University of Essex s3

UNIVERSITY OF ESSEX

COUNCIL

25 February 2013

(2pm – 4.30pm)

APPROVED MINUTES

Chair David Currie

Present Mr Nathan Bolton, Mr David Boyle, Professor Joan Busfield, Dr Pam Cox, Mrs Celia Edey, Professor Maria Fasli, Professor Anthony Forster (Vice-Chancellor), Mr Paul Gray, Sir Deian Hopkin, Ms Judith Judd, Dr Laura Mansel-Thomas, Professor Jules Pretty, Ms Maria Stanford, Mr Philip Tolhurst, Dr Lisa Wade

Apologies Professor Eamonn Carrabine, Mr Nitin Dahad, Mrs Victoria Galeotti, Dr Andrew Phillipps, Dr Alison Rowlands, Dr Marion Wood

Secretary Mr Bryn Morris (Registrar and Secretary)

In Mr Andrew Keeble (Director of Finance), Mr Simon Neale (Director of Estate Management), Ms attendance Vanessa Potter, Professor David Sanders, Professor Nigel South, Dr Sonia Virdee, Professor Jane Wright

UNRESERVED BUSINESS

CORRESPONDENCE AND ANNOUNCEMENTS

Reported 01/13

STARRING OF AGENDA ITEMS

Noted That no additional agenda items were starred for discussion. 02/13

DECLARATION OF INTERESTS

Noted No one present declared an interest in any item on the agenda. 03/13

MINUTES (C/13/01)

Approved The minutes of the meeting held on 26 November 2012. 04/13

MATTERS ARISING FROM THE MINUTES

Noted There were no matters arising from the minutes of the meeting held on 26 November 2012 05/13 that were not covered elsewhere on the agenda.

CHAIR’S ACTION SINCE THE LAST MEETING (C/13/02)

1 Noted 06/13

VICE-CHANCELLOR’S REPORT (C/13/03)

Reported The Vice-Chancellor drew Council’s attention to the prestigious award to the Department 07/13 of Government of a Regius Professorship, which was a rare honour reflecting the world- class status of political science at the University. The University was one of only two, with the London School of Economics, receiving this award for social sciences. Council noted its congratulations to the University and the Department for this achievement.

The Deputy Vice-Chancellor reported that UCAS applications were now in and we were in 08/13 the conversion phase where applicants make their firm and insurance decisions. Non- UCAS applications, such as those from overseas and the EU will continue. The University was focusing on converting applications to firm acceptances and had introduced a range of new initiatives including travel bursaries for Visit Days and scholarships. Applications were slightly better than the previous year and were up 4.6% overall, driven by a large (17%) increase in overseas applications.

The position across subjects was variable with many showing a large increase. Subjects 09/13 showing a decline were Literature, History and Economics and these were being targeted for additional support during the conversion phase. The University undertook a decliners’ survey which shed some light on the changes in applicant behaviour.

UCAS had determined not to release any statistics before the Autumn due to its 10/13 implications for competition.

There was a question in relation to the new PGT bursary offered to current Essex students 11/13 gaining first class or upper second honours, and how many additional PGT students it had the potential to attract. It was agreed that the proportion of students with good degrees currently progressing to PGT programmes at the University would be provided. It was noted that graduate study counts as a positive destination in the Times and other league tables.

Evaluating the impact of targeted scholarships was challenging as students use 12/13 information on a range of factors including bursaries and scholarships in determining choice. Advice and guidance was provided via school visits, open days, visit days, information mailings to offer holders and on the website to ensure potential students were aware of the opportunities.

The University had hosted a visit of the Deputy Ambassador to Israel which had resulted 13/13 in a demonstration and actions which prevented the event from proceeding. The event had been curtailed. The Proctor would investigate whether there had been a breach of University regulations and take forward disciplinary procedures as appropriate. There would also be an investigation as to whether the incident had been in breach of the University’s health and safety regulations and its code of practice in relation to freedom of speech.

The Vice-Chancellor assured Council of his and the University’s commitment to freedom 14/13 of expression within the law and that he would lead a public reaffirmation of these values.

NEW MANAGEMENT STRUCTURE

(i) Report and recommendations regarding the Faculty Structure (C/13/04)

Noted A working group on the new management structure, chaired by the Deputy Vice- 15/13 Chancellor, had met in December and the resultant report had been considered by Strategy and Resources Committee and approved by Senate at its meeting in January. A range of different models had been considered, leading to the recommendation that the University adopt a three faculty model.

2 The Working Group had adopted the following principles in its considerations: 16/13

1. To seek further increase in efficiency of faculty and departmental operations (noting 17/13 that there will be no redundancies across the university, but that any number of faculties less than the current four would deliver some long-term efficiencies).

2. To minimise disruption to departments and professional services in the 18/13 implementation of a new structure (in both donating and receiving faculties).

3. To maintain best possible cognate and disciplinary fits within faculties (noting that 19/13 faculties have increasingly delivered both cross-disciplinary activities and that they have been platforms for external engagement).

4. To produce as near parity as feasible in faculty size, as measured by a combination of 20/13 income, student numbers, and staff numbers.

5. To ensure all new faculties have the best possible opportunity to succeed financially, 21/13 enabling academic departments to be excellent in both research and education.

It was confirmed that under the proposed arrangements for the new posts of Executive 22/13 Dean and Deputy Dean, the appointment would be made jointly to the fixed term management role and to a department, and that the substantive position of the postholder at the end of their term would revert to the post of academic staff member in the department to which they were initially recruited. It was noted that there may be implications for resources and for the REF of recruiting externally to these posts.

The working group recommended that the University proceed with 23/13

1. a three faculty model, with Law, Human Rights Centre, IDCR and Professional 24/13 Development Studies to be located in Humanities; and the Essex Business School to be located in Social Sciences;

2. the following titles: Faculty of Social Sciences; Faculty of Science and Health; and 25/13 Faculty of Humanities;

3. “Executive Dean” as the preferred title for Head of Faculty; and, 26/13

4. that support for the Executive Dean in relation to educational activity in the Faculty will 27/13 be provided by a new role of Deputy Dean (Education);

5. that there is no need to introduce roles equivalent to the current Faculty Associate 28/13 Dean, but this should be reviewed within 12 months of the new appointments;

6. that the revised job descriptions for each post should be adopted. 29/13

Resolved The recommendations from the working group were approved, to be effective from 1 30/13 August 2013.

(ii) Revised roles and responsibilities of the DVC/PVC (C/13/05)

Reported In October 2012 USG approved in principle proposed revisions to the management 31/13 structure of the University that would increase the University’s capacity to respond to a rapidly changing external context, and to implement the University’s strategy. A key part of the proposal approved in principle was the establishment of the roles of Deputy Vice- Chancellor, Pro-Vice-Chancellor – Education and Pro-Vice-Chancellor – Research, and of the new substantive role of Head of Faculty.

The Vice-Chancellor stressed the importance of developing leadership capacity in relation 32/13 to resourcing and staffing and to provide leadership on education and research, and as a critical element in the implementation of the Strategic Plan.

It was noted that the model was different from the commercial norm and line management 33/13 was more similar to a business consultancy or partnership model. It was not an unusual 3 structure for research intensive universities, with senior management influence exercised through the matrix structure. Under the model, some Deans with non-faculty responsibilities would be line-managed by the PVC Education.

There was discussion of the job description for the PVC Research and whether the role 34/13 should include oversight of the appointment and promotion of academic staff. The arrangements for appointment panels, which were chaired by the Vice-Chancellor, were considered adequate.

It was noted that many of the role criteria were listed as desirable due to the difficulty of 35/13 one individual meeting all criteria.

In discussion it was reiterated that Senate has primary responsibility for academic 36/13 governance and had discussed the changes in detail, and recommended them to Council. However Council was responsible for the Ordinances governing the appointments and there was further discussion regarding the appointment of Executive Dean (Education), and Deputy Deans, including review of concerns raised at Senate. In particular, whether the requirement for consultation with the relevant Department should be explicit in the revised Ordinances 7 and 8.

It was confirmed that normal arrangements would apply for the appointment of Executive 37/13 Deans, with relevant Heads of Department commenting on applicants, and that it was important for external appointees to command the respect and support of colleagues in the Faculty. This principle would be applied through the appointment policy.

Resolved The draft job descriptions and person specifications as set out in paper C/13/05, and 38/13 proposed revisions to the University’s Ordinances, set out in Annexes 1 to 7 be approved from 1 August 2013.

Progress with academic staff recruitment in preparation for the REF would be reported to 39/13 the next Council meeting.

CAPITAL INVESTMENT PLAN: PROGRESS UPDATE (C/13/06)

Reported Knowledge Gateway: The final account was now settled. 40/13

Parkside Office Village: Comments from the planners had been received with a request for 41/13 a detailed tree survey to be undertaken. A planning decision and tender interviews were expected in March. A high voltage cable will have to be moved and could present a potential delay to the project.

Wivenhoe House Hotel: The final account had been agreed. 42/13

Library Extension: A paper was in preparation for consideration by USG. 43/13

Essex Business School: Novation of the design team was under discussion. The project 44/13 was one week behind schedule.

Meadows student residences. The project was still ahead of schedule. 45/13

Multi Deck Car Park: The car park was opening, supported by car parking assistants. 46/13

The Forum: The project was two 2weeks in arrears of the revised programme with an 47/13 uncertain impact on the hand over date of 26 July. The rate of spend was 11-12 weeks behind and would be discussed at a forthcoming programme board meeting. Cladding staining had now been repaired and warranties agreed. The construction company, Wates, had undertaken to address all outstanding variations and the likely difference in project costs due to these variations was expected to come within the project budget. There had been one health and safety incident reported. It was noted that a delay that extended into September would have serious implications for the timetabling of teaching space.

4 Noted The delay to the Energy Centre project, which on its own had been anticipated to deliver 48/13 significant energy savings and carbon reduction benefits, will impact on the University’s Carbon reduction target, necessitating a real reduction in energy consumption. Professor Pretty would be leading on energy reduction plans. There had been a bid to the Revolving Green Fund for a low energy, LED lighting scheme.

DEPARTMENTAL SURPLUSES AND DEFICITS (C/13/07)

Reported The Director of Finance summarised the contents of the paper detailing Departmental 49/13 Surpluses and Deficits and highlighted that:

The paper was a response to discussion at the Council away day in December where 50/13 there had been a discussion about financial sustainability and cross-subsidy. Departments showing a forecast deficit for 2012-13 were History (£167k), Philosophy and Art History (£539k), East 15 (£1,033k), Law (£605k), Human Rights Centre (£136k), CSEE (£1,460k), Psychology (£169k), Languages and Linguistics (£807k), Sociology (£280k). The net position across all departments and centres was a surplus of £1.1m.

There were a number of recovery programmes currently in progress. A more structured 51/13 response would be implemented from 2013-14 through a new annual planning round underpinned by a revised financial model. The financial model would be based on the principles of departmental accountability, explicit cross-subsidy, transparency, and clearly identified costs per student and costs per staff. There would be less emphasis on charging for space which disadvantages space intensive subjects, and Science departments would show better financial performance under the new model.

Noted Further consideration would be given to the treatment within the financial model of cross- 52/13 University initiatives such as the Graduate School and funding for scholarships. These would be funded through a strategic fund generated by departmental income and transparently allocated across the University.

Resolved A revised budget position would be brought to SRC in June, for approval by Council in 53/13 July.

STAFF SURVEY 2012: RESULTS (C/13/08)

Reported The survey elicited a good response, giving assurance that the views expressed were 54/13 representative. The majority of staff were happy with their current role and proud to work at the University. There were areas that needed to be improved and an action plan would be developed, addressing staff concerns. In the interest of openness, transparency and speed of communication the initial report had been published to the University community.

Noted Benchmarking against other sectors was considered useful, however it would be helpful to 55/13 know who the Capita benchmark universities were, to ensure appropriate comparisons were made eg the urban job market is very different. In addition, further analysis on the response in relation age, grade, ethnicity, academic/ professional contract would be valuable.

More granular information about the response of particular groups had been received and 56/13 the University will look to supplement the response by working with staff groups. Capita would provide a breakdown of responses by organisational unit together with a comparison with the last staff survey.

There was a query as to whether the raw survey data could be made available to the 57/13 University.

Resolved The plan for taking the review of the survey results and action-planning process was 58/13 approved.

5 DRAFT TREASURY MANAGEMENT POLICY (C/13/09)

Resolved That the draft Treasury Management policy be approved and implemented. 59/13

BARCLAYS’ REVOLVING CREDIT FACILITY (C/13/10)

Reported Conversion of the current loan to a revolving debt facility would reduce the University’s 60/13 overall short-term level of debt through repayment of the current £11.6m loan. The University could repay in February 2013 and would probably not need to draw on it again in the immediate future. . Conversion will ease concerns with regard to a breach of covenant, but would provide a 61/13 source of liquidity if needed.

Noted There was produced to the meeting a facility letter (the Revolving Credit Facility Letter) 62/13 from Barclays Bank PLC (the Bank) to the Borrower setting out the terms and conditions upon which the Bank is prepared to make available to the Borrower a facility (the Facility) in the maximum principal sum of £11,637,500.

Resolved That after full and careful consideration of the nature and scale of the liabilities to be 63/13 undertaken pursuant to the Revolving Credit Facility Letter and the commercial and financial consequences, direct and indirect, of the execution of the Revolving Credit Facility Letter, the Council approved the execution and delivery of the Revolving Credit Facility Letter and the exercise of its rights and performance of its obligations as in the best interests of the University and that it would assist in furthering the objects of the University.

The following resolutions were approved:

1. that the borrowing by the University of up to the full amount of the Facility 64/13 substantially on the terms and conditions set out in the draft Revolving Credit Facility Letter is in the interests of and for the benefit of the University and is most likely to promote the success of the University and that such terms and conditions be and are approved and accepted, subject to such further amendments as Andrew Keeble (Director of Finance) or Bryn Morris (Registrar and Secretary) (the “Authorised Officers”) may in his or their absolute discretion see fit.

2. that the Authorised Officers are authorised to sign and deliver the Revolving 65/13 Credit Facility Letter with any amendments that the Authorised Officers think fit on behalf of the University to indicate acceptance of the terms and conditions.

3. that the Authorised Officers are authorised to negotiate and approve the terms of 66/13 any other document connected with the Facility and to do all such acts, deeds, documents, certificates and notices (including notices of drawdown and the Certificate) as such Authorised Officers may consider expedient or desirable in connection with the execution or performance by the University of the Revolving Credit Facility Letter.

4. that the Bank is authorised to act in all matters concerning the Facility upon 67/13 instruction from the University signed in accordance with the Bank’s mandate for any of the accounts of the Borrower held with the Bank current from time to time.

REPORTS FROM COMMITTEES

(a) Strategy and Resources Committee (21 January 2013) (C/13/11)

Resolved That all the recommendations contained in the Strategy and Resources Committee report 68/13 to Council be approved. 6 (b) Nominations Committee (21 January 2013) (C/13/12)

Resolved That all the recommendations contained in the Nominations Committee report to Council 69/13 be approved.

REPORT AND RECOMMENDATIONS FROM SENATE (23 JANUARY 2013) (C/13/13)

Resolved That all the recommendations contained in the Senate report to Council be approved. 70/13

STUDENTS’ UNION: MID YEAR FINANCIAL REVIEW (C/13/14)

Noted 71/13

DATE OF NEXT MEETING

Noted Monday 20 May 2013. The meeting would be held at Wivenhoe House Hotel, Colchester 72/13 Campus.

ANY OTHER BUSINESS

There was no other business. 73/13

RESERVED BUSINESS

There was no reserved business.

Dr Sonia Virdee Deputy Secretary March 2013