Governance matters

Though many of the Proctors’ governance responsibilities have, over the last eight centuries, been transferred to other University bodies, they continue to exercise a range of functions, some of which are sketched below.

For more information about University governance, see the University’s governance overview, the Statutes and Ordinances, the further links collated by the Governance and Compliance Division and the website of the Cambridge University Reporter, the University’s journal of official business.

University Council and the Board of Scrutiny

The Proctors are not members of the Council, the University’s principal executive and policy-making body. However, they attend meetings of the Council as independent observers of unreserved, non-confidential business. They do so, essentially, as representatives of the Regent House, and so as to be able to draw salient items to the attention of the Board of Scrutiny. The Proctors and Pro-Proctors are ex officio members of the Board, which is the University’s chief internal (but independent) mechanism for ensuring transparency and accountability in University governance and operations.

Congregations of the Regent House

The Proctors and Pro-Proctors are required by regulation to attend all Congregations of the Regent House. As something akin to “business managers” for the House, the Proctors have general oversight of the conduct of Congregations: they submit Graces to the Regent House; they administer ballots; they see that order and decorum are maintained; and they deal with procedural questions and other matters that may arise. 

Discussions of the Regent House

Members of the University may contribute remarks to Discussions of the Regent House on Reports (presented, for example, by the Council or the General Board) and on Topics of Concern (raised formally by members of the Regent House). The Proctors (or their Deputies) attend all Discussions, whether held in person or online, and will read remarks on behalf of those who are authorised to participate but unable to attend. Remarks must be emailed to discussions@admin.cam.ac.uk no later than 10.00 am on the day of the Discussion. Detailed information about Discussions, including the formal and substantive rules for remarks, are published at https://www.reporter.admin.cam.ac.uk/discussions.

Free speech and good order

The Proctors have certain responsibilities in protecting lawful free speech, helping the University meet its Prevent duty, and maintaining good order at University events and on University premises (especially in the Senate-House and Yard; but not within colleges unless specially invited), in particular under the University’s Code of Practice on Freedom of Speech. The Proctors serve on the University’s Committee on Prevent and Freedom of Speech (a joint committee of the Council and the General Board). 

The Proctors attend potentially contentious events—accompanied, where appropriate, by University Constables—and, in conjunction with colleagues from University Security and Facilities Management, advise and support organisers. Organisers of events that might attract significant protest or at which lawful free speech might be compromised should consult the Proctors at the earliest opportunity by email to contact@proctors.cam.ac.uk. 

Student discipline and examinations

The Office of Student Conduct, Complaints and Appeals (OSCCA) has responsibility for student discipline. However, one member of an Appeal Committee under the Student Discipline Procedure must be a Proctor, Pro-Proctor or Deputy Proctor.

The Examination and Assessment Committee is responsible for student examinations, in collaboration with venues’ Facilities Management teams. However, the Proctors retain a role in “walking” venues (including venues in colleges) to monitor the conduct of examinations. Together with their Constables, the Proctors also police celebrations at the end of certain examinations.

Syndicates and Committees

The Proctors and Pro-Proctors serve ex officio on several other University Syndicates and Committees, including the Senate-House Syndicate, the Societies Syndicate (and its Technical Committee), the Select Preachers Syndicate, the Council Committee for the Supervision of the Student Union and the University Combination Room Committee.

Registered University societies and the Students’ Union

The Junior Proctor has particular responsibilities in connection with the registration of University clubs and societies.

By University regulation, the Junior Proctor (or a Deputy) has the duty to investigate and determine complaints between the University of Cambridge Students’ Union (or its officers) and members.

Motor Licences

While the routine issue and administration of Motor Licences for those who obliged to seek them is managed by the Estates Division, the Senior Proctor (or a Deputy) is the issuing authority and can issue fines for breaches of the relevant University regulations.