Other University Regulations

Students are required to wear academic dress at Degree Ceremonies and at other University functions where specified.

During periods of adverse weather, regular updates will be posted on the University Homepage - please refer to this for the latest information.

General Principles

Where the University remains open, Swansea University expects students to make every reasonable effort, taking into account issues of personal safety, to attend the University during adverse weather conditions. 

Communication with Students

The University will communicate with students via the University webpages. Other means of communication may also be used these include email and Canvas.

Travel

Students are advised to allow additional time for travelling. Students using public transport are advised to check services are running with the travel provider.

Examinations

Students should check their University examination timetable to ensure that they know the dates/times/venues of their examinations in order that they may assess their travel options.

Examinations will take place as scheduled. Any decision to postpone examinations will be made by the Director of Education Services following assessment of information regarding weather announcements and access to venues. Contingency days have been built into the January assessment period and students will be advised of these dates in advance and will be expected to be available to sit examinations on these dates if required. Details of any postponement of examinations will be posted on the University website and students will be informed of postponements via their student email account. In addition, information will be available via Facebook, X (formerly Twitter), local news/radio and Canvas. 

Late Arrival 

Students who arrive late will be permitted entry to the venue up to 30 minutes after the examination has started.

Missing an Examination 

Students who miss an examination should inform the University in accordance with the guidance in the Policy on Extenuating Circumstances.

Teaching Timetable

Unless the University is closed, the teaching timetable will continue as previously advertised. Students are advised to check their University email account for any additional announcements from their Faculty/School. Students unable to attend scheduled contact sessions will need to catch up where possible.

Placements

Students on placements are advised to make every reasonable effort to attend their placements and should check with their placement provider regarding opening of premises. Students should contact their placement provider and Faculty/School if they are unable to attend due to adverse weather conditions.

Coursework/Dissertation Submission Deadlines

Existing submission deadlines will apply. In some cases it may be possible for students to submit work electronically (where this has been previously advised by the Faculty/School). 

Students should contact their Faculty/School if they are unable to submit coursework/dissertations. The Faculty/School will consider extenuating circumstances affecting coursework or in-year assessment in accordance with the Policy on Extenuating Circumstances. Faculties/Schools will publish procedures including deadlines for the submission of extenuating circumstances, the procedures and timeframe for the consideration of any submissions and notification of the outcomes to students.

Weather Updates

Updates on the changing weather conditions are available on the Met Office website (www.metoffice.gov.uk.) and Environment Agency (http://www.environment-agency.gov.uk/).

Swansea University values all its staff and students equally, regardless of their age. The University aims to create an environment in which all staff and students, whatever their age, feel equally welcome and valued, and in which ageist behaviour is not tolerated.

The University recognises the extent of age discrimination in society, and seeks to ensure that through the implementation of the relevant policies and procedures, discrimination whether intentional or unintentional does not occur. The Human Resources Department undertakes that any recruitment, selection and progression decision will be entirely based on relevant criteria, which do not include age or age related criteria. Further guidance on how this will be implemented is available in the University’s Age and Retirement Procedure.

In addition to benefiting members of staff and students individually, it also means that the University will benefit from reduced recruitment and training costs, increased staff morale and higher productivity gained through age-diverse practices

1.     Introduction

This policy is part of a University and Students’ Union approach that promotes a safe and supportive environment in which to study and work. The overarching premise is one of support and education, focusing on boundaries of acceptable and responsible behaviour.

The harmful use of alcohol in Wales is far more widespread than that of illegal drugs and other substances. Up to 40% of adults in Wales consume more than the recommended limits of alcohol and 20% admit to binge drinking (Welsh Assembly Government 2008, Working Together to Reduce Harm: The Substance Misuse Strategy for Wales 2008-2018), making it a significant public health concern, both within and beyond a university setting. 

The University and Students’ Union will endeavour to enable students to make informed decisions relating to alcohol use, and information on current guidance will be available through Student Services and the Students’ Union. In addition, the University and Students’ Union will explore the extent to which alcohol can be a barrier to student participation, especially in regards to religion and belief.

The University recognises that the majority of students will not be affected by alcohol misuse but, where a student declares that they have a problem, their cases will be treated sympathetically and in confidence.

Support will be offered through Student Services and the SU Advice Centre where possible and referrals to external support agencies may be made where the support required is outside the expertise of those services. 

It is important to acknowledge that students who have or develop alcohol related problems may cause harm to themselves and to others and these risks will be considered in any course of action. The misuse of alcohol often affects students’ performance, conduct and relationships both on their course and in their accommodation. It can also have consequences for future career choices.

The University has a legal duty of care to its students, staff and visitors and aims to provide a safe, healthy and high quality study and work environment. This includes addressing the risks posed by alcohol misuse, informing students of their responsibilities and codes of conduct and providing information, advice, guidance and support on request. All students have a legal responsibility to take reasonable care of their own safety and that of others.

In certain situations individuals may be subject to disciplinary action under the University’s disciplinary procedures, be asked to leave and/or be reported to the police. The University does not wish to criminalise its students or visitors, but it has a legitimate interest in protecting the University community and its own reputation from the potential consequences of alcohol misuse.

2.     Who is Covered by the Policy?

The policy applies to students in circumstances where there is a risk to themselves or others, or where their conduct or quality of work affects others or the reputation of the University (such as students on university- organised work placements, working in laboratories on research projects or as members of university sports teams). It applies whether students are on university premises or elsewhere on university business or study activities, including premises managed on behalf of the University by a third party, such as privately managed halls of residences or SAS properties off campus. 

The policy also applies to Students’ Unions, independent bodies which conduct and manage their own affairs in accordance with their constitutions.

3.     Aims of the Policy

The purpose of the policy is to:

• Promote health, safety and wellbeing through the provision of information, advice, guidance and support;
• Inform students about the potential consequences of alcohol misuse Provide information on support options where appropriate Encourage individuals with alcohol-related issues to seek help Signpost information to students and staff regarding students’ responsibilities and the required code of conduct;
• Inform students how alcohol misuse and its potential consequences may lead to disciplinary and/or legal action.

 4.    What is meant by ‘Misuse’?

Alcohol misuse is defined as the habitual or intermittent use of alcohol which causes detriment to an individual’s health, social functioning or study/work performance. It can impair the safety of themselves or others and affect attendance, time keeping, efficiency and conduct.

Dependency

The problems associated with alcoholism, or alcohol dependence, are wide ranging and can be physical, psychological and social. For someone with a drink problem, drinking becomes a compulsion and takes precedence over all other activities.

Someone with alcohol dependence:

• Has a strong desire to drink alcohol;
• Has difficulty controlling their use of alcohol;
• Persistently uses alcohol despite being aware of the harmful effects shows increased tolerance for alcohol;
• Shows signs of withdrawal when without alcohol.

Binge drinking

Binge drinking is defined as drinking eight or more units of alcohol in one session if you are a man, and more than six units in one session if you are a woman. Studies are starting to reveal that drinking a large amount of alcohol over a short period of time may be significantly worse for your health than frequently drinking small quantities. To reduce health risks from drinking, the Department of Health recommends that adult males should drink no more than three to four units of alcohol a day, and that adult females should drink no more than two to three units of alcohol a day. Measurements of alcohol for some other popular drinks are listed below.

• A standard glass of wine (175 ml) at 12% abv is 2.1 units, and a large 250 ml glass is 3 units.
• A measure (35 ml) of spirit (40% abv) is 1.4 units.
• A bottle (275 ml) of ordinary strength alcopops (5% abv) is 1.4 units.
• A shot (35 ml) of spirits, typically between 35-40% abv, is 1.3 units.
• A pint (568 ml) of low strength (3.5-4% abv) beer, or lager, is 2.3 units.
• A standard measure of port, or sherry, (50 ml) is 1 unit.

The quantity of alcohol in a person's bloodstream (or blood alcohol content) is used to measure their level of intoxication (drunkenness). It is calculated in milligrams of alcohol per 100 millilitres of blood. The UK BAC limit for legal driving is 80 mg/100 ml.

Pre-Loading

Pre-loading is the practice of consuming alcohol at home before going out to bars and clubs. More than half of students who consume alcohol have been found to ‘pre-load’. When people pre-load they are generally four times more likely to consume over 20 units on a night out (including pre-loading and bar/club drinking). This level of consumption is strongly associated with increased health risks and also involvement in other behavioural issues such as nightlife violence and unsafe sexual behaviour.

5.     The Legal Position 

Six actions, amongst others, are illegal:

• Selling alcoholic drinks without a meal where the licence is for drink accompanying meals;
• Serving alcoholic drink to a customer who is already drunk in the opinion of the person serving;
• Serving alcoholic drink to persons under the legal age of 18 years (with some exceptions relating to table meals);
• Allowing a drunken person to be on the premises without good reason (e.g. illness);
• Allowing gambling to take place, with minor exceptions;
• Allowing arguments or anti-social behaviour to take.

All licensees are required to attend a suitable training course.

The Health and Safety at Work Act 1974 places a duty of care on employers to ensure, as far as is reasonably practicable, the health, safety and welfare at work of staff, students and other users of its premises.

The Road Traffic Act 1988 states that a person is guilty of an offence if driving or attempting to drive a motor vehicle in a public place while unfit through drink or drugs.

The University and the Students’ Union operate licensed premises according to the terms of the Licensing Act 2005.

6.     Pricing and Promotions

The prices in Students’ Union bars are generally appreciably lower than those in the pubs closest to the campus, but can often be matched in other pubs not far away. This pricing policy is believed to be in the interests of students by encouraging those who drink to do so in University/Students’ Union premises rather than elsewhere, but not so low as to encourage excessive consumption.

7.     Code of Conduct

The code of conduct describes the legal health and safety obligations and the expected standards of behaviour for students and staff. It is expected that all students will take personal responsibility for ensuring that alcohol misuse does not affect work or study performance. A breach of the code may result in disciplinary action.

The code states that:

• No one should undertake university-related business or represent the university while unfit through alcohol use.
• Alcohol use resulting in a risk to the safety of oneself or others is likely to lead to disciplinary action. Examples of this may include clinical work with patients, driving, sports activities, using machinery or hazardous substances or any other activities identified as hazardous on a risk assessment.
• Failure to comply with any statutory registration requirements, professional codes of ethics or accreditation provisions with reference to alcohol misuse (e.g. in clinical work with patients, work with schools) is likely to lead to disciplinary action.
• Intoxication will not be accepted as a mitigating circumstance in the case of students breaching university regulations Students with alcohol dependency issues will be strongly encouraged to engage with sources of help and support but will not be exempt from disciplinary procedures resulting from any breach of University regulations.
• Students are strongly advised not to compromise their own safety by working with or being reliant upon (e.g. as a car or bus passenger) someone who has consumed alcohol over the legal limit.
• Students are strongly advised that a disruption of academic activity due to alcohol misuse will be investigated by the relevant Faculty/School.
• Pressure should not be applied to others to drink alcohol. This includes disrespectful or exclusive behaviour and the spiking of drinks with any/extra alcohol.

8.     Confidentiality and Data Protection

All cases will be dealt with in confidence and all personal information will be processed securely in accordance with the Data Protection Act 1998. It may be used by relevant personnel to consider any support needed and to manage the study relationship. Wherever possible, confidential disclosure of information by students will be honoured, unless the student or someone else is at serious risk of harm. Staff should clearly state from the outset that limited confidentiality applies, and that confidentiality will not be maintained if the withholding of information constitutes a risk to the individual or others.

9.     Our Commitment

The wellbeing of the student body is the key driver for this policy and, as a responsible retailer of alcohol; we will adhere to the following best practice:

• Pricing in the bars will be set at a level which encourages students to access the facility but not so low as to encourage excessive consumption.
• The most expensive non-alcoholic drink on sale will always be cheaper than the cheapest alcoholic drink on sale.
• Free drinking water will be provided on request to all patrons.
• ‘Initiation’ ceremonies involving excessive alcohol consumption will not be permitted on or off the premises, however we will welcome groups/societies who wish to host events where the focus is not on drunkenness.
• We will strive to ensure that facilities/events are accessible for those students who choose not to drink alcohol, either due to personal preference, culture or because of religion or belief. We will consider alcohol free alternatives that engage students from all religion or belief groups where possible.
• We will participate in the Best Bar None Scheme and will achieve the standards required for accreditation.
• Alcohol education and campaign work will form part of our commitment to student welfare and will be run regularly by the Students’ Union and/or Student Services to encourage moderate sensible drinking.
• We will work with local services in the community i.e. Police, residents associations etc., to build good relations and to raise awareness of the positive impacts of students in local communities and we will respond appropriately to any concerns or complaints relating to alcohol misuse i.e. noise disturbances.

Please see also Appendices for guidance and recommendations.

Appendix A:

Guidance

Students should:

• Be aware of this policy and supporting documents.
• Seek help voluntarily if they are concerned about their alcohol use. Within the university, help is available from personal tutors, Student Services, Welfare Wardens and the Students’ Union. For sources of help within the community please refer to our website: http://www.healthycitydirectory.co.uk/ or contact the sources stated above.
• Seek help or advice if they have been asked to do so, including as part of a disciplinary sanction.
• Encourage other students to seek help if they have a problem.
• Access information about the potential impacts on alcohol misuse on finances, health and other people. This is available through Student Services and the Students’ Union.
• Alert an appropriate member of staff to any problems they see developing within the institution, particularly where legal or health and safety concerns are an issue.
• Be aware of the behaviour of students around them and do their best to ensure their safety and well-being.

Staff should:

• Be aware of the policy, procedures, available services and referral procedures available for dealing with student alcohol-related issues. This information should be included in student induction. Encourage students to access appropriate support if there are concerns about their well-being in relation to alcohol.
• Contribute to the development and facilitation of awareness raising activities.
• Be mindful of the potential impacts of excessive alcohol when conducting risk assessments on proposed activities.
• Investigate accidents and incidents for signs of alcohol misuse and liaise with the relevant departments.
• Ensure there is no misuse of/pressure to misuse alcohol during university social functions. Non-alcoholic drinks must be available at these occasions.

Students’ Union should:

• Offer information and advice about services available to students who have concerns about their alcohol use.
• Encourage and promote a sensible approach to alcohol use.
• Provide and support educational events, awareness campaigns and activities that promote health and well-being in cooperation with other departments.
• Ensure that student related policies reflect attitudes to alcohol which are conducive to student well-being.
• Provide support for student societies or clubs entering into any sponsorship contracts with alcoholic venues to ensure they promote student wellbeing and discourage excessive drinking.
• Ensure that social events are not themed around excessive drinking and that publicity for these events is not themed exclusively around alcohol.
• Uphold the requirements of the licensing laws.

Student Support Services should:

• Act as a confidential self-referral facility for students.
• Provide information, advice, guidance and support to students presenting with alcohol related issues.
• Operate appropriate confidentiality and referral policies to ensure students receive the most appropriate support.
• Develop and publish information for students on the potential impacts of alcohol misuse.
• Adhere to confidentiality guidelines and the Data Protection Act when a student presents for support for an alcohol related issue.
• Have in place systems of referral to community based alcohol support agencies.       
• Raise concerns to appropriate university personnel if a particular alcohol related welfare issue is presenting repeatedly for the service.
• Take all necessary steps to ensure that students with alcohol related issues do not present a risk to themselves or others.

Residential Services staff should:

• Be aware of alcohol-related support services within the institution and signpost accordingly.
• Liaise and communicate with other personnel within the institution in relation to alcohol related incidents e.g. Security; Student Support Services.
• Monitor and record alcohol related incidents within the Residences and ensure these reports are available to relevant staff.
• Report and/or investigate any alcohol related incidents that contravene University regulations.

Appendix B

Recommended Actions for Alcohol Related Incidents 

The duty of care to students is paramount. If a student living in University residences presents a risk to themselves or others due to intoxication, this should be reported to Residential Services staff or, outside working hours, to Security staff who will take the appropriate action. It is recommended that a student who is highly intoxicated is kept under observation until assistance can be summoned.

If a student living in private accommodation presents a risk to themselves or others due to intoxication, it is recommended that action be taken if possible to ensure their safety until they are no longer intoxicated. In extreme circumstances, this may include calling the Police. If the student becomes unconscious, they should be taken to the Accident and Emergency Unit of the nearest hospital or NHS Direct should be contacted for advice.

If a student is known to repeatedly abuse alcohol to the extent of putting themselves or others at risk, they should be advised to seek advice from Student Support Services or a community based alcohol support agency. If they are unwilling to do so, those concerned about their behaviour can contact Student Support Services to discuss the case anonymously.

Where repeated incidents have occurred involving the same student or where alcohol misuse is known or suspected to have led to performance or conduct related problems, the student should be given the opportunity to discuss the matter with the appropriate support services. Ongoing monitoring of the situation may be necessary, and the student should be given every opportunity to engage with relevant services.

1.1      

Students must record any change in their home or Swansea address on their Intranet record and notify their Faculty(ies)/School(s) without delay.

1.2      

Formal electronic correspondence from the University will be sent to a student's University email address. It is important that students check their University email account regularly, particularly before, during and after examination periods.

Computing Regulations 

Swansea University is the data controller and is committed to protecting the rights of students in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. 

The University is committed to protecting your information and being transparent about what information it holds. The University has a range of data protection policies and procedures in place to process your personal data in line with data protection legislation. The University is legally required to send certain information to the Higher Education Statistics Agency (HESA). Please refer to the HESA website for more information.

Data Protection Legislation

Remember, it is your responsibility as a student, to ensure that all personal data you are required to provide to the University, is accurate and up-to-date.

For further information in relation to how your personal data is handled by Swansea University and your individual rights please review the Student Data Protection Privacy Statement.

Digital - Acceptable Use Policy

Employment Undertaken by Full-time Undergraduate Students in Term Time

The University is sympathetic to the financial burdens placed upon students and recognises that many full-time students undertake part-time paid employment to provide financial support for their studies. The University's general guideline is that full-time undergraduate students should spend no more than 15 hours per week undertaking employment during term-time. Notwithstanding this guideline, it remains the students' responsibility to ensure that employment commitments do not conflict with the academic requirements of their studies. Where a potential conflict is expected to arise in regard to fulfilling attendance and/or performance requirements of a particular programme, or where such conflict arises during the period of employment, students are strongly recommended to inform the relevant Programme Director, Personal Tutor or Executive Dean, as appropriate.

Please see information contained in the Guide to Employment of Research Students - this guidance applies to both postgraduate taught and research students.

Freedom of Information at Swansea

Pease see the Health & Safety webpages.

INTRODUCTION

This Policy has been produced by a joint University/Students‟ Union Working Group which comprised elected Students‟ Union and Athletic Union Officers, Students‟ Union Bar and Advice Centre staff, University staff from the Faculty of Medicine, Health and Life Science, Security, Education Services, Residential Services, Wellbeing Services and a representative of the NHS. The Working group took as its starting point the „Exemplar Policy for Welsh HE Institutions, incorporating Universities and Students Unions‟. The draft policy was circulated for consultation to a broad range of personnel including the PVC Education, the Healthy University Group, the Student Services Management Team and all Students‟ Union Full-Time Officers.

DRUGS POLICY STATEMENT

Swansea University and Students‟ Union are committed to promoting a safe and supportive environment in which to study and work. In order to do so, we will:

• Encourage and support mutual respect within the whole of the university community.
• Work to create an understanding of acceptable behaviour and sanction responsible use of disciplinary action where appropriate.
• Raise awareness of the legal implications and the issues surrounding illegal drug use.
• Take very seriously our legal duty of care to our students, staff and visitors and aim to provide a safe, healthy and high quality work and study environment.
• Recognise that staff have a duty of care to be alert to indicators of illegal drug use and to take appropriate action when necessary.
• Provide guidance and information to staff and students to help them develop the confidence to know what action to take if they are concerned about illegal drug use, the health and safety of fellow students, of staff members, or of themselves.
• Provide confidential support to students through Student Services or the Students‟ Union Advice Centre to students who are seeking help or have concerns about their drug use or that of their friends.

1.     Introduction

This policy is part of a University and Students‟ Union approach that promotes a safe and supportive environment in which to study and work. The overarching premise is one of support and education, focusing on boundaries of acceptable, responsible and legal behaviour.

Swansea University and Students‟ Union do not condone the possession, use or supply of illegal drugs at or on any premises under their control. We aim to provide a safe, healthy and supportive environment for our students and staff.

The University recognises that the majority of students will not be affected by illegal drug use but, where a student declares that they have a problem, their cases will be treated sympathetically and in confidence. Support will be offered through Student Services and the SU Advice Centre where possible, and referrals to external support agencies may be made where the support required is outside the expertise of those services. It is important to acknowledge that students who have or develop drug related problems may cause harm to themselves and to others and these risks will be considered in any course of action. The illegal use of drugs often affects students‟ performance, conduct and relationships both on their course and in their accommodation. It can also have consequences for future career choices.

The University has a legal duty of care to its students, staff and visitors and aims to provide a safe, healthy and high quality study and work environment. The University aims to reduce the risks associated with the use of illegal drugs and assist in giving students and staff an increased knowledge, awareness and understanding of drug related issues. All students have a legal responsibility to take reasonable care of their own safety and that of others.

2.    Who is Covered by the Policy?

The policy applies to students in circumstances where there is a risk to themselves or others, or where their conduct or quality of work affects others or the reputation of the University (such as students on university- 4 organised work placement, working in laboratories on research projects or as members of university sports teams). It applies whether students are on university premises or elsewhere on university business or study activities, including premises managed on behalf of the university by a third party, such as privately managed halls of residences or SAS properties off campus.

The policy also applies to Students‟ Unions, independent bodies which conduct and manage their own affairs in accordance with their constitution.

In certain situations individuals may be subject to disciplinary action under the University‟s disciplinary procedures, be asked to leave and/or be reported to the police. The University does not wish to criminalise its students or visitors, but the use and possession of illegal drugs is a criminal offence.

3.     Aims of the Policy

The purpose of the policy is to:

• Promote health, safety and wellbeing through the provision of information, advice, guidance and support Inform students about the potential consequences of illegal drug use.
• Inform students how illegal drug use and its potential consequences may lead to disciplinary and/or legal action.
• Provide information on support options where appropriate.
• Encourage individuals with drugs-related issues to seek help Offer guidelines to all students and staff regarding their responsibilities and the required code of conduct.

4.    What do we Mean by Illegal Drugs?

Information on controlled drugs under the Misuse of Drugs Act 1971, their classifications and potential penalties for breaching the law can be found on the Home Office website. The table below provides the information as of May 2012.

5.    The Legal Position

The Illegal use of Drugs Act 1971 “To restrict the use of drugs which cause harm to the individual or others”.

 This Act relates to the:

• Possession Supply
• Possession With Intent To Supply Controlled Drugs on Premises of Class A, B and C drugs.

The Health and Safety at Work Act 1974 places a duty of care on employers to ensure that, as far as is reasonably practicable, the health, safety and welfare at work of staff, students and other users of its premises.

The Road Traffic Act 1988 states that a person is guilty of an offence if driving or attempting to drive a motor vehicle in a public place while unfit through drink or drugs.

Disciplinary Action

• Although each case will be assessed individually, any resident found in possession of substances which either are or are suspected to be illegal drugs, or is found to be using or dealing in illegal substances at premises owned or managed by Swansea University Residential Services, will normally be subject to disciplinary action as detailed in the Residence Regulations. Possession of illegal drugs is a category D offence, and the repeated possession or dealing of illegal drugs is a category E offence.
• This disciplinary action for category D and E offences includes the issuing of a "Notice to Quit" the accommodation. Students may also be referred to the Education Services under the University‟s Formal Disciplinary Procedures. This could have implications for a student‟s future at the University (particularly regarding fitness to practice) and on future employment and professional registration where applicable.
• Any incident involving illegal drugs could result in criminal proceedings. Any such proceedings may also lead to disciplinary action by the University.
• Any person found on premises under the control of Swansea University or the Students‟ Union who is not a student and who is found or suspected to be involved with illegal drugs will be subject to an immediate lifetime ban from those premises.
• Any student who invites someone on to Swansea University or Students‟ Union premises, who is found to be involved with illegal drugs may also be subject to disciplinary action.

6.    Code of Conduct

The code of conduct describes the legal health and safety obligations and the expected standards of behaviour for students and staff. It is expected that all students will take personal responsibility for ensuring that illegal drug use does not affect work or study performance. A breach of the code may result in disciplinary action.

The code states that:

• No one should undertake university-related business or represent the university while unfit through illegal drug use.
• Illegal drug use resulting in a risk to the safety to oneself or others is likely to lead to disciplinary action. Examples of this may include clinical work with patients, driving, sports activities, using machinery or hazardous substances or any other activities identified as hazardous on a risk assessment.
• Failure to comply with any statutory registration requirements, professional codes of ethics or accreditation provisions with reference to illegal drug use (e.g. in clinical work with patients, or work with schools).
• Students and staff are strongly advised not to compromise their own safety by working with or being reliant upon (e.g. as a car or bus passenger) someone who is under the influence of illegal drugs or other substances.
• Students are strongly advised that a disruption of academic activity due to illegal drug use will be investigated by the relevant Faculty/School.
• Pressure should not be applied to others to take illegal drugs. This includes disrespectful or exclusive behaviour and the spiking of drinks.

7.    Confidentiality and Data Protection

All cases will be dealt with in confidence and all personal information will be processed securely in accordance with the Data Protection Act 1998. It may be used by relevant personnel to consider any support needed and to manage the study relationship. Wherever possible, confidential disclosure of information by students will be honoured, unless the student or someone else is at serious risk of harm. Staff should clearly state from the outset that limited confidentiality applies, and that confidentiality will not be maintained if the withholding of information constitutes a risk to the individual or others.

Appendix A: Guidance

All students should be able to:

• Be aware this policy and supporting documents.
• Seek help voluntarily if they are concerned about their drug use. Within the University, help is available from personal tutors, Student Services and the Students‟ Union. For sources of help within the community please refer to our website or contact the sources stated above.
• Seek help or advice if they have been asked to do so, including as part of a disciplinary sanction.
• Encourage other students to seek help if they have a problem.
• Access information about the potential impacts on illegal drug use on finances, health and other people. This is available through Student Services and the Students‟ Union.
• Alert an appropriate member of staff to any problems they see developing within the institution, particularly where legal or health and safety concerns are an issue.
• Be aware of the behaviour of students around them and do their best to ensure their safety and well-being.

Staff should:

• Be aware of the policy, procedures, available services and referral procedures available for dealing with drug-related issues. This information should be included in student induction.
• Encourage students to access appropriate support if there are concerns about their welfare in relation to illegal drug use.
• Be mindful of the potential impacts of drug use when conducting risk assessments on proposed activities.
• Investigate accidents and incidents for signs of illegal drug use and liaise with the relevant departments.

The Students’ Union should:

• Act as a confidential self-referral facility for students.
• Adhere to confidentiality guidelines and the Data Protection Act when a student presents for support for a drug related issue.
• Offer information and advice about services available to students who seek help about their drug use.
• Provide and support educational events, awareness campaigns and activities that promote health and well-being in conjunction with other departments.
• Ensure that student related policies reflect attitudes to drugs which are conducive to student well-being and adhere to the law.

Student Support Services should:

• Act as a confidential self-referral facility for students.
• Provide information, advice, guidance and support to students presenting with drug related issues.
• Develop and publish information for students on the potential impacts of illegal drug use.
• Adhere to confidentiality guidelines and the Data Protection Act when a student presents for support for a drug related issue.
• Have in place systems of referral to community based drug support agencies.       
• Raise concerns to appropriate university personnel if a particular drug related welfare issue is presenting repeatedly for the service.
• Take all necessary steps to ensure that students with drug related issues do not present a risk to themselves or others.

 Residential Services Staff should:

• Be aware of drug-related support services within the institution and signpost accordingly.
• Liaise and communicate with other personnel within the institution in relation to drug related incidents e.g. Student Support Services, Security.
• Monitor and record drug related incidents within Residences and ensure these reports are available to relevant staff.
• Report and/or investigate any drug related incidents that contravene University regulations.
• Ensure that anyone found in accommodation premises, having used illegal drugs or suspected of having used illegal drugs, receives the necessary care and attention in relation to their physical condition.

Appendix B: Recommended actions for drug related incidents

The duty of care to students is paramount. If a student living in University residences presents a risk to themselves or others due to illegal drug use, this should be reported to Residential Services staff or, outside working hours, to Security staff who will take the appropriate action. It is recommended that a student who is heavily under the influence of drugs is kept under observation until assistance can be summoned.

If a student living in private accommodation presents a risk to themselves or others due to illegal drug use, it is recommended that action be taken if possible to ensure their safety until the effects have worn off. This may include calling the Emergency Services or contacting NHS Direct for advice.

If a student is known to repeatedly use illegal drugs to the extent of putting themselves or others at risk, they should be advised to seek advice from Student Support Services or a community based drug support agency. If they are unwilling to do so, those concerned about their behaviour can contact Student Support Services to discuss the case anonymously.

Learning Environment Course Retention Policy

Lecture and Teaching Content Recording Policy

Now Digital Services Policies and Procedures

We expect you to register with the University's General Practitioner or with a local medical practice within 2 weeks of arrival in Swansea.

Please visit the Health and Welfare pages for more information.

This section provides the University's regulations governing the payment of fees.

For further information on student finance and fees, please see the following webpage:

https://www.swansea.ac.uk/finance-swansea-university/paying-tuition-fees-and-other-information/

All students who qualify for their award and have no outstanding obligations to the University will have their award conferred in absentia and will be invited to attend an awards ceremony to celebrate their achievements. 

1.    Content of Certificates

An award certificate shall contain the name of the awarding body, or in the case of collaborative degrees, partner awarding bodies, the student’s name as recorded on the University’s Student Information System on their admitted date, the name of the award being conferred and, if applicable, the subject and class of the award.

The information contained in any award certificate will normally be printed in English and Welsh. In the case of international awards and degree offered in collaboration, the name of the partner institution(s) may be printed on the certificate and the details of the award may be translated into the relevant language.

2.    Issuing of Award Certificates

The University aims to ensure that student's receive their certificates within 8 weeks of conferment. The majority of certificates are provided at ceremonies, however for those students whose award is conferred more than 8 weeks before a set of ceremonies shall be posted to the student at their home address as specified on the Student Profile on the Intranet within 8 weeks. It is the student’s responsibility to maintain accurate contact details on their intranet account. The University will not accept any responsibility for a student not receiving a certificate because of incorrect contact details and a charge will apply to post the certificate again to the correct address. If the certificate is not returned and has to be replaced a charge will apply for the replacement certificate.

An electronic version of the certificate will also be uploaded to Gradintel account, from where it can be securely shared with employers and/or other Universities.

In the unlikely event that a student does not receive their award certificate, the University will investigate the reason. If the original certificate is not delivered or an administrative error on behalf of the University is the reason for the student not having received the certificate, arrangements will be made to reissue the original certificate, for which there will be no charge, provided that the request for the replacement certificate is received within 6 months of the date of conferment of the award. Requests received beyond this deadline shall be processed as replacement certificates and a charge will apply (see below). Applicants must allow two months from the time of despatch of the original certificate before applying for a replacement.

If a certificate is returned to the University due to an incorrect postal address The University will attempt to contact the student to advise that the certificate has been returned and to obtain correct address details. No charge will apply to re-send the certificate.

3.    Certified Copies of Certificates

In order to obtain a certified copy of an award certificate, students shall be required to provide a photocopy of the original document which will then be certified as a true copy by the University.

An administrative charge of £10 shall be charged for this service (up to 5 certified copies). This fee will also cover the postal charges.

Students may request a certified copy in writing or in person by providing the photocopy of the original certificate along with their full name at the time of study, their student number (if known), date of birth and date of award (month and year).

4.     Replacement Certificates

Due to issues of security, duplicate certificates are not provided. Mislaying a certificate temporarily is not considered sufficient grounds for a replacement. Applications for replacement certificates will be granted in cases where the original has been irretrievably lost. Those applying for a replacement are reminded that this application constitutes a declaration that the original has been lost or destroyed. Please note that the original certificate will no longer be valid once a replacement has been issued and the University will not be able to verify it as an authentic document. Graduates may apply for a replacement certificate by contacting MyUniHub. Those applying for replacements are reminded that an application constitutes a declaration that the original certificate has been lost or destroyed. There is a charge of £30 for a replacement certificate. The replacement certificate will clearly indicate that the document is a duplicate copy.

5.     Damaged Award Certificates

In the case that an award certificate has been damaged, a replacement will be issued free of charge provided the damaged certificate is returned to the University. Graduates are required to complete the Request for a Replacement Certificate form and return it to the University along with the damaged original certificate.

6.     Name Changes

The University will not normally change any information printed on an award certificate, particularly a change in name. Name changes can only be made if you are able to prove that you were legally using your new name on the date you were admitted to your award and that you were no longer using your old name. However in the case of gender reassignment, replacement certificates may be issued with a name change. Such requests should be made in writing to degreecertificates@swansea.ac.uk, if the request is approved, the original certificate must be returned to the University. There is no charge for the amended replacement.

7.    Award Certificates and Unresolved Academic Appeals

In the event that a student submits an academic appeal against an award decision taken by an Examining Board, the award certificate will not be issued until the academic appeal is resolved. Such students will be permitted to attend an awards ceremony and/or have their award conferred, but the actual certificate shall be retained until the outcome of the appeal is known. If a certificate has been issued to a student and that student appeals, and the outcome of the appeal is a change in an award, or an awarded is superseded, a revised certificate will not be issued until the original certificate is returned.

8.    Disclaimer

The University reserves the right to decline requests for replacement certificates, particularly in the case where one replacement has already been issued.

9.    Security

The Swansea University award certificate is protected against fraudulent misuse, by means of a number of security features. Any attempt to tamper with an award certificate or misrepresent oneself using a Swansea certificate shall result in disciplinary action being taken by the University and may result in the award being withdrawn.

The University also participates in the Higher Education Degree Datacheck (HEDD) verification service where employers/Universities submit requests to confirm the authenticity of the award details.

Please contact degreecertificates@swansea.ac.uk with any queries regarding certificates or replacement certificates.

Postgraduate Research Parental Leave Policy

(to take effect from 1st July 2023)

Annual Leave is the term used for the number of days a PGR student can take off from their studies each year e.g. for holidays or a short break from research. Students do not engage in study during this time and may be away from campus.

It is important that students take time out from their studies in order to maintain an appropriate work/life balance. Research degrees have an annual leave allowance apportioned to them, therefore taking a period of annual leave does not alter the end date of research programmes.

1. Full-time PGR students are entitled to take a maximum of 31 days per year, plus statutory holidays. For part-time students this will be pro rata.
2. The annual leave calendar runs on a 12-month basis from the start date of the student's programme (i.e. 1st Oct – 30th Sep; 1st Jan – 31st Dec; 1st Apr – 31st Mar; 1st Jul – 30th Jun) and should be taken in a given 12-month period.
3. PGR students are expected to agree annual leave requests with their supervisor(s) and to give reasonable advance notice e.g. at least one week’s notice for annual leave of a week or more. If a supervisor refuses a request for annual leave and the student is not in agreement, the decision can be escalated to the faculty PGR Academic Lead (or their nominee) for review.
4. PGR students should consider the timing of any periods of leave to ensure it does not significantly impact their studies e.g. for progression or annual review deadlines, conference deadlines/attendance. PGR students who are employed as Teaching Assistants should ensure that annual leave does not interfere with their teaching duties.
5. No single period of annual leave should exceed four weeks, unless agreed with the supervisor(s) and justification provided.
6. It is recommended supervisors record periods of PGR annual leave on e-vision (RMS - Research Management System).

This entitlement takes effect from 1st July 2023 and will be reviewed on an annual basis.

If a PGR student is supported by a student visa, they must contact their PGR Faculty Professional Service Team, and Student Compliance Services via tier4attendance@swansea.ac.uk prior to requesting a period of annual leave in case it affects their visa.

If a PGR student is on a joint/double/collaborative programme with another institution, they should note that different rules may apply during their time at the partner institution.

The University's information and Policy Framework governing research ethics and integrity is available on the University's website here: Research Ethics and Integrity

Introduction

The Relationship Agreement between Swansea University and Swansea University Students’ Union is intended to underpin the excellent working relationship between the partners to this agreement.

Background

Swansea University Students’ Union is devoted to the educational interests and welfare of its members. The 1994 Education Act placed a legal requirement on the University Council as the University’s governing body to ensure that the Students’ Union operated in a fair and democratic manner and in accordance with the requirements of the Act. The 2006 Charities Act removed in law the status of the Students’ Union as exempt charities and as such, the Students’ Union revised its Articles of Governance. The revised Articles of Governance were initially approved by University Council in 2008. Subsequent revisions of Articles of Governance have been approved by the Union and University Council as per prescribed approval process, together with a Financial Memorandum which sets out the terms and conditions under which the University makes payments to the Students’ Union and ensures that funds provided are used for the purposes for which they were granted. A Code of Practice pursuant to the Education Act 1994 Part II: Students’ Unions was also agreed between the parties.

Student Charter

The Student Charter was created to reinforce our commitment to students. It was produced in partnership between our students, the Students’ Union and the University’s Student Partnership & Engagement Team and highlights specific pledges of all staff and students at Swansea University. We all play a part in creating a supportive, inclusive, and bright learning environment. This Charter embodies the principles that will help make students’ time at Swansea even more worthwhile. It is reviewed annually in line with HEFCW guidance and University and Students’ Union activities by the Student Partnership and Engagement Committee.

Our Student Charter aims to:

• Explain in simple terms what all our students can expect from the University.
• Outline what is reasonably expected of students by the University.
• Highlight our joint commitment to enhancing the student experience.
• Be a valuable reference-point for our students to help them access a range of information that will help them throughout their studies.

Principles

Swansea University and Swansea University Students’ Union agree to a Relationship Agreement based upon the following principles in accordance with the NUS Good Governance Project identified by HEFCW as underpinning excellent working relationships between universities and their students’ unions:

Strategic Partnership

A spirit of partnership between the University and the Students’ Union informing the strategic direction of both parties and informing service agreements. Informed engagement of Students’ Union representatives in key institutional decision-making processes.

The University will ensure that:

• Students’ Union Full Time Officers are full members of the University’s key decision-making bodies.
• Students’ Union Full Time Officers are invited to attend the University’s annual training day for Students’ Union Full Time Officers to inform and guide them on their respective roles and to identify opportunities for partnership working between the University and the Students’ Union.
• Students’ Union Full Time Officers are provided with a dedicated session each year by way of induction on the roles and responsibilities of University decision-making bodies, including the role of the Chair and Secretary, compliance responsibilities, levels of personal responsibility, confidentiality and conflict of interest.
• The President of the Students’ Union and another Full Time Officer nominated by the Students’ Union continue to be the student members of the University Council.
• The University shall appoint a member of the Students’ Union Audit Committee, who shall serve as Chair of the Committee. The University and the Students’ Union will work in partnership in order to achieve the shared goal of enhancing the student representation system at all levels of University decision-making and to ensure an effective student representation system as well as work together to enhance wider student experience.

Student Partnership and Engagement

The University and Students’ Union have a shared commitment to developing and improving students’ experience of academia and extra-curricular aspects of their lives.

The University is committed to continue to work in partnership with the Students’ Union to provide all students with the opportunity to feed back on their programme of study and their Swansea Student Experience.

In accordance with the Student Charter, the Students’ Union will be empowered and resourced to:

• Support students to ensure that they are treated equally and are aware of their rights and responsibilities.
• Advise students of the role of the Students’ Union as a member organisation which represents them.
• Provide a Student Representatives System to enable the student voice to be heard.
• Represent the views of students through the Students’ Union elected Full-Time Officers, its Part-Time Officers and their membership of University decision-making bodies.
• Provide independent, professional, trained advisors to advise and assist students, in confidence, with academic, welfare and other issues through the Students’ Union Advice and Support Centre.
• Provide a range of sporting clubs and Students’ Union Societies to enhance student personal and professional development.
• Work in partnership with Swansea Employability Academy to enhance student employability and provide work experience, placements and where possible, paid student-staff opportunities through its operations.
• Work in partnership with Discovery and provide volunteering opportunities for students through its operations and activities.
• Act in partnership with the University’s Student Partnership & Engagement Team to enhance the student experience.
• Support and promote good community relations.
• Represent student interests at local and national levels.
• Promote and protect the interests and welfare of students, in partnership with the University.
• Write and review the Student Charter jointly with the University.
• Produce an annual student statement, to form the basis of dialogue with the institution, report to students, and inform the development of the student submission for the QAA Quality Enhancement Review.
• Subject to its democratic decisions, promote student participation in surveys and other forms of feedback, including the National Student Survey, as appropriate.
• Identify and operationalise an appropriate range of commercial activities and other streams of funding to support SU activities.

Respect and Understanding

The University and the Students’ Union are committed to ensuring clarity about, and mutual understanding of, the roles of the University and Students’ Union and the value that each party brings to the relationship.

The University and the Students’ Union will actively work together to explore opportunities for partnership working towards the shared aim of enhancing the Swansea student experience. The University and the Students’ Union will respect, understand and value the distinctive roles of each organisation and will ensure that frequent opportunities are provided for constructive engagement to identify synergies, through various decision-making structures and opportunities for partnership working.

Transparency

The University and the Students’ Union are committed to full, open, regular communication on relevant issues, in particular issues likely to have an impact on the other party, the student population and/or other joint stakeholders.

Regular meetings are held between the Vice-Chancellor, the University’s Senior Leadership Team, Senior Administrators, Students’ Union Full Time Officers and Chief Executive Officer to foster a sharing of strategic developments and other relevant matters to enable both organisations to contribute towards the achievement of shared objectives and the enhancement of the student experience.

Mutual Support and Commitment

The University and the Students’ Union are committed to constructive interactions, and demonstrable commitment to making the relationship work through investment of time and resources.

The University will provide resources to support the activities of the Students’ Union expressed in its Articles of Governance. The University shall ensure that the Students’ Union Full Time Officers are introduced, at the annual training day, to key staff contacts for their term of office and that they are provided with an overview of University structures, governance and the role of Faculties, Schools, Professional Services and named individuals within these organisational units.

In addition to the provision of regular meetings with the Vice-Chancellor and the University’s Senior Leadership Team, the Student Partnership and Engagement Committee will provide an opportunity on at least six occasions each academic session for all Full Time Officers to raise any issue with members of the University. The Student Partnership and Engagement Committee then reports into the Senior Leadership Team. The University is committed to working in partnership with the Students’ Union to strengthen the relationship between the University and the Students’ Union across each Faculty, School and Professional Service.

Independence

The University and the Students’ Union are committed to the recognition of the value of a strong, student-led, Students’ Union, empowered to determine and manage its own affairs. There is recognition of the need to balance the interests of a range of stakeholders within an increasingly challenging external context.

The University is committed to continuing to work in partnership with the Students’ Union and its trustees to review its Articles of Governance and Code of Practice from time to time as laid down in SUSU’s constitution. The Students’ Union is committed to the seven key principles of good governance in a Students’ Union context as provided in the National Union of Students ‘Good Governance Code of Practice’ of:

• Democracy
• Openness and Accountability
• Clarity about the role of the Board
• Effective Trustees and Board Performance
• Delivering Organisational Purpose
• Exercising Control
• Behaving with Integrity

Accountability

The Students’ Union is accountable to the University as supervisor (under the Education Act 1994) and principle funder, within a mutually agreed framework which is robust, effective, efficient, and compatible with the reporting requirements of other regulators (where relevant) such as the Charity Commission and Companies House. The University acknowledges that the Students’ Union is a major stakeholder and primary body representing the student voice.

The University acknowledges that Section 22 of the Education Act 1994 places a legal requirement upon University Council to ensure that the Students’ Union ‘operates in a fair and democratic manner and is accountable for its finances’. The University shall ensure:

• The Students’ Union Articles of Governance, approved by Council in 2017, be subject to review in 2022 and at subsequent intervals of not more than five years.
• The Articles of Governance continue to provide for the right of a student not to join the Students’ Union and not be disadvantaged by exercising this right.
• It continues to appoint a Returning Officer from amongst its senior staff to ensure the fair and proper conduct of election to major union offices in accordance with the appropriate schedule to the Articles of Governance.
• Compliance with the provisions of the Financial Memorandum between the University and the Students’ Union.
• Annual receipt and review of the current list of Students’ Union affiliations.
• Maintenance of the Students’ Union Complaints Procedure as outlined in the appropriate Schedule to the Articles of Governance.
• The maintenance and review of the Code of Practice pursuant to the Education Act 1994 Part II: Students’ Unions in accordance with the agreed timescale for review of the Students’ Union Articles of Governance.
• That it informs students of the availability of the Code of Practice, the right to opt out of the Students’ Union and ensure notification of any relevant provision of services to students normally provided by the Students’ Union.

Diversity and Equality

The University and the Students’ Union are committed to equality and diversity and the fair treatment of all staff and students.

The Student Charter provides that the University will:

• Ensure that all staff and students treat each other equally, with courtesy and respect regardless of age, disability, sex, gender reassignment, pregnancy and maternity, race, religion or belief, marriage or civil partnership or sexual orientation. (This point relates directly to the Strategic Equality Plan 2020-2024).
• Promote and safeguard the rights of all staff and students with regard to dignity at work and study and foster a learning environment free from prejudice and harassment.
• Protect students’ interest in the event of course/institution closure or change of course delivery. Procedures are in place to respond to these circumstances, which will mitigate the potential impact on students, recognising the different needs of the diverse student body.

The Students’ Union shares this commitment alongside the University.

Student Voice

The University and the Students’ Union will work collaboratively to recognise the student voice through a range of methods, to ensure that students are partners at every level of the institution.

The University and the Students’ Union shall work in partnership to ensure:

• Effective student representation through the Students’ Union Full-Time Officers, Part-Time Officers and Education Zone (Student Rep system).
• Opportunities for student feedback on programmes of study and their Swansea Student Experience.
• We achieve strong student representation within decision-making bodies so that students are appropriately informed, listened to and provided with feedback.
• Strong support for School and Subject representatives to provide effective student representation for all programmes of study.
• Equal commitment to the principles as established through HEFCW and the role of students as partners.

Funding and Resources

The University and the Students’ Union will consider the core and additional functions of the Students’ Union and agree appropriate funding and space requirements each year in furtherance of the aims and the activities described in its Articles of Governance.

The University and the Students’ Union will consider and review the functionality of the Students’ Union to inform the forthcoming review of the Financial Memorandum between the University and the Students’ Union.

Review

The Relationship Agreement will be reviewed on an annual basis by the Student Partnership and Engagement Committee. A revised agreement will be reported to the Students’ Union Board of Trustees, Senior Leadership Team and Full Time Officer Meeting and thereafter to University Council. This review process will be carried out in conjunction with a review of the Student Charter.

University Security is the responsibility of the Director of Estates & Facilities Management, but managed on a daily basis by the Security Manager. As well as a pro-active, friendly but firm approach to your security, the University also employs CCTV for the prevention and detection of crime and the apprehension and prosecution of offenders. The use of CCTV has been notified to the Office of the Information Commissioner under the provisions of the Data Protection Act 1998. The University also has Community Police Officers who are based on campus. The University takes a robust approach against violent, sexist or racist behaviour and security staff will be vigilant in responding to and reporting all such incidents.

Any security enquiries should be addressed, in the first instance, to the Senior Security Supervisor (extension (Singleton Campus) 5240/4271 (Bay campus) 6010, or security@swan.ac.uk). Security staff are based on the ground floor of Fulton House (Singleton campus) and on the first floor of the Tower Information Centre (Bay Campus). They operate on a 24/7 basis on both campuses 7 days a week.

Swansea University values all its staff and students equally, regardless of their sexual orientation. The University aims to create an environment in which all staff and students, whatever their sexuality, feel equally welcome and valued, and in which homophobic behaviour is not tolerated.

It recognises the extent of heterosexist assumptions in society, and the existence of homophobia and through the implementation of the relevant policies and procedures seeks to ensure that:

1. Recruitment, progression and promotion are based entirely on relevant criteria, which do not include sexual orientation.
2. Everyone is treated with equal dignity and fairness regardless of their sexual orientation.
3. Homophobic abuse, harassment or bullying (e.g. name-calling/derogatory jokes, unacceptable or unwanted behaviour, intrusive questions) is a serious disciplinary offence, and will be dealt with under the appropriate procedure.
4. Homophobic propaganda, in the forms of written materials, graffiti, songs or speeches will not be tolerated. The University undertakes to remove any such propaganda whenever it appears on the premises and to take action against those responsible. Working within an educational environment there may be occasions where academic staff will need to discuss with students, material that is deeply offensive. In this instance, the University recognises that there are legitimate educational needs to display and discuss such matters.
5. The University will provide a supportive environment for staff or students who wish it to be known that they are Lesbian, Gay or Bisexual (LGBT+). However, it is the right of the individuals to choose whether they wish to be open about their sexuality in the University. To 'out' someone, whether staff or student, without their permission is a form of harassment, and will be treated as such.
6. Assumptions will not be made that partners of staff and students are of the opposite sex. Whenever possible, workplace benefits will apply equally to same-sex partners.
7. The University welcomes and where appropriate will provide appropriate facilities for LGBT+ student and staff groups (e.g. meeting facilities etc.)
8. LGBT+ issues will be included in equality training, internal attitudinal surveys, monitoring of complaints of harassment etc.
9. The University recognises that LGBT+ staff and students come from diverse backgrounds, and will strive to ensure that they do not face discrimination either on the grounds of their sexual orientation or with regard to other aspects of their identity (e.g. race, age, religion, disability).

The following policies support the University’s commitment to value all staff and students equally, regardless of their sexual orientation: 

• Equal Opportunities Code of Practice;
• Guidelines for Recruitment and Selection;
• Dignity at Work and Study Policy;
• Disciplinary and Grievance Policies;
• Strategic Equality Plan.

Please see Health & Safety.

Swansea University and Swansea Students’ Union Student Social Media Policy

1. Introduction

1.1 Swansea University (herein referred to as ‘the University’) recognises the various benefits and opportunities that social media brings. We actively use social media to engage with students and the general public, to share successes, promote the University and communicate news and research. Therefore, the University also actively encourages students to make effective and appropriate use of social media channels and to use them to engage in conversations with the University community.

1.2 Although there are many opportunities presented by social media, there are also numerous and significant risks. Social media allows individuals to communicate anonymously (or not) with a potentially vast audience, and sometimes its informality can allow us to be less cautious than we would be using other more traditional methods of communication and engagement. Inappropriate use of social media can be harmful to the University’s reputation and can have a damaging effect on staff and students.

1.3 This policy is for students and provides information on the appropriate use of social media when connected, or linked in some way, to their status as a student at Swansea University, when linked in some way to Swansea University Students’ Union, or when directly or indirectly referencing the University in any way.

1.4 This policy works alongside the following separate University policies and regulations (including but not limited to):

General Conduct and Behaviour

Digital - Acceptable Use Policy - Swansea University

Dignity at Work and Study Policy

Disciplinary Procedures

Safeguarding Vulnerable Groups Policy

Prevent Duty Policy

Student Charter

1.5 The principles of freedom of expression and academic freedom apply to the use of social media; however, the University requires responsible and legal use (see also the University’s Freedom of Speech Code of Practice).

1.6 All students are expected to comply with this policy and the recommendations of any social media policy that sits within their respective Faculties/Schools.

2. Scope

2.1 For the purposes of this policy, the term ‘Social Media’ is used to describe any socially interactive, networked information and communication platform, to include but not limited to, Facebook (and Messenger), Instagram, WhatsApp, Snapchat, Allo, WeChat, Unitu, QQ, Tumblr, Twitter, LinkedIn, Reddit, YouTube, Flickr, Pinterest, TikTok, Viber, Pinterest, Microsoft Teams, Yammer, Tinder, Hinge, Bumble and Google+.

2.2 This policy applies to social media communications made both on public and private forums by students including those communications which directly or indirectly reference the University. This policy applies to social media from anywhere including off-campus and on personal devices whether to an individual, group or the world. While posts added to public forums can be seen by any member of the public from the date of publication, posts added to private forums can also be shared publicly by others, not just to post originator. Students may be subjected to disciplinary action where they have been careless or reckless in the communication they have posted, even when they believe the forum to be private. There have been a number of high-profile cases in recent years, where students across the country have been disciplined after offensive comments, made on private messaging services such as Messenger and WhatsApp, were captured and publicly shared. In some cases students have been convicted of criminal offences regarding offensive social media comments. Students should remember that action can be taken by the University if behaviour failing to meet policy guidelines is identified either publicly or privately.

3. Students’ Responsibilities

3.1 All students must read and act in accordance with the principles of these guidelines, and the University’s Academic Handbooks.

3.2 Students are encouraged to review their existing social media accounts and, where appropriate, to transition to a more professional appearance. Some advice and guidance is given in Annex A.

3.3 Students are encouraged to be mindful of how their identity, statements or views appear online and are reminded that future employers and industry contacts may view social media profiles when recruiting to gain information about a candidate’s integrity, character or employability. Students should therefore be conscious of publishing posts that may be damaging to their future or employability.

3.4 In addition, it is recommended that students read and act in accordance with the rules and guidelines set out by individual social media companies and providers.

3.5 Students should check the terms and conditions of a social media account and/or website before uploading material to it by posting material to social media accounts and/or websites, ownership rights and control of the content may be released. For this reason, it is important to exercise caution in sharing all information, especially where the information, expressly or by implication, identifies a third party.

3.6 Any digital material posted online could reach a wider audience than was expected or intended. Once digital content has been created and shared, there is limited control over its permanence and audience.

3.7 Students must be aware of the potential impact and permanence of anything posted online. Therefore, students should avoid posting anything that:

• They do not wish to be in the public domain
• Disregards this policy

4. Behaviour and Conduct on Social Media

4.1 Students are personally responsible for what they communicate on or through social media and they must follow to the standards of behaviour set out in this policy and any related policies, such as the Digital Technologies Acceptable Use Policy and General Conduct and Behaviour.

4.2 Students as users of social media may witness other members of society increasingly using social media for raising complaints. However, any students wishing to raise a complaint, report a crime or an incident should do so via the existing channels, e.g. make a report to the Police, contact the Students’ Union Advice Centre or follow the Complaints Procedure. Students should not air complaints or raise grievances on any social media platform. Students should contact the University and/or the Police as soon as possible, saving any evidence, e.g. screenshots of social media. Remember that by airing any grievance or complaint publicly, it may limit any action that can be taken and can lead to civil action against the author if the complaint is found to be false.

4.3 Use of social media must not violate on the rights, or privacy, of other students or staff and students must not make irresponsible comments or judgements about other students, staff or third parties.

4.4 We recommend that permission to share third party material, including all images, photography, text and videos, should be requested and recorded before uploading them to or linking them through social media. Where permission is acquired, we advise such materials should be credited properly.

4.5 The following list is considered to be of an unacceptable nature and should never be posted:

• Confidential information (which may include research not yet in the public domain, information about other students or staff or personal matters, non-public or not yet approved documents or information).
• Details of complaints/potential complaints and/or legal proceedings/potential legal proceedings involving the University.
• Personal information about another individual, including contact information, without their direct permission.
• Comments posted using fake accounts, fake names or using another person’s name without their consent.
• Inappropriate material, including but not limited to images, that is, or may be perceived to be racist, threatening, harassing, discriminatory, illegal, obscene, indecent, defamatory, or hostile towards any individual, group or entity in accordance with the University’s Strategic Equality Plan.
• Any other posting that constitutes, or may constitute, a criminal offence.
• Anything which may bring the University into disrepute or compromise the safety or reputation of colleagues, former colleagues, students, staff and any third parties associated with the University.

4.6 Students should also be mindful that communications on social media are also subject to legislation, which aim to prevent interference with legal proceedings regardless of intent to do so.

4.7 Students should be aware that statements on social media that cause harm to an individual, including to their reputation, or that interfere with an ongoing disciplinary/legal procedure may create a possible claim against the person making the statement. Additionally, this may extend to the sharing of statements made by others.

4.8 An individual, including the complainant, may undermine proceedings or processes by publishing information, including imagery, relating to existing or potential complaints and/or legal proceedings. Students should be aware that by doing so they might bring the University into disrepute or compromise the safety of the University community. This conduct may be seen to be of an improper nature, as per 4.5 above.

4.9 Students, and student groups, e.g. Swansea University societies, must take particular care not to state or suggest that their views are those of the University when using social media, nor use the University logo at any time.

5. Cyber/Online Bullying

5.1 The University will not tolerate any form of bullying or harassment by or of members of the University, students or stakeholders or visitors, e.g. Swansea Students’ Union. Additional information can be found in the Dignity at Work and Study Policy. Further information can be located on the MyUni website.

5.2 The following list of examples demonstrate the types of behaviour, displayed through social media, which the University considers to be forms of cyberbullying:

• Maliciously, carelessly or irresponsibly spreading rumours, lies or gossip.
• Threatening or aggressive behaviour, as perceived by those viewing the social media.
• Offensive or threatening comments or content, as perceived by those viewing the social media.
• Posting comments/photos etc. deliberately, negligently or recklessly ridiculing an individual with the potential to harass or shame them, as perceived by those viewing the social media.

5.3 Cyberbullying may also take place via other means of electronic communication such as email, text, instant message, video, audio or images edited or otherwise.

6. Students use of Official University Accounts

6.1 Some students may contribute to the University’s official social media activities as part of their role, for example Student Ambassadors or Swansea University Reps may ‘take over’ the Facebook or Instagram accounts, vlogging, writing blogs or running an official Twitter account. Students should be mindful that while contributing to the University’s social media activities they are acting as representatives of Swansea University.

6.2 Improper use of official University accounts may lead to suspension and, following a disciplinary committee, may lead to expulsion, students will not be entitled for readmission to the University in accordance with the University’s Disciplinary Procedures.

7. Breach of the policy

7.1 If a student is found to have operated in breach of this policy this may lead to consideration of disciplinary action being taken against them in accordance with the University’s Disciplinary Procedures and/or the Fitness to Practice Regulations.

7.2 Any person suspected of committing a breach of this policy will be mandated to cooperate with any investigation in accordance with the disciplinary procedure. Failure to comply may lead to further disciplinary action in accordance with the University’s Disciplinary Procedures.

7.3 Any individual may be required to remove internet or social media posts that are found by the University to be in breach of the policy. Failure to comply with such a request may result in further disciplinary action.

7.4 Any breach of this policy must be reported in line with the University’s General Conduct and Behaviour regulations. In the first instance, any breaches must be brought to the attention of Student Services and Education Services.

8. Monitoring

8.1 The University will:

• Ensure this policy, and any changes, is available to staff and students.
• Where required, provide guidance for students on how to stay safe online when using social media. Initial guidance, provided by Student Services, can be found here.
• Monitor references to the University on social media and the internet and respond to complaints regarding student conduct on social media policy.
• Take disciplinary action where unacceptable behaviour is displayed that affects students, staff, the University or members of public in accordance with the University’s General Conduct and Behaviour regulations, Student Charter and the Dignity at Work and Study.
• Annually evaluate and update this policy, where appropriate, and any other associated policy and guidelines and publish details of any amendments.

9. Additional Guidance and Information – Annex A

• Remember, everything you post online is public. Once it’s posted, the originator loses control of how others interact with it. Posting anything online (even on closed profiles or private messaging services, like WhatsApp, for example) has the potential to become public, even without your knowledge or consent.
• Think before you post. Would you be happy for your future employer to see it? If not, then it’s probably not a good idea to post it. There have been a number of high profile cases where students across the country have been disciplined after offensive comments made on private messaging services, like WhatsApp, were captured and subsequently shared. Be mindful and be careful.
• Consider how the content of your messages may appear to others. Offensive materials, including text, images and video, have the potential to cause serious upset and severely damage your professional and personal reputation. Consider how others may perceive your content. How could a potential employer view the content? Employers are increasingly checking the digital footprint of potential staff. This means looking at old tweets, posts and comments on forums. Will sharing the content result in you falling short of expected standards at university and the law? If so, it could result in the university taking disciplinary action. Don’t forget, it can be hard to take something back once it has been shared, copied, or redistributed.
• Check your privacy settings. Protect your personal information and that of others that could be misused. Think about who can see your address, telephone number, date of birth and email address. And, definitely don’t share your bank details online. Also remember that while you may be sharing the content privately (on your own private profile or in a private forum) others can share that content publicly if it is available.
• Use Secure Passwords. Remember to use a secure password and current advice for this is to use a pass phrase of three or more words that you can picture in your head. Never reuse passwords across different websites. You may wish to use authenticators.
• Make sure you familiarise yourself with expectations regarding professionalism and confidentiality on your course, especially if your course is accredited by a professional body. If you breach the code of conduct of a professional body, it is very likely to affect your ability to study and your future career.
• Be aware of sharing third-party materials. Do you need permission to share the materials or should you, as a matter of courtesy, contact the party? Make sure you check before posting as infringement of rules could break copyright and/or intellectual property laws.
• Remember, not everything you read is completely accurate. Who wrote it? Where did it come from? Does the imagery look poor quality? If you think it looks or sounds inaccurate, it’s probably best avoided. Writing and distributing inaccurate statements about people and organisations can be unlawful and lead to legal action.