Senate Minutes 17 June 2020

In attendance

858 Welcome and introductions

The Chair welcomed all to the meeting and noted the meeting would be recorded to assist with production of the attendance list and minutes.

859 Apologies for absence

NOTED that apologies received would be recorded in the Minutes.

860 Minutes

The Minutes of the meeting of Senate held on 19 February 2020 (paper 19/679) were confirmed as a true record.

861 Matters Arising

There were no matters arising.

862 Declaration of Interests

The Chair reminded members of their requirement to disclose any direct or indirect interests which could influence their judgement. Disclosure of interests should be made before an item was discussed and the individual concerned should either withdraw from the meeting or not take part in the discussion, as appropriate for that part of the agenda.

NOTED that no member disclosed any interests.

863 Vice-Chancellor's Report to Senate

Received paper 19/680 ‘VC Report to Senate’. The Vice-Chancellor introduced the paper.

Noted

863.1 that the paper had been incorrectly named ‘VC Report to PRC’;

863.2 that the University was recasting the Way Forward in light of the current COVID-19 situation and the proposed changes were out for consultation;

863.3 that in relation to the Black Lives Matter protests, the University was taking this very seriously and working hard on a response to the situation and to the issues being raised by students and others; it was important to actively listen to the community and the Vice-Chancellor had drafted an open letter in response to communication from students, staff and societies;

863.4 that a concern regarding a pattern of behaviour within the Dental School had been raised and was being urgently investigated by the joint Heads of School;

863.5 that suggestions of actions the University could take in relation to Black Lives Matter were welcome;

863.6 that due to the current environment and recruitment freeze, expressions of interest were being invited, internally initially, for the role of Pro Vice-Chancellor for the College of Biomedical life Sciences;

863.7 that in response to a question, it was emphasised by the Vice- Chancellor that the aim to ensure financial sustainability did not override the need to ensure health, safety and wellbeing of staff and students and that, rather than competing, these were inextricably linked and interdependent priorities;

863.8 that given the current situation, it had been necessary to move quickly on recasting The Way Forward, and any amendments to academic policies and procedures would be brought through Academic Standards and Quality Committee (ASQC) and Senate for approval;

863.9 that it would be of benefit to ensure efficiencies and amendments to delivery of education were created with disciplines, as opposed to only being imposed from management, to ensure academic input oversight; the Vice-Chancellor agreed that it was important to work together at this time and noted a large majority of initiatives came from listening to and meeting with students, academics, and Heads of School.

864 Reopening the University

The Vice-Chancellor provided an oral update on this item.

Noted

864.1 that the Vice-Chancellor was leading a Task Force to ensure the campus could be opened reasonably and safely to restart research activity and deliver on campus teaching in 2020/21 within the constraints of social distancing;

864.2 that there had been effective co-ordination on this, with remote working allowing for larger meetings to be held more easily and relevant expertise to be involved;

864.3 that the University was aiming to provide a high-quality blended online and on-campus student experience and the Students’ Union had been a key part of discussions and planning, represented across all relevant governance groups;

864.4 that the overriding objective was to ensure the protection of health and wellbeing for all;

864.5 that although the situation seemed more positive, there were still a large number of changing variables which made it very hard to predict how the situation would look in September;

864.6 that key considerations included, under continued and very likely changing restrictions:
*Building and classroom capacity;
*Timetabling under social distancing constraints that may change;
*Residences provision and practical operations;
*Cleaning regimes of buildings, facilities and equipment;
*If and how students would be able to travel to the University and the implications of quarantine rules;
*The use and need for face masks;
*Ensuring any face-to-face teaching is also provided on-line, to ensure a continuity of teaching for students shielding, unable to travel, for those that may need to self-isolate or if teaching staff are unable to attend;
*The possibility of a second wave or a jump in cases;
*The relationship with communities in the area, who may have concern over the influx of students to Cardiff and their behaviour;

864.7 that the University was continuing to work on the possibility of providing its own testing facility;

864.8 that the University needed to ensure a culture of complying with social distancing rules; there would need to be effective and clear education and communication on this.

865 Update on Education

Ms Claire Morgan delivered a presentation on this item.

Noted

865.1 that a significant volume of work had been undertaken to revise the provision of education to the end of this academic year and to review it for the next academic year;

865.2 that the University had coped well with the move to deliver learning and
teaching remotely;

865.3 that for the 2020/21 academic year, the University wished to provide a blend of high-quality online teaching and on-campus student experience; this would be dictated by social distancing rules and required the University to be flexible as guidance was likely to change;

865.4 that a variation framework had been introduced in April 2020 to provide authority to Boards of Study to propose changes to the 2020/21 provision (with appropriate oversight by the School Board/Heads of School) and specifying those changes which would need to be recommended for approval by the Chair of ASQC;

865.5 that a Safety Net Policy had been agreed to ensure that students’ award classifications reflected their academic attainment on the degree programme, and that the degree classification was not affected by any potential dip in their academic performance in assessments undertaken during a period of disruption;

865.6 that the University had written to current students and applicants to confirm the approach the University would be taking for the 2020/21 academic year and a plan was in place to maintain regular contact;

865.7 that a Digital Education Progamme was being rapidly developed with academic disciplines and input from c.150 staff from across the institution;

865.8 that UEB had approved the re-open of Library Provision for 2020/21 to include a click and collect serviced and bookable socially distanced study space;

865.9that graduation ceremonies for 2020 graduates would be held in July 2021 provided circumstances permit; some virtual ceremonies were being undertaken this summer;

865.10 that the University was now entering the Examining Board period and thanks were extended to all who would be involved in this critical activity;

865.11 that a large piece of work was being undertaken to provide an initial assessment of teaching spaces (including labs and IT facilities);

865.12 that next steps included reviewing start dates, ensuring accessibility for all students, reviewing the assistance PGRs can provide for teaching, managing placements, and reviewing assessments;

865.13 that the University needed to ensure there remained oversight of the quality of education and academic standards as there remained the need to meet regulatory requirements;

865.14 that the University continued to work closely with the Students’ Union to review the entire provision for students and were in regular communication;

865.15 that discussion with students on possible provisions for 2020/21 were encouraged and it should be noted programme variations were not yet agreed.

Resolved

865.16 for the PVC Education and Students to confirm who has been consulted in relation to the proposals relating to the provision of placements.

866 Research Update

Professor Kim Graham provided an oral update on this item.

Noted

866.1 that in light of the current situation, an amended governance structure had been introduced in relation to the Research Innovation and Enterprise Strategy Groups; three sub-groups had been added: the PGR Strategy Group; the Research Infrastructure Group; and the Funder Oversight Group;

866.2 that the PGR Strategy group was reviewing the enhanced support that needed to be provided to PGRs in the current situation; this included:
.1 ensuring quality and standards were maintained;

.2 ensuring effective communication with PGRs and schools on the issues they are facing

.3 to review financial hardship and possible assistance;

.4 to provide a 3-month funded extension, on a case-by-case- basis, for students who need to continue beyond their funded period to obtain critical research for their theses; all students who do not have a funded extension and who are within 6- months of their submission deadline can also apply for a COVID- related 3-month no-cost extension;

.5 theses now able to be submitted electronically and vivas held remotely;

.6 surveying final year UKRI-funded students regarding extensions and also collating information on first and second year UKRI- funded students;

866.3 that the Research Infrastructure Group fed into the main University Task Force and had been reviewing requests by researchers to access research facilities for urgent and essential work; currently 276 researchers had been approved for this;

866.4 that in light of the current situation, the remit of the Funder Oversight Group had been amended; key findings of the group included;
.1 applications value for 2019/20 (the last 10 months) was £463.9m, slightly up from the same time last year (£463.3m); in March 2020 this figure was £62.7m ahead, suggesting that COVID-19 had resulted in a slowing of grant submissions;

.2 that the University has been awarded some COVID related grants, but the success is below some of our competitors;

.3 that the Group was working on a comprehensive plan for encouraging and supporting academics to submit research applications, especially with staff working from home;

.4 that ideas were welcomed from staff on how to engage with grant funding;

866.5 that in relation to REF;

.1 the original November 2020 submission date had been moved;

.2 that the revised submission date was likely to be the end of March 2021 but this was not yet confirmed;

.3 that the University was reviewing possible mitigations for areas of submission affected by COVID-19;

.4 that work in the next few months would focus on impact and environment;

.5 that the University was looking to prepare for the submission whilst taking into account the current workload pressures on staff;

866.6 that the University was not currently proposing to reintroduce the research leave scheme; however work was being undertaken to evaluate the DISGLAIR (Darlithwyr Disglair or Brilliant Lecturers) Scheme which provided development for T&R staff and supported academics wishing to take research leave;

866.7 that thanks were extended to all those across the University who had assisted in research during this time.

867 Student Recruitment and its implications

Professor Rudolf Allemann provided an oral update on this item.

Noted

867.1 that the University had had two very successful years of recruiting students and there had been a collaborative effort across the whole University to achieve this;

867.2 that as at 1st June 2020, undergraduate and PGT applications were up by nearly 16,000 applications (24%) from the same time the previous year; there was also a 21% increase in offers made when compared to last year;

867.3 that the key issue related to converting these applications to a firm decision for students to attend the University to study in September; at present these conversion rates were lower than usual;

867.4 the University has therefore been modelling two possible scenarios relating to fee income from students for the 2020/21 academic year, one described as “negative” and one as “realistic”;

867.5that work had been undertaken with central, school and college colleagues to review the likely students who will enrol in September and this had resulted in expectations that 70% of home students would enrol and 30% of international students;

867.6 that these figures were a best estimate and were dependent on guidance at the time relating to social distancing, provision and cost of flights, relevant country’s response to COVID-19 and the possibility of a second wave of the virus; there was therefore a chance figures could improve or worsen;

867.7 that it was crucial that prospective students viewed positively the high- quality blend of online and on-campus student experience that would be offered in 2020/21;

867.8 that the University was ensuring prospective students were regularly communicated with and had the latest information;

867.9 that the University had used various sources and calculations to arrive at the figures presented and these had largely presented the same results;

867.10 that some students were recanting on deferring their studies, as the current situation had limited the options available for a gap year;

867.11 that there may be a trend for students to move to an institution closer to home; this would have a negative effect for the University as the majority of undergraduate students are from England;

867.12 that the University were keen to encourage students to stay on for postgraduate courses, but there was a need to ensure this was not seen as exploiting the crisis, as other institutions had been accused of this.

Resolved

867.13 for the Professor Allemann to the ensure the calculations used to determine the figures presented are shared.

868 Report from the Chair of Academic Standards and Quality Committee (ASQC)

Received papers 19/681 ‘Report from Chair of ASQC’, 19/682 ‘ASQC Minutes 29 April 2020, and 19/683 ‘ASQC Minutes 03 June 2020’. Ms Claire Morgan introduced the paper.

Noted

868.1 that the interim Pro Vice-Chancellor Education and Students was formally welcomed to her first meeting of Senate and thanked for her work to date;

868.2 that the Degree Outcomes Statement was originally due to be published by the end of the current academic year; this deadline had been extended to the end of the 2020 calendar year and a draft statement would be brought to Senate in November 2020;

868.3 that the ARE process for 2019/20 had been completed and enhancements agreed for the 2020/21 process to ensure that it remained proportionate and timely, and took account of the circumstances under which the University would be operating;

868.4 that the Vice-Chancellor had approved the Variation Frameworks for the 2019/20 and 2020/21 academic years and the Safety Net Policy, and that ASQC had approved the Procedures for Higher Doctorates;
1. that there were two items for consideration by Senate:

.1 an update on the QER which would be covered under a separate agenda item;

.2 the recommendation to approve the new Programme Development Policy; this would allow Boards of Study to approve programmes and therefore reduce the number needing approval by the Programme and Partner Standing Panel.

Resolved

868.6 to approve the revised Programme Development Policy.

869 Quality Enhancement Review (QER) Report and Plan

Received paper 19/685 ‘QER Outcome Report’. Ms Claire Morgan introduced the paper.

Noted

869.1 the QER report was very positive, with no recommendations made and it confirmed that Cardiff University meets the requirements of the ESG Part 1 for internal quality assurance, and the relevant baseline regulatory requirements of the Quality Assessment Framework for Wales;

869.2 that thanks were extended to the Students’ Union, and especially the Students’ Union President, for providing their written submission and assistance with the QAA visits earlier in the year;

869.3 that the University was required to issue an action plan, addressing the Review Team’s affirmation to implement a revised annual monitoring process to the review and enhancement of student experience.

Resolved

869.4 to recommend that Council approve the Quality Enhancement Review (QER) Action Plan.

870 Ordinance Amendments

Received paper 19/686 ‘Ordinance Amendments’. The Vice-Chancellor introduced the paper.

Noted

870.1 that the amendments proposed captured the revised name from Pro Vice-Chancellor Student Experience and Academic Standards to the Pro Vice-Chancellor Education and Students.

Resolved

870.2 to recommend Council approve the ordinance amendments detailed in paper 19/686 to amend the title to Pro Vice-Chancellor Education and Students.

871 Student Charter and SU Relationship Agreement Review Update

Received paper 19/687 ‘Student Charter & Relationship Agreement Review Update’. Ms Claire Morgan introduced the paper.

Noted

871.1that the paper provided a summary of the review process and an update would be brought to the next meeting of Senate.

872 The Student View (previously Student Written Submission) and University Response

‘Received papers 19/688 ‘The Student View 2020’ and 19/689 ‘University Response to The Student View 2020’. Ms Claire Morgan and Ms Jackie Yip introduced the paper.

Noted

872.1 that a new format had been trialled for the Student’s View and it was hoped this would continue to be used;

872.2 that the University Response had been framed with the COVID-19 situation in mind; however the Student View had been drafted before the current situation;

872.3 that the Students’ Union thanked the University for its response;

872.4 that the University thanked the Students’ Union for their hard work in bringing these issues to light and looked forward to continuing the positive relationship.

873 Partnership with University of Bremen

Received paper 19/690 ‘Partnership with University of Bremen’. The Vice-Chancellor introduced the paper.

Noted

873.1that the paper provided details of a proposal to move to a strategic partnership with the University of Bremen;

873.2that there continued to be dialogue and discussions between both institutions.

Resolved

873.3 to recommend Council approve the proposal to form a Strategic Partnership with the University of Bremen.

874 Any other business

Noted

874.1that the deadline for nominations for vacancies on committees, including Senate and Senate representation on other committees, is 12pm on Friday 19th June 2020;

874.2that the outgoing Students’ Union sabbatical officers were thanked for their hard work during the year and Senate looked forward to welcoming back Tomos Evans and Jude Pickett in their new roles next year.

875 Emeritus/Emerita Professors and Readers

Received paper 19/691 ‘Emeritus and Emerita Titles’.

876 Research Grants and Contracts

Received paper 19/692 ‘Research Grants and Contracts’.

877 Date of next meeting

NOTED that the next meeting would take place at 2.15pm on 11th November 2020.