes to Congregation Regulations 3 of 2002: degree ceremony attendance

Explanatory Note

These changes provide for occasions when a candidate is admitted to a degree in absentia and makes a case to attend a subsequent degree ceremony in person.

Text of Regulations

In Part 3 of Congregation Regulations 3 of 2002 concerning the conduct of ceremonies in Congregation, and certain other ceremonies, delete existing regulation 3.4 and substitute (new text underlined, deleted text scored through):

'3.4. The Registrar shall ascertain whether each candidate is entitled to supplicate for the degree. If a candidate who failed to attend a degree ceremony and consequently was admitted to a degree in absentia wishes to graduate in person at a future ceremony, an application may be made to the Vice-Chancellor and Proctors (via the Degree Conferrals Office) for the award of the degree(s) to be set aside in certain exceptional circumstances. If approved, the candidate may then be admitted to the same degree(s) in accordance with regulation 3.3 (above). If a degree certificate relating to the graduation in absentia has already been issued, it must be returned with the application.'

(7) Question

G P Tapsell, Fellow of Lady Margaret Hall, and R Lewis, Fellow of St Hugh's, to ask Council:

'Given that radical and potentially irreversible changes are taking place in Oxford's historic libraries, notably the Old Library and Radcliffe Camera, what steps will Council take to do as the Resolution of Congregation of May 2005 required, and procure "that the Curators of the University Libraries present to Congregation a full report on their plans for reorganisation of the University's libraries in the short, medium and long-term"; and will it present this report as a Green Paper to Congregation early in Michaelmas Term?'

The following reply to the above question has been approved by Council:

'Council notes that the question raises the important issues of consultation and communication between the Curators of the University Libraries and Congregation, which are especially necessary in times of rapid changes in provision.

The last five years have seen a period of unprecedented change in libraries worldwide as a result of the transformations of the information age. The Bodleian Libraries themselves are undergoing significant change while at the same time they have reduced their dependence on University and HEFCE funding.

Council notes that the Curators already undertake considerable consultation on important decisions regarding Library strategy, and that it is always possible to improve the means and processes by which such consultation takes place.

It notes also that Curators of the University Libraries review and approve policy and strategic plans for the Bodleian Libraries and encourage consultation on policies at the local and University level. Council notes also that the Curators have provided regular updates on the strategic direction and implementation of changes in the Library, based on consultation with academic staff and students. (The most recent of these updates can be found at www.bodleian.ox.ac.uk/notices/updates-strategic-direction-bodleian-libraries, along with responses to the 2005 Resolution.)

The Curators of the University Libraries will provide a report on the short-term plans for the Libraries in Michaelmas term 2012. Bodley's Librarian is organising a series of meetings in the coming weeks for members of Congregation to learn about and contribute to the Bodleian's plans. Since many people are likely to be away during the Long Vacation, there will also be town meetings and small group sessions scheduled at the beginning of Michaelmas term.

The Curators are also currently undertaking a number of actions that will inform the next revision of the Libraries strategy affecting the medium- and long-term plans. Among these are two key activities.

First, a joint working group of the Humanities Division and the Bodleian has initiated consideration of the Humanities Library provision in the context of changes in planning for the ROQ site. The working group will consult and discuss widely in Michaelmas and Hilary terms.

Second, work is underway to renew the strategic aims for the Libraries in alignment with the revision of the University Strategic Plan. Key stakeholders from the academic staff across all divisions, students and other readers have already been consulted, and this will result in a draft Libraries plan, upon which wider consultation across Library users, including Congregation, will take place in Michaelmas term.

Curators will provide a paper to Council on progress on these strategic planning activities in Michaelmas term, and a full report on long-term plans following the consultations that will take place in 2012–13.

One of the key roles of the Curators is the assurance of good communications with all members of the collegiate University, as well as with other Library users. Clearly, the question and other letters from members of the University community to the Curators show that more and different forms of communication are required. Consequently, Curators will review their communications strategies during Michaelmas term. They will include in this communications plan further opportunities for members of Congregation to contribute to the development of Library strategies and priorities. Council has asked the Curators of the University Libraries to submit a report on their revised communications plan following their meeting in 7th week of Michaelmas term. 

By these actions, the Curators of the University Libraries will provide short-, medium- and long-term reports on the plans of the University Libraries in the coming academic year, and they will also undertake to develop a communications plan that will provide effective and timely information on Library policy development and strategic direction. Consultation with users of the University Libraries is a critical element in the development of policy and strategy and readers are encouraged to contribute to this process over the vacation and during Michaelmas term in the ways outlined above.'

¶ Arrangements for the meeting

The meeting will be held at 2 pm on Tuesday, 9 October, in the Sheldonian Theatre. Attendance at the meeting is open to members of Congregation and to nominated representatives of the Oxford University Student Union (OUSU) as agreed in advance by the Vice-Chancellor. Admittance to the Theatre will be on the production of a valid University card and will be on a first-come, first-served basis. The doors of the Sheldonian Theatre will open at 1.45 pm.

Under the provisions of Part 5 of Congregation Regulations 2 of 2002, the reply to the question above shall be read in Congregation; no debate shall be permitted upon the reply, but at the Chairman's discretion supplementary questions may be asked to elucidate the reply given.


1The 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 Mr Paul Burns at the University Offices, Wellington Square (telephone: (2)80107; email: paul.burns@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).