Scheme of delegation
March 2020

1. Introduction

1.1 This schedule records where authority rests within the University for significant decisions made in the name of or on behalf of The University of West London. The schedule cannot by its nature be absolutely comprehensive, but it explicitly locates the locus of authority for specific categories of decision. It is also intended to form a frame of reference through which questions about other types of decision may be resolved.

1.2 The schedule below only identifies responsibility for the final (‘ratification’) stage of decision-making, and not responsibility for formulating strategic, policy and business proposals (which typically lies with individual executive officers and bodies such as the Vice Chancellor's Executive).

1.3 This document should be read in conjunction with the Instrument and Articles of Government, the Board of Governors Regulations and the University’s Financial Regulations.

2. Framework and principles of delegation

2.1 The Board of Governors, as the overarching decision making body of the University. It is responsible for the educational character and mission of the University and has oversight of all its activities. It is responsible for the financial sustainability and upholding the public interest principles and complying with regulatory and legal responsibilities of the institution.

2.2 Although it delegates many of its responsibilities it cannot delegate the following: approving the University’s mission and strategy; the estimates of income and expenditure (the budget); the appointment of the Vice Chancellor, University Secretary and other senior staff; and amendments to the Instrument and Articles of Government and the Board of Governor Regulations.

2.3 Subject to the control of the Board of Governors and chaired by the Vice Chancellor, the Academic Board is the academic authority of the University. It is responsible for oversight of teaching and research, the quality and standards of awards and the admission and regulation of students. Operational responsibility for these matters may in general be delegated (as illustrated below).

2.4 As the chief executive of the University, the chair of Academic Board and the OfS Accountable Officer, the Vice Chancellor is responsible to the Board of Governors for the operational management of all aspects of the University’s work within the framework laid down by the Articles of Government, the OfS Regulatory Framework, the Board of Governor Regulations and the University’s Financial Regulations and this Scheme of Delegation. The Vice-Chancellor may delegate – and in practice has delegated – responsibility for specific aspects of the University’s management to University officers, but retains ultimate responsibility for their work.

2.5 Individual University officers are responsible to the Board of Governors through the Vice Chancellor for the leadership and overall management of the schools and the professional services in accordance with their job descriptions and the policies and Financial Regulations of the University. They may delegate responsibility for specific aspects of management to heads of schools and services, but retain ultimate responsibility for their management and operation.

2.6 For financial decisions, except as explicitly provided below, any transaction with a monetary value of over £1 million requires the approval of the Board of Governors. Any transaction with a monetary value of between £250k and £1 million needs approval by the Vice-Chancellor. Any decision with a monetary value of less than £250k may be made by the budget holder in conjunction with the Director of Finance. Decisions on items less than £5K lies within the jurisdiction of individual budget holders in accordance with the University’s Financial Regulations.

2.7 It is expected that decisions with significant reputational and/or financial risks undergo a rigorous process of due diligence. A report on the outcome of this process must be presented to the Board in order to inform its decisions.

4. Framework of delegation

Strategy

• Strategies related to the Achievement 2023 Strategic Plan (for example, People Strategy, Research Strategy, Student Experience Strategy, Widening Participation Strategy) - BoG
• Approval of corporate strategy and associated resource strategies relating to Finance, HR and Estates - BoG

Policy formulation

• Approval of significant university policies which have a material impact on the working conditions of members of the University or materially affect the University’s reputation (such as Whistleblowing, Declarations of Interest Policy, Donations Policy etc) - BoG
• Approval of significant HR policies - BoG on WAC recommendation
• Policies that govern operational matters - VCE

Governance and governor appointments

• Amendments to Instrument and Articles - BoG on recommendation of GNC (note this requires a 75% majority of members present)
• Approval of Board of Governor Regulations - BoG
• Appointment of chancellor and pro-chancellors - BoG on recommendation of GNC
• Consideration of appointments in relation to Fit and Proper requirements
• GNC
• Appointment of independent members of BoG - BoG on the recommendation of the GNC
• Appointment of internal members of BoG - Election by the appropriate constituency
• Appointment of Co-opted members of BoG - BoG on the recommendation of the GNC
• Appointment of Chair and Deputy Chair - BoG on the recommendation of the GNC
• Appointment of VC - BoG
• Appointment of University Secretary (who will act as Clerk to the Board and also Secretary to University subsidiary companies) - Appointments Panel (to include the Chair of BoG)
• Removal of members of the Board of Governors - BoG according to procedure outlined in the Board of Governors Regulations
• Removal of VC/ University Secretary - BoG according to the provisions Staff Disciplinary Policy

Subsidiary companies

• Establishing Companies and/or investing in shares - Board of Governors
• Directors - VCE members
• Secretary - US
• Accounts sign off - BoG

Accounts budgets and the allocation of resources

• Approval of annual budget - BoG following recommendation by FC
• Main features of resource allocation mechanism - VCE
• Allocations to schools and individual services - VCE
• Accounts sign off - BoG

Contracts and legal issues

• University Seal, 2 signatures from authorised signatories required
  • One of Chair of the Board or University Secretary
  • VC/Deputy Chair or other approved member of the Board
• Signing contracts (non-educational) not under seal - US/ VC/CFO/DVC
• Signing contracts (educational) not under seal - US/VC/DVC
• Procurement of legal advice - US/CFO/Director of Property Services/ Head of HR /University Legal Adviser
• Issuing legal proceedings - US
• Issuing legal proceedings to collect debt under £20,000 - CFO

Staff

• Framework for the terms and conditions of employment - BoG on recommendation of the WAC
• Minor adjustments to terms and conditions of employment - Director of HR
• Decision to approve a new post - VMG
• Decision to appoint to a vacant post - VMG
• Appointment of Senior Staff¹ - Appointment panel which will include the VC and Chair of BoG (or nominee)
• Appointment of Heads of School and Service - Vice Chancellor (or nominee)
• Appointment of Academic Staff - Head of School
• Appointment of Professional Services Staff - Head of function
• Appointment of temporary member of staff - Head of school/function
• Appointment of Hourly paid lecturer - Head of School
• Progression of academic staff to senior lecturer - Progression Panel
• Promotion to Associate Professor /professor - Promotion Panel
• Remuneration of VC and Senior Staff - RC
• Promotion of professional services staff - VMG
• Rewards for professional services staff - VMG
• Dismissal of staff other than Senior Staff* - VC
• Dismissal of Senior Staff - Special Committee of the Board of Governors
• Authority to terminate an employment contract whilst a member of staff is on probation - VCE member
• Disciplinary action against a member of staff - Line Manager
• Approval of early retirement - CFO, Head of HR and Line VCE Manager
• Approval of voluntary severance - VC or Line VCE Manager and Head of HR
• Approval of severance for Senior Staff - RC
• Approval of consultancy contracts or secondments - Head of HR/VCE member

¹ Currently defined as Vice Chancellor’s Executive

Equality and diversity

• Determination of policy and objectives - BoG on recommendation of WAC
• Oversight of implementation - US

Students

• Approval of regulations relating academic programmes - AB on the recommendation of AARC
• Admissions policy and strategy - AB
• Admission of students - DVC
• Approval of tuition fees - BoG
• Policy on bursaries and scholarships - VCE
• Award of Access to Learning Fund grants/support funds - Student Services
• Assessment of taught students & award of degrees and other qualifications - Assessment Boards
• Award of research degrees - RDSC
• Approval of student appeals, complaints and disciplinary procedures - BoG on recommendation of SLC
• Determination academic misconduct/fitness to practice by taught students - Head of Academic Registry
• Exclusion for academic reasons - Assessment Board
• Determination of appeals/disciplinary - US
• Exclusion for disciplinary reasons - US
• Safeguarding - US and in his/her absence the Head of Student Services

Academic programmes and partnerships

Approval of new programme - VCE
Approval of new collaborative partnership - VCE
Approval of international partnership - VCE
Approval of Erasmus Partnership - ISPDG

Estates and IT

• Sale/Purchase of Property - BoG on recommendation of FC
• Approval of major capital projects including IT projects with financial implications - BoG on recommendation of FC (above £1m) and ECPG below £1m
• Approval of annual maintenance programme - FC on recommendation of VCE
• Approval of IT projects not included above - IT Steering Group

Research and enterprise

• Bids for research grants and contracts - DVC
• Approval of other financial transactions and contracts associated with enterprise and innovation - DVC

Financial transactions (see also Financial Regulations)

• Approval of Financial Regulations - FC on delegated authority from the BOG
• Treasury Management Policy - BoG on recommendation of FC
• Procurement policy and strategy - BoG
• Management of endowments and other investments - FC
• Borrowing - BoG on recommendation of FC
• Disposal of assets above £1m - BoG on recommendation of Finance Committee
• Disposal of assets above £500k-1m - Finance Committee
• Disposal of assets above £50,001 - £500,000 - VC
• Disposal of assets above £5k-£50k - CFO

Data

• Collection and maintaining of student data - Registry Services
• Collection and maintaining of staff data - HR
• HESA returns - Sign of by VC following compilation by Planning
• SLC return - Registry Services
• ESFA returns for Apprenticeships and FE (AFE) - Head of AFE Data

Meeting statutory requirements

• Building Regulations - DPS
• Data Protection and Freedom of Information - US
• Employment Law - DHR
• Environmental Regulations - DPS
• Health and Safety - DPS/US
• Information Security - CIO
• Prevent - US
• Safeguarding - US