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Regulations for Committees Reporting Directly to Council or one of its Main Committees

Council Regulations 15 of 2002

Made by Council on 26 June 2002

Main Committees

Part 5: Planning and Resource Allocation Committee

Amended with effect from 8 May 2003 (Gazette, Vol. 133, p. 1335, 29 May 2003), 23 March 2006, 19 October 2006, 21 February 2008, 1 November 2007,
29 May 2008 (date of effect 1 October 2008), 15 October 2009, 21 December 2012, 20 March 2015 (
Gazette, Vol. 145, p. 396-399, 5 March 2015) and 4 March 2016 (Gazette, Vol. 146, p. 314-315, 18 February 2016)

Renumbered on 28 July 2011

5.1. The Planning and Resource Allocation Committee shall consist of:

(1) the Pro-Vice-Chancellor (Planning and Resources), who shall be chair of the committee;

(2)–(4) the Proctors and the Assessor;

(5) the Chair or Vice-Chair of the Conference of Colleges, as determined by the Conference of Colleges;

(6) the Chair of the Committee of Estate Bursars;

(7)–(10) the heads of each of the divisions, or their nominee (subject to the agreement of the Chair in advance of any meeting);

(11)–(15) five persons appointed by Council from among the members of Council specified in section 4 (15)–(25) of Statute VI;

(16), (17) two external persons appointed by Council each of whom may be members of Council specified in section 4 (7)–(10) of Statute VI;

(18) the Chair of the Building and Estates Subcommittee of the Planning and Resource Allocation Committee;

(19) one student member representative, selected by the Council of the Oxford University Student Union from among the student member representatives on Council.

5.2. In appointing the members at regulation 5.1 (11)–(17) above, Council shall always ensure that there is within the total membership of the committee an appropriate balance across the academic activities of the various divisions, and between the divisions, and the non-divisional constituency as reasonably practicable.

5.3. The committee may co-opt up to three additional members, of whom one may be an external, on condition that the committee shall always ensure by the use of its power of co-optation that the range of interests in the collegiate University is as fully reflected within the total membership of the committee as is reasonably practicable.

5.4. The committee shall be responsible to Council for monitoring and implementing the University's Strategic Plan, setting its annual budget, and resource allocation. In particular, it shall be responsible for the following matters:

(1) reporting annually to Council on the implementation of the University's strategic plan through divisional and service plans;

(2) making recommendations to Council on updates of the University's strategic plan, with reference to divisional plans and with regard to financial sustainability;

(3) recommending the approval, or reference back, of five-year plans prepared annually by the divisional boards, the Department for Continuing Education, the services, and any other spending sectors, with reference to the University's financial sustainability and against the priorities set out in the University's strategic plan, and reporting to Council as appropriate;

(4) approving, or referring back, Key Performance Indicators and associated targets proposed by Personnel Committee, Education Committee, Research Committee and the Oxford University Museums Board related to the implementation and monitoring of the University’s Strategic Plan;

(5) the preparation and annual updating of a five-year rolling plan for income and expenditure for all aspects of the academic, service, and other activities of the University (in the light of plans referred to under (3) above);

(6) making recommendations to Council on the University's annual budget in the light of the overall plan proposed by the Finance Committee and agreed by Council, the annual operating statements from the academic divisions and other spending sectors, and other relevant information;

(7) as part of its annual review of the University’s capital budget, recommending to Council an IT capital budget which will be set and updated on a three-year rolling basis and which will be managed by the IT Committee as set out in the regulations governing that committee;

(8) the development, implementation, refinement, and monitoring of resource allocation procedures to enable annual budgets to be set, and the making of recommendations to Council as appropriate;

(9) the keeping under review of, and the making of recommendations to Council as necessary on, student numbers, the distribution of students between various categories, and levels of student fee;

(10) the monitoring of the work of the academic divisions, the Department for Continuing Education, and the services sector against their approved plans and budgets;

(11) the development and implementation of strategy, policy and guidance to promote and embed within the University’s processes and culture greater economy (minimising the cost of an activity), greater efficiency (making the best use of available resources), and greater effectiveness (the extent to which objectives are met), collectively known as “value for money” (VfM). The committee shall provide an annual report for consideration by the Audit and Scrutiny Committee on:

(a) the University’s VfM strategy;

(b) the University’s VfM objectives, which will be specific, measureable and focused on the major resource areas; and

(c) the impact of VfM initiatives, through the monitoring of progress and the measurement of effectiveness;

(12) the oversight of, and the making of recommendations to Council on, the institutional financial arrangements between the University and the colleges, societies, and Permanent Private Halls in relation to the provision of teaching, research, administration and services;

(13) the consideration of termly reports on the progress of the University's fundraising for capital and recurrent purposes;

(14) approval of expenditure on capital projects (other than those within the IT capital budget or other centrally run IT projects) and space allocations and where appropriate reporting to Council on such approvals; and submitting recommendations to Council for expenditure on capital projects (other than those within the IT capital budget or other centrally run IT projects) and space allocations which require approval of Council, all in accordance with the financial limits set out in the Financial Regulations;

(15) the consideration of, and the giving of advice to Council on, the use of any resources which are not delegated or allocated to the academic divisions, services, or other bodies (whether trust funds, university reserves, unearmarked benefactions, capital funds, or reserves of any other description);

(16) as appropriate, the consideration of, and the giving of advice to Council on, all aspects of the financial relationships between the University, HEFCE, and other external funding bodies.

5.5. (1) The committee shall have power to make, amend, and repeal regulations concerning any of the following matters, on condition that it shall bring forward to Council for decision any case which it considers to raise particular difficulties:

(a) the university fees payable by Home/EU students and by overseas students, within such policy in that regard as may be laid down by Council from time to time;

(b) the fees, other than fees under (a) above, payable by candidates for examinations, and related fees (such as fees in respect of degree certificates);

(c) the establishment of a new statutory post, and any changes in regulations governing existing statutory posts (in cases in which the making of such provisions by regulation is permissible in law).

(2) The committee shall also have power to delegate to the divisional boards, at its discretion and within such guidelines as it may agree from time to time with the boards, authority to make regulations under (c) above.