Terms of Reference and Membership

Policy and Resources Committee (PRC)
Terms of Reference

1. To advise, and where appropriate to act for Council and Senate, on all policy and associated procedural matters relating to the financing, organisation and development of the University.
2. In pursuance of (i) above, to consider:
   
   
   1. The University's Mission Statement Corporate Plan and planning cycle.
   2. The University's financial strategy; and the allocation of funds and the methodology for so doing.
      
   3. The University's educational provision.
      
   4. The University's research capacity; and the exploitation of intellectual endeavour.
      
   5. The University's estate strategy.
      
   6. The University's international and regional roles.
      
   7. The University's Human Relations strategy and related issues.
      
   8. The University's information strategy.
      
      
3. To request, receive and consider reports and proposals on matters within its remit from the University Executive Group, and from the Policy Committees for: Finance, Education, Research, Enterprise and Innovation, Estates, and Human Resources; and also (for the time being) from the Quality & Standards and Academic Resources Committees.
   
4. To consider reports from, or requested by, the Executive on the performance of individual sectors; and to report thereon to Council and Senate..

Membership
The Vice-Chancellor (Chair)
The Chair of Council
The Vice-Chair of Council
The Treasurer
A lay member of Council
The Deputy Vice-Chancellors
The Secretary and Registrar
The Deans of the Faculties
The Director of Finance
Two Heads of Schools (appointed by the Vice-Chancellor after consultation with the Heads of Schools)
The President of the Students' Union
Secretary: tba

Note: The following officers will normally be in attendance at meetings, together with the Secretary: Directors of Academic Services, Corporate and Marketing Services, Human Resources.

Policy Committees Note: Policy Committees report principally to PRC, but are expected, as occasion requires, to be in dialogue with Senate, School Boards, related areas within Professional Services, and with UEG.

Finance Policy Committee
Terms of reference:
To consider and to report on the University's financial strategy, taking into account all sources or potential sources of income; and so to contribute to the ongoing process of corporate planning within the University.

Membership:
The Deputy Vice-Chancellor with resources portfolio (Chair)
The Vice-Chancellor
The Treasurer
A lay member of Council
A Dean or Associate Dean
Two from Heads of Schools/Directors in Professional Services
The Director of Finance
The Deputy Director of Finance
Secretary: tba

Research Policy Committee
Terms of reference:

1. To consider and to advise PRC and Senate, as appropriate, on matters relating to the University's strategy and policy for research, and on the deployment of resources for such purposes.
   
2. In collaboration with the budgetary groups, to set specific research targets and to monitor performance against these targets.
   
3. To lead the University's response to national research assessment and similar exercises, and to develop the University's research strategy and policy in the light of the results.
   
4. To foster and enhance the University's relationship with key external agencies funding research.
   
5. To respond to national consultations following appropriate internal and external consultation.
   
6. To keep under review the financial and other implications of externally-supported research.
   
7. To allocate funds within the budget allocated by Council to support research related activities and to receive reports on the use of these funds.
   
8. To receive reports from Faculties on their research strategies and to monitor research performance against Schools' objectives.
   
9. Through the Enterprise and Innovation Policy Committee, to promote innovation and exploitation based on the University's research base.
   
   

Membership:
The Deputy Vice-Chancellor with the research portfolio (Chair)
The Vice-Chancellor
The other Deputy Vice-Chancellors
The Deans of the Faculties or nominees
One Associate Dean from each Faculty
Two representatives (including at least one Head of School) from each Faculty (appointed by the Dean concerned)
The Director of Academic Services
The Director of ISS or nominee
The University Librarian or nominee
The Director of Corporate and Marketing Services or nominee
Secretary: Mr E M Smears

Education Policy Committee
Terms of reference:

1. To be responsible, within the overall strategy set out for education in the Corporate Strategy, for the development, implementation and monitoring of the University's learning, teaching and assessment strategy; to make appropriate recommendations to the University about policy and resource allocation matters that are concerned with the education of students following undergraduate, masters' and research degree education programmes.
   
2. To receive from the Deans an annual report on the progress of Schools in developing their own strategic plans for the education of undergraduate, masters' and higher research degree students and to identify from these reports, priorities, targets and performance indicators that will inform the University's strategic planning; to provide an annual report for inclusion in the University's Operational Statement to HEFCE.
   
3. To be responsible, within the overall strategy set out for widening participation in the Corporate Strategy, for the development, implementation and monitoring of the University's widening participation strategy; to make appropriate recommendations to the University concerning strategic priorities, targets and performance indicators for widening participation.
   
4. To be responsible for strategic oversight of collaborative links with other providers of education in pursuing the University's strategic objectives in education: this to include, inter alia, e-learning and widening participation.
   
5. To liaise with and make recommendations to the Human Resources Policy Committee about:
   
   (a) Appropriate professional development activities for staff who teach or support teaching.
   (b) The identification of criteria and mechanisms that strengthen the recognition and reward of high quality by teaching staff.
   
   

Membership:
The Deputy Vice-Chancellor with the Education portfolio (Chair)
The Vice-Chancellor
The Deans of the Faculties or nominees
One Associate Dean from each Faculty
A representative from King Alfred's College (appointed by the Principal)
A representative from University College, Chichester (appointed by the Principal)
The Director of Academic Services
Three student representatives (ug, pgi, pgr)
Secretary: Ms P Usher

Note: Directors from Professional Services will attend for appropriate items of business.

Quality and Standards Committee
Terms of reference:

1. To provide a forum for debate and decision on the University's framework for quality assurance policy and procedures as it affects undergraduate, masters' and higher research degree provision, taking account of national developments.
   
2. To work with Faculty Officers in keeping quality monitoring and enhancement procedures and processes under review and to ensure an equivalency of standards of monitoring and enhancing good practice across Schools.
   
3. To receive from Faculty Officers an Annual Report on the progress being made by Schools in implementing the University's framework for quality assurance in respect of undergraduate, masters' and higher research degrees and to identify any institutional issues that require further consideration and make appropriate recommendations.
   
4. To support the development of high quality research environments for students, including appropriate training opportunities.
   
5. To support the development of appropriate opportunities for staff development in enhancing research supervision.
   
6. To consider individual student matters eg Universities' UK Overseas Research Student awards and make appropriate nominations.
   
7. To report to PRC and Senate as appropriate.
   
   

Membership:
A Deputy Vice-Chancellor (Chair)
One Associate Dean from each Faculty
A Head of School from each Faculty
One representative from King Alfred's College (appointed by the Principal)
One representative from University College, Chichester (appointed by the Principal)
Three student representatives (ug, pgi, pgr)
Secretary: Dr S Shaikh

Note: Directors and Heads of Academic Services will attend for appropriate items of business.

Academic Resources Committee
Terms of reference:

1. To be responsible for the development, monitoring and implementation of strategic plans and resource allocation for Academic Services that support the University's core activities identified in its corporate strategy and to make appropriate recommendations. Inter alia this will include support for education, research, enterprise and innovation.
   
2. To be responsible for the development, monitoring and implementation of systems of C and IT in learning, assessment and teaching across undergraduate, masters' and higher research degree provision and to make appropriate recommendations concerning policy and resource allocation.
   
3. To be responsible for the development, monitoring and implementation of learning resources strategy that effectively supports the delivery of the University's strategies in education, research and enterprise and make appropriate recommendations.
   
4. To review and pursue effective partnerships and interactions with academic and support groups to ensure the University's priorities are delivered to an appropriate standard across all the sites where the University's programmes in teaching and research are pursued.
   
5. To receive annual reports from Academic Service groups on their progress in pursuing strategic priorities and to make appropriate recommendations to other University committees on institutional issues and to provide an annual progress report for inclusion in the University's Operational Statement to HEFCE.
   
6. To be responsible for the dissemination of professional expertise and good practice in learning resources across academic and support groups and to monitor the effectiveness of professional support to facilities/schools in academic services.
   
7. To report to Senate and PRC as appropriate.
   
   

Membership:
Director of Academic Services (Chair)
Two representatives from each Faculty (appointed by the Dean concerned)
Up to three student representatives
Secretary: tba

Note: The Librarian, Director of ISS and other officers will attend for appropriate items of business.

Enterprise and Innovation Policy 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:
   
   (a) The promotion of "third leg" activities in collaboration with the appropriate stakeholders.
   (b) The setting of targets for particular sectors in consultation with the groups concerned and the monitoring of performance against those targets.
   (c) 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.
   
   

Membership:
The Deputy Vice-Chancellor with the Enterprise and Innovation portfolio (Chair)
The Chair of the Research Policy Committee
The Deans of the Faculties or nominees
The Director, Centre for Enterprise and Innovation
The Director, Research Support Office
A lay member of Council
A representative of each Faculty (appointed by the Dean concerned)
Up to two ad personam members
The Director of Finance (or nominee)
The Director of Corporate and Marketing Services (or nominee)
Secretary: tba

Human Resources Policy Committee
Terms of reference:

1. To consider and to make recommendations to PRC on the following matters:
   
   (a) The University's human resources strategy.
   (b) Equal opportunities policy and practice.
   (c) Effective and appropriate personnel and employee relations policies.
   (d) Training and development policy and practice.
   (e) Pay, terms and conditions of employment.
   (f) Probation, appraisal and promotion processes.
   (g) Safety and Occupational Health.
   
   
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 and consider reports from the Safety and Occupational Health Committee; from the officers responsible for Staff Training and for Equal Opportunities; from Joint Negotiating Committees with recognised Trades Unions; and from Job Grading Panels.
   
4. To receive reports relating to negotiations and discussions on employee relations matters and to report as necessary to PRC or the University Executive Group.
   
   

Membership:
The Deputy Vice-Chancellor with the Human Resources portfolio (Chair)
The Chair of the Safety and Occupational Health Committee
Up to two representatives of Council
Two from Deans of Faculties/Directors in Professional Services
The Secretary and Registrar
The Director of Human Resources
Secretary: tba

Safety and Occupational Health Committee
Terms of reference:

1. To review and oversee the implementation of the University's Policies for Safety and Occupational Health by:
   
   (a) 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.
   (b) Monitoring and reporting on the implementation of the Safety Policy by means of audit and inspection.
   (c) Reviewing regularly the effectiveness of existing policies.
   (d) 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 Group for Safety and Occupational Health.
   
3. To report to the Human Resources Policy Committee or to the University Executive Group, as appropriate.
   
   

Membership:
The Chair of the Human Resources Policy Committee (Chair)
The Director of Human Resources
The Director of Estates and Facilities
The Director of Business and Community Services
The Chair of the Consultative Group for Safety and Occupational Health
A representative of each Faculty
Two representatives from Professional Services
Secretary: Mr D Copland
Note: The Chair, Genetic Modification Committee, will be invited to attend SMG for appropriate items of business.

Consultative Group for 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 and Occupational Health Committee.
   
2. To receive all appropriate documentation.
   
   

Membership:
Chair
A representative of Council
A Head of School from each Faculty
Four Safety Officers
The Director of Human Resources
The Director of Business and Community Services or nominee
A representative of SLAUT (or alternate)
A representative of MSF (or alternate)
A representative of UNISON (or alternate)
A representative of TGWU (or alternate)
A student representative
Secretary: Mr D Copland

Genetic Modification Committee
Terms of reference:

1. To consider, monitor and make recommendations to the Safety and Occupational Health Committee on all matters relating to safety in work involving genetic manipulation as defined in the Genetically Modified Organisms (Contained Use) Regulations 1992, 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 and Occupational Health Committee on reports received from the Safety Officers on procedures adopted by Schools on work in the fields specified in (i) above.
   
   

Membership:
Chair
A professor in a relevant discipline
The Biological Safety Officers (2)
A representative of the academic staff (from Highfield Site or Biomedical Sciences)
A representative of the Southampton General Hospital's research staff
Two members from Professional Services (one from Main Site or Biomedical Sciences; one from a group based in SGH)
A representative of the Divisional/School Genetic Modification Liaison Officers
A representative from Occupational Health, Southampton University Hospitals NHS Trust
The Supervisory Medical Officer
The University Safety Adviser (or representative)
The Area Safety Adviser for Medicine
Two postgraduate students (one from Biomedical Sciences and one from a group based at SGH)
Secretary: tba

Estates Policy Committee
Terms of reference:

1. To consider and advise PRC on the following matters related to the University's Corporate Plan:
   
   (a) The University's estate strategy.
   (b) The maintenance and improvement of the University's physical resources and facilities with particular reference to major capital projects.
   (c) The co-ordination, timing, scope and costs of major projects (including the allocation and redistribution of space).
   (d) 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:
Chair from UEG
A Deputy Vice-Chancellor
A representative of Council
The Deans of the Faculties or nominees
The Director of Estates and Facilities
The Assistant Directors of Estates and Facilities
The Director of Corporate and Marketing Services or nominee
The Head of Capital Planning
A student
Secretary: Mr D Copland

Capital Developments Sub-Committee
Terms of reference:

To be responsible to the Estates Policy Committee (EPC) for the commissioning, construction, planning and monitoring of individual capital projects; and to be responsible for ensuring that expenditure limits approved by PRC and EPC are adhered to, together with any siting or other constraints or requirements.

Membership:
The Chair of EPC (in the Chair)
The Deputy Vice-Chancellor in membership of EPC
One member of EPC, nominated by the Chair of EPC
Director of Estates and Facilities
Director of Finance
Assistant Director (Commissioning) of Estates and Facilities
The Head of Capital Planning
Secretary: Mr D Copland

Design and Masterplan Sub-Committee
Terms of reference:
To consider and advise Estates Policy 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:
A Deputy Vice-Chancellor (in the Chair)
The Secretary and Registrar
Three persons appointed by EPC
Secretary: Mr D Copland

Note: Appropriate officers nominated by the Director of Estates and Facilities will be in attendance.

Environmental Management Sub-Committee
Terms of reference:

1. To advise the Estates Policy Committee (EPC) on the formulation, development and monitoring of an appropriate environmental management policy within the strategic objectives of the University.
   
2. To advise EPC on appropriate management structures for implementing an environmental management policy.
   
3. To monitor performance on environmental matters via reports from officers responsible for the delivery of environmental programmes.
   
4. To set targets for improving performance on environmental matters.
   
5. To have particular regard to policies for the purchase of utilities and disposal of waste, in conjunction with Purchasing Services and the Health and Safety Office, and the arrangements for recharging utilities to users.
   
6. To formulate investment appraisal criteria for capital and maintenance projects designed to reduce utilisation of utilities (eg life-cycle costing for capital building projects).
   
7. To devise procedures for ensuring that projects for reducing utilisation of utilities in line with the above criteria are properly implemented.
   
   

Membership:
Chair: appointed by Chair, EPC
The Energy and Design Engineer
One member appointed by EPC
Two members of staff from the Estates and Facilities Department
Two representatives of users appointed by EPC
An adviser on environmental issues appointed by EPC
Secretary: tba

Academic Research Staff Committee
Terms of reference:

1. To oversee the assessment, appraisal and promotion of members of the academic staff not holding posts at level 7 in the career pathways framework, in accordance with the agreed procedures (academic staff in this context includes research fellows, experimental officers and others involved primarily in academic activity).
   
2. Where necessary, to consider appeals from individuals in relation to alleged irregularities in the promotions process.
   
3. 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.
   
4. To report to Senate and Council the names of those members of staff promoted to the grade of Senior Lecturer or Reader 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.
   
5. To report to Senate and Council the names of those persons awarded Southampton Senior Research Fellowships.
   
   

Membership:
The Vice-Chancellor (in the Chair)
The Deputy Vice-Chancellors
The Deans of the Faculties
A senior academic (appointed by Senate)
Secretary: tba