SENATE. Minutes of the meeting held at on 19 NOVEMBER 2014, at the Main Hall, International Politics.

Transcription

1 SENATE Minutes of the meeting held at on 19 NOVEMBER 2014, at the Main Hall, International Politics. Present: In attendance: Prof April McMahon, Vice-Chancellor (Chair, with the exception of minute 36); Ms Rebecca Davies, Pro Vice-Chancellor for Student and Staff Services (except minute 36); Dr Rhodri Llwyd Morgan, Pro Vice-Chancellor for Welsh Language and Culture, and External Engagement (from minute 30; Chair for minute 36); Prof Mike Gooding, Director of IBERS; Prof Sarah Prescott, Director of ILLCA; Prof Tim Woods, Director of IEGPD; Prof Kate Bullen, Director of Ethics and Equality; Dr Daniel Burgarth; Dr T Robin Chapman; Dr Hazel Davey; Mr Tim Davies; Prof Andrew Evans; Dr Merris Griffiths; Mr Nigel Hardy; Dr Joe Ironside; Dr Jenny Mathers (until minute 33); Prof Martyn Powell; Dr Anoush Simon; Mr Jacob Ellis, Students Union President; and Ms Miriam Williams; UMCA President. Ms Susan Chambers, Director of Human Resources; Mr Peter Curran, Director of Finance; Ms Kim Dyer, Head of the Vice-Chancellor s Office; Mrs Lucy Hodson, Director of Planning; and Mr Geraint Pugh, University Secretary. Apologies were received from Prof Neil Glasser, Director of IGHP; Prof John Grattan, Pro Vice- Chancellor for Student Experience and International; Prof Andy Henley, Director of IMLIS; Dr Bleddyn Owen Huws; Prof Rhys Jones; Prof Steve McGuire; Dr Louise Marshall; Mr Gary Reed; Prof Qiang Shen, Director of IMPACS; Prof Chris Thomas, Pro Vice-Chancellor for Research and Academic Quality; Prof Malcolm Thomas; Prof David Trotter; Ms Emma Williams, Head of the Academic Quality and Records Office; and Prof Reyer Zwiggleaar, Head of the Graduate School. 23. PERSONAL MATTERS RAISED BY THE VICE-CHANCELLOR 1. Condolences Sympathies were expressed following the death of Dr Richard Kemp, former Reader in Zoology. 24. DECLARATIONS OF INTEREST The Pro Vice-Chancellor for Student and Staff Services declared a family interest in a nomination brought forward for an Honorary Award of Aberystwyth University. It was agreed that she recuse herself from that particular discussion. 25. MINUTES OF THE PREVIOUS MEETING Minutes of the meeting held on 08 October 2014 (SEN ). The minutes were confirmed as a correct record. 26. MATTERS ARISING FROM THE MINUTES 1. Collection of student debts (minute 22.2) 1

2 A composite report by the Students Union President; and Assistant Director of Finance Mererid Jones (SEN ). 1. At the Senate meeting on 08 October 2014, the Students Union expressed its concern about communications sent to students who were in significant debt to the University. 2. Representatives from the Finance Department and the Students Union had since engaged in further discussions and have agreed to establish a Working Group to take forward and address any remaining concerns. The terms of reference for the Working Group will be agreed in due course. 27. CORRESPONDENCE 1. Resignation 1. Mr Gary Reed had informed the University Secretary that he wishes to resign as one of the two representatives of the Heads of Professional Service departments on Senate. 2. That appropriate arrangements are made to elect another representative for the constituency in time for the next Senate meeting on 04 March 2015 (ACTION: University Secretary). 28. VICE-CHANCELLOR S REPORT TO SENATE Report by the Vice-Chancellor (SEN ). 1. Aberystwyth University (AU) had recently been awarded the Silver EcoCampus National Award in recognition of the work to improve the environmental sustainability of our campus. This follows on from the Bronze EcoCampus National Award which was achieved in May The University had marked Philanthropy Week between 30 October and 06 November 2014, with staff, students and buildings wearing purple thank you ribbons to express gratitude to everyone who has given so generously to the University since it was established in A delegation from AU visited Dubai and Malaysia during 05 and 10 November While in Dubai, the International Foundation Certificate offered by AU in collaboration with Repton School Dubai was formally launched. In Malaysia, a ceremony was held to confer an Honorary Fellowship of AU on His Royal Highness Tuanku Muhriz ibni Almarhum Tuanku Munawir, the eleventh Yang di-pertuan Besar of Negri Sembilan. His Royal Highness Tuanku Muhriz graduated with a LLB (Hons) degree from AU in 1970, and is now Royal Patron of the AU Alumni Club of Malaysia. 29. REPORT FROM THE COLEG CYMRAEG CENEDLAETHOL 2

3 1. There were no significant developments to report since Senate s last meeting. AU is now preparing applications to the Coleg Cymraeg Ceneldaethol (CCC) for funding towards lectureships and scholarships. Discussions about the future funding of the CCC continue at a national level, and there remains uncertainty about the amount which will eventually be available towards lectureships and scholarships. 2. That the Chair of the AU branch of the CCC be invited to circulate an update to Senate members in case some matters were not fully reported to the meeting in her absence (ACTION: University Secretary). 30. KEY PERFORMANCE INDICATOR UPDATE Report by the Director of Planning; and the Head of Strategic Development (SEN ). 1. While AU s League Table position has worsened over the last three years, there are signs that the National Student Satisfaction (NSS) indicators are stabilising, with a good chance of significant improvement if small pockets of poor performance particularly in assessment and feedback can be addressed. 2. There has been an improvement in some other League Table indicators, notably Staff- Student ratios and Good Honours scores. It is hoped that this will lead to an improved performance in the League Tables in September Steps are being taken to improve graduate employability levels, and the introduction of the AberForward scheme whereby unemployed 2014 graduates are appointed to shortterm graduate-level employment at AU during January 2015 is being taken forward. During their time as employees, they will also be offered additional training on completing job applications. 4. The outcome of the 2014 Research Excellence Framework (REF) will be announced on 18 December 2014, and timetables will soon be circulated to Institutes and academic departments outlining when meetings will be held to discuss their individual results. 31. PORTFOLIO REVEW AND THE ACADEMIC DEVELOPMENT AND PLANNING COMMITTEE Report by the Director of Planning (SEN ). 1. Senate had approved the establishment of the Academic Development and Planning Committee (ADPC) on 08 October ADPC had since held its first meeting on 13 November The ADPC creates a structure where scheme proposals can be assessed in terms of their sustainability as evidenced by a business case and market analysis and strategic fit with Aberystwyth University. Where an Institute brings new programmes for approval to the Committee, there will be strong encouragement to ensure that there is rationalisation elsewhere in an Institute s portfolio. 3

4 32. WORKLOAD ALLOCATION AND MANAGEMENT MODEL Report by Dr Joe Ironside (SEN ). 1. The second Workload Allocation and Management Model (WAMM) pilot has now been completed, with 100 members of academic staff participating. The resulting data is in the process of being analysed. 2. The WAMM project had initially taken a very detailed approach. However, preliminary analysis of the data suggests that a simplified approach may be necessary due to the differences between how academic departments deal with and capture the administrative duties undertaken by academic staff. The situation is slightly clearer in terms of those academics undertaking executive roles within Institutes, since the applicable workload tariffs were agreed when those roles were established. 3. Further reports will be presented to future Senate meetings as work on a new, simplified approach to the WAMM progresses. 33. RULES AND REGULATIONS Report by the University Secretary (SEN ). 1. On 05 November 2014, the Academic Board had considered proposed revisions to the Aegrotat and Posthumous awards, and the Addendum to the Regulations for the submission of examination of research theses. At that meeting, Academic Board members had resolved to recommend that the proposed revisions be approved by Senate. 2. To approve the proposed revisions to the two regulations. 34. STUDENT CHARTER Report by the University Secretary (SEN ). 1. HEFCW requires that universities and Students Unions jointly agree a Student Charter, which is reviewed annually. AU s current Student Charter was approved by Council during autumn 2012, and was launched in June It was due to be reviewed during the summer of A working group, comprising of individuals from Aberystwyth University and Aberystwyth University Students Union (AUSU), has been established to review the existing Student Charter. The group has recommended a number of minor amendments to the existing Student Charter, and these revisions have been endorsed by the Quality Assurance Committee, the Learning and Teaching Enhancement Committee, and the Academic Board. 4

5 3. The working group now intends to make more significant revisions to the Student Charter and adopt a partnership approach between AU, AUSU and the students. This will be presented for approval in the May / June 2015 cycle of meetings. 4, To recommend that the proposed revisions to the Student Charter be approved by Council (ACTION: University Secretary). 35. STUDENTS UNION CONSTITUTION Report by the University Secretary (SEN ). 1. At the AUSU assembly on 11 February 2014 a motion was passed to abolish the assembly structure due to low engagement, with a new structure to be proposed to the Union s next Annual General Meeting. This meeting was held on 02 October 2014, and students approved a number of revisions to AUSU s constitution in order to enable the new structures to be introduced. 2. In line with the requirements of the 1994 Education Act (Part II), a draft of the revised Constitution was considered by the Charter Committee on 27 October 2014, where members resolved that it be approved by Council and Senate once a number of further revisions had been agreed. At Council that same day, members delegated power to the Chair of Council to approve the Constitution once further discussion had taken place between the Students Union President and the University Secretary on the required revisions. 3. The Chair of Council formally approved the further revisions to the Constitution on 13 November 2014, subject to Senate also endorsing the proposed amendments at its meeting. 4. To endorse the revisions to the Students Union Charter (ACTION: University Secretary). 36. HONORARY AWARDS Presentation by the Vice-Chancellor (SEN ). 1. The Committee for the Nomination of Fellows had met on 27 October 2014 to consider 39 nominations which had been submitted by staff, students, AU Honorary Fellows, and others, for Honorary Fellowships or Degrees of AU. 2. While the Honorary Fellowships will remain the University s main method of honouring individuals, Honorary Doctorate degrees and Honorary entry-level Bachelor degrees can now be conferred in light of Council s resolution in November The Committee for the Nomination of Fellows had considered whether it would be appropriate to confer Honorary Masters degrees. Given the particular eligibility criteria for the Honorary Bachelor degrees, members had felt that it would remain an honour 5

6 for individuals to be conferred with an entry-level degree from AU even if they have already have been awarded such a degree by another institution. 4. To recommend that Council approves the proposed nominations for Honorary Fellowships, Doctorates, and Bachelor degrees (ACTION: University Secretary). 37. SUB-COMMITTEE TERMS OF REFERENCE Report by the University Secretary (SEN ). 1. On 05 November 2014, the Academic Board had considered proposed revisions to the terms of reference of the Academic Board, the ADPC, and the Learning and Teaching Enhancement Committee. At that meeting, members resolved to recommend that the revisions be approved by Senate. 2. To approve the proposed revisions, subject to references to student representative(s) being replaced with Student s Union representative(s) where appropriate (ACTION: University Secretary). 38. STANDING ORDERS Report by the University Secretary (SEN ). 1. On 08 October 2014, it was reported that work was underway to revise the standing orders of AU s governance committees. In line with best practice, Senate s standing orders should be reviewed every five years. It is unknown when Senate s standing orders were last revised. 2. Draft revisions to these standing orders were considered by the Charter Committee on 27 October 2014, where members recommended that the proposed revisions be endorsed by the Senate. Charter Committee members similarly reviewed the proposed standing orders for the governance sub-committees by correspondence, and were content to recommend that they be endorsed by Senate. 3. To recommend that Council approves the revisions to Senate s standing orders, and the introduction of new standing order for the governance sub-committees in place of the current Academic Regulations. 39. ORDINANCES Report by the University Secretary (SEN ). 6

7 1. On 01 August 2014, a number of new and / or revised Ordinances came into force at Aberystwyth University, to coincide with the commencement of the institution s revised Supplementary Charter and Statutes. 2. In line with best practice, the Ordinances are regularly reviewed and a number of minor amendments were being proposed to six Ordinances. These were revisions considered and refined by the Charter Committee on 27 October As previously reported to Senate, Ordinance 17 The Senate: Powers and Functions had been substantially revised in order to introduce a Statement of Primary Responsibilities for the body. While considering the proposed text, Charter Committee members had recommended that Council s approval should be required when affiliations with other institutions are proposed which would involve that institution awarding Aberystwyth University degrees. 4. To recommend that Council approves the proposed revisions to Ordinance 17, subject to: 1. revising the final sentence of the preamble to read:, and managing the regulation of the academic interests of the institution (ACTION: University Secretary); and 2. revisiting the wording inserted by the Charter Committee to the end of point 4 to clarify that Senate is the authority on AU s academic programme (ACTION: University Secretary). 5. To recommend that Council approves the proposed revisions to the other five Ordinances, as outlined in the report. 40. RECRUITMENT AND ENROLMENT UPDATE Report by the Director of Planning (SEN ). 1. Enrolment for 2014 / 2015 entry was as forecast in May 2014 for most student categories. This has resulted in the University being broadly in line with the forecast student fee income in the budget for this academic year. 2. Particular attention is being paid to application levels for 2015 / 2016 entry. A number of initiatives are currently under way to maximise recruitment, including arranging for student ambassadors to visit their former schools before Christmas to talk about their experiences at AU. 41. UNFAIR PRACTICE INVESTIGATIONS Report from the Academic Quality and Records Office (SEN ). The report provided an overview of investigations undertaken during the academic year in relation to unfair practice. 42. OFFICE OF THE INDEPENDENT ADJUDICATOR ANNUAL LETTER

8 Annual letter for 2013 from the Office of the Independent Adjudicator (OIA) (SEN ). The letter provided an overview of the complaints considered by the OIA during CORPORATE RISK REGISTER Report by the Director of Planning (SEN ). The report provided a summary of the significant risks from the Corporate Risk Register. 44. RESEARCH GRANTS Report by the University Secretary (SEN ). A number of research grants had been awarded to members of staff at AU since the last meeting of Senate on 08 October REPORTS FROM COMMITTEES 1. International and Collaborative Provision Committee 18 June 2014 (SEN ); 2. International and Collaborative Provision Committee 04 July 2014 (SEN ); 3. International and Collaborative Provision Committee 15 July 2014 (SEN ); 4. International and Collaborative Provision Committee 04 August 2014 (SEN ); 5. International and Collaborative Provision Committee 15 September 2014 (SEN ); 6. Finance and Strategy Committee 24 September 2014 (SEN ); 7. International and Collaborative Provision Committee 26 September 2014 (SEN ); 8. University Research Ethics Committee 29 September 2014 (SEN ); 9. International and Collaborative Provision Committee 10 October 2014 (SEN ); 10. Council 27 October 2014 (SEN ); 11. Charter Committee 27 October 2014 (SEN ); 12. Committee for the Nomination of Fellows 27 October 2014 (SEN ); 8

9 13. Health, Safety and Environment Committee 27 October 2014 (SEN ); and 14. Academic Board 05 November 2014 (SEN ). 15. University Research Ethics Committee 29 September 2014 The Committee had endorsed a proposal to establish an Ethical Framework for AU. A project plan will now be developed, and Senate and Council will be formally approached in the spring to seek their approval in principle for the development of such a framework. 16. Academic Board 05 November Academic Board members had agreed that guidance should be produced on how Institutes could deal with individual cases under the Common Policy on Coursework Extensions approved by the Quality Assurance Committee in July Minor revisions to the Regulation on Unacceptable Academic Practice, and associated templates, have been provided which Institutes are encouraged to use to ensure consistency in the responses provided to students. 3. Term dates have been agreed for the 2016 / 2017 academic year, with the second term due to commence on 09 January 2017 rather than 02 January 2017 had the trend in previous years been followed. These will be forwarded to Senate members for information (ACTION: Head of the Vice-Chancellor s Office, and University Secretary). 4. There had been minor typographical corrections to the minutes since they were circulated to Senate members. The revised minutes were available on Senate s SharePoint site (paper reference SEN v2). 17. The minutes and / or reports received from the other committees and sub-groups. 46. ANY OTHER BUSINESS 1. Director of Finance 1. This was Peter Curran s last meeting of Senate before he leaves employment at AU to take up the Director of Finance post at Sport Wales. He was thanked for his work over the past two years. 2. Eiddig Morgan had been appointed as Interim Director of Finance, and will attend future Senate meetings pending a substantive appointment to the post. A recruitment process to fill the substantive vacancy will commence next week. 9