COUNCIL
8 February 2021
Present: Mr Paul Walker (Chair of Council), Vice-Chancellor and President, Deputy Vice- Chancellor and Provost, Professor Catherine Biggs, Mr David Bird, Mr Tom Caulker, Ms Dorothy Chirwa (President, Students’ Union), Mrs Linda Conlon, Dr Stacy Gillis, Mr Jonathan Glass, Dame Teresa Graham, Mr Stephen Lightley (Honorary Treasurer), Dr Phillip Lord, Mr Bill MacLeod, Ms Claire Morgan, Mrs Heidi Mottram (Vice-Chair of Council), Ms Dianne Nelmes, Professor Sir Mike Rawlins, Mrs Angela Russell, Mr Nitin Shukla, Professor Daniel Siemens, Professor David Thwaites, Ms Angela Woodburn, and Ms Vicky Wright.
This meeting was held using a remote video conferencing platform. Members were visible for the duration of the meeting.
Apologies: Ms Sian Dickie
In attendance: Mrs Paula Dodd (Head of People Solutions) for Item 47, Professor Richard Davies (Pro-Vice-Chancellor Global) for Item 48, Mr Richard Dale (Executive Director of Finance), Dr John Hogan (Registrar), Ms Louella Houldcroft (Acting Head of Corporate Affairs), Mrs Adrienne McFarland (Executive Director of People Services), and Dr Simon Meacher (Executive Office & Governance Manager).
M I N U T E S
40. DECLARATIONS OF INTEREST
No declarations of interest were received.
41. MINUTES
Received the draft minutes of the meeting of Council held on 14 December 2020. [Circulated with the agenda as Document A. Copy filed in the Minute Book.]
Resolved that the minutes of the meeting of Council held on 14 December 2020 be approved as a correct record and signed.
Noted:
1. Council would return to discussing the Climate Action Plan and National Student Survey at an upcoming meeting.
2. Ms Angela Woodburn had agreed to represent Council as its Sustainability Champion on Environment and Sustainability Committee.
42. HEALTH AND SAFETY
Received an update from the Executive Director of People Services.
Noted that:
Council, 8 February 2021
1. The University continued to make progress against its Health and Safety Strategic Plan. Health and Safety Committee would be meeting on 11 February to consider the approval of four management standards, which would progress to Council in due course.
2. The Health and Safety Executive would be undertaking a biological agents inspection week commencing the 22 March 2021. The inspection would focus on Microbiology Containment Facilities and Large Genetically Modified Organisms.
3. A review of Covid 19 guidance and risk assessment documentation was being undertaken.
43. CHAIR’S BUSINESS
Noted that:
1. The Chair reminded Council that the next meeting would take place on 22 March. A joint meeting with Senate would also take place on the same day.
2. The Chair informed Council that Richard Dale (Executive Director of Finance), would be taking retirement at the end of the 2021 calendar year. A campaign to recruit a successor would begin shortly.
3. In addition to having regular conversations with senior leaders about the action being taken by the University in response to the pandemic, the Chair would be attending the University’s Covid Gold Command Group every fortnight as a mechanism for reinforcing the assurance provided to Council and for escalating any urgent issues to Council.
4. Two expressions of interest had been received from members of Council for the Senior Independent Governor role. An election would be held.
44. VICE-CHANCELLOR AND PRESIDENT’S BUSINESS
Received the Vice-Chancellor and President’s report. Highlights of this report are discussed below. [Circulated with the agenda as Document B. Copy filed in the Minute Book.]
Noted that:
Covid-19
Members of Council had received regular updates on the developing situation faced by the University in relation to the Covid-19 pandemic. A separate report had been submitted, discussion of which is detailed in Minute 46.
Newcastle University London
Following the announcement of the closure of NU London, students had been supported to understand the implications of the closure for their studies beyond September 2021. In response to feedback from students, the University was making arrangements for current Stage 2 students to complete their final year of study in London in the 2021-22 academic year. This would not impact the closure of NU London, but would provide an additional option for current Stage 2 students who were unable to, or did not want to, leave London due to their individual circumstances. Teaching in London in 2021-22 would be delivered by NUBS and a location was currently being established. Students were still able to transfer to study at NUBS in Newcastle if they wished, and were currently confirming their decisions.
The University was working with all colleagues affected through a formal consultation process
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A Transitional Services Agreement was in place with INTO University Partnerships (IUP) to ensure continuous provision of key services in Middlesex Street until NUL ceased to operate on 30 September 2021. Teams were working collaboratively across the University and with colleagues at IUP to ensure that services for students and colleagues at NUL were maintained.
Shanxi Research Institute
On 26 January 2021 the University had signed a Memorandum of Understanding with Shanxi Province Research Institute committing the organisations to further discussions potentially leading to the establishment of a joint research institute. Due diligence and additional work to study learning from other models of research partnerships between UK HEIs and organisations in China would be undertaken.
New Year’s Honours
The following individuals associated with the University had been recognised in the New Year’s Honours list:
CBE Professor Edward Peck (PhD Management, 1997). Vice-Chancellor, Nottingham Trent University. For services to Higher Education. MBE Mrs Lesley Braiden. Lately Academic Registrar. For services to Higher Education. MBE Mr Nigel Mellor (Diploma in Town and Country Planning, 1968). Chair, Emmaus Merseyside. For services to the Homeless and Disadvantaged in Merseyside. MBE Dr Joanne Thwaite (BSc Microbiology, 1997; PhD Biochemistry and Genetics, 2002). Senior Scientist, Defence Science and Technology Laboratory. For services to the NHS during the Covid-19 response. OBE Professor Linda Anderson. Professor of Modern English and American Literature. For services to Higher Education. OBE Professor Lorraine Maltby (BSc Zoology, 1981). Professor of Environmental Biology, University of Sheffield. For services to Environmental Biology, Animal and Plant Sciences. OBE Dr Paul Williams (MBBS, 1996). Former Member of Parliament for Stockton South. For services to Parliament and to Healthcare. Medal of the Order of the British Empire. Dr Alistair Forbes (PhD Neurology, 1987). Co- founder, Scottish Tech Army. For services to Charity during the Covid-19 response.
Scholarships for Black UK Students
The University, with Ubisoft, had announced an initiative to encourage and promote diversity in the UK games industry. The Ubisoft Scholarship for Black UK Students would include a three-year programme of support for two Black students applying to a Computer Science degree programme from 2021. Two successful students would each receive a yearly bursary of £11,250 to go towards fees and living expenses. In addition, Ubisoft would provide an ongoing and comprehensive programme of mentorship from Ubisoft developers, incorporating expert support in relation to engineering, a broad insight into games development and a suite of soft skills coaching and training. The support would culminate in a three-month paid internship for both students at Ubisoft Reflections.
Climate Change Scholarships
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The University, together with the British Council, had announced seven fully funded scholarships for female students from South Asia interested in pursuing master’s studies in the field of Climate Change. The scholarships were available from September 2021 for one year, and were part of the British Council’s programme to support women and girls in STEM around the world.
Research Excellence Framework
Council noted that Executive Board had, at its meeting on 15 December 2020, received Faculty presentations on preparations for the 2021 Research Excellence Framework. Executive Board had noted the quality and breadth of the impact case studies highlighted, and their potential for showcasing the benefit of the University’s research for society; the inclusive nature of the research environment statements, including EDI perspectives and the contribution of PhD students and technicians; and the extent of cross-faculty collaboration which featured in the submission. More staff were being returned for the REF when compared with the previous exercise as a result of significant University investment as well as REF rule changes.
Pro-Vice-Chancellor Education
Council noted that Professor Tom Ward had been appointed as the new Pro-Vice-Chancellor Education. Professor Suzanne Cholerton would retire on 12 March 2021, at which time Professor John Kirby (Dean of Postgraduate Research, Faculty of Medical Sciences) would serve as Acting Pro-Vice-Chancellor Education until Professor Ward took up his position in May.
Admissions Systems Project
Council noted that, at its meeting on 19 January 2021, Executive Board had, in line with the University Delegation of Authority Regulations, approved a business case for the optimisation and digitalisation of the undergraduate and taught postgraduate admission processes. Change was required as current solutions to manage admissions were outdated, complex and vulnerable. The new system would ensure that the University could respond to applicant expectations and compete globally.
Department for Education
On 21 January 2021, the government had published a suite of documents and consultations relating to the post-16 education landscape in England: There would be a government consultation on student finance terms and conditions, minimum entry requirements to higher education institutions, the treatment of foundation years and other matters, the outcomes of which would be incorporated into the next Comprehensive Spending Review. There would be a tuition fee freeze for one year until potential fee changes are announced. Universities UK was concerned that the consultation on minimum entry requirements (an issue explored but not recommended by the Augar review panel) could lead to policy change that restricted access to higher education for some people who would otherwise benefit. It could reduce the overall number of those studying at university and therefore reduce the number of graduates. On the teaching grant, the government had issued guidance to the OfS on the allocation of teaching grant funding for the 2021-22 financial year. The main changes were: . Funding had been prioritised for ‘high-cost, high-value’ subjects that supported the NHS, healthcare policy, STEM and specific labour market needs (an increase of £85m).
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. Funding had been reduced for other high-cost subjects by £20m and would reduce further in future years. This would impact on funding for courses in performing arts, creative arts, media studies and archaeology. . £5m had been allocated for student hardship, and £15m for student mental health – this £20m increase had been funded from a £20m reduction to Uni Connect (with Newcastle’s own allocation being cut from £3.6m to £2.4m). . Funding for specialist providers would increase by £10m. . Capital funding would be delivered through a strategically targeted bidding process.
The government would ask OfS to consult on a more streamlined version of the Teaching Excellence Framework which would not include a subject-level version of the exercise. It is positive that the government had acknowledged that an assessment of graduate outcomes should not be based solely on salary data and that regional variation needed to be accounted for. The government had also announced a consultation on a post-qualification university admissions system, and a White Paper setting out a number of proposals and areas for reform concerning apprenticeships and engagement with local employers aimed at boosting the number of people with technical skills needed to drive growth.
Noted that:
1. The potential withdrawal of funding for foundation years was a significant development given their importance to Widening Participation. The potential undermining of creative arts and other subjects, due to the redirection of teaching grant funding to healthcare and STEM subjects was of concern to the higher education sector.
2. Council discussed how the University supported graduate retention within the North East. The University’s commitment to enabling undergraduate students to undertake a placement year was an important way in which the University sought to support this.
3. Council agreed that it should be provided annually with an update on key capital projects.
45. RISK MANAGEMENT
Received a report from Dr John Hogan (Registrar). [Circulated with the agenda as Document C. Copy filed in the Minute Book.]
Noted:
1. Council noted that the pandemic had impacted on virtually every strategic risk. The status of three risks was rated as Red: SR3 ‘Failure to deliver a high quality student experience’, SR4 ‘Failure to deliver a high quality academic experience’, and SR11 ‘Failure to accurately create, securely manage, securely store data and protect against cyber risks’. The rest were Amber.
2. Agreed that SR7 ‘Failure to maintain a financially sustainable pensions provision’ should now be Red again, owing to the difficult national landscape for the Universities Superannuation Scheme.
3. Council expressed its gratitude for the robustness with which the University proceeding around risk management in the context of the pandemic.
4. In addition to risk management, strategic horizon scanning was being undertaken, led by the University’s Futures Group, chaired by the Deputy Vice-Chancellor and Provost, and featuring student input. Council would be provided with an opportunity to consider topics and issues arising from the group’s work, and a detailed report would follow. 5
Council, 8 February 2021
Council confirmed that it had received sufficient assurance that the risks facing the University were being managed appropriately.
46. COVID-19 UPDATE
Received a paper from the Vice-Chancellor, on behalf of Executive Board. [Circulated with the agenda as Document D. Copy filed in the Minute Book.]
Noted that:
1. Council received a detailed update on the key changes for the University relating to the pandemic since the meeting of Council held on 14 December 2020.
2. Executive Board had been concerned that the latest phase had been the most difficult of the pandemic for the health and wellbeing of both students and colleagues. Extensive support had been made available for students and the University would continue to try to mitigate some of the consequence of the current required ways of working for colleagues. Council was sensitive to the issues being faced and recognised the efforts being made by all members of the University community.
3. Academic colleagues were concerned about current workload demands and the adverse impact on their ability to conduct research and the consequent impact on career prospects. Staff with caring responsibilities had reported particular difficulties. The University had introduced agreed principles for use in People Services processes to take account of the impact of Covid-19. Sector-wide principles were also in development.
4. In terms of the return to campus, in addition to students studying Medicine and Dentistry, subjects allied to medicine/health, Education (initial teacher training, some professionally accredited courses, and research activity, the government had announced that there would be no further returns to campuses until 8 March at the earliest. Higher education sector bodies were campaigning for a staggered return for all other students, although it was believed that in the region of 40-50% students had returned to their accommodation already. The University was acutely aware of the difficulties facing students in private accommodation, and was actively working with the sector to raise this issue with government and the housing sector.
5. Council noted the University’s current financial position. A full reforecast was being carried out and would be discussed by Finance Committee in March.
6. On the 21 January 2021 the University had been informed that it should test all colleagues and students on campus twice weekly from 25 January to the 15 February. This might be extended. The University had continued to offer the Lateral Flow Device (LFD) Test for all colleagues and students. To date over 9,000 tests had been administered thanks to the efforts of our colleagues and students who had volunteered.
7. The Office for Students had written to all higher education providers in England on 14 January 2021 requiring action on student support and maintenance of academic standards. The University’s response would be considered at the joint meeting of Council and Senate on 22 March 2021.
8. Council noted the changes agreed by Senate as part of the University’s response to managing the ongoing challenges for students and programme delivery, which included a Safety Net Policy and amendments to the shape of the academic year.
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9. Council noted all strategy holders had examined the activity for which they were responsible in light of the pandemic. In addition, the Futures Group was looking at how all aspects of University business might change.
47. GENDER PAY GAP
Received a report and presentation from the Executive Director of People Services, on behalf of Executive Board.
Noted that:
1. The University was in its fourth year of gender pay gap reporting, which included data on ethnicity and disability pay gaps. Insights from the data continued to be used to create greater transparency in order to challenge institutional thinking on how to provide equity and parity within reward practices.
2. This year’s data showed a further improvement in the overall gender pay gap data, positioning the University broadly in line with other Russell Group institutions. The University aimed to improve this position and move into the top quartile of the Russell Group on this measure. This was underpinned by achievement of improved gender balance in senior appointments, including an increase of female professors from 29% in 2019 to 31% against a target of 35% by 2023.
3. There had been a further improvement in the University’s mean gender pay gap data, the gap having declined consistently since 2017, whilst the median pay gap was unchanged from last year. There remained much more to do to make greater improvements in future years.
4. Intersectionality in pay gaps was an important extension to consider. The difference in mean base pay between Black, Asian and Minority Ethnic and White non-clinical academic colleagues had increased by 0.3% compared to 2019. The University was concerned with these findings and intended to work with the Race Equality Charter Self-Assessment Team to take action to address the disparity.
5. There had been a further reduction in the mean and median pay gap for colleagues with a disability. Further analysis of disability data would allow the University to understand the reasons for the disparity and what proactive actions could be put in place to reduce the gaps further.
6. An Equal Pay Audit would be carried out on an annual basis to provide data alongside pay gap reporting for comparative purposes.
7. Through its Athena Swan, Race Equality Charter and EDI Strategy work, the University had a strong platform and opportunity to make a significant difference.
8. Council noted that training provision and impact was being audited by the Equality, Diversity and Inclusion team.
48. BREXIT TRADE DEAL IMPLICATIONS
Received a report from the Pro-Vice-Chancellor Global, on behalf of Executive Board. [Circulated with the agenda as Document F. Copy filed in the Minute Book.]
Noted that:
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1. Council received an update on the implications for research and student mobility of the trade deal with the European Union announced by the government in December 2020.
2. The University had welcomed the announcement that, as an Associated Country, the UK would be able to fully participate in Horizon Europe for the duration of the programme (2021-27). This would serve as an opportunity to reactivate interest in applying for research funding. A key aim for the University was to reverse the declining trend in Horizon Europe research grant applications and grant capture.
3. The government had announced that it would replace Erasmus+ with a UK alternative, the Turing Scheme. The scheme would be international but was not an exchange programme: there would be no funding for incoming students and there were fears that this would impact on recruitment. The University would need to seek to enter as many outgoing students as possible into the scheme to help ensure that it would continue to be funded.
49. REPORT FROM AUDIT, RISK AND ASSURANCE COMMITTEE
Received the report from the meeting of Audit, Risk and Assurance Committee held on 21 January 2021. [Circulated with the agenda as Document G. Copy filed in the Minute Book.]
Noted that:
1. The Committee had confirmed that it had received assurance that the University had complied with the TRAC statement of requirements.
2. Council noted the remaining items in the report.
50. REPORT FROM UNIVERSITY/STUDENTS’ UNION PARTNERSHIP COMMITTEE
Received a report from the meeting of University/Students’ Union Partnership Committee held on 14 January 2021. [Circulated with the agenda as Document H. Copy filed in the Minute Book.]
Noted that:
1. There was a positive relationship between the University and the Students’ Union sabbatical officers. Council recorded its gratitude for the significant efforts undertaken by the sabbatical officer team to support students throughout the challenging circumstances of the pandemic.
2. Council noted the remaining items in the report.
51. RENT REVIEW 2021/22
Received a report from the Registrar, on behalf of Executive Board. [Circulated with the agenda as Document J. Copy filed in the Minute Book.]
Noted that:
1. Executive Board had recommended that Council approve proposals for accommodation rents applicable in the 2021/22 academic year. A banded approach to increases was being sought, taking into consideration quality of accommodation, customer satisfaction and demand.
2. The Students’ Union had been consulted on the proposals prior to the meeting of Council.
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3. An average 1.82% increase across the accommodation portfolio was proposed with some rents for basic rooms being reduced and the increase for newly built en-suite at around 3%. The overall increase had been kept intentionally low but would cover the increase in costs.
4. Some members of Council suggested a deferral of the rent increase, in recognition of the challenges faced by students during the pandemic, and to avoid a negative impact on student satisfaction. The recouping of costs could then be spread over a longer period of time. It was noted, however, that the rent increases would largely be borne by incoming students, not those who were already at the University.
5. Council agreed that Executive Board should reconsider the proposed changes to accommodation rents in light of the comments expressed. Executive Board should decide on a way to proceed and inform Council of its decision.
52. ACCEPTANCE OF A DONATION
Resolved that Council approve the acceptance of a donation from Santander Universities.
53. SUMMARY FROM THE MEETING OF SENATE: 20 JANUARY 2021
Received a report from the meeting of Senate held on 20 January 2021. [Circulated with the agenda as Document L. Copy filed in the Minute Book.]
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