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KING’S COLLEGE PUBLICATION SCHEME: PART ONE

INTRODUCTION

The King’s College, Cambridge publication scheme has been produced under section 19 of the Freedom of Information Act 2000. It aims to help you find information about the College easily and quickly.
1.Legal requirement
1.1 Adopting a publication scheme is a requirement of the Freedom of Information Act 2000. This Act promotes greater openness and accountability across the public sector by requiring all ‘public authorities’ to make information available proactively, through a publication scheme.
1.2 ‘Public authorities’ are defined in the Act and include universities, further education colleges and sixth form colleges.
2.What is a publication scheme?
2.1 A publication scheme is a document which describes the information a public authority publishes, or intends to publish. In this context, ‘publish’ means to make information available, routinely. These descriptions are called ‘classes of information’. The scheme is not a list of the actual publications, because this will change as new material is published or existing material revised. It is, however, the public authority’s commitment to make available the information described.
2.2 A publication scheme must set out the classes, or categories, of information published. It must also make clear how the information described can be accessed and whether or not charges will be made.
3.The ‘model’ publication scheme for higher education
3.1 King's College, Cambridge has adopted the model publication scheme prepared for the Higher Education sector and is therefore committed to publishing the information it describes.
3.2 This model is designed for universities across England, Wales and Northern Ireland. The purpose of the model is to save institutions duplicating effort in producing individual schemes and to assist the public in accessing information from across the sector. However, to reflect the diversity in size and function of institution, a number of optional classes of information are included. As a result, models within the sector will vary slightly. Any optional classes relevant to us have been included in our scheme.
3.3 To assist with the development of the model, a number of institutions across the sector volunteered as pilots. Information about the pilot exercise is available from the JISC (Joint Information Systems Committee) website at: www.jisc.ac.uk/index.cfm?name=mps_overview
4.Who we are
4.1 King’s College, Cambridge is an Eleemosynary Corporation at Common Law owing to the early date of its foundation (1441). As such the College has been a charity from that date.
4.2 King’s College, Cambridge has a formal constitution that is set out in the Statutes, and supplemented by lesser rules of procedure known as Ordinances. The Statutes are binding, legal rules, descended from those which King Henry VI laid down when he founded the College in 1441. They can be changed only with the permission of the Queen in Council: that is to say, they have the force of an act of parliament. The Statutes define the College – its full name is The King’s College of Our Lady and Saint Nicholas in Cambridge – as ‘a place of education, religion, learning, and research’.
4.3 King's College, Cambridge is a self-governing academic community within the University of Cambridge. The Governing Body, which exercises final authority within the College, is made up of all the Fellows, plus representatives elected from among the graduate students and the undergraduates. The Governing Body meets once each term and there is also an annual meeting (the Annual Congregation) at which the most significant decisions need to be approved. The day-to-day running of the College is handled by the College Council, which meets fortnightly during Full Term. It consists of five College Officers (the Provost, the Vice-Provost, the Senior Tutor, the First Bursar, and the Domus Bursar); ten Fellows (elected by the Governing Body); and four junior members (graduate students and undergraduates elected from among their peers). The Council oversees educational and financial matters and so is responsible for the admission and academic progress of students, appoints educational officers, awards prizes and scholarships, sets the annual financial budget including fees and charges, and oversees domestic arrangements including buildings, catering, the library, and computing. To do this, it uses a number of committees, which report directly to it. Major decisions may be referred to the Governing Body for approval.
4.4 The head of the College is the Provost, who chairs all the major committees and is responsible for the good government of the College. The Provost’s deputy is the Vice-Provost, who is elected from among the Fellows for a period of five years, and takes over in the Provost’s absence.
4.5 By Statute, there must be at least 46 Fellows of the College. In recent years, there have been around or just over 100. The Fellowship includes Research Fellows (generally young post-doctoral scholars), Professors and Supernumerary Fellows (generally long-serving retired Fellows). Most of the Fellows are Educational Officers (Tutors, Directors of Studies, and College Lecturers), many of whom also hold posts as University Teaching Officers in one or other of the Faculties or Departments of the University. The principal Educational Officer is the Senior Tutor, who has overall responsibility for the educational work of the College. The Fellowship also includes Administrative Officers who generally work in the College full-time. The Administrative Officers include the Dean of Chapel, the First Bursar, who is responsible for the College’s finance and budgets and runs the administration; the Domus Bursar, who is responsible for the College’s buildings and grounds and the management of domestic services, the Organist and Director of Music, the Librarian, and the Head of Development, who is responsible for fundraising and keeping in touch with alumni.
4.6 All members of the College with an MA or higher degree (an MPhil, PhD, etc.) are Senior Members of the College, and are kept informed through an Annual Report of the educational and general condition of the College and the activities and achievements of other members. Members of the College who are resident in Cambridge and studying for a degree are classified as Junior Members and are said to be in statu pupillari. There are around 380 undergraduates, almost all studying for the BA degree. Junior Members also include graduate students (students reading for a higher degree: MPhil, PhD, etc.). There are around 200 graduate students in King’s. By Statute, there must be among the Junior Members at least 48 Scholars, who include Choral Scholars and those who are elected to Scholarships following excellent performance in University examinations.
4.7 For administrative purposes, the College is divided into the following: King’s College, Cambridge; King's College, Cambridge Developments Ltd (major building projects); and King's College, Cambridge Enterprises Ltd (Chapel Shop accounts, Development Office accounts, Senior Wine Account, and part of Catering Department accounts). The latter have separate publication schemes.
4.8 King’s has formal ties with Eton, Winchester, and New College Oxford dating back to 1444, a four-way relationship known as the Amicabilis Concordia, and with Berkeley College Yale since 1938. It also has informal ties with Queen Mary College London (now Queen Mary & Westfield College) dating from the Second World War.
4.9 It is a fundamental mission of the University of Cambridge that it should remain a collegiate university. King’s College, Cambridge works closely with the University on all matters of common interest affecting the education of students and the pursuit of scholarship and research. As the College is an integral part of the University, some functions overlap and this publication scheme should be read in the context of the University of Cambridge publication scheme, which is available on request from The Administrative Secretary, University of Cambridge, University Offices, The Old Schools, Cambridge CB2 1TN. An internet version is available by following links from http://www.admin.cam.ac.uk.
5.Accessing information covered by the publication scheme
5.1 The classes of information we publish are described in the second part of the scheme.
5.2 Next to each class we have indicated the manner in which the information described will be available. We have also indicated whether charges apply to material in each class. In classes where a £ sign is shown in the Fee column, it will be necessary to supply the Freedom of Information Officer with a stamped addressed envelope with a £1 stamp affixed. If the costs of photocopying and postage are significantly higher, we will contact you with a request for additional payment.
5.3 To request information available through our publication scheme, please contact:
Freedom of Information Officer
King’s College
Cambridge
CB2 1ST.

E-mail: foi@kings.cam.ac.uk
Telephone: 01223 767190
5.4 Please note that a publication scheme relates to ‘published’ information. Therefore, material covered has already been prepared in a format ready for distribution.
6.What about information not covered by the publication scheme?
6.1 From 1 January 2005 you will have the right, under the Freedom of Information Act 2000, to request any information held by a public authority which it has not already made available through its publication scheme.
6.2 Requests will have to be made in writing and, in general, public authorities will have 20 working days to respond. King’s College, Cambridge Developments Ltd. may charge a fee, which will be calculated according to Fees Regulations. If a fee is required, it must be paid in advance. If the fee is not paid within three months of requesting it then the request will lapse. Please note that in accordance with section 12 of the Freedom of Information Act, King’s College, Cambridge Developments Ltd. reserves the right to refuse a request where the cost of researching, extracting or copying the information is disproportionately high.
6.3 The Freedom of Information Act 2000 also sets out the following circumstances where the duty to disclose information does not arise: When a requester, following prompting and assistance, does not give an adequate description of the information required to allow that information to be identified; and when requests are vexatious or repeated.
6.4 King’s College, Cambridge will not be required to release information to which an exemption in the Act legitimately applies. However, we may be required to explain to the applicant why we are not releasing information and we may also have to justify this to the Information Commissioner. These exemptions include:
  • Information already available elsewhere. If this is the case we will endeavour to direct you to where you will find the information you require.
  • Information provided in confidence. Certain information is supplied to us in confidence. The Act obliges us to hold this information confidentially and not to disclose it.
  • Personal information. This is covered by the Data Protection Act and is only available to the individual concerned.
  • Information which might endanger the physical or mental health or personal security of any individual.
  • Investigations and proceedings conducted by public authorities.
  • Information intended for future publication. If we intend to publish the information you want you may have to wait until it is published before you can have access to it.
  • Information which would be likely to prejudice the commercial interests of the Company or an individual.
Please note that there are twenty-three exemptions included in the Act. For a full list please contact the Information Commissioner’s website at :
www.informationcommissioner.gov.uk
7.Copyright
7.1 King’s College, Cambridge owns copyright in publications within this scheme. Copies of these publications may be made for purposes of private study or research without permission, in accordance with the Copyright, Designs and Patents Act 1988. Applications for commercial reproduction should be made in writing to the Freedom of Information Officer at the address in 5.3.
8.Feedback
8.1

It is important that this publication scheme meets your needs. If you find the scheme difficult to understand, please let us know. We also welcome suggestions as to how our scheme might be improved. Any comments about this scheme or questions/complaints regarding an information enquiry should be sent in writing to:

Freedom of Information Officer
King’s College
Cambridge
CB2 1ST
E-mail: foi@kings.cam.ac.uk
Telephone: 01223 767190

8.2

If we are unable to resolve any complaint, you can complain to the Information Commissioner, the independent body who oversees the Freedom of Information Act:


Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

9.Further information
  More information about the Freedom of Information Act is available on the Information Commissioner’s website at:
www.informationcommissioner.gov.uk
14 April 2004 (changed approved by Provost)

© 2006 King's College Cambridge, CB2 1ST, United Kingdom.