Guidance on Loughborough University’s response to local, national and international issues

Guidance on the types of incidents or events that the University may wish to respond to, who should lead the response, and the principles that should guide any content.

It is not designed to be a definitive protocol, as the nature of each response, and indeed the decision on whether to respond at all, will need to be considered in the full context of each emerging issue.

1. When the University would issue a response

Issues to which the University may want to respond could happen at a local (within Leicestershire and the wider East Midlands region, or London), national or international level.

They could be varied in nature, covering, for example:

Incidents of violence, oppression and hatred against individuals or groups, particularly, although not exclusively, on the basis of their race, nationality, sex, gender identity, sexual orientation, religion/belief, disability or age.
Health-related outbreaks.
Natural disasters (e.g. drought, famine, floods, tsunamis and other extreme weather events, earthquakes, landslides).
Civil/international unrest or disorder.
Displacement of populations.
Large-scale accidents.
The publication of national or globally significant reports on equity, diversity and inclusion or other major topics, such as the climate crisis.

Incidents such as these occur frequently around the world, and it would be impractical for the University to respond to each one. The guiding principles as to whether the University should issue a response are:

The incident directly or indirectly affects a number of staff or students (and their families at home) (e.g. the Covid crisis in India).
The incident generates significant national or international concern or attention because it strikes a broader set of societal issues (e.g. the murder of George Floyd, the murder of Sarah Everard).

While the University might make a public comment on these types of issues, it would not normally side with one group over another. The University does not have a responsibility to arbitrate on such matters. We would, however, provide information to direct any students and staff affected by such incidents to appropriate sources of support.

The primary reasons for issuing any response should be:

To support members of the Loughborough community, who may be directly affected, concerned, upset or angry.
To unite with the wider global community in
- condemning acts of violence, harassment or oppression
- expressing sympathy or compassion for communities
- acknowledging tensions in the University community and reiterating University values and expectations to encourage respectful discourse.
- being an advocate for change, equity and social justice.
Where the University has a genuine interest in a matter that is consistent with its charitable objectives.
At the direction of the Government or the Office for Students, where the University agrees that it is appropriate to do so.

The University will never have the capacity to respond to all issues. Over-response runs the risk of diminishing the impact of responses.

2. Who should respond

University responses

It will sometimes be appropriate for the University to issue an institutional response, either unattributed or in the name of a senior member of staff at the University, typically either the Vice-Chancellor or the Chief Operating Officer.

The University will take responsibility for all decisions in relation to formal corporate statements. While the University may consult with an individual or network/group about the statement, no individual or group will be placed under pressure to contribute to a formal statement if they would feel uncomfortable doing so.

Responses from individuals, networks and groups

Sometimes, depending on the nature of the incident, the University’s senior leadership may determine that it is more apposite for a comment to be made by an individual or the leadership/members of relevant staff groups, should they want to.

Anyone considering issuing comments should feel able to call on appropriate sections of the University for advice and guidance (namely the Corporate Communications and/or Equity, Diversity and Inclusion Services teams) and/or the relevant Staff Network Champion is available.

The staff network handbook provides separate guidance where a group wish to issue a statement in relation to any matter.

3. What to say and when

The tone of any corporate response is crucial. It should be clear, unequivocal, honest and authentic. Statements should be free from party political bias or personal comment as, ultimately, they reflect the stance of Loughborough University.

Any statement or response made by or on behalf of the University, or one of its networks or groups, must comply with the University’s values and its ethical principles. Statements should not be unlawful, discriminatory or defamatory. Staff should also be aware of the University’s Social Media Guidelines and the IT Acceptable Use Policy when developing any response.

All statements or responses should clearly state whether the views included reflect the opinions of the writer as an individual, the leadership of a network/group, the network/group as a whole, or the University. The standard text to be used with each statement response is provided in Appendix A.

Any statement should be issued as soon as is practicable, ideally within 48 hours of an incident occurring or beginning to escalate. Sometimes, however, it will not be feasible for a fulsome response to be made as rapidly as members of the public may expect; in these cases a holding comment should be issued until a more expansive comment can be made once the University has had the chance to reflect more fully on the situation.

Some incidents will require a series of statements over time and there should be continuity of content and a consistent tone used in all related statements.

4. Sign-off and advance notification of response statements

University responses to incidents will require formal sign-off by the Chief Operating Officer and/or the Head of Corporate Communications (or their nominees).

In preparing a University response, the author may find it helpful to discuss the draft, as relevant, with the Director of Student Services, the Director of Human Resources or the Director of EDI Services.

The Vice-Chancellor should be made aware of, and have an opportunity to comment on, any proposed University statements in advance of their issue.

Input from relevant staff/student groups will be sought whenever practicable before statements are issued. Staff/student group contributions should be shared with at least one of the above people in advance of the statement being issued.

While staff/student groups will be credited for their input, it is important to acknowledge that someone from outside the University may reasonably conclude that statements made by staff/student groups are made on behalf of the University corporately. Therefore, while the University will respect the freedom of expression of individual members of staff and the staff groups, such forms of expression must remain lawful and consistent with our Code of Practice on Freedom of Expression (see section 6).

5. Use of appropriate channels

There are several channels through which it might be appropriate to share a response:

University news pages
Other areas of the University website (eg blogs, staff group pages)
Social media (particularly X (formerly Twitter), Facebook, Instagram, LinkedIn) via University accounts or those of relevant staff groups
Email
Digital resources (such as the screens on campus)

The nature of the incident, the primary audience and the length of the statement will determine which of these will be most suitable and would be advised by Marketing and Advancement.

As the University is responsible for the content published on its website, there will be some limited circumstances where it would look to remove the publication of a blog or content on the staff group pages. This would be rare, for example where the publication of the content causes the University to be in breach of the law.

6. Freedom of Expression

The free exchange of lawful views is the cornerstone of a free democratic society and a functioning academic environment.

The University’s Code of Practice on Freedom of Expression applies to statements made by the University, informal and formal staff or student groups and individuals. In relation to statements made under this guidance note, it is important to consider whether such statement, when approved or issued:

Is lawful free expression;
Respects the freedom of expression of the author; and
Does not have the effect of chilling or limiting another’s freedom of expression.

The University’s Code of practice on Freedom of Expression is available online.

7. Managing feedback from statements

The response by the University or its representatives to some incidents may be controversial, in opposition to the views or feelings of particular groups and could generate comment from other members of the University community and/or the public.

As part of the University’s responsibilities in relation to free expression, the University is willing to consider the provision of a platform to members of the University whose views may differ from those included in a statement/response from the University, individual or network/group. Any such forms of expression must remain lawful and consistent with our Code of Practice on Freedom of Expression (see section 6).

Social comment on an organisation’s response, or lack of a response, to an issue can begin and escalate very quickly. In certain circumstances, engaging appropriately with comments can help to calm any rising tension; at other times it is best not to engage. The approach depends on several factors: the nature of the incident, the tone and nature of the comments, the volume, and the expectations of those commenting (e.g. whether they have asked a direct question of or tagged the University).

Anyone facing such comments about a statement from a staff group should feel able to call on support from the University’s Digital Team for advice and guidance.

Appendix A: Required wording for statements

For University statements

(Where relevant) This statement has been written in consultation with the [NAME OF GROUP].

The University is committed to facilitating free debate on this and other topics. As such staff and students have the right to reply to this post. All comments must remain lawful and consistent with our Code of Practice on Freedom of Expression.

For statements by individuals, the leaders and/or wider membership of networks and groups

Written by [NAME OF INDIVIDUAL].

This statement [REFLECTS MY PERSONAL VIEWS / HAS BEEN WRITTEN ON BEHALF OF THE (LEADERSHIP OF) THE NETWORK NAME]