Governance and Policies

Copies of all the documents on these pages are available in alternative formats on request. Please email info@reuben.ox.ac.uk

Governance

College Governance

Reuben College was established in 2019 and is a Society of the University of Oxford under Statute V of the University’s Statutes. The College is governed by Council Regulations 1 of 2019. The links below provide access to the full text of these University statutes and regulations.

The College By-Laws were made by the College’s Governing Body, in accordance with powers granted under University Council Regulations 1 of 2019, and came into force 13th July 2020. As a Society, the College’s By-Laws are approved by Council, and stand as a bridge between its establishing Council Regulations and its Governing Body policies and procedures.

Policies

College Policies

As a Society of the University of Oxford, Reuben College operates in accordance with University policies and procedures. As a new college, some of our specific policies are under review by the Governing Body, and will be published here when available.

>Information and data policies

Equality, diversity and inclusion

Student related policies

Reports
Committees

Reuben College has committees that oversee different aspects of College management and decision making. 

2022 23 committee structure

All of our committees are held in person with hybrid options, in either the Tanner Room or CTI Room at Linacre College.


Governing Body

As a Society of the University, Reuben College does not yet have a separate legal standing comparable to those colleges with Royal Charters.  It follows that Reuben’s Governing Body does not have the same range of legal responsibilities as other colleges’ GBs (e.g. in relation to personnel matters, property, financial management) or Charitable Trustees. However, Governing Body Fellows are expected to discharge their responsibilities in a similar way. GB members should be aware of Charity Commission guidance. Trustee training may be arranged from time to time, and all GB members would be expected to attend. Membership entails a high degree of responsibility to ensure that the College operates properly, to foster a shared sense of what the College stands for, and to support its journey towards chartered status within the University.

Michaelmas Term meeting dates: 19th October (Wednesday 2nd Week), 9th November (Wednesday 5th Week), 30th November (Wednesday 8th Week), all 9:30-12:30 in the Tanner Room, Linacre College 

Graduate Provision Committee (Graduate Liaison, Clubs and Societies)

This committee provides a consultative forum for student representatives, primarily on aspects of students' college life in areas other than specifically academic-related matters. It monitors and oversees graduate provision, including domestic facilities and provision, and any other issues relating to Reuben graduate students; reviews graduate clubs, societies, and sports teams, and receives reports from the sub-committees for Graduate Access, Admissions & Scholarships and for Graduate Progress. 

Michaelmas Term meeting dates: 17th October (Monday 2nd Week), 14th November (Monday 6th week), both 10:00-12:00 in the Tanner Room, Linacre College

Governance and Appointments Committee

This committee keeps the College's Bylaws, Standing Orders and Regulations under review and brings the Governing Body recommendations for amendment as appropriate, and receives reports from sub-committees for Visiting Fellowships, Research Fellowships and Early-Career Mentoring, Nomination Committee, and Honorary Fellowships Committee.

Michaelmas Term meeting dates: 19th October (Wednesday 2nd Week), 13:00-15:00 in the CTI Room, Linacre College

Equality, Diversity, Inclusion and Welfare Committee

This committee provides a consultative forum for staff and students to discuss equality and welfare matters, coordinates Equality, Diversity and Inclusion policy development and the year-by-year identification of priorities for action, and monitors the implementation of action plans within the College in relation to the EDI Policy and use this information to ensure College compliance with statutory requirements.

Michaelmas Term meeting dates: 16th November (Wednesday 6th Week), 10:00-12:00 in the Tanner Room, Linacre College

Strategic Planning Committee

This committee aids strategic thinking and internal communication. As appropriate, it receives recommendations and proposals from the President, Advisory Board, or other relevant body on fundraising and development strategies and prospects, and receives reports of strategic importance from the Themes and Strategic Areas Committee, Communications Committee,  and Development Committee. It develops proposals to the Governing Body to ensure the College maintains a clear and effective overview of strategic academic policy, including recommendations on the shape and size of the College, and monitors and evaluates the implementation of College and University policies and to recommend to the Governing Body changes in College policy and practice. It also recommends the filling or re-filling of academic posts, with delegate authority to agree the composition of selection committees, reviews the terms and further particulars of these posts, and develops proposals for the academic terms and conditions of service relating to the academic posts within the College. 

Michaelmas Term meeting dates: 2nd November (Wednesday 4th Week), 23rd November (Wednesday 7th Week), both 10:00-12:00 in the Tanner Room, Linacre College

Finance and Resources Committee

This committee will determine and manage the financial and investment strategy of the College on behalf of the Governing Body. The Committee normally deals with matters at a policy, planning and strategic level, and leaving detailed financial and operational decisions to appropriate Officers and staff. This involves financial planning and budgeting (both short-term and long-term), monitoring and managing financial performance and adjusting expenditure as necessary, considering buds from budget managers for adjustment of budgets, and financial appraisal of projects and developments. It also provides accounting information on fundraising income and expenditure, scrutinizes the annual accounts, allocates unrestricted funds and other income to areas of activity agreed by the Governing Body, and reviews the College's investment. In addition, it keeps under review the College's obligations and commitments made within agreement with donors, advises College Officers on relevant matters, develops a College Building strategy and programme within defined financial parameters and explicit priorities, monitors progress on major building projects against schedule and budget, and considers and advises on financial policies and internal controls. 

Michaelmas Term meeting dates: 31st October (Monday 4th Week), 10:00-12:00 in the Tanner Room, Linacre College

Personnel and Domestic Committee

This committee is responsible for leading the College on all strategic matters relating to personnel, employment policy, industrial relations, training, equal opportunities, health, safety, and welfare in accordance with University of Oxford policies and to promote good quality relationships and communication with staff and Fellows, making recommendations to Governing Body. It reviews staff working conditions and wellbeing, ensures performance management meetings are carried out for all staff, reviews and considers staff grievances, and receives periodic reports on improving motivation, recruitment, and retention of staff. It also reviews audit reports and self-assessment returns prior to signoff and submission to the Central University, reviews the minutes of any sub-committees, and reviews regularly any emerging risks that have been identified for inclusion on the risk register. 

Michaelmas Term meeting dates: 24th October (Monday 4th Week), 10:00-12:00 in the CTI Room, Linacre College

Early Career Research Committee

This committee makes recommendations to the Governing Body on the criteria for awarding Research Fellowships, oversees the advertisement and approves the Selection Committee for Research Fellows, and leads on and supports the mentoring and career development of Research Fellows.

Michaelmas Term meeting dates: 21st November (Monday 7th Week), 10:00-12:00 in the CTI Room, Linacre College

Visiting Fellowship Committee

This committee reviews and makes recommendations to the Governing Body on the process and criteria for awarding Visiting Fellowships, reviews gathered field nominations from Official Fellows for presentation, and prepares a shortlist for Governing Body consideration. It also approaches candidates informally regarding their interest in a potential relationship, and reviews the effectiveness of the scheme, and mentoring arrangements, on an annual basis. 

Michaelmas Term meeting dates: 28th November (Monday 8th Week), 10:00-12:00 in the CTI Room, Linacre College

Academic Programme Committee

This committee coordinates events and seminar series (external and internal) for each academic year, ensuring a balance of provision, reviews processes, budget expenditure and practical requirements for agreed projects, and facilitates themes and strategic areas in reporting to Strategic Planning Committee.

Michaelmas Term meeting dates: 2nd November (Wednesday 4th Week), 13:00-15:00 in the CTI Room, Linacre College, 23rd November (Wednesday 7th Week), 13:00-15:00 in the Tanner Room, Linacre College

Communication Committee

This committee reviews internal and external communications, considers College branding and reputational matters, and notes engagement and communication with GLAM, PER, and specific research themes.

Michaelmas Term meeting dates: 16th November (Wednesday 6th Week), 13:00-15:00 in the Tanner Room, Linacre College

Alumni & Development Committee

This committee promotes the engagement of all members of the College in fundraising and sponsorship, contributes to fundraising strategy for approval by the Government body, and monitors fundraising progress. It also monitors the College's external communications strategy in relation to fundraising.

Michaelmas Term meeting dates: 26th October (Wednesday 3rd Week), 13:00-15:00 in the CTI Room

Environmental Sustainability Committee

This committee provides a consultative forum for discussion of sustainability matters, coordinates and designs the college's sustainability agenda and identifies priorities, and monitors the implementation of action plans within the college in relation to its sustainability agenda.

Michaelmas Term meeting dates: 12th October (Wednesday 1st Week), 13:00-15:00 in the CTI Room (TBC)

Risk and Audit Committee

This committee is responsible for the provision of independent and authoritative advice to the Governing Body on the adequacy and effectiveness of the College's internal control and its arrangements for risk management, control, and governance processes. It reviews the effectiveness of internal control systems, risk management, and governance arrangements, and advises on strategic processes for risk, control and governance, and the governance statement. It advises on the accounting policies, accounts, and annual report of the College, liaises with the University's Internal Auditors on the planned activity and results of reviews, and provides assurances relating to the management of risk and governance requirements of the College. It reviews arrangements for staff to raise concerns about possible improprieties in matters of financial reporting, fraud, or other matters. The committee's objective should be to ensure that arrangements are in place for a proportionate independent investigation and appropriate follow-up action. It considers and advises the Financial and Resource Committee and Governing Body on the effectiveness of the College's Risk Management processes through the Risk Management policy, and termly reviews of the Strategic Risk Register. This will include bringing forward specific risks or opportunities to be discussed in more depth by Finance and Resource Committee. And that any emerging risks have been identified for inclusion on the risk register. It also reviews the budget and conditions of major business cases, reviews the appropriateness and robustness of the College reserves and its reserves policy, and reviews College policies and processes ensuring compliance against the policies and processes of the University. 

This committee will not meet in Michaelmas Term 2022.

IT and Information Security Committee

This committee advises on all IT matters affecting the College, promotes good information security governance, and provides oversight of the College's data protection responsibilities. It advises on the strategic direction for the College's IT, supports the delivery of core strategic goals, and monitors progress against agreed targets. It oversees IT expenditure, reviews and develops the College's IT policies and procedures, and advises on the management and maintenance of the College's IT policies, facilities, and service. It also identifies and leads the management of strategic risk in relation to IT, monitors compliance with external regulations, ensures all mandatory training is undertaken by all members of the College, and reviews and supports the development of the College's Digital Innovation Hub.

Michaelmas Term meeting dates: 7th November (Monday 5th Week), 10:00-12:00 in the CTI Room, Linacre College

Estates and Infrastructure Committee

This committee keeps under review the development, condition, design, utilisation, performance and sustainability of the College Estate and oversees the Estates infrastructure programme. It leads the Estates Strategy for the development of the College in line with the College Strategic Plan, and manages, reviews, and makes recommendations relating to the acquisition, disposal, development and management of properties, the estate and/or infrastructure as needed. It reviews and approves projects from the Estates and Facilities Budget and approves capital projects funded from other capital projects funded from other capital budgets on estate and facilities related matters, approves the detailed programme of long-term maintenance work within the approved budget, and oversees the effective management and use of the College estate. It considers the impact on the student experience when reviewing proposed estates developments, reviews any emerging risks and ensures appropriate mitigations are in place, and establishes sub-groups as required to deliver specific areas of the committee's remit.

Michaelmas Term meeting dates: 5th December (Monday 9th Week), 10:00-12:00 in the CTI Room, Linacre College

Staff Consultative, Welfare & Equality Committee

This committee provides a forum for communication, consultation and discussion between College staff representatives and College Officers regarding policies, current issues, and future developments, including working conditions, training, and welfare, as well as ensuring there is an integrated, proactive approach to equality, diversity and inclusion. It discusses general wellbeing ideas or events, specific health and safety matters, staff incentives and other relevant employee issues. It promotes a positive wellbeing culture throughout the College, and consults on and co-ordinates social activities and events for staff.

Michaelmas Term meeting dates: 9th November (Wednesday 5th Week), 13:00-15:00 in the Tanner Room, Linacre College

Health and Safety Committee

This committee provides a forum to review the College's management of health and safety and to ensure its compliance with relevant legislation, as well as providing an opportunity to discuss health and safety matters. It considers health and safety policy, the annual Statements of Safety Organisation, the Annual College Risk Assessment, the implementation of relevant policy, administrative matters, training, significant accidents and incidents, and the minutes of any specialist advisory groups.

Michaelmas Term meeting dates: 7th December (Wednesday 9th Week), 13:00-15:00 in the CTI Room, Linacre College

Facilities Committee

This committee is responsible for the maintenance and management of all College Facilities. It oversees risk assessments, inspections, and maintenance of all College managed facilities ensuring they are comprehensive, documented, and up to date. This includes reviews of items like fire evacuation logs, risk assessments, and inspection reports. It will consider remedial action and maintenance plans, and ensure that an action plan is prepared and actions are completed. It will ensure that contracts, leases, and licenses are in place for all the buildings and land that the College owns or manages, ensuring that Value for Money is adhered to. It agrees costs and arrangements for maintenance, repairs and redecoration within the budget allocation, considers funding opportunities, and agrees and reviews any charges, discount arrangement, and conditions for hiring College facilities. It also ensures that conditions of the College Premises License and any regulatory training requirements are met, receives and considers reports and recommendations from sub-committees, and agrees, evaluates, and reviews the College's Accessibility Plan.

Michaelmas Term meeting dates: 30th November (Wednesday 8th Week), 13:00-15:00 in the CTI Room, Linacre College

Catering Committee

This committee advises and makes recommendations to the Facilities Committee on the delivery of the catering service and facilities. This includes tenders and contracts, pricing structure, cleanliness and hygiene, reasonable charges, variety, quality and quantity of food, efficient management and staffing, and forward planning. It reviews financial reports, makes recommendations on the review of the College's catering and hospitality services to ensure that it is responsive to the needs of the Fellows, students, and staff, and assesses the performance of the catering and hospitality services to ensure best practice is achieved. It ensures all catering services are run in accordance with the University's guidelines and are delivered effectively within budget, makes proposals for the development of physical space and equipment to meet modern catering expectations, reviews feedback from the College's 'Food Lab' and actions any recommendations appropriately, and ensures that all regulatory requirements are in place, up-to-date, and all required training is undertaken, managed, and recorded.

This committee will not meet in Michaelmas Term 2022.

Radcliffe Science Library Building Management Committee

This committee oversees the general management of the Radcliffe Science Library (RSL) site, including the general running of the building, and advises accordingly. It agrees and monitors a budget that will deliver effective and efficient services, including maintaining 'reserves' to cover the costs for maintenance and replacing major equipment. It provides a forum for discussion on future building and site developments, engaging with others on relevant site issues, to ensure that staff, students, and visitors are provided with fit-for-purpose services, and agrees on sub-committees to deal with specialised ad-hoc projects.

This committee will not meet in Michaelmas Term 2022.