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University of Glasgow
College of Science and Engineering College Management Group
Minute of meeting held on Friday 1 November 2013, Level 5, Sir Alwyn Williams Building
Present: Professor John Chapman (Head of College, Convener), Professor Jon Cooper, Professor Stephen Clark, Professor Rob Ellam, Professor David Fearn, Professor Martin Hendry, Professor Nick Hill, Professor Trevor Hoey, Professor John Marsh, Professor Paddy O’Donnell (vice Professor Philippe Schyns), Professor Miles Padgett, Mr David Rhodes, Professor Jo Sharp (vice Professor Maggie Cusack), Professor Joseph Sventek, Mr Simon Wilson. In attendance: Mrs Evelyn Love (Clerk). Apologies: Professor Maggie Cusack, Dr Gordon Duckett, Professor Philippe Schyns. By Invitation: Mrs Christine Barr, Acting Director, HR
CSECMG/2013/14. Maximising Academic Performance and Career Development (MAPCD) – Phase 4 Early Career Development - Update Professor Chapman welcomed Mrs Barr to the meeting. Discussion took place on three broad aspects; objective setting, College led training modules and PGCAP.
Aspect 1 - Objective setting, P&DR: CoSE is fully supportive of the need to set challenging objectives for our EC staff. Action should be initiated in the Schools, with the HoS ensuring a consistent approach within the School and further moderation applied at both College and University level. Outstanding issues where further clarification is desirable include: how might ECs recently “enrolled” in the old scheme be migrated to the new? during this transitional phase, which versions of the various forms need to be filled in? for the grade 8 - 9 transition, how will tension between the ECDP Panel, the College Promotion Board and external referees be avoided?
The College advocates a flexible approach to the first two of these, recognising that our EC academic staff have a range of contracts and associated JDs. Some staff have been appointed to standard R&T posts but many currently in the system have internally or externally funded research fellowships. An element of personalisation of the process is therefore required.
Aspect 2 - College led training modules: CoSE is fully supportive of all the ECDP strands appearing in red on p24 and p25 of the policy and procedures document (draft 22nd October 2013). The College is already in the process of adapting its current provision to meet these defined needs. This provision will be available to all EC academics in the College, irrespective of when they began the ECDP.
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Aspect 3 – PGCAP: CoSE welcomes the recent clarification on how the 30 credits will be realised, i.e. 33 contact hours, 40 self-directed hours and 227 practice-based learning hours. The College is grateful for the confirmation provided by the VP L&T (see below) on the encompassing nature of the practice-based learning hours. However, given the negative feedback to some of the centrally provided activities from a non-negligible proportion of recent cohorts, the College does ask for the specific details of what the new PGCAP will contain to be presented to our management group for discussion. Primarily these details should relate to the composition of the contact and self-directed learning hours. The College also requests that it be possible to replace some generic components of the centrally provided PGCAP (within the contact and self-directed components) with subject specific offerings, especially when these offering are from suitably accredited providers. Indeed, it was the generic nature of those provided centrally that was the subject of some of the criticism.
Finally, and in accord with what was written above about those EC staff funded by fellowships, there needs to be clarification on the time period over which the 227 hours of practice-based learning are accrued. The appropriate time period will likely vary depending on the precise nature of individual contracts.
[Footnote of clarification provided by Vice Principal Learning and Teaching] The 227 hours basically includes anything associated with teaching practice. For example: Background reading to support teaching Preparation of lectures/tutorials Delivery of teaching Meeting with a mentor to discuss teaching Setting exams Marking Curriculum design Teaching committee attendance Attending a seminar on teaching Tutoring students on an individual basis Preparing labs Exam board attendance Discussions with colleagues on cooperative teaching In other words – the day job in relation to teaching
Mr Wilson agreed to identify staff members eligible for ECDP and those currently undertaking the probationary programme and their status to allow clarity on the necessary action for each individual. Action: Mr Wilson With regards to the ECDP, Mrs Barr agreed to raise the issue of accelerated progression at the forthcoming PAG meeting on Monday 4 November 2013. Action: Mrs Barr Mrs Barr agreed to relay to the ECDP Board the importance of consistency of P&DR objectives across the University. Action: Mrs Barr
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Mrs Barr agreed to raise with Professor Coton the importance of flexibility whereby bespoke external modules can be substituted for generic internal ones. Action: Mrs Barr Professors Clark and Fearn agreed to discuss offline with Mrs Barr issues regarding ECDP specific to the Schools of Chemistry and Maths & Stats. Action: Professors Clark and Fearn Mrs Barr left the meeting.
CSECMG/2013/15. Minute of the meeting held on Thursday 26 September 2013
Accepted.
CSECMG/2013/16. Matters arising
CSECMG/2013/1. Professor Cooper/Graduate School Board to consider the discount strategy going forward and revert to CMG.
Professor Cooper stated that the Graduate School Board will take this forward and revert to a future meeting of CMG. It is intended that schemes like CSC will be closely aligned with our strategic objectives and for example some of the UESTC cohort may be considered under this scheme.
CSECMG/2013/2. Heads of School to ensure that stage 1 complaints are routinely reported to Senate Office.
Complete.
CSECMG/2013/3. Dr Duckett to send a College response to Mr Martin Boyle regarding standard reports on student data reporting.
Complete.
CSECMG/2013/4. Heads of School to encourage attendance at the forthcoming presentation from vacations scholars on 2nd October 2013.
Complete.
CSECMG/2013/5. CMG to send final comments to Mrs Lynne Ramsay by Wednesday 2 October 2013 on ECDP (names of School mentors and comments on ownership of segments in the core programme identified in red).
Complete.
CSECMG/2013/6. Where possible Heads of School plan to should attend the SMG Heads of Strategy Day on Tuesday 1 October 2013.
Complete.
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CSECMG/2013/7. Dr Duckett to liaise with the College IT Operations Committee to discuss the roll of Canon multifunction devices in the teaching clusters in Science & Engineering.
It was reported that Canon Multifunction Devices will be rolled out across the teaching clusters in due course.
CSECMG/2013/8. Where appropriate Heads of School should encourage academic colleagues to attend Communications Training.
Complete.
CSECMG/2013/9. CMG should inform Professor Hoey directly of School connections with the University of Melbourne.
Item CSECMG/2013/20 (ii) below refers.
CSECMG/2013/10. In conjunction with Dr Jane Townson and Mr David Nisbet, Dr Duckett/Professor Padgett to explore if there is any unallocated grant funding ahead of REF submission.
CMG are asked to report any major grants missing from REF documentation to Mr David Nisbet.
Action: All
CSECMG/2013/11. Heads of School to ensure REF templates are critically read and as strong as possible ahead of submission in 4 weeks.
It was noted that there is still time to improve the quality of the REF templates.
CSECMG/2013/12. Professor Chapman to investigate the resource within RIO allocated to assist with the processing of Science without Borders applications
Heads of School should send specific issues regarding the administration of the Science without Borders applications to Professors Chapman and Fearn who will raise these with Ms Rachel Sandison.
Action: Heads of School
Heads of School are asked to flag up instances where an application has been sent to them incorrectly as this may be for another School. Heads of School noted this.
CSECMG/2013/13. Professor Chapman to discuss with Mrs Christine Barr Random Sampling and Moderation of Grade 9 P&DR’s.
Complete. This will not occur.
CSECMG/2013/14. Dr Duckett/Mrs Ramsay to consider the best way forward for the use of SharePoint in the P&DR College Moderation process.
It was reported that there will not be a requirement to download individual files. Compressed files will be made available in order to ensure that the process is as painless as possible.
CSECMG/2013/15. Upon completion Professor Chapman to circulate to CMG the notes from the recent workshop with colleagues from UESTC and Scottish Stakeholders.
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Complete.
CSECMG/2013/17. Head of College Business
CSECMG/2013/17.1 Report from SMG and PAG
Professor Chapman reported that much of the discussion at the recent PAG and SMG Meetings has surrounded ECDP and REF which are covered elsewhere in the meeting. The following issues were discussed:
(i) First Minister Visit to China. The First Minister planned to be in China from Saturday 2 November for a 5 day visit. The Hong Kong visit will centre on the SULSA and ETP pools. If members pick up any related information, please report this to CMG. (ii) USS. An email has been received with a link to the latest statement. Members can draw their own conclusions. (iii) SFC. Professor Alice Brown has been announced as the new Chair of SFC. This is a welcomed appointment. She has a strong view on widening participation. (iv) KE Office. The formation of a single KE Office in Scotland will not go ahead; instead loosely co-ordinated offices will be housed throughout various Scottish Universities. (v) University Reporting. There will be changes to University reporting which will have ramifications for I&E’s. More information to follow at a later date.
CSECCMG/2013/17.2 College KPI Trends
The paper, prepared by Professor Juster, shows the performance of each College against each KPI. Members are asked to familiarise themselves with the KPI’s ahead of the budget meetings. Mr Rhodes reported that School budget packs will be available one week before School budget meetings.
Heads of School should report any inaccuracies/concerns in the College KPIs to Professor Chapman.
Action: Heads of School
CSECMG/2013/17.3 New equipment bids
Heads of School are asked to ensure that sufficient infrastructure is in place before placing bids for large equipment grants. Heads of School should ensure that this message is conveyed to staff taking note of any timelines that have to be observed.
Action: Heads of School
CSECMG/2013/17.4 MA Degrees involving Science subjects
There is a potential problem of College of Arts excluding science subjects from their MA Degrees. The Schools of Psychology, Geography and Mathematics &Statistics will be affected. Professor Chapman is taking this up with Professor Coton and agreed to report back to CMG any further issues regarding MA Degrees and FTEs.
Action: Professor Chapman
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CSECMG/2013/17.5 EU Activity
Professor Jim Conroy (International Dean for Europe) is keen to develop European funding streams and ensuring that information is transmitted to Colleges. A College strategy will be developed going forward. This is an area of growing importance with the imminent onset of Horizon 2020.
CSECMG/2013/18. Learning & Teaching Matters
Professor Fearn’s report, the minutes and the action list from the October Learning & Teaching Committee were received and noted as well as the NSS report for EdPSC and the League Tables Report. The following matters were discussed:
(i) Representation. There have been some changes to College representation on various committees. Full details are contained in Professor Fearn’s report. (ii) Recruitment. Professor Fearn is pushing for a much earlier indication of targets for RUK and non-RUK students. (iii) Project Allocation Software. Professor Fearn is working with Mr Gordon Ritchie from Mathematics & Statistics to develop a simple interface to the project allocation software, with a demonstration planned at the next College Learning & Teaching Committee. (iv) League Tables. A useful summary of the annual round of league tables was provided by Ms Katherine Henderson. (v) University Learning & Teaching Committee Away Day. Professor David Fearn, Mrs Pat Duncan and Professor Stephany Biello from Science & Engineering attended a useful Away Day which included discussion on current concerns surrounding MyCampus, room allocations and the pressures associated with the large intake this year. (vi) Recruitment Policy. This year, we have raised the tariff that guarantees an unconditional offer. It remains to be seen whether this will generate a sufficiently large Gathered Field to give control on the intake. There may be a case to move to recruitment processes such as those used at Edinburgh and St. Andrews. (vii) NSS Report. Professor Fearn drew attention to the Paper from EdPSC regarding the College’s response to the results of the National Student Survey (NSS).
It was noted that the information contained in Paper 5.2a (2+2 agreement data) relates to undergraduate. CMG are asked to note that the Engineering information is missing.
CSECMG/2013/19. Graduate School Matters
The report from the Graduate School Board and the postgraduate taught and research student application data, prepared by Ms Henderson was received and noted. Professor Cooper drew attention to the following matters:
(i) Strategic Advisory Board. As part of the Graduate School Review, the Graduate School Board was asked to establish a Strategic Advisory Board. If anyone has recommendations for the Board they should contact Heather Lambie directly. (ii) Review of Completion Data. A University-wide exercise regarding completion rates is currently being undertaken. The Graduate School will consider the implications for the
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College and look in more detail at the issues which affect timely completion e.g. the number of requests for extension due to ill health. (iii) College International Mobility Scheme Review. The mobility scheme has run for three years and is considered to be very successful. A full review will be carried out to determine the number of outputs (publications, grant applications etc) resulting from funding. (iv) Conacyt. Following discussion Mr Rhodes agreed to establish a way forward with central Finance for the billing of Conacyt students. Action: Mr Rhodes (v) Admissions. Professor Cooper provided an overview of PGT Admissions. There has been growth in both PGT Home and International Admissions. Professor Cooper extended a vote of thanks to all for their efforts. A vote of thanks was also extended to Ms Katherine Henderson who put a huge amount of work into conversion activity. Growth can be seen in South East Asia, East Asia and China and our profile is improving in areas of Africa. Admissions from Middle East, Eurasia and India are disappointing. CMG agreed that it would be useful for Ms Henderson to put together this detailed information annually. (vi) PGR Admission. It was noted that there are complex issues surrounding the transfer of PGR Admissions to RIO (this includes issues with the transfer of resource from the College Office). Mr Robin Gordon is aware that Schools are unhappy and a meeting is arranged with Mrs Pat Duncan to discuss. CMG are asked to report any School level issues with PGR Admissions to Mrs Pat Duncan and Professor Cooper who will take these up with RIO. Action: Heads of School/Professor Cooper/Mrs Duncan
CSECMG/2013/20. Internationalisation
Professor Hoey’s report was received and noted as was the paper on the College Internationalisation priorities. The following matters were discussed:
(i) IRUN. Glasgow is a member of the International Research Universities Network (IRUN). Although IRUN is a research network it has mostly been used as a vehicle for student exchange and mobility. IRUN plans to expand and Glasgow is considering whether to withdraw or to engage more with the expanded network. Suggestions are welcomed for institutions who we would like to engage with as partners. (ii) College Internationalisation Priorities. Professor Hoey drew attention to the paper which will be sent to the forthcoming meeting of the University Internationalisation Steering Group (ISG). Members of CMG should consider if more priority partners are required and if so evidence of partnership is required. It was agreed that local sensitivities surrounding partner Universities should be recognised. To date no responses have been received regarding connections with the University Melbourne. CMG are asked to report any connections with the University of Melbourne and Institutions in Hong Kong to Professor Hoey directly. Action: All
(iii) Nankai. It was noted that Nankai is a University Strategic Partner. Professors Hill and Clark met with VP Guan in July/August. It was noted that this is not just a Social
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Sciences partnership but further engagement across the University should be explored. Professors Hill and Clark should consider the next stage of further interaction for Science & Engineering. With regard to the GES engagement and the joint Graduate School we will see how this develops over the coming months with Ministry of Education approval for the programme expected in spring 2014.
CSECMG/2013/21. Finance
The period 2 management pack was received and noted. Mr Rhodes reported that year to date the College is ahead of budget. However RA spend remains lower than budget, and this is a key indicator of our research income performance. Mr Drew Beaton is completing the Q1 research pack shortly and both Mr Beaton and Professor Padgett will discuss research positions with Heads of School. In terms of forecast, the P2 results are indicating an on budget performance. However a full review of the forecast will be carried out for the P3 results. Currently tuition fees are ahead of budget due to higher RUK and overseas income, increased UESTC student numbers and improved SIT performance. Salaries are potentially going to outturn higher than budget due to lower vacancy levels combined with higher tutors and demonstrators spend due to higher student volumes. Research is currently indicating a run rate which will result in full year income being behind budget. However a number of risks are present within the forecasts projection. Notably the salary vacancy levels and the Dowry spend in consumables, where both timing of spend and switching from CAPEX to REVEX introduce volatility on the forward projection.
CSECMG/2013/22. Research Matters
Professor Padgett’s report was received and noted as was the report on applications and awards. The following principal issues were discussed:
(i) REF. Nearly all of the environment and impact templates have been submitted to the VP’s Office. However there is still time to action changes to the templates and these should be done through Mr David Nisbet in the College Office. The outcome of CDT bids should also be noted. Professor Padgett recommends that all units where citation data is used should check that their Scopus data is correct (i.e. roughly similar to web of science). Heads of School are asked to ensure school websites are up-to-date in case they are scrutinised by REF panellists. Action: Heads of School Professor Padgett extended a vote of thanks to School REF Champions and to Dr Sara Diegoli, Ms Lynne Brown, Mr David Nisbet and the HR team from the College Office. (ii) ECDP ECR. Professor Padgett was approached by Dr Ross Forgan (URF Chemistry) who wishes to organise an ECR self-organised Network and for which he seeks modest College support (£10k over three years). He presented his proposal to the Research Committee, who were very supportive. It was agreed this would come from the Deans’ fund. (iii) ECDP. The University is revamping the ECDP (including PGCAP). Professor Padgett stated that there are many issues (item CSECMG/2013/14. above refers) to be raised and agreed at SMG before we can make this work.
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(iv) College Initiatives. Professor Padgett facilitated a meeting of researchers to develop the theme of ‘modeling and simulation’ within the College. A one page document was produced and this will be passed to the Research Committee for comment and then passed to CMG.
CSECMG/2013/23. Human Resources Matters
CSECMG/2013/23.1 P&DR
Schools are reminded to submit Overall Performance Assessment (OPA) results of pre School moderation by the 4 November 2013 deadline. Schools are encouraged to submit final School moderated OPAs by 14 November 2013 together with P&DR forms for Grade 9 and 10’s; Schools to highlight borderline cases PO/HQP and HQP/IPR.
CSECMG/2013/23.2 Athena Swan
Good progress has been made towards achieving Bronze in GES by November 2013 and Chemistry by April 2014. Mathematics & Statistics have indicated a desire to seek Bronze at School level by April 2014.
The School of Engineering had a School meeting to consider the timing of their application. SUERC are also considering applying in 2014. Psychology will make a joint submission through MVLS. Computing Science is considering when they might go forward.
Following discussion, members of CMG are asked to send details of speakers/colloquia relating to Athena Swan to Dr Duckett directly.
Action: All
CSECMG/2013/23.3 Strike Action
Those staff members absent due to strike action should be retrospectively recorded on CORE by 6 November 2013. A reminder email will be issued.
CSECMG/2013/24. TNE Update
CSECMG/2013/24.1 UESTC
Professor Chapman reported that 144 students are now on course; these are made up of the top 3% of students who graduated from high school.
CSECMG/2013/24.2 Singapore
There are new management posts are in place; Dr Gianmarco Radice is Director of University of Glasgow Singapore and Dr Cindy Goh is Director of Research. The graduation event was a huge success with positive feedback on social media. A vote of thanks was recorded to Mrs Debbie Goldie for putting the arrangements in place. An Honorary Degree was presented to the outgoing SIT President, Tan Ching Tiang.
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CSECMG/2013/25. Any Other Business
CSECMG/2013/25.1 New Complaints Procedure
The issue of the new Complaints Procedure was raised. It was agreed that the timeline is a challenge as is the additional administrative burden. It was agreed to monitor the situation over the coming months.
CSECMG/2013/26 Date of Next Meeting
The next business meeting of the college management group is scheduled for Friday 29 November 2013 at 0830 hours. The full meeting schedule for 2013-14 is available at: http://www.gla.ac.uk/colleges/scienceengineering/information/staff/committees/managementgroup
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Item ref. Item description By whom Mr Wilson 14 Identify staff members eligible for ECDP and those currently undertaking the probationary programme and their status to allow clarity on the necessary action for each individual. Mrs Barr 14 With regards to the ECDP, raise the issue of accelerated progression at the forthcoming PAG meeting on Monday 4 November 2013. Mrs Barr 14 Relay to the ECDP Board the importance of consistency of P&DR objectives across the University. Raise with Professor Coton the importance of flexibility whereby Mrs Barr 14 bespoke external modules can be substituted for generic internal ones. Professor Clark 14 Discuss offline with Mrs Barr issues regarding ECDP specific to the Professor Fearn Schools of Chemistry and Maths & Stats. Report any major grants missing from REF documentation to Mr All 16 David Nisbet. Heads of School 16 Send specific issues regarding the administration of the Science Professors without Borders applications to Professors Chapman and Fearn who Chapman/Fearn will raise these with Ms Rachel Sandison.
17 Report any inaccuracies/concerns in the College KPIs to Professor Heads of School Chapman. Heads of School 17 Ensure sufficient infrastructure in place before placing bids for large equipment grants. Professor Chapman 17 Report back to CMG any further issues regarding MA Degrees and FTEs. Heads of 19 Report any School level issues with PGR Admissions to Mrs Pat School/Professor Duncan and Professor Cooper who will take these up with RIO. Cooper/Mrs Duncan Mr Rhodes 19 Establish a way forward with central Finance for billing of Conacyt students. All 20 Report any connections with the University of Melbourne and Institutions in Hong Kong to Professor Hoey. Heads of School 22 Ensure school websites are up-to-date in case they are scrutinised by REF panellists. All 23 Send details of speakers/colloquia relating to Athena Swan to Dr Duckett directly.
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