Council and Main Committees

  • Thursday 5 December 2013
  • NO. 5044
  • VOL. 144

Council of the University

Changes in Regulations

(a) Regulations for Council

Council has made the following changes in regulations, to come into effect on 20 December.

Explanatory Note

Council has changed its pattern of meetings in 2013–14. Instead of having twelve ordinary meetings in each academic year, it will have eleven: eight long meetings, and three short meetings. The three short meetings are scheduled for week 1 of each term in case they are needed for urgent business. However, they will usually be cancelled. The requirement for members of Council to attend a minimum number of meetings has been reviewed in the light of this. The following proposed changes increase the minimum number of meetings that a Council member has to attend from eight to nine, less the number of meetings cancelled. This takes into account that the three short meetings are expected to be cancelled. It is also proposed to delete the regulations governing dispensation from the minimum number of meetings to be attended and to include provision for such dispensation in Council's standing orders, and to give responsibility for granting dispensation to the General Purposes Committee.

Text of Regulations

In Council Regulations 13 of 2002, concerning Council, delete existing regulation 3 and substitute (deleted text scored through, new text underlined):

'3. If a member of Council serving under the provisions of section section 4 of Statute VI, or co-opted under the provisions of section 6, has attended fewer meetings than eight nine less the number of any meetings which have been cancelled in the course of any academic year, his or her seat shall at the close of that year be declared by the chairman of Council to be vacant and shall then immediately be vacated, unless the General Purposes Committee of Council agrees otherwise for good reason. subject to the following conditions:

(1)

(a) A member shall only be required to attend the same proportion of meetings due to be held subsequent to the commencement date of his or her term as eight bears to the total number of meetings due to be held in the academic year, any fraction being reckoned to the nearest unit, and the resulting number then being reduced by the number of any meetings cancelled which were due to be held subsequent to that commencement date.

(b) The applicable commencement date is:

(i) the date of election or co-optation for a person elected or co-opted to fill a casual vacancy;

(ii) the date of the approval by Congregation of the nomination for a person nominated to fill a casual vacancy;

(iii) the date of appointment to the relevant office for a person serving ex officio.

(2) If a member of Council has been dispensed from his or her prescribed university or college duties for not less than one term in any year, he or she shall be deemed to have satisfied the requirements of this regulation if he or she has attended in that year at least six meetings less the number of any meetings which have been cancelled, or in the case of a person joining Council after the beginning of an academic year, if he or she has attended such lesser number as shall have been calculated in proportion to six by the method (with any necessary substitutions) prescribed under paragraph (1) above.

(3) A member of Council whose minimum attendance requirement has not been reduced under paragraph (2) above may, at the discretion of the chairman of Council, be deemed to have satisfied the requirements of this regulation if in any year he or she has attended, but for good reason has been prevented from attending more than, six meetings less the number of any meetings which have been cancelled, or in the case of a person joining Council after the beginning of an academic year, if he or she has attended, but for good reason has been prevented from attending more than, such lesser number as shall have been calculated in proportion to six by the method (with any necessary substitutions) prescribed under paragraph (1) above.

(b) Socially Responsible Investment Review Committee and Investment Committee

Explanatory Note

The proposed changes to the remits of the Socially Responsible Investment Review Committee and the Investment Committee aim to delineate more clearly the responsibilities of those committees and reflect the revised Socially Responsible Investment Review Policy (see 'General Notices' section below, p174). In relation to the Investment Committee, the opportunity is also being taken to amend its composition, removing the requirement for the membership to include internal members while not prohibiting the appointment of one or two such members.

Text of Regulations

1 In Part 29 of Council Regulations 15 of 2002, concerning the Socially Responsible Investment Review Committee, delete existing regulations 29.2–29.6 and substitute (new text underlined, deleted text struck through):

'29.2. The committee shall review the University's policy on socially responsible investment and its implementation at least every five years and submit to Council any changes it may wish to propose.

29.23. The committee shall consider representations concerning the Socially Responsible Investment Policy ("the Policy") policy on socially responsible investment and proposals related to the implementation of the Policy to invest or disinvest submitted to it as set out in 29.3.(1)–(3) (a)–(c) below to ensure that they are consistent with the policy statement, seek the views of the Investment Committee on the efficacy and costs of implementation where appropriate, and make a recommendations to Council as where appropriate.

29.3.(1) Representations concerning the pPolicy on socially responsible investment and proposals related to the implementation of the Policy invest or disinvest may be submitted to the committee as follows:

(1a) by Council, the Investment Committee or any other committee reporting directly to Council;

(2b) by 20 or more members of Congregation;

(3c) by a majority resolution of the Council of the Oxford University Student Union.

29.4. The committee shall make such recommendations to Council as it thinks fit on positive or negative screening, or on engagement strategy, in respect of its investments.

29.4. The committee shall:

(1) engage from time to time, as required in order to fulfil its remit, with those bodies that have a duty of oversight for the University's investments, which for the avoidance of doubt includes the Investment Committee;

(2) receive the section(s) of the Investment Committee's annual report to Council relating to the Policy.

29.5. The committee shall make a report to Council at least annually on its activities, including on the proposals considered under regulation 29.3 (1), on an assessment of the processes and practices through which the Policy is implemented, University's investments against its defined policy statement on Socially Responsible Investment and on any other relevant matters, through the General Purposes Committee of Council.

29.6. The committee shall review the Policy, including determinations made by Council under the provisions of the Policy, at least once in every three years and make recommendations to Council as appropriate.

29.76. Regulations 1.6 and 1.7 in Part 1 apply to this committee except that the quorum is one third plus one of those members eligible to vote upon the business of the committee (rounded to the nearest integer).'

2 In Council Regulations 15 of 2002, delete existing Part 23 concerning the Investment Committee and substitute (new text underlined, deleted text struck through):

 '23.1. The Investment Committee shall consist of:

(1) the Vice-Chancellor;

(2)–(6) at least five external persons appointed by Council, all of whom shall bring recent and relevant expertise of investment management to the working of the committee, and one of whom shall be appointed by Council to serve as chairman of the committee;

(7)–(8)(3) at least up to two other members appointed by Council who shall have recent and relevant expertise of investment management.

23.2. The Director of Finance and the Chief Investment Officer of Oxford University Endowment Management Ltd ("OUEM") shall normally be in attendance at the meeting of the committee, but shall not have the right to vote.

23.32. All members of the committee shall serve for five years and shall be re-eligible for reappointment.

23.43. The committee shall be responsible for the strategic oversight and supervision of all funds invested by, or for the benefit of, the University (including any funds placed with the University by external bodies), except:

(1) those investments which Council determines to be the responsibility of the Finance Committee or other bodies; and

(2) those held by Societies or the Press.

23.54. In particular, the committee shall be responsible for:

(1) recommending to Council defining suitable investment objectives and, where relevant, distribution policies for the funds under its remit ("the Funds") for the investments covered by 23.3 above;

(2) setting investment policies, benchmarks, risk guidelines and investment restrictions for the Funds taking into account the agreed objectives and policies as set out in 23.5(1) and including those relating to socially responsible investment, and monitoring performance against, guidelines and will benchmark in order to meet those objectives;

(3) evaluating, on a regular basis, the performance of the Funds against investment objectives and agreed benchmarks and compliance with all policies and guidelines relevant to the Funds the effective management and control of investment risks;

(4) advising the Board of OUEM in the recruitmenting, supporting and appraisaling of the Chief Investment Officer of OUEM and monitoring his or her performance;

(5) reporting to Council at least annually on the matters above and on such other matters as the committee sees fit.'

(c) Personnel Committee

Explanatory Note

The following amendments, proposed in the context of the Committee's review of self-effectiveness, provide a broader definition of the role of the Personnel Committee to: (i) better reflect the expectations of Council in delegating more to the Committee; and (ii) set out the role of the Committee in taking a broad and strategic view of personnel and equality issues across the University.

Text of Regulations

In Part 4 of Council Regulations 15 of 2002, concerning the Personnel Committee, delete existing regulations 4.3–4.5 and substitute (new text underlined, deleted text scored through):

'4.3. The committee shall be responsible for all personnel and equality matters connected with the employment of the University's employees, save where otherwise provided or where the committee deems it necessary to refer the matter to Council or another committee as defined in section 6(3) of Statute I. be responsible, in the light of employment legislation and other relevant requirements, and in liaison with the colleges, societies, and Permanent Private Halls as appropriate, for the development and review of comprehensive policies on the employment of all university staff, including policies on recruitment and selection, staff development and training, equality of opportunity, and salaries and other conditions of service.

4.4. In particular, Tthe committee shall:

(1) be responsible, in the light of employment legislation and other relevant requirements, and in liaison with the colleges, societies, and Permanent Private Halls as appropriate, for the development and review of policies on the employment of all University staff, including policies on recruitment and selection, staff development and training, equality of opportunity, and salaries and other conditions of service;

(12) oversee any centrally organised exercises relating to personnel matters, such as the conferment of the title of professor and the making of distinction awards for professors and readers;

(23) be responsible for, and make recommendations to Council on, the policy in respect of joint appointments between the University and the colleges, societies, and Permanent Private Halls, exercising this responsibility through a subcommittee on which there shall be balanced representation as between the University and the colleges, societies, and Permanent Private Halls;

(34) monitor the implementation and effectiveness of the University's policies relating to personnel and equality matters;

(45) oversee the relations between the University and its employees through recognised employee representatives.

4.5. The committee shall have power to make, amend, and repeal regulations concerning any of the following matters, on condition that it shall bring forward to Council for decision any case which it considers to raise particular difficulties:

(1) the appointment of individual members of boards of electors for the duration of proceedings to fill a particular vacancy (in cases in which a regulation is necessary);

(2) the conferment of the title of Visiting Professor or Visiting Lecturer (in cases in which a regulation is necessary);

(3) the amendment of the regulations governing the payment of special allowances to certain heads of departments, subject to the approval of the Planning and Resource Allocation Committee of Council as to the financial implications of each such proposed amendment; and

(4) the creation of a fixed-term university lecturership when a divisional board or the body responsible for another spending sector proposes to set up such a post in a situation other than that of replacing a member of staff on leave or covering emergency teaching needs (in cases in which a regulation is necessary).'

(d) Medical Sciences Board

Explanatory Note

The proposed changes in regulations reflect the renaming of the Department of Primary Care Health Sciences as the Nuffield Department of Primary Care Health Sciences. The opportunity has also been taken to amend the regulations to reflect the fact that the Department of Public Health has now been renamed as the Nuffield Department of Population Health. Please note that these regulation changes pertain to the regulation changes which were published on 27 June 2013 and come into effect on 1 January 2014.

Text of Regulations

1 In Council Regulations 17 of 2002, concerning Divisional Boards, in regulation 12 replace references to 'Department of Primary Care Health Sciences' and 'Department of Public Health' with 'Nuffield Department of Primary Care Health Sciences' and 'Nuffield Department of Population Health' respectively.

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

(e) Hodgson Memorial Fund

Explanatory Note

The following change, made on the recommendation of the Medical Sciences Board, updates the membership of the board of management to reflect the fact that the Department of Public Health has changed its name to the Nuffield Department of Population Health.

Text of Regulations

In Part 2 of Council Regulations 25 of 2002, concerning trusts, in §169 delete existing regulation 3 and substitute (new text underlined, deleted text scored through):

'3. The fund shall be administered by a board of management consisting of

(1) the Head of the Nuffield Department of Public Population Health;

(2) the Director of Clinical Studies (or his or her nominee);

(3) a person appointed by the Medical Sciences Board of the Faculty of Clinical Medicine in consultation with the Head of the Nuffield Department of Public Population Health for such period or periods as it shall determine.'

(f) Lawrence Memorial Travel Scholarship

Explanatory Note

The following change, made on the recommendation of the Medical Sciences Board, updates the membership of the board of management to reflect the fact that the Department of Primary Health Care has changed its name to the Nuffield Department of Primary Care Health Sciences. The opportunity is also taken to amend outdated references.

Text of Regulations

1 In Part 2 of Council Regulations 25 of 2002, concerning trusts, in §199 delete existing regulation 3 and substitute (new text underlined, deleted text scored through):

'3. The fund shall be administered by a board of management consisting of:

(1) the Head of the Nuffield Department of Primary Health Care Health Sciences;

(2) the Head of the Division of Medical Sciences (or his or her nominee);

(3) the Warden of Green Templeton College (or his or her nominee);

(4) a person appointed by Medical Sciences Board in consultation with the Head of the Nuffield Department of Primary Health Care Health Sciences for such period or periods as it shall determine.'

2 Ibid, delete existing regulations 5 and 6 and substitute (new text underlined, deleted text scored through):

'5.  The board of management may in any year withhold the scholarship if there is no candidate of sufficient merit. In such circumstances the surplus funds shall be carried forward and may at the discretion of the board be used either to offer a further scholarship or scholarships in a subsequent year or otherwise to foster links as specified in clause regulation 1 above.

6.  Council shall have power to alter this these decree regulations from time to time, provided that the main object of the fund, as defined in clause regulation 1 above, shall always be kept in view.'

Congregation28 November

Elections

For results of the elections for the Nominating Committee for the Vice-Chancellorship and the Medical Sciences Divisional Board see 'Elections' section below.

Congregation2 December

This is restricted content: see Congregation: 2 December (login is required).

Congregation3 December

Presentation of Vice-Chancellor's Oration

The Oration delivered by the Vice-Chancellor on 8 October was declared presented.

¶ The Oration has been published as Supplement (1) to Gazette No 5036.

Council of the University

Register of Congregation

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

Bhatt, S, Brasenose

Bilderbeck, A C, Jesus

Condry, R F, St Hilda's

Durham, W M, Faculty of Zoology

Gilchrist, J J, Keble

Hirst, J A, St Cross

Keevash, P, Mansfield

McClinton, C A M, Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences

Malo, A F, Faculty of Zoology

Marsh, V M, Kellogg

Nunn, J A S, St John's

Piel, F B J-P, Faculty of Zoology

Quinn, C W, Wolfson

Shipsey, I P J, St Catherine's

Stremlau, N A, Wolfson

Divisional and Faculty Boards

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