Welcome to the Aberystwyth University Policies website

The aim of this site is to provide a repository for University policies. A University policy is defined as one with broad application throughout the University, that helps ensure coordinated compliance with applicable laws and regulations; promotes operational efficiencies; enhances the University's mission; and reduces institutional risk.

This site includes policies which have been approved by Council or by delegated authorities. Many important Institute- and Department-level policies serve similar purposes but are not included on this site where unit-specific.

The University's Institutes and Departments should link to this site rather than create their own pages with University policies and associated documentation. This will help ensure that everyone in the University is referencing the most current versions of documents.

Sometimes, related procedures have been developed in relation to University policies. These can be obtained from the relevant Institute or Department.

This page is managed by the Governance Unit based on information from Institutes and Departments. Queries relating to potentially missing or inaccurate information, broken links, etc. should be addressed to the Governance Unit. Queries about the policies themselves should be addressed directly to the author, where known, or the relevant department.

Policies by Department

The following is a list of policies arranged by Department:

Academic Quality and Records

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Academic Progress

Academic Regulation on Academic Progress

        Students
Academic Quality

Academic Quality Handbook

       

General

Admissions

Regulations for Approval of Qualifications and/or Relevant Experience for Admission to Higher Degrees, Diplomas and Certificates of Aberystwyth University

        Students
Foundation Degrees

Regulations for the Foundation Degrees

        Students
Initial Degrees

Regulations for Modular Initial Degrees

        Students

Standing Order 1 (Initial Degree Assessments)

        Students
International Foundation Certificate

Regulations for the International Foundation Certificate (IFC)

        Students
Module Evaluation Policy
Module Evaluation Policy Academic Board September 2016 September 2016 September 2017 Students
Postgraduate Certificate in Education

Regulations for the Postgraduate Certificate in Education - PGCE

        Students
Research Postgraduate Awards

Regulations for Doctoral Degrees by Examination and Thesis or Portfolio

        Students

Regulations for the Award of the Degree of PhD (by Published Works)

        Students

Regulations for the Degree of Doctor of Philosophy

        Students

Regulations for the Degree of Master of Philosophy(including LLM by Research)

        Students

Regulations for the Submission and Examination of Research Theses

        Students
Rules and Regulations

Rules and Regulations

        Students
Senior Doctoral Degrees

Regulations for Senior Doctoral Degrees

        Students

Standing Order 22 Senior Doctoral Degrees

        Students
Taught Postgraduate Schemes

Regulations for Modular Taught Postgraduate Awards

        Students

Standing Order 2 Modular Taught Postgraduate Awards

        Students

Standing Order 21 Master's Degrees by Examination and Dissertation

        Students
Unacceptable Academic Practice

Regulation on Unacceptable Academic Practice

        Students

Campus and Commercial Services

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Aberystwyth Fairtrade Policy

Health, Safety and Environment Committee       General

Nutrition Policy

Health, Safety and Environment Committee       General

Sustainable and ethical purchasing and food policy statement 2017

Health, Safety and Environment Committee       General

Report 2017 Sustainable and ethical Policy review

Health, Safety and Environment Committee       General

Centre for Welsh Language Services

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Welsh Language Scheme

Council 20/02/2014 20/02/2014 N/A General

Equality and Diversity

Title

Approving Body Date Approved Date Reviewed Next Review Applicability
Equal Opportunities Policy 2016 Professional Development, Staffing and Equality Committee 04/11/2016 04/11/2016 July 2017 General

Estates

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Energy Policy Statement (May 2014)

  16/05/2014 16/05/2014 May 2016 General

Environmental Policy Statement (May 2014)

  16/05/2014 16/05/2014 May 2016 General

Finance

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Anti-bribery

Anti-bribery Policy Council 13/12/2013 13/12/2013 31/12/2017 Staff

Disposal of Fixed Assets

AU Disposal Policy Council 11/05/2016 11/05/2016 31/05/2018 Staff

Financial Regulations and Procedures

Financial Regulations December 2015 Council 29/06/2016 29/06/2016 30/06/2017 Staff
Financial Procedures May 2017 University Executive January 2015 January 2015 January 2017 Staff

Fraud, Malpractice and Irregularity

Fraud, Malpractice and Irregularity Policy Council 13/12/2013 13/12/2013 31/12/2017 Staff

Procurement

Corporate Procurement Policy & Statement University Executive     July 2018 Staff

Governance

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Charter and Statutes

Charter and Statutes

Privy Council 01/08/2014 01/08/2014 N/A General

Code of Practice on Freedom of Speech

Code of Practice on Freedom of Speech

Council 11/05/2016 11/05/2016 11/05/2018 General

Non-audit work

Policy for the use of External Auditors for non-audit work

Audit and Risk Committee 10/03/2017 10/03/2017 31/12/2017 Staff

Ordinances

Ordinance 01 - Members of the University

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 02 - The Chancellor

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 03 - The Pro-Chancellors

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 04 - The Treasurer

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 05 - The Vice-Chancellor

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 06 - The Deputy Vice-Chancellors and Pro Vice-Chancellors

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 07 - The Council Statement of Primary Responsibilities

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 08 - The Council: Chair of Council

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 09 - The Council: Appointment of the Clerk

Council 09/05/2014 June 2017 June 2018 Council members

Ordinance 10 - The Council: Membership

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 11 - The Council: Independent Members

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 12 - The Council: Co-opted Members

Council 09/05/2014 June 2017 June 2018 General

Ordinance 13 - The Council: Senate Members

Council 23/06/2017 23/06/2017 June 2018 Staff

Ordinance 14 - The Council: Election of Non-Academic Staff Members

Council 23/06/2017 23/06/2017 June 2018 Staff

Ordinance 15 - The Council: Quorum

Council 23/06/2017 23/06/2017 June 2018 Council members

Ordinance 16 - The Council: Custody and Use of the Common Seal

Council 09/05/2014 June 2017 June 2018 General

Ordinance 17 - The Senate: Statement of Primary Responsibilities

Council 08/12/2014 June 2017 June 2018 General

Ordinance 18 - The Senate: Membership

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 19 - The Senate: Election of Departmental Representatives

Council 23/06/2017 23/06/2017 June 2018 Staff

Ordinance 20 - The Senate: Election of Heads of Support Departments

Council 08/12/2014 June 2017 June 2018 Staff

Ordinance 21 - The Court

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 22 - The Court: Functions and Annual Meeting

Council 09/05/2014 June 2017 June 2018 General

Ordinance 23 - Academic Institutes

Council 06/11/2016 June 2017 June2018 General

Ordinance 24 - Headship of Academic Institutes

Council 23/06/2017 23/06/2017 June 2018 Staff

Ordinance 25 - Appointment and Promotion to Chairs, Readerships and Senior Lectureships

Council 29/06/2016 June 2017 June 2018 General

Ordinance 26 - Appointment of Honorary and Visiting Staff

Council 29/06/2016 June 2017 June 2018 General

Ordinance 27 - Conferment of the Title of Research Professor; and Emeritus Professor, Emeritus Reader, Emeritus Lecturer and Emeritus Senior Lecturer

Council 29/06/2016 June 2017 June 2018 General

Ordinance 28 - Appointment of Representatives of the University on Other Bodies

Council   June 2017 June 2018 Staff

Ordinance 29 - The Organisation of Students

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 30 - Recognised Associations of the Former Students of the University

Council 09/05/2014 June 2017 June 2018 General

Ordinance 31 - Services of Notices and Documents

Council 29/06/2016 June 2017 June 2018 General

Ordinance 32 - The Visitor

Council 29/06/2016 June 2017 June 2018 Staff

Ordinance 33 - Student Disciplinary Procedure

Council 24/06/2013 June 2017 June 2018 Students

Ordinance 34 - Disciplinary Procedure for all Staff

Council 02/04/2014     Staff

Ordinance 35 - Grievance Procedure

Council 29/06/2016 June 2016 June 2018 Staff

Ordinance 36 - Redundancy Avoidance Policy

Council 29/06/2016 June 2016 June 2018 Staff

Ordinance 37 - Managing Sickness Absence Policy

Council   20/06/2014 June 2016 Staff

Ordinance 38 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor, Deputy Vice-Chancellor and Pro Vice-Chancellors

Council 20/06/2014 June 2017 June 2018 Staff

Ordinance 39 - Transitional Provisions

Council 24/07/2014 June 2017 June 2018 Council members

Ordinance 40 - The Council: Deputy Chair of Council

Council 23/06/2017 23/06/2017 June 2018 General

Ordinance 41 - Collective Grievance Procedure

Council 29/11/2016 November 2016 November 2018 Staff

Ordinance 42 - Disciplinary Procedure during Probation

Council 29/11/2016 November 2016 November 2019 Staff

Students' Union

Code of Practice

Council 08/12/2014 08/12/2014 N/A General

Relationship Agreement

Council 29/06/2016 29/06/2016 29/06/2017 General

Health, Safety and Environment

Title

Approving Body Date Approved Date Reviewed Next Review Applicability
Aberystwyth University Health and Safety Policy  Council March 2015 March 2015 March 2017 General
Aberystwyth University Lone Working Policy Health, Safety and Environment Committee February 2016 February 2016 February 2018 Staff
AU Radiation Safety Policy Health, Safety and Environment Committee March 2012 March 2012 June 2017 General
PAT Testing Policy Health, Safety and Environment Committee October 2016 October 2016 October 2018 Staff
Personal Protective Equipment Policy Health, Safety and Environment Committee June 2015 June 2015 June 2017 Staff
Policy on Smoking Health, Safety and Environment Committee February 2013 February 2013 June 2017 General
Travel Policy Health, Safety and Environment Committee October 2016 October 2016 October 2018 Staff
Waste Management Policy Health, Safety and Environment Committee February 2017 February 2017 February 2019 General
Young Persons' Policy Health, Safety and Environment Committee October 2015 October 2015 October 2017 General

Human Resources

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Acting up and Responsibility Pay Policy

 PDSEC February 2011     Staff

Adoption Policy

 PDSEC  06/05/2008     Staff

Adverse Conditions Policy

  PDSEC 27/05/20110     Staff

Annual Leave

Policy for buying Annual Leave

  PDSEC 21/05/2015     Staff

Capability Policy and Procedure

  PDSEC 20/05/2016     Staff

Career Break Policy

  PDSEC 23/03/2015     Staff

Coaching and Mentoring Policy

  PDSEC 21/05/2015     Staff

Conflict of Interest

Management of Conflict of Interest in the Workplace

  PDSEC 23/03/2015     Staff

Consultancy Services

Common Policy on Consultancy Services

  PDSEC 22/05/2014     Staff

Dignity and Respect at Work Policy

  PDSEC 23/03/2015     Staff
Students

Disciplinary

Ordinance 34 - Disciplinary Procedure for all Staff

  02/04/2014     Staff

Disciplinary

Ordinance 38 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor, Deputy Vice-Chancellor and Pro Vice-Chancellors

  20/06/2014 June 2017 June 2018 Staff

Drugs and Alcohol Policy

  PDSEC 22/05/2014     Staff

Flexi-Time Policy

  PDSEC 21/05/2015     Staff

Flexible Working Policy

  PDSEC 21/05/2015     Staff

Grievance

Ordinance 35 - Grievance Procedure

  29/06/2016 June 2016 June 2018 Staff

Grievance

Ordinance 38 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor, Deputy Vice-Chancellor and Pro Vice-Chancellors

  20/06/2014 June 2017 June 2018 Staff

Health and Wellbeing Policy

 PDSEC 06/05/2008     Staff

Honorary Staff

Ordinance 26 - Appointment of Honorary and Visiting Staff

 PDSEC 11/03/2016     General

Honorary Staff

Ordinance 27 - Conferment of the Title of Research Professor; and Emeritus Professor, Emeritus Reader, Emeritus Lecturer and Emeritus Senior Lecturer

 PDSEC 11/03/2016     General

Intellectual Property

Common Intellectual Property Policy

 Exec 12/02/2013     Staff

Matching and Slotting

 PDSEC 08/11/2013 25/05/2016   Staff

Maternity Leave Policy

PDSEC 19/03/2007     Staff

Parental Leave Policy

PDSEC 25/05/2016     Staff

Paternity Leave Policy

PDSEC  27/11/2012     Staff

Redeployment Policy and Procedure

PDSEC  07/04/2014     Staff

Redundancy

Ordinance 36 - Redundancy Avoidance Policy

 PDSEC 25/05/2016     Staff

Relocation Expenses Policy

 PDSEC 04/11/2016     Staff

Retirement

Flexible Retirement Policy

 PDSEC 21/05/2015     Staff

Secondary Employment Policy

 PDSEC 23/03/2015     Staff

Secondment Policy

 PDSEC 23/03/2015     Staff

Shared Parental Leave Policy

 PDSEC 23/03/2015     Staff

Sickness

Ordinance 37 - Managing Sickness Absence Policy

 PDSEC 27/05/2010 08/09/2016   Staff

Social Media Policy

Council 20/06/2014     General

Special Leave Policy

        Staff

Standby Policy

 PDSEC 06/06/2013     Staff

Unpaid Leave Policy

 PDSEC 21/05/2015     Staff

Vulnerable Persons

Safeguarding of Vulnerable Persons Policy

 PDSEC 19/02/2014 11/03/2016   General

Whistleblowing Policy

 PDSEC 23/03/2015     General

Information Compliance

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Copyright Policy

Executive Group April 2016 August 2017 June 2018 Staff
Students

Data Protection Policy

Executive Group January 2017   May 2018 Staff
Students

E-mail Policy

Information Services SMG January 2009 September 2017 July 2018 Staff
Students

Freedom of Information Policy

Managemet Information Committee: Compliance Advisory Group June 2007 October 2016 October 2017 Staff
Students

Information Security Policy

Information Security Advisory Group August 2015 October 2016 October 2017 Staff 
Students

Records Management Policy

Executive Group December 2013   October 2017 Staff
Students

Information Services

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

AberLearn Blackboard

AberLearn Blackboard Required Minimum Presence Senate June 2013 February 2016 January 2018 Staff
Blackboard Acceptable Use Policy Info Services SMG   February 2017 February 2018 General

Customer Care

Information Services Customer Care Policy Info Services SMG July 2014 July 2017 July 2018 General

Food and Drink

Information Services Food and Drink Policy Info Services SMG July 2015 July 2017 July 2018 General

Information Services

Information Services Regulations Info Services SMG 29 August 2017   29 August 2018 General

Information Technology

Regulations for the use of IT Facilities and Systems Info Services SMG May 2016 July 2017 July 2018 General
Wireless Communication Policy Info Services SMG     December 2017 General

Lecture Capture

Lecture Capture Policy Academic Board September 2015 September 2017 September 2018 Staff

Mobile Phones

Policy on Mobile phones issued by Information Services (PDF) University Executive Group August 2015 August 2016 August 2018 Staff

Reading Lists

Reading List Policy Info Services SMG July 2016 July 2017 July 2018 Staff and Students

Planning

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Workload Allocation and Management Model

WAMM Policy PDSEC 21 May 2015   May 2018 Staff

Research, Business and Innovation

Title

Approving Body Date Approved Date Reviewed Next Review Applicability
AU Open Access and PURE submission policy Research Committee May 2015    

Staff

Students

Research Data Management

Aberystwyth University Research Data Management Policy

Open Access and Research Data Management Steering Group November 2016 August 2016 August 2017

Staff

Students

Research Ethics Panel Appeals Policy Senate January 2015 January 2016 January 2017

Staff

Students

Student Support

Title

Approving Body Date Approved Date Reviewed Next Review Applicability

Alcohol

Student Alcohol Policy
Academic Board May 2016 February 2016 May 2018

Staff

Students

Bullying and Harassment Procedure

Student Support Committee   February 2016 February 2017

Staff

Students 

Confidentiality

Confidentiality and Sharing of Student Information
Student Support Committee  February 2016 February 2016  February 2018

Staff

Students

Contact Information

Use of Student Emergency Contact Information

Student Support Committee May 2016 February 2016 May 2018

Staff

Students

Disability

Admission of Disabled Students Policy

Academic Board March 2016 February 2016 February 2018

Staff

Students

Disability

Disablity Disclosure Policy

Student Support Committee    October 2016 October 2018

Staff

Students

Fitness to Attend

Establishing Student Fitness to Attend
Academic Board June 2017 June 2017 June 2018

Staff

Students

Fitness to Return

Return to Study Policy

Academic Board May 2016 February 2016 May 2017

Staff

Students

Missing Student Procedure

Procedures on Responding to Missing Students

Student Support Committee February 2016 February 2016 February 2018

Staff

Students

Police Requests

responding to Police requests Procedure

Student Support Committee   February 2016 May 2018 Staff

Student Death Procedure

Student Support Committee February 2016 February 2016 February 2018

Staff

Students

Examinations

University Policy for making reasonable adjustments to examinations

Academic Board February 2016 February 2016 February 2018

Staff

Students

Supporting Staff who are Supporting Students in Crisis

Student Support Committee / PDSEC 2011 2011 October 2017

Staff

Timetabling

Title

Approving Body Date Approved Date Reviewed Next Review Applicability
Academic Timetabling and Room Bookings: Policy, Responsibilities and Processes Academic Board May 2015 October 2016 October 2017 General