Senate News

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Welcome to Senate News - a comprehensive briefing paper on the issues discussed, and the decisions taken, by Senate, the University's Governing Body.

This edition covers the Senate meeting held on 25 June 2013.

Vice-Chancellor’s Strategic Update

Senate noted the Vice-Chancellor’s Strategic Update for June 2013 which focused on the University’s key highlights and achievements during his nine years in office.

A copy of the June 2013 Strategic Update is available here.  

President and Vice-Chancellor – Interim Arrangements

Senate has endorsed the Standing Committee’s decision to appoint Professor James McElnay, as acting President and Vice-Chancellor, with effect from 1 August 2013. This arrangement will remain in place until a new President and Vice-Chancellor is appointed and takes up post.

Financial Forecasts 2012-13 to 2015-16

Senate considered and approved the Financial Forecasts for the period 2012-13 to 2015-16. The planning period to 2015-16 presents the University with a number of financial challenges and opportunities.  The University is, however, entering this period in a strong financial position having taken action at Corporate, School and Directorate level to address the funding gap resulting from the 2010 Comprehensive Spending Review.  The University will continue to invest, on a selective basis, to take advantage of global opportunities which arise, to develop international partnerships, and to expand student numbers. 

The University’s ambitious plans will be supported by the substantial investment of £16.6m being released through the Integrated Operating Plan (IOP) for 2012-16.

Capital Development Plan 2013-18

Senate approved the updated Capital Development Plan for the period 2013-18.  The Plan is directly aligned to the Corporate Plan 2011-16 and the Estate Strategy 2012-22 and identifies new priority projects, at an estimated cost of some £163.05m, for inclusion in the rolling plan. In line with University policy, no project will proceed until the associated funding has been secured in full.

In approving the updated Capital Development Plan, Senate also endorsed a Masterplan for the main site.  This represented a substantial integrated programme of work to address major strategic issues relating to:

1. The student experience, including a differentiated postgraduate experience, employability and retention; 
2. School consolidation and reorganisation; 
3. The effective reuse of vacant buildings, including the phased refurbishment of occupied buildings in poor condition. 

Senate also recognised that securing planning permission continued to pose a significant risk to the implementation of the University’s overall Capital Development Plan.  It was important that all stakeholders recognised the positive economic impact of ongoing capital investment by the University, investment which was fully aligned with the priorities within the approved Programme for Government.

Revised Estimates 2012-13

Senate approved the Revised Estimates for 2012-13 which projected a surplus, after consolidation and FRS 17 adjustments, of £11.1m – the previous estimates, in March 2013, projected a surplus of £10.1m.

Carbon Management Plan

Senate considered and endorsed an update to the Carbon Management Plan, originally approved at its meeting on 22 June 2010.  Senate recognised that since the publication of the original Plan, progress had been made by the University towards achieving its target reduction in carbon emissions – this had been realised through the successful implementation of a number of technical projects, together with positive behavioural change by staff and students.

Since its launch in 2010, there had been a number of significant developments which had necessitated a fundamental review of the original Plan.  The ongoing implementation and review of the Plan remained the responsibility of the Carbon Management Plan Steering Group.

Marketing and Creative Services and Domestic Recruitment

Senate welcomed comprehensive plans to restructure the current Marketing and Creative Services and Domestic Recruitment teams within the Student Plus Directorate.  In endorsing the more strategic approach to targeted recruitment interventions, Senate noted that this restructuring had been informed by feedback received through a range of sources – these included the Academic Support Sector Service Quality Questionnaire; Senior Management Development Workshops; and a School-specific Workshop, facilitated by the Director of Student Plus, on 30 April 2013.

The integrated plan includes specific actions and interventions required to address the challenges of student recruitment in the GB market.  The plan will be supported by new investment of some £166k through the IOP.  

Integrated Operating Plan 2012-16 – Update 2013-14

The IOP 2012-16, approved by Senate in June 2012, provides substantial investment to support delivery of the strategic priorities within the Corporate Plan.  Some £10.4m, of a potential investment fund of £16.6m, was approved through Phase 1 of the IOP. 

Senate noted that the IOP Implementation Group, chaired by the Pro-Vice-Chancellor for Academic Planning, Staffing and External Relations, had reviewed progress against the IOP during 2012-13, through engagement with School and Directorate management teams.  The Corporate Planning Day, on 13 May 2013, provided a further opportunity for engagement with Senior Managers, and these discussions had informed the development of the updated IOP for 2013-14.

Following the assessment of priorities across the University, including plans submitted by Schools and Directorates, Phase 2 had released a further recurrent investment of £3.7m – the IOP had been updated accordingly.

Analysis of Staff Recruitment 2009-13

‌Senate considered a comprehensive analysis of staff recruitment activity, undertaken to reduce vacancy levels in line with the targets approved by Senate, on 20 December 2011. 

Senate welcomed, in particular, confirmation that the vacancy level had reduced to 5.4% - the lowest level recorded in over a decade.  This achievement reflected a marked improvement in the execution of the University’s strategic recruitment plans, particularly in relation to academic posts.

Institutional Risk

Senate noted that HEFCE has recently issued its annual risk assessment letters to institutions, following submission of the December 2012 accountability returns. 

In this context, written notification had been received of HEFCE’s current assessment of the University’s risk as being “not at higher risk” – details were set out in a letter, dated 3 June 2013, from the Permanent Secretary of the Department for Employment and Learning (DEL).   In making this assessment, HEFCE also concluded that the institution was meeting the accountability obligations set out in the Financial Memorandum and other guidance.  

Progress Report from the Internationalisation Strategy Overview Group

Senate noted, with satisfaction, significant progress on the implementation of the Internationalisation Strategy 2011-16, through the agreed delivery framework of the Internationalisation Strategy Overview Group (ISOG), chaired by the Vice-Chancellor; the 1895 Group, chaired by the Registrar and Chief Operating Officer; and the International Research Development Group, chaired by the Director of Research and Enterprise.  In endorsing the progress report from the ISOG, Senate welcomed, in particular, the development of an Integrated Internationalisation Action Plan for 2013-14, supported by Integrated Country Plans.

Update on China Queen’s College (CQC)

Senate considered a detailed update on the CQC joint venture and noted, in particular, the nomination of Professor Pan Bochen, currently Director of the China Medical University (CMU) International Exchange Centre, as Dean of the CQC.  Significant time and effort continued to be invested in seeking to finalise the Cooperation Contract between Queen’s and CMU, taking due account of professional input from Pinsent Masons LLP and PricewaterhouseCoopers (PwC).

INTO Queen’s Limited Liability Partnership (LLP) – Progress Update

Senate considered a comprehensive update on INTO Queen’s LLP and noted, in particular, that INTO Queen’s offers a unique model for the recruitment of international students which harnesses the University’s academic excellence with INTO’s global sales and marketing expertise.  The Joint Venture continues to underpin the University’s strategy for a step change in its international recruitment performance.

Senate also noted that INTO Queen’s growth trajectory remains steady but under budget in terms of the projected student numbers included in the original business plan.  The development and approval of a new international recruitment strategy, supported by new investment and new management structures, will provide a much more integrated framework to support delivery of the University’s ambitious targets for international student expansion.

Senate also recognised that, in 2012, INTO Queen’s contributed positively to the change in momentum in international recruitment at the University, with enrolments in 2012 some 11% ahead of prior year, and a substantial increase in international UCAS applications for 2013-14 entry.  Taking into account performance on progression, the University generated a positive cash flow in 2012-13 of £1.4m through its partnership with INTO.  This evidenced real progress and provides a solid platform to build momentum and further market penetration.

National Student Survey

Senate received an update on the National Student Survey (NSS) for 2013.  The final NSS response rate for the University was 71.7%, which was higher than the overall response rate of 68.6% for Higher Education institutions across the UK.  All Schools and the Students’ Union had worked closely with the Directorate of Academic and Student Affairs to deliver this positive outcome.  Planning for NSS 2014 has commenced and an integrated Action Plan will be provided to Heads of School and Directors of Education in due course. 

Senate also received an update on the First Year and Second Year Experience Surveys which are closely aligned with the NSS.  Initial results have been received, with return rates of 39% and 40% respectively.  A detailed analysis of the results was underway and full data, including trend analysis, would be provided to individual Schools and Directorates in the near future.    

Update on Employability

Senate considered an update on Employability and, in particular, on the preparation of School  Employability Development Plans for 2013-14 and 2014-16.  The Plans will reflect the priority commitments identified by the University Employability Framework – stretching student ambition; developing the curriculum; teaching; learning and assessment; and supporting students to translate this to employment outcomes.  Senate noted the progress achieved to date and the next steps in the process – this included:

1. The establishment of an Employability Project Implementation Group to provide a strategic steer and oversee the implementation of the Employability Framework;
2. Further development and implementation of School Employability Development Plans;
3. An increase in work-related learning opportunities to 90%, with international opportunities comprising 20% of all placements;
4. The resourcing of internships, study abroad and other work-related learning opportunities;
5. Discussion on the development of partnership degrees with employers;
6. Improved academic integration of placements/internships (year out/assessment);
7. Systems to support the management of extra-curricular activities and the management of placement, including the recording and tracking of student placements.

Supporting Student Attainment: Annual Report

Senate considered a comprehensive Annual Report focusing on the key initiatives being managed through the Supporting Student Attainment Action Group, to ensure that the University has effective systems in place for tracking, monitoring and supporting student attainment.  The Annual Report maps achievements to date against the University’s key strategic objectives, drawing on information from a range of sources, including the Corporate Performance Management Report to Senate in December 2012. 

In welcoming the progress reported in the Annual Report, Senate reinforced the important role of the Group in providing the Governing Body with assurances on the steps being taken to deliver against key performance indicators in the areas of progression, retention, attainment, employability and the NSS.

Externally Funded Research Activity

Senate received a detailed report on externally funded research activity for the 12 months to 30 April 2013, with comparable data included for the previous two reporting periods.  The report also highlighted the performance of each School against the research income targets approved within the Institutional Research Strategy (2009-14). 

In reviewing performance against these targets, Senate noted that some 1,177 research grant applications, with a total value of £263.02m, had been submitted in the 12 months to 30 April 2013.  While the overall number of research grant applications was lower than for the previous two 12-month periods, the total value was in line with that submitted in the previous reporting year.  Some 479 research grants had been awarded in the 12 months to 30 April 2013, with a total value of £47.25m – this was approximately 10% lower than for the preceding two 12-month periods.

Senate also noted that a review is currently underway of the current basket of metrics used to measure and monitor research performance – this review is focused on the establishment of more intelligent and relevant targets, informed by benchmarking against the University’s Russell Group comparators.

Senate will continue to receive regular reports on performance against research income targets, at both School and institutional level.  

Update on Research Excellence Framework Report

Senate noted a progress report on preparations for the Research Excellence Framework and, in particular, an update on the programme of Unit of Assessment review meetings.

HEIF 4 Update - Funding Allocation Methodology

Senate considered a report detailing changes to the funding allocation methodology for the NI Higher Education Innovation Fund (HEIF), recently notified by DEL – the allocation of HEIF 4 funding, from 2013-14 onwards, would be calculated through this new methodology.

Senate noted that the University had now secured a significant increase in its annual HEIF allocation from £1.5m, under HEIF 3, to some £1.846m under HEIF 4.  This allocation was confirmed in a letter from DEL, dated 31 May 2013, which also set out the requirements to submit Knowledge Transfer (KT) Strategies for consideration and approval, prior to the release of HEIF 4 funding.

University Resit Policy

Senate noted Academic Council’s approval of a new University Resit Policy. The Policy had been developed in response to the outworkings of a HEFCE Audit, focusing on the University’s ability to accurately report on the completion status of students.  It also took account of the recommendations of the Regulations Sub-Group in 2011-12, which had proposed a number of changes to the implementation of practice on resits.

The William J. Clinton Leadership Institute at Riddel Hall

Senate noted that the University has honoured former President Bill Clinton’s contribution to the Northern Ireland peace process, by naming its recently launched Leadership Institute - the William J. Clinton Leadership Institute at Riddel Hall.  The mission of the Leadership Institute at Queen’s is directly aligned to the goals of the Clinton Foundation. The new Institute will focus on supporting economic development through direct engagement with both the public and private sectors.  It will have a particular emphasis on supporting the development of small businesses which are critical to the future growth of the Northern Ireland economy. 

In this context, Senate also noted the development of a comprehensive Business Plan for the Institute.

Reconstitution of Senate

Senate noted that the term of office of its current membership ends on 31 December 2013 and that steps are now being taken to reconstitute Senate, with effect from 1 January 2014, in line with the Statutes and supporting Regulations.  As one of the first steps in this process, Senate has established a Membership Committee – this Committee will hold office for four years, and will be responsible for nominating persons for co-option to the Senate drawn, inter alia, from business, commerce, the professions, education (including the schools' sector), the community, and public and other bodies associated with the work of the University. 

The inaugural meeting of the Membership Committee will be held in early September 2013.  At this meeting, the Committee will, in the first instance, consider the number of vacancies within the membership of Senate.  Those members who have already served on Senate for two terms will not be eligible to stand for an additional term.  Those who have served one term will be asked to confirm their willingness to be considered for a second, and final, term. The Membership Committee will then agree the process for the election of new lay members to Senate.  All new members will be appointed with effect from 1 January 2014.

Analysis of Absence Levels

Senate considered a detailed analysis of absence levels within Schools/Directorates for the six-month period from 1 August 2012 to 31 January 2013.  The report also included a comparative analysis of absence levels, based on information obtained through the first UCEA Benchmarking Report on Sickness Absence in the HE Sector undertaken in 2011-12.

Senate noted, with satisfaction, that the overall absence level of 2.13% had reduced from the 2.28% reported for the same period last year.  Short-term absence accounted for 50.01% of the total absence, with an average absence of 2.3 days per employee in the six month period to 31 January 2013.  Senate also noted that there were two dismissals (excluding ill-health retirements), during the reporting period, arising directly from the active management of sickness absence.  

2011-12 TRAC (T) Results and Benchmarking

Senate considered a summary of the final 2011-12 Transparent Approach to Costing (TRAC) (T) results for Queen’s, together with benchmarking data from across the sector.  In acknowledging that the TRAC (T) Return had been submitted to HEFCE by the agreed deadline, Senate noted that the return provided a Subject-FACTS (Full Average Costs of Teaching a Student) at HESA cost centre level.  For the University, the overall average Subject-FACTS is £6,960/FTE – this compares to a sector average of £7,464/FTE. 

Building on the recommendations of the recent report on the Review of TRAC, TRAC (T) requirements will continue to be developed to inform HEFCE’s teaching funding methodology going forward, and to better support the needs of Higher Education institutions.

Athena SWAN Awards 2013

Prof Tom Millar, Prof Christine Maggs, the Vice-Chancellor, Prof Yvonne Galligan and Prof Patrick Johnston

Senate noted, with satisfaction, that the University has had further success in Athena SWAN Awards, the national Charter for Women in Science.  The School of Biological Sciences had secured a prestigious Athena SWAN Gold Award, with Queen’s becoming one of only three UK universities to hold a Gold Departmental Award.  The School was the first Biological Sciences department in the UK to secure a Gold Award.  The School of Medicine, Dentistry and Biomedical Sciences had secured a Silver Departmental Award.  This is particularly important, as the National Institute for Health Research (NIHR) has announced that NIHR Biomedical Research Centres will only be considered for funding, if their partner Medical School has secured a Silver Award.

In 2012, Queen’s was the only UK University to hold an Institutional Silver Award – in 2013, Queen’s has been joined by the University of Nottingham and Imperial College London.  Queen’s currently holds the highest number of Silver Departmental Awards, with eight Schools holding Silver Awards, and a further two Schools holding Bronze Awards.

Amendments to the Students’ Union Constitutional Rules

Senate approved a number of amendments to the Students’ Union Constitutional Rules which had been adopted by the Students’ Union Council during its 2012-13 session.  These amendments had been duly ratified by Referendum, in accordance with Chapter 1, Section 12.2.1 (e) of the Students’ Union Constitution.

Further details are available from the Students’ Union on request.

Ross-CASE Survey 2011-12

Senate considered the outcomes of the Ross-CASE Survey for 2011-12, an annual survey of gift revenue and fundraising costs, which measures the philanthropic health and performance of higher and further education institutions.  Senate noted, with satisfaction, that of the 106 universities willing to share their survey data, Queen’s was ranked 14th for funds secured in 2011-12 – £8.93m.

University Appointments

Senate endorsed a number of University appointments – details are set out below:

Professor Chris Elliott

Professor Chris Elliott – DEFRA Review

Professor Chris Elliott, Director of the Institute for Global Food Security in the School of Biological Sciences, has been appointed to lead the joint Department of Environment, Food and Rural Affairs (DEFRA) and Department of Health (DH) Review into the Integrity and Assurance of Food Supply Networks.  

Professor Tony Gallagher - BBC’s Education Broadcasting Council for NI
Professor Tony Gallagher, Pro-Vice-Chancellor for Academic Planning, Staffing and External Affairs, has been appointed as a member of the BBC’s Education Broadcasting Council for Northern Ireland.  The Council provides strategic advice and feedback to the BBC on its learning and education output, to include general programming and audience engagement activities.

Re-appointment of Co-optee to the Audit Committee
Mrs Anne Henderson has been re-appointed as a co-optee on the University’s Audit Committee, with effect from 1 September 2013.

Access to Information Requests

Senate noted a summary review of the scope and nature of access to information requests handled by the University, in the period from 1 January to 31 December 2012.  The review also highlighted trends in the nature of the requests received, both in scale and substance.  Senate noted that the number of requests handled under Freedom of Information (FOI) legislation remains high.  During the reporting period, the University processed a total of 169 FOI requests – this compared to 135 requests in 2011 and an average of 114 across the sector as a whole.  During the reporting period, 44 requests for personal information (subject access) under the Data Protection (DP) Act 1998 were also received – this compared to 26 in 2011. 

With a view to improving staff awareness and reinforcing the University’s statutory obligations in respect of handling requests, specific online training packages have been developed in respect of both FOI and DP.  These packages will be rolled-out to staff within all Schools and Directorates in the near future.

Report of the Health and Safety Management Group

Senate considered a report from the Health and Safety Management Group and noted, in particular, that an inspection of the Centre for Public Health has been carried out by the Radiation Inspectorate of the NI Environmental Agency in March 2013, with no non-compliances identified.  Senate also noted that proposed amendments to the Regulations for the Reporting of Accidents, introduced into Great Britain in 2012, were not expected to be adopted in Northern Ireland.

Senate reviewed the accident statistics for the period 1 December 2012 to 31 March 2013. There were 26 reported incidents during the period, six of which were reportable to enforcing authorities. One reportable incident was investigated by Belfast City Council, with no enforcement action resulting to date. While the number of reported accidents had decreased significantly when compared against the previous period (35), the number of reportable accidents had increased from 4 to 6.