College Publication Scheme
This publication scheme is in the form prepared and approved by the Information Commissioner.
This publication scheme commits the College to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the College.
The scheme commits the College to:
- Actively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the College and falls within the classifications below.
- Specify the information which is held by the College and falls within the classifications below.
- Actively publish or otherwise make available as a matter of routine, information described in this scheme.
- Publish the methods by which information is routinely made available so that it can be easily identified and accessed by members of the public.
- 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.
Classes of Information
The scheme is arranged into the following classes:
Who we are and what we do
Organisational information, locations and contacts, constitutional and legal governance.
What we spend and how we spend it
Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.
What our priorities are and how we are doing
Strategy and performance information, plans, assessments, inspections and reviews.
How we make decisions
Policy proposals and decisions. Decision-making processes, internal criteria and procedures, consultations.
Our policies and procedures
Current written protocols for delivering our functions and responsibilities.
Lists and Registers
Information held in registers required by law and other lists and registers relating to the functions of the College.
The services we offer
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 specified in this scheme will be provided on its website. Where it is impractical to make information available on its website or when an individual does not wish to access the information by 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 an authority 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:
- Photocopying
- Postage and packaging
- Costs directly incurred as a result of viewing 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.
Written requests
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.
Information within the College's Publication Scheme
Who we are and what we do
Organisational information, structures, locations and contacts.
Legal framework
The Trust Deed of the College (1965), and its Charter of Incorporation (1997) are available from the Freedom of Information Officer (email: foi@lucy.cam.ac.uk). A charge will be made for photocopying and postage costs which exceed £5,
The College Statutes and the College Ordinances are here.
How the institution is organised
The College is administered by the President and other College Officers under the ultimate authority of the Governing Body, comprising the President and all the Fellows of the College in accordance with the Statutes of the College and with the College Ordinances, which are made by the Governing Body. The President and College Officers meet regularly during term time. The Governing Body normally meets monthly during term time. Rules relating to elections to and meetings of the Governing Body may be found in the Statutes and Ordinances of the College.
The principal officers of the College include the President, the Vice-President, the Senior Tutor, and the Bursar. Their duties are specified in the Statutes and Ordinances of the College. Day-to-day educational work of the College is performed by Directors of Studies, College Lecturers and Supervisors.
The Governing Body appoints various standing and ad hoc committees, whose membership and terms of reference are available from the Freedom of Information Officer. A charge will be made for photocopying and postage costs which exceed £5.
Location and contact details
Location and contact details may be found here.
Lists of, and 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:
Lucy Cavendish Trading Ltd: This is a company for supplying varied conference services.
This company has its own publication scheme, which may be found by clicking on the above link.
Student activities
The principal student association in the College is the Student Union. The constitution of this association may be found in the Student Handbook known as The Blue Book.
The Student Union has its webpage here.
The College also has a number of clubs and societies, as in the webpage here.
What we spend and how we spend it
Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit.
Financial information for the current financial year is available as described below. Information for earlier years is available from the Freedom of Information Officer. A charge will be made for photocopying and postage which exceeds £5.
Funding / income
The funding of the College derives from College fees, charges to senior and junior members, the College's investment portfolio held in its Amalgamated Fund, and other property, donations and Gift Aid receipts from its wholly-owned company Lucy Cavendish Trading Ltd.
The income and expenditure of the College is described in further detail in the College Accounts.
The College's investment policy is available here.
The College has adopted a total return policy, references to which can be found in the College's investment policy and College accounts.
Budgetary and account information
The College accounts are here.
Financial audit reports
The independent auditor's annual report to the Governing Body of the College, which is published in its annual Accounts may be found here.
Capital programme
Capital expenditure for the past financial year is set out in the College Accounts.
Financial regulations and procedures
The College Statutes set out broad principles governing financial matters and may be found here.
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, according to its purchasing guidelines. These guidelines may be found here.
Contracts
The College does not publish details of its commercial contracts.
Research funding
The College runs its own scheme of Research Fellowships and has funding schemes to assist the research of its Fellows and students. Details of these schemes are available from the Freedom of Information Officer.
What our priorities are and how we are doing
Strategies and plans, performance indicators, audits, inspections and reviews.
Annual report
The College Annual Newsletter is available from the Freedom of Information Officer at a charge of £10. The Annual Review of the College's finances, which is published in its annual audited Accounts, may be found here.
Corporate and business plans
The College 5-year strategic plan is available here.
Teaching and learning strategy
The College's Teaching and Learning strategy is set out in the Student Handbook known as 'The Blue Book' under 'Teaching Arrangements'.
Academic quality and standards
The academic assessment of students at the College is conducted through Tripos and other Cambridge University examinations (for undergraduates) and through the Board of Graduate Studies of the University (for graduate students). Information may be found on the Cambridge University website. Information about College procedures can be found in the Standing Orders of the College (here) and in the Student Handbook.
External review information
The Tomkins Table, showing the comparative performance of Colleges in undergraduate examinations is available from Wikipedia.
Corporate relations
Enquiries may be addressed to the Development Office, please email: development@lucy.cam.ac.uk.
Government and regulatory reports
The College's annual Public Benefit Report will be shown here when it is produced following the College's charity registration.
How we make decisions
Decision-making processes and records of decisions.
Minutes from Governing Body
Unreserved minutes of the Governing Body are available from the Freedom of Information Officer.
Teaching and learning committee minutes
Minutes of the following committees are available from the Freedom of Information Officer (email: foi@lucy.cam.ac.uk):
- Education Committee
- Fellowship Committee
- Finance & General Purposes Committee
- Alumni Committee
- Constitution Committee
- Fine Arts Sub-Committee
- Garden Sub-Committee
- Health, Safety & Security Sub-Committee
- Investment Advisory Panel
- Library Sub-Committee
- Studentship and Bursary Committee
Minutes of student consultation meetings
Minutes of the Consultative Committee and College Affairs Committee are available from the Freedom of Information Officer.
Appointment committees and procedures
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 here.
Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities.
Policies and procedures for conducting College business
The College ordinances may be found here. The College's procedures for handling requests for information may be found here.
Procedures and policies relating to academic services
The College follows the relevant policies and procedures of the University of Cambridge Academic Division in matters relating to academic services, in so far as such matters fall within the jurisdiction of the College. Details of the services and information provided by the Academic Division may be found here.
Procedures and policies relating to student services
Information on student admission, including courses, how to apply, and the assessment process may be found here. Information on matriculation, accommodation, internal student complaints and appeals, and code of student discipline may be found in the the Student Handbook.
Procedures and policies relating to human resources
Generic terms and conditions of employment, and the College's procedures on grievance, disciplinary, harrassment and bullying, probation and appraisal may be found in the Employment Handbook.
Procedures and policies relating to recruitment
Current vacancies at the College may be found here.
Code of conduct for members of governing bodies
The College's code relating to conflicts of interest may be found here.
Equality and Diversity
Lucy Cavendish College has exemption under the Equal Opportunities Act of 1974, to elect only women as Fellows, recognising the importance of redressing the imbalance of women to men in senior university posts. With that exception this does not affect its equal opportunity policy for staff, and the College is committed to equal opportunities in the recruitment of its staff.
The College's Equal Opportunities Policy for employees may be found here.
Health and Safety
The College's Health and Safety Policy is available here.
Estate management
The College's Site Strategy (1998) is available from the Freedom of Information Officer. The five-year strategic plan is available here.
Complaints policy
Complaints and grievance procedures for staff may be found in the Employment Handbook.
Appeals procedures for students may be found in the Student Handbook.
The College Statutes and Ordinances also contain information on grievance and appeals procedures for academic staff.
The College's Complaints Procedure relating to requests for information and operating the publication scheme may be found here.
Records management and personal data policies
The College's Data Protection Policy may be found here. The College's Records Management Policy and Records Retention Schedule are available from the Freedom of Information Officer (email: foi@lucy.cam.ac.uk).
Research policy and strategy
The Freedom of Speech Code of Practice adopted by the Governing Body for Lucy Cavendish College under section 43 of the Education (No. 2) Act 1986 may be found in the Student Handbook.
Charging regimes and policies
Details of charges made for the provision of information included in this publication scheme may be found here.
Lists and registers
Any information we are currently legally required to hold in publicly available registers.
There is none.
Asset registers
Lucy Cavendish College is located on a single site in Lady Margaret Road, Cambridge. A map of the site is available here (needs hyperlink). The College also owns a number of properties in Cambridge for the purpose of providing residential accommodation for its students. The combined audited book value for the Lady Margaret Road site and residential properties may be found in the College Accounts.
Disclosure logs
The College does not maintain a disclosure log.
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 Freedom of Information Officer.
The services we offer
Information about the services we offer, including leaflets, guidance and newsletters.
Generally this is an extension of part of the first class of information. While the first class provides information on the roles and responsibilities of the College, this class includes details of the services which are provided by the College, internationally, nationally and locally as a result of them. It will also relate to information covered in other classes.
Prospectus
The College admission prospectus is available from the Admissions Office, email: admissions@lucy.cam.ac.uk. The University undergraduate admissions prospectus may be found here. University graduate admissions information may be found here.
Services for outside bodies
The College does not normally provide services for outside bodies.
Course content
Course content information may be found on the Admissions pages of the University of Cambridge website.
Welfare and counselling
Information concerning welfare and counselling services for students is set out in the Student Handbook under 'Support Agencies' and may be found here. Information concerning the University Counselling Service may be found here.
Health including medical services
Information concerning the College Nurse and health services available to students is set out in the Student Handbook under 'Health and Related Services'.
Careers
Careers advice is available to members of the College from the Cambridge University Careers Service.
Chaplaincy services
Information concerning the religious life of the College is set out in the Student Handbook under 'Religion / Spiritual Life'.
Services for which the College is entitled to recover a fee together with those fees
Information concerning College fees and charges may be found on the Study with us pages.
Sports and recreational facilities
Information concerning College sporting and recreational facilities can be found here.
Museums, libraries, special collections and archives
Please visit the College Library webpage for information on these facilities. Enquiries concerning the College Archives should be made to the Archivist (email: archivist@lucy.cam.ac.uk).
Conference facilities
See information concerning the College's catering and conference facilities.
Advice and guidance
Information concerning the Tutorial system and Direction of Studies, and other information concerning advice and guidance available to members of the College is set out in the Student Handbook.
Local campaigns
Information concerning the College's Development Office may be found here.
Media releases
Press releases issued by the College may be found here.