Dear Cardiff UCU Executive

I acknowledge receipt of your email received by this office on 24 October 2019 in which you requested information regarding senior staff and Council benefits.

Your request will now be dealt with under the Freedom of Information Act 2000 and has been allocated reference FOI19-417 which should be quoted in all correspondence. We will respond to your request within 20 working days starting the next working day after receipt, therefore you can expect to receive a response no later than 21 November 2019.

Where we consider that we will not be able to meet this deadline or if further time is required to consider the public interest test we will contact you as soon as possible and give you a revised date for response.

In some circumstances a fee may be payable and, if that is the case, we will let you know. A fees notice will be issued to you, and you will be required to pay before we will proceed to deal with your request.

Yours sincerely

Gail Thomas
Swyddog Sicrwydd
Adran Cynllunio Strategol a Llywodraethu
Prifysgol Caerdydd
2il Lawr, Friary House
Heol y Brodyr Llwydion
Caerdydd
CF10 3AE
Ffôn: +44 (029) 2087 5327
Ebost : [email address]  

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg. Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi.
Gail Thomas
Assurance Officer
Strategic Planning and Governance
Cardiff University
2nd Floor, Friary House
Greyfriars Road
Cardiff
CF10 3AE
Tel: +44 (029) 2087 5327
Email: [email address] 

The University welcomes correspondence in Welsh or English. Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Cardiff UCU Executive

Further to our email of 24 October, unfortunately we will not be in a position to provide you with a response by the deadline originally stated. We anticipate that we will require a further 10 working days and you can therefore expect to receive a response by 5 December 2019.

We apologise for the inconvenience.

Kind regards
Gail

Gail Thomas
Swyddog Sicrwydd
Adran Cynllunio Strategol a Llywodraethu
Prifysgol Caerdydd
2il Lawr, Friary House
Heol y Brodyr Llwydion
Caerdydd
CF10 3AE
Ffôn: +44 (029) 2087 5327
Ebost : [email address]  

Mae'r Brifysgol yn croesawu gohebiaeth yn Gymraeg neu'n Saesneg.  Ni fydd gohebu yn Gymraeg yn creu unrhwy oedi.
Gail Thomas
Assurance Officer
Strategic Planning and Governance
Cardiff University
2nd Floor, Friary House
Greyfriars Road
Cardiff
CF10 3AE
Tel: +44 (029) 2087 5327
Email: [email address] 

The University welcomes correspondence in Welsh or English.  Corresponding in Welsh will not lead to any delay.

show quoted sections

Dear Cardiff UCU Executive

I am writing in response to your Freedom of Information request dated 24
October 2019.

For ease of reference, I have reproduced your questions below and set out
our corresponding responses.

1.       Details and costs of ‘fringe benefits’, benefits in kind, and
other non-wage labour costs incurred by, applied to or otherwise
associated with members of the University Executive Board and University
Council. These include, but are not limited to, provision of or financing
towards accommodation, vehicles or transport services, IT equipment
(except where directly associated with post-holders’ university offices),
and mobile phones (and associated running costs such as contracts or other
incurred charges).

Details of the full remuneration of the Vice-Chancellor are set out on the
University website at
[1]https://www.cardiff.ac.uk/public-informa...
and in the University’s Financial Statements
[2]https://www.cardiff.ac.uk/public-informa....
No other member of UEB receives a taxable benefit in kind although
University assets are made available to UEB members as required in support
of their duties.

Payments made to trustees for travel and subsistence costs incurred in
attending Council, committee events and charity events in their official
capacity are disclosed on Page 43 of the [3]Annual Report and Financial
statements . The University also makes available to trustees as required
use of University assets including IT equipment, mobile phones, transport
services and accommodation in support of their duties as a trustee. The
Council Members’ Benefits Policy is attached for information and is
available on the University website at
[4]https://www.cardiff.ac.uk/about/organisa... .

2.       Principles and structures of job evaluation systems for members
of the UEB.

The academic roles on the University Executive Board are governed by our
Statute and Ordinances.  The Professional Services roles are underpinned
by Hay job evaluation.   All senior Academic and professional roles are
governed by our senior salary review process, further details at
[5]https://www.cardiff.ac.uk/public-informa...
Pay is reported within our financial accounts and governed by our
Remuneration committee.

3.       Distribution of salary levels of UEB members (including bonuses
and any other additions to basic pay).

This information is held by the University. However, it is considered
exempt from disclosure by virtue of Section 22 of the Act entitled,
‘Information Intended for Future Publication’. The University is obliged
to publish this information as part of its Publication Scheme in line with
the Section 45 Code of Practice under the FOI Act and is currently in the
process of determining the most suitable method and timing in line with
the wider HE sector. Liaison with the individuals involved is also taking
place to ensure that a regular process of review and confirmation is
undertaken prior to routine public disclosure. Prior publication would
undermine this process, would likely be unfair to the individuals and
would disallow the University control over the method and timing of
publication.

Whilst there is an inherent public interest in releasing information that
contributes to the transparency and the accountability of senior public
officials, it is considered that this is not outweighed at this time by
the need to properly prepare and implement arrangements for proactive
publication and as such the information will not be disclosed at this
time.

I trust this information satisfies your enquiry.  The University has a
Freedom of Information Complaints Procedure should you feel dissatisfied
with this response or the way in which your request was handled.
Complaints must be made in writing and must set out why you believe the
University has not met its obligations under the Freedom of Information
Act.  You may email your complaint to [6][email address] where
it will be forwarded to the Director of Strategic Planning and Governance
who will be responsible for overseeing the review.

If you remain dissatisfied following the outcome of your complaint, you
have the right to apply directly to the Information Commissioner for
consideration.  The Information Commissioner can be contacted at the
following address: Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire, SK9 5AF.

I would like to take this opportunity to thank you for your interest in
Cardiff University. If you require further assistance please feel free to
contact me.

Yours sincerely

Alison Preece   Alison Preece
Assurance Adviser   Ymgynghorydd Sicrwydd

 
Strategic Planning & Governance   Adran Gynllunio Strategol a
Llywodraethu
Cardiff University   Prifysgol Caerdydd
2nd Floor, Friary House   Llawr 2, Friary House
Greyfriars Road   Heol y Brodyr Llwydion

Cardiff Caerdydd
CF10 3AE   CF10 3AE
     
Tel: 029 208 79919   Ffon: 029 208 79919
E-mail: [7][email address]   E-bost:
[8][email address]
 
 
We welcome correspondence in Welsh
or English Rydym yn croesawu gohebiaeth trwy’r
Gymraeg neu’r Saesneg

References

Visible links
1. https://www.cardiff.ac.uk/public-informa...
2. https://www.cardiff.ac.uk/public-informa...
3. https://www.cardiff.ac.uk/public-informa...
4. https://www.cardiff.ac.uk/about/organisa...
5. https://www.cardiff.ac.uk/public-informa...
6. mailto:[email address]
7. mailto:[email address]
8. mailto:[email address]

Dear Ms Buffard

We are still in the process of finalising this review and note that we did
email on 19 February to inform you of this, copy attached. We hope to
finalise this very soon.

Kind Regards

Alison

Alison Preece   Alison Preece
Assurance Adviser   Ymgynghorydd Sicrwydd

Strategic Planning & Governance Adran Gynllunio Strategol a
Llywodraethu
Tel: 029 208 79919   Ffon: 029 208 79919
E-mail: [1][email address]   E-bost: [2][email address]

We welcome correspondence in Welsh Rydym yn croesawu gohebiaeth trwy’r
or English Gymraeg neu’r Saesneg

show quoted sections

Dear Cardiff UCU Executive,

We acknowledge receipt of your queries regarding FOI19-417. We are looking
into this and we will respond to you as soon as possible.

Yours sincerely,

 
Assurance Service   Gwasanaeth Sicrwydd
Strategic Planning and Governance   Cynllunio a Llywodraethu Strategol
Cardiff University   Prifysgol Caerdydd
Friary House   Friary House
Greyfriars Road   Heol y Brodyr Llwydion
Cardiff CF10 3AE   Caerdydd CF10 3AE
 
E-mail:   E-bost: [2][email address]
[1][email address]
 
 
Rydym yn croesawu gohebiaeth trwy’r
We welcome correspondence in Welsh Gymraeg neu’r Saesneg
or English
 
 
 

--------------------------------------------------------------------------

From: Cardiff UCU Executive <[FOI #615117 email]>
Sent: 10 August 2020 12:32
To: InfoRequest <[Cardiff University request email]>
Subject: RE: FOI19-417 Senior staff and Council benefits
 
Dear Cardiff University,

We note that this request – originally made on 24th October 2019 – has
still not been complied with.

We further note that in March 2020 you have taken the irregular step of
providing your response to our complaint off-line.

We note that your private response, while answering many of the questions
contained in the original request, still fell short of providing all the
requested information. Specifically, you failed to provide the following:

•       The purchase price and/or current market value of the
Vice-Chancellor’s accommodation. Associated with this, of course, is any
cost for post-purchase modification, renovation, etc.
•       The ongoing costs associated with maintenance of the building
(repairs, servicing)
•       Detail on how the Vice-Chancellor’s accommodation is depreciated
for accounting purposes.

We had pointed that out in a direct response to you (which is enclosed
below), but received only a cursory response, referring to irrelevant
information on ZOOPLA and summary information about maintenance cost and
depreciation available in the public domain already.

We therefore re-iterate our request and specifically ask you to provide us
with:

•       The purchase price and/or current market value of the
Vice-Chancellor’s accommodation.
      o We note that – contrary to your earlier assertions – this
information is NOT in the public domain. ZOOPLA and RIGHTMOVE may well
contain information about purchase price and market value for houses, but
without providing the full address, it is not possible to know which
property serves as the Vice-Chancellor’s residence. Please provide the
purchase price and current market value of the Vice-Chancellor’s
accommodation as provided by Cardiff University.

•       Please provide detail about any post-purchase modification costs
and expenses associated with refurbishment to said property.
•       Please provide information about the ongoing costs associated with
maintenance of the building (repairs, servicing)
      o We note that your earlier response referred us to the annual
financial statements. The ongoing operational costs, i.e. how much the
university spends on maintaining and servicing the property are not
contained therein, or at least not specific to this property. 
•       Please clarify how the Vice-Chancellor’s accommodation is
depreciated for accounting purposes.
      o According to p.38 of the publicly accessible financial report,
depreciation rates for buildings are calculated over 50 years. Please
confirm that this is correct, and (as per above) provide information what
value is used to calculate depreciation (e.g. purchase price, marketable
value, etc).
•       Please provide us with cost details for the “Use of a University
car which is also available to University Executive Board Members”. 
Please detail purchase, maintenance, and running costs, as well as
depreciation, and clarify whether the car is chauffeured or not. If yes,
please provide personnel costs for this.
•       Please provide the specific details of the Vice-Chancellor’s
reward scheme.  Specifically, we are asking how the bonus payment of
£46,000 in 2018 was calculated.  We are aware that detailed information
about this is contained in redacted document 16’466B ‘Excellence in
Contribution’, which contains information on the process for the
remuneration of the Vice Chancellor in regards to performance against
organisational objectives. Please provide the relevant information
contained therein.  Specifically, this needs to refer to a) the level of
an annual reward based on the achievement of the personal objectives set
and agreed by the Chair of Council, and b) an assessment of organisational
objectives on which a deferred bonus pool is calculated.

Yours sincerely,

Cardiff UCU Executive

show quoted sections

Dear Cardiff UCU Executive

We responded to your request received on 24 October 2019, on 6 December
2019 (copy attached).  In response to your further email of 21 January, we
undertook an internal review of the request and responded to you on 27
March 2020 (copy attached). At that stage you were informed that if you
were not satisfied by our response that you were able to contact the
Information Commissioner's Office.

A direct request for specific information was received by the University
on 14 May 2020 outside of the Freedom of Information Act, to which we
responded on 15 June 2020.  As you expressed dissatisfaction with the
response you were advised that you were able to make a request under the
Freedom of Information Act.  As you have now set out your request below
for further specific information we will progress this as a new request
under the FOIA.

With regards to responding off-line: there have been various
communications relating to these requests from different email addresses. 
There was no intention to reply off-line and we apologise if we have used
the incorrect email account in any of our responses. In future, we will
ensure that we respond to the 'What to they Know' email account if the
request is received via that channel.

Therefore your request for further information detailed in your email of
10 August 2020 will now be dealt with under the Freedom of Information Act
2000 and has been allocated reference FOI20-268  which should be quoted in
all correspondence. We will respond to your request within 20 working days
starting the next working day after receipt, therefore you can expect to
receive a response no later than 8/9/20.

Please note that in order to fulfil your request we need to liaise with
other teams across the University. Due to the current Coronavirus pandemic
most staff are now working remotely, and it is likely that there will be a
delay in responding to your request. Staff may not be able to assist as
they may need to prioritise other work, cover for colleagues who are ill
or be away from work themselves due to illness. However, we will do our
best to meet this deadline and keep you informed should we be unable to do
so.

In some circumstances a fee may be payable and, if that is the case, we
will let you know. A fees notice will be issued to you, and you will be
required to pay before we will proceed to deal with your request.

Regards

Assurance Services   Gwasanaethau Sicrwydd

Strategic Planning & Governance Adran Gynllunio Strategol a
Llywodraethu
Cardiff University   Prifysgol Caerdydd
2nd Floor, Friary House   Llawr 2, Friary House
Greyfriars Road   Heol y Brodyr Llwydion

Cardiff Caerdydd
CF10 3AE   CF10 3AE
     
E-mail: [1][email address]   E-bost:
[2][email address]
 
 
We welcome correspondence in Welsh
or English. Corresponding in Welsh Rydym yn croesawu gohebiaeth trwy’r
will not lead to any delay. Gymraeg neu’r Saesneg. Ni fydd
gohebu yn Gymraeg yn creu unrhyw
oedi.

show quoted sections

Dear UCU

With reference to the above request, acknowledged on 14 August 2020, we
are sorry but we are not yet in a position to respond.  We apologise for
any inconvenience caused and will endeavour to respond by 22 September.

Regards

Cydymffurfiaeth and Risg Compliance and Risk

Prifysgol Caerdydd Cardiff University

Ebost : [1][email address] Email: [2][email address] 
 
 
 
The University welcomes
Mae'r Brifysgol yn croesawu correspondence in Welsh or English. 
gohebiaeth yn Gymraeg neu'n Saesneg.  Corresponding in Welsh will not lead
Ni fydd gohebu yn Gymraeg yn creu to any delay.
unrhwy oedi.

References

Visible links
1. mailto:[email address]
2. mailto:[email address]

Dear Cardiff UCU Executive

I am writing in response to your Freedom of Information request dated 10
August 2020. We apologise for the inconvenience caused by the delay in
providing a response to this request.

For ease of reference, I have reproduced your questions below and set out
our corresponding responses.

 1. The purchase price and/or current market value of the
Vice-Chancellor’s accommodation.

The property was purchased in 2012 for a price of £765,000.

 2. Please provide detail about any post-purchase modification costs and
expenses associated with refurbishment to said property.

£247,027.16 was spent on improvements prior to the property being
occupied.

 3. Please provide information about the ongoing costs associated with
maintenance of the building (repairs, servicing)

Since 2018, records have not been held in a way in which it is possible to
extract maintenance costs by building. The Vice-Chancellor’s residence is
maintained as part of the University estate. Prior to this date we hold
the following information on maintenance for the this building: 2017 -
£729.20; 2016 - £531.51; 2015 - £356.64

 4. Please clarify how the Vice-Chancellor’s accommodation is depreciated
for accounting purposes. 

From the original request: According to p.38 of the publicly accessible
financial report, depreciation rates for buildings are calculated over 50
years. Please confirm that this is correct, and (as per above) provide
information what value is used to calculate depreciation (e.g. purchase
price, marketable value, etc).

The property is being depreciated over 50 years based on a value of
£750,000, as per the revaluation of properties in 2015.

 5. Please provide us with cost details for the “Use of a University car
which is also available to University Executive Board Members”. 
Please detail purchase, maintenance, and running costs, as well as
depreciation, and clarify whether the car is chauffeured or not. If
yes, please provide personnel costs for this.

The cost of leasing the car(s)

MOT, general service, vehicle excise duty and new tyres and parts are
included in the lease.

+------------------------------------------------------------+
|2017-18 |£10,213.56 |
|-----------------------------+------------------------------|
|2018-19 |£12,736.71 |
|-----------------------------+------------------------------|
|2019-20 |£11,277.50 |
+------------------------------------------------------------+

The University does not employ a dedicated driver for this vehicle.

 6. Please provide the specific details of the Vice-Chancellor’s reward
scheme.  Specifically, we are asking how the bonus payment of £46,000
in 2018 was calculated.  We are aware that detailed information about
this is contained in redacted document 16’466B ‘Excellence in
Contribution’, which contains information on the process for the
remuneration of the Vice Chancellor in regards to performance against
organisational objectives. Please provide the relevant information
contained therein.  Specifically, this needs to refer to a) the level
of an annual reward based on the achievement of the personal
objectives set and agreed by the Chair of Council, and b) an
assessment of organisational objectives on which a deferred bonus pool
is calculated.

Your request is for information on how the Vice Chancellor’s reward scheme
and the calculation of the bonus received in 2018. We can confirm that
the Vice-Chancellor’s reward scheme gave:

·         achievement of personal objectives set by Council (up to 5% of
base salary); and

·         achievement by the University of its organisational objectives
as set out in The Way Forward (5% of base salary placed within a deferred
bonus pool each year over 4 year period with assessment undertaken at the
end of the four year period).

The objectives of the VC are closely aligned to the key performance
indicators for the University as set out in the Way Forward. The
achievements against the objectives are summarised each year in our Annual
Review and Financial Statements. Based on these achievements the
Remuneration Committee concluded that 75% of the deferred bonus could be
paid to the Vice Chancellor in 2018.  The analysis of the key performance
indicators is set out in the paper 17/125BR which was released to you at
the internal review of FOI19-417. This paper is the final report on key
performance indicators which set out the progress in achieving the
organisation objectives set out in The Way Forward 2012-2017.

You have made reference to Paper 16’466B. This paper has been released in
2017 under a previous request to another requestor and as you have
referred to this, we can assume that you have a copy of this paper in its
redacted form. 

Information within the document was redacted at the time of disclosure for
the following reasons which have been reconsidered, and restated below:

Section 40(2) provides an exemption for the duty to disclose information
where it constitutes personal data, as defined under Data Protection
legislation and where it would contravene any of the data protection
principles. In this case it must be considered fair and lawful to disclose
– if considered fair due to legitimate interest of the public this needs
to be balanced with rights and freedoms of the individual. Given the need
for accountability and transparency within public authorities there is the
legitimate interest in the performance of the Vice Chancellor. However,
the disclosure should not cause unwarranted interference with an
employee’s rights.  The documentation around the personal performance
objectives of the VC is considered personal data by the University.

Section 43 (2) Commercial Interests.

This exemption applies as the data, if released to the public domain,
would be likely to prejudice the commercial interests of the University.
The University considers that it is unable to release all of the
information in documents which relate to analysis of strategic objectives,
in light of Section 43 of the Freedom of Information Act. The University
operates in a highly competitive environment and the document requested
contains analysis of data that would enable the reader to ascertain
details of the University’s activities, allowing competitors to build a
detailed picture of the University’s strategic priorities, how it aims to
compete within the sector. Paper 17/125BR provides an overall summary of
the information contained within paper 16’466B with regards to the
analysis of the strategic objectives.

In considering the Public Interest, the following factors were considered:

Public interest factors in favour of disclosure

Openness and Transparency. It is in the public interest that Universities,
as public authorities, are as open and transparent as possible in the way
that they operate and the way in which decisions are made.

Factors not in favour of disclosure

Releasing this information could compromise the University’s position
within the sector as the information could be used by competitors to
understand our operation and to re-evaluate theirs. It is not in the
public interest to disclose information that would undermine the ability
of the University to undertake its commercial functions and to
differentiate itself from competitors.

There is a strong public interest in maintaining fair competition in the
higher education sector and in ensuring that the University is able to
compete fairly. Within the competitive higher education ‘market’, it is in
the greater public interest for individual institutions to compete as
strongly as possible with each other in order to drive up standards across
the sector; a realistic approach to issues of commercial confidentiality
is essential if such competitiveness is to be fostered and maintained.

It is considered that whilst there is a public interest in ensuring that
there is transparency, the University has concluded that there is greater
public interest in maintaining the exemption given. 

I trust this information satisfies your enquiry.  The University has a
Freedom of Information Complaints Procedure should you feel dissatisfied
with this response or the way in which your request was handled.
Complaints must be made in writing and must set out why you believe the
University has not met its obligations under the Freedom of Information
Act.  You may email your complaint to [1][email address] where
it will be forwarded to the Head of Assurance Services who will be
responsible for overseeing the review.

If you remain dissatisfied following the outcome of your complaint, you
have the right to apply directly to the Information Commissioner for
consideration.  The Information Commissioner can be contacted at the
following address: Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire, SK9 5AF.

I would like to take this opportunity to thank you for your interest in
Cardiff University. If you require further assistance please feel free to
contact me.

Yours sincerely

Swyddfa Ysgrifenydd y Brifysgol University Secretary’s Office

Prifysgol Caerdydd Cardiff University

Ebost : [2][email address] Email: [3][email address] 
 
 
 
The University welcomes
Mae'r Brifysgol yn croesawu correspondence in Welsh or English. 
gohebiaeth yn Gymraeg neu'n Saesneg.  Corresponding in Welsh will not lead
Ni fydd gohebu yn Gymraeg yn creu to any delay.
unrhwy oedi.

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. mailto:[email address]