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

 See Document

Annual

End of academic year

General

Academic Appeals

Academic Board

 See Document

Annual

End of academic year

Students

Student Complaints

Academic Board

See Document

Annual

End of academic year

Students

Student Discipline

Academic Board

See Document

Annual 

End of academic year

Students

Fitness to Practise

Academic Board

See Document

Annual 

End of academic year

Students

Final Review

Academic Board

See Document 

Annual

End of academic year

Students

Academic Quality Handbook: Part B (Rules and Regulations)

AQH Part B Rules and Regulations

Academic Board

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 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 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 2022 November 2022

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 Strategy

 

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

Reasonable adjustments to examinations

Academic Board December 2023 October 2023 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 September 2020 September 2020 September 2022 Staff
Students