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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), 4 March 2016 (Gazette, Vol. 146, p. 314-315, 18 February 2016) and 1 January 2017 (Gazette, Vol. 147, p. 122-123, 10 November 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 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:

Recurrent planning and budgeting

(1) the University’s Strategic Plan, reporting annually to Council on its implementation and with any recommendations on updates, with reference to the divisional and service plans and with regard to financial sustainability; as part of this exercise, PRAC shall approve, or refer back, Key Performance Indicators and associated targets proposed by divisions, the Department for Continuing Education, Personnel Committee, Education Committee, Research Committee and the Oxford University Museums Board related to the implementation and monitoring of the University’s Strategic Plan;

(2) recommending to Council the approval, or reference back, of three-year rolling plans and budgets prepared annually by the divisional boards, the Department for Continuing Education, and three-year rolling plans and budgets prepared annually by 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;

(3) 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;

(4) the development, implementation, refinement and monitoring of resource allocation procedures to enable annual budgets to be set;

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

Student number planning

(6) advising Council and Conference of Colleges, and collaborating with Education Committee, on the development of the University’s student number planning policy, as set by Council and endorsed by Conference of Colleges;

Value for money

(7) the development and implementation of strategy, policy and guidance to promote and embed within the University’s processes and culture greater economy and effectiveness, collectively known as "value for money" (VfM). The committee shall provide an annual report for consideration by the Audit and Scrutiny Committee and Council;

Capital planning and budgeting

(8) making recommendations to Council for a three-year rolling capital budget, to include 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;

(9) in accordance with the allocation limits set out in Statute XVI and the Financial Regulations:

(i) approval of expenditure on capital projects (other than those within the IT capital budget or other centrally run IT projects) and space allocations which do not require the approval of Council; and

(ii) 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 that require the approval of Council;

Other matters

(10) 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;

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

(12) the consideration of 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), and recommending to Council major new initiatives regarding such use;

(13) the consideration of the financial relationships between the University, HEFCE and other external funding bodies, and advising Council on actions it considers necessary regarding such relationships;

(14) on the recommendation of the Buildings and Estates Subcommittee, and following consultation with Personnel Committee, the approval of charges for parking in University-controlled car parks.

5.5. (1) The committee shall have power to make, amend and repeal regulations concerning any of the following matters:

(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; and

(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); and

(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.