Publication Scheme for Gonville & Caius College in the University of Cambridge
This publication scheme follows the model prepared and approved by the Information Commissioner. This College makes information available to the public as part of its normal activities. The information covered is set out in the classes of information recommended by the Information Commissioner which are listed below. The College intends:
- to publish, or otherwise make available as a matter of routine, information which is held by the College and falls within the classifications below;
- to specify the information which is held by the College and falls within the classifications below;
- to publish, or otherwise make available as a matter of routine, information described in this scheme;
- to publish the methods by which information is routinely made available so that it can be easily identified and accessed by members of the public;
- to review and update on a regular basis the information the College makes available under this scheme;
- to produce a schedule of any fees charged for access to information which is made available;
- to make this publication scheme available to the public.
Any requests for information, questions, comments or complaints relating to this scheme should be sent in writing to the College’s Freedom of Information Officer.
Classes of Information
- Who we are and what we do
Who we are and what we do
Organisational information, locations and contacts, constitutional and legal governance.
Who we are
Gonville & Caius College is the 4th oldest college in the University of Cambridge, founded in 1348. The College has approximately 550 undergraduates, 250 graduate students and 110 Fellows. The websites for Gonville & Caius College and the University of Cambridge can be found at www.cai.cam.ac.uk and www.cam.ac.uk respectively.
The College is a Royal Charter Corporation. The College is registered with the Charity Commission (Registered Charity Number 1137536).
The Charter of the College is available upon request.
The Statutes and Ordinances of the College are available at www.cai.cam.ac.uk/tutorial/documents-and-forms
The Statutes and Ordinances of the University of Cambridge are available from the University Press Bookshop, 1 Trinity Street, Cambridge, CB2 1SZ. or via www.cambridge.org/uk/bookshop/
How the institution is organised
The Trustees of the Charity are the College Council. The College Council (which expression shall when the context so demands be deemed to include the former Governing Body of the College as defined in any Statutes of the College previously in force) shall consist of the Master and twelve Fellows being members of the Senate of the University and it shall have the control and management of all the affairs of the College, in accordance with its Statutes and Ordinances. There is a General Meeting of the Master and all the Fellows at least once a term.
A list of Fellows and Officers of the College is provided at the start of each academic year in a special edition of the Cambridge University Reporter. - It is available at www.admin.cam.ac.uk/reporter/
Information on the Fellows of the College and the College’s Honorary and Emeritus Fellows can be found on the following website www.cai.cam.ac.uk/fellows
There are various standing and ad hoc committees and sub-committees whose membership and remits are available upon request. The main committees are the following:
- Development Committee
- Domestic and Catering Committee
- Education and Research Committee
- Finance Committee
- Investments Committee
- Works and Accommodation Committee
The minutes of the General meeting,the Governing Body, the College Council and the above-listed committees will be available upon request, six months after the meeting, having been edited to remove any material subject to the legally permitted exemptions. These minutes could therefore be abridged versions of the full minutes.
The Educational Provision of the Cambridge Colleges provides a descriptive account of the role of the colleges as educational institutions in relation to individual students and the University: www.admin.cam.ac.uk/committee/seniortutors/guidance/education.pdf
Location and contact details
Location and contact details may be found at: www.cai.cam.ac.uk/contact or Gonville & Caius College Trinity Street Cambridge CB2 1TA.
Information relating to organisations for which the College has responsibility, those it works in partnership with, those it sponsors and companies wholly owned by it
The College wholly owns the following registered company:
Caius Property Services ltd.
This company has its own publication scheme:
The principal student associations in the College are the Student Union and for postgraduates the Middle Combination Room (MCR), both of which have their own websites:
Gonville & Caius College Student Union www.caiusjcr.org.uk/
Gonville & Caius College MCR www.caiusmcr.com/
The Constitutions of the associations are available upon request.
A booklet of general information for students is produced each year. Please see www.cai.cam.ac.uk/tutorial/documents-and-forms
The College’s Code of Practice under section 22 of the Education Act 1994 is available upon request.
What we spend and how we spend it
Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.
The College’s overall financial objective is to ensure that its primary educational and research functions are managed cost-effectively and supported by robust and well managed financial resources, which will sustain its activities in perpetuity. Responsibility for achieving this objective rests with the Senior Bursar and the Finance Committee, with the College Council being ultimately accountable for good financial management.
It costs about £16 million per annum to run the College. We are a charity and by law we can only spend money on our charitable objects which are the pursuit of education, religion, learning and research. Our main costs are education (teaching, supervisions, student support, research) and residences (providing accommodation, maintaining our historic buildings, catering).
Half of these costs are funded by income from fees, rents, catering and conferences. The rest are covered by the Endowment and donations. Every year we subsidise each student by an average of £3,733, just over £3 million in total.
In order to sustain the College in perpetuity, we must manage the interplay between donations, income withdrawal, expenditure and the size of the Endowment. If these components are correctly balanced, the College is more likely to achieve long term financial sustainability and an equitable balance between current and future members.
The College Council has approved the following guiding principles to achieve this balance:
i) The Endowment needs to be approximately doubled in size (from its June 2014 valuation of £151m).
ii) The College should aim to reduce the percentage of the Endowment which is taken as income over the next ten years.
iii) Donations, with the exception of donations to the annual fund, should as far as possible, be used to build the Endowment and not to fund current year activities.
iv) Operational activities such as accommodation and catering should be structured to ensure that annual expenditure does not exceed annual income.
v) The annual expenditure budget will include sufficient spending to maintain existing residences. Very large capital projects will be funded by borrowing from the Endowment or, if appropriate, from a commercial lender.
The College’s investments are often referred to as the Endowment. At 30 June 2015 the Endowment was worth £174 million and was invested in property (direct holdings in the agricultural, retail and commercial sectors) and a diversified financial portfolio (equity, private equity, hedge funds and fixed income). The College also invests in the Cambridge University Endowment Fund. Annualised return since 2005 has been 8.3% against a target of 7%.
The purpose of the Endowment is to support the operating and capital needs of the College in perpetuity and it currently contributes one third of the College’s total income. The College Council estimates that the Endowment needs to grow by £150-£200 million from its June 2014 valuation of £151 million. This is because the College has grown significantly in the past fifty years. At the same time investment returns have reduced so the Endowment is having to work harder to meet the College’s financial needs. We will grow the Endowment through donations, expenditure control, judicious selection of financial investments and by pursuing opportunities within our property portfolio. We will also carefully monitor the percentage of the Endowment taken as income. In recent years this percentage has been reduced from 4.5% to 3%.
The Endowment is the responsibility of the Investments Committee which reports to the College Council. The Investments Committee comprises the Master, the Senior Bursar, six other Fellows of the College and four external members, who are Caians expert in investment management. Decisions on membership of the Investment Committee are taken by the College Council. The Investments Committee adheres to an Investment Policy Statement that is approved by the College Council annually.
The financial portfolio is managed by Partners Capital Investment Group LLC under a discretionary mandate and the property portfolio is managed on the advice of Bidwells who are also responsible for the collection of rent.
Socially Responsible Investment
The College wishes its investment practice to reflect its values and reputation as a charitable educational establishment of long standing. While these values do not require the automatic avoidance of any particular corporation or sector, they do require that all fund managers behave with integrity and are fully compliant with all regulatory requirements and relevant codes of practice.
The College has a diversified financial portfolio, with no one corporation representing over 1% of its total value. As the College does not 'pick stocks' and avoids investment managers who specialize in sensitive sectors, it does not routinely confront issues of social responsibility with the selection of its financial investments. It does, however, require Partners Capital to pick carefully its investment managers. The College insists that these managers demonstrate a very high standard of integrity towards their clients, their staff and the relevant regulatory authorities. Where any breaches of integrity are detected, the assets under management may be moved to another fund manager.
Funding / income
The income and expenditure of the College is described in detail in the College’s Accounts covering each financial year from 1 July to 30 June, available upon request and published in a special edition of the Cambridge University Reporter - www.admin.cam.ac.uk/reporter/
Audited financial accounts for the most recent five years are available:
Budgetary and account information
The College Accounts are available as above.
Financial audit reports
Copies of the independent auditors’ annual reports to the Governing Body may be found in the College Accounts.
Copies of the independent auditors’ annual management letters are available upon request, twelve months after receipt.
Capital expenditure is approved on an ad hoc basis in the light of priorities and resources.
Financial regulations and procedures
The College’s financial regulations and procedures are laid out in the Statutes and Ordinances of the College and the College Accounts which are available upon request.
The remit of the Finance Committee is available upon request.
Staff pay and grading structures
The salary scales employed by the University can be found at: www.admin.cam.ac.uk/offices/hr
For further information on pay, grading and other staff schemes contact the human resources officer by e-mail - firstname.lastname@example.org
Register of suppliers
The College does not have an approved list of suppliers, but in order to obtain best value for money engages in various consortium purchasing arrangements. The details of those arrangements are not included in this publication scheme for reasons of commercial confidentiality.
Procurement and tender procedures and reports
The College is not a public authority for the purpose of European Law relating to tendering requirements. Its normal practice in relation to capital works is to procure them through a tendering process.
The College does not publish details of its commercial contracts.
The College funds its own scheme of Research Fellowships, details of which are available on request or at: www.cai.cam.ac.uk/rfc
What our priorities are and how we are doing
Strategy and performance information, plans, assessments, inspections and reviews.
The Financial Review of the College is published in its annual Accounts which are available upon request.
The College magazines, the Caian and Once a Caian, are available upon request.
The Cambridge University Reporter publishes reports on student numbers, examinations and other statistics - www.admin.cam.ac.uk/reporter
[Information relating to the College’s strategy may be found in the College Accounts]
Teaching and learning strategy
Information relating to the College’s teaching and learning strategy may be found on the following website: www.cai.cam.ac.uk/undergraduate/teaching
Academic quality and standards
The academic assessment of students at the College is conducted through Tripos and other University examinations (for undergraduates) and through the Board of Graduate Studies of the University (for graduate students). Information may be found on the University’s website at: http://www.cam.ac.uk
The College adheres to the policies set out by the University of Cambridge. For further information, see the following web page:
Information about College procedures is available upon request.
The minutes of the College’s Education and Research Committee are available upon request.
Details of academic arrangements for students are available at www.cai.cam.ac.uk/tutorial/documents-and-forms
External review information
External review information on the University of Cambridge can be found at: www.qaa.ac.uk/InstitutionReports/Reports/Pages/IR-Cambridge-13.aspx
The Tomkins Table, showing the comparative performance of the Cambridge colleges in undergraduate examinations, is available from: www.wikipedia.org
The College arranges a number of events through the Alumni and Development Office, see the following website: www.cai.cam.ac.uk/alumni
Government and regulatory reports
The University Council, which has responsibility for the management and administration of the University, deals with relations between the Colleges and the rest of the University of Cambridge. Details about the work of the Council are available on the University of Cambridge website at: www.admin.cam.ac.uk/committee/council/
How we make decisions
Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations.
The Statutes of the College are available upon request.
Minutes of the General Meeting, the Governing Body and the College Council
Minutes of the General Meeting and the Governing Body are available upon request, six months after the date of meeting.
Minutes of Meetings of the Council are available on request, six months after the date of the meeting.
Teaching and learning committee minutes
Minutes of the Education Strategic Committee are available upon request.
Minutes of staff / student consultation meetings
Minutes of the Staff Consultative Committee and the Student Domestic Sub Committee are available upon request.
Students are present for the unreserved business at College Council and many other Committees. They are consulted by this process and by other informal meetings.
Appointment committees and procedures
Academic appointments are made by College Council. Staff appointments are made by interview. Minutes of appointments committees are not published because they contain personal information. Advertisements for employment within the College, and the relevant appointment procedures, may be found in the University Reporter and/or are advertised within the college. Further information is available from the Human Resources Officer on request to the College.
Our policies and procedures
Current written protocols for delivering our functions and responsibilities.
Policies and procedures for conducting College business
The Statutes and Ordinances of the College are available at www.cai.cam.ac.uk/tutorial/documents-and-forms
College Regulations are available at www.cai.cam.ac.uk/tutorial/documents-and-forms
Any requests for information, comments, questions or complaints relating to this scheme should be sent in writing to the College’s Freedom of Information Officer, Dr David Secher, Senior Bursar, Gonville & Caius College, Trinity Street Cambridge CB2 1TA.
The College’s procedures for handling requests for information may be found in the introduction to the publication scheme and here. It should be noted that as matter of policy the College does not reveal to any enquirer the address, email address or telephone number of any officer, member of staff or member of the College – and indeed need not confirm that a person being sought is a member of the College. Accordingly, unless a direct link is given, anyone who wishes to contact any officer or person mentioned in this Publication Scheme or otherwise on the College’s Website should do so by writing to that person care of the College, sending an email message to an address listed on this site or telephoning the switchboard (01223 332400) and asking for the message to be passed on, or the call to be put through, to the person concerned.
Procedures and policies relating to academic services
Policies and procedures for examinations and any appeals are organized by the University
Information on the regulations and/or policy governing student assessment is held by the University of Cambridge: www.admin.cam.ac.uk/offices/exams/
The Statutes and Ordinances of the University of Cambridge are available from the University Press Bookshop, 1 Trinity Street, Cambridge, CB2 1SZ.
Information on how students are prepared for external examination is provided on the Senior Tutors Committee website: www.admin.cam.ac.uk/committee/seniortutors
The College’s Examination Failures Procedure is available upon request.
College Regulations are available upon request or can be found at the following website: /tutorial/documents-and-forms
Graduation dates: www.admin.cam.ac.uk/univ/degrees/dates/
Information on Honorary Degree ceremonies: www.admin.cam.ac.uk/univ/degrees/honorary/
Rules for academical dress: The Statutes and Ordinances of the University of Cambridge are available from the University Press Bookshop, 1 Trinity Street, Cambridge, CB2 1SZ. www.cambridge.org/uk/bookshop/
Information on policy and procedures is available to students via the College website and the Students Union handbook. The address of the website is: www.cai.cam.ac.uk
Procedures and policies relating to student services
Information on student admission, progression and completion
Gonville & Caius students have access to all the courses and support services of the University of Cambridge. See the website at: www.study.cam.ac.uk/undergraduate/
The educational provision of the Cambridge colleges is described at: www.admin.cam.ac.uk/committee/seniortutors/
The College Admissions Prospectus may be found at: www.cai.cam.ac.uk/request-prospectus
The Cambridge University Undergraduate Admissions Prospectus may be found at: www.study.cam.ac.uk/undergraduate/publications/
The Cambridge University Graduate Admissions Prospectus may be found at: www.admin.cam.ac.uk/offices/gradstud/admissions/index.html
Class lists provide information on qualifications awarded to students and are published in the Cambridge University Reporter. see www.admin.cam.ac.uk/reporter/
The Cambridge University Careers Service provides data on employment/training outcomes for graduates. See further: www.careers.cam.ac.uk
The procedures governing College accommodation are specified in College Regulations and the College’s General Information Handbook, copies of which are available upon request or at www.cai.cam.ac.uk/tutorial/documents-and-forms
Cambridge University Accommodation Service: www.admin.cam.ac.uk/offices/accommodation/
Cambridge University Disability Resource Centre: www.admin.cam.ac.uk/univ/disability/
Procedures relating to the conduct of disciplinary proceedings against students can be found at the following website: www.cai.cam.ac.uk/tutorial/documents-and-forms
Procedures and policies relating to human resources
The Gonville & Caius Staff Handbook contains generic terms and conditions of employment; a statement of policy on recruitment, selection, training and promotion of staff; grievance and disciplinary procedure and policies; health and safety policies and procedures; it is available upon request.
Procedures and policies relating to recruitment
Current vacancies at the College may be found at: www.cai.cam.ac.uk/vacancies
Code of Conduct for members of governing bodies
The College’s code relating to conflicts of interest is available upon request.
Equality and Diversity
The College is committed to equal opportunities in the recruitment of its Fellows, students and staff.
Health and Safety
The College’s Handbook, Health and Safety Manual and HACCP/COSHH policies are available upon request.(HACCP stands for Hazard Analysis Critical Control Point and is a system of food safety management; COSHH stands for Control of Substance Hazard to Health).
The management of the fabric of the College is the responsibility of the Works Committee, who report to the College Council. Day to day management is the responsibility of the Domestic Bursar ( supported by the Senior Tutor’s Office, the Conference Manager, the College Housekeeper, the Clerk of Works, the Head Gardener and the Head Porter). Rooms in College are allocated to students by a balloting system, the details of which are agreed with the undergraduate and graduate representatives of the College Student Union and the Middle Combination Room (MCR). The ballots are managed by the Tutorial Office.
Management of the College Sports Grounds and Facilities is the responsibility of the College Groundsman and the College Boatman, under the direction of the Domestic Bursar.
Minutes of the Works Committee are available on request, six months after approval.
The College operates a review procedure for complaints relating to applications for information under the Freedom of Information Act. Complaints should be addressed in writing to the College’s Freedom of Information Officer, Dr David Secher, Senior Bursar, Gonville & Caius College, Trinity Street, Cambridge CB2 1TA.
Records management and personal data policies
The College carefully safeguards all personal data, and uses it only for specified purposes.
The College Data Protection Officer is the Senior Bursar. The College’s Data Protection policy and procedures document is available on request.
Current students and applicants to study at the College are informed of the precise terms on which personal data on them is held. Potential applicants should apply to the College Data Protection Officer if they wish to have advance details of this policy.
Staff members are informed at the time of applying for a job of the terms on which personal data for them is held.
Details of the policy in relation to personal data held concerning alumni of the College are:
The Development Office does not distribute contact details for alumni to any third parties. In the event of a third party requesting details, the College would forward the correspondence to the alumnus in question. For any other enquiries, please contact the Data Protection Officer of the College at:
Gonville & Caius College, Trinity Street, Cambridge, CB2 1TA.
The University of Cambridge Data Protection policies can be found at: www.admin.cam.ac.uk/univ/dpa/
The College Records Management Policy is available on request from the Archivist.
Research policy and strategy
The College adheres to the University of Cambridge policies on research. See further:
University of Cambridge research web page: www.admin.cam.ac.uk/offices/research
University of Cambridge intellectual property policy: www.cam.ac.uk/cambuniv/research.html
Board of Graduate Studies website: www.admin.cam.ac.uk/offices/gradstud
The College funds its own scheme of Research Fellowships, details of which are at: www.cai.cam.ac.uk/rfc
The remit of the Research Fellowships Committee is available upon request.
The College supports a number of Research Studentships, details of which are available at www.cai.cam.ac.uk/postgraduate/finance
Charging regimes and policies
For information relating to the University's tuition fees, see:
Details of the Cambridge Bursary Scheme is set out at: www.newtontrust.cam.ac.uk
Information relating to living expenses is contained in the College’s General Information Handbook, which is available at the following website: www.cai.cam.ac.uk/tutorial/documents-and-forms
The costs of photocopying, packaging and postage incurred by the College in connection with the provision of information under this publication scheme will be recharged to the individual making the request.
Lists and registers
Information held in registers required by law and other lists and registers relating to the functions of the College.
Any information we are currently legally required to hold in publicly available registers
There is none.
Fixed assets and investments of the College are shown in the Annual Accounts.
A paper file of Freedom of Information Enquiries is maintained and may be viewed on request.
Register of gifts and hospitality provided to senior personnel
No register is considered necessary as business gifts and hospitality received by College personnel are of negligible value only.
Any register of interests kept in the College
Applications for information contained in the College’s register of interests should be made to the College’s Freedom of Information Officer.
The services we offer
Information about the services we offer, including leaflets, guidance and newsletters.
Information relating to living expenses is contained in the College’s general information handbook which is available upon request or at www.cai.cam.ac.uk/tutorial/documents-and-forms
The College’s Admissions Prospectus may be found at: www.cai.cam.ac.uk/request-prospectus
The University of Cambridge Undergraduate Admissions Prospectus may be found at: www.study.cam.ac.uk/undergraduate/publications/
The University of Cambridge Graduate Admissions Prospectus may be found at: www.admin.cam.ac.uk/students/gradadmissions/prospec/
Services for which the College is entitled to recover a fee together with those fees
For information relating to tuition fees, see:
Services for outside bodies
The College provides conference and dining facilities. www.cai.cam.ac.uk/conferences
Course content information may be found at: www.study.cam.ac.uk/undergraduate/courses/
Welfare and counselling
Information concerning welfare and counselling services for students may be found at:
Senior Tutors’ website for general welfare, advice and services: www.admin.cam.ac.uk/committee/seniortutors
Cambridge University Student Union: www.cusu.cam.ac.uk
Cambridge University Graduate Union: www.gradunion.cam.ac.uk
Cambridge University Occupational Health Service: www.admin.cam.ac.uk/offices/oh/
Cambridge University Counselling Service: www.counselling.cam.ac.uk
Gonville & Caius College Chapel: www.cai.cam.ac.uk/chapel
See College general Information handbook and the graduate and undergraduate students union websites ( these are known as the MCR and GCSU).
Health including medical services
See Welfare and counselling section above. Health Centre
Careers advice for members of the College is available from the Cambridge University Careers Service at: www.careers.cam.ac.uk.
Information concerning the religious life of the College may be found at: www.cai.cam.ac.uk/chapel
Sports and recreational facilities
Information concerning the College's sporting and recreational facilities can be found at: www.cai.cam.ac.uk/tutorial/documents-and-forms
Museums, libraries, special collections and archives
Information concerning the College Libraries, including special exhibitions, may be found at: www.cai.cam.ac.uk/library
Inquiries concerning the College Archives should be made in writing to the College Archivist. www.cai.cam.ac.uk/archive
Information concerning the College’s conference and catering facilities may be found at: www.cai.cam.ac.uk/conferences
Advice and guidance
Information concerning the University tutorial system and Directors of Studies, and other information concerning advice and guidance available to members of the College may be found at: http://www.admin.cam.ac.uk/committee/seniortutors/
The functions of the Tutors are described on the Senior Tutors’ website: http://www.admin.cam.ac.uk/committee/seniortutors
Cambridge University Disability Resources Centre addresses services for students with special needs: www.admin.cam.ac.uk/univ/disability/
Cambridge University Student Union: www.cusu.cam.ac.uk
Cambridge University Graduate Union: www.gradunion.cam.ac.uk
Information concerning the College’s Development Office may be found at: www.cai.cam.ac.uk/alumni
Press releases issued by the College may be found at: www.cai.cam.ac.uk/news
Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered.
The classes of information will not generally include:
- Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure;
- Information in draft form;
- Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.
The method by which information published under this scheme will be made available
The College will indicate clearly to the public what information is covered by this scheme and how it can be obtained.
Where it is within the capability of the College, information will be provided on its website. Where it is impracticable to make information available on its website or when an individual does not wish to access the information via the website, the College will indicate how information can be obtained by other means and provide it by those means.
In exceptional circumstances some information may be available only by viewing in person. Where this manner is specified, contact details will be provided. An appointment to view the information will be arranged within a reasonable timescale.
Information will be provided in the language in which it is held or in such other language that is legally required. Where the College is legally required to translate any information, it will do so.
Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.
Charges which may be made for information published under this scheme
The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the College for routinely published material will be justified and transparent and kept to a minimum.
Material which is published and accessed on the College’s website will be provided free of charge.
Charges may be made for information subject to a charging regime specified by Parliament.
Charges may be made for actual disbursements incurred such as:
- postage and packaging;
- the costs directly incurred as a result of the process required to produce the information.
Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.
If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.
Information held by the College that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.