Minutes of the Meeting of the University Executive Board held on Tuesday 22 January 2013 in room 107, University of Westminster, 309 Regent Street

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1 Minutes of the Meeting of the University Executive Board held on Tuesday 22 January 2013 in room 107, University of Westminster, 309 Regent Street Present: In attendance: Apologies: Professor R Morgan-Tamosunas (Acting Chair) Professor B Allan (Mins ) Dr J Colwill Mr A Fisher Dr M Guzkowska Professor J Lewis Mrs C Mainstone Professor G Megson Mr M Webb Professor G Petts (Min ff) Mrs K Pattison Ms M Hanna, Ms J Ybanes, Ms N Ross, UWSU (Min 12.69) Ms L Knill (Min 12.72) Ms M Barden, Ms E Maddison (Min 12.74) Mrs E Jervis (Min 12.79) Professor D Dernie LEARNING FUTURES The Deputy VC advised that, following the successful introduction of the Learning Futures initiative, the next main stage would be a residential programme on 6-8 March. Teams were being put together to work up plans around all seven themes of Learning Futures. The programme would include evening events to which UEB and Corporate Service Directors would be invited MINUTES OF THE PREVIOUS MEETING The minutes of the meeting held on 18 December 2012 were agreed as a correct record MATTERS ARISING th Anniversary (Min ): Professor Lewis circulated a revised summary of the 175th Anniversary programme of materials and events. Deans were circulated with materials to distribute to Heads of Department REPORTING COURSE COSTS REPORT FROM UWSU The UWSU representatives presented a report on study costs to students which drew on the findings of surveys conducted by the NUS and UWSU and referred to a new requirement in the QAA Quality Code that universities should provide clear information on the costs associated with a course. The report had had a sympathetic hearing at a recent meeting of the QAE Committee. Course costs affected all students, home and international. It was recommended that the University should provide clear and explicit information to students on: what the essential costs of study were; what the extra and optional costs of study were; and how students could be helped to meet these costs. Costs could vary considerably between courses and in certain subjects between Page 1 of 5

2 students depending on student choice. Students should also be made aware of the costs covered by the University. The main question was how the information should be presented. While developing its own system, the University should bear in mind the quality control of information linked to courses, and the possibility of a future externally imposed system It was agreed to set up an ad hoc group with the Students Union, led by a Dean and including members from the Finance Department, Planning Office, School Administration, the Fees Group, to work on the production and presentation of course cost information OFFA MONITORING REPORT 2011/ UEB received the annual OFFA monitoring report for 2011/12, which was the final report under the first Access Agreement approved in 2006, and which had been submitted to OFFA by the due date of 10 January. It was noted that it was anticipated that further information would be requested by OFFA in February/March UNIVERSITY TECHNICAL COLLEGE UEB received a confidential update on the development of a University Technical College in the Borough of Westminster in which the University was participating. This proposal was one of 17 applications for UTCs shortlisted for interview with the Department of Education on 5 February. It was possible that all 17 would be approved, but on different timescales. The Director of HE Policy and the VC were representing the University. It was agreed that, prior to the 5 February, a University view should be taken on the questions relating to the University s role in the proposed UTC PRESENTATION ON DEVELOPMENT AND ALUMNI The Interim Development Manager presented a report on the activity of the Alumni and Development team in engaging with Alumni and fundraising. A key objective for 2013 was the Regent Street Cinema campaign where fundraising was focusing on a number of key areas, but would require a further year to achieve the campaign target. Other fundraising activities would continue in support of the scholarships programme, specific research such as the Against Breast Cancer unit, and newly introduced legacy giving programme. The third main objective was building and developing a comprehensive and sustainable programme for Alumni engagement. A number of communications and events were planned for the year, including the promotion of the University s 175 th Anniversary. Samples of promotional brochures were handed round. In addition to fundraising opportunities, Deans were keen to encourage alumni engagement with learning and teaching and recruitment activities of the Schools. It was noted that the development of an international alumni network should link in to the University s priority locations of international interest. The Interim Development Manager was thanked for the report UNIVERSITY CHARGES The Finance Director presented the paper on the current and possible alternative treatment of University charges to Schools. The budget for University charges in 2012/13 had been set in the same way as for 2011/12. The paper set out the School budgets along side the component parts of the University charges to Schools broken down by Corporate Service department and the principal driver for each department. As all non-school costs were allocated under this method, Deans were left with no control over those. For 2013/14, it was proposed to limit the charges to Faculties to those areas of cost directly related to Faculty activity and exclude others which were not variable, such as building maintenance and insurance. This would reduce the Page 2 of 5

3 University charges direct to Faculties, leaving substantial unallocated University costs which would have to be covered by the post charge surpluses generated by Faculties. A number of issues were raised for further consideration: the use of surplus above budget for Faculty investment plans; the validity of simple cost drivers; the effect of costs on the quality of delivery; and changes in the academic programme The move to allocating University charges on the basis of areas of costs directly related to Faculty activities was agreed for 2013/14. Finance would work on the details, with the aim of decisions being made on central charges in April/May as part of the budget setting process for 2013/14. In the meantime, Deans were interested in seeing models of costs as shaped by Faculty activity, compared with the current method SCHOLARSHIPS University Scholarships Strategy The Pro VC External presented for approval the University Scholarships Strategy for which had been drawn up following extensive discussions. Attention was drawn to the strategic intent of the Strategy to recognise fluctuations in the economic environment, support academic ability in students regardless of background, and provide a positive return on investment. Measures of success had been identified. Scholarships were divided into two categories international and domestic. UEB agreed the University Scholarships Strategy International Scholarships Allocation Model The paper set out the postgraduate and International undergraduate scholarships budget in 2012/13 and 2013/14 and made recommendations for the allocation of the unhypothecated part of the latter, particularly to support recruitment within priority and emerging international markets. Three types of scholarship were proposed partnership, marketing and academic. The allocation framework proposed a larger number of smaller scholarships allocated in the areas of recruitment, priority markets and outbound mobility. It was noted that a review of the Scholarships Committee would be included in the review of the governance structure of scholarships. It was agreed that Deans would be given a date by which to identify their priorities and make recommendations to the Scholarships Committee. A schedule would also be drawn up by March 2013 showing how interaction between the scholarships programme and Faculties would take place over the next years. UEB approved the recommendations on International Scholarships It was noted that the International Strategy and the Domestic Scholarships Allocation Model would be presented to UEB on 19 February. It was also noted that a group had been set up to deal with issues arising from the Willetts initiative Education Exports COLLABORATIVE PARTNERSHIP PROPOSAL UEB considered and approved in principle the proposed renewal of the collaborative partnership between Ealing, Hammersmith and West London College and the Westminster Business School for the Foundation Degree in Business Management. Revalidation of the award could now proceed It was recommended that the cost model for this arrangement be reviewed, having been in place for several years, and the new model then used as other partnership contracts came up for renewal. Page 3 of 5

4 12.76 SUPPORT SERVICES TO FACULTIES A briefing on the implementation of new structures and current reviews in Corporate Services had been circulated. This included a schedule for the review of the Academic Registrar s Department and support for academic units. It was noted that Deans still expected to be consulted about the support to be provided to Faculties, while the Registrar and Secretary needed more information on Faculty structures in order to work out what form that support should take. The Academic Registrar and HR would issue a briefing paper at the end of January. The briefing paper would include a schedule of meetings and consultations. There was also some concern about the time taken to review the support for academic income generation, but it was important to ensure that the support was working effectively. Shortlisting for the post of Director of Recruitment, Admissions and Marketing would take place week beginning 18 February MANAGEMENT ACCOUNTS, NOVEMBER UEB noted the information on in-year financial performance to November VC S BUSINESS Visit to USA: some useful contacts had been made at what was mainly a research conference University Strategy 2020: discussion at the senior management residential meeting in April would lay the foundations for the new Strategy. A meeting with government and HEFCE about strategy was taking place on 23 January Honorary Awards: Deans were invited to submit nominations for Honorary Awards by 22 February Pro VC External: UEB congratulated Dr Guzkowska on her appointment as Deputy VC at Manchester Metropolitan University, as of 1 June PRESENTATION CEREMONIES The Ceremonies and Conferments Manager provided a brief overview of the operation of the Presentation Ceremonies in and set out plans for the ceremonies in Feedback on the increased number of smaller ceremonies had been positive, with increased attendance by graduands and guests. For 2013, it was proposed to hold the undergraduate ceremonies in July and postgraduate ceremonies in November. It was recommended that Law students should be included with SSHL, which could be balanced by Psychology students being included with Life Sciences. This would be confirmed with the Schools concerned. It was agreed that PhD students would be conferred at either the UG or PG ceremonies depending on when they completed. The following programme of Presentation Ceremonies in 2013 was agreed. July Undergraduate Ceremonies Monday 1 July 2013 Royal Festival Hall 10am Westminster Business School 12.30pm Westminster Business School 3pm Life Sciences Page 4 of 5

5 Tuesday 2 July 2013 Royal Festival Hall 10am Media, Arts and Design 12.30pm Media, Arts and Design 3pm Architecture and the Built Environment Wednesday 3 July 2013 Royal Festival Hall 10am Social Sciences, Humanities and Languages 12.30pm Social Sciences, Humanities, Languages and Law 3pm Electronics and Computer Science November Postgraduate Ceremonies Tuesday 12 November 2013 Royal Festival Hall Tuesday 26 November 2013 Royal Festival Hall It was noted that further consultations would take place with the Schools/Faculties to identify the best configuration for their ceremonies on these two dates. DATES OF FUTURE MEETINGS 5 February [EDG 19 February 5 March 19 March [EDG] 9 April 23 April 7 May [EDG] 21 May 4 June 18 June [EDG] 2 July NB this date will have to change see Presentation Ceremonies dates 16 July Page 5 of 5