University-wide Policies & Procedures
The Office of the University Secretary has responsibility for governance within Ulster University and has broad responsibility for ‘organisation memory’.
The University establishes University-wide strategies, policies and procedures in order to support the University’s vision and core strategic aims promoting consistency, efficiency and effectiveness of operations throughout the University.
The information is provided in each of the categories below provides information on the date that strategies, polices and procedures were introduced, how they were approved, details of equality screening and proposed date for review.
The Office of the University Secretary will maintain this central record which will be regularly updated.
The documents will continue to be maintained on the web-pages of the originating department.
To assist you in creating and maintaining policies within the University please read the Procedures for developing, introducing and reviewing University-wide policies.
Policies
[Other]
Policy involving Human Participants
Policy owner: PVC Research & Impact
Equality screened: Yes
Date last reviewed: 09 November 2018
Next review due date: 09 November 2020
A
Acceptable Use of Information Technology Code of Practice
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 12 September 2018
Next review due date: 12 September 2019
Admissions Policy Screening Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Admissions Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 23 October 2014
Next review due date: 01 November 2018
Anti Money Laundering Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 07 August 2017
Next review due date: 07 August 2018
Assuring Academic Standards of Awards (Taught Programmes)
Policy owner: PVC Education
Method of communication: Website
Equality screened: Yes
Date last reviewed: 01 August 2016
Next review due date: 01 September 2018
Authentication Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 02 November 2017
Next review due date: 02 November 2018
B
Anti-Bribery Guidance Pro forma
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Business Continuity Management Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 18 October 2016
Next review due date: 18 November 2018
C
CCTV Policy 2016
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Code of Practice for Professional Integrity in the conduct of research
Policy owner: PVC Research and Impact
Method of communication: Website
Equality screened: Yes
Date last reviewed: 11 October 2016
Next review due date: 11 October 2017
Capability Procedures
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 02 November 2016
Next review due date: 02 November 2018
Car Parking Policy
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 19 October 2016
Next review due date: 19 October 2018
Car Parking Scheme Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Carbon Management Plan Screening Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Carbon Management Plan
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 01 April 2015
Next review due date: 01 November 2018
Collections & Info Access Policy Pro forma.pdf
D
Bullying & Harassment (Dignity at Work and Study) Policy
Policy owner: University Secretary
Method of communication: Email to all staff, online training and website
Equality screened: Yes
Date last reviewed: 01 March 2017
Next review due date: 01 March 2019
Data Centre Access Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 08 September 2017
Next review due date: 08 September 2018
Default Prevention and Management Plan - Wm D Ford Federal Direct Loan Programmes
Policy owner: PVC Global Engagement
Method of communication: Website
Equality screened: 2016-01-01
Date last reviewed: 21 October 2016
Next review due date: 21 October 2018
Deregistration Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 31 July 2018
Next review due date: 31 July 2019
Desktop PC Physical Security Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
Developing Policies Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Disposal of IT Devices Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 02 November 2017
Next review due date: 02 November 2018
E
Electronic Information Assurance and Information Security Management System Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: Yes
Date last reviewed: 16 March 2015
Next review due date: 16 March 2017
EO Policy 2016
Policy owner: University Secretary
Method of communication: Website
Equality screened: Yes
Date last reviewed: 12 October 2016
Next review due date: 12 October 2018
Environmental Sustainability Policy Statement - Estates Services and Procurement
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 01 April 2016
Next review due date: 01 October 2018
Energy Policy Screening Pro forma
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Energy Policy
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 01 April 2016
Next review due date: 01 November 2018
Environmental Sustainability Policy Statement
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 22 February 2011
Next review due date: 01 November 2018
Estate Strategy
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 19 October 2016
Next review due date: 19 October 2018
Ethical Investment Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 June 2014
Next review due date: 01 June 2016
Event Planning Policy
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 November 2016
Next review due date: 03 November 2018
External Consultants Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 27 September 2013
Next review due date: 01 November 2018
External Consultants Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Emergency Leave for Dependants
Policy owner: Director of People and Culture
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Equal Pay Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
F
Financial Procedures Manual
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 18 April 2018
Next review due date: 18 April 2019
Financial Regulations
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 20 June 2018
Next review due date: 20 June 2019
Financial Strategy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 October 2017
Next review due date: 01 October 2018
G
Gift and Hospitality Policy
Policy owner: University Secretary
Method of communication: Website and email
Equality screened: No
Date last reviewed: 23 July 2018
Next review due date: 23 July 2020
Staff Grievance Policy
Policy owner: Director of People and Culture
Method of communication: website
Equality screened: No
Date last reviewed: 25 October 2016
Next review due date: 25 October 2018
Guidelines on Acceptable External Sources of Funding for Research
Policy owner: PVC Research & Impact
Method of communication: Website
Equality screened: No
Date last reviewed: 25 October 2016
Next review due date: 25 October 2018
Good Relations Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
H
Health, Safety and Wellbeing Policy
Policy owner: Director of People & Culture
Method of communication: Website
Equality screened: Yes
Date last reviewed: 05 December 2018
Next review due date: 05 December 2020
I
IT Disaster Recovery and Data Backup Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
IT Monitoring Code of Practice
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: Yes
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
IT Monitoring Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: Yes
Date last reviewed: 02 November 2017
Next review due date: 02 November 2018
Intellectual Property Policy
Policy owner: PVC Research & Impact
Method of communication: website
Equality screened: Yes
Date last reviewed: 09 November 2015
Next review due date: 09 November 2018
L
Library Collection and Information Access Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 October 2015
Next review due date: 01 October 2018
Library Services Strategy Pro Forma.pdf
Library Services Strategy.pdf
Equality screened: Yes
Date last reviewed: 13 November 2016
Next review due date: 13 November 2018
M
Maternity Leave Policy
Policy owner: Director of People & Culture
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Misuse of Drugs and Alcohol Policy
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 November 2016
Next review due date: 03 November 2018
N
Networks Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
O
Organisation Structure Change Policy Pro Forma.pdf
Organisational Structure Change Policy.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
P
Password Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 06 February 2018
Next review due date: 07 February 2019
Payroll Discrepancy Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 06 September 2017
Next review due date: 06 September 2018
Personal Computer Security Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
Physical Access & Egress Screening Pro forma.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Policy for Physical Access and Egress for Disabled People
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 27 October 2016
Next review due date: 27 October 2018
Policy on Recruiting and Selecting Employees
Policy owner: Director of People and Culture
Method of communication: website
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Policy on Research using Human Tissue
Policy owner: PVC Research & Impact
Method of communication: Website
Equality screened: Yes
Date last reviewed: 11 October 2016
Next review due date: 11 October 2018
Policy on the appointment of visiting professors
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 November 2016
Next review due date: 03 November 2018
Portable Devices Security Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 02 November 2017
Next review due date: 02 November 2018
Procedures for developing policies 31 March 2014
Equality screened: Yes
Date last reviewed: 31 March 2014
Next review due date: 01 November 2018
Procedures for the Recruitment of Ex-Offenders
Policy owner: Director of People & Culture
Method of communication: Website
Equality screened: No
Date last reviewed: 30 September 2016
Next review due date: 30 September 2018
Procedures for the Recruitment of Ex-Offenders
Policy owner: Director of People and Culture
Method of communication: website
Equality screened: No
Date last reviewed: 01 September 2016
Next review due date: 01 September 2018
Procedures for the investigation of allegations of research misconduct
Policy owner: PVC Research & Impact
Method of communication: Website
Equality screened: No
Date last reviewed: 11 October 2016
Next review due date: 11 October 2018
Procurement Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 June 2017
Next review due date: 01 June 2018
Protection of Children and Vulnerable Adults
Policy owner: University Secretary
Method of communication: Website
Equality screened: No
Date last reviewed: 18 June 2018
Next review due date: 18 June 2020
Protective Marking Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 08 September 2017
Next review due date: 08 September 2018
Protocol for Pricing International Contracts (Non-Research)
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 21 October 2016
Next review due date: 21 October 2018
Protocol for making reasonable adjustments
Policy owner: University Secretary
Method of communication: Website
Equality screened: Yes
Date last reviewed: 04 October 2016
Next review due date: 04 October 2018
R
Records Retention and Disposal Schedule
Policy owner: University Secretary
Method of communication: Website
Equality screened: No
Date last reviewed: 23 May 2018
Next review due date: 23 May 2020
Regulatory Framework Screening Pro forma
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Regulatory Framework
Policy owner: PVC Education
Method of communication: Website
Equality screened: Yes
Date last reviewed: 06 October 2016
Next review due date: 06 October 2018
Remote Access Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 09 March 2017
Next review due date: 09 March 2018
Research Management Procedures and Financial Guidelines.pdf
Policy owner: PVC Research & Impact
Equality screened: No
Date last reviewed: 09 November 2018
Next review due date: 09 November 2020
Research & Impact Strategy Pro forma.pdf
Research & Impact Strategy.pdf
Policy owner: PVC Research & Impact
Method of communication: website
Equality screened: Yes
Date last reviewed: 01 September 2017
Next review due date: 01 September 2022
Return of Title IV Funds Policy
Policy owner: PVC Global Impact
Method of communication: Website
Equality screened: No
Date last reviewed: 21 October 2016
Next review due date: 21 October 2018
Risk Management Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 September 2018
Next review due date: 03 September 2020
S
Satisfactory Academic Progress Policy for recipients of US Federal Aid - Direct Loans
Policy owner: PVC Global Impact
Method of communication: Website
Equality screened: No
Date last reviewed: 21 October 2016
Next review due date: 21 October 2018
Secondment Policy
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 November 2016
Next review due date: 03 November 2018
Secure Storage and Archival Code of Practice
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 08 September 2017
Next review due date: 08 September 2018
Shared Parental Leave
Policy owner: Director of People and Culture
Method of communication: website
Equality screened: No
Date last reviewed: 03 June 2015
Next review due date: 03 June 2017
Sickness Absence Policy
Policy owner: Director of Human Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 03 November 2016
Next review due date: 03 November 2018
Restriction of Smoking and e-cigarette use
Policy owner: Director of People and Culture
Method of communication: website
Equality screened: No
Date last reviewed: 17 September 2017
Next review due date: 17 September 2019
Staff Social Media Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Student Accommodation Policy
Policy owner: Director of Physical Resources
Method of communication: Website
Equality screened: Yes
Date last reviewed: 19 October 2016
Next review due date: 19 October 2018
Student Appeals
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Student Death or Serious Accident
Equality screened: Yes
Date last reviewed: 16 November 2016
Next review due date: 16 November 2018
Student Social Media Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Systems Administrators Code of Practice
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 09 March 2017
Next review due date: 09 March 2018
T
Theft, Fraud & Corruption Policy
Policy owner: Chief Finance Officer
Method of communication: Website
Equality screened: Yes
Date last reviewed: 04 May 2016
Next review due date: 01 November 2018
Transgender policy 2017.pdf
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
Travel and Expenses Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 01 July 2017
Next review due date: 01 July 2018
Treasury Management Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 27 April 2015
Next review due date: 27 April 2018
Tuition Fee Liability Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 28 June 2018
Next review due date: 28 June 2019
Tuition Fees Payment Policy
Policy owner: Chief Finance Officer
Method of communication: website
Equality screened: No
Date last reviewed: 28 June 2018
Next review due date: 28 June 2019
U
User Account Management Code of Practice
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 02 November 2017
Next review due date: 02 November 2018
User Account and Access Policy
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: Yes
Date last reviewed: 09 March 2017
Next review due date: 09 March 2018
Ulster University Freedom of Information Guidance
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
GDPR Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016
W
Whistleblowing Policy
Policy owner: University Secretary
Method of communication: Website and All-Staff email
Equality screened: Yes
Date last reviewed: 19 October 2016
Next review due date: 19 October 2018
Wireless Networks Standard
Policy owner: Chief Digital and Information Officer
Method of communication: website
Equality screened: No
Date last reviewed: 10 August 2017
Next review due date: 10 August 2018
Worklife Balance Policy
Equality screened: No
Date last reviewed: 01 January 2016
Next review due date: 01 January 2016