4.1 This Guidance supports Heads of Institutions with notifications that they may receive through the Staff and Students Relationships Policy (referred to as the Policy). It does not cover all scenarios and it is recommended that advice is sought from the relevant HR Business Partnering Team.
4.2. Heads of Institution may receive notifications in relation to the Policy from members of staff, students or third parties. Notifications may be in conformity with the Policy, or in respect of an allegation that the Policy has been breached, or both.
4.3. Any member of staff or student who has questions about the Policy and its application may also raise them with their Head of Institution in the first instance. Advice can also be sought from the relevant HR Business Partnering Team.
4.4. A Relevant staff member must make a disclosure where there is, or has been, any close personal relationship, or where such a relationship arises, between a Relevant staff member and a student, where there are direct or indirect academic responsibilities, or other direct professional responsibilities, in relation to that student.
4.5. The disclosure must be made to the member of staff’s Head of Institution or equivalent post-holder or, if the member of staff would prefer, to a senior member of the HR Division, who will speak to the Head of Institution or equivalent post-holder on their behalf.
4.6. The disclosure should be made using the Declaration form (SSR) at Annex 1 and confirmation of any action taken confirmed to the member of staff in writing, with a copy of the letter retained on the person’s personnel file.
4.7. Consideration should also be given as to whether a declaration is required under the University-Wide Conflict of Interest Policy.
4.8. If a member of staff is unsure whether or not a relationship with a student should be disclosed under the Policy, the member of staff should disclose it so consideration can be given to whether appropriate measures are needed to protect all parties.
4.9. In the event that any member of staff is, or becomes, aware of a relationship which ought to be, but has not been, disclosed or is prohibited under the Policy, they are encouraged to notify the relevant Head of Institution or equivalent postholder or, if the member of staff would prefer, to a senior member of the HR Division, who will speak to the Head of Institution or equivalent post-holder on their behalf.