Close Personal Relationships – Procedure

Introduction

This document sets out the steps to be taken after a Close Personal Relationship, as defined in the Close Personal Relationship Policy (“the CPR policy”), has been disclosed or reported in terms of the CPR policy. 

Communication and record keeping

1. Disclosures, reports or concerns raised under the CPR policy should be treated in confidence as far as that is reasonably possible and in line with prioritising the welfare of students and staff.
2. The University may require to inform third parties, where appropriate, of any matter falling within the scope of the CPR policy.
3. A record of any disclosures or reports made will be held securely within the People Directorate.

Management of disclosures or reports of close personal relationships

1. Close personal relationship disclosures or reports should be managed where possible by the person to whom the initial disclosure or report has been made, in accordance with the CPR policy.
2. All disclosures or reports should be made in the first instance to the relevant School Manager or Head of Department and the School or Directorate’s People Partner.
3. Where a disclosure or report to the School Manager / Head of Department may not be possible or appropriate, the disclosure or report should be made to the relevant Director or Dean.
4. Where a disclosure or report to the School or Directorate’s People Partner may not be possible or appropriate, the disclosure or report should be made to a senior member of the University’s People department.
5. Once a disclosure or report has been made, the staff member(s) and student involved must be made aware of the disclosure or report. 
6. Where a disclosed or reported close personal relationship is either subject to alternative arrangements (as outlined in Section 4) or cannot reasonably be managed by the member of staff to whom the initial report has been made in line with Sections 3.1 – 3.5 (inclusive) above, the relevant School or Directorate will discuss a possible resolution with the University Secretary on advice from Legal. 
7. The matter will also be reported to the University Safeguarding Team.

 Alternative arrangements

1. Following disclosure or report of a close personal relationship, the University, in line with the CPR policy, will assess whether alternative arrangements are appropriate, and if so, institute those arrangements at the earliest possible opportunity.
2. In practice, this may involve:
   1. Consulting with the member of staff and the student to identify any impact the relationship may have on the individuals in question and on the University.
   2. Reorganising duties to remove professional contact, or where that is not possible, to minimise professional contact, and ensuring that the member of staff is not teaching, supervising, assessing, examining, providing pastoral care, or is otherwise professionally responsible for administering activities in which the student is involved.
   3. Ending or modifying the professional contact between the member of staff and the student to ensure there is no risk to the welfare or integrity of either party, and/or no breach of other applicable University policies. 
   4. Ensuring that all and any available and reasonable action is taken to minimise the potential effect of the relationship on other staff, students, the University community, and the University’s reputation.
   5. Ensuring that the member of staff ceases from writing references or recommendations for the student in question.
3. After any alternative arrangements are put in place, the first line (or escalation point where applicable) will consider whether any further actions are necessary to promote and safeguard the welfare of the parties involved and mitigate any risk to the University. Such further actions may include:
   1. ensuring that any individuals affected are aware of the University’s support services, and in particular the Safeguarding services for the student involved.
   2. in cases where there is a failure to comply with the CPR policy and arrangements put in place under the policy, taking appropriate action under the relevant disciplinary procedures.
   3. considering whether there is any need for training of staff members.

Consequences for breach of the CPR policy 

1. Any member of staff who breaches the CPR policy (which includes a failure to disclose) may face disciplinary action, which could result in suspension or dismissal for gross misconduct. Refer to the University’s Disciplinary Procedure for more information.
2. Repeated breaches of the CPR policy are considered on a cumulative basis. 
3. A breach of clause 6.1 of the CPR policy, namely in relation to relationships with a student under the age of 18 or who are a Vulnerable Adult, would be considered gross misconduct.