Council and Main Committees

  • Thursday 27 March 2014
  • NO. 5056
  • VOL. 144

Council of the University

Changes in Regulations

Council has made the following changes in regulations, to come into effect on 11 April.

(a) Committee for Development and Alumni Relations

Explanatory Note

The proposed changes, made on the recommendation of the Committee for Development and Alumni Relations, amend the committee's remit and membership by (i) reducing the number of members; and (ii) removing its responsibilities in relation to sponsorship matters and setting priorities for fundraising and alumni relations.

Text of Regulations

1 In Council Regulations 15 of 2002, amend Part 17 concerning the Committee for Development and Alumni Relations as follows (new text underlined, deleted text scored through):

'17.1. The Committee for Development and Alumni Relations shall consist of:

(1) the Vice-Chancellor;

(2) the Pro-Vice-Chancellor (Development and External Affairs), who shall be vice-chairman of the committee;

(2) the Pro-Vice-Chancellor (Planning and Resources);

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

(4) the Chairman of the Conference of Colleges or, subject to the approval of the Council, his or her nominee;

(5) the Chair of the Development Panel Vice-Chairman of the Development Council;

(6)–(9) the head (or the nominee of the head) of each of the four divisions;

(10), (113) four two persons appointed by Council, of whom one shall be appointed from among the members of Council specified in section 4 (15)–(25) of Statute VI, one shall be a member of its Planning and Resource Allocation Committee, and two shall be heads of house;

(124) one student member representative appointed by the Executive of the Oxford University Student Union from among their own number.

17.2. The committee may co-opt up to two additional members for such periods as the committee shall deem appropriate.

17.3. The committee shall:

(1) advise Council on strategy and policy relating to development, and alumni relations and sponsorship, and the alignment of development and alumni relations priorities with the strategic objectives of the University;

(2) monitor the implementation and effectiveness of the University's policies and procedures relating to development and alumni relations, reporting and referring matters to Council as appropriate, and if deemed appropriate by the Committee, offer feedback and advice to Council on policies or strategy for fundraising and alumni relations make recommendations to Council (in consultation with the Academic Divisions and the main committees of Council, as appropriate) on the short- and long-term priorities for fundraising and alumni relations;

(3) seek to promote and facilitate fundraising and alumni relations within the collegiate University; and

(4) oversee a review and approval procedure for individual sponsorship proposals;

(45) refer cases which in its view raise issues of a reputational, ethical or similar nature to the Committee for the Review of Donations.;

(6) monitor the implementation and effectiveness of the University's policies and procedures relating to development, alumni relations and sponsorship, reporting and referring matters to Council as appropriate.'

2 These regulations shall be effective from 1 October 2014.

(b) Mathematical, Physical and Life Sciences Board

Explanatory Note

The proposed changes, made on the recommendation of the Mathematical, Physical and Life Sciences Board, revise the constitution of the board to include one additional representative appointed from amongst the division's research staff community and reduce the number of persons appointed by the Conference of Colleges from three to two, to reflect current practice.

Text of Regulations

1 In Council Regulations 17 of 2002, concerning divisional boards, delete regulations 10–11 and substitute (new text underlined, deleted text scored through):

'10. The Mathematical, Physical and Life Sciences Board shall consist of:

(1) the Head of the Mathematical, Physical and Life Sciences Division, who shall be chairman;

(2)–(11) the Heads of the Departments of Chemistry, Computer Science, Earth Sciences, Engineering Science, Materials, Mathematics, Physics, Plant Sciences, Statistics and Zoology;

(12), (13) two persons elected by and from among the members of the Faculty of Chemistry;

(14), (15) two persons elected by and from among the members of the Faculty of Engineering Science;

(16), (17) two persons elected by and from among the members of the Faculty of Physics;

(18), (19) two persons elected by and from among the members of the Faculty of Mathematics;

(20) a person elected by and from among the members of the Faculty of Computer Science;

(21) a person elected by and from among the members of the Faculty of Earth Sciences;

(22) a person elected by and from among the members of the Faculty of Materials;

(23) a person elected by and from among the members of the Faculty of Plant Sciences;

(24) a person elected by and from among the members of the Faculty of Statistics;

(25) a person elected by and from among the members of the Faculty of Zoology;

(26)–(287) three two persons appointed, for a three-year term, under the procedures of the Conference of Colleges. They shall have appropriate experience and understanding of academic policy and finance and be familiar with the subject areas concerned, but should not hold a salaried teaching or research post within the division.;

(28) a person appointed, for a three-year term, under the procedures of the Oxford Research Staff Society (OxRSS) from among its members, being members of a department in the division. Attendance at meetings by the OxRSS member shall be subject to similar arrangements as for student members, as set out in regulations 37–39 below.

11. The board may co-opt up to four additional members, on condition that the board shall always ensure by the use of its power of co-optation that the overall range of activities and concerns in the division is as fully represented within the total membership of the board as is reasonably practicable.'

2 These regulations shall be effective from 1 October 2014.

(c) Financial Regulations

Explanatory Note

These proposed minor amendments to the regulations reflect changes in processes following the upgrade of the Oracle Financials system to its latest release, Release 12. The opportunity is also taken to amend a small number of outdated references.

Text of Regulations

1 In the Financial Regulations, amend regulation 1.4(1)(b) as follows (deleted text scored through):

'1.4 Financial Control

(1) Financial Planning and Reporting

(a) All heads of unit must meet the requirements of the Managing Budgets, Forecasts and Reporting process.

(b) Specific requirements of the Financial Planning and Reporting process include the provision that, in accordance with the timetable issued by PRAC, each budgetary unit prepare a budget for the financial year and to submit the budget to its parent body for approval. Budgetary units are required to keep income and expenditure within the budgetary targets set by their parent body. Where expenditure is expected to exceed income, the unit must seek prior approval from its parent body to set a deficit budget. If the deficit arises for reasons other than the planned spending down of previously accumulated reserves the unit must provide a plan to show how the budget deficit will be recovered, over a period of no longer than three years, unless otherwise agreed by PRAC. Parent body approval is still required if the deficit arises from the spending down of previously accumulated reserves but in this case it is not necessary to provide a recovery plan.

Budgetary units are required to keep their income and expenditure within the budgetary limits approved by PRAC. In so doing, divisions may agree to offset their departmental budgets against one another.'

2 Ibid, amend regulation 1.4(3) as follows (new text underlined, deleted text scored through):

'(3) Access to the University's Business System

All persons with access to the University's recommended business system must comply with the University's Information Security Policy relevant password and other security controls, and with the Regulations Relating to the Use of Information Technology Facilities.'

3 Ibid, 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 Hospitality if such practices are discovered, seeking advice from the Senior Assistant Registrar (Compliance) in the Council Secretariat Head of Financial Assurance Services as required.'

4 Ibid, amend regulation 2.1(1) as follows (new text underlined, deleted text scored through):

'(1) In a unit that receives cash or cheques, the head of that unit is responsible for ensuring compliance with the Cash and Banking Management process governing such receipts.'

5 Ibid, amend regulation 2.3(1) as follows (new text underlined, deleted text scored through):

'2.3 Gifts and Hospitality Received

(1) Gifts and hospitality received must comply with the University Policy on Gifts and Hospitality as identified in the University's Expenses and Benefits Guide.'

6 Ibid, amend regulation 3.1(1)–(6) as follows (new text underlined, deleted text scored through):

'(1) All procurement of goods and services must be in accordance with the Purchase to Pay processes and the Purchasing Procedures.

(2) Subject to 3.1 (3), all contracts (other than construction-related contracts) for the purchase of goods and/or services to the value of £100,000 or more must be negotiated through the University Purchasing DepartmentOffice. For limits below this, the limits set out in Table F apply (excluding insurance costs which must follow Insurance Section processes). No purchase order is required for purchases below £100. A banker's guarantee is required for payments made in advance that exceed £50,000.       

 

Table F Financial limits applicable to quotations
Limit £000 Preferred Supplier Other Supplier
0–1 No quote required Confirmation of price required
125 No quote required Two written quotes required
25100 Departmental tender Departmental tender
100+ Purchasing DepartmentOffice Purchasing DepartmentOffice

 

(3) For all equipment and services expenditure incurred on research awards departments should ensure that each award funder's general and grant-specific terms and conditions for the procurement process are met. Note that these requirements will sometimes go beyond the University's standard requirements outlined above.

(4) All contracts for the purchase of goods must incorporate the University's standard conditions of purchase, and all contracts for the procurement of services must be in the form of the University's standard contracts for services, unless (in either case) other terms are negotiated through the Purchasing DepartmentOffice or (for construction-related contracts) Estates Services. Orders placed above £100,000 must be managed using the principles established in the University's Contract Management Guidelines.

(5) RS is responsible for the authorisation of research-related services. Units are responsible for procuring items on approved research projects. Further requirements for research-related expenditure are included in regulations 4.1–4.2 below.

(6) All contracts for the acquisition of goods and services otherwise than by purchase (for example, leasing arrangements) must be negotiated through the Purchasing DepartmentOffice and notified to the Head of Accounting Services.'

7 Ibid, amend regulation 3.2(1) as follows (new text underlined, deleted text scored through):

'(1) All salaries and expenses processed within the University should meet the requirements set out in the Payroll process control framework and Expenses and Benefits Guide process. The requirements for relocation expenses, travel and subsistence expenses, and payments for entertaining are set out in the University's Expenses and Benefits Manual.'

8 Ibid, amend regulation 6.1 as follows (deleted text scored through):

'All cash within the unit must be managed in line with the Cash Handling and Banking process.'

9 Ibid, amend regulation 6.6 as follows (deleted text scored through):

'6.6 Insurance

(1) Except in cases where express agreement to the contrary has been reached with the Finance Division, all insurances must be arranged only through the Insurance Section, which will provide all necessary advice.

(2) Each budgetary unit must submit an Annual Insurance Return that provides details of the unit's contents to be insured. Items of equipment will be covered for all-risks insurance if they are included within the return. The unit's equipment register must be updated regularly, to include all acquisitions and disposals. Items purchased between annual submissions to the Insurance Section are covered automatically: however, the Insurance Section must be notified at the time of acquisition whenever an individual item exceeds £100,000 in value.

(3) University-owned vehicles may be used for University business purposes only. Use must be authorised in writing by the head of unit, and a record of authorised drivers maintained. The unit must refer to the Insurance Section whenever a driver has six or more points on his or her licence. The Insurance Section must receive immediate notification of all vehicle acquisitions and disposals and hires for a period of fourteen days or more. In addition the unit must submit to the Insurance Section the Annual Insurance Return: Departmental Vehicles.'

10 Ibid, amend regulation 7.2 as follows (new text underlined, deleted text scored through):

'7.2 Assurance

Heads of unit must also support the need for the University to discharge its assurance responsibilities to external, regulatory or other review bodies. This assurance covers both financial and non-financial activities. The University also requires departments to comply with its set out in the Self-Assurance process.'

Council of the University

Register of Congregation

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

Ackermann, S M, Linacre

Broomfield, J A J, Kellogg

Buck, D, Wellcome Trust Centre for Human Genetics

Hislop, J R, Faculty of Clinical Medicine

Hughes, M J, Bodleian Special Collections

Naylor, E W J, St Antony's

Renton, A J V, Student Welfare and Support Services

Shkoller, S, Trinity

Wills, Q F, Brasenose

Yates, C A, Christ Church

Divisional and Faculty Boards

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