HUGHES HALL, CAMBRIDGE FELLOWSHIPS COMMITTEE

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1 HUGHES HALL, CAMBRIDGE FELLOWSHIPS COMMITTEE A meeting of the Fellowships Committee was held on Wednesday 21st February 2001 at 6pm in Seminar Room A. Present: Dr Blamire, Dr Connor, Prof Dickinson, Dr Franklin, Dr Siklos, the Senior Tutor and the President in the chair Apologies for absence: The Secretary; the Vice-Presidents. 1. Minutes The Minutes of the previous meeting held on 17th January 2001 were agreed and signed. In the absence of the Secretary it was agreed that Dr Franklin should take the minutes of this meeting. There were no matters arising which were not substantive items of business. 2. Fellowship Renewals: i) The Committee unanimously (with appropriate absences) agreed to recommend to the Governing Body that the following Fellows in Class A be re-appointed for five years from 1 October 2001: Dr Conner, Professor Crossland, Mr McVeigh. ii) The Committee unanimously agreed to recommend to the Governing Body that the following Fellows in Class B be reappointed to the limit of tenure, i. e. for two years from 1 October 2001: Dr Louis, Dr Melville iii) Following an extended discussion the Committee unanimously agreed to recommend to the Governing Body that, in the light of his evident continuing commitment to the College and his status as a University Officer, Mr Wakeford, presently a Fellow in Class D, should be elected to a Fellowship in Class A from 1 October 2001 either with tenure for three years in the first instance in accordance with Ordinance 15.1, or, if the Governing Body agreed in the light of his particular case, for five years as for any normal re-election in Class A. The Committee took note of both the precise definition of a Fellowship in Class D given in the Ordinances, the use to which such fellowships were customarily put in the University and, in particular, Ordinance 14b), the College s obligation not to impose duties on a Fellow in class A which might conflict with those of any University Office such a Fellow might also hold.

2 The Committee s attention was drawn to the requirement for Fellows in Class B seeking extension to the limit of tenure to produce a progress report on the state of their research. Moreover, one Fellow s curriculum vitæ in the College files had been found to be some fifteen years old. It was further agreed to commend to the Governing Body the desirability of all Fellows lodging an up-to-date cv on file in College. 3. Fellowship proposal It was felt that the nature of the post held by Dr C Speed, who had been proposed for a Fellowship in Class A or Senior Membership by Messrs Lemons and Rogers, meant that she should be encouraged to take part in the competition for fellowships in Class B. 4. Visiting Fellowships The Committee unanimously agreed to recommend the election of the following as Visiting Fellows for the periods shown Professor David Coker, Physical Chemistry, University of Boston, while Schlumberger Visiting Professor at the Centre of Computational Chemistry (March to August 2001). Professor Hans Othtmer, Mathematics, University of Minnesota (Michaelmas Term 2001) 5. Visiting Scholarships It was agreed to offer the status of Visiting Scholar to Professor Frank Giarrathani for the period March to April It was noted that Dr Katie Johnson had not taken up the offer of Visiting Scholar status (minute 4 of 8th November 2000) 6. Buddy system for Visitors The Committee to recommend the adoption of a buddy system for Visitors, i. e. that at the election/appointment of a Visiting Fellow or Scholar, a Fellow or Senior Member in an analogous subject should be nominated to take on the responsibility of liaising with the visitor in each case, making sure he/she integrated quickly into the life of the College. Responsibility for Profs Coker, Othtmer and Giarrathani was prospectively allocated to Drs Louis, Forster and Bond respectively. 7. Research Fellowships The proposals enshrined in minute 5 of 8 th November 2000 not having been actioned, the Committee reconsidered a draft advertisement. It was resolved, previous decisions notwithstanding, to advertise with a closing date of 31 March as follows:

3 The College proposes to award at least two Non-stipendiary Research Fellowships tenable initially for three years from 1 October 2001 if suitable candidates present themselves. These Fellowships may be renewed for a period of two further years. One of the Fellowships will be awarded without restriction of subject, but for the second Fellowship preference will be given to candidates whose research lies in the fields of Biochemistry, Economics, Physiology or Social and Political Sciences Interviews would take place on the afternoon of 10 th May. The interviewing panel would be President, Senior Tutor, Dr Franklin (Secretary) and a Fellow or Fellows with appropriate subject specialisms co-opted after the intial shortlisting. 8. Senior Members The Committee noted correspondence with Alan Farrow, who had been a Senior Member and who has now retired and who had been appointed as a Life Friend. 9. Senior Associates The Committee agreed to recommend the appointment of Mr Michael Wharton as a Senior Associate with initial tenure to 30 th September 2001, subject to the College Council s endorsement of Mr Turner s LIGIA project. 10. Fellowship and Membership of Hughes Hall summary of exisiting arrangements Having completed the discussion begun at the last meeting (minute 5 of 17 th January 2001) the Committee received and adopted Dr Franklin s paper with thanks. [Secretary s note: a version revised in the light of the discussion and the proposals below is attached to these minutes] It was agreed to submit the revised paper for endorsement by the Governing Body with a view to its appearing on the public College web site, along with the following recommendations i) Numbers of Fellows: that the notional limit of 50 Fellows henceforth be deemed to exclude Fellows in Classes both C and E and that the College should seek to maintain an establishment of five Professorial Fellows (i.e. Fellows in Class C) ii) Research Fellows (Class B): that vacant Research Fellowships should in the future be advertised by the division of Michaelmas Term preceding the anticipated date of election iii) Numbers of Senior Members: that the notional limit of 25 Senior Members no longer be deemed to include those appointed by virtue of being External Directors of Studies

4 iv) That a new category of Honorary Senior Member be established. Honorary Senior Members would not be subject to residence requirements and would have the privileges of Senior Associates, but the tenure of Senior Members. They would be of lesser standing than Fellows in Class D, but be elected on the same criteria namely that it is in the interests of the College to appoint them v) That systematic arrangements should be adopted with regard to Senior Members and Senior Associates whose tenure was about to expire. As a matter of course they would be written to and asked to confirm their present status and wish to continue in their position. 11. Date of next meeting The date of the next meeting according to the Calendar is 25 th April 2001.

5 REVISED DRAFT Fellowship and Membership of Hughes Hall summary of existing arrangements Inter alia the Articles of Association of Elizabeth Phillips Hughes Hall Company and the Ordinances of Hughes Hall prescribe the conditions of appointment, tenure and discipline of the various categories of membership of the College. Under Ordinance 2.1 the Fellowships Committee is charged with giving detailed consideration to the suitability of candidates for election to all classes of Fellowships and Senior Membership of the College, while Ordinance 3 provides that policy regarding students admission is the responsibility of the Admissions Committee, under the general direction of the College Council. In the case of all categories of fellowships and senior membership the Fellowships Committee makes recommendations to the Governing Body which has the final say in election, except that day-today authority to appoint to Visiting Scholarships is delegated to the Committee and reported to the Governing Body. Beyond its general duty to ensure the implementation of the Governing Body s decisions, the College Council plays no role in these matters. Under Articles the members of the College are defined as people who are, or were, Presidents, Fellows, students of the College together with others, being graduates of a University, or entitled to graduate in the University, admitted under Ordinances specific to their group. At present there are the following categories of membership Presidents and former Presidents Fellows, of various classes and types (including Honorary, Life, Emeritus and Visiting Fellows) Senior Members (including Honorary Senior Members) Senior Associates Visiting Fellows, Scholars and Associates Students The election, tenure, duties and discipline of the President, the head of the College, are governed by specific Articles and Ordinances. There are various classes of Fellowship (A F). The Articles declare that there shall be no more than thirty fellows, two thirds of whom shall be required to be members of the Senate of the University, but that the Governing Body may register an increase in the total number from time to time. In December 1995 the Governing Body decided the total number of Fellows in all classes should not normally exceed 50, of whom about 15 would be Research Fellows. In making new appointments the Governing Body also agreed to pay particular regard to the need to provide undergraduate teaching as well as the general balance of subjects. Previously, in April 1994, the Fellowships Committee had resolved that its recommendations with regard to new elections would not be influenced by any quota, but by the needs of the college and the calibre of the candidates concerned. There are at present (January 2001) 49 fellows in classes A F, of whom 11 are research fellows in class B. In March 2001 the Governing Body agreed to exclude fellows in classes C (Professorial) and E (City) from the limit of 50: this makes the present total of fellows 44. Class A Fellows are required to fulfil residence requirements similar to those of University Officers and to undertake duties in the college as required by the Governing Body. Usually they are initially appointed for three years and may be reappointed for up to five years at a time. The Governing Body revised its agreed procedures for the appointment and re-appointment of fellows in Class A most recently in 1999 when it was agreed that proposals for new appointments should be considered by the Fellowships Committee initially (i.e. before any approach was made). The Committee would decide whether to take the matter further having regard to the standing of the candidate and the needs of the College at the time. The candidate s curriculum vitae would normally be available at this stage. If the proposal was to be taken further the candidate would be invited to meet the President and either the Senior Tutor, another member of the Committee or another Fellow in a cognate discipline informally, as appropriate. The Committee would then consider the matter further. In the event of a decision to make a positive recommendation, two references as proposed by the candidate would be taken up: these references would be scrutinised by the Chairman and Secretary of the Committee before a final

6 recommendation was made. Re-appointments of Fellows whose tenure was about to expire would normally be considered by the Fellowships Committee at its first meeting of the Easter term each year at the latest, each Fellow concerned having previously been invited in December by the Secretary to make any submission they considered relevant to their re-appointment. The criteria for re-election adopted by the Committee and endorsed by the Governing Body are attached. Class B Fellows are required to fulfil the usual residence requirements and to carry out a programme of research approved by the Fellowships Committee. Vacant Research Fellowships are advertised by the division of Michaelmas Term preceding the anticipated date of election. Possession of a Ph.D. is normally a prerequisite for election, but in appropriate cases the Governing Body may pre-elect to a Fellowship and assign the Fellow-elect the privileges of a Senior Member, pending the formal completion of the examination requirements for the degree. A research fellow is elected for an initial tenure of three years: extension to a maximum of five years is normal on receipt by the Fellowship Committee of a satisfactory progress report including a publication list. Tenure of a Class B fellowship may be interrupted at any time for good reason with the leave of the Governing Body; such leave shall not count towards the fellow s limit of tenure. For the purposes of research the Governing Body may also dispense a Class B Fellow from the residence requirement; research leave will normally count towards a fellow s limit of tenure. In 1994 the Fellowship Committee resolved that a Class B Fellow reaching the limit of tenure, but continuing to work in the University could not expect to be automatically elected into Class A, but the acquisition of a permanent University Office by such a fellow would normally be regarded as qualification for election. Class C Fellowships (Professorial Fellowships) may only be held by the holders of University professorships defined in Schedule B of the University Statutes. The University requires Hughes Hall to maintain a quota of two professorial fellowships, but it is customary for Colleges considerably to exceed their quota (at present Hughes does not) Technically Class C fellows are subject to the same obligations as fellows in Class A, insofar as they do not conflict with University Ordinances and they are formally appointed and re-appointed in the same manner as Class A. Although the College receives formal notification of eligible candidates from time to time from the University Registry, in the nature of things it is often necessary to circumvent the normal procedures of the Fellowships Committee and authorise the President to make immediate informal approaches to potential professorial fellows. In March 2001 the College agreed to seek to maintain an establishment of five professorial fellows, and to exclude such fellows from the usual maximum total number of fellows. Class D Fellowships are reserved for persons of distinction whom the College considers it advantageous to elect. They are not subject to any of the obligations of Class A Fellows, but they are formally appointed and re-appointed in the same manner as fellows in this class. Class E Fellows (City Fellows, i. e. persons distinguished in business and public life ) are elected for three years. These fellowships are not normally renewable, although exception was made for the first three appointees. As with other fellows formal election is by the Governing Body, but the search process is normally delegated to a special sub-committee by the Fellowships Committee. Class F Fellowships are similar to Class A fellowships, but are connected with the tenure of specific College or University offices approved for the purpose by the Governing Body, including Newton Trust Teaching Fellowships. Initial appointments are required to be for periods of greater than three years and for a maximum of five years. The provisions relating to Life Fellowships, (superseding those which once related to Emeritus Fellows, a title still held for life by certain retired fellows) Honorary Fellowships, Visiting Fellowships are listed in Ordinances. 16, 17 and 18 respectively. In 2000 the Governing Body decided that the title of Past Fellow, with certain privileges, might in certain circumstances be conferred on former fellows in Class A who were neither eligible under Ordinance 16 for a Life Fellowship nor resident in Cambridge any longer.

7 Senior Members and Senior Associates Two categories of Senior Membership have presently been defined by the Governing Body. Essentially these are persons who are neither Fellows nor students of the College, but to whom the Governing Body wishes to extend some of the privileges and obligations of membership. Technically, the Articles state that such persons must either be graduates of a University, or qualified to graduate in the University. They differ primarily in the extent of the privileges granted and tenure applied, in that a Senior Member receives a meals allowance and a tenure of up to a maximum of three years, while a Senior Associate receives nothing gratis and serves for up to one year. Senior Members (but not necessarily Senior Associates) are expected to conform to the rules of residence applying to Fellows. Relative seniority is also an issue when the Fellowship Committee makes a recommendation concerning the level of appointment. Membership in both categories is renewable. External Directors of Studies are usually offered Senior Membership of the College without further formality, as are Former Fellows of the College who continue to be resident in the University. For other persons the following criteria for appointment and re-appointment are those which have been applied by the Governing Body since Candidates for either status shall be required to demonstrate the continuing relevance of their work to the development of the College: they will normally have some form of connection with the University in its widest sense, the continuing tenure of which position shall normally be a major consideration in their continuance. Extraordinarily Honorary Senior Membership, a title with which the privileges of a Senior Associate, but the tenure and status of a normal Senior Member are associated, is available for those of appropriate status who are unable to satisfy the residence requirements but whom the College deems it in its interests to appoint. The Governing Body previously decided that the numbers of members in each category should be approximately half the maximum number of fellows, that is 25 Senior Members and 25 Senior Associates. In March 2001 it was decided that henceforth External Directors of Studies should no longer count towards the total number, modifying the totals at that time to 24 Senior Members and 10 Senior Associates and also that, as a matter of course Senior Members and Senior Associates whose tenure was about to expire should be asked to confirm their present status and wish to continue in their position. Applications for Senior Membership are normally sponsored by their Heads of Department or Fellows of the College, but University Officers, senior administrators and holders of established and unestablished research positions in Faculties, Departments or other institutions of the University lacking a College connection and desirous of becoming members of Hughes Hall are invited to contact the Secretary of the Fellowships Committee at Hughes Hall. Visiting Membership The College offers visiting membership in various categories to scholars from Universities and Colleges from all over the world and also to several categories of non-academic professionals. College membership provides Visiting Fellows, Scholars and Associates with a point of intellectual contact and with a scholarly and social environment. The dining and social facilities and all the academic resources of the College are open to them. In addition Visitors have access to the University Library and the many other facilities of the University, including the services of the University Computing Service. At present, Hughes gives priority to housing its students, so it is unlikely that College accommodation will be available for Visitors to rent except during the Research Period and the Long Vacation. Visiting Fellowships are awarded to senior academics on sabbatical leave lasting at least a term and possibly as much as a year. Visiting Fellows will normally be of at least full Professorial or head of department status. There is no stipend, but certain dining privileges are granted. The title of Visiting Scholar is granted to established academics of less senior status on research leave. Visiting Associateship can be awarded to non-academic professionals of various types, e. g. artists, that is specialists in the visual, literary or dramatic arts, journalists, industrialists or businessmen wishing to take a sabbatical in the academic environment. Applicants must have a specific project in mind and be ready to provide their own funding.

8 Although its choice will not be limited to such persons, the College would normally expect applications from those who have made, or are in the process of making, formal Visiting arrangements with a Faculty, Department or other institution within the University.. Formal applications for visiting membership of the College must be made in writing to the Secretary of the Fellowships Committee, Hughes Hall, Cambridge CB1 2EW as early as possible, normally at least a year in advance of the date of intended arrival. Dr M J Franklin 4 January 2001; revised 28 February 2001

9 Procedure for the re-appointment of Fellows: (Governing Body minute 5.3, 3 February 1999; minute March 1999) Aim: While re-appointment should not be regarded as automatic, the process should be both transparent and sensitive, and at the same time consistent with the need for accountability. The role and functions of Fellows in the College and University: The Memorandum of Articles of Asssociation states that The Fellows should promote the advancement of education, learning and research within the College The College depends on and values the contributions which the fellows make to the life and work of the College and its students. The Fellows, students, officers and staff of the College are the College. Fellows contribute to the College by, inter alia, taking part in College governance, for example by regular attendance at Governing Body meetings and contributing to other committees; by taking on the role of mentor, serving as Director of Studies and as Duty Fellow; and by organising and/or supporting College lectures and other events. Although the rewards for undertaking these duties are largely intangible, the College encourages Fellows to enjoy the companionship of like kind, the occasion of dining regularly in Hall and the pleasure of sharing interests with those in other academic disciplines. The quality of education provided by Cambridge depends substantially on the individual attention given to students by their Colleges through College teaching and caring for their welfare. The University also looks to the Colleges to support research through the provision of Research Fellowships and Studentships. Further, the University anticipates that Colleges will provide opportunities for University Officers to participate in College life. Reappointment procedure for Fellows in Class A: 1. Every Lent Term the Fellowships Committee will consider a list of Fellows eligible for reappointment from the following October. 2. Subject to any advice from the Committee, the Secretary of the Committee will write to Fellows eligible for reappointment inviting them to submit any information which they deem relevant. 3. The Fellowships Committee will then consider any such information. If the Committee are unable at this stage to make a positive recommendation to the Governing Body they will then initiate further consultation with the Fellow concerned. 4. If the matter cannot be resolved satisfactorily with the Fellow concerned so that the appointment simply lapses at the end of the current tenure, it may be necessary for the Governing Body to vote on the Committee s recommendation.