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

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z [Other]

[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