SENATE

 

SEN09-M3

 

 

Minutes of the Ordinary Meeting of Senate on Wednesday 4 March 2009

 

 

 

 

Jo Aldridge (ab)

Simon Austin

Chris Backhouse

Anja Baumhoff (ab)

Morag Bell

David Berry

Jon Binner

Edwin Bowden-Peters (ab)

Ed Brown

Sandra Dann

Ian Davidson (ab)

James Dearnley (ab)

Phill Dickens

Neil Dixon

Clive Edwards

Peter Golding

Neil Halliwell

Jon Harper

Roger Haslam

Shirley Pearce

 

Oli Hiscoe

Elaine Hobby

Tony Hodgson

Ray Jones (ab)

Terry Kavanagh

David Kerr (ab)

Feo Kusmartsev (ab)

Fiona Levey (ab)

Chris Linton

Julian Mackenzie 

Danny McNiece

Marsha Meskimmon (ab)

Mary Morley

Myra Nimmo

Charles Oppenheim

Paul Palmer

Rob Parkin

Ken Parsons

Chris Peel (ab)

 

 

Eric Pentecost

Iain Phillips

Gareth Pritchard

Ian Reid

Peter Render

Chris Rielly

Steve Rothberg

Dennis Smith

Richard Stobart

Gerry Swallowe

Tony Thorpe

David Twigg

Yiannis Vardaxoglou

Peter Warwick

Andrew Watson

Mark Webber (ab)

David Whalley

Dominic Wring

 

In attendance: Chris Dunbobbin, Jennifer Nutkins, Will Spinks, Caroline Walker.

 

Apologies for absence were received from: Jo Aldridge, Simon Austin (for late arrival), Anja Baumhoff, James Dearnley, Ray Jones, David Kerr, Feo Kusmartsev, Marsha Meskimmon, Andrew Watson (for late arrival), Mark Webber.

 

 

09/26  Valedictory

The Vice-Chancellor noted that it was Mary Morley’s last meeting of Senate, and thanked her for her long and distinguished service to the University. Senate also recorded its thanks to Professor Ian Davidson (in his absence) who was leaving the University at the end of March 2009.

 

09/27  Minutes

 

Senate RESOLVED to confirm and sign the Minutes of the Ordinary meeting held on 28 January 2009 (SEN09-M1).

 

09/28  Matters Arising from the Minutes

 

28.1Kuala Lumpur Education City (KLEC) Project

Senate RECEIVED an update from the Director of Internationalisation Strategy. After a careful consideration of the anticipated costs and benefits of the proposed scheme, in the context of the University’s strategic aims relating to Internationalisation, it had been decided, at a meeting of the Project Board on 26 February 2009, to close the University’s involvement in the project. Representatives of KLEC had been informed. Thanks were given to Royal Holloway, University of London, and to the University of Reading for their cooperation. The University had learnt much from its consideration of the KLEC project and it was important to note that it might be the right opportunity for other universities with different strategic priorities.  Loughborough was now better placed to be pro-active and to take the lead in pursuing its strategic goals relating to overseas initiatives.

 

09/29  Matters for Report by the Pro-Vice-Chancellor (Research)

29.1Update on RAE Outcome

The financial outcomes of the RAE exercise were due to be published on 5 March 2009. It was noted that in his 2009-10 grant letter to HEFCE, the Secretary of State for Innovation, Universities and Skills had indicated that there would be encouragement for research with a practical economic impact, and that the promotion of STEM disciplines, and support for world class research would be prioritised.

 

            SEN09-P21

29.2     Update on Research Excellence Framework (REF) Developments.

Senate RECEIVED a briefing on developments relating to the REF. The following points were highlighted:

 

(i)                  After initial proposals for two discrete assessment regimes for science-based and other subjects, there would now be a single unified framework for the funding and assessment of research across all subjects.

(ii)                The Expert Advisory Group established by HEFCE to advise on the development of the REF included five members from Loughborough.

(iii)               Aspects of the REF currently under consideration were: (a) the configuration of panels and subjects; (b) what/who should be submitted; and (c) what is excellence (including the incorporation of “impact” instead of, or as well as, “significance”).

(iv)              Preparations at Loughborough were already underway, and particular reference was made to Personal Research Plans, and to the Institutional Repository Advisory Group, which was at an advanced stage in developing a composite repository and publications database.

 

SEN09-P22

29.3     Research Applications – Quarterly Analysis by Department.

Senate RECEIVED data on research applications for the period 1 August 2008 – 31 January 2009. The total quantity of applications stood at 57%, and the total value of applications at 56% of the overall totals for 2007-08.

 

            SEN09-P23

29.4     New Research Grants and Contracts.

Senate RECEIVED data on new research grants and contracts for the period 1 August 2008 – 31 January 2009. The total value of new grants and contracts was at around 86% of the overall total value for 2007-08. It was noted, however, that this data could be lumpy across the academic year, and the position after six months was therefore to be treated with caution.

 

It was noted that BAE had unexpectedly withdrawn from a five year research programme, NECTISE, led by Loughborough and involving other UK HEI partners, following a scheduled review after three years. It was emphasised that there had been no criticism of the work undertaken.  The University was working with BAE and the EPSRC to bring the programme to an orderly conclusion, and there were no plans for there to be any redundancies from Loughborough as part of this process. It was emphasised that BAE remained an important partner for the University, and that the University would continue to work closely with all of its external partners in both the private and public sector, in dealing with the impact of the recession.

 

29.5          Research Outputs.

Senate was informed of the success of Dr Daniel Reidenback (Computer Science) who had recently received three awards for best research paper at international conferences.

 

29.6          Other Matters

The Pro-Vice Chancellor (Research) reminded members that funding towards the cost of imago hospitality facilities remained available to staff who wished to facilitate the location of key academic conferences on campus. The previous cycle of deadlines had been removed, and members were asked to encourage colleagues to submit applications to the Research Office as soon as possible.

 

09/30  Matters for Report by the Pro-Vice-Chancellor (Teaching)

 

            SEN09-P24

30.1     Undergraduate and Taught Postgraduate Recruitment, 2009 Entry.

Senate RECEIVED a report on UG and PGT recruitment for 2009 entry. The following issues were highlighted:

 

(i)                  There had been a significant growth in UK/EU and international applications for both UG and PGT admissions, and Loughborough’s performance was well ahead of the sector average.

(ii)                In relation to UK/EU UG admissions, robust procedures for interventions in Confirmation Week in August 2009 had been identified and would be implemented if necessary to avoid over-recruitment. It was noted in this context that DIUS had indicated that any over-recruitment in the sector might result in HEFCE being required to return part of its grant. It remained unclear, however, whether HEFCE intended to penalise individual institutions.

(iii)               There had been a successful PG Open Day in February 2009; numbers were similar to  the previous year, but attendees had appeared more committed to undertaking postgraduate study. The Director of the Graduate School noted that a report would be produced in due course, and emphasised that UG Open-Days could also be used as an opportunity to invite prospective PG students onto campus in the coming months.

 

The following points were noted in discussion:

 

(iv)              For HEFCE purposes, international UG students did not count towards the University’s intake quota. Such students were, however, taken into account as part of the University’s intake planning.

(v)                It was viewed as a positive sign for the University that Senate was discussing how to manage a large increase in the number of applications, and there was an excellent opportunity to recruit the best students to Loughborough for the 2009 intake.

 

            SEN09-P25

30.2     Update on changes in UCAS Admissions and Post-16 Qualifications.

Senate RECEIVED a report on changes taking place in UCAS admissions, and in post-16 qualifications. Thanks were given to Wendy Ferguson for her excellent work in monitoring these developments and assessing their implications for the University. Senate was asked to note in particular that a new “Adjustment Period” would run from the publication of A level results on 20 August until 31 August 2009, and would allow applicants achieving better results than their offer to approach other institutions.  Full details were due to be released shortly, and Loughborough’s response would be discussed and agreed with departments at that stage.

 

30.3          National Student Survey.

The 2009 NSS was in its fifth week, and the response rate was so far disappointing at 30%, compared to 35% at the same stage in 2008. Only three full weeks of term-time remained until the end of the survey, and it would be important to energise all involved in order to maintain the University’s excellent record. It was noted that an early appearance by the relevant Head of Department helped to underline the importance of the survey, and that it was possible for all staff involved in teaching and project/dissertation supervision to play a role in encouraging students to participate. Student groups and associations within departments could also be enlisted to promote the survey. It was noted finally that campaigning for the LSU Executive elections had ended, and the Students’ Union would now be able to turn its full attention to encouraging finalist students to complete the survey.

 

09/31  Matters for Report by the Pro-Vice-Chancellor (Enterprise)

                                               

            SEN09-P26

Senate RECEIVED a report from the Pro-Vice Chancellor (Enterprise). The following matters were highlighted:

 

(i)                  The Midlands Energy Consortium had been successful in securing around £3M of SDF funding to establish a Midlands Energy Graduate School.

(ii)                Plans for the University to seek a private sector partner to enter into an agreement to jointly develop the Science and Enterprise Park had been agreed by the Enterprise Board, and were due to be considered by an extraordinary meeting of Estates Management Committee prior to being submitted for approval to Council.

(iii)               Item 1.4 should have referred to the Manufacturing Technology Centre. A government announcement in relation to this project was expected at the end of March 2009.

(iv)              The Enterprise Office had submitted a bid to HEFCE for just under £0.5M under the Economic Challenge Investment Fund scheme.

(v)                The University had been unsuccessful in a bid to emda for £300K to fund remodelling works and upgrades to, and the creation of new units within, the Innovation Centre. However, emda funding of around £900K had been secured for the conversion of 194-198 Ashby Road to provide much needed grow-on space for expanding tenants. It was anticipated that that the new facilities would be open by the end of 2009.

(vi)              The Enterprise Board had approved, subject to some negotiated detail, a proposal to increase the share of licensing revenue offered to IPSO Ventures to 15%, on a non-exclusive basis, should they assist in licensing a particular technology.

 

09/32  Staff Survey

                                               

            SEN09-P27

Senate RECEIVED a summary of further actions proposed in relation to the Staff Survey, including the establishment of seven working groups (each led by a member of ELT, and with a broad and inclusive membership, to be determined in each case) to take forward issues highlighted by the data and elucidated through the feedback sessions. The working groups would present an interim report to Human Resources Committee in June 2008, and conclude their activities in September 2009, with a final report to HRC in October/November 2009.

 

The paper also identified a number of other activities, outside of the working groups.  The importance of good processes to reward excellent performance, and to deal with underperformance were highlighted. It was noted in this context that the Human Resources Implementation Plan, in support of the University Strategy, was due to be submitted to Senate and Council in July 2009, and this would include reference to development of the University’s policies and procedures in this area.

 

09/33  Centre for Biological Engineering

 

SEN09-P28

Senate RESOLVED to approve the establishment of the Centre for Biological Engineering, noting that this was an exciting development which would integrate the biological engineering work of three distinct research groups, and would be accessible to other colleagues across the University with related interests.

 

09/34  Assessment Flexibility Policy for Religious Observance

                                               

            SEN09-P29

On the recommendation of Learning and Teaching Committee, Senate RECEIVED a proposed assessment flexibility policy for religious observance. The policy was very similar to that for elite athletes. In particular, the onus would be on the student seeking assessment flexibility to make their case, and provide supporting evidence; each case would be treated on its own merits; and there would be an opportunity for discussion between the department and the Academic Registrar about the type of flexibility that might be offered.

 

Senate RESOLVED to approve the policy on the understanding that it would be reviewed after 12 months of operation.  One abstention to this resolution was recorded (Dr Gerry Swallowe).

Senate also requested that consideration be given to the feasibility of a single amalgamated assessment flexibility policy, containing a more general application of the principles on which the policies for elite athletes and for religious observance were based. This more general policy should retain as a central maxim, the notion that assessment flexibility should only be permitted in exceptional circumstances.

 

It was noted that careful consideration would need to be given to the promotion of the policy. Senate wished to emphasise that the University was supportive of all students in pursuing their religious beliefs, but would not wish to encourage assessment flexibility other than in exceptional circumstances.

 

During its discussion of assessment flexibility, Senate also RESOLVED to approve an amendment to the Assessment Flexibility Policy for Elite Athletes so that it mirrored the Assessment Flexibility Policy for Religious Observance in containing the following statement in section 3: “Students should be aware that the decision to seek Assessment Flexibility may result in them having to take assessment at a deferred time and that, consequently, any reassessment, progression or graduation may take place later than for the majority of their cohort. Students are expected to realise the implications of seeking Assessment Flexibility and should accept that such flexibility could impact the timescale of their studies."

 

09/35  Matters for Report by the Vice-Chancellor

 

35.1Impact of the recession.

The University was to some extent cushioned from the immediate impact of the recession, because much of its income was secure for the current academic year. Nonetheless, the effects of the economic downturn were being felt in areas such as graduate recruitment and student placements. It was noted that the University was committed to ensuring that students who were unable to secure, or made redundant from placements were not disadvantaged, and to this end, action would be taken to waive or amend the requirements of Regulation XI so that such students remained eligible for a DIS or other placement award. Support from the Careers Service, and from bursary schemes and hardship funds was also available.

 

It was emphasised that in a difficult economic environment, it was important for Loughborough to work hard to maintain its strong relationships with industrial partners and to help them wherever possible.  It was anticipated that funding would soon be available through the Economic Challenge Investment Fund scheme, and other initiatives.

 

35.2     HEFCE Grant Letter.

The HEFCE Grant letter had been received, but its contents were embargoed until 5 March 2009, and details could not therefore be reported. The headline figures would be circulated to departments on the morning after the meeting.

 

Clarification was provided that QR funding would be issued to Loughborough as a single block, and would be distributed to departments in a fully transparent process intended to best further the University’s strategic aims.

 

35.3     Other matters.

Reference was made to the following events taking place as part of the University’s Centenary celebrations:

 

·         The Festival of Science on 7 March 2009. The Dean of Science thanked those members of staff who were taking part, and the Marketing and Communications and Development and Alumni Offices for their contributions to the event.

·         Additional degree ceremonies on 18 July 2009 for the award of Honorary Bachelor Degrees to certain former students who studied at the University’s constituent Colleges. The event was proving to be an excellent way in which to engage alumni, and it was anticipated that there would be around 1000 attendees. It was agreed that academic departments would be provided, as soon as possible, with a list of which of their alumni would be attending.

·         The Centenary Lecture series was due to begin on 12 March 2009.          

 

Senate noted also, that the University would be hosting a “Japan Day” on 7 March 2009.

 

09/36  Programme Proposals

 

            SEN09-P30

On the recommendation of Learning and Teaching Committee, on the advice of Curriculum Sub-Committee, Senate RESOLVED to recommend to Council as appropriate:

 

36.1     New programmes (with effect from September 2009 unless stated):

BA History and Politics, History and International Relations, History and Geography, History and English.

BA English and Drama.

BA Textiles: Innovation and Design (with effect from October 2010).

MSc Digital Imaging, Computer Graphics and Vision.

MSc Economics, International Economics, Economics and Econometrics.

MSc Infrastructure in Emergencies (with effect from July 2009).

MSc Low Carbon Building Design and Modelling.

 

36.2     Award, title or major programme changes (with effect from September 2009 entry unless stated):

            MSc Building Services Engineering (Major programme changes).

BEng/MEng Product Design and Manufacture to BEng/MEng Product Design Engineering.

BEng Manufacturing Engineering and Management to BEng Manufacturing Engineering.

BSc Mathematics and Computing to BSc Computer Science and Mathematics (with effect from October 2010 entry).

 

36.3     Discontinuation of programmes (last intake shown in brackets):

            BSc (DIS/DPS) Chemistry and Information Technology (October 2007).

BA Textile Design (Multi-Media Textiles), BA Textile Design (Printed Textiles), BA Textile Design (Woven Textiles) (September 2009)

MSc Advanced Mechanical and Manufacturing Engineering (no recruitment).

 

09/37  Learning and Teaching Committee

 

            On the recommendation of Learning and Teaching Committee, Senate RESOLVED:

 

            SEN09-P31

37.1     Admissions Policies

            To approve admissions policies relating to criminal convictions and applicants with disabilities.

 

            SEN09-P32

37.2     Code of Practice on Staff/Student Committees

            To approve proposed revisions to the Code of Practice on Staff/Student Committees.

 

            SEN09-P33

37.3     Condonement

            To note a review of the use of condonement for undergraduate students in session 2007-08.

 

09/38  Student Discipline Committee

 

            SEN09-P34

38.1     Senate RECEIVED a report of the meeting of Student Discipline Committee on 10 February 2009, and on the recommendation of Student Discipline Committee, RESOLVED to recommend to Council an amendment to Ordinance XVII Conduct and Discipline of Students. (Minute 09/6, and Annex A refer).

 

            SEN09-P35

38.2     Senate RESOLVED to recommend to Council further minor amendments to Ordinance XVII

 

09/39  Health, Safety and Environmental Committee

 

            SEN09-P36                                        

Senate RECEIVED a report of the meeting held on 18 February 2009, and RESOLVED to approve:

 

            SEN09-P37

39.1     An amendment to the composition of Health, Safety and Environmental Committee, with immediate effect.

 

09/40  Reports from Committees

 

            Senate RECEIVED reports from the following Committees:

 

40.1     SEN09-P38     Advancement Committee of 11 February 2009.

40.2     SEN09-P39     Enterprise Board of 11 February 2009.

40.3     SEN09-P40     Prizes Committee of 27 January 2009.

40.4     SEN09-P41     Student Experience Committee of 11 February 2009.

 

09/41  Dates of Future Meetings in 2008-09

 

            Wednesday 1 July 2009, 9.15am.

 

09.42  Any Other Business

                                               

There were three items of other business:

 

42.1          Chair of Student Discipline Committee

Senate NOTED that Anne Mumford would succeed Mary Morley as Chair of the Student Discipline Committee with effect from June 2009.

 

            SEN09-P47

42.2     Estates Management Committee

Senate RECEIVED the report of the meeting of Estates Management Committee on 15 January 2009, and on the recommendation of Estates Management Committee:

 

(i)                  RESOLVED to approve proposed amendments to the composition, membership and terms of reference for Estates Management Committee, subject to a further amendment to remove the words “from the Estates Liaison Group” from item (xi) of the terms of reference.

(ii)                NOTED the recommendation for the submission of the proposal for the refurbishment of Towers to Council at Stage 3.

 

42.3Elections to Senate

Senate noted that an error had occurred, some years previously, in calculating the allocation between Faculties of the number of vacancies on Senate for members of the academic staff elected from within their own number. As a consequence, there had been, in 2007-08 and 2008-09, an over-allocation of vacancies for the Engineering and Science Faculties, and an under-allocation for the Social Sciences and Humanities Faculty. The error had occurred because of an incorrect categorisation of research staff, resulting from the way staff records were set up following the job evaluation exercise. This led to some research staff being wrongly included on the electoral roll which was used as a basis for calculating the number of elected academic staff vacancies for each Faculty. The Academic Registrar offered her apologies for the error. It was emphasised that the correct allocation of vacancies across the Faculties had been restored for 2009-10, and that there did not appear to have been any material consequences; there had not, for example, been any votes on matters likely to involve a Faculty split during the period concerned.


Author – Chris Dunbobbin

Date – March 2009

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