Close Personal Relationships Policy

Overview

The University encourages positive professional relationships between staff and students. However, close personal relationships between students and staff who have responsibility for or duty of care towards the student can give rise to significant issues, including but not limited to actual or perceived conflicts of interest, imbalances of power, abuse of authority, perceived bias, or favouritism, and undermining of trust and confidence in the academic process and in the University in general. If a member of staff conducts themselves in an unprofessional manner towards a student, it can also have a detrimental effect on student and staff welfare and could place the member of staff and the University itself at risk in terms of reputation and liability. 

It is important that University staff understand their responsibilities in relation to relationships with students, and how the University deals with such relationships. 

Purpose

1. This policy sets out the University's expectations of its staff in respect to close personal relationships between students and staff, to mitigate against potential risks to staff, students, and the University which may arise from such relationships. This policy concerns consensual relationships between staff and students. Non-consensual behaviour may be dealt with by other University policies, including the Dignity at Work and Study (harassment and bullying) policy, Disciplinary Policy, and Grievance Policy, and/or may be escalated further including by reporting to the police.
2. This policy does not cover close personal relationships between colleagues. Such relationships are catered for in other University policies, including Employment of Family Members and Conflict of Interest policies. 
3. This policy should be read in conjunction with the University’s Employment of Family Members, Conflict of Interest, Safeguarding, Dignity at Work and Study, and Disciplinary policies. 

Who does this policy apply to?

1. This policy applies to all individuals working for or on behalf of the University at all levels and grades, on all contract types, and wherever located, and any other person who performs services for, or on behalf of, the University. 
2. This policy also applies to all students, , who are employed by the University or have accepted a position to study, are studying or are undertaking research for the University, including Summer Schools, and includes staff and students who are working or studying out with the University campus, internationally or on placement.

Definitions

1. Student

   This policy defines a student as any person pursuing a course of study leading to the award of a degree, diploma, or certificate of the University. Where graduate students have teaching or teaching-related (teaching, supervision and/or assessment) duties, this policy applies to them as if they were a member of staff.

2. Staff

   This policy defines a staff member as any individual working for or on behalf of the University at all levels and grades, on all contract types, and wherever located, and any other person who performs services for, or on behalf of, the University. This definition, as referred to in clause 4.1 above, also applies to all students, undergraduate or postgraduate, who are employed by the University or have accepted a position to study, are studying or are undertaking research for the University, including Summer Schools, and includes staff and students who are working or studying out with the University campus, internationally or on placement.

3. Close personal relationship

   This policy defines a close personal relationship as a sexual or otherwise intimate relationship, regardless of gender/sex or sexual orientation, however brief, and whether conducted in person or remotely (such as by phone, text message, social media, letter or other remote means).

4. Responsibility for a student

   This policy defines a relationship wherein a member of staff has responsibility for a student as meaning any arrangement where a person in his or her capacity as a member of staff has any academic, pastoral or administrative responsibility for a student. Situations where a member of staff may have responsibility for a student include but are not limited to where:

   • There is a direct teaching or supervisory relationship (e.g. the member of staff is the student’s lecturer, tutor, Adviser of Studies, or postgraduate supervisor)
   • There is indirect responsibility for that student’s academic work (e.g. the member of staff is assessing the student’s work)
   • There is direct responsibility or involvement in the student’s pastoral care or personal welfare (e.g. providing welfare services)
   • There is a mentoring role or ongoing administrative assistance is being provided to the student.
   • There is direct or indirect responsibility for or involvement in the selection or admission of applicants to study.   

5. Vulnerable Adult

   This policy defines a Vulnerable Adult as an individual aged 16 years and over who: 

   • is unable to safeguard their own wellbeing, property, rights or other interests;
   • are at risk of harm; or ,
   • because they are affected by disability, mental disorder, illness or physical or mental infirmity, are more vulnerable to being harmed than adults who are not so affected.

Commencement

This policy comes into force on 24 October 2024.

Responsibilities

1. University staff are strictly prohibited from entering into a close personal relationship with a student who is under the age of 18 or who is a Vulnerable Adult. 
2. University staff are strongly discouraged from entering into a close personal relationship with a student for whom they have responsibility.
   1. In the event that a close personal relationship arises between a member of staff of the University and a student with whom the member of staff has responsibility or is due to have responsibility, the member of staff must disclose the relationship to their School Manager or Head of Department (or equivalent post-holder) and to their School or Directorate’s People Partner as soon as possible. If the member of staff is unsure whether the relationship ought to be disclosed under this policy, they should disclose it. 
   2. Following disclosure, the person, or persons to whom the disclosure has been made will put in place appropriate measures to ensure that the member of staff has no responsibility for the student, and their associated assessment(s) and that the student is aware of the disclosure and the measures which have been put in place as a result. 
3. In the event that any member of staff is, or becomes, aware of a relationship which ought to be, but has not been, disclosed under this policy, they are encouraged to draw the relationship to the attention of the relevant School Manager or Head of Department (or equivalent post-holder) or to a senior officer in the University’s People department.
4. Once a disclosure or report has been made, the matter will be dealt with under the Close Personal Relationships Procedure.