University Policies

This is a repository for University policies, which are defined as having broad application throughout the University, that help ensure coordinated compliance with applicable laws and regulations; promote operational efficiencies; enhance the University's mission; and reduce institutional risk.

Academic Registry

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Academic Quality Handbook: Part A (Policies and Procedures)
AQH Part A Policies and procedures	Academic Board		Summer 2020	Summer 2021	General
Academic Appeals	Academic Board		Summer 2020	Summer 2021	Students
Student Complaints	Academic Board		Summer 2020	Summer 2021	Students
Student Discipline	Academic Board	Summer 2020		Summer 2021	Students
Fitness to Practise	Academic Board	Summer 2020		Summer 2021	Students
Establishing Student Fitness to Attend	Academic Board				Students
Final Review	Academic Board		Summer 2020	Summer 2021	Students
Academic Quality Handbook: Part B (Rules and Regulations)
AQH Part B Rules and Regulations	Academic Board		Summer 2020	Summer 2021	General
Academic Regulations (Undergraduate and Postgraduate Degree Regulations)	Senate		Summer 2020	Summer 2021	Students
Academic Regulation on Academic Progress	Senate		Summer 2020	Summer 2021	Students
Regulation on Unacceptable Academic Practice	Senate		Summer 2020	Summer 2021	Students
General Rules and Regulations	Senate		Summer 2020	Summer 2021	Students

Commercial Services

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Aberystwyth Fairtrade Policy	Health, Safety and Environment Committee	August 2017	August 2017	August 2019	General
Nutrition Policy	Health, Safety and Environment Committee	August 2017	August 2017	August 2019	General
Sustainable and ethical purchasing and food policy statement 2017	Health, Safety and Environment Committee	August 2017	August 2017	August 2019	General
Report 2017 Sustainable and ethical Policy review	Health, Safety and Environment Committee	August 2017	August 2017	August 2019	General

Development and Alumni Relations

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Donations Acceptance Policy	Council	14 February 2020	14 February 2020	28 February 2022	General

Estates, Facilities and Residences

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Animals on Campus Policy	Governance and Compliance	June 2019	June 2019	June 2021	General
Sustainability Policy	Council	10 July 2020	10 July 2020	July 2022	General

Finance

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Anti-bribery
Anti-bribery Policy	Council	26/11/2018	November 2018	November 2020	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	Council	25/11/2019	25/11/2019	November 2020	Staff
Financial Procedures May 2017	University Executive	January 2015	January 2015	January 2017	Staff
Counter Fraud and Malpractice
Counter Fraud and Malpractice Policy	Council	26/11/2018	November 2018	November 2020	Staff
Procurement
Corporate Procurement Policy & Statement	University Executive			June 2021	Staff
Tuition Fee Policy
Tuition Fee Policy	Council	April 2017	2020	2021	Staff
Treasury Management Policy
Treasury Management Policy	Council	25/11/2019	25/11/2019	November 2021	Staff

Governance

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Charter and Statutes
Charter and Statutes	Privy Council	27/06/2018	01/08/2014	N/A	General
Code of Practice on Freedom of Speech
Code of Practice on Freedom of Speech	Council	10/07/2020	June 2020	June 2022	General
Non-audit work
Policy for the use of External Auditors for non-audit work	Audit and Risk Committee	13/11/2020	13/11/2020	31/12/2021	Staff
Ordinances
Ordinance 01 - Members of the University	Council	06/07/2018	May 2020	July 2022	General
Ordinance 02 - The Chancellor and the Pro-Chancellors	Council	10/07/2020	May 2020	July 2022	General
Ordinance 03 - The Vice-Chancellor	Council	06/07/2018	May 2020	July 2022	General
Ordinance 04 - The Deputy Vice-Chancellors and Pro Vice-Chancellors	Council	06/07/2018	May 2020	July 2022	General
Ordinance 05 - The Council: Statement of Primary Responsibilities	Council	10/07/2020	May 2020	July 2022	General
Ordinance 06 - The Council: Chair of Council and Deputy Chair of Council	Council	10/07/2020	May 2020	July 2022	General
Ordinance 07 - The Council: Appointment of the Clerk	Council	06/07/2018	May 2020	July 2022	Council members
Ordinance 08 - The Council: Membership	Council	06/07/2018	May 2020	July 2022	General
Ordinance 09 - The Council: Independent Members	Council	10/07/2020	May 2020	July 2022	Council members
Ordinance 10 - The Council: Co-opted Members	Council	10/07/2020	May 2020	July 2022	General
Ordinance 11 - The Council: Senate Members	Council	10/07/2020	May 2020	July 2022	Staff
Ordinance 12 - The Council: Election of Non-academic Staff Member	Council	10/07/2020	May 2020	July 2022	Staff
Ordinance 13 - The Council: Quorum	Council	06/07/2018	May 2020	July 2022	Council members
Ordinance 14 - The Council: Custody and Use of the Common Seal	Council	06/07/2018	May 2020	July 2022	General
Ordinance 15 - The Senate: Statement of Primary Responsibilities	Council	06/07/2018	May 2020	July 2022	General
Ordinance 16 - The Senate: Membership	Council	06/07/2018	May 2020	July 2022	General
Ordinance 17 - The Senate: Election of Departmental Representatives	Council	06/07/2018	May 2020	July 2022	Staff
Ordinance 18 - The Senate: Election of Non-academic Representatives	Council	06/07/2018	May 2020	July 2022	Staff
Ordinance 19 - The Court	Council	06/07/2018	May 2020	July 2022	General
Ordinance 20 - Appointment of Representatives of the University on Other Bodies	Council	Unknown	April 2020	July 2022	Staff
Ordinance 21 - Academic Units	Council	28/06/2019	May 2020	July 2021	General
Ordinance 22 - Headship of Faculties	Council	06/07/2018	May 2020	July 2022	General
Ordinance 23 - Appointment and Promotion of Academic Staff	Council	26 November 2020	26 November 2020	30 November 2022	Staff
Ordinance 24 - Appointment of Honorary and Visiting Staff	Council	10/10/2019	April 2020	July 2022	Staff
Ordinance 25 - Conferment of the title of Emeritus Professor, Emeritus Reader, Emeritus Senior Lecturer and Emeritus Lecturer	Council	10/10/2019	April 2020	July 2022	Staff
Ordinance 26 - The Organisation of Students	Council	06/07/2018	May 2020	July 2022	Students
Ordinance 27 - Recognised Association of the Former Students of the University	Council	06/07/2018	May 2020	July 2022	General
Ordinance 28 - Service of Notices and Documents	Council	06/07/2018	May 2020	July 2022	Staff
Ordinance 29 - The Visitor	Council	06/07/2018	May 2020	July 2022	General
Ordinance 30 - Student Disciplinary Procedure	Council	24/06/2013	April 2020	July 2022	Students
Ordinance 31 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor	Council	21/09/2018	September 2018	September 2020	Staff
Ordinance 32 - Disciplinary Procedure	Council	21/09/2018	May 2019	May 2021	Staff
Ordinance 33 - Grievance Procedure	Council	21/09/2018	August 2019	August 2021	Staff
Ordinance 34 - Redundancy Avoidance Policy	Council	21/09/2018	September 2019	September 2021	Staff
Ordinance 35 - Managing Sickness Absence Policy	Council	21/09/2018	November 2019	November 2021	Staff
Ordinance 36 - Collective Grievance Procedure	Council	21/09/2018	July 2019	July 2021	Staff
Ordinance 37 - Disciplinary Procedure during Probation	Council	21/09/2018	August 2019	August 2021	Staff
Ordinance 38 - Transitional Provisions	Council	06/07/2018	May 2020	July 2022	General
Public Complaints Procedure
Public Complaints Procedure	University Executive	19/09/2018	19/09/2018	September 2020	General
Reporting of serious incidents to the Charity Commission
Reporting serious incidents to the Charity Commission	Council	27/04/2020	27/04/2020	April 2022	General
Students' Union
Code of Practice	Council	07/04/2017	08/12/2014	N/A	General
Relationship Agreement	Council	28/06/2019	28/06/2019	June 2020	General

Health, Safety and Environment

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Health and Safety Policy	Council	January 2021	January 2021	September 2021	General
Smoking Policy	Health, Safety and Environment Committee	March 2018	March 2018	March 2021	General
Travel Policy	Health, Safety and Environment Committee	October 2016	October 2016	October 2018	Staff
Drivers Safety Policy - April 2019	Governance and Compliance	March 2019	March 2019	March 2021	Staff

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 32 - Disciplinary Procedure	Council	21/09/2018	May 2019	May 2021	Staff
Ordinance 31 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor	Council	21/09/2018	September 2018	September 2020	Staff
Ordinance 37 - Disciplinary Procedure during Probation	Council	21/09/2018	August 2019	August 2021	Staff
Drugs and Alcohol Policy	PDSEC	22/05/2014			Staff
Equality and Diversity Equal Opportunities Policy 2016	PDSEC	04/11/2016	04/11/2016	July 2017	General
Flexi-Time Policy	PDSEC	21/05/2015			Staff
Flexible Working Policy	PDSEC	21/05/2015			Staff
Grievance Ordinance 33 - Grievance Procedure	Council	21/09/2018	August 2019	August 2021	Staff
Grievance Ordinance 31 - Disciplinary and Grievance Procedures relating to the Vice-Chancellor	Council	21/09/2018	September 2018	September 2020	Staff
Ordinance 36 - Collective Grievance Procedure	Council	21/09/2018	July 2019	July 2021	Staff
Health and Wellbeing Policy	PDSEC	06/05/2008			Staff
Honorary Staff Ordinance 24 - Appointment of Honorary and Visiting Staff	Council	10/10/2018	October 2019	October 2021	General
Honorary Staff Ordinance 25 - Conferment of Emeritus title	Council	10/10/2018	October 2019	October 2021	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 34 - Redundancy Avoidance Policy	Council	21/09/2018	September 2019	September 2021	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 35 - Managing Sickness Absence Policy	Council	21/09/2018	November 2019	November 2021	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
Workload Allocation and Management Model WAMM Policy	PDSEC	21/05/2015	May 2018		Staff
Whistleblowing Policy	PDSEC	23/03/2015			General

Information Governance

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
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
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
Accessibility
Digital Accessibility Policy (.pdf) Digital Accessibility Policy (.doc)	Academic Board	November 2019	November 2019	November 2021	Staff
Copyright
Copyright Policy	Executive Group	April 2016	August 2017	June 2018	Staff Students
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 Security
Information Security Policy	Information Security Advisory Group	August 2015	October 2016	October 2017	Staff Students
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
Module Evaluation Policy
Module Evaluation Policy	Academic Board	September 2016	September 2016	September 2017	Students
Reading Lists
Reading List Policy	Info Services SMG	July 2016	July 2017	July 2018	Staff and Students
Timetabling
Academic Timetabling and Room Bookings: Policy, Responsibilities and Processes	Academic Board	May 2015	October 2016	October 2017	General

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	Research Committee	18 February 2020	February 2020	February 2021	Staff Students
Research Ethics Panel - Appeals Policy	Senate	February 2020	February 2020	February 2022	Staff Students
Research Leave Policy	Research Committee	April 2019	April 2019	April 2021	Staff

Student Support and Careers Service

Student Mental Health and Wellbeing Strategy

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Alcohol Student Alcohol Policy	Academic Board	May 2016	May 2018	Sept 2019	Staff Students
Contact Information Use of Student Emergency Contact Information	Student Support Committee	September 2018	September 2018	September 2021	Staff Students
Disability Admission of Disabled Students policy	Academic Board	January 2020	January 2020	January 2021	Staff Students
Fitness to Attend Establishing Student Fitness to Attend	Academic Board	June 2017	September 2018	Sept 2020	Staff Students
Missing Student Procedure Procedures on Responding to Missing Students	Student Support Committee	February 2016	September 2018	Sept 2020	Staff Students
Police Requests responding to Police requests Procedure	Student Support Committee		February 2016	February 2020	Staff
Student Death Procedure Student Death Procedures	Student Support Committee	February 2016	August 2018	September 2021	Staff Students
Examinations Reasonable adjustments to examinations	Academic Board	February 2016	August 2018	February 2020	Staff Students
Supporting Staff who are Supporting Students in Crisis	Student Support Committee / PDSEC	January 2020	February 2020	February 2022	Staff
Student Mental Health and Wellbeing Strategy	September 2020			Staff Students

Vice-Chancellor's Office

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Flag Protocol	University Executive	12 November 2020	12 November 2020	September 2022	Staff Students
Policy on the naming of university buildings and physical space	Council	08 February 2019	February 2019	February 2021	Staff Students
Procedures for the death of the monarch	University Executive	15 September 2020	September 2020	September 2022	Staff Students