University Executive Board minutes - 12 April 2022

On

Date:

12 April 2022

Present:

Professor K Lamberts (KL) (in the Chair), Professor J Derrick (JD), Professor S Hartley (SH), Professor J Litster (JL), Professor C Newman (CN), Professor D Petley (DNP), Professor G Valentine (GV), Professor C Watkins (CW)                                        

In attendance:

Dr T Strike (TS), T Wray (TW), Professor M Marshall (MM) (for Professor M Vincent), D Lodge (DL) and D Jones (DJ) (Item 1), M Nolan (MN) (Item 2)

Apologies:

J Jones (JJ), Professor S Fitzmaurice (SF), R Sykes (RS), I Wright (IW), Professor M Vincent (MV)

Secretary:

K Sullivan (KS)

  1. REF Lessons Learned

    • (DL and DJ in attendance for this item)
    • UEB received noted an update on the process and findings of phase one of the REF lessons learned exercise, which was designed to review the processes and support for REF preparation and to identify improvements. Key points highlighted included:
    • Together with a detailed results analysis, which would constitute phase two, the University aimed to understand and address barriers to excellence, through consultation with those involved in the preparation of REF 2021 to learn lessons, inform planning for the next REF, and ensure that good practice was shared.
    • The REF Steering Group had originally intended to consult with staff groups directly, but a review of the faculty reflections demonstrated such a level of commonality that a more efficient approach was to identify possible responses/actions on which to consult the community. A series of targeted surveys was carried out and the findings of these surveys were presented with the recommendations and actions in the report.
    • UEB discussed the findings and endorsed the recommendations and immediate priorities.

  2. Closed Minute and Paper

  3. AMRC Welsh Language Policy

    • ​​​​​​​UEB considered a proposal to adopt and publish a Welsh Language Policy for AMRC Cymru. It was highlighted that recent project funding awards by the Welsh Government to AMRC Cymru had been made on the understanding that the beneficiary Research & Technology Organisation (RTO) had a Welsh Language Policy in place. This requirement was not known by the AMRC during the bid process. The AMRC had now drafted a policy, which had been reviewed by Welsh Government representatives. Legal advice had also been sought on the matter, which confirmed that the University’s Welsh operations were subject to the requirement to have, and to publish, such a policy.
    • UEB agreed to adopt and publish the Welsh Language Policy for AMRC Cymru and noted that the requirement to apply the Welsh Language Measure to the University’s operations in Wales would be added to the Compliance and Assurance Framework, maintained by the University Secretary’s Office.  UEB also noted that the approval and publication of the Policy would be reported to Council via the P&VC’s written report, in April.

  4. South Yorkshire Academic Health Science Centre

    • UEB considered a proposal for the Health and Care Partnership Board to progress with the next steps towards achieving designation as an Academic Health Science Centre (AHSC). It was highlighted that AHSCs were designated by NHS England and NHS Improvement and the National Institute for Health Research (NIHR) for demonstrating excellence in health research, health education and patient care.

    • During discussion, UEB noted the following key points:

      • The AHSCs were regional partnerships which brought together expertise from universities and NHS organisations.
      • Working with local partners including local authorities and industry, they improved health and care services by translating early scientific research and discoveries into benefits for individual patients and local and national populations.
      • Sheffield was unusual in being a large metropolitan area in the UK not to have an AHSC.
    • UEB endorsed the proposal to progress the next steps towards achieving designation as an AHSC subject to receiving a costed proposal.

  5. Code of Ethics

    • ​​​​​​​UEB received and noted an update on progress with a number of the recommendations from the 2020-21 review of the University’s Code of Ethics. The report also included and update on progress of those partially implemented actions outstanding from previous years. It was highlighted that a number of actions were proposed to address the recommendations. These included amendments to the text of the Code of Ethics and the introduction of a partnerships due diligence framework.

    • UEB considered the recommended actions and:

      • Endorsed the amendments to the text of the Code of Ethics, made in response to previous recommendations and agreement, notably in relation to Data Ethics and Declarations of Interests.
      • Confirmed that the controls in place to manage risk in relation to spin out and subsidiary companies were sufficient.
      • Approved the introduction of the due diligence framework to provide guidance to staff on ethical and reputational considerations regarding partnerships. 
      • Confirmed that formal reviews of the Code of Ethics, whereby feedback was sought from Professional Services colleagues, would be undertaken on a biennial basis in future. In the event that substantive changes were felt to be necessary to the Code outside of this cycle, or there was a material ethical concern to report, this would be dealt with by the University Secretary, with reporting to the Audit and Risk Assurance Committee or Council as required.

  6. Report of the Estates and Capital Sub Group

    • ​​​​​​​UEB approved the report, including a number of proposals set out in the related paper and accompanying business cases, subject to Finance Committee and/or Council approval where relevant in accordance with the Scheme of Delegation.

    • UEB approved recommendations in relation to the following projects, all of which had been recommended by the Capital Pipeline Prioritisation Group (CPPG) on the 31st January 2022 and subsequently approved to be taken forward in the Capital Programme by UEB on 15 March 2022.

      • Alfred Denny - Stage 1 Ventilation and Heating Review
      • Barber House Structural Repairs
      • Somme Barracks Retaining Wall
      • Henderson’s Building Structural Remediation
    • UEB noted that ECSG had approved a number of cases, within its delegated limited, all of which were recommended by the Capital Pipeline Prioritisation Group (CPPG) on the 31st January 2022 and subsequently approved to be taken forward in the Capital Programme by UEB on 15 March 2022.

  7. Round Table

    • TS provided an update on vacancies for the upcoming Senate elections; the deadline for nominations was 22 Aril 2022.
    • TW provided an update on work to set up a dedicated webpage for Ukrainian Staff and Students which would include signposting and updates on support available.