Council and Main Committees

  • Thursday 6 November 2014
  • NO. 5076
  • VOL. 145

Council of the University

Changes in Regulations

Council has made the following changes in regulations, to come into effect on 21 November.

(a) Regulations for the Committee for the Proctors' Office

Explanatory Note

The proposed changes, recommended by the group established to review the Committee for the Proctors' Office, amend the remit and membership of the committee to strengthen the governance structures supporting the office such that the Proctors and Assessor are able to fulfil their roles effectively and with autonomy, whilst at the same time ensuring that the independence of the Proctors' Office is maintained.

Text of Regulations

In Council Regulations 2 of 2004, concerning other University bodies, delete existing Part 6 concerning the Committee for the Proctors' Office and substitute:

'6.1. There shall be a Committee for the Proctors' Office consisting of:

(1) one member of Congregation with appropriate skills and experience appointed by the General Purposes Committee of Council who shall chair the committee;

(2), (3)  the Proctors;

(4) the Assessor;

(5), (6) two members of college or society governing bodies appointed by the Conference of Colleges;

(7) one member appointed by the General Purposes Committee of Council, after consultation with the head of each division;

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

6.2. The members appointed under regulation 6.1 (1) and (5)–(7) above shall hold office for five years and shall serve no more than two consecutive full terms of office. Casual terms of office shall not count towards this limit. Notwithstanding this, the General Purposes Committee of Council may determine that one further consecutive period is permitted in an individual case.

6.3. In appointing the members at regulation 6.1 (5)–(7) above, the Conference of Colleges and the General Purposes Committee of Council shall always ensure that the members have the relevant skills and experience to provide an appropriate balance between (i) departmental or divisional and college representation; and (ii) undergraduate and graduate representation.

6.4. The student member representative appointed under regulation 6.1 (8) above shall serve for one year, and shall be eligible for reappointment. The participation by the student member in the business of the committee shall be subject to the same conditions as are prescribed for the student member representatives at meetings of Council under regulations 4–11 of Council Regulations 13 of 2002.

6.5. The Clerk to the Proctors shall be in attendance at meetings of the committee and shall act as secretary.

6.6. The committee shall meet not less than twice a year. Normally the two meetings shall be held at fixed times set in advance in the annual calendar.

6.7. The committee shall:

(1) provide strategic oversight of the work of the Proctors' Office, ensuring it adequately supports the Proctors and the Assessor in carrying out their duties effectively and with autonomy;

(2) provide support and advice to the Proctors' Office as necessary;

(3) advocate on behalf of the Proctors' Office within the University; and

(4) be available for informal consultation by the Proctors.

6.8. The committee shall be responsible for:

(1) the appointment of the Clerk to the Proctors, who shall be responsible under the Proctors for supervising and directing the staff of the office except for those members of staff, including the Proctors' Officers, for whom responsibility is allocated by the Proctors to the University Marshal; and

(2) the general oversight of budgeting for the Proctors' Office and expenditure within it, including the costs of the Proctors' Officers.

6.9. The committee shall make a brief annual report to the General Purposes Committee of Council on the matters considered by the committee during the year.'

(b) Regulations relating to membership of the Planning and Resource Allocation Committee

Explanatory Note

The changes below provide for an increase in the number of co-opted places on the Planning and Resource Allocation Committee (PRAC) from one to up to three, and remove the requirement that the approval of Council is required on each occasion. This will enable the committee to improve the balance of its membership, with reference to (for example) gender balance, the balance of representatives from different divisions, and potentially from among non-divisional units or individuals outside the University. The change brings PRAC's terms of reference more closely into line with those of other main committees of Council, which may co-opt between two and six members without approval by Council on each occasion. The changes also provide that Heads of Division may propose a nominee to attend PRAC in their place in exceptional circumstances.

An update is also made to replace the term 'chairman' with the gender-neutral term 'chair'.

Text of Regulations

In Council Regulations 15 of 2002, Part 5, concerning the Planning and Resource Allocation Committee, amend regulation 5.1 as follows (new text underlined, deleted text scored through):

'5.1. The Planning and Resource Allocation Committee shall consist of:

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

(2)–(4) the Proctors and the Assessor;

(5) the Chairman or Vice-Chairman of the Conference of Colleges, as determined by the Conference of Colleges;

(6) the Chairman of the Committee of Estate Bursars;

(7)–(10) the heads of each of the divisions, or their nominee (subject to the agreement of the Chair in advance of any meeting);

(11)–(15) five persons appointed by Council from among the members of Council specified in section 4 (15)–(25) of Statute VI;

(16), (17) two external persons appointed by Council each of whom may be members of Council specified in section 4 (7)–(10) of Statute VI;

(18) the Chairman of the Building and Estates Subcommittee of the Planning and Resource Allocation Committee;

(19) the Chairman of the Value for Money Subcommittee of the Planning and Resource Allocation Committee;

(20) one student member representative, selected by the Council of the Oxford University Student Union from among the student member representatives on Council.

5.2. In appointing the members at regulation 5.1 (11)–(17) above, Council shall always ensure that there is within the total membership of the committee an appropriate balance across the academic activities of the various divisions, and between the divisions and the non-divisional constituency, as reasonably practicable.

5.3. The committee may co-opt up to three additional members, of whom one may be an external, Subject to the approval of Council on each occasion, the committee may co-opt one additional member, on condition that the committee shall always ensure by the use of its power of co-optation that the range of interests in the collegiate University is as fully reflected within the total membership of the committee as is reasonably practicable.'

(c) Committee on Animal Care and Ethical Review

Explanatory Note

The proposed changes to the membership of the Committee on Animal Care and Ethical Review are necessary in order to comply with the Animals (Scientific Procedures) Act 1986, as amended in 2012. The proposed changes return a Named Veterinary Surgeon and Named Animal Care and Welfare Officer representative to full membership of the committee. The appointments will be ex officio and attendance at meetings will be subject to local arrangement and agreement between those holding the appointments at any given time.

The references to the Supervisor of Veterinary Services are deleted as the appointment no longer exists and the duties associated with the role have been transferred to the Director of Biomedical Services. The references to the 'Certificate Holder' are replaced with the new title 'Establishment Licence Holder' and references to the 'Certificate of Designation' with 'Establishment Licence'. The opportunity is also taken to replace the term 'chairman' with the gender-neutral term 'chair'.

Text of Regulations

In Council Regulations 15 of 2002, delete existing Part 7 relating to the Committee on Animal Care and Ethical Review, and substitute (new text underlined, deleted text scored through):

'7.1. The Committee on Animal Care and Ethical Review shall consist of:

(1) a person appointed by Council, on the recommendation and with the agreement of the Certificate Holder Establishment Licence Holder, who shall be a person not being engaged in work governed by the Animals (Scientific Procedures) Act 1986 and who shall be chairman of the committee;

(2) one representative from departmental ethical review committees nominated by the Mathematical, Physical and Life Sciences Board;

(3), (4) two representatives from departmental ethical review committees nominated by the Medical Sciences Board, at least one of whom shall be based at the hospital sites in Headington;

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

(6) a Personal Licensee appointed by the Certificate Holder Establishment Licence Holder, after consultation with the Named Veterinary Surgeons and the Director of Biomedical Services, from among those nominated by departments;

(7) a Project Licence Holder appointed by the Certificate Holder Establishment Licence Holder, after consultation with the Named Veterinary Surgeons and the Director of Biomedical Services, from among those nominated by departments;

(8)–(10) up to three members of the University appointed by Council on the recommendation and with the agreement of the Certificate Holder Establishment Licence Holder, who shall be persons not engaged in work under the Animals (Scientific Procedures) Act 1986, and of whom at least one shall normally be an expert in statistics or experimental design;

(11), (12) up to two persons appointed by Council on the recommendation and with the agreement of the Certificate Holder Establishment Licence Holder, who shall neither be engaged in work under the Animals (Scientific Procedures) Act 1986 nor be employed by the University or any college, society, Permanent Private Hall, or other designated institution of the University.;

(13) one of the Named Veterinary Surgeons appointed by the Establishment Licence Holder;

(14) one of the Named Animal Care and Welfare Officers appointed by the Establishment Licence Holder.

The Certificate Holder, Establishment Licence Holder Named Veterinary Surgeon, and the Director of Biomedical Services and not more than two Named Animal Care and Welfare Officers appointed by the Certificate Holder shall be in attendance but shall not have the right to vote.

7.2.

(1) The committee shall have power to co-opt additional members to ensure an appropriate range of expertise.

(2) Co-opted members shall hold office for one year and shall be re-eligible.

7.3. The committee shall promote best practice and a culture of care for all animals held within or on behalf of the University and, to this end, shall:

(1) establish and maintain an ethical review process for the University as a whole, details of which shall be approved by Council from time to time and may not be amended otherwise than with the approval of the Secretary of State, under the terms and conditions of the Certificate of Designation Establishment Licence;

(2) in conjunction with the Certificate Holder Establishment Licence Holder, ensure that all those working within the University (and external research units operating under the University's Certificate of Designation Establishment Licence) under the Animals (Scientific Procedures) Act 1986 are aware of their roles and responsibilities under that Act and other relevant legislation;

(3) on behalf of the Certificate Holder Establishment Licence Holder, establish procedures to ensure that all those working within the University (and external research units operating under the University's Certificate of Designation Establishment Licence) under the Animals (Scientific Procedures) Act 1986 act upon any recommendations made by the Certificate Holder Establishment Licence Holder, this committee, the Named Persons and the Home Office as appropriate;

(4) ensure that all those working within the University (and external research units operating under the University's Certificate of Designation Establishment Licence) under the Animals (Scientific Procedures) Act 1986 adopt a pro-active approach to promoting a culture of care in animal welfare matters, and are committed to best practice in all areas, using reduction, refinement and replacement techniques wherever possible;

(5) support the Named Persons in the discharge of their responsibilities under the Animals (Scientific Procedures) Act 1986;

(6) advise Council, the Certificate Holder Establishment Licence Holder, and other university bodies, as may be required, on the provision and development of services, facilities, and supporting staff in furtherance of the University's aims and objectives and in accordance with the Animals (Scientific Procedures) Act 1986 and other relevant enactments;

(7) keep under review the general maintenance, breeding, supply, and condition of animals held within the University (and external research units operating under the University's Certificate of Designation Establishment Licence);

(8) keep under review and advise Council and the medical and scientific departments (and external research units operating under the University's Certificate of Designation Establishment Licence) on questions concerning the application of the Animals (Scientific Procedures) Act 1986, on the codes of practice, conditions, and guidance set out under that Act, and on other relevant legislation;

(9) advise Council on matters relating to the use of animals in teaching and research and on public-relations aspects of animal experimentation;

(10) monitor standards of animal health and welfare in conjunction with the Supervisor of Veterinary Services and the Director of Biomedical Services, from whom it will receive a termly reports, and notify the Certificate Holder Establishment Licence Holder of any concerns that may result.

7.4. The committee shall meet at least once in each term and on such other occasions as may be necessary.

7.5. The committee shall report to Council annually with recommendations for action if required.

7.6.

(1) The Supervisor of Veterinary Services and the Director of Biomedical Services shall be appointed by Council, with the approval of the Certificate Holder Establishment Licence Holder and after consultation with the committee.

(2) The terms and conditions of service of the supervisor and the director shall be determined by Council, with the approval of the Certificate Holder Establishment Licence Holder and after consultation with the committee, and the supervisor and the director shall be responsible to the Certificate Holder Establishment Licence Holder for the performance of their duties.

7.7. The committee shall have power to establish by standing order such subcommittees as it may deem appropriate.'

(d) Membership of the Budget Subcommittee

Explanatory Note

The following amends the regulations concerning the membership of the Budget Subcommittee to enable the Chair of the IT Committee to appoint a nominee to serve on his or her behalf.

Text of Regulations

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

'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 or his or her nominee;

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

(5)–(8) 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.'

Congregation3 November

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Congregation4 November

(1) Presentation of Vice-Chancellor's Oration

The Oration delivered by the Vice-Chancellor on 7 October was declared presented.

¶ The Oration was published as Supplement (1) to Gazette No 5072.

(2) Declaration of Approval of a Resolution authorising the use of space in the St Cross Building

No notice of opposition having been given, Mr Vice-Chancellor declared the resolution authorising the use of space in the St Cross Building approved.

Council of the University

Register of Congregation

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

Baxter, S D, St Peter's

Jackman, S A, Mathematical, Physical and Life Sciences Division

Kendal, A R, Trinity

Larson, G J, Linacre

Popitsch, N, Faculty of Clinical Medicine

Taylor, B L S, New College