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Executive Committee Notes Summary

Summary Notes of the meeting of the Executive Committee held on 15 December 2003

1. 4 West Decant

   The Deputy Vice-Chancellor reported that a detailed plan had been prepared for decanting of the remaining departments from building 4 West. The aim had been to retain a degree of coherence in the geographical co-location of departments. The plan was thought to be the best that could be devised given the various constraints, but it was inevitable that there would be some inconvenience and disruption. The timeframe for operation was tight: conversions of residential bedrooms on WH Level 8 were scheduled for January; decanting would start immediately thereafter. Consultations would now take place with the Heads of Department and staff affected.

2. Draft University Publication Scheme

   The Registrar reminded the Committee that the University was obliged by the provisions of the Freedom of Information Act 2000 to submit a Publication Scheme for approval of the Information Commissioner not later than 31 December 2003. The Scheme would then become operational on 29 February 2004. Earlier drafts of the proposed Publication Scheme had been considered by the Committee and the Deans' Group. The final version now put before the Committee stipulated six 'exempted' categories, in which it was proposed the University would not publish information. These were as follows:

• Information about living individuals.
• Information that might jeopardise health and safety.
• Information that prejudice the University's commercial interests.
• Information concerning legal proceedings or investigations being carried out by the University.
• Information held under obligation of confidentiality.
• Information that is published elsewhere or that is intended for publication at a later date.

  As mentioned previously, members of the public would have a right from January 2005 to request access to information held by the University not covered by the Publication Scheme, subject to the exempt categories. A charge could be raised to make information available but transaction costs could be minimised by use of the internet for publication wherever possible. In instances of apparent conflict between the Freedom of Information Act and the Data Protection Act, it was expected that the latter would take legal precedence.

  Information could still be posted on the University intranet with the 'Bath host only' protection, but there would be a right to request access to this information, unless it fell within one of the exempted categories.

  Agreed:
  (i) That the draft University Publication Scheme could be approved for submission, with the Registrar signing off the final version.
  (ii) That the Scheme would be publicised throughout the University community.
  (iii) That further consideration would be given to the development of a charging regime that could be applied where an extensive amount of information had been requested.

3. Student Mental Health Policy

   The Registrar presented this draft policy, produced in consultation with the Advisory Committee on Disability, following CVCP (now UUK) guidelines issued in 2000.

   Agreed: That the policy could be approved for promulgation throughout the University, but noting the comments on the pilot programme to improve student mental health services.

4. Knowledge Transfer Services: Quarterly Report

   The Director of Knowledge Transfer Services presented a quarterly report of activity in his department. Key points were as follows:

• The Teaching and Learning Committee had approved the strategy for Enterprise Education Development and work was underway for the Strategy to be threaded through teaching programmes.
• The Innovation/Incubator Centre at Carpenter House would be full by February, with a waiting list of companies wanting access to the facility; at Oakfield three new companies were trading from the pre-incubator facility. Two spin-out companies had been formed by students from the Department of Mechanical Engineering, with financial support from the Enterprise Development Fund and Sulis Seed Fund.
• The portfolio for IP management and commercialisation comprised 77 projects at various stages of development. Royalty income from licences (amounting to some £100k) was high when expressed as a ratio to annual research income. The University should aim to double or treble licence income over a 5-7 year period.
• The University's portfolio of knowledge transfer partnerships was diverse and among the best in the HE sector.
• Marketing and the network of collaborative partnerships had been enhanced, notably with the SWRDA in relation to four inward investment opportunities with the potential for research collaborations.

  The attention of the Committee was drawn to the provision of the Finance Act 2003 whereby shareholders of academic spin-out companies would be henceforth liable for 53 percent tax on the paper gain in the value of company shares on receipt of the first round of funding. This was thought to create a significant disincentive to entrepreneurial activity. Representations by the HE sector to the Inland Revenue had indicated that they were willing to give further consideration to the provision but that it was likely to remain unchanged. It was noted that the Deputy Vice-Chancellor had raised the matter with Chris Barnham, of the Department of Education and Skills, who was seemingly unaware of the provision but promised to look into it.

  Comments from Committee members highlighted the need for greater attention to the cultivation of relationships with strategic partners, across the entire University as much as in Knowledge Transfer Services, the need to select companies for admission to Innovation Centres on the basis of firm and tangible links with the University, and the importance of carrying out quantitative analysis of market segmentation relevant to knowledge transfer.

  That greater priority should be given to the creation and maintenance of a database of strategic research and knowledge transfer relationships existing in all parts on the University. The Pro-Vice-Chancellor (Research) had already started work on this.

5. Risk Management

   The Registrar reported that, in the absence of the Director of Finance, he had held discussions with the Deputy Director of Finance and the Internal Auditor on how the University could best discharge the responsibility imposed by HEFCE to undertake regular monitoring and review of policies and procedures related to risk management. It was now proposed that, at an institutional level, two risk management summary reports be made to Council each academic year, an interim statement midway through the year in March and a final statement in July. In addition, a standing item of risk management should also be put on the agenda of the Executive Committee, examining a different area of risk at each meeting, in order to maintain an ongoing review. Academic and support departments would also be asked to undertake a review of risk management as part of the annual planning cycle, using guidance that would be circulated by the Finance Office in January 2004.

   On a related matter, the Bursar mentioned that Marsh, the new University insurance broker, would be asking Deans and Directors to participate in a 30-minute interview as part of a review of insurance risk.

   Agreed:
   (i) That the review and reporting system proposed could be approved.
   (ii) That the Committee should review the risk management map produced as a result of the workshop earlier in the year.
   (iii) That the Bursar should obtain in advance the questions the insurance broker would be putting to Deans/Directors.

The following items were noted without comment.

6. Foundation Degrees: Bid for additional places and development funding
7. Summer 2004 Award Ceremonies
8. Talented Athlete Scholarship Scheme
9. Faculty of Science Executive:
   (i) 2 September 2003
   (ii) 7 October 2003
10. Faculty of Humanities and Social Sciences, Heads of Department Committee: 13 October 2003
11. Faculty of Engineering and Design Executive:
    (i) 23 September 2003
    (ii) 30 October 2003
12. Research Committee: 17 November 2003
13. Student Experience and Strategy Committee: 3 November 2003
14. Health and Safety Committee: 11 November 2003
15. SENDA Project Management Team: 11 November 2003
16. Space Management Committee:
    (i) 9 October 2003
    (ii) 27 November 2003
17. 5 West Level 1 Management Committee: 18 November 2003
18. University of Bath in Swindon Board: 28 October 2003
19. Sports Management Board: 10 November 2003

    The Vice-Chancellor closed by saying that this would be the last meeting of the Bursar given his retirement at Christmas. On behalf of the Committee the Vice-Chancellor thanked the Bursar for his tremendous contribution to the University over many years of service.