Terms of Reference and Membership

University Management Group
Terms of Reference

1. To act as a forum in which senior academic and administrative officers of the University can consider any issue brought before them by the Vice-Chancellor or the other members.
2. To prepare proposals for budgetary allocations and for the allocation and use of capital, equipment and other funds.
3. To consider reports, representations and proposals from budgetary groups and from other bodies as appropriate; and to monitor the financial and management performance of budgetary groups.
4. To regulate, in accordance with University procedures, the establishment of staff posts and the filling of vacant positions.
5. To commission reports from time to time from members of the academic staff, from officers or from other bodies.
6. In relation to matters arising from (i) to (v) above, to reach decisions (or arrange for the implementation of decisions), and to formulate proposals for consideration by the Policy and Resources Committee or other appropriate body. Decisions conforming to agreed policy and budgets are within the competence of the Group, except that those involving recurrent expenditure or capital investment exceeding £50k must be submitted to the Policy and Resources Committee for approval.

Membership
The Vice-Chancellor (in the Chair)
The Deputy Vice-Chancellors
The Secretary and Registrar
Three representative Deans/Directors: Professor R S Briggs, Professor P J Curran, Professor A Hamlin
Secretary: Mr N C Hollingdale

Policy and Resources Committee
Terms of Reference

1. To advise, and where appropriate to act for, Council and Senate on all policy matters relating to the planning and development of the University, to resource allocation, and to its organisation and staffing.
2. In pursuance of (i) above, to consider:
   1. The University's Mission Statement and Strategic Plan.
   2. The annual budgets and allocation of recurrent funds, together with the allocation of capital, equipment and other funds within the University.
   3. The University's estate strategy.
   4. The University's regional role.
   5. The University's planning cycle.
   6. The University's attitude to, and response to, national pay negotiations.
   7. The establishment and operation of budgetary groups.
   8. The role and function of the service departments within the University.
3. To initiate, and assign responsibility for, capital projects by establishing sub-committees or otherwise; and to monitor their progress.
4. To request, receive and consider reports and proposals on matters within its remit from the University Management Group, and from other sources.
5. To consider and determine such other matters as may be delegated to it by Council or by Senate.

Membership
The Vice-Chancellor (in the Chair)
The Chair of Council; the Vice-Chair of Council; the Treasurer; the Deputy Vice-Chancellors
The Deans of Arts, Engineering and Applied Science, and Medicine, Health and Biological Sciences
One of the Deans of Science/Mathematical Studies: Professor A A Wheeler
One of the Deans of Social Sciences/Law: Professor A F Rutherford
The Director, New College
The Director, Southampton Oceanography Centre
Two representatives of Council: Mr A J Jukes, Mr A J Walker
The Secretary and Registrar
Director of Academic Services
The President of the Students' Union
Secretary: Mr N C Hollingdale

Enterprise and Innovation Strategy Committee
Terms of Reference

1. To consider and advise PRC on the University's strategy and procedures for exploiting the intellectual property base of the University, through:
   1. The promotion of "third leg" activities in collaboration with the appropriate stakeholders.
   2. The setting of targets for particular sectors in consultation with the groups concerned and the monitoring of performance against those targets.
   3. The development of relations with industry, business and commerce within the region and beyond.
2. To co-ordinate the University's response to national initiatives and consultations relating to enterprise and innovation.
3. To consider and advise PRC on the provision of resources and facilities to support enterprise and innovation.

Arts: Mrs V M Wright
Engineering and Applied Science: Professor P A Nelson
Law: Dr S J Saxby
Mathematical Studies: Professor T J Sluckin
Medicine, Health and Biological Sciences: Professor M J Arthur
Science: Professor P N Bartlett
Social Sciences: Mr P L Jennings
New College: Mr S Waring
ORC: Professor D J Richardson
SOC: Mrs J Wood

Estate Planning Committee
Terms of Reference

1. To consider and advise Policy and Resources Committee on the following matters related to the University’s Strategic Plan:
   1. The University's estate strategy
   2. The maintenance and improvement of the University's physical resources and facilities with particular reference to major capital projects.
   3. The coordination, timing, scope and costs of major projects (including the allocation and redistribution of space).
   4. The management of the University's physical environment.
2. To review and oversee the division and application of the funds available (from whatever source) for the maintenance and improvement of the University estate.
3. In relation to (i) and (ii) above, to consider reports and proposals from the Capital Developments, Design and Masterplan, and the Environmental Management Sub-Committees.
4. To deal with such other matters as may be referred to the Committee.

Membership
A Deputy Vice-Chancellor: Professor I D Diamond (in the Chair)
Four members appointed by the Policy and Resources Committee: Professor A P Hamlin, Professor H S Roe, Professor A A Wheeler, Mr G Whitehead
The Secretary and Registrar
The Director of Estates and Buildings
The Director of Planning
The Space Planning Manager (co-opted)
A student: Mr T Rowlandson
Secretary: To be designated

Capital Developments Sub-Committee
Terms of Reference
To be responsible to the Estate Planning Committee (EPC) for the commissioning, construction, planning and monitoring of individual capital projects; and to be responsible for ensuring that expenditure limits approved by Policy and Resources Committee and EPC are adhered to, together with any siting or other constraints or requirements.

Membership
Chair: Secretary and Registrar
Chair of Estate Planning Committee: Professor I D Diamond
One of the appointed members of EPC: Professor A A Wheeler
Director of Estates and Buildings
Director of Finance
Director of Corporate Services
Assistant Director (Commissioning)
Space Planning Manager
Secretary: To be designated

Design and Masterplan Sub-Committee
Terms of Reference
To consider and advise Estate Planning Committee on matters relating to the overall design and planning of the University's buildings and sites (including such items as roads, transport, car parking and landscaping).

Membership
Chair: Professor I D Diamond
Secretary and Registrar
Three persons appointed by EPC: Three vacancies
Secretary: To be designated

Environmental Management Sub-Committee
Terms of Reference

1. To advise the Estate Planning Committee on the formulation and monitoring of a utilities management policy for managing expenditure on utilities within the strategic objectives of the University, with particular regard to:
   1. Formulating and monitoring policy for the purchase of utilities, in conjunction with Purchasing Services.
   2. Setting broad financial policies for charging for utilities and formulating investment appraisal criteria for projects designed to reduce utilisation of utilities (eg life-cycle costing for building projects).
   3. Devising procedures for ensuring that projects for reducing utilisation of utilities in line with the above criteria are properly implemented.
   4. Setting targets for utilisation of utilities and monitoring the University's performance against these targets.
2. To advise the Estate Planning Committee on appropriate management structures for implementing a utilities management policy.
3. To advise the Estate Planning Committee on the development of an appropriate environmental policy.

Membership
Dr P C Lanchester (in the Chair)
The Energy and Design Manager: Mr M C Turner
One member of the Estate Planning Committee: Mrs B A Marshall
Two members of staff from the Estates and Buildings Department: Mr A Burgess, Mr Y Roussos
Two representatives of users appointed by the Estate Planning Committee: Dr A S Bahaj, Dr A J Evans
An adviser on environmental issues appointed by the Estate Planning Committee: Dr P J Shaw
Secretary: To be designated

Safety Management Group
Terms of Reference

1. On behalf of UMG, to oversee the provision and implementation of the University Safety Policy by:
   1. Promulgating health and safety policies, including the general policy and specific policies for identified risks and accompanying guidance on the advice of the Safety Office.
   2. Monitoring and reporting on the implementation of the Safety Policy by means of audit and inspection.
   3. Reviewing regularly the effectiveness of existing policies.
   4. Recommending appropriate action where standards are not being met.
2. To receive and consider reports and recommendations from the Genetic Modification Committee and the Consultative Committee on Safety and Occupational Health.
3. To report to the University Management Group and Policy and Resources Committee, as appropriate.

Membership
A Deputy Vice-Chancellor: Professor P J Gregson (in the Chair)
The Director of Human Resources
The Director of Estates and Buildings
The Chair of the Consultative Committee on Safety and Occupational Health: Mr F E C Gregory
A representative from each of the following areas:
The Faculty of Medicine, Health and Biological Sciences: Professor D N M Coggon
The Science Faculty and Southampton Oceanography Centre: Professor J Evans
The Engineering and Applied Science Faculty: Mr J A Pickering
Faculties of Arts, Law, Mathematical Studies, Social Sciences and New College: Professor K M Crouan
Secretary: To be designated

Consultative Committee on Safety and Occupational Health
Terms of Reference

1. To provide a forum for the discussion of policy issues and general concerns relating to Safety and Occupational Health in the University; and to report as appropriate to the Safety Management Group.
2. To receive all appropriate documentation.

Membership
Mr F E C Gregory (31.07.03) (in the Chair)
A representative of Council: Dr R N Richardson (31.07.04)
A representative of Senate: Professor J E Heckels (31.07.05)
Four Departmental Safety Officers:
Mr D Cook
Mrs J S Everson
Mr C E Miles
Vacancy
The Director of Human Resources
A representative of SLAUT (or alternate): Dr S J Heron
A representative of MSF (or alternate): Mr K J Yeates
A representative of UNISON (or alternate): Ms S C Aveyard
A representative of TGWU (or alternate): Mr R A Whettingsteel
A student: Mr A DeSouza
Secretary: To be designated

Genetic Modification Committee
Terms of Reference

1. To consider, monitor and make recommendations to the Safety Management Group on all matters relating to safety in work involving genetic manipulation as defined in the Genetically Modified Organisms (Contained Use) Regulations 2000, including verification of risk assessments of such work, registration of workers and statutory notifications made to the Health and Safety Executive in accordance with the guidance published by the Advisory Committee on Genetic Manipulation.
2. To consider and make recommendations to the Safety Management Group on reports received from the Safety Officers on procedures adopted by Departments on work in the fields specified in (i) above.

Membership
Professor M Glennie (31.07.05) (in the Chair)
A professor appointed by Council: Professor I N M Day
The Biological Safety Officers: Dr C D O'Connor, Dr M Pickett
A representative of the academic staff (from Highfield Site or Biomedical Sciences): Dr T Papenbrock
A representative of the Southampton General Hospital's research staff: Dr A Al-Shamkhani
Two members of the technical or academically-related staff: Mrs P J Briggs, Mr P Skipp
A representative of the Divisional/Departmental Genetic Modification Liaison Officers: Dr F G Bull
A representative from Occupational Health Southampton University Hospitals NHS Trust: Dr I Brown
The Supervisory Medical Officer
The University Safety Adviser (or representative)
The Area Safety Adviser for Medicine: Ms S M Dear
Two postgraduate students: Ms A Lapham, Ms J Gray
Co-opted member: Dr G Poppy
Secretary: Mrs B C Thomas

Personnel Policy Committee
Terms of Reference

1. To consider and to make recommendations to Policy and Resources Committee on the following matters related to the University's Strategic Plan:
   1. the University's human resource strategy
   2. equal opportunities policy
   3. effective and appropriate personnel and employee relations policies
   4. training and development policy
   5. pay, terms and conditions of employment
   6. probation, appraisal and promotion processes
2. To implement, maintain and ensure the effectiveness of policy in the above areas including the provision of appropriate guidance, procedures, training and monitoring.
3. To receive reports from the Staff Training and Development Advisory Group and Equal Voice, to consider their advice and recommendations for action and to decide thereon.
4. To receive reports relating to negotiations and discussions on employee relation matters and to report as necessary to Policy and Resources Committee or the University Management Group.

Membership
A Deputy Vice-Chancellor: Professor P J Gregson (in the Chair)
Four members appointed by PRC:
Professor J K Hammond
Professor K E McLuskie
Professor H S Roe
Mr B Purkiss
A head of a large service department: Ms S M Corrall
The Secretary and Registrar
The Director of Human Resources
Secretary: The Director of Human Resources

Strategic Performance Review Committee
Terms of Reference

1. On behalf of Policy and Resources Committee, to oversee and to revise as necessary, the methodology and arrangements for the review of academic, academic service and administrative performance in the University;
2. To undertake reviews of performance (by Department/School or other cognate function), with particular reference to:
   1. The congruency of departmental aims and objectives to the University's overall Mission and Strategic Plan.
   2. The appropriateness of departmental leadership, management and organisation.
   3. The effectiveness of the procedures in place to set and monitor targets and to evaluate departmental achievement.
3. To arrange for the dissemination of good practice within the University arising from the reviews undertaken at (ii) above, or otherwise.
4. To report, with such recommendations as it sees fit, to the Policy and Resources Committee, and other appropriate bodies within the University.

Note: Each Department/School will be asked to make available to the Committee its strategic plan setting out its vision for the future; this plan will be interrogated by the Committee.

Academic and Research Staff Committee
Terms of Reference

1. To oversee the assessment, appraisal and promotion of members of the academic staff not employed on a professorial scale within the University in accordance with the agreed procedures (academic staff in this context includes research fellows, experimental officers and others involved primarily in academic activity).
2. To establish Academic Review Bodies and to receive, modify and approve their reports in accordance with the agreed procedures.
3. Where necessary, to establish Appeal Panels in accordance with the agreed procedures to hear and determine appeals from individual members of staff in the light of decisions made by the Academic Review Bodies.
4. To act as the joint committee required under Statutes in those cases where, under rationalisation or restructuring arrangements, it is proposed that a Professor or Reader employed in another institution should transfer, with covering funding, to the University.
5. To report to Senate and Council the names of those members of staff promoted to the grade of Senior Lecturer and to make proposals to Senate and Council for the conferment of the title and status of Professor or the title of Reader on staff of the University.
6. To report to Senate and Council the names of those persons awarded Southampton Senior Research Fellowships.

Membership
The Vice-Chancellor (in the Chair)
Two Deputy Vice-Chancellors
Five senior Professors: Professor Dame Jill MacLeod-Clark, Professor I Castro, three vacancies
Secretary: Director of Human Resources

Honorary Degree Committee
Terms of Reference
To consider nominations received for the award of Honorary Degrees and to make recommendations to Senate and Council.

Membership
The Chair of Council (in the Chair)
The Vice-Chair of Council; the Vice-Chancellor, a Deputy Vice-Chancellor; the Principals of the Accredited Colleges; the Deans of the Faculties or their nominees; the Director of Southampton Oceanography Centre; the Director, New College; the Public Orators
Secretary: The Academic Registrar

Information Strategy Committee
Terms of Reference

1. To consider and advise Council and Senate on the provision, use, funding and development of Information Systems and Services throughout the University in the context of its Mission and Strategic Plan.
   
2. To consider reports from the Information Systems and Web Strategy Sub-Committees.
   
   

Membership
Professor K E McLuskie (in the Chair)
The Vice-Chancellor
Director of Academic Services
The University Librarian
The Director of Information Systems Services
The Director of Planning or nominee
A representative of Central Administrative Staff: Ms C L Parker
A representative appointed by Council: Dr G Sharman
Four representatives appointed by Senate: Mr G Griffiths, Professor T J Sluckin, Professor M E Ward, vacancy
A student: Ms K Messer
Secretary: To be designated

Information Systems Sub-Committee
Terms of Reference

1. to consider and advise Information Strategy Committee on a strategy and priorities for the development, replacement and procurement of institutional information systems, and on the funding required.
   
   
2. To review and consider the compatibility, interfacing and integration of such systems and to advise on changes required to institutional processes so as to eliminate duplication and increase efficiency.
   
   

Membership
Chair: Professor K E McLuskie
Director of Academic Services
Director of Information Systems Services or nominee
Services Manager, Corporate Information Services
Director of Planning or nominee: Ms L K Jespersen
Director of Finance or nominee
Academic Registrar or nominee
Three members of academic staff: Professor G C Conole, Dr D Humphris
Professor A A Wheeler
Three members of administrative/support staff: Mr M G Arthur, two vacancies
A student representative: Ms K Messer
Accountant: Mr S Mason
Secretary: To be designated

Web Strategy Sub-Committee
Terms of Reference

1. To consider and advise Information Strategy Committee on policy and strategy for the development and co-ordination of the University's public web pages, intranet sites and extranet areas (for partners/associates).
   
   
2. To review and consider standards and guidelines for web-based information provision and to advise on changes required so as to improve accessibility, navigability and institutional identity.
   
   

Membership
Chair: Director of Academic Services
Director of Information Systems Services or nominee
A member of Library staff: Mrs C A Fowler
A member of CIS staff: Dr C G Richards
Director of External Relations
The University's Web Editor: Mr J M E Cole
Director of Planning or nominee: vacancy
Academic Registrar or nominee
A representative from each faculty:

Arts: Dr E N Millett
Science: Dr J A Milne
Engineering: Dr M S Nixon
Social Sciences: Mr M J Edney
Law: vacancy
MHBS: vacancy
Mathematical Studies: vacancy
New College: Mr S J Waring

A student representative: Ms K Messer
Secretary: To be designated