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, either hit the 'Add a document' button or contact:
registry.web@lboro.ac.uk
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.
Keywords: quality, teaching, handbook, registry, standards
Owner: Academic Registry
Approver: TBC
Approval date: 23 May 2018
Review date: 23 May 2018
Access and Participation Plan (APP)
The Access and Participation Plan sets out how the University will sustain or improve access, student success, and progression to employment for students from disadvantaged and underrepresented groups in higher education.
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.
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.
Keywords: advertising, digital advertisements, signage, marketing
Owner: Marketing and Advancement
Approver: Corporate Communications
Approval date: 4 July 2016
Review date: 4 July 2018
Annual Leave and Public Statutory Holidays
Annual Leave and Public Statutory Holidays
Keywords: annual leave, public holidays
Owner: Adele MacKinlay, Director of Human Resources and Organisational Development
Approver: n/a
Approval date: 30 January 2019
Review date: 31 December 2019
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.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 November 2011
Review date:
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.
Keywords:
Owner: Director of Finance
Approver: Council
Approval date: 31 January 2007
Review date: 31 July 2019
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.
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.
Keywords: appeals, complaints, applications, admissions
Owner: Student Recruitment, Marketing and Admissions
Approver: Learning & Teaching Committee
Approval date: 22 March 2016
Review date: 1 October 2019
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.
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.
Assessment Flexibility Policy
Defines eligibility and process for elite sport student athletes to adjust academic assessments that clash with high level competition.
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.
Keywords: resilience, business continuity, risk, disruption
Owner: Chief Operating Officer
Approver: TBC
Approval date: 1 September 2014
Review date: 23 May 2018
Business Records and Financial Documents Retention Policy
Gives a guide as to the retention periods for business records and financial documents.
Keywords: retention, records, documents
Owner: Head of Tax and Insurance
Approver: Head of Tax and Insurance
Approval date: 1 July 2018
Review date: 1 July 2021
Business Travel and Expenses Policy
This guidance details the principles, rules and procedures relating to travel and subsistence.
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.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 December 2013
Review date:
Code of Practice for Research
This Code of Practices addresses the University's expectations regarding the conduct of research.
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.
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.
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.
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.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 November 2017
Review date:
Contract Award Approval Form
A form be completed where seeking approval to award a contract either with a total value of £50k+, following a procurement exercise that complies with the University's Procurement Rules, or with a total value of £10k+, where an exception(s) to the University's Procurement Rules is being sought.
Keywords: procurement, contract, approval, form
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Contract Details Form
The Procurement Team maintains a Contracts Register in which it records all recurring University contracts with a total value of £25k+. This form helps to ensure that the University properly plans for an re-tendering/contracting of such contracts well ahead of them expiring.
Keywords: contract, register, tender
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2019
Review date: 1 January 2020
Copyright Policy
This document outlines the general copyright policy for Loughborough University – readers should refer to related documents for details of University copyright practice.
Keywords: copyright, intellectual property
Owner: Library
Approver: Council
Approval date: 27 March 2015
Review date: 31 March 2018
Counselling and Disability Service Evidence Policy
Keywords: services, disabled, health, DSA
Owner: Counselling and Disability Service
Approver: TBC
Approval date: 1 June 2017
Review date: 1 June 2018
Credit Application Form details
Provides the details needed to complete a supplier's credit application form, if required by the supplier.
Keywords: procurement, credit, supplier, terms, conditions
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Criminal Conviction Policy and Procedure for Admissions
This is the procedure by which applicants to the University who declare a relevant criminal conviction within their application are handled.
Keywords: applications, admissions, criminal convictions
Owner: Student Recruitment, Marketing and Admissions
Approver: Academic Registrar
Approval date: 11 February 2019
Review date: 1 October 2020
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.
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.
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.
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).
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.
Emeritus Professors / Award of Honorary Titles
Procedures for the award of honorary titles for individuals havina an active academic association with the University.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 February 2017
Review date:
Employing students and work experience
Employing students and work experience.
Keywords: Work experience
Owner: Adele MacKinlay, Director of Human Resources and Organisational Development
Approver: Human Resources
Approval date: 30 January 2019
Review date: 31 December 2019
Equal Opportunities: Code of Practice
Equality incorporated in the University's Charter.
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.
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.
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
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.
Keywords: equality, diversity, statement
Owner: Human Resources
Approver: HRC and Council
Approval date:
Review date:
Ethical Investment Policy
This is the policy which sets out how the University decides on counterparties and companies in which to invest whilst remaining consistent with its ethical values.
Ethical Policy Framework
A comprehensive statement of the University's expectations in relation to organisational and individual ethical behaviour, and a structure that supports informed decision-making when specific ethical issues arise in the course of the University's business.
Keywords: ethics, guidance, research
Owner: Chris Dunbobbin, Secretary to Ethics Committee
Approver: Ethics Committee
Approval date: 19 October 2018
Review date: 17 May 2019
Export Control Policy
Export Control is a significant aspect of UK security legislation, is broad in its application and has the potential to affect an extensive range of academic disciplines. As a responsible institution, mindful of its charitable status, the University takes legal compliance very seriously. UK Export Control compliance is not optional.
Keywords: export, trade, arms, defence, military
Owner: Head of Contracts
Approver: Information Technology and Governance Committee
Approval date: 1 October 2018
Review date: 1 October 2018
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.
Keywords: janet
Owner: IT Services
Approver: TBC
Approval date: 23 May 2018
Review date: 23 May 2018
External Professional Work Procedures Policy
These procedures are concerned with the types of external professional work defined in section 29 of Academic and Related Staff Conditions of Service.
Keywords: outside work policy, reputation, consultancy
Owner: Pro Vice-Chancellor (Enterprise)
Approver: Pro Vice-Chancellor (Enterprise)
Approval date: 12 March 2018
Review date: 1 August 2019
Loughborough Students’ Union External speaker request form
Form for all societies and groups who have an external speaker speaking at their event.
Keywords: prevent, external speakers, radicalisation
Owner: Student Services
Approver: Council
Approval date: 28 June 2016
Review date:
Family Leave Policy and Procedure
This policy sets out leave arrangements for staff with children and dependent adults.
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.
Keywords: finance, control, expenditure, income, assets
Owner: Director of Finance
Approver: Council, via Finance Committee
Approval date: 23 November 2017
Review date: 23 November 2019
Financial Vetting of Suppliers Guidance
Provides a framework for assessing suppliers financial standing both as part of the procurement process and during the period of the contract.
Keywords: procurement, risk assessment, tender
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
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.
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.
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.
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.
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.
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.
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.
Keywords: bullying, harrassment
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 February 2018
Review date:
Health & Safety Procurement Guidance
Advises on how to take account of health and safety risks as part of the procurement process and subsequent ongoing contract management.
Keywords: procurement, legislation
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Health and Safety Guidance Notes
A comprehensive list of guidance notes relating to the University's Health and Safety policies.
Keywords: FM, Facilities Management
Owner: Health and Safety
Approver: Health, Safety & Environment Committee
Approval date: 29 January 2019
Review date: 29 January 2019
Health and Safety Policies
A comprehensive listing of all the University's Health and Safety Policies.
Keywords: H&S, health and safety, FM, Facilities Management
Owner: Health and Safety
Approver: Health, Safety & Environment Committee
Approval date: 29 January 2019
Review date: 29 January 2019
Heating Policy
This policy covers the provision of a comfortable and legislation-compliant environment in which teaching, learning and research can thrive.
Keywords: heating, environment, comfort
Owner: Facilities Management
Approver: TBC
Approval date: 1 September 2013
Review date: 23 May 2018
Immigration Advice in the University
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.
Keywords: inclusive language
Owner: Human Resources
Approver: Human Resources
Approval date:
Review date:
Increment and Acting Up Policy
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.
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.
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.
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.
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.
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
Insurance and Procurement Guidance
Supports establishing and setting of appropriate insurance levels and indemnity provisions in a contract.
Keywords: procurement, indemnity, insurance
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 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.
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.
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).
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.
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.
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
Loughborough University Staff Data Privacy Notice
Loughborough University Staff Data Privacy Notice.
Keywords: GDPR
Owner: Carolyn Kenney, HR Partner
Approver: Carolyn Kenney, HR Partner
Approval date: 1 May 2018
Review date: 31 December 2019
Major capital projects procedure
Governance process for capital projects over £1m. Available to staff only.
Keywords: capital, building, project, major, approval
Owner: Amanda Silverwood, Planning Officer
Approver: Council
Approval date: 2 January 2017
Review date: 1 January 2020
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.
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.
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.
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.
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.
Keywords: slavery, human trafficking, supply chain, tendering
Owner: Deputy Director of Finance
Approver: Council
Approval date: 1 November 2017
Review date: 1 January 2020
Loughborough University Open Access Policy
Loughborough University policy for the submission of research outputs into the Insitutional Repository via LUPIN.
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.
Keywords:
Owner: Human Resources and Academic Registry
Approver: Human Resources Committee
Approval date: 1 October 2017
Review date:
Operating Procedures for Post-Graduate Teaching Assistant and Postgraduate University Teacher (PGTAs and PGUTs)
Operating Procedures for Post-Graduate Teaching Assistant and Postgraduate University Teacher (PGTAs and PGUTs).
Keywords: PGTAs, PGTUs
Owner: Human Resources
Approver: Human Resources
Approval date: 30 January 2019
Review date: 31 December 2019
Operations Committee staffing approval process
Loughborough University operates a centralised staffing approval process for some posts which is through iTrent, administered by colleagues in Planning. This is a guide for which positions need Operations Committee approval and those that are progressed through a different route.
Keywords: operations, approval, iTrent, staffing
Owner: Kirsty Carter, Planning Officer, Vice-Chancellor's Office
Approver: Kirsty Carter, Planning Officer, Vice-Chancellor's Office
Approval date: 12 December 2018
Review date: 12 December 2018
Overtime Policy
This policy aims to provide guidance to managers and staff on the operation of overtime and additional payments.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 1 May 2011
Review date:
Pandemic Flu Contingency Planning
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.
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.
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.
Policy on Attendance and Engagement for students on taught programmes
The University's policy on the expectations of students to attend timetabled teaching events.
Keywords: attendance, digital register, engagement, absence , mylboro
Owner: Academic Registrar and Assistant Registrar
Approver: Learning and Teaching Committee
Approval date: 31 October 2017
Review date: 31 October 2017
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.
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.
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
Loughborough University Prevent Policy
This policy outlines Loughborough University’s commitment to preventing students from being drawn into terrorism.
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.
Keywords: procurement, fraud, corruption, regulations, whistleblowing
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Privacy Notice - External Examiners
Privacy Notice for External Examiners.
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.
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.
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.
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.
Keywords: elections, politics, student engagement
Owner: Academic Registry
Approver: TBC
Approval date: 29 April 2010
Review date: 23 May 2018
Procurement Documents Retention Schedule
Gives a guide as to the retention periods for the different types of documentation produced during the procurement and contract management processes.
Keywords: procurement, contract, retention
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
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
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
Procurement Templates
A range of templates has been produced by the Procurement Team to assist in embedding best procurement practice. On the linked page, scroll down to 'Procurement forms and templates'.
Keywords: procurement, templates, forms
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Promotion to Senior Lecturer
Cases for promotion to Senior Lecturer will be considered by the Promotion to Senior Lecturer Committees.
Keywords:
Owner: Human Resources
Approver: Human Resources Committee
Approval date: 1 July 2017
Review date:
Purchasing Card Policy
Full details when purchasing cards can and cannot be used, and how they are issued and managed, can be found in this policy.
Keywords: purchasing card, purchase, cardholder
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 August 2018
Review date: 1 January 2020
Quotation Summary Form
A form to be completed to demonstrate that three quotes have been sought in the process of awarding a contract with a total value of between £10k and £24,999.
Keywords: procurement, quote
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Redeployment Policy
The policy aims to ensure that all reasonable efforts are made, by the University, to retain staff in a redeployment situation.
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.
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.
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.
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.
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.
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.
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.
Keywords: research, data, management, RDM
Owner: Library
Approver: Research Committee
Approval date: 1 September 2016
Review date:
Research Funding Applications Procurement Guidance
Explains how to comply with the University’s Procurement Rules when applying for a research grant.
Keywords: procurement, research, funding, equipment, kit-catalogue
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
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.
Keywords: research, misconduct, ethics, integrity
Owner: Research Office
Approver: Ethics Committee/Research Committee
Approval date: 15 November 2017
Review date: 15 November 2018
Research Staff Code of Practice
This Code of Practice constitutes the policy and good practice guidelines of Loughborough University for research staff, principal investigators and other staff involved in the management and supervision of research staff.
Keywords:
Owner: Deputy Director Human Resources
Approver: Deputy Director Human Resources
Approval date: 1 December 2017
Review date: 19 June 2016
Responding To A Student Who Has Died: Guidance For Staff
If you become aware of a student death, whether current, on placement or alumni this document guides through the process.
Keywords: death, reporting
Owner: Dr Manuel Alonso, Associate Chief Operating Officer and Director of Student Services
Approver: Dr Manuel Alonso, Associate Chief Operating Officer and Director of Student Services
Approval date: 31 January 2019
Review date: 31 January 2022
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.
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.
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 2018
Rewards Policy
This document sets out how we reward our staff for the vital role they play in our success.
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.
Keywords: admissions, applications, right to cancel
Owner: Student Recruitment, Marketing and Admissions
Approver: Academic Registrar
Approval date: 30 September 2017
Review date: 1 October 2019
Safeguarding Policy
This policy applies to safeguarding concerns regarding any registered student, staff member or visitor at Loughborough University.
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.
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 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.
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
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.
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.
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.
Keywords: procurement, SMEs, opportunities, contract, tendering
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Snow and Adverse Weather Guidance
During adverse weather, the University seeks to operate as close to normally as possible. This guidance document outlines the processes to inform staff and minimise disruption should such circumstances arise.
Keywords: weather, snow, ice, work from home, plan
Owner: Chief Operating Officer
Approver: Chief Operating Officer
Approval date: 28 January 2019
Review date: 28 January 2020
Social Media Guidance
These guidelines are for both official and personal use of social media in a professional context.
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.
Keywords: software, applications
Owner: IT Services
Approver: Information Technology and Governance Committee
Approval date:
Review date:
Software-as-a-Service Checklist
This checklist, to be completed before procurement of Software-as-a-Service, is to help prevent duplication and expense in case the requirements can be fulfilled by existing systems.
Keywords: SaaS, checklist, software, business partnering
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Staff-Student Liaison Committee: Code of Practice
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.
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
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.
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
Student Protection Plan 2018/19
The Plan sets out the University’s assessment of, and mitigation for, the risks which could affect the continuation of study for our students.
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.
Keywords: students, admissions, under 18, minor, safeguarding
Owner: Student Recruitment, Marketing and Admissions
Approver: Learning & Teaching Committee
Approval date: 14 June 2017
Review date: 1 October 2019
Supplier Creation and Amendment Form
A form to be completed to allow the Finance Shared Services to add/update a supplier to the finance system, undertaking financial checks where necessary, allowing the supplier to be paid.
Keywords: procurement, supplier, payment
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Supplier Insurance Level/Indemnity Change Form
A form to be completed where seeking approval to change any of the University's default supplier insurance levels and indemnity provisions in the Standard Terms and Conditions.
Keywords: procurement, employers, suppliers, professional, indemnity
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
Sustainable Procurement (including Equality) Guidance
Provides examples of where wider social, economic and environmental benefits may be gained through procurement contracts.
Keywords: sustainable, procurement, environmental, social, equality
Owner: Deputy Director of Finance
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.
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.
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.
Keywords: terms, conditions, applicant, student , contract
Owner: Student Recruitment, Marketing and Admissions
Approver: Learning & Teaching Committtee, Council
Approval date: 12 October 2018
Review date: 1 October 2019
Travel request form
This form is designed to ensure that University staff are appropriately approved and insured for overseas business travel.
Keywords: travel, insurance, form
Owner: Finance - Insurance Team
Approver: Finance - Insurance Team
Approval date: 17 July 2018
Review date: 31 August 2019
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.
Keywords: risk, financial management, liquidity
Owner: Finance Office
Approver: Finance Committee
Approval date: 1 September 2017
Review date: 1 September 2020
Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) Procurement Guidance
Explains how the University is to establish whether the (re-)tendering of a contract will have any implications relating to the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE). The guidance then goes on to detail how any TUPE implications are to be accounted for during the procurement process and within the ultimate contract.
Keywords: procurement, employee, undertakings, employment, rights
Owner: Deputy Director of Finance
Approver: Deputy Director of Finance
Approval date: 1 January 2017
Review date: 1 January 2020
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.
Keywords: UCAS, undergraduate, applications, admissions, plagiarism
Owner: Student Recruitment, Marketing and Admissions
Approver: Academic Registrar
Approval date: 30 September 2017
Review date: 1 October 2019
University Teacher Guidance
This page is a policy document for those seeking to employ University Teachers.
Keywords:
Owner: Human Resources
Approver: N/A
Approval date: 1 December 2017
Review date:
Use of the title Fellow procedure
The following procedure should be adopted in the event that a School wishes to re-designate an individual’s title to Research Fellow.
Keywords:
Owner: Human Resources
Approver: JNCC
Approval date: 1 February 2019
Review date: 1 February 2024
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.
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.
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.
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.
Keywords:
Owner: Human Resources
Approver: Council
Approval date: 13 March 2019
Review date: 13 March 2024
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.
Keywords: writing style, tone, brand, communications
Owner: Corporate Communications
Approver: Marketing and Advancement
Approval date: 1 June 2016
Review date: 1 June 2018