Council and Main Committees

  • Thursday 5 March 2015
  • NO. 5089
  • VOL. 145

Council of the University

Changes in Regulations

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

(a) Regulations relating to heads of units' authorisation limits for non-capital and capital expenditure

Explanatory Note

Council, on the recommendation of the Planning and Resource Allocation Committee (PRAC) and of its General Purposes Committee, proposes that the level of authority for heads of departments and other units to make purchases in respect of (a) non-capital departmental expenditure, and (b) capital items not requiring University capital funding, should be reduced from the current level of £500k to £100k. The purpose of this change is to strengthen University financial controls.

Text of Regulations

In the Financial Regulations (Council Regulations 1 of 2010), amend regulation 1.5(2) as follows (new text underlined, deleted text struck through):

'(2) Financial Limits to Authorise Expenditure Commitments

Tables B, C, D, E and F 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.) Tables C and D set out limits in respect of capital expenditure together with reporting requirements. Table E sets out the limits applicable to investment decisions and Table F 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
100* 500*

Head of unit

Head of unit or delegated person

Table C Capital expenditure (other than centrally run IT projects)**
Limit £000 Requiring University Capital Funding Not requiring University Capital Funding
Over 4,000 • CSG recommends to PRAC
• PRAC recommends to Council
• Council approves
• CSG recommends to PRAC
• PRAC recommends to Council
• Council approves
1,000–4,000*** • CSG recommends to PRAC
• PRAC approves and reports to Council
• CSG recommends to PRAC
• PRAC approves and reports to Council
100–1,000 • CSG recommends to PRAC
• PRAC approves
• Formal business case is required
• Sponsoring unit may approve up to £500k*
• Sponsoring division may approve up to £1,000k*
Below 100 • CSG recommends to PRAC
• PRAC approves
• Formal business case not needed
• Sponsoring unit may approve*

* Delegated authority given to divisional boards and heads of unit is subject to the overall budgetary limits approved by PRAC (see regulation 1.4(1) above).

** For UAS capital projects, the Budget Subcommittee of PRAC is required to receive all proposals for review. University capital funding is defined as those funds set out in the University's Capital Plan submitted to PRAC and includes funds from the Press and HEFCE as well as the University Capital Fund.

*** The Property Management Subcommittee of PRAC has a delegated authority level for sales and purchases involving amounts of up to £2m that are for property not held as an investment and are unrelated to capital projects.'

(b) Regulations for the University Club

Explanatory Note

These changes disband the University Club Management Committee and establish an informal Club Forum, to include representatives of interested parties, to provide a more interactive, less formal method of engagement and communication with Club members. The founding principles of the Club and the regulations relating to admission for membership are not being changed.

Text of Regulations

In Council Regulations 2 of 2004, delete existing Part 9 and substitute as follows:

'Part 9: University Club

9.1 The University Club shall be a social and recreational facility principally for University staff and graduate students. The Club will offer social, catering and recreational facilities to its members and their guests, with particular reference to those members who do not have access to college facilities. It will aim to provide an environment in which all members can interact both socially and professionally, regardless of institution, employment grade or college affiliation.

9.2 Admission to membership of the Club shall be open to the following classes of persons:

(1) members of the University engaged within the University in advanced study or research, in teaching or in administration;

(2) employees of the University and those of Recognised Independent Centres;

(3) visitors, whether members of the University or not, who are temporarily in residence at Oxford for the purpose of advanced study or research in the University;

(4) persons registered as graduate students of the University; and

(5) other persons at the discretion of the Forum.

9.3 Consultation with interested parties will be through a Forum, the purpose of which will be to ensure engagement and communication.

9.4 The membership of the Forum shall include:

(1) the Director of Sport (or his or her nominee);

(2) the Director of Human Resources (or his or her or nominee);

(3) the General Manager of the University Club;

(4) the Head or Deputy Head of Strategic Facilities Management (Estates Services); and

(5) representative members of the University Club, including sporting facilities and clubs.

9.5 Others may be invited to attend meetings at the discretion of the Forum.

9.6 Day-to-day management and direction of the Club will be the responsibility of Estates Services.

9.7 Estates Services shall submit an annual report to the Director of Human Resources.'

(c) Regulations to disband the Value for Money Subcommittee and revise the terms of reference of the Planning and Resource Allocation Committee

Explanatory Note

Council, on the recommendation of the Planning and Resource Allocation Committee (PRAC) and of its General Purposes Committee, proposes that (i) the Value for Money (VfM) Subcommittee of PRAC be abolished; (ii) responsibility for promoting and monitoring VfM activity should henceforward come directly under the aegis of PRAC; and (iii) PRAC's own terms of reference be revised accordingly. PRAC considers that the VfM Subcommittee has made significant progress in raising awareness about VfM issues and assuring the success of a number of important projects. It notes however that HEFCE advises that VfM activity should form part of routine management practice, and that the 2013/14 internal audit report recommends that responsibility for monitoring VfM activity should come directly under the aegis of PRAC. This recommendation has been supported unanimously by the VfM Subcommittee.

Text of Regulations

1 In Council Regulations 15 of 2002, concerning committees reporting directly to Council or one of its main committees, delete Part 34, concerning the Value for Money Subcommittee of the Planning and Resource Allocation Committee, and renumber existing Parts 35–37 as Parts 34–36.

2 Ibid, in Part 5, concerning the Planning and Resource Allocation Committee, delete regulation 5.1(19) and renumber existing regulation 5.1(20) as regulation 5.1(19).

3 Ibid, amend regulation 5.4(10) as follows (new text underlined, deleted text struck through):

'(10) the development and implementation of strategy, policy and guidance to promote and embed embedding within the University's processes and culture of greater economy (minimising the cost of an activity), greater efficiency (making the best use of available resources the relationship between the output of goods and services and the resources used to produce them), and greater effectiveness (the extent to which objectives are met), collectively known as 'value for money' (VfM). The committee shall provide an annual report for consideration by the Audit and Scrutiny Committee on:

(a) the University's VfM strategy;

(b) the University's VfM objectives, which will be specific, measureable and focused on the major resource areas; and

(c) the impact of VfM initiatives, through the monitoring of progress and the measurement of effectiveness;'.

(d) Education Committee

Explanatory Note

The following changes, made on the recommendation of Education Committee, provide up-to-date regulations consistent with the range of cases dealt with by Education Committee as a dispensation from the regulations.

A change is also made to provide for an appeal route in relation to Education Committee decisions.

Text of Regulations

In Part 2 of Council Regulations 15 of 2002, concerning the Education Committee, delete existing regulation 2.4 and substitute (new text underlined, deleted text struck through):

'2.4.

(1) The committee shall have power to make, amend and repeal regulations concerning the courses and examinations for undergraduates and graduate and other students (including Recognised and Visiting Students), and to approve regulations of that kind which the divisional boards and other bodies responsible for such courses propose to make under the relevant provisions.

(2) The committee shall have power to grant (or reject) applications in individual cases in respect of any of the following matters in regard to the statutes and regulations concerning the courses and examinations for undergraduates and graduate and other students (including Recognised and Visiting Students):

(a) dispensation from matriculation requirements;

(b) admission to the status and privileges of a Senior Student;

(c) extension of standing for honours, or for a University prize or other award;

(d) taking deleted options, forbidden combinations of subjects, subjects not provided for in regulations, or examinations under old regulations;

(e) entering examinations earlier or later than prescribed;

(f) antedating of admission and of residence;

(g) viva voce and other oral examinations;

(h) practical work;

(i) dispensation from the requirement to sit an examination or part of an examination, or from a prerequirement for an examination;

(j) subjects for the First BM Examination;

(k) (j) extension of time within which to supplicate (beyond that which divisional boards, faculty boards and other bodies are empowered to grant);

(l) (k) reinstatement out of time;

(m) (l) permission to transfer from one status to another out of time;

(n) (m) extension of time within which a student is allowed to hold Probationer Research Student status;

(o) questions relating to the direct admission to DPhil status of suitably qualified candidates from outside Oxford;

(p) (n) dispensation from the prescribed period of study in Oxford (beyond that which divisional boards, faculty boards, and other bodies are empowered to grant);

(q) (o) regulations governing graduate students and second or higher degrees;

(r) questions arising from the reference back by divisional boards, faculty boards, and other bodies of students' applications for leave to supplicate for research degrees;

(p) permission to make a further attempt at an assessment, beyond the provision of the regulations;

(q) extensions to submission dates for assessed work that are likely to take the submission date beyond the term of office of the current board of examiners;

(r) major adjustments to assessment on the grounds of disability;

(s) permission to change mode of study.

(3) Decisions on applications will be made on behalf of Education Committee by the Pro-Vice-Chancellor (Education) or his or her nominee.

(4) An applicant who is dissatisfied with a decision made on behalf of Education Committee, may, or his or her college or department may, appeal against it. An appeal must be made within fourteen days of the date of Education Committee's decision. Any such appeal must be made in writing and sent to the Director of Education Policy Support. The appeal will be heard by two members of Education Committee with no previous connection to the case.'

(e) Proctors' Disciplinary Regulations for Candidates in Examination

Explanatory Note

The following changes, made on the recommendation of Education Committee and the Proctors, provide a clearer and more comprehensive regulation that coheres better with Education Committee's published guidance for students on plagiarism.

A change is also made to the preamble to clarify the link between the relevant Statute and the regulations and to correct a reference.

Text of Regulations

In the Proctors' Regulations 1 of 2003, concerning Disciplinary Regulations for Candidates in Examinations1, delete existing regulations 1–5 and substitute (new text underlined, deleted text struck through):

'1. These regulations are made by the Proctors in the exercise of their powers under section 22 of Statute IX and are designated by Council as disciplinary regulations under section 62 (2) of Statute XI. In accordance with that Statute, candidates who deliberately or recklessly breach any of the following regulations may be subject to disciplinary procedures.

2. In these regulations: (1) "examination" includes where the context so permits the submission and assessment of a thesis, dissertation, essay, Transfer of Status materials, Confirmation of Status materials, or other coursework which is not undertaken in formal examination conditions but is a requirement for, counts towards or constitutes the work for a degree or other academic award; and (2) "examination room" means any room designated by the University's Registrar or his or her deputy or approved by the Proctors as a place for one or more candidates to take an examination.

3. No candidate shall cheat or act dishonestly, or attempt to do so, in any way, whether before, during or after an examination, so as to obtain or seek to obtain an unfair advantage in an examination.

4. No candidate shall present for an examination as his or her own work any part or the substance of any part of another person's work. No candidate shall plagiarise by presenting someone else's work as their own, or by incorporating other people's work or ideas into their own work without full acknowledgement. This includes: verbatim quotation, cutting and pasting from the internet, and paraphrasing without clear acknowledgement; collusion; inaccurate citation; failure to acknowledge assistance; use of material written by professional agencies or other persons; and auto-plagiarism.

5. In any written work (whether thesis, dissertation, essay, coursework, or written examinations) passages quoted or closely paraphrased from another person's work must be identified as quotations or paraphrases, and the source of the quoted or paraphrased material must be clearly acknowledged.

65. Unless specifically permitted by the special Subject Regulations for the examination concerned, no candidate shall submit to the Examiners any work which he or she has previously submitted partially or in full for examination at this University or elsewhere. Where earlier work by the candidate is citable, he or she shall reference it clearly.'


1Duplicated in Part 19 of the Regulations for the Conduct of University Examinations in Examination Regulations.

Planning and Resource Allocation Committee of Council

Changes in Regulations

The Planning and Resource Allocation Committee of Council has made the following changes in regulations, to come into effect on 20 March.

(a) Gladstone Professorship of Government

Explanatory Note

The following changes, made on the recommendation of the Social Sciences Board, update the regulations for the Gladstone Professorship of Government, removing outdated references.

Text of Regulations

In Sect III of Council Regulations 24 of 2002, concerning Academic and Other Posts, delete §118 and substitute (new text underlined, deleted text struck through):

'§118. Gladstone Professor of Government

1. The Gladstone Professor of Government shall lecture and give instruction in empirical politics, and shall promote generally the study of that subject in the University.

2. The professor shall be elected by an electoral board consisting of:

(1) the Vice-Chancellor, or, if the Warden of All Souls College is Vice-Chancellor, a person appointed by Council on the occurrence of a vacancy to act as an elector on that occasion;

(2) the Warden of All Souls College, or, if the Warden is unable or unwilling to act, a person appointed by the Governing Body of All Souls College on the occurrence of a vacancy to act as an elector on that occasion;

(3) a person appointed by the Governing Body of All Souls College;

(4), (5) a two persons appointed by Council;

(5), (6) two a persons appointed by the General Social Sciences Board;

(7), (8)–(9) two three persons elected appointed by the Department of Politics and International Relations. Board of the Faculty of Social Studies;

(9) a person elected by the Sub-faculty of Politics.

3. The professor shall be subject to the General Provisions of the decree regulations concerning the duties of professors and to those Particular Provisions of the same decree regulations which are applicable to this chair.'

(b) Professorship of Molecular Medicine

Explanatory Note

The following change amends the composition of the electoral board of the Professorship of Molecular Medicine to comply with the general provisions for electoral boards laid down in Council Regulations 3 of 2004. It also removes other outdated references.

Text of Regulations

In Sect III of Council Regulations 24 of 2002, concerning individual professorships, delete §229 and substitute (new text underlined, deleted text struck through):

'§229. Professorship of Molecular Medicine

1. The Professor of Molecular Medicine shall undertake research, lecture and give instruction in Molecular Medicine.

2. The professor shall be elected by an electoral board consisting of:

(1) the Vice-Chancellor, or, if the head of the college specified in (2) of this clause is Vice-Chancellor, a person appointed by Council;

(2) the head of the college to which the professorship shall be for the time being allocated by Council under any regulation decree in that behalf, or, if the head is unable or unwilling to act, a person appointed by the governing body of the college;

(3) a person appointed by the governing body of the college specified in (2) of this clause;

(4), (5) two persons appointed by Council, of whom one shall be appointed in agreement with the Medical Research Council;

(6), (7) two persons appointed by the General Board, of whom one shall be appointed in agreement with the Imperial Cancer Research Fund;

(6)–(10)(8)—(10) five three persons appointed by the Medical Sciences Board Board of the Faculty of Clinical Medicine;

(11) a person holding a clinical appointment appointed by the Oxford University Hospitals NHS Trust or any successor body Oxfordshire Health Authority.

At least three members of the board, of whom one shall be a professor, shall hold clinical appointments.

3. The professor shall be subject to the General Provisions of the regulations decree concerning the duties of professors and to those Particular Provisions of the same regulations decreewhich are applicable to this chair.'

(c) Professorship of Marketing

Explanatory Note

The following changes, made on the recommendation of the Social Sciences Board, update the regulations for the Professorship of Marketing, removing outdated references.

Text of Regulations

In Sect III of Council Regulations 24 of 2002, concerning Academic and Other Posts, delete §204 and substitute (new text underlined, deleted text struck through):

'§204. Professor of Marketing

1. The University accepts with deep gratitude the munificent benefaction provided anonymously to establish a Professorship of Management Studies which shall be known as the Professorship of Marketing.

2. The Professor of Marketing shall undertake research, lecture and give instruction in Management Studies in the area of Marketing.

3. The professor shall be elected by an electoral board consisting of:

(1) the Vice-Chancellor, or, if the Warden of Green Templeton College is Vice-Chancellor, a person appointed by Council;

(2) the Warden of Green Templeton College, or, if the Warden is unable or unwilling to act, a person appointed by the Governing Body of Green Templeton College;

(3) a person appointed by the Governing Body of Green Templeton College;

(4), (5) a two persons appointed by Council;

(5), (6) two a persons appointed by the General Social Sciences Board;

(7), (8)–(9) two three persons appointed by the Saïd Business School. Board of the Faculty of Management;

(9) a person appointed by the Board of the Faculty of Social Studies.

4. The professor shall be subject to the General Provisions of the decree regulations concerning the duties of professors and to those Particular Provisions of the same decree regulations which are applicable to this chair.

5. Council shall have power to amend this decree these regulations from time to time, provided that the main objects of the benefaction, as defined in clause 1 above, shall always be kept in view.'

Congregation 10 February10 February

Voting on Resolution

Since more than 50 members of Congregation have requisitioned a postal vote on the resolution relating to Castle Mill, the rejection of the resolution in Congregation on 10 February (see Gazette no 5086, 12 February 2015, p345) is not confirmed, and a postal vote will now take place.

For further information see 'Congregation' below.

Congregation2 March

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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:

Alvand, A, Wolfson

Arndt, K, Sub-department of Particle Physics

Baimbridge, D A, Safety Office

Ballance, C J, Magdalen

Brindley, D A, Worcester

Bruce, P G, St Edmund Hall

Cook, A, Graduate Admissions and Funding

East, J E, Faculty of Clinical Medicine

Evans, J V, Faculty of Clinical Medicine

Garside, P, Pembroke

Kirtley, S, Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences

Lay, L N, Estates Services

Novacovschi, R M, St Cross

Pleydell-Pearce, S E, Social Sciences Division

Talwar, A, Faculty of Clinical Medicine

Divisional and Faculty Boards

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