5. Our policies and procedures

5.1

Policies and procedures for conducting University business

The Charter and Statutes and Ordinances and Regulations represent the instruments of governance.

Procedures for handling requests for infomation are maintained by the Records Manager in line with the University's Freedom of Information Policy and the Secretary of State for Constitutional Affairs' Code of Practice on the discharge of public authorities' functions under Part I of the Freedom of Information Act 2000

Examinations and Assessment regulations are contained in the relevant Ordinance and Regulation. They are supported by the Guide to Assessment policies and procedures. There are also departmental statements of assessment.

The Examinations, Graduation and Timetabling office provides information on the procedure to be followed in case of breach of these regulations, contained in the Procedure on Academic Misconduct, and provides information on Appeals and Complaints procedures.

Information about student accommodation is maintained by the Accommodation Office. The information available includes Guides to Accommodation provided by the University and by private landlords during term-time and vacations; information about residence charges; the code of practice for student accommodation; and the College/other residents' handbook.

Regulations on registration, residence and payment of fees are in the University's Ordinances and Regulations.

The University's Academic Registrar is responsible for maintaining records relating to students at University level. University policies in relation to the maintenance of student records are contained in the University's Policy, Procedures and Guidelines under the Data Protection Act 1998, and in the Records Management Strategy.

Academic departments maintain records in relation to their students. All departmental student records systems are required to comply with the Policy, Procedures and Guidelines under the Data Protection Act 1998.

Information about undergraduate admission and registration is available in the undergraduate prospectus and the admissions policy, which includes information on admission requirements and the verification of qualifications. Information on graduate admission and registration is contained in the graduate prospectus and the graduate admissions policy.

Undergraduate registration procedures are available from Student Registration and the Undergraduate Office.

Information about Graduate study at York, including an index of courses, financial information and application forms is maintained by the Graduate Schools Office.

The Regulations govern student discipline.

The University's procedure for dealing with comments, suggestions and complaints from students is also available.

Departments have their own student policies, which are generally included in departmental student handbooks (contact via Home Page).

The Student Support Services Handbook contains policies and procedures in relation to general student welfare.

Student welfare information is concentrated in the Student Support Office, and includes the Student Support and Welfare Strategy. There is additional information in the Student Support Services Handbook.

Policies on substance use and abuse and on the use of drugs are available in General Information for New and Returning Undergraduate Students.

Information on the hardship fund is held by the Student Financial Support Unit .

Information about security can be obtained from Security Services.

The Student Support Office maintains information about the University's Immigration Advice Service.

The University's Human Resources Strategy is available from Human Resources. 

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The University's Staff Development Policy and the current staff development programme are available from Human Resources.

Information about relations with trades unions is given in the Employee Relations Structure.

Human Resources similarly maintains information about the University's Grievance Procedure, Disciplinary Procedure, Code of Practice on Harassment, Statement on the Safety Policy of the University, and the public interest disclosure policy.

The Recruitment and Selection Handbook provides information on the University's recruitment procedures. Job vacancies at the University are publicly advertised in appropriate media, including the Job Vacancies web pages.

5.7

Equality and diversity

The University's information about Equal Opportunities Employment Policy, Race Equality Policy and Action Plan, Disability Employment Policy and Code of Practice on Disability, and Code of Practice on Harassment is available from Human Resources.

Information about the University's responsibilities to the environment, including disposals policy, is contained in the University's Environmental Performance Policy.

Information concerning complaints about freedom of information requests and the University's Publication Scheme is contained in the Freedom of Information Complaints Policy.

The Library, Computing Service and Borthwick Institute work within the context of the University's

• Freedom of Information Policy,
• Data Protection Policy,
• Records Management Policy, and
• Information Access & Security Policy.

The Borthwick has protocols for applying the Data Protection Act's research exemption to otherwise closed records.

The Computing Service further operates under the Policy for Investigation of Incidents under the Regulation of Investigatory Powers Act.

The University’s Records Management Strategy and Records Management Policy set out the steps the University will take to create specific data retention, disposal and archive policies.

The use of CCTV in the University conforms to the Code of Practice for CCTV issued by the Office of the Information Commissioner.

Information about the Library’s collection, acquisition, management and disposal policies is in the Library's Information Resources and Access Policy.

The Borthwick Institute’s collection policy is registered with The National Archives: the Historical Manuscripts Commission. 

The University's Research Policy and Research Strategy are supplemented by the Code of Good Practice for Research.

The terms of reference and constitution of the Ethics Committee are given in the Committee Book. Non-exempt minutes, agendas and other papers are available through the Ethics Committee secretary.

Medical research is undertaken through the Hull York Medical School and the Department of Health Sciences, both of which have policies in this area.