In accordance with Section 8.4.a. of the Ordinances of the University, Senate has responsibility to institute academic awards of the University.

This document sets out the procedure for the establishment, award and amendment of Faculty/School and University awards and prizes. Paragraph (4) sets out the procedure for the establishment, award and amendment of philanthropic awards and prizes at Faculty/School or University level (i.e. awards and prizes which are funded by philanthropic gifts where the funding organisation or individual will make no private gain from their association with the award/prize).

(1) Establishment

A proposal for establishment of a new award/prize other than those set out at Paragraph (4) below must be prepared in consultation with the Secretary to Senate.

The proposal will include details of:

• the name of the award/prize (to be determined in accordance with the University's Naming Policy);
  
• any funding organisation or individual, including confirmation as to whether the award/prize is part of any corporate/business sponsorship of the University and confirmation that any individual or organisation providing the award/prize is reputable and is not going to bring the University into disrepute through association with the named award/prize;
  
• the purpose of the award/prize;
• the term of the award/prize;
• the monetary amount of the award/prize (if any), including the value, type of fund, ongoing monetary arrangements for the award/prize. The minimum amount required to fund a monetary award/prize (including named awards/prizes) is £250;
  
• any non-monetary benefits for the recipient;
• the criteria for award of the award/prize;
• timetable and process for award of the award/prize, including details of the Panel/Committee which will have responsibility for making the award/prize;
  
• arrangements for presentation of the award/prize;
• arrangements for publicity of the award/prize, including future recipients;
• any ethical considerations;
• any significant resource implications of establishing the award/prize (such as additional staffing requirements).
  

The proposal for establishment of an award/prize at Faculty/School level will be submitted to the Faculty/School Board of Studies for formal approval on behalf of Senate, subject to report of the establishment of the award/prize at the next meeting of Senate via the minutes of the meeting of the Board of Studies. The proposal for establishment of an award/prize at University level will be submitted to Senate for formal approval.

(2) Award

The award of a Faculty/School award/prize is delegated by Senate to the Faculty/School Board of Studies, subject to report of the decision of the Board of Studies to the next meeting of Senate via the minutes of the meeting of the Board of Studies.

The award of a University award/prize is normally delegated to the relevant Committee/Awards Panel, subject to report of the decision to the next meeting of Senate. However, Senate may retain responsibility for the award of an award/prize if it so wishes.

(3) Amendment

Any proposed amendment of an award/prize must be notified to the Secretary to Senate or, in the case of philanthropic awards/prizes, the Donor Relations Manager. It may be necessary to seek informal approval of the proposed amendment of these awards/prizes from the Director of Advancement and Pro-Vice-Chancellor (Student Experience) depending on the nature of the amendment proposed.

Responsibility for formal approval of the amendment of Faculty/School awards/prizes rests with the Faculty/School Board of Studies.

Responsibility for formal approval of minor amendment of University awards/prizes rests with the awarding Committee/Awards Panel on behalf of Senate. However, minor amendment of University awards/prizes awarded directly by Senate will remain the responsibility of Senate.

Responsibility for approval of major amendment of University Awards and Prizes rests with Senate.

(4) Philanthropic awards and prizes

A philanthropic prize is defined as an award or prize which is funded by a philanthropic gift, where the funding organisation or individual will make no private gain from their association with the award/prize.

If you would like to propose to establish a new philanthropic prize, please complete the Philanthropic Prize Request Form. This form will be reviewed by the Donor Relations Manager in the Advancement Office, who will be in touch to discuss the request.

The minimum amount required to fund a named award/prize is £250 and the name of the award/prize will be determined in accordance with the University's Naming Policy.

Once the prize has been accepted by the Advancement Office the next steps are:

• Informal approval from Director of Advancement and Pro-Vice-Chancellor (Student Experience)
• For Faculty/School prizes approval from Board of Studies, then Senate
• For University prizes approval from Senate

The proposal for establishment of a philanthropic award/prize will first be submitted to the Director of Advancement and Pro-Vice-Chancellor (Student Experience) for informal approval. The Director of Advancement has the authority to grant informal approval on behalf of the Advancement Board of awards/prizes up to the value of £2,500. The Vice-Chancellor has the same authority in respect of awards/prizes of or over £2,500.

If the request is to create a prize within a Faculty/School, the process then follows: Once informal approval has been given from the Director of Advancement and Pro-Vice-Chancellor (Student Experience), the proposal will be submitted to the Faculty/School Board of Studies for formal approval on behalf of Senate, subject to report of the establishment of the award/prize at the next meeting of Senate via the minutes of the meeting of the Board of Studies.

If the request is to create a prize at University level, the process then follows: Once informal approval has been given from the Director of Advancement and Pro-Vice-Chancellor (Student Experience), then the proposal for establishment of a philanthropic award/prize at University level will be submitted straight to Senate for formal approval.

Gift Agreement: For philanthropic awards and prizes with an annual value of £1,000 or more and/or to which the donor demonstrates an ongoing commitment of three years or more a gift agreement will be prepared and signed by all parties.

The procedure for award and amendment of a philanthropic Faculty/School/University award/prize is as set out at Paragraphs (2) and (3) above.