Terms of Reference

 i)  To make decisions on a between-meetings basis on matters which have previously been formally delegated by Council (whether at a meeting or via correspondence)

ii)  To make decisions on a between-meetings basis on matters where an urgent decision is required by externally imposed requirements (e.g. agreement of precise contractual terms before submission to an outside body such a banks, funding agencies, OfS etc).

Constituency

Chair of Council ex-officio (Chair) (or nominated Pro-Chancellor in the absence of the Chair of Council)

The Pro-Chancellors

The Treasurer ex-officio (or Deputy Treasurer)

Vice-Chancellor ex-officio and President

Deputy Vice-Chancellor and Provost

Finance Director (or Deputy Finance Director)

Registrar and Secretary (or Deputy Registrar)

Chair of the Audit and Risk Committee

Deputy Registrar (Secretariat if not attendee)

The Chair of Estates Committee if relevant to the item of business being discussed.

A suggested quorum for the Standing Committee would be a minimum of 5 members, to comprise:

i)       Chair of Council (Chair) or nominee to be drawn from either the Pro-Chancellors or Treasurer
ii)      One Pro-Chancellor
iii)     Treasurer or Deputy Treasurer
iv)     Vice-Chancellor & President or Deputy Vice-Chancellor & Provost
v)      Finance Director or Registrar and Secretary

(Deputy Registrar as secretariat).

Key Principles

i)  To make decisions on a between-meetings basis on matters which have previously been formally delegated by Council.

ii)  To make decisions on a between-meetings basis on matters where an urgent decision is required by externally imposed requirements. (Such matters might include, for example, agreement of precise contractual terms before submission to an outside body (e.g. banks, funding agencies, HEFCE etc).

i)  The Urgent Decisions Group should only be used for urgent matters that will not wait for the next full meeting of Council, should not become a matter of routine and should not be ordinarily used for normal business or for convenience.

ii)  Where several UDGs are required on the same topic, the same membership should normally attend each meeting in order to maintain continuity of knowledge and understanding of the matter

iii)  Where possible, UDG meetings should be supported by a substantive paper to enable members to assimilate and understand the issues being discussed and to serve as the corporate record

iv)  The secretariat for the UDG should be the Deputy Registrar (and servicing the group should be from the Directorate of Corporate and Information Services)

v)   UDG papers and minutes should be circulated to all members of the Council to ensure transparency (except for the exclusions that already exist for reserved business)

vi)  A synopsis paper and substantive agenda item on recent UDG business should be included on the next meeting of the Council to enable scrutiny of decisions by the full Council