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Committee & working group structure

 

Department of Veterinary Medicine

Committees and Working Groups

Structure, purposes and membership

 

August 2014 

A   Decision-making: Head of Department and Department committee structure

The Head of Department has ultimate responsibility for decision-making in the Department. In most cases, the Head of Department takes decisions following discussion with the relevant committee or group.

Decisions regarding policy, objectives and overall strategy are discussed, and decisions made, by the Strategy and Executive Committee, which also plays a role in day-to-day implementation of policy of the Department. The Strategy & Executive Committee is informed by individuals, by the Communication and Engagement group and by other committees.

Where possible, decision-making is devolved to the Chairs of the different Departmental committees, including Research Strategy, Teaching Strategy, and Hospital Management/Strategy, within parameters set by the Strategy & Executive Committee, and with its oversight.

Implementation of decisions is generally devolved to individuals  (e.g. Secretary of the Department for matters that need to go to Faculty Board, Director of Teaching for matters that involve curriculum), or to committees or working groups where, following discussion, the Chair is responsible for deciding on the way forward. Sometimes decision making in complex areas is iterative and requires interaction between an individual or committee and Strategy and Executive Committee.

Some committees have a function in relating with the wider University and discharging statutory duties for the Faculty. These are the Faculty Board and the Veterinary Education Committee, the Faculty Appointments Committee, and the Safety Committee.

The communication of information within a large Department needs to be handled sensitively and in a timely fashion, in order to ensure relevance and avoid misunderstanding. All individuals on committees and working groups have a general responsibility to communicate information accurately into and from committees, unless the information is confidential. Information is available from committee minutes, which in general will reflect items discussed and decisions taken, but will not detail all discussions. If further information is required it is most accurately gathered from the Chair of the committee or working group.

Any comments on specific decisions or committee functions should be fed to the chair of the relevant committee or the Head of Department.

B         Structure and interrelationship of committees

 

 

 

 

 

 

C         Role of Chairs of Committees

1.  To draw up agenda and in case of Research Strategy Committee, Hospital Management/Strategy  Committee and Teaching Strategy Committee identify issues that need to be addressed (these may come from a variety of sources, e.g. Staff-Student Consultative Committee, Hospital Users’ group, Teaching Staff Group etc.). To suggest aims and objectives and possible starting points for strategy discussion.

2.  To ensure at the end of each meeting that specific people are identified to action further development of strategy or implementation of policy.

3.  To ensure that other committees are aware of any developments oractions that may affect their discussions (in this context it might be advisable for Chairs of different committees to consult regularly).

4.  To make final decision on actions in their areas in consultation with the Head of Department.

 D         Committee purposes and membership

Strategy & Executive Committee

Purposes

1.  To receive reports and to act on recommendations from:

Finance Committee

Research Strategy Committee

Teaching Strategy Committee

Hospital Management/Finance/Strategy Committee

IT Committee

Athena Swan Group

Other standing and ad hoc groups (Ethics & Welfare, Hospital Users, Schools Liaison, etc.)

 

2.   To receive advice from the Communication and Engagement Committee

3.   To advise the Head of Department on day-to-day management of the     Department

 4.   To advise the Head of Department on strategic planning for the Department

 5.   To make recommendations for appointments to University and Department committees

 6.   To aid the communication of key decisions to the Department

  Meetings

Every two weeks, supplemented by termly strategy meetings (typically half day duration), which may also involve other key individuals in the Department

Membership

  • Head of Department (Chair)
  • Deputy Head of Department / Dean of the Veterinary School
  • Research Director
  • Director of Teaching
  • Secretary of the Department (Secretary)

Communication & Engagement Committee

Purposes

1.   To facilitate communication across the Department

 2.   To enable the Head of Department to inform, engage and consult with staff over issues as they arise, in order that they may take part in collective decision-making

 3.   For the broader Department to advise the Head of Department and to inform the discussions of the Strategy and Executive Committee

Meetings

One 2-hour meeting each term and one meeting in July

Membership

  • Head of Department (Chair)
  • Members of Strategy and Executive Committee
  • All Professors, Readers, and Readership-level academic staff
  • One representative of each of:
    • IT Committee
    • Schools Liaison
    • EMS
    • Research
    • Graduate Education
    • Teaching, including clinical skills
    • Graduate students
    • Clinical Training Scholars
    • Undergraduate students
  • Two open opportunities for membership, to be advertised to academic and academic-related staff each year with an invitation for interested parties to put themselves forward to serve for one year in the first instance
  • Two open opportunities for membership, to be advertised to assistant staff each year with an invitation for interested parties to put themselves forward to serve for one year in the first instance
  • One open opportunity for membership, to be advertised to postdoctoral staff each year with an invitation for interested parties to put themselves forward to serve for one year in the first instance. 

Finance Committee

Purposes

1.   To agree the Department’s financial strategy                         

2.   To receive reports on:

Research overhead income and expenditure

Equipment income

Donation income and awards

Trading income

Staff costs and commitments

Hospital Finance Committee

 

3.   To act on recommendations and requests from:

Strategy and Executive Committee

University Finance Division

Research Strategy Committee

Hospital Strategy/Finance Committee

Teaching Strategy Committee

 

4.   To discuss and set policy in relation to financial matters, including:

Expenditure of flexible funds, including research overheads

Procurement

Overhead and fee charging

Laboratory and other equipment sharing and charging

Research Grant PI time and shared technician etc. related issues

Audit

Future financial strategy

 Meetings

Six meetings each year: including two meetings each year (October and February) held jointly with the Hospital Finance Committee, which will oversee funds held in PP trading accounts; and two meetings each year that will address teaching-related finance issues.

Membership

  • Head of Department (Chair)
  • Research Director
  • Secretary of the Department
  • Assistant Secretary Finance and Procurement

IT Committee

Purposes

1.   Set strategy and priorities relating to developments in IT

 

2.   Monitor provision of IT infrastructure

 

3.   Advise Strategy & Executive Committee on budget items relating to i) infrastructure and ii) development projects

 

4.   Oversight of due diligence on expenditure

 

5.   Annual review of SLA / service provision and progress with development projects

 

6.   Co-ordinate feedback from and to the Department

Meetings

One meeting each term and once in July

Membership

One member of research staff

One senior University Teaching Officer with clinical responsibilities

One senior University Teaching Officer with IT expertise (Chair)

One or two Information Services representatives as required

Secretary of the Department (Secretary)

 

Research Strategy Committee

Purposes

1.   To promote excellence in research in accordance with the University’s core mission.

2.   To promote understanding within the University of the Department’s basic science and clinical research activities, to promote the visibility of the Department within the University, and to foster internal collaborations.

3.   To identify, maximise and proactively communicate opportunities for research activity in the Department.

4.   To identify and (where possible) to overcome constraints the successful pursuit of research in the Department.

5.   Respond to internal and external research consultations, and to internal and external evaluation exercises, e.g. Research Excellence Framework.

Meetings

Two meetings each year

 Membership

  • Head of Department (Research Strategy Committee only)
  • Research Director (Chair)
  • Two senior academics (basic science research)
  • Two senior academics (clinical research)
  • Research and Graduate Education Officer (Secretary)
  • Research Support Assistant 


Research Staff Meeting

Purposes

1.   Have input into programmes to support research activities in the Department, e.g. courses, seminars, workshops

2.  Proactively anticipate and co-ordinate research equipment bids

3.  Promote the communication of research activities in the Department, e.g. poster day.

4.   Provide forum for exchange of information and opinion with all PI and PI-level academic and research staff in the Department, in order to inform the direction of the Research Strategy Committee

Meetings

Two meetings each year

 Membership

  • Research Director (Chair)
  • Members of Research Strategy Committee (excepting the Head of Department)
  • All PIs in the Department (i.e. those who hold or are eligible to apply for research grants: UTOs, SRAs, Postdoctoral Fellows)
  • Senior Assistant in Research
  •  

Graduate Education Committee

Purposes

1.   To promote graduate education within the Department of Veterinary Medicine.

2.   To ensure best practice in graduate education

 a) By ensuring provision of resources, information and training to graduate students and as needed to their supervisors and advisors.  

b) By responding to changes in Ordinances governing graduate students or their degrees, to changes in the University’s Postgraduate Code or to requests from the Graduate School of Life Sciences or the Degree Committee.

c) By taking an overview of assessments and supervisory reports made in the Department, and where needed deciding on remedial actions.

3.   To assist in provision of funding for graduate studentships

a) By ensuring that the Department takes an active part in all studentship programmes or other competitions relevant to funding graduate studentships in areas cognate to the Department’s interests.

b) By assisting the Head of Department in ranking individual students accepted by the Department in competitions for internal or external scholarship awards.

4.   To maximise training opportunities in the Department of Veterinary Medicine by identifying needs and opportunities for the establishment of training through central or other funding, and enabling proposals for these funds.

Meetings

One meeting per term, plus time limited work done by email or other virtual communication.

Membership

  • Departmental Director of Graduate Studies (Chair)
  • Six members drawn from University Teaching Officers or SRAs
  • One graduate student elected from the student body annually
  • Research and Graduate Education Officer

Term: three years in the first instance.

Nominations to group sought by Chair as needed.

 

Hospital Strategy Committee

Purposes

1.   Report to the Strategy & Executive Committee.

2.   To develop strategies to address long-term aims and objectives agreed by Strategy & Executive Committee.

3.   To discuss and suggest possible long-term aims and objectives to go to the Strategy & Executive Committee for approval for development; to be held in abeyance for future development; rejection.

4.   Strategies suggested go first to Strategy & Executive Committee for approval.

They are then given to a member of the Hospital Strategy Committee to develop an implementation policy, which comes back to Strategy Committee for refinement and agreement. The person developing implementation should discuss the plan with all those involved so that issues can be dealt with outside the committee, or the clear problems identified which need to be solved by the committee, or passed to the Strategy & Executive Committee for a final decision.

5.   Implementation policy then agreed by Strategy & Executive Committee and presented for action at Hospital Strategy Committee.

Meetings

One meeting each term

Membership

  • Dean (Chair)
  • Team leader Medicine/Oncology
  • Team leader Pathology & Clinical Pathology
  • Team leader Small Animal Surgery
  • Team leader Equine
  • Team leader Farm
  • Team leader Anaesthesia
  • Representative of Imaging
  • Team leader Nursing
  • Director of Teaching (Hospital Strategy Committee only)
  • Secretary of the Department
  • Clinical Services Manager (Secretary)

 

Hospital Management/Finance Committee

Purposes

1.   Day-to-day management of clinical services and forward planning for service provision.

When augmented as Finance Committee:

2.   To review monthly management accounts of the Queen’s Veterinary School Hospital.

3.   To commit money for future expenditure on staff and equipment.

4.   To take a strategic view of Hospital finances.

5.   To hold two meeting per year jointly with Finance Committee.

Membership

  • Members of Hospital Strategy Committee (excepting Director of Teaching)
  • Hospital Business Manager
  • Assistant Secretary Finance & Procurement

 

Teaching Strategy Committee

Purposes

1.   Report to the Strategy & Executive Committee.

2.   To develop strategies to address long-term aims and objectives agreed by Strategy & Executive Committee.

3.   To discuss and suggest possible long-term aims and objectives to go to the Strategy & Executive Committee for approval for development; to be held in abeyance for future development; rejection.

4.   Strategies suggested go first to Strategy & Executive Committee for approval.

They are then given to a member of the Teaching Strategy Committee to develop an implementation policy, which comes back to Strategy Committee for refinement and agreement. The person developing implementation should discuss the plan with all those involved so that issues can be dealt with outside the committees or the clear problems identified which need to be solved by the committee in question or passed to the Strategy & Executive Committee for a final decision.

5.   Implementation policy then agreed by Strategy & Executive Committee and presented for action at Teaching Strategy Committee.

6.   To receive minutes of other strategy committees as relevant: Veterinary Education Committee; Teaching Staff meeting; Student Consultative Committee

Meetings

Two meetings each term

Membership

Director of Teaching (Chair)                                      

Dean                                                                           

Secretary of the Department (Secretary)         

Deputy Director of Teaching

Clinical Skills Co-ordinator                 

EMS Liaison Officer                                                   

4th year teaching rep                                                  

5th year teaching rep                                                  

Final Year rotations     Small Animal                          

Final year rotations      Equine                                     

Final year rotations      Farm Animal

Academic Support Officer                                           

 

Teaching Staff meeting

Purpose

1.    Reports to Teaching Strategy Committee.

2.   To transfer information and discuss day-to-day issues arising from the activities of the various teaching areas, and to implement policy.

3.   To address and resolve minor issues arising from these activities.

4.   To identify larger or long-term issues that need to go to Teaching Strategy Committee or Strategy & Executive Committee for development of an aim and strategy for their solution or an executive decision.

5.  To provide a forum for airing of views specific to these areas of activity.

6.  To receive minutes of Veterinary Education Committee, Teaching Strategy Committee, Hospital Strategy Committee (as appropriate), Student Consultative Committee

Meetings

One meeting each term, on final Friday of term, with exception of Easter Term, when meeting takes place on first Monday following the last day of term.

Membership

  • Director of Teaching (Chair)
  • All University Teaching Officers, clinical veterinarians, senior research staff and others involved in delivery of clinical veterinary learning and teaching curriculum
  • Secretary of the Department
  • Academic Support Officer (Secretary) 


Student Consultative Committee

Purpose

1.   Reports to Teaching Strategy Committee

2.   To discuss issues relevant to student learning, teaching, support and pastoral concerns, and brought to committee either by student representatives, staff, or referred from other Departmental committee.

3.   To provide a consultation forum with students for discussion of both academic and pastoral issues

3.  To inform students, through their representatives, of developments within the Department relevant to them

4.   To receive minutes of Teaching Staff Meeting, Teaching Strategy Board, Veterinary Education Committee

Meetings

Two meetings each term

Membership

Deputy Head of Department / Dean of the Veterinary School (Chair)

Director of teaching

Senior clinician

Academic staff responsible for Library

Academic support officer (Secretary)

4th year student representative

5th year student representative

6th year student representative

President of CUVS

Student Faculty Board representative

 

Schools Liaison Group

1.   Reports to Veterinary Education Committee

2.    To interact with College admissions and recruitment activity with respect to veterinary medicine

3.    Outreach strategy

4.    Outreach events organisation

5.    Academic input to facilitate roles of Academic Support Officer and Academic Support Assistant

6.   Monitor budgets (Admissions Interviews tours, Open Days, Offerands Day, and VetCam) and put forward proposals to the Executive Committee for ongoing funding to support as necessary

Meetings

One meeting each term.

Membership

  • Schools Liaison Officer (University Teaching Officer in the Department – Chair)
  • Head of Department of Veterinary Medicine (ex officio)
  • Deputy Head of Department of Veterinary Medicine (ex officio)
  • Academic Support Officer (Secretary)
  • Academic Support Assistant
  • Secretary of the Department
  • Three representatives of preclinical Departments
  • Student representative (VetCam co-ordinator)

 

Library Users Group

Purposes

1.   Reports to Teaching Strategy Committee

2.    Provide regular review of Departmental Library provision.

3.     Monitor library facilities, in particular books and journals.

4.      Monitor library budget.

5.      Consider University developments that affect Library.

Meetings

Two meetings each year, January and July

Membership

Librarian (Secretary)

Academic staff member with responsibility for Library

One representative of clinical staff

Facilities Support technician

One graduate student

One clinical student

Secretary of the Department

 

Space Allocation Group

Purpose

1.   Day-to-day decisions about immediate space needs in the Department.

Meetings

Six meetings each year

Membership

  • Head of Department (Chair)
  • Deputy Head of Department
  • Director of Teaching
  • Clinical Services Manager
  • Facilities Manager
  • Secretary of the Department (Secretary)


Animal Users Group

1.   To consider all issues regarding the use of experimental animals in the Department of Veterinary Medicine.

 

Ethics & Welfare Committee

Purposes

1.   Reports to Head of Department.

2.    Clinical: to promote a programme of audit of welfare of cases in the care of the Hospital clinics.

3.     Teaching: to ensure the maintenance of good welfare and handling protocols for animals used for teaching; to promote the replacement of animals in teaching through the introduction of clinical skills training; animals owned by the Department to be maintained and used in teaching or for clinical purposes in a proper manner and ethically.

4.     (Clinical) Research; to approve applications for projects in the teaching, clinical and (clinical) research to the agreed deadlines, and to ensure that projects are undertaken in a proper manner both scientifically and ethically; to ensure that consent forms are fit for purpose; to monitor the taking of samples, to ensure that they are taken for a recognised purpose.

Meetings

Two meeting each year, April and September

Membership

  • Senior individual with experience of Home Office and welfare issues (Chair)
  • Two senior clinicians
  • Two clinicians with interest in Home Office and/or animal welfare
  • Head Nurse Small Animal Wing
  • Named Veterinary Surgeon, Management Group A
  • In attendance: Head of Health and Safety Division

                                                                                   

Athena SWAN Group

Purposes

1.   Reports to Strategy and Executive Committee

2.   To prepare submissions for Athena SWAN Awards and renewals of awards

3.    To follow up and implement actions from Athena SWAN submission action plans and feedback from central Athena SWAN.

4.    To promote the principles of Athena SWAN in the Department.

5.    To promote and communicate the Department’s Athena SWAN initiatives internally and externally.

Meetings

Ten meetings each year.

Membership

  • Senior University Teaching Officer (Chair)
  • Representatives of academic, academic-related and research contract staff
  • Representatives of graduate and undergraduate students
  • Assistant Secretary Human Resources
  • Secretary of the Department (Secretary)


Safety Committee

Purposes

1.   To receive regular reports from the safety sub-committees, i.e.           COSHH/Chemical Hazards Committee, Genetic Modification Committee,             Pathogen Hazards Committee, Radiation Protection Subcommittee, Laser       Safety Officer.

2.   Through these sub-committees to discharge statutory duties regarding safety   issues within the Department of Veterinary Medicine.

3.    To report to and advise the Head of Department on all issues regarding safety in the Department.

4.    To make recommendations regarding safety issues in the Department of Veterinary Medicine.

Meetings

One meeting each term

Membership

Head of Department or representative (chair) 

Safety Adviser Laboratories / Chair, COSHH Subcommittee

Facilities Manager

Biomedical facility/animal users

Radiation Protection Officer / Chair, Radiation Protection Subcommittee

Safety Officer, Assistant Safety Advisor

Safety Adviser Farm Animals and Horses

Safety Adviser Hospital

Hospital Clinical Services Manager

Laser Safety Officer

Assistant Staff Representative /Chief Safety Technician

Chairman Genetic Manipulation Subcommittee / Biological Safety Officer

Director of Teaching

Safety Officer, School of Biological Sciences

Assistant Secretary Human Resources (Secretary)

Postgraduate Student Representative

Student Representative

 

Appointments Committee for the Faculty of Veterinary Medicine

New Statutes & Ordinances, 2014, p. 81

Special Ordinance C (x)

Appointments Committees (Special Ordinance under Statute C XIII 3)

Purpose

1.   Appointment and re-appointment of University Lecturers

Meetings

As required

Membership

(a) the Vice-Chancellor (or a duly appointed deputy) as Chair;

(b) (ii) the Head of Department;

(c) three persons appointed by the Faculty Board or, in the case of a Lectureship established in a Department independent of any Faculty or an institution independent of any Department or Faculty, three persons appointed by the comparable authority concerned;

(d) two persons appointed by the General Board;

 

Faculty Board of Veterinary Medicine

Purposes

Statutes and Ordinances, 2010, Statute C, p. 22, paras. 7-12

 ‘7.        A Faculty Board may make recommendations to the General Board for any changes which it considers desirable in the Ordinances for those examinations with which it is concerned.

8.         Each Faculty Board shall submit to the General Board nominations of such examiners as it is required by Ordinance of the General Board to nominate.

9.         Each Faculty Board shall be responsible to the General Board for ensuring the provision of appropriate instruction and adequate facilities for research in the subjects of the Faculty, for preparing the teaching programme of the Faculty, and for ensuring that the teaching given is of a high standard.

For the discharge of these duties it shall be empowered:

(a) to make representations to the General Board concerning the resources needed by the Faculty for the support of its activities in teaching and research;

(b) to prescribe the subjects in which instruction is to be given in the teaching programme of the Faculty;

(c) to authorize courses of lectures and other instruction to be given by persons not holding University offices, under such conditions of remuneration as may be approved by the General Board;

(d) to report to the General Board if any University officer in the Faculty is not performing satisfactorily the duties of his or her office or is not fulfilling the conditions attaching to it.

10.       The Secretary of each Faculty Board shall be responsible for the proper application of the funds available to the Faculty, other than those for which Heads of Departments are responsible under the provisions of Statute C, V, 3(c), for ensuring that the approved estimate of expenditure is not exceeded,

and that the accounts are correctly maintained; provided always that if the General Board so requires these duties shall be assigned by the Faculty Board to some other person approved by the General Board.

11.       Each Faculty Board shall submit to the General Board, in accordance with arrangements determined by Ordinance, estimates of annual expenditure for consideration by the Board in accordance with Statute C, I, 1(b).

12.       A Faculty Board shall prepare any reports on the work of the Faculty which the General Board may require.’

Receives minutes of Faculty Board of Biology, Veterinary Education Committee

Meetings

Two meetings each term and one meeting in July if sufficient business

Membership

(a)  (i) Head of Department (ii) Professorial members (4); elected by professorial members ‘or such other manner…on recommendation of Faculty Board’ (cf. Statutes); two or four years, as determined by Faculty Board, from 1 January following election

(b)  Council appointments (2); on nomination of Faculty Board; two years from January following nomination

(c)   Faculty Board appointments (4); elected by members of Faculty at Annual meeting in November; four years from 1 January following election

(d)   Members (4) co-opted by Faculty Board in November (or at any time of year); one year from 1 January following co-option (or period of months between co-option and end of current calendar year)

(e)   members appointed by Faculty Board of Biology (2); member appointed by Faculty Board of Clinical Medicine (1); Director of Medical and Veterinary Education in the Faculty of Biology (1), two years from 1 January

(f)    undergraduate members (2); elected by students on electoral register in March; one year from 1 April (informal arrangement with Education Section)

 

Veterinary Education Committee

Statutes & Ordinances, 2010, p. 147

Purposes

1.   To take an overview of the veterinary course both preclinical and clinical and to monitor the course so it forms a coherent whole. To ensure that the balance of elements in the curriculum is appropriate and that standards in different subjects are consistent.

2.   Advise Faculty Boards of Biology and Veterinary Medicine on:

a. matters relating to veterinary education, admission policies, student statistics and examination results.

b. matters relating to resources needed for the provision of veterinary education.

c. proposals for changes in the veterinary curriculum and other examinations.

3.  To provide a forum for discussion and identification of issues that impinge on both parts of the course, and to decide on the appropriate forum for these issues to be considered and addressed

4.  To provide a forum for staff from both preclinical and clinical areas to hear of developments in both parts of the course.

Receives minutes of Teaching Strategy Committee, Faculty Board of Biology, MVST Part I Committee, Faculty Board of Veterinary Medicine

Meetings

One meeting each term.

Membership

a)         Head of Department or Deputy (Chairman)

b)         Director of Education in the Faculty of Biology

c)         Secretary of the Faculty Board of Veterinary Medicine

d)         4 members appointed by the Faculty Board of Biology

e)         4 members appointed by the Faculty Board of Veterinary Medicine)

f)         1 member appointed by the Senior Tutors’ Committee

g)         Student Faculty Board representative                     

Students co-opted at request of Royal College of Veterinary Surgeons:            

CUVS President

6th year representative

5th year representative

4th year representative

3rd year preclinical

2nd year preclinical


Degree Committee

Statutes and Ordinances, 2010, Statute C, p. 24, para 3

‘3.   Subject to the powers of the Board of Graduate Studies, it shall be the duty of each Degree Committee to exercise such functions as may be prescribed by Ordinance of the General Board in respect of the approval of students as Graduate Students and the supervision of their work, the award of degrees, diplomas, and certificates in respect of graduate study or contributions to learning, and other cognate matters.’