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.

These document are available in Welsh.

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	Quality and Standards Committee	See Document	Annual	End of academic year	General
Academic Appeals	Quality and Standards Committee	See Document	Annual	End of academic year	Students
Student Complaints	Quality and Standards Committee	See Document	Annual	End of academic year	Students
Student Discipline	Quality and Standards Committee	See Document	Annual	End of academic year	Students
Fitness to Practise	Quality and Standards Committee	See Document	Annual	End of academic year	Students
Final Review	Quality and Standards Committee	See Document	Annual	End of academic year	Students
Academic Quality Handbook: Part B (Rules and Regulations)
AQH Part B Rules and Regulations	Senate	See Document	Annual	End of academic year	General
General Rules and Regulations	Senate	See Document	Annual	End of academic year	Students
Academic Regulation on Academic Progress	Senate	See Document	Annual	End of academic year	Students
Regulation on Unacceptable Academic Practice	Senate	See Document	Annual	End of academic year	Students
Academic Regulations (Undergraduate and Postgraduate Degree Regulations)	Senate	See Document	Annual	End of academic year	Students

Centre for Welsh Language Services

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Compliance Notice - Welsh Language Standards					General
Welsh Language Policies and Strategies					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	Jan 2022	Jan 2022	Jan 2024	General
Drivers Policy	Governance and Compliance	March 2019	March 2023	March 2025	Staff
Travel Policy	University Executive	October 2016	December 2023	December 2025	Staff

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	November 2021	November 2021	December 2022	Staff
Financial Regulations and Procedures
Financial Regulations	Council	25/11/2019	25/11/2019	November 2020	Staff
Financial Procedures	University Executive	November 2021	November 2021	November 2022	Staff
Counter Fraud and Malpractice
Counter Fraud and Malpractice Policy	Council	26/11/2018	November 2018	November 2022	Staff
Tuition Fee Policy
Tuition Fee Policy	Council	April 2017	July 2023	July 2024	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	July 2023	July 2024	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: Clerk to the Council	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	November 2022	July 2024	General
Ordinance 17 - The Senate: Election of Departmental Representatives	Council	06/07/2018	November 2022	July 2024	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	July 2023	July 2024	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 Emeritus title	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	26/11/2020	November 2020	November 2022	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	February 2025	February 2027	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	February 2024	February 2024	February 2026	General
Smoke-free & Vape-free Policy	University Executive	March 2018	January 2024	January 2027	General
Sustainability Policy (2023)	Council	July 2022	March 2023	July 2024	General

A document Library for all HSE arrangements is available here

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	PDSEC	04/11/2016	04/11/2016	July 2017	General
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
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	26/11/2020	November 2020	November 2022	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	February 2024	Staff Students
Freedom of Information Policy	Managemet Information Committee: Compliance Advisory Group	June 2007	October 2016	February 2024	Staff Students
Records Management Policy	Executive Group	December 2013		February 2024	Staff Students

Information Services

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Blackboard
Blackboard Required Minimum Presence	AEC	June 2013	February 2023	February 2024	Staff
Accessibility
Digital Accessibility Policy (.pdf) Digital Accessibility Policy (.doc)	Academic Board	November 2019	December 2021	November 2023	Staff
Copyright
Copyright Policy	Information Services	April 2016	June 2022	June 2023	Staff Students
Customer Care
Information Services Customer Care Policy	Information Services	July 2014	May 2023	May 2025	General
E-mail Policy
E-mail Policy	Information Services	January 2009	June 2022	July 2023	Staff Students
Food and Drink
Information Services Food and Drink Policy	Information Services	July 2015	November 2021	November 2023	General
Information Security
Information Security Policy	Information Services	August 2015	June 2022	July 2023	Staff Students
Information Services
Information Services Regulations	Information Services	29 August 2017	October 2023	October 2024	General
Information Technology
Regulations for the use of IT Facilities and Systems	Information Services	May 2016	August 2020	August 2023	General
Wireless Communication Policy	Information Services	November 2018	August 2020	August 2022	General
Lecture Capture
Lecture Capture Policy	AEC	September 2015	May 2022	January 2023	Staff
Mobile Phones
Policy on Mobile phones	University Executive Group	August 2015	January 2021	January 2022	Staff
Module Evaluation Policy
Module Evaluation Policy	Academic Enhancement Committee (AEC)	September 2016	May 2022	January 2024	Students
Reading Lists
Reading List Policy	Information Services	July 2016	August 2021	August 2022	Staff and Students
Tell Us Now Policy
Tell Us Now Policy	Academic Enhancement Group (AEG)	September 2021	September 2021	September 2023	Staff and Students
Timetabling
Academic Timetable Policy : Timetabling , Aberystwyth University	Academic Board	May 2015	July 2022	August 2023	General

Research, Business and Innovation

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Open Access and PURE submission policy	Research Committee	November 2019	November 2019	Autumn 2021	Staff Students
Research Data Management Aberystwyth University Research Data Management Policy	Research Committee	18 February 2020	11 June 2021	Autumn 2022	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
Rights Retention Policy	Research Committee	June 2022	June 2022	June 2024	Staff

Student Services

Title	Approving Body	Date Approved	Date Reviewed	Next Review	Applicability
Alcohol Alcohol and Drugs Policy	Academic Board	November 2020	November 2024	November 2026	Staff Students
Contact Information	Student Experience 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
Employability Plan	Academic Board	November 2023
Ethical Careers Policy	Employability Action Group	May 2024	May 2024	May 2026
Support to Study Policy	Academic Board	June 2022	August 2023	August 2025	Staff Students
Missing Student Procedure Procedures on Responding to Missing Students	Student Experience Committee	February 2016	September 2018	Sept 2020	Staff Students
Police Requests responding to Police requests Procedure	Student Experience Committee		February 2016	February 2020	Staff
Student Death Procedure Procedures following the death of a student	Student Experience Committee	February 2016	August 2023	September 2025	Staff Students
Examinations Policy on Making Reasonable Adjustments in Respect of Examinations	Academic Board	December 2023	December 2024	October 2025	Staff Students
Supporting Staff who are Supporting Students in Crisis	Student Experience Committee	January 2020	February 2020	February 2022	Staff
Student Mental Health and Wellbeing Strategy				September 2020	Staff Students
Student Pregnancy, Maternity & Paternity & Family Leave Policy

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	April 2022	February 2024	Staff Students
Procedures for the death of the monarch	University Executive	15 April 2025	April 2025	April 2027	Staff Students