An Open Letter to University Management at Lancaster University, UK

Dear:

Professor Edward Simpson, Executive Dean of the Faculty of Arts and Social Sciences,

Professor Malcolm Joyce, Pro Vice Chancellor for Research,

Professor Rebecca Lingwood, Deputy Vice-Chancellor,

Professor Andy Schofield, Vice-Chancellor.

We are writing as a collective of PGR students in FASS. We are astonished at not only what is happening to PGR space in FASS, but also the nature by which it has been done.

There has been a shocking lack of consultation with PGRs about their space requirements, and whether a shared hot desk situation would be appropriate. We understand that there may be financial pressures resulting in this decision. This has not been clearly communicated, and alternatives have not been discussed. We have been told the Bowland Annex space is supposed to accommodate 300 PhD students, ~130 of which actively come to campus. Yet there are only ~40 desks. All of this is completely unreasonable. The meeting with the Dean, of which we were given less than a week’s notice, no online option and an abrupt end after 30 minutes only contributed to further confusion and outrage. The time window - of just over a month - given to PGRs making them aware they must move their possessions and are losing their space is entirely inappropriate. The Summer is also when many PGRs are away and so are unable to be consulted on this change. Further, they cannot make appropriate provisions for their potentially highly sensitive data and belongings. Moving sensitive data out of secured individual offices will breach ethics requirements, where data backups must be appropriately locked away. The fact that a survey is only NOW being circulated amongst PGRs asking about their space requirements after the decision has already been made, and space already chosen, is an absolute insult.

For many years community has been a problem for those completing their PhDs at this institution, and we are assured that the faculty is attempting to improve and grow the PGR community. However, when PGRs have been moved to a shared space at other institutions, this has done the opposite of growing community. Sheffield, Loughborough and Birmingham City universities all have large shared areas which are completely inappropriate for their PGR cohort, and are left abandoned. An alternative to creating a more active on-campus community would perhaps be a check-in/monitoring system, or a greater emphasis on research community events. Have alternatives been considered? Having a dedicated space provides a sense of belonging to PhD students and reinforces our identity as valued members of the academic community. Hotdesking/bookable spaces does the complete opposite. A shared space is also inappropriate for the online meetings that PhD students often need to undertake - be that for supervisions or other. Those working with sensitive/confidential materials can also not be viewed on a monitor in an open, shared office.

The particular space suggested also has unique issues. A report on the space from the UCU Health & Safety Reps from April 2024 outlined multiple issues including:

• Lack of drinkable water

• Lack of proper furnishing

• Lack of workstation assessment

• Lack of blinds

• Poor ventilation

• High temperatures

• Constant high noise from the ventilation pipes

• Low beams on the ceiling

• Shared offices are so small, a staff member cannot leave the office if someone is sat at the other desk.

As far as we are aware, there has not been a health and safety report done since, and some of these issues persist. On a recent walkaround of the space, the ventilation still made a lot of noise which is very distracting and creates a difficult work environment. It is far too small for the number of PGRs it will cater for, meaning that PGRs are essentially being told to take their possessions, including research equipment, home. Many do not have suitable spaces to work at home.

Financially, a great deal of money is provided for PGR space. Some of us are funded by research councils, a proportion of the funding going towards providing an appropriate space. International students are also paying over £20k a year for their study, and it is completely unreasonable to suggest that this is insufficient for an allocated space to work. Currently, community events for PGRs often take place in a space inside the respective department. Existing communities are concerned they are losing this space. There appears to be no social space / appropriate seminar room in the Bowland Annex.

As a result of these concerns, we ask the faculty to:

• Reconsider changes to PGR Office spaces, considering alternatives such as the monitoring of use of dedicated offices to consolidate space.

• Identify a space which is large enough for a PGR community, including group events, and without significant issues with the work environment.

• Consult PGR colleagues about the changes that will directly impact them

• Provide clarity about the reasons for these large changes - and the financial information resulting in this decision.

Sincerely,

FASS PGR Cohort.