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Annual Report of the Council for 2000-01

Introduction

1. During the year several matters on which the Council have reported in previous Annual Reports were confirmed and implemented. Thus, the Trustees of the Gates Cambridge Trust held their first meeting in Cambridge in October 2000, when they authorized procedures for the recruitment of the first cohort of Gates Cambridge Scholars who will be admitted to Colleges in October 2001. Similarly, the formation of Cambridge in America has been approved by the University and the Colleges and by its predecessor bodies, the American Friends of Cambridge University and Cambridge University Development Office in the US. Finally, the Resource Management Committee has been set up by the Council with the General Board, to integrate the work of the previous Allocations and Needs Committees and to provide for the consideration of spending priorities (within budgets determined through the Allocations Report) on a University-wide basis.

2. Other matters which the Council have previously reported as being under consideration continue to be the subjects of active discussion. The Council expect to publish a consultative paper in 2001-02 on aspects of the University's governance arrangements including the roles and constitution of the central bodies, the position of the Vice-Chancellor and the number and roles of Pro-Vice-Chancellors. The paper will also take account, as appropriate, of issues arising from the CAPSA review (see para. 7 below). The Council published a Second Report on the Office of Commissary, and following Discussion agreed to promote a Grace to allocate to that Office quasi-visitatorial jurisdiction over student complaints. However, the Grace was withdrawn in August 2001 following the receipt of further advice and a discussion paper from Universities UK (UUK, formerly CVCP) that the Council will consider in Michaelmas Term 2001. Other matters are reported substantively in the following paragraphs.

Planning and resources

3. Homerton College and the School of Education. The discussions reported last year resulted in a formal proposal for the integration of the work of Homerton College and the School of Education that has been approved by the University and by the Trustees of the College. Following that approval in principle, detailed negotiations led to the transfer of academic staff from the College to the University with effect from 1 August 2001, and to agreement on outline proposals for the construction of a new building for the enlarged School of Education on the College site in Hills Road. The Council are pleased to report the successful conclusion of these negotiations which will offer the opportunity for significant academic developments in the School of Education and provide Homerton with a route to full collegiate status over time.

4. During the year the Council published proposals for a re-statement of the University's Mission and core values. The Planning and Resources Committee will be considering these drafts again during Michaelmas Term 2001, following Discussion. The Council believe it is important that statements underpinning the University's strategic plan are approved during the forthcoming year. The HEFCE Audit Service visit (see para. 10 below) drew attention to the need for the University's Strategic Plan to be underpinned by annual operating plans. The Council, through the Planning and Resources Committee, are continuing to seek the development of planning arrangements appropriate to Cambridge, which is why they have laid emphasis on clearer definition of core values.

5. During the year UUK published their Funding Options Report. This attracted much national press coverage and was considered in detail by the Planning and Resources Committee and by the Council. The Council approved the following position statement and will continue to watch the national political debate about University funding closely.

The UK Higher Education Sector is currently under-funded, resulting in low morale and a lack of academic resources. Recruiting and retaining staff has become increasingly difficult. For leading institutions to maintain international competitiveness in the long term, additional resources are essential.

The University is committed to attracting the best students regardless of background and to a simple and transparent system of student support. There is a major bursary scheme set up to help students.

Student debt levels have risen in recent years and any further increase associated with an increase in up-front costs for students could damage the advances made in broadening participation. This could be damaging at a time when high levels of skills and qualifications are increasingly necessary for society and the economy.

Any system of funding should facilitate bringing additional resources into universities without harming efforts to widen participation.

6. In Easter Term 2001 the Secretary General made a presentation to the Planning and Resources Committee on e-learning and possibilities for Cambridge, both in its own educational programmes and in collaboration with other commercial or educational partners. This is a rapidly developing area, and one in which several Faculties and Departments and the Centre for Applied Research in Educational Technology (CARET) are already active. The Council expect to bring further proposals to the University during the forthcoming year.

Finance and audit

7. Cambridge University Financial System (formerly known as CAPSA). At the beginning of the financial year a new financial system went live with difficulties that have since been extensively discussed throughout the University and in a Discussion on a topic of concern. As a result the Audit Committee and the Board of Scrutiny initiated a review of the development and implementation of the system. The Report of the Review is expected to be available early in Michaelmas Term 2001, and the Council have already announced that it will be published. The Council do not propose to comment further in this Annual Report, but will await the results of the Review. However, they repeat both their statement of regret at the difficulties that were caused and also their appreciation for the efforts made by many individuals to cope with the situation.

8. The Allocations Report for 2001-02, as well as proposing the budget for that year, drew attention to the University's medium-term financial prospects which suggest that over the next three to five years there is likely to be an increasing deficit on the Chest. The Council have asked the Planning and Resources Committee to consider what, if any, steps need to be taken to address this situation. The underlying cause is that expenditure, particularly on the cost of maintaining the increasing number of buildings, is outstripping income. The Planning and Resources Committee will be considering whether, particularly in the light of the Research Assessment Exercise outcomes anticipated in December 2001, those increasing costs can be sustained by additional income. At the same time the Council continue to be conscious of the costs faced by staff in all grades and categories in living and working in Cambridge and its immediate vicinity and of the inadequacy, in that context and when set against other employment, of University salaries and wages.

In Michaelmas Term 2000 the Council received a statement of the financial and other support that the Cambridge University Press planned to offer the University up to 2003. The Council warmly welcomed the increased level of support offered and they subsequently published a Notice providing details. The Council take this opportunity to recognize publicly the importance to the broad mission of the University of both the Press and the Local Examinations Syndicate.

9. During the year, under the leadership of Pro-Vice-Chancellor Professor Mellor and the oversight of the Planning and Resources Committee, work has continued on the Resource Allocation Model. A consultative paper is expected to be published in Michaelmas Term 2001. The Committee have also given preliminary consideration to proposals for changes in the way budgets for the University are prepared and presented. The present arrangements are concerned only with Chest income and are based on historic expenditure patterns.

10. Early in Michaelmas Term 2000 the Council received a report of the HEFCE Audit Service visit undertaken in the previous year. The formal report confirmed, as Council had said in their previous Annual Report, that the University was in general meeting its obligations to the Funding Council. As a result of detailed comments in the report, the Council and the General Board have considered and agreed arrangements to extend the requirement for the Declaration of Interest by staff of the University, and (as previously noted in para. 4) will be considering the development and implementation of more explicit, short-term operational plans.

11. The Annual Report of the Audit Committee was presented to the Council at their meeting in December 2000. The Audit Committee reported that, in their opinion, based on the reports of the internal and external auditors, the University's systems of internal control were operating satisfactorily. The Committee recognized that their previous concerns about the adequacy of management information systems had not been fully resolved, partly because of the difficulties surrounding the implementation of the Financial System (see para. 7 above) and partly because of difficulties in the recruitment of the necessary staff. The Committee recorded the view that progress had been made in the previous three years. During the year the Audit Committee have continued to be concerned about the impact of the implementation of the new Financial System. They and the Council will comment further on these matters in their next Annual Reports following the publication of the Review (see para. 7 above) and financial year end.

Administrative arrangements

12. The Council published a Report on the Unified Administrative Service in Lent Term 2001 that also referred to other questions of University management and to governance. The main purpose of the proposals put forward were to provide for more effective service delivery from the Unified Administrative Service and to separate more clearly the management of the administration and the management of the University. The Report and its proposals have attracted considerable attention, both in Discussion and informally. A Ballot has been called, and amendments proposed, which will be voted on during Michaelmas Term 2001.

13. Revised arrangements were introduced for the accountability of the management of the University Centre, following a Report initiated by the University Centre Syndicate. The University agreed, after a ballot, that the General Manager of the Centre would report to the Council through the Registrary, and not through a Management Committee to the Syndicate and then to the Council. The Council will be looking at these arrangements during 2001-02 to ensure that the Centre continues to operate effectively. As part of the new arrangements a User Group was introduced to keep the General Manager advised of the needs and the expectations of Centre users.

14. In Michaelmas Term 2000 the European Court of Justice (ECJ) delivered its judgement on a case referred to it from the High Court in London, arising from an action for judicial review brought by the University against the Treasury Solicitor in 1996. The main purpose of the action was to seek a ruling that the University was not wholly or mainly funded by the State and therefore was not subject to UK regulations to implement the EU Public Procurement Directive. The Council had agreed to continue the action on grounds of the practical risks in the Directive and of public policy. They expected however, and notwithstanding the outcome, that the University's procurement arrangements would continue to be guided by the principles of good practice that the regulations embody. The ECJ judgement was generally favourable to the University, but it is necessary to return to the High Court in London for a final determination. A Hearing is expected in October 2001, and the matter will be reported by the Council in their next Annual Report.

15. During the year the Council have twice considered issues raised by the new Data Protection Act which becomes fully operational on 24 October 2001, when manual records fall within the scope of the data subject access arrangements. The Act will have wide-ranging implications for receiving and issuing references, for the management of personal files, and for the publication of information about individuals. Faculties and Departments have been offered training and advice has been circulated. The Act also has implications for the material, particularly that relating to named members of the University, published in the Reporter. The Council is reviewing these matters.

Institutions under the supervision of the Council

16. The Careers Service Syndicate, the Fitzwilliam Museum Syndicate, and the Local Examination Syndicate each produce and publish a separate Annual Report. No further reference is made to their activities in this Report, other than for the Council to record their appreciation to the members of the Syndicates and to the staff in the institutions.

17. Lifelong Learning and the Board of Continuing Education. The Council gave further consideration during the year to the review of Lifelong Learning that they had initiated with the General Board. In the light of responses from University institutions they published a Report at the end of the year proposing the establishment of a Council for Lifelong Learning, and the re-establishment of the Board of Continuing Education as an institution under the supervision of the General Board with the Cambridge Programme for Industry to be separately established as an institution in its own right, again under the supervision of the General Board. The Council believe that these proposals, which will be discussed in Michaelmas Term 2001, provide the best basis for the University to obtain the necessary over-view and co-ordination of the whole range of Lifelong Learning activities, including continuing professional development, executive education, and the large programme of the Board of Continuing Education throughout the region.

18. The development of Master of Studies programmes has continued, providing necessary and appropriate formal recognition and accreditation of lifelong learning and part-time study in key areas. During the year a new M.St. programme in International Relations was approved, complementing the existing full-time M.Phil. programme in the same subject area.

19. The Council received the report of the Review Committee on the Occupational Health Service and referred it for detailed consideration. In the light of comments received, the Council have agreed a restatement of the aims of the Service as principally to assist the University in carrying out its duty to ensure that work done in the University does not adversely affect the health of individuals and to ensure that the health status of individuals does not put themselves or others at risk while working in the University. The Council have also agreed to reinforce staffing in the Service to deal with increasing work-load, that it should continue to be located at Fenner's, and that it should be managerially responsible to the Director of Personnel. The Council will be reporting to the University on these matters.

Student matters

20. New arrangements were approved by the University for the review of examination results for undergraduate and comparable examinations (Statutes and Ordinances, p. 216). These arrangements operated for the first time during the 2001 examinations; they led to nineteen submissions under Regulation 5 (representations concerning the conduct of an examination arising before the list of successful candidates is signed), and to thirty-one submissions under Regulation 6 (representations concerning the outcome of an examination). None of the representations under Regulation 6 led to a change in the class awarded. Under the regulations a candidate who is dissatisfied with the response from the Chairman of Examiners may apply within three months for the matter to be considered by an Examinations Review Committee constituted in accordance with the provisions of Regulation 8. To date, no such application has been received.

21. A major topic for consideration throughout the year has been participation strategy, to ensure that all students with the necessary achievement and potential to benefit from a course at Cambridge feel able to apply. Through the Joint Consultative Committee on Admissions the Colleges and the Central Bodies have been reviewing both the strategy and the Colleges' collective administrative arrangements for handling admissions. Revised arrangements, including the restructuring of the Joint Consultative Committee as the Joint Committee on Admissions and the redesignation of the Intercollegiate Applications Office as the Cambridge Admissions Office, are under discussion in the Colleges and through the Management Committee for the Office. These revised arrangements retain the Colleges' responsibilities for admission, something which they and the Council consider to be essential to the academic purposes of the University. The Colleges now provide over £1m a year in bursaries in support of access and participation and there are a range of activities and initiatives including GEEMA (the Group to Encourage Ethnic Minority Applications) and Summer Schools, by which the Colleges and the University seek to ensure that information about Cambridge and its undergraduate educational activities are drawn directly to the attention of potential applicants. A Widening Participation strategy was approved by the Council and by the Colleges' Committee and submitted to the HEFCE.

22. During the year the University agreed proposals from the Council and the General Board for the amendment of Statutes to provide for student membership of the General Board.

Estates and buildings

23. During the year the Council approved the Estate Plan which is the basis for managing the estate. Work continues with necessary improvements and increases in space for Faculties and Departments within a framework of moderating the considerable net expansion of the estate. This work was made more urgent by the reduction in resources available to maintain the present estate which has continued to expand more quickly than the growth in staff and students in the University. A plan was developed for University land in North West Cambridge so as to provide future options as part of implementation of the Regional Planning Guidance issued by the Government in November 2000. In addition, arrangements were made to purchase land at Addenbrooke's for construction of extensive research facilities including work on cancer.

Throughout the year maintenance and refurbishment of the existing estate, of some 550,000 sq.m. continued, included substantial refurbishment of boiler and fume cupboard systems and extensive rewiring and restoration of stonework whose condition had deteriorated more substantially with higher levels of air pollution (for example, work on the masonry of the Senate-House (which was awarded the national prize for quality of such work) and the University's frontage on Pembroke Street). Increased legislative requirements have led to extensive laboratory refurbishment most notably in the Department of Chemistry. Major refurbishment works have also been carried out in the Faculty of Music, the University Centre, the Judge Institute of Management Studies, and the basement of the Unilever building in the Department of Chemistry. The ongoing programme of fire precautions continued with major schemes at the University Library and Fitzwilliam Museum being undertaken.

To accommodate new activity extra space has been created in cases where an option appraisal showed that reorganization or refurbishment of existing space could not meet justified requirements. By the end of the year, despite the volatility of the construction industry, over £500m's worth of construction projects was underway, the majority being the construction of new buildings. The year saw the completion and occupation of new buildings such as the first pavilions of the Centre for Mathematical Sciences (CMS), the BP Institute, the Island Site Phase II at Addenbrooke's, the Faculty of Divinity, and infrastructure provision such as the Park and Cycle facilities and drainage, sewerage, and roads at West Cambridge. Also during the year, the bulk of construction was carried out on: the first two major buildings at West Cambridge, 'The William Gates Building' for the Computer Laboratory and the adjacent building for Microsoft; Pavilion E, the Betty and Gordon Moore Library, the Faulkes Gatehouse at the Centre for Mathematical Sciences; and two major extensions of the University Library were under construction. Building has started on site for Wellcome/CRC Biochemistry, the Institute of Astronomy, and an extension to the Engineering Geotechnical process building. Designs have been developed for other projects, many of which will soon be 'on site', including: at West Cambridge, the East Forum, East Square, a catering facility, residences, and nursery; at the Sidgwick Site, new buildings for the Faculty of English, the Institute of Criminology (both with associated infrastructure); and also the Fitzwilliam Museum, the School of Education, a Centre for Genetics Epidemiology, an Education and Interpretation Centre in the Botanic Garden, a new Cricket School Pavilion at Fenner's, and a Centre for Human Evolutionary Studies. This year has seen substantially more construction than ever before in the history of the University.

Staff

24. The major development was the introduction by the HEFCE of a scheme whereby universities could bid for additional funding through submission of a Human Resources Strategy that addressed key areas identified by the Funding Council. The University was successful in securing additional funding of more than £2m for 2001-02 through the presentation of an 'emerging' HR strategy. The Council and the General Board will undertake a consultation exercise in the Michaelmas Term 2001 with the objective of producing a 'full' strategy that must be submitted no later than June 2002 in order to secure further, additional funding in 2002-03 (more than £3m) and 2003-04 (more than £4.5m). The strategy will be published in the Reporter and will in due course be auditable by the HEFCE.

During the Lent Term consultation took place with Faculties, Departments, and Colleges on matters that have been under consideration in the Personnel Committee and with the Colleges. As a result, Joint Reports of the Council and the General Board on the relaxation of restrictions on University officers undertaking College duties (extended to include academic-related officers) from 1 October 2001 and the abolition of the policy of making deductions from stipend for work other than for College teaching or direction of studies from 1 October 2001 were published (Reporter, 2000-01 pp. 1003 and 1010).

Arising out of the Registrary's proposals for changes in the Unified Administrative Service, at the request of Council the Personnel Committee have undertaken a review of the terms and conditions of academically related administrative and other staff. Consultation over proposals for revisions will take place with the relevant staff in the Michaelmas Term. Consultation is currently underway on proposals to address the training and development needs of academic-related staff.

As anticipated in last year's Annual Report, nationally, major developments are at last underway to rationalize pay bargaining arrangements and salary structures that will have a major impact on existing arrangements in the University. As a consequence, the salary settlement for 2001-02 provides for phased increases in pay that will enable a move to a common settlement (August) date across the HE sector and the introduction of a single salary spine with effect from 1 August 2002 for all staff groups. Details of the settlement vary for different staff groups and were published in the Council's Notice on Salaries and Stipends dated 11 June 2001 (Reporter, 2000-01, p. 788).

Development and external relations

25. The Development Office continued to support fundraising campaigns for the University's priority projects. The highlights of the year included: pledges and gifts exceeding $14m to the Judge Institute of Management Studies; £4m towards the construction of a new building for the Faculty of English; £7m towards the courtyard development at the Fitzwilliam Museum, including a grant from the National Heritage Lottery Fund; £1m for the refurbishment of lecture theatres in the Department of Chemistry; £1m towards the new Nanofabrication Building, and £8m towards the construction of the East Forum on the West Cambridge Site. Smaller donations received included support for the University Library, the Faculty of Classics proposal, and the Prince Philip Professorship for the Conservation of Nature.

In December 2000 Cambridge in America was launched to serve the fundraising interests of the University and the Colleges in America. Created from the two organizations which previously raised funds for Cambridge in the US, the American Friends of Cambridge University (AFCU) and the Cambridge University Development Office in the US (CUDOUS), it is based in New York. A new Board of Directors has been elected as specified in the Council Notice of 19 March 2001 (Reporter, 2000-01, p. 551) and additional senior staff are currently being recruited. The Council would like to record their gratitude to all those who have served on the boards of AFCU and CUDOUS.

In 2001 Sir Adrian Cadbury stood down as Chairman of the Trustees of the Cambridge Foundation. The Council wish to thank Sir Adrian, for his enthusiastic support over many years for the University's development plans and to welcome Lord Simon of Highbury as the new Chairman. The position of Development Director in Cambridge was vacant throughout the year and the office was run by the Joint Acting Development Directors, Anthony Tootal and Anna Wardman.

26. The acceptance of benefactions is formally delegated by Ordinance to the Vice-Chancellor. However, for some years the Vice-Chancellor has acted on advice from the Executive Committee of the Council in relation to individual benefactions. Following a report from a Working Party, chaired by the Principal of Newnham, the Council have agreed revised guidelines for the Executive Committee to follow in advising the Vice-Chancellor. The key elements of the guidance are:

that the purposes of the benefaction are compatible with the purposes of the University as defined in Statutes and that they fall within the University's Mission and Strategic Plan; that so far as can be established the proposed benefaction does not arise from activity that has evaded taxation or violated international conventions that bear on human rights, or limited freedom of enquiry, or suppressed or falsified academic research; and that the proposed benefaction should not require action that is illegal, that limits freedom of enquiry, that suppresses or falsifies academic research or creates unacceptable conflicts of interest for members of the University. Finally, the benefaction, or compliance with its terms, is not to damage the University's reputation.

The Council intend to publish a Notice in the forthcoming year.

27. There was a continuous flow of access stories in the press, including a double page spread in the Sunday Mirror on three Cambridge students from 'disadvantaged' backgrounds. In addition, Radio Four's 'The Learning Curve' followed two sixth-form students on a weekend visit to the University, as part of the Target Schools Campaign. The Press and Publications Office co-ordinated the University's response to these stories and handled a wide range of media relations.

Other items of note included the launch of the Centre for Research in the Arts, Social Sciences, and Humanities (CRASSH) in February at the British Academy in London hosted by Sir David Frost; the launch of the Park and Cycle scheme at West Cambridge, and Nelson Mandela's visit to Magdalene College.

National Science Week in March held 115 separate events over an eight-day period with around 33,000 visitors. For the first time there was an on-line science tour and web programme. The Science Week team won a Heist Gold Award for Most Successful Marketing/PR Campaign for March 2000 Science Week.

Other matters

28. The Council agreed to make available approximately £250,000 to enable a planning application to be submitted for new sports facilities at West Cambridge. This provided the opportunity for the Council to have a wider debate about the place and importance of sport, and also of the performing arts, in the University. The Council reaffirmed their support for activities which were of advantage to students and the wider University community, and for the development of facilities that complemented those that were provided by Colleges. On the specific issue of sport and the proposed facilities at West Cambridge the Council have invited the Sports Syndicate to proceed with a fund-raising campaign in consultation with the Cambridge Foundation and the Development Office. In due course the Council will be giving consideration to the level of financial support, both capital and revenue, for University sport and performing arts.

29. In the Lent Term, the Council received the Quality Assurance Agency's guidance on the framework for higher education qualifications and noted that it raised no issues that would require Cambridge to review the arrangements for award of the degree of M.A.

30. Following a review and after consultation with the Governing Body of the College, the Council proposed amendments to Statutes to provide that the scheme of Reserved Fellowships at Wolfson College that had operated from the foundation of the College in 1965 should be discontinued. The Council received an assurance from the Governing Body that there would be no reduction in the number of University Teaching Officers elected to Fellowships at the College. The proposals were agreed by the University.

31. In a further step in streamlining the conduct of their own business the Council have introduced a starring system for their agenda and have agreed to establish a Business Committee to deal with the details of Reports and Notices for publication. Such Reports and Notices will continue to be seen by all members of Council and the full Council will consider policy and other substantive issues but the approval of detailed wording, etc., will be delegated by the Council to their new Committee. In this way the Council intend to create the space on their own agenda for them to take a more strategic approach to the University's business.

32. The Council have for some time been concerned about the flow of information between Faculties and Departments and the University centrally. They have asked the Registrary, as a first step, to hold discussions with the Chairs of the Councils of the Schools to seek to identify ways in which communications might be enhanced internally. They have also been advised by the Registrary that he is considering how best to publish electronically the agenda and minutes of the central bodies, and consultative papers they issue.

Conclusion

33. This Annual Report covers a wide range of activity under the Council's responsibilities, from strategy to planning and to detailed operational matters. Some of the items have been controversial. Each of them however contributes in some way to the Council's overall determination to maintain Cambridge's standing and performance as a leading international University. The University has to operate in a changing social, political, and economic context. It has to change its arrangements and procedures in ways that meet that context but which preserve the values that the University cherishes.

15 October 2001 ALEC N. BROERS, Vice-Chancellor GORDON JOHNSON Z. NORGATE
  PAV AKHTAR DONALD LAMING G. A. REID
  TONY BADGER IAN LESLIE JEREMY SANDERS
  JOHN BOYD A. M. LONSDALE M. SCHOFIELD
  PETER GODDARD D. W. MACDONALD LIBA TAUB
  D. A. GOOD M. D. MACLEOD R. E. THORNTON
  MATT HOOD JAMES MATHESON  


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Cambridge University Reporter, 16 November 2001
Copyright © 2001 The Chancellor, Masters and Scholars of the University of Cambridge.