Reports

Joint Report of the Council and the General Board on reform of undergraduate admissions governance

The Council and the General Board beg leave to report to the University as follows:

1. The Colleges have agreed on proposals for the establishment of a newly constituted Undergraduate Admissions Committee (UAC) to oversee the governance of undergraduate admissions. The Council and the General Board propose that the terms of reference and membership of the new committee should in future be determined by the General Board, and therefore this Report proposes that the Ordinance for the UAC should be rescinded.

2. Reform of undergraduate admissions governance was recommended in 2021 by the Strategic Review of Admissions and Outreach, chaired by former Council member Professor Sir David Greenaway. The review committee concluded that the existing governance arrangements are inimical to effective, efficient and transparent decision-making, owing to the multiplicity of committees and groups, the absence of clear separation between matters of strategy and oversight on the one hand and implementation on the other, and a lack of clarity about how, where and by whom decisions are made.

3. Regulation 6 of the Ordinance for the Undergraduate Admissions Committee (Statutes and Ordinances, p. 135) stipulates that:

The Committee shall have no authority in the consideration of, or decision on, the applications of individual candidates for admission, and they shall so discharge their duties as in no way to diminish the freedom or the responsibility of the Colleges in the admission of members of the University in statu pupillari.

The Committee therefore has no direct authority over undergraduate admissions policy and practice, although it can make recommendations to the appropriate University or intercollegiate bodies.

4. The Senior Tutors’ Committee (STC) is currently responsible for undergraduate admissions policy, referring matters on to the Colleges’ Committee where agreement cannot be reached. The Admissions Forum is responsible for the implementation of agreed policy, though noting the absence of clear delineation of policy and implementation. These intercollegiate bodies are supported by a large number of committees and working groups with an interest in aspects of admissions and outreach.

5. Other than in matters of undergraduate admissions policy and implementation, where the University and the Colleges are subject to external legal or regulatory requirements, Colleges are not bound by collective decisions and can exercise their autonomy if they so choose.

6. The Strategic Review of Admissions and Outreach noted broad consensus about the need for reform and presented two potential models founded on the principle of College-led admissions as the basis for consultation with the Colleges, but agreement about the nature of reform proved elusive.

7. Following extensive consultation, the Colleges have reached agreement about proposed reforms. The new governance structure will comprise a reconstituted Undergraduate Admissions Committee, supported by three sub-committees for strategy, operations and outreach respectively.

8. The objective of reform is to rationalise governance and ensure appropriate College and University representation in the decision-making process, in the context of a continuation of the existing system of College‑led undergraduate admissions. Annex A (p. 535) contains details of the membership and terms of reference of the reconstituted Undergraduate Admissions Committee.

9. The new governance arrangements would respect the autonomy of Colleges and neither they nor the University would be bound to adhere to collective decisions.

10. The reconstituted Undergraduate Admissions Committee and its sub-committees will have no authority in the consideration of, or decision on, the applications of individual candidates for admission, and they shall discharge their duties without diminishing the freedom or the responsibility of the Colleges in the admission of members of the University in statu pupillari.

11. If this Report’s recommendation is approved, the General Board has agreed to approve the current proposals for the membership and terms of reference of the newly constituted Undergraduate Admissions Committee, and any subsequent changes to them, mirroring the ultimate responsibility of the Colleges’ Committee to approve them on behalf of the Colleges.

12. The Council and the General Board recommend that the Ordinance for the Undergraduate Admissions Committee (Statutes and Ordinances, p. 135) be rescinded.

27 April 2025

27 April 2025

Annex A

If this Report’s recommendation is approved, the General Board has agreed to approve the following membership and terms of reference for the new Undergraduate Admissions Committee.

Undergraduate Admissions Committee membership and terms of reference

Background

1. Colleges each determine their admission policies and strategy. Such policy must be consistent with the University’s admissions policy,1 the University’s Statutes and Ordinances,2 and the law. Colleges may act collectively to determine intercollegiate policy or strategy, and may choose to cooperate on operational matters. Collective intercollegiate policy may include Colleges voluntarily agreeing to set their own policies in line with agreements reached by the Undergraduate Admissions Committee.

Constitution

2. There shall be an Undergraduate Admissions Committee which shall consist of:

(a)a Head of a College appointed by the Colleges’ Standing Committee

(b)the Pro-Vice-Chancellor with special responsibility for educational matters;

(c)six representatives of the Councils of the Schools, appointed by the Councils of the Schools;

(d)one further member appointed by the General Board on its own nomination;

(e)the Deputy Head of Education Services (Recruitment, Admissions, and Participation);

(f)twenty-nine representatives appointed by each of the Colleges which admit undergraduate students;

(g)the intercollegiate Director of Undergraduate Admissions;

(h)one person appointed by the Bursars’ Committee;

(i)one person appointed by the Senior Tutors’ Committee;

(j)a representative from the Cambridge Students’ Union;

(k)not more than one person co-opted by the Committee, provided that it shall not be obligatory for the Committee to co-opt any person.

Members in classes (g), (h) and (i) may also be elected by Colleges as their representatives in class (f).

3. The officers of the Committee, at their discretion, may permit other persons to attend all or part of one or more meetings, providing that permission has been sought in advance of any meeting.

Tenure and officers

4. The members of the Committee in classes (a), ( c), (d), (h) and (i) shall be appointed in the Michaelmas Term to serve for three years from the date of their appointment. Members in class (k) shall serve until the end of the calendar year in which they are co-opted.

5. The Committee shall be chaired by the member in class (a). The Secretary shall be the Head of Admissions and Data Services in the Cambridge Admissions Office.

Duties

6. It shall be the duty of the Committee:

(a)to decide on matters of strategy, policy and process relating to the recruitment and admission of undergraduate students;

(b)to keep under review undergraduate admissions policy and practice, including matters related to widening access and participation and the funds associated with such activities, and to student numbers, and to make recommendations accordingly to the appropriate University or intercollegiate bodies;

(c)to promote fairness and consistency in the Colleges’ admissions policies;

(d)to review and direct the strategic direction of the Cambridge Admissions Office; and

(e)to inform the Colleges’ Committee, and the General Board’s Education Committee, regularly of its reported business.

Meetings and conduct of business

Conduct of meetings

7. Meetings are convened by the Chair and shall take place at least twice each Term. The Secretary shall be responsible for arranging and recording the meetings, and for preparing and distributing the agenda and papers.

8. There is no quoracy for a meeting of the Committee. Members who are unable to attend can send a formal representative to replace them, provided that this is notified to the Secretary in advance of the meeting. Such representatives shall have the authority of the member to act on their behalf.

9. By exception, attendance at the Committee may include remote attendance through teleconferencing or other mechanisms, providing it is clear that the members are able to contribute effectively to any discussion.

10. In the absence of the Chair, a Deputy Chair designated by the Chair will assume the role of Chair. In the absence of the Chair and the Deputy Chair, the Chair will nominate another member of the Committee to chair that particular meeting. Otherwise, the Committee determines amongst those members present who chairs the meeting as its first item of business: this may be agreed by circulation in advance.

Conduct of business outside of meetings

11. In exceptional circumstances, the Chair may agree to conduct business by circulation.

12. The Committee may also agree to delegate particular matters to one of its sub-committees, to a particular group of its members, or to a single member of the Committee, to resolve on its behalf.

13. The Committee may, at its discretion, set up (and otherwise suspend or disband) sub-committees and working groups, providing that these relate directly to the duties of the Committee outlined above. The Committee may establish the membership, terms of reference, and duration of any sub-committee and working group.

14. The Committee recognises a limited number of communities of practice, which the Committee will, at its discretion, consult as necessary:

(a)The Admissions Tutors’ Group

(b)The Admissions Administrators’ Group

(c)The Access and Outreach Officers’ Group

(d)The Admissions Convenors’ Group

Decisions of the Committee

15. All decisions of the Committee, including the conclusions of discussions, informal and formal recommendations and intercollegiate agreements, are normally arrived at by consensus.

16. The Chair, at their absolute discretion, may call for an indicative vote. This may be on a matter which affects the University and Colleges jointly, or as a matter solely for the Colleges. For matters jointly affecting the Colleges and the University, members in classes (b), (c) and (f) may vote. For collegiate matters, only members in class (f) may vote.

17. Indicative votes do not bind the Colleges or the University.

18. Where decisions require an indicative vote, this may be conducted either by show of hands or a formal paper or electronic ballot, at the absolute discretion of the Chair, providing they take into account the expressions of views on that mode of voting by any member of the Committee. A vote may be conducted at a formal meeting, or outside of meetings, again at the absolute discretion of the Chair.

Decisions that commit the actions or behaviours of the Colleges

19. The Committee has no automatic power to make decisions binding on, or to represent the views of, the Colleges collectively, unless it is explicitly asked to do so with the agreement of all Colleges, or implicitly may do so as a result of a decision made with the agreement of all Colleges. It is likely that such decisions will relate to responding to clear legal, statutory or regulatory requirements set by Government, a government agency or a course accreditation body.

20. In line with the agreed principles of intercollegiate decision-making,3 the Committee can designate matters as being potentially common action. Common action items are those which are made in the best interests of the Colleges and/or University collectively. Decisions on whether items are free or common action must be arrived at by consensus.

21. Where a decision is requested that would commit the actions or behaviours of the Colleges:

(a)the officers should ensure that the Colleges’ Standing Committee is aware of the decision to be taken in advance of the meeting at which it will be presented, and with sufficient time for the representatives of the other principal intercollegiate committees to determine whether there are views to feed into the discussion;

(b)should the decision be one that commits the actions or behaviour of the University, the officers should ensure that relevant areas of the University are aware of the discussion with sufficient time for the University to feed its views into the discussion;

(c)a formal vote should be taken to include only the members in category (f) above. Those members should ensure they have the relevant delegated authority from their respective Colleges prior to the vote. Any vote should record those Colleges formally voting and every effort should be made to seek the vote of Colleges who are not represented at the meeting (either before or after the formal vote);

(d)a record of the vote and its outcome should be communicated without delay to the Colleges’ Committee and the Colleges’ Standing Committee.

22. Where it is clear that a decision has been made that is unanimous across all Colleges:

(a)College representatives will be expected to report the decision to their College governing bodies or Councils as soon as practicable and take steps to ensure any appropriate actions arising from the decision are taken forward in their Colleges;

(b)the Chair of the Undergraduate Admissions Committee may sign documentation to reflect those unanimous decisions.

23. Where, however, there is not consensus about the decision, the Committee may at its discretion:

(a)report the outcome to the Colleges, in order to consider the matter further at a later meeting, with either the same proposal or a revised proposal;

(b)report the outcome to the Colleges’ Committee for it to consider whether to take forward a majority vote outcome as a decision for all Colleges.

Decisions that recommend actions to the Colleges

24. The Committee may, as a committee or through its officers, advise Colleges on particular actions or behaviours, including policies and practices that relate to harmonising or converging the actions of the University and/or the Colleges collectively. Any advice provided to Colleges and other institutions, either through members of the Committee or through its appointed officers, or through staff of the Office of Intercollegiate Services, is provided on the basis that the advice is offered without any warranty as to its accuracy and that no liability shall fall on the Committee or any of its officers or members for such advice.

Restrictions

25. The Committee and its sub-committees and working groups shall have no authority in the consideration of, or decision on, the applications of individual candidates for admission, and they shall discharge their duties without diminishing the responsibility of the Colleges in the admission of members of the University in statu pupillari. This includes decisions as to the nature or the level of conditional offers made to individual candidates for admission.

26. The Committee shall not have authority over which courses are offered at particular Colleges.

27. The Committee may offer guidance to Colleges (including good practice) about the arrangements a College might make to assess candidates, but does not have the authority to prescribe assessment conditions for either deselection or interview. Any public guidance on such matters should reflect these principles and restrictions.

Reserved business

28. The provisions of Special Ordinance A (viii) 5 concerning reserved business shall apply to the Committee as if it were a body constituted by Statute.

Report of the Council on the disposal of the Mill Lane North site to King’s College

The Council begs leave to report to the University as follows:

1. The University has received an offer from King’s College to purchase the freehold of the Mill Lane North site, as outlined in the plan below (see p. 538). The Council supports this disposal and is presenting it to the Regent House for approval.

2. The disposal to King’s College presents an opportunity to realise the development of a city centre site in line with the principles of the Reshaping our Estate programme, whilst also retaining the site within the collegiate University. The Heads of Terms include a commitment from the College to utilise the site in a manner consistent with its charitable objectives to advance its academic and educational mission.

3. The sale comprises: 16 and 17 Mill Lane (excluding the Gates Building), the Syndics Building, buildings on the north side of Silver Street, 15 Laundress Lane, Laundress Lane Warehouse, the building previously occupied by the University Social Club, and the Anchor pub. The site’s buildings are in a relatively poor condition and are generally not fit for purpose without significant capital expenditure on decarbonisation and refurbishment. The Mill Lane site was earmarked for disposal in previous master planning; the University disposed of the Mill Lane South site to Pembroke College on a long leasehold in 2017.1

4. This proposal has been scrutinised by the Property Board, the Estates Committee and the Finance Committee and is supported by the Council. The General Board has been consulted about the plans and has identified the relocation programme as a strategic academic priority in the context of Reshaping our Estate.

5. The disposal of the site to King’s College will necessitate the relocation of the current occupants of the site by the end of July 2027. A Programme Board has been established to provide oversight and direction for the portfolio of projects necessary to deliver the relocation programme. The usual procedures will be followed for determining whether to notify, or seek approval from, the Regent House regarding any building works required for the relocation programme.

6. A thorough engagement programme with those members of the University who currently work and study on the Mill Lane North site is ongoing. The Programme Board recognises that appropriate consultation of, and communication with, occupants of the site, and all other stakeholders affected by any onward moves within the wider estate, will be critical to the success of the relocation programme.

7. The Council recommends that approval be given for the disposal of the freehold of the Mill Lane North site to King’s College, as shown on the plan below.

28 April 2025

Mill Lane North site plan