Publications Scheme

You will find this information helpful if you wish to understand College policies concerning specific information issues.

Students and Fellows looking for general information please refer to the General Information Booklet for Fellows and Visiting Scholars and the Clare Hall Handbook for Graduate Students.

Information is available on our Privacy Policy and to the Data Protection Act.


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 included in the classes of information mentioned below, where this information is held by the College.

The College intends:

  • to publish or otherwise make available as a matter of routine, information which is held by the authority 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 authority 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

  • 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 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 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
  • the 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.



Who we are and what we do

Organisational Information, structures, locations and contacts.

Legal framework

Please refer to Clare Hall Statutes for information on the Charter and Statutes of the College.

How the institution is organised

Under Statute XI, control of the College as a place of education, learning and research is vested in the Governing Body, comprising the President, the Fellows under Titles A, B, C and D and two Graduate Students who are members of the Graduate Student Body of the College.  The Governing Body normally meets twice termly.  Rules relating to elections to the Fellowship and to meetings of the Governing Body may be found in the Statutes.

The principal officers of the College include the President, the Bursar, the Senior Tutor, the Tutors and the Domestic Bursar. The Heads of Department and assistant staff of the College are listed on this Website, under Contact us.

The Governing Body appoints various standing and ad hoc committees.

Location and contact details

Location and contact details may be found on this Website, under Contact us.

Related Organisations

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 has partnerships with a number of overseas universities through the International Study and Research Centre (ISRC). See under College/Ongoing Projects.

The College has no wholly owned companies

Student activities

The principal student association in the College is the Graduate Student Body.  Details on its constitution are available to download.    

Please also refer to the College handbook for graduate students for more information.

What we spend and how we spend it

Financial information relating to projected and actual income, expenditure, procurement, contracts and financial audit.

Financial information for the current financial year and the previous four years, is available in the audited Accounts

Funding / income

The funding of the College derives from academic fees, rents and other charges to Students and Fellows (primarily Visiting Fellows), income from Trust Funds and Endowment, donations and other income as described in further detail in the Accounts, under College/Financial Information.

Budgetary information

May be obtained from the Bursar.

Financial audit reports

Please see the published Accounts, under College/Financial Information.

Capital programme

For information about the College’s approved capital programme please contact the Bursar.

Financial regulations and procedures

Please refer to Financial Information for details of the College’s financial regulations and procedures.

Staff pay and grading structures

For general information about the staff pay and grading structures please contact the Bursar.

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.

Contracts

The College does not publish details of its commercial contracts.

Research funding

The College funds its own scheme of Research Fellowships, details of which may be found in Apply.  The College has funding schemes to assist the research of its Fellows and students .

What our priorities are and how we are doing

Strategies, plans, performance indicators, audits, inspections and reviews.

Annual report

The Annual Report of the College, which is published in its annual Accounts is available.  The College newsletter may be found in our Life Members section.  The biennial RECORD is available for purchase on application to the Bursar.

Corporate and business plans

The Strategic Framework 2016-2021 - Coming soon.

Teaching and learning strategy

The College is a Graduate College.  It does not publish a Teaching and Learning Strategy.

Academic quality and standards

The academic assessment of students at the College is conducted through the University Academic Division Student Registry.  Information on the application process including academic quality and standards may be found on the University Website.  

Please also refer to the College handbook for graduate students for information about College procedures.

How we make decisions

Decision making processes and records of decisions.

Minutes from governing body, Council / Senate, academic boards and steering groups

The Minute Book of the Governing Body may be examined on application to the Bursar.

Teaching and learning committee minutes

The College is a Graduate College and does not have a formal teaching and learning committee.

Minutes of staff / student consultation meetings

The College has informal staff/student consultation meetings.  Students are represented on all College Committees.

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, are normally published in the local newspaper when a vacancy occurs. 

Please refer to Apply for Information about Research Fellowship vacancies.

Our policies and procedures

Current written protocols, policies and procedures for delivering our services and responsibilities

Policies and procedures for conducting College business

There are two main sources;

Procedures and policies relating to academic services

Please refer to the Graduate Student Handbook.

Procedures and policies relating to student services

Please refer to the Graduate Student Handbook

Procedures and policies relating to human resources

Please refer to the College Employment Handbook

Procedures and policies relating to recruitment

Vacancies at the College are normally advertised in the local newspaper.  Information about Research Fellowship vacancies can be found under Apply .

Code of Conduct for members of governing bodies

The College’s code relating to conflict of interests may be found in Clare Hall Statutes.

Equality and Diversity

The College is committed to equal opportunities in the recruitment of its Fellows, students and staff.

Health and Safety

The College monitors compliance with Health and Safety legislation and guidelines through its Health & Safety Committee.

Estate management

The Bursar is responsible to the Governing Body for managing the College’s estate.

Complaints policy

Please see the General information booklet for Fellows and Visiting Scholars, the College handbook for  graduate students and the College Employment Handbook.

Records management and personal data policies

The College’s data protection policy is found under Privacy.

Research policy and strategy

As a graduate College and Institute of Advanced Study, the College is committed to freedom of thought and speech and to academic freedom.

Charging regimes and policies

Details of the fee and charges levied by the College may be found in the;

Details of charges made for the provision of information included in this publication scheme may be obtained on application to the Bursar.

Lists and registers

Any information we are currently legally required to hold in publicly available registers

There are none.

Asset registers

The College does not have a formal asset register.

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 Bursar bursar@clarehall.cam.ac.uk.
 

  • The services we offer

Information about the services we offer including leaflets, guidance and newsletters

Services for outside bodies

The College does not normally provide services for outside bodies.

Course content

Course content information may be found on the University website.   

Welfare and counselling

Information concerning welfare and counselling services for students may be found in the College Handbook for Graduate Students, or please refer to Health and Welfare.

Health including medical services

Please refer to Health and Welfare for information concerning health services available to students.

Careers

The University Careers advice service is available to members of the College.

Chaplaincy services

The College does not have a Chapel or any organised religious services.

Services for which the College is entitled to recover a fee together with those fees

Information concerning College fees and charges may be found in the General Information Booklet for Fellows and Visiting Fellows and the Clare Hall Handbook for Graduate Students.  

Sports and recreational facilities

Please refer to Social Events and Clubs for information concerning College sporting and recreational facilities.

Museums, libraries, special collections and archives

Please refer to;

  • Facilities for information concerning the College Library
  • Social events and Clubs for information concerning the Art Gallery, including special exhibitions.
  • The Bursar for inquiries concerning the College Archives

 

Conference facilities

Please refer to Conferences for information concerning the College’s catering and conference facilities.

Advice and guidance

Please refer to the College Handbook for Graduate Students and the general information booklet for Fellows and Visiting Scholars for information concerning the Tutorial system and Direction of Studies, and information concerning advice and guidance.

Local campaigns

Please refer to Life Members for Information concerning the College’s Alumni Office and the College Appeal.

Media releases

Please refer to News for details of press releases issued by the College.