15. External Stakeholders and Regulatory Organisations

The term 'stakeholder' refers to anyone that has an interest in a project and can influence its success including groups and organisations external to the University. For example, all building works are subject to statutory and regulatory requirements. These cover planning permissions, changes to listed buildings and health and safety compliance.

The Oxford Local Plan

The Local Plan sets out the policies and proposals for future development and land use in Oxford. The objective of the Plan is to promote measures to improve the local environment and to meet the needs of local communities. The Plan is implemented by Oxford City Council acting as Local Planning Authority in determining planning applications. The Cherwell Local Plan sets out similar policies for the district that includes Begbroke Science Park.

Town Planning

Any proposed new building or change to the external appearance or use of an existing building normally requires planning consent from the local planning authority, which in most cases is Oxford City Council. Any application for planning consent relating to a capital building project must be approved by BESC and submitted by Estates Services.

Estates Services has robust planning procedures in place for all major developments, including public consultation procedures, under the direct responsibility of the Director of Asset & Space Management. These can be found under ‘Planning Procedures’ on the Estates Services ‘Strategies & Policies’ webpage.

The University regularly liaises with Oxford City Council Planning Department by way of monthly meetings attended by the University’s Town Planning Manager Buildings. and Head of Conservation and

Neighbours and Community Groups

Stakeholders can provide useful feedback (and an indication of the likely response to a subsequent planning application), however, as they may not be experienced in building projects, and their actions may be beyond the control of the University, their involvement requires careful organisation, and a clearly understood mandate. Key relevant groups are requested and contacted by the local authority as seen relevant for input during the planning determination period. Meetings can be arranged individually to discuss any concerns and during the design development. Further information can be found under ‘Planning Procedures’ on the Estates Services ‘Strategies & Policies’ webpage.

The Party Wall Act seeks to protect the interests of adjoining owners from any potentially adverse effects that construction works might have by imposing a requirement that all adjoining owners be given prior notice of them. Wider neighbours may also be affected by construction works and consideration should be given to how to reduce the impact of works, by sensible working hours, quiet and low vibration construction techniques, dust dampening, wheel cleaning and so on.

Listed Buildings

The National Heritage List for England (NHLE) is held by the Secretary of State for Digital, Culture, Media and Sport (DCMS) under the provisions of the Planning (Listed Buildings and Conservation Areas) Act 1990. Each listed building is classified as Grade I (exceptional interest), Grade II* (particularly important and more than special interest), or Grade II (special interest). Listed building control is a type of planning control intended to prevent unrestricted demolition, alteration, or extension of a listed building without the express consent of the local planning authority or the Secretary of State.

The University’s Town Planning Manager advises whether listed building consent is required and if it is arranges for it to be obtained.

Building Control

The Building Regulations are made under powers provided in the Building Act 1984. Among other things, the Regulations specify the notification procedures that must be followed when building works are undertaken and requirements for aspects of building design in consideration of health and safety, energy conservation, and access to and use of buildings. The Project Manager ascertains whether building control approval is required, and if it is arranges for it to be obtained by appointing an Approved Inspector.

Health and Safety

The Health and Safety at Work etc. Act 1974 (also referred to as HASAWA) is the primary piece of legislation covering occupational health and safety in Great Britain. The Health and Safety Executive (HSE), with local authorities (and other enforcing authorities) is responsible for enforcing the Act and a number of other Acts and Statutory Instruments relevant to the working environment.

CDM Regulations

University Policy Statement S3/15 relates to the Construction (Design and Management) Regulations 2015 (CDM) and forms part of the University’s Safety Policy. The CDM Regulations focus attention on the planning and management of construction projects and are intended to reduce risks to those who build, use, and maintain buildings.

The Regulations specify duties of clients, designers, contractors, and workers. They apply to:

a. b. c. d. e. new building constructions new services installations alterations, maintenance, and renovations of buildings and services site clearance demolition

The Regulations cover planning, design, management, and execution of activities associated with these types of work.

Fire Safety

In addition to consideration of fire safety as part of building control, the University Fire Officer must approve any proposal for a new building, an extension, or an alteration to a floor layout before any work commences. The Safety Office must approve any proposed building work in a laboratory or an animal facility before it commences.31

31 Standing Orders 4.2.3

Best Practice

Enhanced project delivery

The work of the Capital Projects team goes beyond what might be termed as standard project delivery. Standard delivery adheres to University procedures and processes, and follows industry practice such as PRINCE2 and the RIBA plan of work. Our enhanced delivery builds on this and includes initiatives that have been developed in-house to embrace gold standard practices in order to provide a comprehensive and consistent service. These initiatives include:

Benchmarking 360o KPIs Project Quality Review Process (PQRP) – collating and learning lessons Gateway Process, including independent reviews Training for SROs, Project Boards, stakeholders and consultants, including the production of guidance documentation Concerto portfolio management system Soft Landing strategy Risk Management strategy Stakeholder stage reviews Regular project compliance checks Options appraisals Consistent reporting formats Project Manager and Cost Consultant workshops Joint Working Group for Site Safety Tracking building defects Managing the appointment and contract processes