Academic Freedom
Guidance for ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ staff on academic freedom.
Keywords: discrimination, harassment, bullying, equality, Paris declaration
Owner: Richard Taylor, Chief Operating Officer
Approver: Richard Taylor, Chief Operating Officer
Approval date: 1 June 2022
Review date: 6 September 2024
Academic Quality Procedures Handbook
The Academic Quality Procedures Handbook (AQPH) acts as a central source of information for policies and procedures which support the University in its aim to assure the quality and standards of its learning, teaching and supervision.
Keywords: quality, teaching, handbook, registry, standards
Owner: Head of PQTP
Approver: Learning and Teaching Committee
Approval date: 1 September 2022
Review date: 31 July 2026
Access and Participation Plan (APP) 2020-21 to 2024-25
The 2020-21 to 2024-25 Access and Participation Plan sets out how the University will sustain or improve access, student success, and progression to employment for students from disadvantaged and underrepresented groups in higher education.Â
Keywords: widening participation, access, wp, outreach
Owner: Future Students & Marketing Operations
Approver: Operations Committee, University Council
Approval date: 30 September 2019
Review date: 31 July 2025
Admissions Policy
This policy describes the aims, principles and processes followed by the University to select and admit new students to undergraduate, postgraduate and foundation art and design programmes.
Keywords: recruitment, selection, admissions, students
Owner: Future Students and Marketing Operations
Approver: Learning and Teaching Committee, Council
Approval date: 25 October 2023
Review date: 31 December 2024
Alcohol, Drug and Substance Misuse Policy
University policy on alcohol, drugs and substance misuse including reference to support.
Annual Leave and Public Statutory Holidays
Annual Leave and Public Statutory Holidays
Keywords: annual leave, public holidays
Owner: Director of Human Resources and Organisational Development
Approver: n/a
Approval date: 30 January 2019
Review date: 31 December 2024
Anonymous Submission and Marking of Coursework Policy
A policy outlining general coursework submission practices and the anonymous submission and marking of coursework.
Anti-Bribery Policy
It is ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼'s policy to conduct its business in an honest and ethical way without the use of corrupt practices or acts of bribery to obtain an unfair advantage, both at home and overseas.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 31 August 2023
Review date: 31 July 2025
Anti-Fraud and Corruption Policy
The University expects all employees to conduct themselves at all times having regard to the very highest standards of conduct, probity and confidentiality.
Keywords:
Owner: Director of Finance
Approver: Council
Approval date: 31 December 2020
Review date: 31 December 2025
Anti-Money Laundering Policy (AML)
The Money Laundering Policy outlines how the University and its employees will manage money laundering risks and comply with its legal obligations, and sets out the procedure to be followed if money laundering is suspected, and defines the responsibility of both the University and the individual employees in the process.
Keywords: anti-fraud, corruption, financial regulation
Owner: Director of Finance
Approver: Finance Committee
Approval date: 14 June 2024
Review date: 30 June 2026
Appeals and Complaints procedure for Admissions
This is the procedure by which applicants to the University can appeal or make a complaint about an admissions decision.
Keywords: appeals, complaints, applications, admissions
Owner: Future Students and Marketing Operations
Approver: Learning and Teaching Committee
Approval date: 31 October 2023
Review date: 31 July 2026
Appointment of Provost & Deputy Vice Chancellor and Pro Vice-Chancellors
Annex 2 of the Committee Handbook, detailing the appointment of senior management posts in the University.
Keywords: appointments
Owner: Academic Registry
Approver: TBC
Approval date: 1 March 2023
Review date: 1 March 2026
University Archives Collection Statement
̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Archives is the official repository for the institutional records of ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ and its predecessor colleges.
Assessing English Language Competency for International Students to ensure they meet minimum UKVI requirements
This policy summarises the ways in which the University assesses the English language competency of international students to ensure that they meet the minimum level as required by UK Visas and Immigration for a student visa, as well successfully complete their studies.
Keywords: English language, Admissions, UKVI, IELTS, CEFR B2
Owner: Joe Parker, Dave Norton, Admissions Office
Approver: Learning and Teaching Committee
Approval date: 6 November 2023
Review date: 31 October 2025
Assessment Flexibility Policy
Defines eligibility and process for elite sport student athletes to adjust academic assessments that clash with high level competition.
Assistance dogs and ESAs policy
The University Policy for Assistance Dogs and Emotional Support Animals.
Keywords: assistance, dogs, emotional support, animals
Owner: Helen Shaw
Approver: Helen Shaw - Disability Access and Learning Manager
Approval date: 28 February 2022
Review date: 28 February 2027
Business Records and Financial Documents Retention Policy
Gives a guide as to the retention periods for business records and financial documents.
Keywords: retention, records, documents
Owner: Head of Tax
Approver: Director of Finance
Approval date: 26 May 2023
Review date: 31 July 2025
Code of Practice for Research
This Code of Practices addresses the University's expectations regarding the conduct of research.
Code Of Practice On Investigations Involving Human Participants
This Code of Practice provides guidance on the University's procedures for ethical approval of research involving human participants.
Keywords: ethical conduct, ethics, human participants, ethical research
Owner: Ethics Approvals (Human Participants) Sub-Committee
Approver: Ethics Committee
Approval date: 31 May 2024
Review date: 31 May 2027
Conflict of interest policy & procedure
The university's conflict of interest policy and procedure accords with the Seven Principles of Public Life established by the Nolan Committee.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 25 November 2021
Review date: 31 December 2024
Copyright Policy
This intranet page outlines the general copyright policy for ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ – readers should refer to related documents for details of University copyright practice.
Keywords: copyright, intellectual property
Owner: Information Governance Sub-Committee
Approver: Council
Approval date: 31 July 2024
Review date: 31 July 2027
Criminal Conviction Policy and Procedure for Admissions
This is the procedure by which applicants to the University who declare a relevant criminal conviction within their application are handled.
Keywords: applications, admissions, criminal convictions
Owner: Future Students and Marketing Operations
Approver: Academic Registrar
Approval date: 9 August 2024
Review date: 31 July 2025
Data Protection Policy
The policy sets out how the University protects the rights and privacy of individuals (includes students, staff and others) in accordance with the General Data Protection Act (GDPR) and the Data Protection Act (DPA) 2018. To comply with the law, personal information must be collected and used fairly, stored safely, and not disclosed unlawfully.
Keywords: data protection, records retention, disclosure
Owner: Academic Registry (Information Governance Manager)
Approver: Information Governance Sub-Committee
Approval date: 21 November 2019
Review date: 31 July 2025
Degree Outcomes Statement
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Degree Outcomes Statement was formally approved by the University Council on 2 July 2020.
Keywords: Classifications
Owner: Rob Pearson, Academic Registry
Approver: Council
Approval date: 23 November 2022
Review date: 30 April 2025
Disciplinary Procedures and Associated Guidance
This Disciplinary Procedure is designed to help and encourage employees achieve and maintain required standards of conduct, attendance and job performance.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 27 June 2024
Review date: 31 July 2028
Donation Acceptance Policy
Policy on the acceptance of philanthropic donations to the University (whether cash or item) from any source (charitable trust, company, individual or bequest).
Keywords: philanthropy, donation, gift, bequest, charity
Owner: Rachel Third, Head of Philanthropy
Approver: Ethics Committee
Approval date: 21 May 2024
Review date: 31 July 2027
EDI workload and recognition – principle
Document setting out principles for the recognition and provision for work undertaken as part of formal EDI roles.
Keywords: equity, diversity, workload, recognition
Owner: EDI Manager
Approver: Richard Taylor/EDI/HR Committee
Approval date: 4 April 2022
Review date: 31 July 2025
Emeritus Professors / Award of Honorary Titles
Procedures for the award of honorary titles for individuals having an active academic association with the University.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 27 June 2024
Review date: 31 July 2030
Employee Code of Conduct
The Code of Conduct (the Code) provides anyone acting in an official capacity on behalf of the university with guidelines as to what is expected of them whilst doing so.
Keywords: respect, dignity, responsibilities, media, identification
Owner: Human Resources
Approver: Council
Approval date: 31 March 2022
Review date: 31 December 2024
Equality and Diversity - Legal Requirements
Outline of the Equality Act 2010
Keywords: Equality Act 2010, legal duties, equality, diversity
Owner: Human Resources
Approver: HR Director
Approval date: 15 February 2023
Review date: 31 December 2024
Equality Impact Assessment
Equality Impact Assessment guidance provides a framework for completing an EIA where required, or taking account of equality considerations where an EIA is not deemed necessary.
Keywords: equality, inclusion, inclusive design, legislation
Owner: EDI Manager
Approver: Chief Operating Officer
Approval date: 31 March 2022
Review date: 31 January 2025
Ethical Investment Policy
This is the policy which sets out how the University decides on counterparties and companies in which to invest whilst remaining consistent with its ethical values.
Keywords: ethical, investment, funds
Owner: Director of Finance
Approver: Finance Committee
Approval date: 14 June 2024
Review date: 31 July 2025
Ethical Policy Framework
A comprehensive statement of the University's expectations in relation to organisational and individual ethical behaviour, and a structure that supports informed decision-making when specific ethical issues arise in the course of the University's business.
Keywords: ethics, guidance, research
Owner: Zoe Stockdale, Secretary to Ethics Committee
Approver: Ethics Committee
Approval date: 21 May 2024
Review date: 31 July 2025
Expenses Policy
Guidance on what can and cannot be reimbursed through the expenses procedure is detailed in the expenses policy.
Keywords: expenses, travel, subsistence, claim
Owner: Head of Financial Control
Approver: Director of Finance
Approval date: 1 September 2023
Review date: 31 July 2025
Export Control Policy
Export Control is a significant aspect of UK security legislation, is broad in its application and has the potential to affect an extensive range of academic disciplines. As a responsible institution, mindful of its charitable status, the University takes legal compliance very seriously. UK Export Control compliance is not optional.
Keywords: export, trade, arms, defence, military
Owner: General Counsel & Director of Legal Services
Approver: Infrastructure Committee
Approval date: 1 October 2018
Review date: 1 October 2025
Financial Regulations
Regulations providing broad guidance on financial control of the University's resources, applying to all staff.
Keywords: finance, control, expenditure, income, assets
Owner: Director of Finance
Approver: Council
Approval date: 23 November 2017
Review date: 30 November 2024
Fitness to ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Procedure
This procedure may be applied to students whose ability to cope with university life, to study and progress on their programme is seriously compromised as the result of their health, wellbeing or a disability.
Keywords: student engagement, fitness to study, wellbeing, support, leave of absence
Owner: Academic Registry/Student Services
Approver: Learning and Teaching Committee/Doctoral College Sub-Committee
Approval date: 1 June 2015
Review date: 31 July 2025
Freedom of Expression Code of Practice
This is the first stage in our preparations for implementing the requirements under the Higher Education (Freedom of Speech) Act 2023.
Keywords: free speech, academic expression, free expression
Owner: General Counsel & Director of Legal Services
Approver: Council
Approval date: 24 June 2024
Review date: 30 September 2025
Global Mobility Policy
Policy outlining the considerations for staff working overseas.
Keywords: global, mobility, overseas, international, cross-border
Owner: Director of Human Resources
Approver: HRC
Approval date: 5 January 2023
Review date: 31 July 2025
Guidance for Disclosure and Barring Service (DBS) Checks
This procedure gives effect to the University’s policy for accessing the Disclosure and Barring Service (DBS) and should be read in conjunction with that policy.
Keywords: disclosure, barring service, dbs, criminal, record
Owner: Head of HR Partnering
Approver: HR Committee
Approval date: 2 February 2023
Review date: 31 December 2024
Guidance on the University’s response to local, national and international issues
Guidance on the what, why, when and who of issuing statements from the University in relation to global, national, regional or local events or issues.
Keywords: statements, communications, network, freedom of expression, freedom of speech
Owner: Marketing and Advancement
Approver: Chief Operating Officer
Approval date: 1 April 2024
Review date: 31 July 2025
Guidance on Working Overseas
This document should be read in conjunction with the Global Mobility Policy and the Global Mobility Flowchart. It provides additional guidance on the issues to be considered if a member of staff will be working overseas.
Keywords: travel, global, mobility, international, cross-border
Owner: Director of Human Resources
Approver: Director of Human Resources
Approval date: 5 January 2023
Review date: 31 July 2025
Guidelines on Flexible Retirement
The university is committed to endeavouring to provide all staff with an acceptable work/life balance and, wherever practicable, to implementing flexible working arrangements in support of this aim.
Keywords: retiring, Universities Superannuation Scheme USS, Local Government Pension Scheme LGPS, pension
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 September 2014
Review date: 31 December 2024
Health and Safety Guidance Notes
A comprehensive list of guidance notes relating to the University's Health and Safety policies.
Keywords: FM, Facilities Management
Owner: Health and Safety
Approver: Health, Safety and Environment Committee
Approval date: 29 January 2019
Review date: 31 December 2024
Health and Safety Policies
A comprehensive listing of all the University's Health and Safety Policies.
Keywords: H&S, health and safety, FM, Facilities Management
Owner: Health and Safety
Approver: Health, Safety and Environment Committee
Approval date: 29 January 2019
Review date: 31 December 2024
Heating Policy
This policy covers the provision of a comfortable and legislation-compliant environment in which teaching, learning and research can thrive.
Keywords: heating, environment, comfort
Owner: Facilities Management
Approver: Graham Howard (contact Greg Watts)
Approval date: 10 May 2024
Review date: 31 July 2025
HR Policies
Human Resources hold a large range of policies centred on the staff terms and conditions of employment. These include annual leave, family leave, grievance, overtime, equal pay, redeployment, redundancy, regrading, increments, sickness, and support of many different types.
Keywords: maternity, adoption, paternity, parental, pay, increments, promotion, probation, special leave, illness, absence, stress, volunteering, drug, alcohol misuse, rewards, overtime, mental well being
Owner: Director of HR
Approver: Director of HR/HR Committee
Approval date: 31 July 2023
Review date: 31 July 2025
Increment and Acting Up Policy
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 March 2018
Review date: 31 December 2024
Information Governance Policy 9 - Management of Information Security Incidents and Review of Policies
The University is committed to investigating and monitoring all reported information security incidents. This Policy provides clear guidance on what to do if individuals become aware of an information security incident and how these are then subsequently handled by the University. The Policy details how incidents will be monitored, with a view to identifying specific areas of risk, which may result in recommendations to amend information security policies and/or provide further training.
Keywords: information security, incidents
Owner: Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 1 February 2023
Review date: 28 February 2027
Information Governance Policy 1 - Information Governance and Security Policy
This policy sets out the University’s information governance and security framework. Good information governance practices provide a framework for enabling secure, efficient, and effective use of the University’s data assets whilst protecting the privacy of data subjects. It involves protecting the security of data and information and information systems, as well as expectations for how the University community interacts with the institutions information and data assets.
Keywords:
Owner: Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 27 January 2022
Review date: 27 January 2026
Information Governance Policy 2 - Information categories and controls
This policy provides clear guidance on how to handle information correctly once it has been categorised as Public, Not Sensitive, Confidential or Highly Confidential.
Keywords: information security
Owner: Academic Registry/Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 1 June 2016
Review date: 31 July 2025
Information Governance Policy 3 - Responsibilities of All Staff and Doctoral Researchers
This policy provides all staff and doctoral researchers with a clear outline of their roles responsibilities in relation to information security.
Keywords: information security, acceptable use, copyright, data breach
Owner: Academic Registry/Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 27 January 2022
Review date: 31 July 2025
Information Governance Policy 4 - Information Service and Service Contractors Policy
This policy ensures the integrity and security of University Information Systems and sets out clear conditions for providing third party organisations access.
Keywords: external, supplier, contractor, remote, access
Owner: IT Services/Facilities Management
Approver: Infrastructure Committee
Approval date: 1 June 2016
Review date: 31 January 2025
Information Governance Policy 5 - Mobile and Remote Working Policy
This policy sets out the expected working practices and safeguards to be followed by individuals when working remotely and away on one of the University campuses. It covers the use of both University owned devices and personally owned devices.
Keywords: remote, access, mobile, vpn, security controls
Owner: IT Services/Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 11 March 2022
Review date: 31 March 2025
Information Governance Policy 6 - Information Sharing Policy
This policy provides guidance on how to safely share information between colleagues within the University and securely collaborate with external organisations outlining tools which can assist in the sharing of information.
Keywords: email, data, sharing, collaboration
Owner: IT Services/Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 1 March 2019
Review date: 31 July 2025
Information Governance Policy 6 - Information Sharing Policy Quick Guide
This document provides an overview of the information sharing policy, which in turn provides guidance on how to safely share information between colleagues within the University and securely collaborate with external organisations outlining tools which can assist in the sharing of information.
Information Governance Policy 7 - Policy on the Management of User Access to Information
The university implements physical and logical access controls across IT systems, data networks, and information holdings to provide auditable, and appropriate user access, and ensure appropriate confidentiality, integrity, and availability. Access management systems are in place to protect the interests of both those who provide information to the university and authorised users of that information.
Keywords: identity management, user accounts, logical access controls, authorisation, information access
Owner: IT Services/Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 26 May 2022
Review date: 31 May 2025
Information Governance Policy 8 - IT Operations Management
The University makes extensive use of computer and information systems for handling and processing information to support its business functions. The University is committed to deploying secure and manageable Information Systems. This Policy provides clear technical details on how to manage a secure IT environment and is primarily aimed at IT professionals across the university.
Keywords: vulnerability management, security, encryption and cryptography, network configuration, risks and travel
Owner: IT Services/Operations Managers
Approver: Infrastructure Committee
Approval date: 26 May 2022
Review date: 31 May 2025
IP Commercialisation Policy
This document sets out the University of ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼’s policy for protecting and exploiting intellectual property (IP) arising from the University’s research and teaching. The policy is a core element of a wider approach to developing a supportive environment for academics to commercialise and exploit their ideas, the overall aim of which is to maximise the impact of our research in the outside world.
Keywords: spinout startup, research innovation patent, licensing, Midlands Mindforge, invention inventor
Owner: Nick Gostick (Head of Intellectual Property Management and Commercialisation)
Approver: Nick Gostick (Head of Intellectual Property Management and Commercialisation)
Approval date: 30 November 2023
Review date: 30 November 2024
IT Acceptable Use Policy
The aim of this policy is to ensure that ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼’s IT facilities are used: safely, lawfully and equitably.
Keywords: IT acceptable use, AUP
Owner: Information Governance Sub-Committee
Approver: Infrastructure Committee
Approval date: 19 February 2024
Review date: 31 July 2029
̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Election Protocol
Procedure for the provision of student data for the purpose of compiling the Electoral Register, for the distribution of political party literature on campus and canvassing.
Keywords: election
Owner: Alison Barlow
Approver: Richard Taylor, Chief Operating Officer
Approval date: 12 January 2024
Review date: 31 July 2027
Major capital projects procedure
Governance process for capital projects over £3m. Available to staff only.
Keywords: approval, building, project, major, IT Services
Owner: Amanda Silverwood, Senior Planning Officer (Strategy and Governance)
Approver: Council
Approval date: 30 March 2023
Review date: 31 March 2028
Management of Mental Well-being
The University is committed to providing a safe and healthy working environment for employees through the management of both physical and psychological hazards.
Keywords:
Owner: Human Resources and Health & Safety
Approver: Health and Safety Committee
Approval date: 1 June 2017
Review date: 31 December 2024
Modern slavery and human trafficking statement
Outlines the policies, training, and due diligence processes that the University has in place to tackle modern slavery and human trafficking (2021-22 version).
Keywords: slavery, human trafficking, supply chain, tendering
Owner: Director of Finance
Approver: Council
Approval date: 23 November 2022
Review date: 31 December 2024
No PO, No Pay
We operate a fully enforced No Purchase Order, No Pay (‘No PO, No Pay’) Policy with all suppliers and contractors. This means that any invoice received from a supplier/contractor which does not clearly state a valid Purchase Order Number provided by the University will be rejected and returned to the supplier/contractor.
Keywords: procurement, invoice, payment
Owner: Head of Financial Control
Approver: Director of Finance
Approval date: 1 September 2023
Review date: 31 July 2025
On-campus Advertising Policy
This policy applies to all advertising that appears on the ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ and/or ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ London campuses.
Keywords: advertising, digital advertisements, signage, marketing
Owner: Marketing and Advancement
Approver: Corporate Communications
Approval date: 1 September 2023
Review date: 31 July 2027
Open Research Policy (Data and Methods)
The University is committed to supporting its researchers to ensure research data is well managed and to the continual improvement of that support.
Keywords: research, data, management, RDM
Owner: Library
Approver: Research and Innovation Committee
Approval date: 23 April 2024
Review date: 31 July 2029
Open Research Policy (Open Access)
̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ policy for the submission of research outputs into the Institutional Repository via LUPIN.
Keywords: open access, self-archiving, publications, library, OA
Owner: Library
Approver: Research and Innovation Committee
Approval date: 23 April 2024
Review date: 31 July 2029
Open Research Position Statement
The Open Research Position Statement outlines ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼'s ambitions in the Open Research area including publications, research data, and methods.
Keywords: open research, open access, FAIR data, open methods, research culture
Owner: Open Research Working Group
Approver: Research and Innovation Committee
Approval date: 23 April 2024
Review date: 31 July 2025
Payment Card Security Policy and Procedures
Adherence to this policy and the associated procedures is mandatory for all staff who handle or process card payments on behalf of the University.
Keywords:
Owner: Payment Card Industry project team
Approver: Director of Finance
Approval date: 1 November 2017
Review date: 31 July 2025
Personal Titles
Cases for promotion to a Personal Chair or the award of the title Reader will be considered by the Personal Titles Sub-Committee (the Committee). This document is intended to provide guidance to candidates and Schools on the procedure and the criteria against which submissions will be assessed.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 July 2017
Review date: 31 December 2024
Policy and Procedure for Students Under the Age of 18 Years
This is the University's policy and procedure for handling applications from students who are under the age of 18 one week prior to the start of their course. See also Safeguarding Policy.
Keywords: students, admissions, under 18, minor, safeguarding
Owner: Future Students and Marketing Operations
Approver: Learning and Teaching Committee
Approval date: 6 June 2024
Review date: 31 July 2025
Policy for accessing the Disclosure and Barring Service (DBS)
This policy applies to applicants for roles where disclosure is judged to be required; current employees in such roles; applicants for courses and programmes where disclosure is judged to be required; and current students enrolled on such courses.
Keywords: DBS, Disclosure, Barring service, criminal, record
Owner: Head of HR Partnering
Approver: HR Committee
Approval date: 2 February 2023
Review date: 31 December 2024
Prevention of Procurement Fraud Policy
The University will mitigate the risk of procurement fraud by making staff aware of how such fraud can happen, and its tell-tale signs, establishing procedures for preventing fraud in the first place, as well as a monitoring regime for detecting any fraud that does occur, including a procedure for reporting it.
Keywords: procurement, fraud, corruption, regulations, whistleblowing
Owner: Director of Finance
Approver: Director of Finance
Approval date: 1 January 2017
Review date: 31 December 2024
Privacy Notice - External Examiners
The Privacy Notice for external examiners explains what personal data we collect, how and why we collect it, how we store it and for how long we keep it.
Keywords: privacy notice, external examiners
Owner: Kyla Sala, Executive Officer, Academic Registry
Approver: Compliance Manager
Approval date: 18 January 2023
Review date: 20 January 2025
Privacy Notice - External Stakeholders
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ external stakeholders privacy notice explains what personal data we collect, how and why we collect it, how we store it and for how long we keep it, in respect of activity undertaken by University Careers, Employability and Skills services, Enterprise Office and Marketing and Advancement services at the University.
Keywords: GDPR, transparency, data collection
Owner: TBC
Approver: Information Governance Sub-Committee
Approval date: 31 December 2019
Review date: 31 July 2025
Privacy Notice - ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Alumni
This privacy notice sets out how ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Alumni Association obtains, manages and uses your data.
Keywords: GDPR, data, alumni
Owner: Marketing and Advancement
Approver: Academic Registry/Information Governance Sub-Committee
Approval date: 1 April 2017
Review date: 31 July 2025
Privacy Notice - Research
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ research privacy notice explains what personal data we collect, how and why we collect it, how we store it and for how long we keep it, in relation to research proposal collaborators, research participants and international research visitors.
Keywords: GDPR, transparency, data collection, participants
Owner: Head of Research Development
Approver: Information Governance Sub-Committee
Approval date: 30 September 2018
Review date: 31 July 2025
Privacy Notice - Staff
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ staff data privacy notice explains how we use and store the personal data of our staff, people who apply for a job and some types of visitor.
Keywords: GDPR, transparency, data collection
Owner: Carolyn Kenney, HR Partner
Approver: Carolyn Kenney, HR Partner
Approval date: 1 May 2018
Review date: 31 December 2024
Privacy Notice - Student CRM
This privacy policy states how ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ collects, manages and processes data held on the University’s customer relationship management (CRM) system.
Keywords: GDPR, transparency, data collection, prospective students, agents
Owner: Sarah Hannaford, Head of Future Students & Marketing Operations
Approver: TBC
Approval date: 30 September 2022
Review date: 31 January 2025
Privacy Notice - Student Services
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ student services data privacy notice explains what information Student Services collect and reuse from other University systems, how and why we collect it, and for how long we keep it if students access additional services in connection with their health, well-being, safety or career aspirations.
Keywords: GDPR, transparency, data collection
Owner: Head of Student Services
Approver: Information Governance Sub-Committee
Approval date: 30 September 2022
Review date: 31 July 2025
Privacy Notice - Students
The ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ student data privacy notice explains what personal data we collect, how and why we collect it, how we store it and for how long we keep it, in relation to enquirers, applicants and students.
Keywords: GDPR, transparency, data collection
Owner: Chris Carpenter, Head of Student Office
Approver: Information Governance Sub-Committee
Approval date: 30 November 2020
Review date: 31 July 2025
Probation (Academic Staff)
The aim of these documents to provide guidance so that all probationers and their Schools find the probationary period as productive and valuable as possible.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 June 2014
Review date: 31 December 2024
Probation (Non-Academic)
The aim of these documents to provide guidance so that all probationers and their departments find the probationary period as productive and valuable as possible.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 June 2010
Review date: 31 December 2024
Procedure for handling lack of capability
The university's procedure for handling lack of capability adopts a positive developmental approach, with clear indications of what is required and carefully defined targets, over a reasonable timescale.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 December 2013
Review date: 31 December 2024
Procurement Regulations
The Procurement Regulations form part of the University's Financial Regulations. The purpose of the Regulations is to ensure that the University's procurement activity gains value for money and is compliant with public procurement law.
Keywords: compliance, reporting, ethical, tender, contract
Owner: Director of Finance
Approver: Director of Finance
Approval date: 1 August 2020
Review date: 31 December 2024
Promotion to Senior Lecturer
Cases for promotion to Senior Lecturer will be considered by the Promotion to Senior Lecturer Committees.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 July 2017
Review date: 31 December 2024
Purchasing Card Policy
Full details when purchasing cards can and cannot be used, and how they are issued and managed, can be found in this policy.
Keywords: purchasing card, purchase, cardholder
Owner: Head of Financial Control
Approver: Director of Finance
Approval date: 30 August 2023
Review date: 31 July 2025
Relocation Expenses
The relocation guidance is a list of general conditions applicable to all removals along with an additional section for overseas removals.
Keywords:
Owner: Human Resources
Approver: TBC
Approval date: 23 May 2018
Review date: 31 December 2024
Research Misconduct Policy
This policy addresses the University's expectation that all research undertaken on University premises or using University facilities to be conducted observing the highest standards of research practice.
Keywords: research, misconduct, ethics, integrity
Owner: Charles Shannon - Head of Quality and Policy, Research & Innovation Office
Approver: Ethics Committee/Research and Innovation Committee
Approval date: 15 November 2017
Review date: 31 January 2025
Research Staff Code of Practice
This Code of Practice constitutes the policy and good practice guidelines of ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ for research staff, principal investigators and other staff involved in the management and supervision of research staff.
Keywords:
Owner: Director Human Resources
Approver: Director Human Resources
Approval date: 1 December 2017
Review date: 31 December 2024
Responding To A Student or Staff Death: Guidance For Staff
If you become aware of a student death, whether current, on placement or alumni this document guides through the process.Â
Keywords: death, reporting
Owner: Dr Manuel Alonso, Deputy Chief Operating Officer and Director of Student ServicesÂ
Approver: Dr Manuel Alonso, Deputy Chief Operating Officer and Director of Student ServicesÂ
Approval date: 31 January 2019
Review date: 31 July 2025
Responsible metrics policy
̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼'s policy on the responsible use of bibliometrics and altmetrics for research evaluation.
Keywords: bibliometrics, altmetrics, research evaluation, responsible, assessment
Owner: PVC (Research and Innovation)
Approver: PVC (Research and Innovation)
Approval date: 16 June 2023
Review date: 16 June 2025
Revocation of Honorary Degrees Policy
To provide a transparent policy on the revocation of honorary degrees awarded by the University and the associated internal governance processes.
Keywords: honorary degrees, revocation, rescission, nominations, standards
Owner: Abigail Loney, Secretary to University Honours Committee
Approver: University Honours Committee
Approval date: 26 February 2024
Review date: 31 July 2027
Right to Cancel Policy
This is the procedure by which applicants to the University may exercise their right to cancel as permitted under UK law.
Keywords: admissions, applications, right to cancel
Owner: Future Students & Marketing Operations
Approver: Academic Registrar
Approval date: 31 July 2024
Review date: 31 July 2025
Royal Charter Compliance Toolkit
This toolkit helps colleagues to understand the scope of the University's Royal Charter, the Charities Law considerations and to support colleagues in determining whether an activity should be conducted through the University or through a trading subsidiary, including legal, tax and finance implications.
Keywords: company, corporation, enterprise, power, commercial
Owner: Sam McGinty, General Counsel & Director of Legal Services
Approver: Chief Operating Officer
Approval date: 16 July 2021
Review date: 1 August 2026
RTE Returners Policy
This guidance provides information on how to facilitate an RTE academic’s return to employment from maternity/adoption/shared parental leave. It is currently listed on the Family Leave Policy and Procedure webpage towards the bottom of the page.
Keywords: family, keep in touch, paternity, flexible working, dependent
Owner: Human Resources
Approver: Provost
Approval date: 1 March 2017
Review date: 9 December 2024
Safeguarding Policy
This policy applies to safeguarding concerns regarding any registered student, staff member or visitor at ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼.
Sexual Harassment, Violence and Violence Policy
The policy outlines the University's zero tolerance position on sexual violence of any kind, and the support and advice available to staff and students in relation to prevention and reporting of sexual violence.
Keywords: sexual violence, support, rape, harassment, assault
Owner: Director of Human Resources (TBC) and Director of Student Services (Charlie Wheeldon)
Approver: Council
Approval date: 31 March 2022
Review date: 31 July 2025
SME-Friendly Procurement Policy
This policy explains the steps that the University takes to ensure that its procurement processes do not create unnecessary barriers for Small and Medium-sized Enterprises.
Keywords: procurement, SMEs, opportunities, contract, tendering
Owner: Director of Finance
Approver: Director of Finance
Approval date: 1 January 2017
Review date: 31 December 2024
Social media guidelines for staff
Guidelines for staff on the safe and responsible use of social media in a professional and personal capacity.
Keywords: social-media, academic freedom, risk, communication, @lboro
Owner: Web and Digital Team
Approver: Web and Digital Manager
Approval date: 1 September 2022
Review date: 31 January 2025
Software Policy
The purpose of this policy is to ensure that the University meets its legal requirements for software procurement, use and renewal.
Keywords: software, applications, compliance, management, licence
Owner: Barry Bookham, IT Services
Approver: Infrastructure Committee
Approval date: 30 September 2019
Review date: 31 January 2025
Stretch Degree Policy (Sport)
Defines eligibility and process for elite sport student athletes to stretch their degree. It is a reference point for all university staff.
Immediate actions to deal with a student fatality
Keywords: student, death, process
Owner: Student Services
Approver: N/A
Approval date: 1 August 2009
Review date: 31 January 2025
Student Handbook
The Student Handbook is a comprehensive resource of student-facing guidance from the University, covering exams, car-parking, behaviour, health and safety, prizes, complaints and how we use your data, and more.
Keywords: handbook, behaviour, exams, assessment, student data
Owner: Richard Barber, Assistant Registrar (Student Engagement and Immigration), Academic Registry
Approver: Academic Registrar
Approval date: 10 November 2022
Review date: 30 September 2024
Student Protection Plan
The Plan sets out the University’s assessment of, and mitigation for, the risks which could affect the continuation of study for our students.Â
̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Teaching Event Capture Policy
The purpose of this document is to set out a policy and to provide clear guidance to all staff and students on use of the ReVIEW automated teaching event (including lecture) capture system. The links below point to the policy, the page the policy is available from, and a page carrying an addendum for February 2020.
Temporary Advertising On The University Estate
This Policy covers the placement of temporary advertising, i.e. posters or banners, across the ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ estate.
Keywords: advertising, advertisements, adverts
Owner: Facilities Management
Approver: TBC
Approval date: 1 January 2016
Review date: 31 January 2025
Terms and Conditions of ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼
This is a summary of the principal terms and conditions of the contract between applicants and students and ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼.
Keywords: terms, conditions, applicant, student, contract
Owner: Future Students and Marketing Operations
Approver: Learning and Teaching Committee, Council
Approval date: 30 October 2022
Review date: 31 October 2024
Treasury Management Policy
The policy outlines how the University balances financial risk and return, and how it demonstrates value for money and the effectiveness of risk management procedures.
Keywords: risk, financial management, liquidity
Owner: Director of Finance
Approver: Finance Committee
Approval date: 14 June 2024
Review date: 31 July 2025
Procedure for UCAS Applications Flagged by the Similarity Detection Service
This is the procedure by which undergraduate applicants whose personal statement is flagged by the UCAS similarity detection software are handled.
Keywords: UCAS, undergraduate, applications, admissions, plagiarism
Owner: Future Students & Marketing Operations
Approver: Academic Registrar
Approval date: 1 March 2022
Review date: 31 July 2025
Sustainability policy and strategy
The Environmental Policy sets out the institution’s commitment to continual environmental improvement.
Keywords:
Owner: Sustainability
Approver: Council
Approval date: 1 October 2017
Review date: 31 July 2025
University Teacher Guidance
This page is a policy document for those seeking to employ University Teachers.
Keywords:
Owner: Human Resources
Approver: N/A
Approval date: 1 December 2017
Review date: 31 December 2024
Use of the title Fellow procedure
The following procedure should be adopted in the event that a School wishes to re-designate an individual’s title to Research Fellow.
Keywords:
Owner: Human Resources
Approver: Joint Negotiation and Consultative Committee/HR Committee
Approval date: 1 February 2019
Review date: 31 December 2024
Our Visual Identity Guidelines
Our Visual Identity Guidelines include best practice for using the University logo, imagery, icons and corporate colours so we can ensure consistency across the whole institution and build recognition with UK/EU and international audiences.
Keywords: visual identity, corporate identity, brand
Owner: Creative and Print Services
Approver: Marketing and Advancement
Approval date: 31 July 2024
Review date: 31 July 2025
Whistleblowing Policy
The Whistleblowing Policy and Procedure gives staff, students and third parties a clear procedure on how to raise any concerns which do not fall under the remit of the Student Complaints or Grievance policies and procedures.
Keywords: Public Interest Disclosure Act, raising concerns, corruption, honesty and integrity, inappropriate behaviour
Owner: Legal Services
Approver: HR Committee
Approval date: 13 November 2023
Review date: 1 November 2026
Workload Agreement
An Agreement on Workload between ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ and the LUCU (University and College Union, ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ - formerly ̨ÍåÁùºÏ²Ê¿ª½±¼Ç¼ Association of University Teachers).
Keywords: teaching, research, hours, breaks, time
Owner: Human Resources and LUCU
Approver: Academic and Related Staff Negotiating Sub-Committee
Approval date: 3 April 2014
Review date: 31 December 2024
Writing Style Guide
Our Writing Style Guide sets out best practice for tone and style, punctuation and formatting so we can ensure consistency across the whole institution.
Keywords: writing style, tone, brand, communications
Owner: Corporate Communications
Approver: Marketing and Advancement
Approval date: 1 June 2016
Review date: 31 January 2025
Animals or Animal Cells and Tissues
This policy states the University's expectations for staff or students working with Animals or Animal Cells and Tissues.
Keywords: ethics
Owner: Research Governance Officer
Approver: Ethics Committee
Approval date: 21 May 2024
Review date: 30 May 2027
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