ST ANTONY’S COLLEGE
1. The Warden
The election of the Warden shall be invested in the members of the Governing Body other than the Warden and shall be conducted as set out in College Statute II.
The person elected to the office of Warden shall sign the following declaration as soon as convenient, in the presence of at least two of the electors, who shall affix their signatures to the declaration as witnesses thereto:
"I, N.M., hereby declare that I will truly and faithfully discharge the duties appertaining to the office of Warden of St Antony’s College in the University of Oxford to which I have been duly elected."
The election with the name of the person elected Warden shall be forthwith certified to the Visitor under the College Seal.
1.2. Term of Office
The person elected shall hold office from the day of his or her election or from the day upon which the office of Warden becomes vacant whichever be the later. The term of office shall last until retirement age or earlier if the Warden elects to vacate the office at an earlier date.
1.3. Restriction on Paid Offices and Employment
The Warden shall not be entitled to hold any paid office or employment other than that of Vice-Chancellor of Oxford University, without the permission of the Governing Body. Any request by the Warden to be permitted to hold a paid office or employment shall be circulated with the agenda papers for the meeting at which the request is to be considered.
The retirement date for the Warden shall be the 30th September following his or her seventieth birthday.
The Warden shall be entitled at any time to inform the electoral body, either by giving notice to each member in writing or at a meeting of the Governing Body, that he or she intends to vacate the Wardenship at a date which (except by the consent of the Governing Body) shall not be earlier than the last day of the ensuing Full Term. On receipt of such notification the electoral body shall be summoned as soon as may be under Statute II.2 to make arrangements for the election of a new Warden.
1.6. Absence of the Warden
So far as may be consistent with the due carrying on of the work of the College, the Governing Body may give leave of absence to the Warden for purposes of study or research, or for other sufficient reason; except that the Warden need not request leave for periods of absence which in aggregate do not exceed two weeks within any full term.
1.6.1. The Warden granted leave of absence under this clause shall be entitled to draw his or her full salary and allowances for a period of absence not exceeding 3 terms taken either singly or consecutively in each seven year period from the date of election. In other cases he or she may draw his or her salary and allowances in full or in part, or be granted leave without salary as the Governing Body shall in each case determine.
1.6.2. In the event of the Warden’s absence, or if the Warden being resident shall be temporarily incapable of performing his or her duties, the Sub-Warden shall during the absence or incapacity of the Warden perform the functions and exercise the powers of the Warden, and in the event of the death or resignation of the Warden, shall continue to perform such functions and exercise such powers until a new Warden assumes his or her office.
1.6.3. In the event of the Warden being ill or otherwise absent for a period in excess of eight weeks, or when the office of Warden is vacant for any reason, Governing Body may, if it so chooses, elect an Acting Warden to discharge the duties and exercise the powers of the Warden. The procedures for such an election will follow the pattern set down for the election of the Warden under College Statute II.
2. Governing Body
2.1.1. The academic members of Governing Body, Governing Body Fellows, are elected by the members of Governing Body including the Warden.
2.1.2. In addition to the Warden and the academic members of Governing Body the Bursar may be elected a Fellow of the College and become a member of Governing Body.
2.1.3. Governing Body Fellowships are tenable by persons as set down in Statute III 1(a).
2.1.4. No person disqualified under the Charities Act 2006 or its successor legislation may be a member of Governing Body.
2.2. Procedure for election
2.2.1. Governing Body shall determine who shall represent the College on a selection committee for a Governing Body Fellow. The College is represented on the electoral board for the election of Governing Body Fellows whose appointment depends on their appointment to a University post.
2.2.2. The Warden will submit a proposal for the election of a Governing Body Fellow to Governing Body if and when he or she considers such a proposal to be appropriate.
Such a proposal to Governing Body will always be supported by relevant information, including a curriculum vitae, which will be circulated with the appropriate agenda for a Stated General meeting of Governing Body. The admission shall be by the Governing Body at a closed Stated General Meeting on such terms as it sees fit. Any stipend or benefits shall be decided by Governing Body after considering the recommendation of the Remuneration and Conflicts of Interest Committee.
2.2.3. A Governing Body Fellow who holds a University post shall vacate his or her Fellowship and any office which he or she holds in the College on resigning or otherwise vacating his or her University post.
2.3.1. There shall be at least six Stated General meetings of Governing Body during the academic year. These shall be held in each University Term, normally in Second Week and Eighth Week.
2.3.2. The Warden may at any time summon an Extraordinary General Meeting of the Governing Body and must do so if two or more members thereof request in writing that such a meeting be held.
2.3.3. Not less than five working days notice of every Stated General Meeting and of any Extraordinary General Meeting shall be given to the members of the Governing Body.
2.3.4. The Governing Body may from time to time in a Stated General Meeting make, alter and revoke any By-laws.
2.3.5. An alteration to the College Charter and/or Statutes may be proposed at a Stated General Meeting of the Governing Body and then confirmed at a further meeting of the Governing Body specially summoned for the purpose, provided that on each occasion at least two thirds of the members present shall vote in favour of it.
2.3.6. At any Governing Body Meeting all members of the Governing Body of the College shall be present. Any member unable to attend must give good reason in writing to the Warden.
2.3.7. Any Fellow who has a conflict of interest concerning any matter before the Governing Body shall declare that interest and shall withdraw from the meeting when that matter is being considered.
2.3.8. Any meeting of the Governing Body may be adjourned by resolution of the meeting, to a day to be specified in the resolution.
2.3.9. Governing Body may delegate any of its functions to sub-committees consisting of at least two members of the Governing Body. These sub-committees shall report to Governing Body as appropriate.
2.4. Quorum and voting rights
2.4.1. The business of the College may be dealt with at meetings of the Governing
Body provided at least half of the Governing Body exclusive of those members who have been granted leave of absence from the College for any reason shall have been present for items on the published agenda and at least two-thirds for items not on the published agenda (i.e. items added to the agenda under the heading "Any Other Business").
2.4.2. Decisions shall be determined by simple majority of those present and voting except when changes are proposed to the Charter or Statutes when at least two thirds of the votes of those present and voting shall be needed to determine the matter.
2.4.3. In any vote on the re-election or the removal of a member such member shall not vote and shall not be counted in reckoning any necessary quorum or majority.
2.4.4. There shall be up to three representatives from the Graduate Common Room entitled to sit in attendance on Governing Body except for closed business.
2.4.5. The Governing Body may at a Stated General Meeting, provided that at least two-thirds of the members of the Governing Body are present when the motion is put, suspend the provisions of any of these By-laws.
2.5. Closed Meetings
Parts of Governing Body meetings may be closed, i.e. without Graduate Common Room representatives in attendance. Closed business is restricted to the appointment and/or remuneration of individuals, issues affecting the terms of employment and/or entitlements of Governing Body Fellows or other Senior Members generally, including matters relating to Emeritus Fellows, and staff and disciplinary matters and any other matter which the Governing Body shall from time to time determine.
2.6. Agenda and Minutes
2.6.1. The College Registry will be responsible for organising the preparation of Agenda papers for all Stated General Meetings in consultation with the Warden and the Bursar and for arranging for the taking of Minutes of all Stated General Meetings and ensuring that copies of all such notices and documents as are required by any Statute or By-Law are sent to the members of the Governing Body. The open meeting minutes, excluding the Warden’s announcements, commercially sensitive information and any confidential matters relating to named persons, will be published electronically.
2.6.2. An Agenda shall be sent to the Warden and each of the other members of the Governing Body not more than ten or less than three working days before each Stated General Meeting or Extraordinary General meeting. Such Agenda papers shall specify the items of the business to be transacted at the Meeting, and in particular, shall contain all motions to make, repeal or amend a Statute or By-Law, or motions for the election or re-election of Fellows entitled to membership of the Governing Body under College Statute III.1(a) and for the election of all other persons who shall be put forward for election to academic posts or other posts including those determined by Governing Body.
2.7. Financial matters
2.7.1. Governing Body reserves to itself approval of the annual budget and authorisation of any unbudgeted expenditure exceeding £5,000 and of any unbudgeted increase in the College's personnel establishment.
2.7.2. No application or proposal for any grant of money shall be entertained at any Meeting, unless reasonable notice thereof shall have been given to the Warden or Bursar.
2.7.3. Governing Body may out of Corporate Revenues not required for the purposes of the Statutes set apart from time to time such a sum as it may think fit to form a reserve fund for new College buildings or repairs to College buildings, or for acquiring or providing houses or buildings to be occupied and used in connection with the College and for College purposes, or for other desirable or necessary expenditure for College purposes provided that the sum so set apart in any year shall not be allowed as a deduction from the sum upon which the contributions of the College for University purposes in that year are assessed.
3. Academic appointments
All academic appointments to the College will be decided by Governing Body which may elect such persons as it considers fit to be Fellows of the College with due account being taken of entitlements under the University Statutes and Decrees.
3.2. Categories of membership or association
Governing Body has established clear criteria for each category of membership or association with the College and will receive recommendations from the Management Executive Team which will apply those criteria in deciding whether to recommend a particular appointment to Governing Body.
3.3. Stipends and Benefits of Fellows
3.3.1. The Governing Body shall determine the stipends and benefits of all members of Governing Body after receiving recommendations from the Remuneration and Conflicts of Interest Committee as set out in College Statute V(4).
3.3.2. No Fellowship except an Honorary or an Emeritus Fellowship shall be tenable with a Headship of a College of Private Hall or with a Fellowship (other than an Honorary or an Emeritus Fellowship) in any other College or Private Hall.
3.4. Categories of non-Governing Body Fellowships
The various categories of such non-Governing Body Fellowships are:
3.4.1. Emeritus Fellowships
The Governing Body may at any Stated General Meeting by the votes of not less than two thirds of those present and voting elect to an Emeritus Fellowship any person who has held the office of Warden or who, having been a member of Governing Body has either (a) been a Governing Body Fellow for at least five years if their leaving the College coincides with their retirement or (b) been a Governing Body Fellow for at least fifteen years.
An Emeritus Fellow shall receive no stipend from the College and shall not be eligible for membership of the Governing Body, but he or she shall be entitled to enjoy such privileges and advantages as the Governing Body shall from time to time determine.
3.4.2. Honorary Fellowships
The Governing Body may at any Stated General Meeting by the votes of not less than two thirds of those present and voting elect to Honorary Fellowships one or more distinguished persons who have a close connection with the College or have excelled in fields of interest to the College or have rendered outstanding service to the College or could be expected to render such service in the future.
Honorary Fellows shall not receive any pecuniary emolument but shall be entitled to enjoy such other privileges and advantages as the Governing Body shall from time to time determine.
3.4.3. Foundation Fellowships
The Governing Body may at any Stated General Meeting by the votes of not less than two thirds of those present and voting elect to a Foundation Fellowship any person who has made, or is expected to make, a significant financial contribution to the College or to the funding of new or ongoing programmes or posts.
Foundation Fellows shall not receive any pecuniary emolument but shall be entitled to enjoy such other privileges and advantages as the Governing Body shall from time to time determine.
3.4.4. Research Fellows
Research Fellows shall normally be elected for not more than one year in the first instance and may be re-elected for not more than two further years at the discretion of the Governing Body. However, should it be a condition or expectation of any grant supporting such a Fellow that the Fellowship should be co-terminous with the grant The Fellow may, at the discretion of the Governing Body, be elected for a period not exceeding five years.
The Governing Body may designate such Fellowships as "Junior" as the circumstances warrant.
The Governing Body shall determine the stipend and allowances attached to a Research Fellowship or they may be elected without stipend.
3.4.5. Visiting Fellows
Any person of academic distinction not holding a University or College appointment at Oxford University may be elected as a Visiting Fellow. The election shall normally be for up to one year in the first instance and may be renewed for further periods of up to one year at a time provided that no Fellowship shall be tenable for more than three years in all. However, should it be a condition or expectation of any grant supporting such a Fellow that the Fellowship should be co-terminous with the grant. The Fellow may, at the discretion of the Governing Body, be appointed for a period not exceeding three years.
The Fellow shall receive such stipend as the Governing Body shall determine or he or she may be elected without stipend.
3.4.6. Associate Fellows
Any person not holding a University or College appointment at Oxford University. The election shall be for such period not exceeding three years as the Governing Body may determine and shall be renewable for further periods not exceeding three years in any instance.
Associate Fellows shall receive such stipend as the Governing Body shall determine or may be elected without stipend.
3.4.7. Senior Associate Members (SAMs)
Senior Associate Members may be elected by the Governing Body on the recommendation of the Management Executive Team.
Senior Associate Members are usually academics on sabbatical leave, who wish to come to the College to work within the regional Centres and/or with particular Fellows for varying periods of time from one term to one academic year.
Those wishing to be considered for Senior Associate Membership will need to have sponsorship from a Governing Body Fellow and initial contact should be made via the individual Fellow, to whom an up-to-date curriculum vitae and a brief outline of the research proposal should be sent.
The College charges a membership fee for SAMs which provides access to College facilities and some University facilities, including the Bodleian Library. There are no research funds for SAMs and individuals must be entirely self-financing.
The College also has a limited number of Senior Common Room Members and Guest Members who are nominated by Governing Body Fellows and approved by Governing Body on the recommendation of the Management Executive Team.
3.5. Leave of Absence for Fellows
3.5.1. So far as may be consistent with the due carrying on of the work of the College, the Governing Body may give leave of absence to any Fellow of the College for purposes of study or research, or for other sufficient reason; except that any Academic Governing Body Fellow of the College need not request leave for periods of absence which in aggregate do not exceed two weeks within any full term.
3.5.2. Any Fellow who is granted leave of absence under this clause shall be entitled to draw his or her full salary and allowances for a period of absence not exceeding 3 terms taken either singly or consecutively in each seven year period from the date of election. In other cases he or she may draw his or her salary and allowances in full or in part, or be granted leave without salary as the Governing Body shall in each case determine.
3.5.3. The Governing Body may at any Stated General Meeting give leave of absence on grounds of health to any Fellow of the College for such period and upon such terms as to the retention by the applicant of the whole or any portion of his or her stipend as it may think fit, provided that such leave shall not be granted in the first instance for a period of more than one year but may be renewed for a further period or periods not exceeding two years in all.
3.6. Academic Staff Discipline
3.6.1. Disciplinary process
If any Fellow is alleged to be guilty of grave immorality or misconduct or persists in disobeying any of the Statutes or By-laws of the College a disciplinary process may be instituted. The procedure to be followed in respect of the preparation, hearing, and determination of charges by a Disciplinary Committee shall be as prescribed under College Statute XI Part III 18 (a) to (e).
After the disciplinary procedures have been carried out, the member of the academic staff may be exonerated, or if the allegation is confirmed, will be subject to a penalty which in the case of a Fellow may include being deprived of his or her Fellowship.
The procedure to be followed in respect of the preparation, consolidation, hearing and determination of appeals shall be as prescribed under College Statute XI Part V 30 (b) (i) to (iv).
3.7. Incapacity on Medical Grounds
The procedure in respect of the preparation, hearing, and determination of a case by a Medical Board shall be as prescribed under College Statute XI Part IV 23 (d) (i) to (iv).
3.8. Grievance procedures
3.8.1. If grievances cannot be disposed of informally, the Warden shall refer the matter to a Grievance Committee. The Grievance Committee shall comprise three Fellows of the College appointed by the Governing Body.
3.8.2. The procedure in connection with the consideration and determination of grievances shall ensure that the aggrieved person and any person against whom the grievance lies shall have the right to be heard at a hearing and to be accompanied by a friend or representative as prescribed under College Statute XI Part VI 32 to 38.
4. The Management Executive Team
4.1.1. There shall be a Management Executive Team responsible for the preparation of the budget, day to day administrative issues and the recommendations for academic appointments.
4.1.2. Any Governing Body Fellow has the right to make representations on any issue either to the Management Executive Team member with the appropriate portfolio or indeed to any Management Executive Team member. In addition any Governing Body Fellow has the right to write a paper for consideration by the Management Executive Team.
4.1.3. The Management Executive Team shall normally meet six times between the beginning of noughth week and the end of ninth week.
4.2. The Membership of the Management Executive Team
4.2.1. The membership of the Management Executive Team shall be composed of:
- The Warden (Chair) ex-officio
- The Sub-Warden (Vice Chair) ex-officio
- The Senior Tutor ex-officio
- The Dean and Tutor for Admissions ex-officio
- A Governing Body delegate for Finance and Library Fellow ex-officio
- The Bursar ex-officio
- A representative elected by the Graduate Common Room.
4.2.2. The Sub-Warden shall be appointed on the basis of seniority.
4.2.3. The Senior Tutor, the Dean and Tutor for Admissions, and the Governing Body Delegate for Finance are elected. Their term of office will normally be for two years but to maintain continuity the objective is that a maximum of two should be elected in any one year, with the other being coterminous with the Sub-Warden. A term of office is only renewable once.
4.2.4. All Governing Body Fellows are eligible for election to the Management Executive Team except:
188.8.131.52. Those who are due to retire during the term of office of the post for which the election is being held.
184.108.40.206. Those who have been given leave of absence for more than one Term during the term of office of the post for which the election is being held.
220.127.116.11. Those who have already been elected to the Management Executive Team and whose term of office partly or wholly overlaps that of the post for which the election is being held.
18.104.22.168. Those who have just served two terms of office on the Management Executive Team.
4.3. Election procedure
4.3.1. The election is for the specific office or offices for which there is a vacancy.
4.3.2. Elections should be held two terms in advance of a vacancy arising in order to give those taking on these positions time to plan their commitments e.g. the election for a vacancy arising in Michaelmas Term would take place in the preceding Hilary Term. New members of the team take up their positions on the Monday of noughth week in the relevant term.
4.3.3. When a new Dean and Tutor for Admissions, Senior Tutor or Governing Body Delegate for Finance has to be appointed, the Bursar will prepare an eligibility list and will pass it to the Warden and the Chair of the Nominating Committee. After consulting the Chair of the Nominating Committee, the Warden will send the eligibility list to all Governing Body Fellows and will invite those who are interested in standing for the post and all those who wish to nominate another Fellow to so inform the Chair of the Nominating Committee; in cases where a Fellow is nominating another they should confirm that their nominee is willing to stand. If no Fellow expresses an interest in the post, the Chair of the Nominating Committee, with the support of the other members of the Committee (one of whom is the Warden ex officio), will encourage one or more Fellows to stand for the post.
4.3.4. As soon as it has been established which Fellows are ready to stand for election to the post, the procedure will be as follows:
4.3.5. If only one Fellow has expressed an interest, no election will be necessary and the Chair of Nominating Committee will propose to Governing Body that the Fellow be appointed to the post.
4.3.6. If more than one Fellow has expressed an interest, an election will take place in Governing Body.
4.3.7. Where elections for more than one office are being held on the same occasion the elections should take place sequentially so that the successful Fellow can be excluded from the second election e.g. if there were vacancies for both Senior Tutor and Governing Body Delegate for Finance the election for Senior Tutor should take place before that for the Governing Body Delegate for Finance.
4.3.8. The administrative arrangements for the election are dealt with by the Bursar. At each election in the case of the leading candidate getting 40% or more of the votes cast he or she shall be elected to the post. If the leading candidate gets less than 40% of the votes cast there shall be a run-off between the two or more (if there are ties in voting) leading candidates.
In order to reflect their increased responsibilities a Management Executive Team allowance shall be paid to the Sub-Warden, the Senior Tutor, the Dean and Tutor for Admissions, and the Governing Body Delegate for Finance as recommended by the Remuneration and Conflicts of Interest Committee and approved by the Governing Body. Each office-holder has the option of surrendering all or part of their allowance to employ research assistant time. These allowances are in addition to any other allowances the member of the Management Executive Team shall already receive as a Governing Body Fellow of the College as determined by the Statutes of the College.
4.5. Closed Meetings
Parts of Management Executive Team meetings may be closed, i.e. without Graduate Common Room participation.
Closed business is restricted to the appointment and/or remuneration of individuals, issues affecting the terms of employment and/or entitlements of Governing Body Fellows or other Senior Members generally, including matters relating to Emeritus Fellows, and staff and disciplinary matters.
4.6. Decision making
4.6.1. The Management Executive Team will apply the relevant criteria set by Governing Body in deciding whether to recommend a particular appointment to Governing Body.
4.6.2. It is intended that the Management Executive Team will normally reach a conclusion to its deliberations by consensus rather than by vote. In the event that the Chair considers voting to be necessary, the Graduate Common Room representative on the Management Executive Team has a vote in open business.
4.6.3. Delicate issues relating to the employment terms of particular individuals are not suitable for debate in Governing Body even in closed business. However, Governing Body with its legal responsibilities for the College has a legitimate interest in ensuring that such issues are correctly handled. Governing Body delegates such issues to the Management Executive Team. When the Management Executive Team has addressed such an issue and satisfactorily resolved it, all that it should report to Governing Body is the satisfactory resolution of the issue and not details of the solution. If, exceptionally, the Management Executive Team fails to resolve such an issue satisfactorily and there is the likelihood of an ongoing dispute then the Management Executive Team will refer the matter to Governing Body.
4.6.4. The Management Executive Team shall be asked to recommend to the Governing Body the association with the College of a project or post when detailed terms have become apparent but before any detailed memorandum of understanding or agreement has been issued by a Centre or Fellow, or signed on behalf of the College. Governing Body will then make the decision on whether the post or project shall be associated with the College.
There will be no permanent sub-committees but in order to relieve the load on the Management Executive Team, to make best use of the expertise of College members and to introduce new Fellows into College administration, the Management Executive Team and the Governing Body have the delegated authority to create temporary sub-committees to advise on specific matters. A sub-committee will normally consist of no more than three members chosen by the Nominating Committee but will also where appropriate include a Graduate Common Room representative as a full member of the subcommittee with voting rights. Once a sub-committee has completed its report on the issue which had been referred to it, it will cease to exist.
4.8. Graduate Common Room representation
4.8.1. The Graduate Common Room shall select three Graduate Common Room representatives who have the right to attend the Management Executive Team, but only one of those representatives attends the Management Executive Team at any one meeting as a full member. However, that one Graduate Common Room representative is entitled to invite any elected Graduate Common Room officer who has a particular expertise or responsibility to be in attendance for the relevant part of a meeting.
4.8.2. The Graduate Common Room representatives all receive agenda for both open and closed business in advance of meetings and receive open minutes subsequently. There is a constraint of confidentiality on the Graduate Common Room representatives only when imposed by the Chair of the Management Executive Team, for example because confidentiality had been imposed on the College by a third party; in all other circumstances the Graduate Common Room representatives are free to inform the Graduate Common Room executive and members (but not any person outside the College) of Management Executive Team proceedings.
4.8.3. The Graduate Common Room executive has the same right to present papers for consideration by the Management Executive Team as Governing Body Fellows.
4.9. The Administration and the Management Executive Team
Senior Administrative Officers (SAOs) are closely involved in the working of the Management Executive Team. SAOs are normally invited to be present at Management Executive Team meetings when important issues concerning their areas of the administration are discussed. In addition the Accountant, College Registrar, Domestic Bursar, IT Manager, Librarian and Development Director will provide a report to one Management Executive Team meeting each term.
5. Standing Committees
5.1. Nominating Committee
The Nominating Committee is independent of the Management Executive Team. Its Chair and one other member are chosen by the Governing Body. The Warden is also a member but does not act as the Chair. When a sub-committee is required the Nominating Committee will normally be responsible for its composition.
5.2. The Remuneration and Conflicts of Interest Committee
5.2.1. The Remuneration and Conflicts of Interest Committee shall comprise at least three Emeritus Fellows of the College appointed annually by the Governing Body. The Warden, Bursar and the Governing Body Delegate for Finance may be in attendance at meetings of the Committee provided they have no conflict of interest.
5.2.2. Members of the Committee shall not be entitled to a stipend, but shall be entitled to claim reasonable expenses for travel, subsistence and administrative costs actually incurred as a necessary part of their duties
5.2.3. Governing Body will decide which matters shall be referred to the Committee for consideration. The Committee shall then meet as necessary, but at least once during the academic year, to review stipends and benefits.
5.2.4. The Committee shall be responsible for making recommendations in writing to the Governing Body as set out in College Statute V.4.
6. College Officer Responsibilities
6.1. The Senior Tutor is responsible for all the academic affairs of students within the College. Specific duties include: allocation of College advisers; reading students’ reports and alerting College advisers to students who appear to be having problems; holding an office hour normally twice a week during term; allocating grants from travel funds each term; participating in the scholarship selection process; filling in the College section of students’ applications for University grants and suspension/extension of status; being available at short notice to students who are in distress in relation to their work.
6.2. The Dean and Tutor for Admissions is responsible for all the non-academic affairs of students within the College. Specific duties include: office hour once a week during term; overseeing the smooth running of all student events within the College; dealing with matters of student discipline and security. In his or her capacity as the Tutor for Admissions he or she is responsible for reviewing applications forwarded from Departments/Faculties in order to fill any quotas set by the Management Executive Team.
6.3. The Governing Body Delegate for Finance takes an overview of all the financial issues on the agenda, including liaison with the Bursar, Domestic Bursar and Accountant about specific financial issues on which the Management Executive Team has to take a decision and/or would like further information. He or she is also the Library Fellow and as such maintains close liaison with the Librarian.
6.4. The Sub-Warden serves as Senior Members’ Fellow and assists/stands in for the Warden as requested, mostly for ‘ceremonial’ duties and performs various ad hoc assignments for the Management Executive Team. The Sub-Warden would be expected to perform all the duties of the Warden if the latter were incapacitated or absent for an extended period. The Sub-Warden shall receive all nominations for academic appointments (which must include the sponsor’s name, a letter of recommendation and curriculum vitae and must be submitted by a specified date) and makes recommendations to Management Executive Team. The Team shall then recommend its decisions to Governing Body at a Stated General Meeting.
6.5. The Bursar shall have the care of the property and expenditure of the College and shall act therein under such stipulations as may from time to time be made by the Governing Body.
6.6. Centre Directors are appointed to oversee the workings of the academic centres within the College. In order to reflect their increased responsibilities an allowance may be paid to Centre Directors at the recommendation of the Remuneration and Conflicts of Interest Committee and approved by the Governing Body.
6.7. If any Officer of the College has a conflict of interest concerning the performance of any duties or the exercising of any powers, he or she shall declare that interest and the Governing Body shall appoint an alternate person to carry out such duties or powers.
7. The Students
7.1. The Governing Body shall determine the subject areas which students of the College may study.
7.2. Offers of Studentships shall be made by the Tutor for Admissions.
7.3. A Student entitled to take a Degree in the University shall proceed to his or her first Degree at the earliest convenient opportunity after his or her election, if he or she has not already done so.
7.4. A Student admitted to the College shall undertake study for a Higher degree in the University of Oxford.
7.5. Every Student shall keep full terminal residence unless for some good reason to be approved by the Warden or Senior Tutor.
7.6. No Student who shall not have resided during any Term shall, unless by special permission of the Governing Body, receive for that Term any part of the emoluments of his or her Scholarship.
7.7. The retention by a Student of the College of any office or duties, whether remunerated or not, which are declared by the Governing Body to be inconsistent with the proper fulfilment of his or her obligations as a Student shall be deemed to be inconsistent with the position of a Student of the College.
7.8. The award of scholarships shall be decided by the Warden, the Senior Tutor and other appropriate individuals.
7.9. Visiting Students may be admitted to the College for postgraduate studies of up to one year.
7.10. There shall be a Graduate Common Room.
7.10.1. All students are entitled to membership of the Graduate Common Room but may opt out if they so wish.
7.10.2. The Graduate Common Room shall maintain a written Constitution which shall be approved by Governing Body.
7.10.3. There shall be a financial agreement between the Graduate Common Room and the College. The Graduate Common Room shall submit a budget and accounts to Governing Body annually.
8. Student Discipline
8.1. There shall be a Code of Conduct for Student Discipline for all students at St. Antony’s College.
8.2. This Code may be amended from time to time by Governing Body and shall be made available to all students of the College on their admission.
8.3. The Code shall include:
8.3.1. Definitions of various categories of student misconduct.
8.3.2. A comprehensive description of the process for dealing with cases of misconduct including the composition and terms of reference of the Joint Disciplinary Committee.
8.3.3. The penalties that can be imposed if a student is found guilty of misconduct.
8.3.4. The process whereby a student found guilty of misconduct may appeal.
8.4. In the event of a student appeal being unsuccessful, the student will be advised in writing of the possibility of further appeal to the Conference of Colleges Appeals Tribunal or the Office of the Adjudicator for Higher Education or any other body set up for the purpose of hearing appeals.
9. Harassment (including Bullying)
9.1. There shall be a Code of Practice on Harassment (including Bullying) which shall apply to all Fellows, staff and students at St. Antony’s College.
9.2. This Code may be amended from time to time by Governing Body and shall be made available to all members of the College on their admission.
9.3. The Code shall include
9.3.1. The College’s policy on harassment.
9.3.2. Guidance for anyone who believes they are or have been the subject of harassment including bullying.
9.3.3. The procedures for investigating a complaint under the Code.
9.4. The College’s disciplinary process may be invoked if the investigation reveals that there is a case to be answered. The nature of any disciplinary proceedings will depend upon whether the alleged harasser is a senior member, member of staff or student.
10. Use of Hall, Common Rooms, etc.
10.1 Ordinary Members of Common Room
The Warden, Governing Body Fellows, other senior members of the College, Students, SCR members and guest members shall be members of the Common Room.
Notice of a proposal to elect to membership of Common Room shall be given at a meeting of the Governing Body and shall be considered not less than fourteen days later. The Governing Body when making an election will determine the period during which the person elected may retain his or her membership.
Regulations governing the bringing of guests to High Table shall be made from time to time by the Governing Body. Guests will be charged for at the rates fixed from time to time.
11. Form and Audit of College Accounts
11.1. Trust Accounts
Separate Accounts shall be kept of all property held in trust for any purpose other than the general purposes of the College, and of receipts and payments in respect of such property.
11.2. Statement of Accounts
11.2.1. The Auditor shall report in writing to the Governing Body whether the accounts of the College are duly kept in proper books of accounts and in conformity with the provisions of College Statute VII and whether the Accounts and Balance Sheets prepared pursuant to the provisions of this Statute contain a full and true account of the financial conditions of the College. It shall be lawful for, and the duty of, the Auditor to report specially as to any payment which he or she may judge to have been made without sufficient authority.
11.2.2. A Statement of Accounts showing the Income and Expenditure of the College, together with that of all Trust Funds under the management of the College, duly audited and attested shall be printed and presented each year to every member of the Governing Body in the agenda papers for the Stated General Meeting at which the Governing Body have determined that the accounts of the College shall annually be considered.
11.3. Communication to the Registrar of the University
The Governing Body shall, in delivering such information, comply with the requirements of the Statutes and Regulations of the University in relation to the date on or before which such information shall be delivered to the Registrar of the University, the forms of the statements in which it shall be shown, and the certificate accompanying such forms, and the certificate shall be signed by the Auditor of the College.
11.4. Communication to the Finance Division of the University
The Governing Body shall, on or before such date as may be prescribed by Statute or Regulation of the University, furnish to the University such information as may be required for determining any amount to be paid by the College to the University as a contribution for University purposes under any Statute of the University made or to be made under the powers of the Universities of Oxford and Cambridge Act, 1923 or as amended from time to time.
12. Powers of Investment
The College may appoint an Investment Manager. The College shall take reasonable steps to satisfy itself when making any such appointment that its terms are in accordance with best practice at the relevant time and that (in particular) the reporting and accounting procedures are sufficient to ensure that the College always has adequate information as to an appropriate control over the investments and funds (or other assets of whatever nature) to which the appointment relates. The College seal shall not be affixed to any document by the Investment Manager and this By-law shall not affect Statute V.3.
The terms of appointment of any Investment Manager shall be in writing and shall:
12.1. specify the relevant investment policy of the College and the scope of the Investment Manager’s discretion; and
12.2. require the Investment Manager to comply with the Statutes, the relevant University Statutes and the general law (including any provision relating to the keeping and supply of records and accounts); and
12.3. prohibit the Investment Manager from sub-delegating or assigning his or her appointment; and
12.4. specify the amount and/or method of calculation of the Investment Manager's remuneration; and
12.5. entitle the College to terminate the appointment at any time on reasonable notice; and specify the other circumstances in which the appointment may be terminated by either party and (subject to earlier termination) its maximum duration which shall not exceed 12 months on any one occasion (but subject if so specified to renewal from time to time by mutual agreement); and
12.6. specify the relevant advisory reporting and accounting procedures; and
12.7. state whether or not the investments may be held on behalf of the College in the name of a nominee and (if so) on what basis and by whom.
13. The Visitor - Provisions of the Education Reform Act of 1988
In accordance with the provisions of the Education Reform Act 1988 or as amended from time to time, nothing in the College Statutes or By-laws shall enable or require the Visitor:
13.1. to hear any appeal or determine any dispute relating to a member of the academic staff to whom Statute XI applies which concerns the member's appointment or employment or the termination of that appointment or employment; or
13.2. to disallow or annul any By-law made under or having effect for the purposes of
14. Codes of Practice
All the business of the College shall be conducted taking into account the College’s Codes of Practice and Policies as introduced and amended from time to time.
15. Notice of Change to Charter or Statutes
Every proposal for a change in the Charter or in the Statutes of the College in force for the time being shall be communicated to the University before it is submitted for the approval of Her Majesty in Council, and the Governing Body, in forwarding the Special Statute or Statute for such approval, shall state expressly that it has been so communicated.
16. Status of the By-laws
These By-laws shall take effect subject to the provisions of the Statutes of the College and in the case of any inconsistency between these By-laws and any provision of the College’s Statutes, the relevant provision in the College’s Statutes shall prevail.
17. Amendments to Statutes or By-laws
There shall be a standing item on the agenda of the Management Executive Team meeting in Trinity Term to consider if any amendments to the Statutes or By-laws are required. The Management Executive Team will make recommendations to Governing Body.