Policy gateway

The Policy Gateway lists all the policy and procedure-related documentation available to Loughborough staff and students. If you are a policy owner and you don't see your documentation on this site, please contact:
policies@lboro.ac.uk

Type

Topic

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.

Type: Handbook Topic: Learning and Teaching

Keywords: quality, teaching, handbook, registry, standards

Owner: Academic Registry

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

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.

Type: Policy Topic: Marketing

Keywords: recruitment, selection, admissions, students

Owner: Student Recruitment, Marketing and Admissions

Approver: Learning & Teaching Committtee, Council

Approval date: 24 February 2017

Review date: 28 February 2018

On-campus Advertising

This policy applies to all advertising that appears on the Loughborough University and/or Loughborough University London campuses.

Type: Policy Topic: Marketing

Keywords: advertising, digital advertisements, signage, marketing

Owner: Marketing and Advancement

Approver: Corporate Communications

Approval date: 4 July 2016

Review date: 4 July 2018

Anti-Bribery Policy

It is Loughborough University'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.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 November 2011

Review date:

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.

Type: Policy Topic: Finance

Keywords: anti-fraud, corruption, financial regulation

Owner: Director of Finance

Approver: Operations Committee

Approval date: 12 October 2017

Review date: 1 September 2020

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.

Type: Procedure Topic: Marketing

Keywords: appeals, complaints, applications, admissions

Owner: Student Recruitment, Marketing and Admissions

Approver: Learning & Teaching Committee

Approval date: 22 March 2016

Review date: 20 June 2018

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.

Type: Procedure Topic: Governance

Keywords: appointments

Owner: Academic Registry

Approver: TBC

Approval date: 1 July 2015

Review date: 23 May 2018

University Archives Collection Statement

Loughborough University Archives is the official repository for the institutional records of Loughborough University and its predecessor colleges.

Type: Policy Topic: IT

Keywords: archives, special, collections

Owner: Library

Approver: TBC

Approval date: 1 March 2018

Review date: 23 May 2018

Assessment Flexibility Policy

Defines eligibility and process for elite sport student athletes to adjust academic assessments that clash with high level competition.

Type: Policy Topic: Learning and Teaching

Keywords: assessment, flexibility, elite, sport

Owner: The Sports Development Centre

Approver: Learning and Teaching Committee

Approval date: 11 February 2010

Review date: 15 June 2016

Business Continuity Policy

Loughborough University takes Business Continuity Management seriously and is committed to do all that is reasonably practicable to maintain the University’s critical activities at a pre-determined level in the event of disruption.

Type: Policy Topic: Governance

Keywords: resilience, business continuity, risk, disruption

Owner: Chief Operating Officer

Approver: TBC

Approval date: 1 September 2014

Review date: 23 May 2018

Business Travel and Expenses Policy

This guidance details the principles, rules and procedures relating to travel and subsistence.

Type: Policy Topic: Safety

Keywords: expenses, subsistence, travel, accommodation, conduct

Owner: Finance - Insurance Team

Approver: TBC

Approval date: 14 June 2017

Review date:

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.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 December 2013

Review date:

Car Hire Delivery/Collection

Guidance for the smooth and controlled delivery and collection of hire cars.

Type: Guidance Topic: Safety

Keywords: car hire

Owner: Finance - Insurance Team

Approver: Finance - Insurance Team

Approval date: 1 August 2015

Review date: 18 July 2018

Code of Practice for Research

This Code of Practices addresses the University's expectations regarding the conduct of research.

Type: Code Topic: Research

Keywords: ethical principles, ethical conduct, research integrity, research ethics

Owner: Research Office

Approver: Ethics Committee/Research Committee

Approval date: 15 November 2017

Review date: 15 November 2018

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.

Type: Code Topic: Research

Keywords: ethical conduct, ethics, human participants, ethical research

Owner: Ethics Approvals (Human Participants) Sub-Committee

Approver: Ethics Committee

Approval date: 19 May 2017

Review date: 31 May 2018

Computer Purchasing and Deployment Policy

This policy covers the selection, purchase, deployment and disposal of desktop and laptop computers by the University on behalf of its staff. The policy replaces the previous “Desktop & Laptop Policy” agreed in 2010.

Type: Policy Topic: IT

Keywords: pc procurement, procurement, purchasing, laptop, desktop

Owner: IT Services

Approver: Information Technology and Governance Committee

Approval date: 1 October 2015

Review date:

Conduct of Employees and Lay Members of Council

This Code of Conduct sets out guidance which should be read and observed by all employees of the University. Parts of the Code will also be relevant to lay members of Council.

Type: Code Topic: HR

Keywords:

Owner: Finance

Approver: TBC

Approval date: 31 January 2007

Review date: 23 May 2018

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.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 November 2017

Review date:

Copyright Policy

This document outlines the general copyright policy for Loughborough University – readers should refer to related documents for details of University copyright practice.

Type: Policy Topic: Governance

Keywords: copyright, intellectual property

Owner: Library

Approver: Council

Approval date: 27 March 2015

Review date: 31 March 2018

Counselling and Disability Service Evidence Policy

Type: Policy Topic: Guidance

Keywords: services, disabled, health, DSA

Owner: Counselling and Disability Service

Approver: TBC

Approval date: 1 June 2017

Review date: 1 June 2018

Additional Guidance and Procedure for applicants who declare a Criminal Conviction

This is the procedure by which applicants to the University who declare a relevant criminal conviction within their application are handled.

Type: Procedure Topic: Marketing

Keywords: applications, admissions, criminal convictions

Owner: Student Recruitment, Marketing and Admissions

Approver: Academic Registrar

Approval date: 30 September 2017

Review date: 30 September 2018

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 Data Protection Act.

Type: Policy Topic: IT

Keywords: data protection, records retention, disclosure

Owner: Academic Registry

Approver: TBC

Approval date: 14 May 2018

Review date: 14 May 2018

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.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 June 2015

Review date:

Disposing of computer equipment

When electrical and electronic equipment reaches the end of its usable life it becomes waste and has to be correctly disposed of in accordance with the Waste Electrical and Electronic Equipment (WEEE) Regulations as well as the University’s own procedures.

Type: Policy Topic: Facilities

Keywords: disposal, WEEE, electrical, sustainability, environment

Owner: Facilities Management

Approver: TBC

Approval date: 1 May 2014

Review date: 23 May 2018

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).

Type: Policy Topic: Finance

Keywords: philanthropy, donation, gift, bequest, charity

Owner: Rachel Third, Head of Philanthropy

Approver: Ethics Committee

Approval date: 1 January 2017

Review date: 19 July 2018

Driving and Transport Policy

This policy describes the kinds of risk assessment of any driving or transport tasks managers should carry out to identify potential dangers.

Type: Policy Topic: Safety

Keywords: driving, transport, risk assessment, drivers

Owner: Health and Safety

Approver: TBC

Approval date: 1 April 2016

Review date:

Emeritus Professors / Award of Honorary Titles

Procedures for the award of honorary titles for individuals havina an active academic association with the University.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 February 2017

Review date:

Equal Opportunities: Code of Practice

Equality incorporated in the University's Charter.

Type: Code Topic: HR

Keywords: equality, equal opportunities, code of practice

Owner: Human Resources

Approver: Council

Approval date:

Review date:

Equal Pay Policy

Loughborough University believes in equal opportunities in employment and is committed to the fundamental principle that procedures to determine the pay and conditions of employment of all our employees do not discriminate unlawfully and are free from bias.

Type: Policy Topic: HR

Keywords: equal pay, gender reporting

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 January 2016

Review date:

Athena Swan Charter and Awards

Loughborough University aims to ensure gender equality in all of its activities, and we are committed to the principles of the Athena SWAN charter through our actions to encourage representation, progression and success for all.

Type: Guidance Topic: HR

Keywords: gender equality, Athena Swan

Owner: Human Resources

Approver: Athena SWAN Self Assessment Team and Athena SWAN Organisational Champion (Approver of External Submissions only - is HRC)

Approval date:

Review date:

Equality and Diversity - Legal Requirements

Outline of the Equality Act 2010

Type: Policy Topic: HR

Keywords: Equality Act 2010, legal duties, equality, diversity

Owner: Human Resources

Approver: HR Director

Approval date:

Review date:

Equality and Diversity - Statement

Statement aligning the University with the Equality Act 2010 as well the University strategy of Building Excellence.

Type: Guidance Topic: HR

Keywords: equality, diversity, statement

Owner: Human Resources

Approver: HRC and Council

Approval date:

Review date:

External IT Policies

The University also makes use of the Joint Academic Network (Janet), for example to connect to the Internet, and its Policies apply to you too.

Type: Policy Topic: IT

Keywords: janet

Owner: IT Services

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Loughborough Students’ Union External speaker request form

Form for all societies and groups who have an external speaker speaking at their event.

Type: Form Topic: Guidance

Keywords: prevent, external speakers, radicalisation

Owner: Student Services

Approver: Council

Approval date: 28 June 2016

Review date:

Loughborough University External Speaker Policy

Type: Policy Topic: Guidance

Keywords: prevent, external speakers, radicalisation

Owner: Student Services

Approver: Council

Approval date: 28 June 2016

Review date: 10 July 2018

Family Leave Policy and Procedure

This policy sets out leave arrangements for staff with children and dependent adults.

Type: Policy Topic: HR

Keywords: family leave, maternity, paternity, adoption, shared parental leave

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 February 2017

Review date:

Financial Regulations

Regulations providing broad guidance on financial control of the University's resources, applying to all staff.

Type: Policy Topic: Finance

Keywords: finance, control, expenditure, income, assets

Owner: Director of Finance

Approver: Council, via Finance Committee

Approval date: 23 November 2017

Review date: 23 November 2017

Fitness to Study 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.

Type: Procedure Topic: Learning and Teaching

Keywords: student engagement, fitness to study, wellbeing, support, leave of absence

Owner: Academic Registry

Approver: Learning and Teaching Committee

Approval date: 1 June 2015

Review date: 1 April 2018

Fraud - 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.

Type: Policy Topic: HR

Keywords:

Owner: Director of Finance

Approver: Council

Approval date: 31 January 2007

Review date: 15 May 2018

Freedom of Information

Loughborough University takes its obligations under the Freedom of Information Act very seriously, and aims to make access to appropriate information as straightforward as possible.

Type: Policy Topic: Governance

Keywords: FoI, freedom of information, publication scheme, transparency

Owner: FoI Officer, Academic Registry

Approver: TBC

Approval date: 21 February 2018

Review date: 21 February 2018

Grievance Procedure

The University will use its best endeavours to deal objectively and constructively with all grievances and employees using this procedure will be dealt with fairly and as quickly as possible.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 May 2012

Review date:

Guidance for Travellers

This document provides information on the University’s travel policies and procedures.

Type: Procedure Topic: Safety

Keywords: travel, insurance, risk, booking, tickets

Owner: Finance - Insurance Team

Approver: Finance - Insurance Team

Approval date: 1 August 2016

Review date: 18 July 2018

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.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 September 2014

Review date:

HallNet Service: Acceptable Use Policy

Specific usage policy for the wired network in halls of residence.

Type: Policy Topic: IT

Keywords: hallnet, net, wired, network

Owner: IT Services

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Harassment and Bullying Policy

Loughborough University is committed to eliminating all forms of harassment and bullying as it recognises that such behaviour is unacceptable, discriminatory and, in certain circumstances, also unlawful.

Type: Policy Topic: HR

Keywords: bullying, harrassment

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 February 2018

Review date:

Health and Safety Guidance Notes

A comprehensive list of guidance notes relating to the University's Health and Safety policies.

Type: Guidance Topic: Safety

Keywords:

Owner: Health and Safety

Approver: Health, Safety & Environment Committee

Approval date:

Review date:

Health and Safety Policies

A comprehensive listing of all the University's Health and Safety Policies.

Type: Policy Topic: Safety

Keywords: H&S, health and safety

Owner: Health and Safety

Approver: Health, Safety & Environment Committee

Approval date:

Review date:

Heating Policy

This policy covers the provision of a comfortable and legislation-compliant environment in which teaching, learning and research can thrive.

Type: Policy Topic: Facilities

Keywords: heating, environment, comfort

Owner: Facilities Management

Approver: TBC

Approval date: 1 September 2013

Review date: 23 May 2018

Policy and Guidelines on the Use of Illicit Drugs

Type: Policy Topic: Safety

Keywords:

Owner: Health and Safety

Approver: TBC

Approval date: 1 January 2014

Review date: 23 May 2018

Immigration Advice in the University

Type: Guidance Topic: Governance

Keywords:

Owner: Student Advice and Support Service

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Inclusive Language Code of Practice

The University aims to increase awareness of the role that language plays in all sections of our lives and to encourage the use of language which respects and includes all communities.

Type: Code Topic: HR

Keywords: inclusive language

Owner: Human Resources

Approver: Human Resources

Approval date:

Review date:

Increment and Acting Up Policy

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 March 2018

Review date:

Information Governance Policy 3 - 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.

Type: Policy Topic: IT

Keywords: information security

Owner: Academic Registry/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Information Governance Policy 1 - Information Governance Policy

The Information Governance Policy sits above the Information Security Sub-Policies and clearly outlines the three key, interlinked principles - openness, legal compliance and information security - that enable the University to deliver quality in all of its activities.

Type: Policy Topic: IT

Keywords:

Owner: Information Technology and Governance Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Information Governance Policy 2 - Information Security Policy

This Policy provides an introduction to the University’s Information Security Policy Framework and includes links to all the Policies that sit within it.

Type: Policy Topic: IT

Keywords: information security

Owner: Academic Registry/IT Services/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Information Governance Policy 5 - 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.

Type: Policy Topic: IT

Keywords: external, supplier, contractor, remote, access

Owner: IT Services/Facilities Management

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Information Governance Policy 7 - 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.

Type: Policy Topic: IT

Keywords: email, data, sharing, collaboration

Owner: IT Services/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

IT Acceptable Use Policy

The aim of this policy is to ensure that Loughborough University’s IT facilities are used: safely, lawfully and equitably.

Type: Policy Topic: IT

Keywords: IT acceptable use

Owner: IT Services

Approver: Information Technology and Governance Committee

Approval date:

Review date:

Information Governance Policy 9 - IT Operations Management

This Policy consists of six key areas to ensure the underlying networks and information systems are secure.

Type: Policy Topic: IT

Keywords: operational, management, security

Owner: IT Services/Operations Managers

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Learn – Acceptable Use Policy

Acceptable use policy specifically for the university's Virtual Learning Environment (LEARN).

Type: Policy Topic: IT

Keywords: learn, vle, moodle

Owner: IT Services

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Library Collection Management Principles

Collection development in the University Library is focused on the literature and information needs of the University population.

Type: Policy Topic: Learning and Teaching

Keywords: purchasing, acquisitions, electronic, print, books

Owner: Library

Approver: TBC

Approval date: 1 January 2017

Review date: 23 May 2018

Loughborough Alumni Privacy Policy

This privacy policy sets out how Loughborough University Alumni Association obtains, manages and uses your data.

Type: Policy Topic: IT

Keywords: privacy, data, alumni

Owner: Marketing and Advancement

Approver: Academic Registry/Information Governance Sub-Committee

Approval date: 1 April 2017

Review date: 1 April 2018

Information Governance Policy 10 - Management of Information Security Incidents and Review of Policies

This Policy provides clear guidance on what to do in the event that individuals become aware of an information security incident and, how these are then handled by the University.

Type: Policy Topic: IT

Keywords: information security, incidents

Owner: Academic Registry/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

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.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources and Health & Safety

Approver: Health & Safety Committee

Approval date: 1 June 2017

Review date:

Policy on market supplements

This document is in line with the principles of the Loughborough University JNCHES (Framework Agreement.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 June 2017

Review date:

Information GovernancePolicy 6 - Mobile Working Policy

This Policy details the expected practices remote users should take when accessing University owned information and Information systems away from a secure environment on one of the University campuses.

Type: Policy Topic: IT

Keywords: remote, access, mobile, vpn

Owner: IT Services/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Modern slavery and human trafficking statement 2016-17

Outlines the policies, training, and due diligence processes that the University has in place to tackle modern slavery and human trafficking.

Type: Policy Topic: Finance

Keywords: slavery, human trafficking, supply chain, tendering

Owner: Finance Office

Approver: Council

Approval date: 1 November 2017

Review date: 1 August 2018

Motor Claim Procedure

What to do when in a motor accident.

Type: Guidance Topic: Safety

Keywords: insurance, accident, claim

Owner: Finance - Insurance Team

Approver: Finance - Insurance Team

Approval date: 1 August 2016

Review date: 1 August 2018

Loughborough University Open Access Policy

Loughborough University policy for the submission of research outputs into the Insitutional Repository via LUPIN.

Type: Policy Topic: IT

Keywords: open access, self-archiving, publications, repository, OA

Owner: Library

Approver: Research Committee

Approval date: 1 January 2016

Review date:

Operating Procedures for Post-Graduate Teaching Assistant and Postgraduate University Teacher (PGTAs and PGUTs)

Operating procedures for individuals employed on a five year training contract on a full-time basis during which they are also registered for a PhD on a part-time basis.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources and Academic Registry

Approver: Human Resources Committee

Approval date: 1 October 2017

Review date:

Overtime Policy

This policy aims to provide guidance to managers and staff on the operation of overtime and additional payments.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 May 2011

Review date:

Pandemic Flu Contingency Planning

Type: Guidance Topic: Safety

Keywords:

Owner: Health and Safety

Approver: TBC

Approval date: 11 February 2010

Review date: 23 May 2018

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.

Type: Policy Topic: IT

Keywords:

Owner: Payment Card Industry project team

Approver: Information Governance Sub-Committee

Approval date: 1 November 2017

Review date:

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.

Type: Guidance Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 July 2017

Review date:

Policy for Travel Authorisation and Booking

The policy describes how to ensure staff are fully insured on, and authorised to, undertake university travel.

Type: Policy Topic: Safety

Keywords: travel, insurance, booking, itinerary

Owner: Finance - Insurance Team

Approver: TBC

Approval date:

Review date:

Policy on Student Data Quality (LUSI)

Loughborough University is committed to assuring and continually seeking to improve the high quality of its student data held on LUSI. In particular, the University recognises its importance with regard to funding, reputation and service delivery. This policy is intended to support a culture of valuing high quality student data and ensuring that data are accurate, valid, reliable, timely, relevant and complete.

Type: Policy Topic: IT

Keywords:

Owner: Academic Registry

Approver: TBC

Approval date: 20 October 2010

Review date: 23 May 2018

Information Governance Policy 8 - Policy on the Management of User Access to Information

This Policy provides details about user accounts which are created and managed within IT Services.

Type: Policy Topic: IT

Keywords: identity management, user accounts, access

Owner: IT Services/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Policy Statement on non-attendance at timetabled sessions and reduction of module marks

Type: Policy Topic: Guidance

Keywords: non-attendance, attendance, marks

Owner: Academic Registry

Approver: TBC

Approval date: 1 June 2001

Review date:

Loughborough University Prevent Policy

This policy outlines Loughborough University’s commitment to preventing students from being drawn into terrorism.

Type: Policy Topic: Guidance

Keywords: prevent, radicalisation

Owner: Student Services

Approver: Council

Approval date: 3 March 2016

Review date: 10 July 2018

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.

Type: Policy Topic: Finance

Keywords: procurement, fraud, corruption, regulations, whistleblowing

Owner: Finance Office

Approver: Deputy Director of Finance

Approval date: 1 January 2017

Review date: 1 January 2020

Privacy Notice - External Examiners

Privacy Notice for External Examiners.

Type: Policy Topic: IT

Keywords: privacy notice, external examiners

Owner: Kyla Sala, Executive Officer, Academic Registry

Approver: Compliance Manager

Approval date: 1 June 2018

Review date: 1 June 2018

Privacy Policy

This Privacy Policy sets out the privacy practices for the services offered on any Loughborough University owned and/or operated websites.

Type: Policy Topic: IT

Keywords: privacy, sharing, cookies, consent

Owner: Data Protection Officer

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

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.

Type: Guidance Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 June 2014

Review date:

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.

Type: Guidance Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 June 2010

Review date:

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

Through this procedure, Loughborough University seeks to engage with political parties and candidates to ensure that the student population is sufficiently informed about the political process.

Type: Procedure Topic: IT

Keywords: elections, politics, student engagement

Owner: Academic Registry

Approver: TBC

Approval date: 29 April 2010

Review date: 23 May 2018

Procurement Strategy to 2020

Explains the University's Procurement Strategy to 2020, structured around four high-level objectives: 1.Procurement will become engrained within the University's planning processes 2.Fully worked up category strategies will cover 100% of our procurement spend 3.We will make optimum use of e-Procurement technology 4.Our procurement policies and procedures will continue to reflect the latest legislation and best practice, whilst staying clear and proportionate

Type: Policy Topic: Finance

Keywords: procurement, category management, e-procurement, tendering

Owner: Finance Office

Approver: Deputy Director of Finance

Approval date: 1 November 2017

Review date: 1 April 2020

Promotion to Senior Lecturer

Cases for promotion to Senior Lecturer will be considered by the Promotion to Senior Lecturer Committees.

Type: Guidance Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 July 2017

Review date:

Redeployment Policy

The policy aims to ensure that all reasonable efforts are made, by the University, to retain staff in a redeployment situation.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 May 2011

Review date:

Redeployment Procedure

This procedure is designed to assist staff at risk of redundancy to secure suitable alternative employment within the University.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 May 2011

Review date:

Redundancy Policy and Procedure

The purpose of this Procedure is to set down the processes to be followed, so that the University's interests are protected and to ensure that all potential redundancy situations are handled in a fair, consistent and sympathetic manner.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 May 2016

Review date:

IT User Account Registration Policy

Students of the University are automatically registered for a range of University IT services and given a University user name, password and e-mail address.

Type: Policy Topic: IT

Keywords:

Owner: IT Services

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Regradings Policy

The University recognises that on occasion, jobs can change and may need to be re-evaluated to determine the correct grade.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 May 2015

Review date:

Relocation Expenses

The relocation guidance is a list of general conditions applicable to all removals along with an additional section for overseas removals.

Type: Guidance Topic: HR

Keywords:

Owner: Human Resources

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

Removable Media Policy

Policy for the proper use of removable devices and media when storing and transporting data.

Type: Policy Topic: IT

Keywords: usb, external, hard, drive, disk

Owner: IT Services

Approver: Information Technology and Governance Committee

Approval date: 4 April 2013

Review date:

Research Data Management Policy

The University is committed to supporting its researchers to ensure research data is well managed and to the continual improvement of that support.

Type: Policy Topic: Research

Keywords: research, data, management, RDM

Owner: Library

Approver: Research Committee

Approval date: 1 September 2016

Review date:

Research Fellow title procedure

The following procedure should be adopted in the event that a School wishes to re-designate an individual’s title to Research Fellow.

Type: Procedure Topic: HR

Keywords:

Owner: Human Resources

Approver: JNCC

Approval date: 1 September 2015

Review date: 15 May 2018

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.

Type: Policy Topic: Research

Keywords: research, misconduct, ethics, integrity

Owner: Research Office

Approver: Ethics Committee/Research Committee

Approval date: 15 November 2017

Review date: 15 November 2018

Information Governance Policy 4 - Responsibilities of All Staff and Research Students

This Policy provides all staff and research students with a clear outline of their roles responsibilities in relation to information security.

Type: Policy Topic: IT

Keywords: information security, acceptable use, copyright, data breach

Owner: Academic Registry/Information Governance Sub-Committee

Approver: Information Technology and Governance Committee

Approval date: 1 June 2016

Review date: 1 June 2020

Responsible metrics policy

Loughborough's policy on the responsible use of bibliometrics and altmetrics for research evaluation.

Type: Policy Topic: Safety

Keywords: bibliometrics, altmetrics, research evaluation, responsible, assessnent

Owner: Professor Steve Rothberg, PVC(R)

Approver: Professor Steve Rothberg, PVC(R)

Approval date: 16 November 2016

Review date: 16 November 2016

Rewards Policy

This document sets out how we reward our staff for the vital role they play in our success.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 February 2018

Review date:

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.

Type: Policy Topic: Marketing

Keywords: admissions, applications, right to cancel

Owner: Student Recruitment, Marketing and Admissions

Approver: Academic Registrar

Approval date: 30 September 2017

Review date: 30 September 2018

Safeguarding Policy

This policy applies to safeguarding concerns regarding any registered student, staff member or visitor at Loughborough University.

Type: Policy Topic: Safety

Keywords: safeguarding, child protection, vulnerable adults, radicalisation, prevent

Owner: Director of Student Services

Approver: Health, Safety & Environment Committee

Approval date: 6 July 2017

Review date: 21 February 2018

Safeguarding Policy

This policy applies to safeguarding concerns regarding any registered student, staff member or visitor at Loughborough University.

Type: Policy Topic: Safety

Keywords: safeguarding, child protection, vulnerable adults, radicalisation, prevent

Owner: Student Services

Approver: Health, Safety & Environment Committee

Approval date: 6 July 2017

Review date: 1 March 2019

Sexual Violence Disclosure: Template for First Responders

Type: Guidance Topic: Safety

Keywords: sexual, assault, violence, disclosure

Owner: Director of Student Services

Approver: Council

Approval date: 6 March 2017

Review date: 28 June 2018

Sexual 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.

Type: Policy Topic: Safety

Keywords: sexual violence, support, rape, harrassment, assault

Owner: Director of Student Services

Approver: Council

Approval date: 6 March 2017

Review date: 1 March 2018

Sexual Violence Policy: Flowchart for response to a disclosure of sexual assault

Type: Procedure Topic: Safety

Keywords: sexual, assault, flowchart, violence

Owner: Director of Student Services

Approver: Council

Approval date: 6 March 2017

Review date: 15 May 2018

Shift allowance Policy

Shift allowance is awarded when an individual’s working pattern varies from week to week on a rota basis.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 1 November 2016

Review date:

Sickness Absence Policy and Procedure

It is the aim of the University to provide a Managing Sickness Absence Policy & Procedure that ensures appropriate and equitable responses to employee sickness absence, in a fair, efficient and supportive manner.

Type: Policy Topic: HR

Keywords: sickness, sick pay, absence

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 21 December 2016

Review date:

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.

Type: Policy Topic: Finance

Keywords: procurement, SMEs, opportunities, contract, tendering

Owner: Finance Office

Approver: Deputy Director of Finance

Approval date: 1 January 2017

Review date: 1 January 2020

Social Media Guidance

These guidelines are for both official and personal use of social media in a professional context.

Type: Guidance Topic: Marketing

Keywords: social media, communications, brand

Owner: Creative and Print Services

Approver: Marketing and Advancement

Approval date: 15 March 2016

Review date: 15 March 2019

Software Policy

The purpose of this policy is to ensure that the University meets its legal requirements for software procurement, use and renewal.

Type: Policy Topic: IT

Keywords: software, applications

Owner: IT Services

Approver: Information Technology and Governance Committee

Approval date:

Review date:

Staff-Student Liaison Committee: Code of Practice

Type: Code Topic: Learning and Teaching

Keywords:

Owner: PQTP, Academic Registry

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

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.

Type: Policy Topic: Learning and Teaching

Keywords: elite sport, stretched, stretch

Owner: The Sports Development Centre

Approver: Learning and Teaching Committee

Approval date: 11 February 2010

Review date: 15 June 2016

Immediate actions to deal with a student fatality

Type: Guidance Topic: Safety

Keywords: student, death, process

Owner: Student Services

Approver: N/A

Approval date: 1 August 2009

Review date: 10 July 2018

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.

Type: Guidance Topic: Guidance

Keywords: handbook, behaviour, exams, assessment, student data

Owner: Various (Academic Registry, Student Services, FM)

Approver: TBC

Approval date: 23 May 2018

Review date: 23 May 2018

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.

Type: Policy Topic: Marketing

Keywords: students, admissions, under 18, minor, safeguarding

Owner: Student Recruitment, Marketing and Admissions

Approver: Learning & Teaching Committee

Approval date: 14 June 2017

Review date: 14 June 2018

Sustainable Procurement (including Equality) Guidance

Provides examples of where wider social, economic and environmental benefits may be gained through procurement contracts.

Type: Guidance Topic: Finance

Keywords: sustainable, procurement, environmental, social, equality

Owner: Finance Office

Approver: Deputy Director of Finance

Approval date: 1 January 2017

Review date: 1 January 2020

Loughborough University 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.

Type: Policy Topic: Learning and Teaching

Keywords: ReView, lecture capture, record, teaching

Owner: Pro Vice-Chancellor (Teaching)

Approver: Senate/Learning and Teaching Committee

Approval date: 14 March 2018

Review date: 14 March 2018

Temporary Advertising On The University Estate

This Policy covers the placement of temporary advertising, i.e. posters or banners, across the Loughborough University estate.

Type: Policy Topic: Facilities

Keywords: advertising, advertisements, adverts

Owner: Facilities Management

Approver: TBC

Approval date: 1 January 2016

Review date: 14 February 2018

Terms and Conditions of Study

This is a summary of the principal terms and conditions of the contract between applicants and students and Loughborough University.

Type: Policy Topic: Marketing

Keywords: terms, conditions, applicant, student , contract

Owner: Student Recruitment, Marketing and Admissions

Approver: Learning & Teaching Committtee, Council

Approval date: 28 September 2017

Review date: 28 September 2018

Travel Claim Procedure

Procedure for creating travel claims through the University's travel insurer.

Type: Procedure Topic: Safety

Keywords: travel, insurance, claim

Owner: Finance - Insurance Team

Approver: Finance - Insurance Team

Approval date: 1 August 2016

Review date: 18 July 2018

Travel request form

This form is designed to ensure that University staff are appropriately approved and insured for overseas business travel.

Type: Form Topic: Safety

Keywords: travel, insurance, form

Owner: Finance - Insurance Team

Approver: Finance - Insurance Team

Approval date: 23 May 2018

Review date: 17 July 2018

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.

Type: Policy Topic: Finance

Keywords: risk, financial management, liquidity

Owner: Finance Office

Approver: TBC

Approval date: 1 September 2017

Review date: 23 May 2018

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.

Type: Procedure Topic: Marketing

Keywords: UCAS, undergraduate, applications, admissions, plagiarism

Owner: Student Recruitment, Marketing and Admissions

Approver: Academic Registrar

Approval date: 30 September 2017

Review date: 30 September 2018

Sustainability policy and strategy

The Environmental Policy sets out the institution’s commitment to continual environmental improvement.

Type: Policy Topic: Facilities

Keywords:

Owner: Sustainability

Approver: Council

Approval date: 1 October 2017

Review date: 1 October 2018

University Teacher Guidance

This page is a policy document for those seeking to employ University Teachers.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: N/A

Approval date: 1 December 2017

Review date:

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.

Type: Guidance Topic: Marketing

Keywords: visual identity, corporate identity, brand

Owner: Creative and Print Services

Approver: Marketing and Advancement

Approval date: 1 March 2016

Review date: 1 March 2019

Volunteering - Employer Supported Volunteering (ESV) Policy

The aim of this policy is to enable and support members of staff to be proactive in voluntary activities that mutually benefit the individual, the University and the community. It seeks to inform employees and managers of the levels of discretionary allowance applicable to employer supported volunteering.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Human Resources Committee

Approval date: 1 February 2015

Review date:

Vulnerability Scanning Policy

The purpose of this policy is to allow IT Services within Loughborough University to scan devices attached to the university network for vulnerabilities.

Type: Policy Topic: IT

Keywords: penetration, test, security , scan

Owner: IT Services

Approver: TBC

Approval date: 26 March 2013

Review date: 23 May 2018

Whistleblowing Policy and Procedure

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.

Type: Policy Topic: HR

Keywords:

Owner: Human Resources

Approver: Council

Approval date: 24 November 2014

Review date:

Writing Style Guide

Our Writing Style Guide sets out best practice for tone and style, punctuation and  formating so we can ensure consistency across the whole institution.

Type: Guidance Topic: Marketing

Keywords: writing style, tone, brand, communications

Owner: Corporate Communications

Approver: Marketing and Advancement

Approval date: 1 June 2016

Review date: 1 June 2018