Employee code of conduct


Loughborough University (the University) is committed to high standards of openness, professional conduct, behaviour, integrity, inclusion and accountability. It is essential that stakeholders and the public have confidence that the University maintains the highest standards of conduct in its operation. It is therefore the responsibility of every individual acting in an official capacity for the University to monitor, regulate and reflect on their behaviour, ensuring it is acceptable in accordance with this code and other University policies and procedures. 

2. Summary

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. Anyone in scope of the code should read and apply it in conjunction with any other policies and procedures listed below and/or rules/regulations specific to their School or Professional Service. It is the responsibility of anyone acting in an official capacity for the University to read the Code and conduct themselves appropriately in accordance with it. It is designed to encourage us all to consider our own actions in the context of the University community.

3. Scope

The Code applies to all members of staff of the University, as well as external committee members, consultants, honorary appointments, volunteers, wardens/sub-wardens and any other person appointed or engaged to perform duties or functions on behalf of the University. Failure to adhere to the code may result in an investigation under the disciplinary procedure, or other appropriate action.

4. Other policy considerations

It is important to note that this Code should be read and adhered to in conjunction with the following University policies, as these also make reference to standards of conduct:

Anti-bribery policy Anti-fraud and corruption policy
Anti-money laundering policy Business travel and expenses policy
Conditions of service Conflict of interest policy and procedure
Copyright policy CCTV Code of Practice
Data protection policy Disciplinary policy and procedure
Drug and alcohol misuse policy (when agreed) Equality and diversity – legal requirements
Financial regulations Freedom of information policy
Grievance procedure Harassment and bullying policy
Information governance policy Information security policy
IT acceptable use policy Management of mental well-being policy
Management of information security incidents Mobile working policy
People strategy Personal relationships policy (when agreed)
Policy on the management of user access to information Research staff employment code of practice
Safeguarding policy Sickness absence policy and procedure
Smoking policy Social media policy (when agreed)
Software policy University Ordinances
Whistleblowing policy and procedure  

All policies are available on the University’s policy gateway, which is linked below. Please note that this list is subject to change in line with regular policy reviews.

5. Responsibilities

Anyone acting in an official capacity for the University has a responsibility to promote a culture where everyone is treated with respect and dignity. The University promotes the following workplace values through its People Strategy:

  • Respect each other and celebrate our diversity
  • Recognise and reward excellence in our staff for their contribution and commitment
  • Be inclusive and value the views of our staff, students, alumni and partners
  • Respect the communities and environments in which we operate
  • Work together as a team with professionalism and integrity
  • Take pride in being the very best we can be

Managers should ensure that all new employees are provided with a copy of the Code as part of their induction programme. In addition, managers must take appropriate action at the earliest opportunity to address any non-compliance with the standards of the Code using the most appropriate University policy in the circumstances of each case.

It is important to note that the responsibilities contained within the Code are not exhaustive and cannot cover all circumstances. Users of the Code should always seek to observe it and associated policies, but if there is any doubt, they should seek the advice of their manager.

5.1 Respect for others

The University is committed to creating an environment where everyone is treated with dignity and respect, having regard to people’s different needs, attitudes and lifestyles. You should therefore be mindful of any behaviour that may inadvertently intimidate or offend others . Discriminatory behaviour will not be tolerated and will be dealt with accordingly.

5.2 Complying with Legislation and professional practice

At all times, you must protect the legality of the University by complying with relevant legislation. Further information can be found on the University’s website and within Schools/Professional Services.

If you are a member of a professional institute or association then you are also obliged to comply with, and will be held to, any professional code and/or standards of practice pertaining to that organisation. This will only apply in circumstances where it impacts on the work undertaken for the University, for example, a member of the Association for Coaching. 

5.3 Standards of dress

You should ensure that you are suitably dressed for your duties and responsibilities, including wearing appropriate safety clothing and equipment where required. Should you be unsure what constitutes appropriate dress, you should contact your manager for guidance. Religious and cultural dress may be worn within the workplace. However, health and safety considerations must take precedence in cases where the wearing of such dress would heighten a health and safety risk to yourself or others.

Where there is a requirement for you to wear a uniform, it will be provided for you. It will form a condition of your employment and you must wear the uniform provided. If your role requires you to wear a branded uniform, you should be aware of your behaviour when not on official University duty. For example, wearing it off campus or travelling to/from work, due to the potential for certain behaviours to bring the University into disrepute by being able to directly associate you with it via your uniform. This also extends to the display of an identification card and/or name badge when you are not on official University duty. However, the University will seek to understand such circumstances and will react reasonably. For example, if an employee has a dispute with a neighbour who subsequently reports them to the University, all of the facts will be reviewed and each case will be dealt with on an individual basis. 

5.4 Security and identification

To prevent security breaches, the University issues an identification card to all employees, whether they are University employees or employees of other partners based on campus. Please ensure that you always have your ID card with you and, if asked, show it to confirm your identity. It is important that you do not allow anyone else to use your ID.

5.5 Contractors and volunteers

Due to the nature of our organisation and the work that we do, we sometimes depend on the services of contractors and volunteer staff. If you are responsible for contractors or volunteers, you should ensure that they are aware of this code and that they abide by the standards contained herein. 

6. Potential conflicts of interest

Your life away from work is normally your personal concern. You should not, however, put yourself in a position where your job, or the University’s interests and your own personal interests conflict. This includes behaviour which would undermine the University’s confidence or trust in you. For example, inappropriate posts on social media could damage the University’s reputation.  

6.1   Social Events

It is important that you are mindful of your conduct at any social event where you could be linked to the University. For example, a Christmas party where the University’s name has been included at the time of booking or a social gathering as part of a conference where you are representing the University. In such instances, any unprofessional behaviour (sometimes only through perception) could bring the University into disrepute and action may be taken as if the situation had occurred on University premises within work hours. Examples of such behaviour may include, but not limited to:

  1. Physical violence or bullying.
  2. Theft.
  3. Unlawful discrimination.
  4. Causing loss or damage through negligence.
  5. Serious health and safety violations.

6.2   Membership of organisations

If you are a member of any organisation which has the potential to impact on your work or professionalism, or bring the University into disrepute, you should declare this to your manager who will consider any implications. Examples of such organisations would be those exempted by Article 11 (the right to freedom of assembly and association) of the Human Rights Act 1998 and pose a threat to:

  • National security.
  • Public safety.
  • The prevention of disorder or crime.
  • The protection of health or morals.
  • The protection of the reputation or rights of others.
  • The prevention of the disclosure of information received in confidence.

You should not become a member of any organisation that has been banned by the U.K. Government. For example, proscribed terrorist organisations as detailed by the Government website, linked below. 

7. Disclosure of criminal convictions

Employees must disclose to their manager, at the earliest possible stage, any involvement with the police which results in their arrest, charge, summons, fixed penalty notices (excluding minor driving offences), reprimands or cautions being issued or if they are convicted or if any court orders or injunctions are issued against them. You will also be required to declare driving offences (including speeding and failing to stop at a traffic signal) if your post includes driving as an essential requirement of the role. All convictions will be considered in line with the provisions set out in the Rehabilitation of Offenders Act 1974. The bearing of the offence on your employment will be fully and objectively considered and, if necessary, an investigation may be carried out. Appropriate action will then be taken based on the outcome of this investigation. Should you be arrested, there is an expectation that you provide the Police with full details of your role at the University. Additionally, should you have any involvement with the Police, there is an expectation that you will inform your line manager so the requisite risk assessment can be undertaken.