Council and Main Committees

  • Thursday 13 February 2014
  • NO. 5050
  • VOL. 144

Council of the University: Changes in Regulations

Changes in Regulations

Council has made the following changes in regulations, to come into effect on 28 February.

(a) Value for Money Subcommittee of the Planning and Resource Allocation Committee

Explanatory Note

The following changes, made on the recommendation of the Planning and Resource Allocation Committee (PRAC), are designed to support the Value for Money Subcommittee in seeking delivery of agreed, measurable objectives, and in scrutinising and challenging these objectives as appropriate. The opportunity is also being taken to make a non-substantive change to the wording of the membership, to remove an unnecessary reference to the Chair also being a member of PRAC, as the PRAC regulations already make clear that the Chair of the Value for Money Subcommittee is an ex officio member of PRAC.  

Text of Regulations

1 In Council Regulations 15 of 2002, Part 34, concerning the Value for Money Subcommittee of the Planning and Resource Allocation Committee amend regulation 34.1(1) as follows (deleted text scored through):

'34.1. The Value for Money Subcommittee of the Planning and Resource Allocation Committee shall consist of:

(1) a person appointed by Council as chairman of the committee, who shall also be a member of the Planning and Resource Allocation Committee;'.

2 Ibid, amend regulation 34.6 as follows (new text underlined):

'34.6. The subcommittee shall be responsible for:

(1) developing and maintaining strategy, policy and guidance setting out the University's objectives in the pursuit of value for money as defined in regulation 5.4 (69) of Council Regulations 15 of 2002;

(2) developing and implementing strategies to promote and support the pursuit of value for money throughout the University, including within planning and decision-making processes at all levels, to ensure that value for money is embedded within the University's operations and culture;

(3) adopting and disseminating value for money good practice;

(4) raising the profile of value for money across the University.; and

(5) reporting to the Planning and Resource Allocation Committee and the Audit and Scrutiny Committee on:

(a) the divisions' and services' development of objectives that are aligned, measureable, and focused on significant resource impact; and

(b) the challenge and scrutiny of value for money delivery.'

(b) Budget Subcommittee of the Planning and Resource Allocation Committee

Explanatory Note

The following changes, made on the recommendation of the Planning and Resource Allocation Committee (PRAC), provide for the Chair of the IT Committee of Council to be an ex officio member and for representatives from each of the four Academic Divisions to be members of the Budget Subcommittee of PRAC, in order to increase the effectiveness of the Subcommittee in complementing the work of IT Committee and the IT Planning and Resources Group, and in scrutinising UAS budgets.  

Text of Regulations

In Council Regulations 15 of 2002, Part 9, concerning the Budget Subcommittee of the Planning and Resource Allocation Committee, delete existing regulation 9.1 and substitute (new text underlined, deleted text scored through):

'9.1. The Budget Subcommittee of the Planning and Resource Allocation Committee shall consist of:

(1) the Pro-Vice-Chancellor (Planning and Resources) who shall chair the committee;

(2) the Chair of the IT Committee;

(2), (3), (4) two external persons appointed by the Planning and Resource Allocation Committee;

(4)(5)–(8) five four members of Congregation, one representing each of the academic divisions, appointed by the Planning and Resource Allocation Committee after consultation with the head of each division.for their expertise in an area relevant to the remit of the committee, but ensuring cross-divisional membership;

(9) one person with expertise in Information and Communications Technology appointed by the Planning and Resource Allocation Committee, who does not have responsibility for Information and Communications Technology provision by service units in the University Administration and Services and the Academic Services and University Collections.'

(c) Oxford University Museum of Natural History

Explanatory Note

The following change, made on the recommendation of the Board of Visitors of the Oxford University Museum of Natural History, amends the membership of the Board of Visitors to replace the Professor of Zoology with the Hope Professor of Zoology (Entomology) with effect from the date of retirement of the current Professor of Zoology. The Hope Professor of Zoology (Entomology) was a member of the Board of Visitors until the professorship was suspended, however, given that the professorship has now been refilled, it is considered that the previous arrangement should be reinstated.

Text of Regulations

1 In Council Regulations 48 of 2002, concerning the Oxford University Museum of Natural History, amend existing regulation 2(9) and substitute (new text underlined):

'(9) the Hope Professor of Zoology (Entomology) or his or her nominee;'.

2 These changes in regulations shall be effective from 1 October 2014.

(d) Law Faculty Board

Explanatory Note

These changes to the membership of the Law Faculty Board, made on the recommendation of the Law Faculty Board and the Social Sciences Board, increase the number of ex officio members and reduce the number of elected members accordingly. The changes also increase the term of office for elected members from two to three years. The number of members to be elected to the Law Faculty Board in any given year is also amended in light of these other changes.

Text of Regulations

1 In Council Regulations 19 of 2002, concerning Faculty Boards, delete existing regulations 12–15 and substitute (new text underlined, deleted text scored through):

'12. The number of official and ordinary members of each faculty listed in regulation 7 above shall be as follows:

  Official
members
Ordinary
members 
Law   81 1712
Theology and Religion  10 

save that, if in the case of any board the number of persons qualified under regulation 8 above to be official members of the board is less than the number specified in this regulation 1211, then the number of official members of the board shall be that smaller number.

13. The number of members of boards of faculties to be elected at each annual election shall be as follows:

  Official
members23
Ordinary
members
Law  4 7
Theology and Religion  3 5

14.

(1) Every elected member of a board of a faculty shall, in the absence of provision in these regulations to the contrary, hold office for two years with effect from the first day of the Michaelmas term next following the date of his or her election, save that casual vacancies shall be filled for the remaining period of office of the person being replaced.

(2) Every elected member of the board of the Faculty of Law shall hold office for three years with effect from the first day of the Michaelmas term next following the date of his or her election, save that casual vacancies shall be filled for the remaining period of office of the person being replaced.

15.

(1) The persons qualified to elect the ordinary members of the board of any faculty may, if they think fit, direct by by-law that no ordinary member shall serve for more than three successive periods of two years each or two successive periods of three years each, as appropriate.

(2) A meeting of those electors may be summoned at any time by the chairman of the faculty, or, if the faculty has been divided into sub-faculties, by the chairman of the board, for the purpose of making or rescinding such a by-law, and shall be so summoned by him or her on the requisition of not less than one-half of the total number of such electors, or, if the number of such electors exceeds thirty, on the requisition of not fewer than fifteen.

(3) Not less than seven clear days' notice shall be given of any such meeting; the chairman of the faculty or the chairman of the board shall (unless some other chairman is appointed by the meeting) preside at the meeting, but shall not (unless he or she is an elector) vote.

(4) The chairman of the meeting shall immediately notify to the Registrar the decision of the meeting, which shall be published in the University Gazette.

1Of whom four shall be, ex officio:

1. Director of the Centre for Criminology;
2. Director of the Centre for Socio-Legal Studies;
3. Director of the Institute for European and Comparative Law; and
4. Director of the Oxford Intellectual Property Research Centre.

21Of whom twosix shall be, the faculty board's directors of graduate studies, and one the chairman of the faculty ex officio:

1. Dean of the Law Faculty (Chair of the Law Board);
2. Vice-Chair of the Law Board;
3. Director of Graduate Studies (Research);
4. Director of Graduate Studies (Taught);
5. Director of Undergraduate Studies in Law; and
6. Development Co-ordinator.

32Where an election is required.'

2 These regulations shall be effective from 1 October 2014.

(e) Regulations for College Contributions

Explanatory Note

Amendments to the regulation concerning the tax bands and rates are proposed to (i) enable the use of the current tax bands and rates in 2013/14; and (ii) remove the need for this regulation to be amended on an annual basis. The committee will continue to be required to review the bands and rates annually, but a change of regulation will only be necessary in the event that a change to the bands and/or rates is proposed. In addition, in the regulation concerning the criteria for making a grant from the Oxford College Contributions Fund, 'low endowment per student' is changed to 'low taxable assets per student' to reflect the committee's established practice. The opportunity has been taken to propose other drafting amendments for greater consistency with other University regulations and to ensure correct application of the definitions established in Section 1 of Statute XV.

Text of Regulations

Delete existing Council Regulations 1 of 2009 concerning College Contributions and substitute (new text underlined, deleted text scored through):

'Council Regulations 1 of 2014

Regulations for College Contributions

1. These regulations are made under the provisions of Statute XV, and references to sections are to the sections of that statute unless otherwise stated.

2.

(1) The College Contributions Committee ("the committee") established by section 3 shall consist of

(a) a Chairman appointed by the Vice-Chancellor;

(b)–(d) three members appointed by Council, one of whom shall be appointed from among its own members;

(e)–(h) four members elected by the Conference of Colleges.

(2) The appointed and elected members shall hold office for four years.

(2)(3) Subject to the approval of the Chairman of the Conference of Colleges and the Chairman of Council on each occasion, the committee may co-opt up to two external members for such periods as it sees fit, on condition that the committee shall be satisfied that those appointed have no financial interest in any college of the University.

(3) The appointed and elected members shall hold office for four years.

(4) Members shall serve no more than two consecutive full terms of office. Casual terms of office shall not count towards this limit.

(5) Notwithstanding regulation 2(4) above, the General Purposes Committee of Council may determine that one further consecutive period is permitted in an individual case.

3.

(1) (6) The committee shall be responsible to Council for:

(a) for the proper administration of the Ffund; and

(b) for the distribution of income from the Ffund in accordance with these Rregulations.

(2)(7) The committee shall have the power (subject to regulation 87 below):

(a) to make rulings on the income of colleges for the purpose of the Sscheme, and on their consequent liability to contribute;

(b) to call for reports from colleges to amplify their financial statements and calculations;

(c) to determine what grants or loans from the Ffund will meet the purpose of the Sscheme;

(d) to carry out whatever investigation may be necessary in order to ascertain that grants and loans have been used as intended; and

(e) to charge interest on late payment of contributions at the official rate of interest (that is to say, the rate applicable under Section 178 of the Finance Act 1989, or any statute amending or replacing that Ssection).

(3)(8) The committee shall review the scheme after five years of operation and report to Council on its performance.

43. The sum payable by each college under section 4 shall be calculated as follows:

(1) The total annual sum to be transferred to the Ffund shall set by Council. The aggregate contribution of the colleges to the Ffund shall be capped at £3m million per annum; and the contribution of the University shall be capped at £2m million in 2008/9 and £1m million in each subsequent year.

(2) Contributions under these regulations shall be made for a fixed period of ten years, the final contribution being made on the basis of the annual accounts prepared by colleges as at 31 July 2017. No contributions under these regulations will be levied thereafter.

(3) The bands and rates of contribution for a particular financial year shall be set by Council by regulation on the recommendation of the committee before the end of that financial year. If the total sum raised from the colleges exceeds the agreed amount, the committee shall have the power to order a rebate to colleges pro rata (rebating in equal proportion to all contributing colleges). If the sum raised from colleges falls short of the agreed amount the committee shall, if necessary, adjust the contribution rate in the following year to make up the deficit.

(4) The bands and rates for the contributions payable in 2012/132013/14, based on the 2011/12 accounts for the year ending on the prior 31 July, shall be as follows:

On the first £35 m million of taxable assets NIL    
On the next £3 m million 0.10 per cent
On the next £3 m million 0.20 per cent
On the next £3 m million 0.30 per cent
On taxable assets over £44 m million 0.36 per cent

(5) The committee shall review the tax bands and rates annually and make such recommendations to Council for change as it sees fit.

(6) In the absence of any recommendation for change under the provision of regulation 4.(5) above, the bands and rates set out in regulation 4.(4) above shall be used to calculate the contributions payable in 2014/15 and each subsequent year up to and including 2017/18, in each case based on the accounts for the year ending on the prior 31 July.

5. 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.

64. For the purposes of the scheme, In order to calculate contributions, taxable assets will be computed on the basis of calculated to be:

(1) the aggregate of the following:

(1)(a) total funds less tangible fixed assets per the consolidated audited financial statements of the college at 31 July;

(2)(b) 30 per cent of conference and function income included in the consolidated audited financial statements of the college at 31 July, multiplied by 100/4; and

(3)(c) total funds per the consolidated audited financial statements of any entity over which the college exercises control or dominant influence, or whose objectives are mainly or exclusively confined to the benefit of the college, if the financial statements of that entity are not consolidated with those of the college – such financial statements to be drawn up not more than 12 months preceding the 31 July at which the college's financial statements are drawn up; less (4) funds included in total funds per the consolidated audited financial statements of the college at 31 July which must be applied by the college as sole trustee for purposes wholly outside the objects of the college;

(5)(2) less allowances for exceptional obligations, multiplied by 100/4.

5. Conference and Function Income.

7.

(1) There shall be excluded from conference and function income all fees, dues, establishment charges and charges for meals which are paid to the college by or on behalf of juniorstudent members of the college who are members of the University; and also charges paid to the college by senior members of the college in connection with their employment by the college, or in connection with their membership of the college or its common room.

(2) Conference and function income shall otherwise include all fees and charges paid to the college by or on behalf of all parties, including visiting students who are not members of the University, and all fees and charges paid to the college in respect to conferences and functions organised by or on behalf of members of the college.

6. Exceptional Obligations.

8.

(1) Exceptional obligations recognised by the Ccollege Ccontributions Sscheme prior to 2007/8 will not be carried forward into the Sscheme from 2008/9 onwards.

(2) Notwithstanding regulation 6 8.(1) above, if a contributing college makes to the College Contributions Committee a written application on the ground considers that its endowment is burdened by some charge or obligation of an exceptional nature in respect of which a deduction ought fairly to be made, it may submit a written application to the committee. (whether imposed on the college or accepted voluntarily by the college for reasons which the committee considers reasonable having regard to the interest not necessarily only of the college but if appropriate also of the University and colleges as a whole), tThe committee shall consider that application and may at its discretion decide what deduction (if any) shall be allowed to the college in respect of that charge or obligation (whether imposed on the college or accepted voluntarily by the college for reasons which the committee considers reasonable having regard to the interest not necessarily only of the college but if appropriate also of the University and colleges as a whole).

7.9.

(1) The committee shall make recommendations to Council at least once a year on the distribution allocation of the income of the College Contributions Ffund to and between the individual colleges, with the proviso that the committee may recommend that no distributions areallocation be made.

(2) The criteria for making an award a grant or loan will be satisfied if a college can provide evidence to show that:

(a) the college has a low taxable assetsendowment per student, the calculation of which shall be decided by the committee; and

(b) it is below a median or target value in one or more categories for which grants will be awarded as defined by the committee; and

(c) it makes a convincing case for support.

8. Appeal to Council.

10. A college aggrieved by a decision of the committee may appeal to Council.

The Schedule

Statement of Assets and Contribution

Year ended 31 July

  £  £
Total consolidated funds   … 
Less: tangible fixed assets   (…)
    … 
Conference and function income  …   
30% thereof  …   
Multiplied by 100/4   … 
Total funds of any entity over which the college exercises control or dominant influence, or whose objects are mainly or exclusively confined to the benefit of the college, if the financial statements of that entity are not consolidated with those of the college   … 
Funds included in total funds which must be applied by the college as sole trustee for purposes wholly outside the objects of the college   (…) 
Allowances for exceptional obligations  
Multiplied by 100/4    (…) 
Aggregate taxable assets   … 

 

College contribution payable on aggregate taxable assets:

   
On the first £35 million on taxable wealth £… 0.00%
On the next £3 million £…  0.10 £… 
On the next £3 million£…  0.20 £… 
On the next £3 million  0.30%  £...
On taxable wealth over £44 million residual £… 0.36% £… 

 

Total college contribution payable

 

 

£…'

Congregation10 February

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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:

Bafadhel, M, Target Discovery Institute

Deacon, E A, Saïd Business School

Fischer, R, Faculty of Clinical Medicine

Griffith, S B, Wolfson

Issa, F G, St Hugh's

James, S F, Green Templeton

Martin, U H M, Faculty of Computer Science

Maw, J R H, Magdalen

Mirams, G R, Wolfson

Neal, S F, Oxford Learning Institute

Rini, R A, Jesus

Roache, R, Faculty of Philosophy

Ryder, P, Magdalen

Tapp, C V T, Development Office

Wallendszus, K R, St Peter’s

Divisional and Faculty Boards

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