University Executive Board minutes - 25 July 2023

On

Date:

25 July 2023

Present:

Professor K Lamberts (KL) (in the Chair),  Professor A Blom (AB), Professor S Fitzmaurice (SF), Professor G Jewell (GJ), R Sykes (RS), Professor G Valentine (GV), Professor M Vincent (MV), Professor C Watkins (CW), I Wright (IW)

In attendance:

J Strachan (JS), T Wray (TW), A Carlile (AC) (Items 1 and 2), A Morgan (AM) and and L Wilson (LW) (Item 1), E Hartley (EH) (Item 2), A Winter (AW) (Item 4), M Nuttall (MN) (Item 5), C Masters (CM) and H Breckney (HB) (Item 6)

Apologies:

Professor J Derrick (JD), Professor S Hartley (SH), J Jones (JJ)

Secretary:

K Sullivan

  1. Closed Minute and Paper

  2. Closed Minute and Paper

  3. Access Service Update

    • The item was deferred to a future meeting of UEB. 

  4. Period Products Pilot 

    • (AW in attendance for this item)
    • UEB considered a proposal to pilot free access to period products in five locations across campus in support of student hardship and the University’s gender quality commitments. It was highlighted that making these products accessible without barriers would aid those who might suffer embarrassment or stigma in asking for them, given the rise in period poverty during the current period of inflationary pressures. It was indicated that funding the initiative from a central budget, at a cost of c. £108k, would be the most appropriate option, with unspent Cost of Living support resources identified as the potential source of pilot funding unless or until there was sufficient headroom in the EFM budget to cover the commitment. The related paper also provided an indicative model of delivery for the pilot and monitoring and review mechanisms to assess its effectiveness.
    • During discussion, UEB raised and/or noted the following points:
      • The financial prudence needed to negotiate the uncertain external environment meant that additional care would be exercised around non-essential budget commitments.
      • It could be challenging for EFM to oversee the pilot and broader initiative without an uplift in resource.
      • It could be challenging to ensure the provision of period products was reaching those in most need.
    • In light of this and whilst affirming the University’s gender equality commitments, UEB declined to approve the proposal at this time. It was recommended that the appropriate resources could be deployed to support those struggling with period poverty from within the existing student hardship provision.

  5. Travel Management Working Group: Outcomes and Recommendations

    • (MN in attendance for this item)
    • UEB considered the final report of the Travel Management Working Group and its principal findings and recommendations. The Working Group had been established to examine operational issues pertaining to the University’s preferred travel management company, and the related paper summarised the outcome of this investigation together with the conclusions from a pilot project with the School of Health and Related Research (ScHARR) and the proposed next steps.
    • During discussion, Members noted that the risk of continuing with Diversity Travel outweighed that of continuing without a travel management company. It was important to undertake a lessons learned exercise to safeguard against future difficulties in this area. To this end, initial evaluation had identified a lack of sufficient engagement with travel users when the tender process was being scoped. Another area where further attention was required was the publication and associated communication of guidelines for booking University travel.
    • UEB:
      • Noted the work undertaken by the Working Group and the findings of the pilot project with ScHARR; and:
      • Approved the recommendations and next steps set out in the paper, including the appointment of a Travel Manager over an interim period of 12-18 months to oversee business travel at a strategic level and manage multiple stakeholders. This would ensure the realisation of benefits relating to safeguarding, sustainability, and cohesive working across the University. 

  6. Closed Minute and Paper

  7. Report of the UEB Strategic Advisory Group: Student Recruitment and Population

    • (Meeting Held on 22 June)
    • UEB considered and approved the report, noting the updates provided. In particular, the following proposals and recommendations were approved:
      • The postgraduate taught (PGT) programme fee setting changes articulated in the report.
      • The 2024/25 student intake targets detailed in the report.
      • The ELTC course fees for 2024/25.
      • The international scholarships for 2024/25.
      • The recommendations for actions the University could take to in relation to rankings and student recruitment, specifically to minimise the impact of the University’s position in the QS Top 100 World University rankings impact in future years and shift its recruitment focus.
      • The Access Development Project Roadmap and associated next steps.

  8. Report of the One University Mental Health Strategy Group

    • (Meeting Held on 6 June)
    • UEB considered and approved the report, noting the confirmation that the University would receive its Student Minds University Mental Health Charter as one of only seven institutions to achieve the award to date. 

  9. Report of the UEB Estates and Capital Sub-Group

    • (Meeting Held on 13 July)
    • UEB considered and approved the report, noting the Sub-Group's most recent discussions and decisions that had not already been reported to UEB, and approved recommendations relating to capital projects in accordance with the Scheme of Delegation.
    • Edwardian Building
      • UEB:
      • Approved the release of funding of £6m (Phase 2) from the capital programme in order to complete the necessary works to the building facade and undertake relevant roof repairs and the replacement of the identified plant; and:
      • Noted the business case and update provided in the appendices.
      • Noted that that the project already had an approved budget of £1m (Phase 1), and noted the overall project value, once approved, of £7m.
      • Noted that ECSG had agreed to restrict the overall project costs to the CCPG approved level of £7m and to manage the additional funds requested of £144,319 within the contingency budget, which was £825,556.
    • During discussion, UEB also noted the Capital Action Tracker Interdependencies Report, and an update on the issues relating to the Goodwin Sports Centre Pool Scheme, recognising the importance of the facility to students. The CPPG would consider a range of options at its next meeting.

  10. Report of the UEB International Steering Group

    • (Meeting Held on 21 June)
    • UEB considered and approved the report, including:
      • In relation to the Global Reputation Delivery Plan, considered by UEB on 4 July, UEB approved that the Deputy Director of Corporate Communications & Marketing be co-opted onto the International Steering Group
      • In relation to guaranteeing Turing Scheme funding for students’ participation in a period abroad from 2023/24:
        • UEB approved a guarantee of Turing funding for all students spending a semester or year abroad who met household income criteria up to the upper threshold for a means tested student loans (£63,311 in 2022-23) (Groups 1 to 3).
        • UEB approved a guarantee of Turing funding for a two year period to ensure maximum impact.
    • UEB also noted the Steering Group’s discussions on institution-level strategic partnering, the QS Top 100 World University rankings; and the Study Abroad Project.

  11. Round Table

    • Estates and Facilities Management: IW updated UEB on the imminent departure of Keith Lilley, the Director of Estates and Facilities Management. Arrangements were being made to recruit to the role.
    • Departure: UEB recorded its thanks to JL for his dedication and support of UEB’s business over two academic years as Interim Faculty Vice-President of Engineering.