1. Why has the University introduced a Personal Relationships Policy?
After reviewing the old Consensual Relationship policy, it was clear that it didn’t offer enough clarity or support for employees or students, especially around ‘employee-student’ relationships. This new policy aims to protect everyone by setting clear boundaries and guidance around close personal and intimate relationships – especially where there is potential for an abuse of power. The wellbeing and safeguarding of students and employees is our priority and this policy outlines which relationships are prohibited, which must be declared and what’s expected of employees and managers.
2. What do we mean by a close personal, or intimate relationship?
In the policy, a close personal relationship is defined as: ‘A relative or close family friend, or where there is a business/commercial/financial dependence’
An intimate relationship is defined as ‘a consensual emotional or romantic relationship (whether or not sexual), which goes beyond the normally accepted boundaries of the professional sphere between an employee and a student, or between employees. These relationships could be ongoing, short term or limited to a single occurrence/be a one off’.
They can be conducted in person and/or online, or via any other forms of communication.
3. What do you mean by ‘Responsibility’?
In the policy, responsibility can be defined as: ‘where an employee is directly or indirectly responsible for supervision and/or management of an employee or student; is involved in a student’s academic studies; has pastoral responsibility for a student’.
For guidance, ‘indirect’ responsibility can arise in various ways. Examples include being the Head of a Department/School, which may result in oversight of a student’s work, providing student welfare such as ResLife or Report and Support advisors, being a member of an employee decision making panel such as academic promotions. Please note this is not an exhaustive list and is solely to provide illustrative examples.
4. Who counts as an ‘Employee’?
In the policy, an employee is considered to be: ‘Anyone who carries out work for the University, including apprentices, academic, research and professional services employees, holders of honorary status (e.g. professor emeriti, NHS Staff), agency workers, casual workers, contractors, mentor/mentee, visiting lecturers/researchers, and University students when they are carrying out the duties of the role they are employed to do by the University, such as Ph.D. students in the role of Graduate Teaching Assistants, Student Ambassadors, or those on casual contracts.’
5. Who counts as a ‘Student’?
Anyone enrolled at the University full-time or part-time, undergraduate or postgraduate. This also includes prospective students, visiting students and students who may be attending summer programmes.
6. Which employee-student relationships are prohibited?
Employees are prohibited from entering in to an intimate or close personal relationship with:
- A fellow colleague, employee, or student who is under the age of 18, or an adult who is considered or suspected to be at risk (vulnerable adult).
- A student they have responsibility for; involvement in their academic studies and/or pastoral care.
Relationships without responsibility are not prohibited but are strongly discouraged.
7. Why are some relationships prohibited?
The University is committed to creating a safe and inclusive learning environment, where student wellbeing is a priority. While rare, we recognise that relationships between employees and students can sometimes develop into consensual intimate relationships. However, when an employee has responsibility for a student, such relationships cross professional boundaries and can create an inherent power imbalance. This can affect the safety of the student. By prohibiting these relationships we are taking steps to safeguard both our students and employees.
Close personal relationships where there is an element of responsibility are also prohibited under the new policy. This is to remove any real or perceived conflicts of interest and protects employees from situations where they could face allegations of bias, misconduct, abuse of authority, breaching boundaries or showing favouritism.
8. Which employee–student relationships must be declared?
Employees must declare:
- Any pre-existing intimate or close personal relationships, irrespective of whether the employee has any element of responsibility for the student or not,
- Any new intimate relationship with a student, for whom the employee has no responsibility,
- Any new close personal relationship with a student, irrespective of whether the employee has responsibility for them or not.
As a reminder, employee-student relationships where there is an element of responsibility are prohibited, this includes both intimate and close personal relationships.
We recognise that there may be situations whereby a student and employee have a close personal relationship such as a familial one, and an element of responsibility arises which needs to be mitigated. For example, if the employee teaches a course module that the student is due to study/enrol on, or the employee is also a Harassment Support Advisor and is assigned to provide advice and guidance. In such situations, the close personal relationship should be declared as soon as it becomes apparent there will be a conflict of interest.
9. Why does the University need to know about an intimate or close personal relationship I have with an employee, even when there’s no responsibility?
One of the fundamental principles of this policy is to safeguard both employees and students, making sure professional boundaries are always maintained. We understand that declaring a relationship where there is no obvious element of responsibility might seem excessive, however, our employees are in a position of authority over students, which can create a power imbalance.
While there may not usually be a conflict of interest in these cases, personal circumstances can change, and these changes could affect what is considered appropriate within the professional relationship. That’s why it is important for these relationships to be declared – so the University can consider if any steps need to be taken to protect both parties.
10. Who is responsible for declaring a relationship?
It is the employee’s responsibility to declare the relationship.
As a student, there’s nothing you need to do, but if you’re unsure whether the relationship has been declared or if you have any concerns, you can raise it via Report and Support.
11. How will I know if my relationship has been declared?
Employees are required by the policy to confirm that they’ve informed the other individual when they submit a declaration form.
If any conflict of interest is identified between the two parties, students will always be informed of any necessary arrangements or changes that are put in place as a result of the declaration.
If you do not think your relationship has been declared then you can make a declaration by contacting Report and Support.
12. What happens if I’m already in a relationship with an employee?
The employee is required to submit a declaration form and the employee’s manager may need to carry out a risk assessment to determine what conflicts of interest (if any) could arise from the relationship.
Both the employee and student are required to comply with any reasonable decision or action proposed/undertaken to mitigate any risks identified.
13. Who will be made aware of the declaration?
Declarations are made it the strictest of confidence and will only be shared with the people who need to know. This is to ensure that any steps identified to mitigate any real or perceived conflicts of interest, can be put in place. This may include but is not limited to the employee’s line manager, a member of the People Directorate, Head of department/school/Faculty.
14. Do I need to declare a previous relationship with an employee?
No. There is no requirement for students to declare a previous relationship with an employee, irrespective of whether it was an intimate or close personal one. However, if you believe that there may still be a perceived or real conflict of interest because of the previous relationship, then you can make a declaration via the Report and Support.
15. What if I’m concerned about a relationship involving an employee?
If you’re worried about your own relationship – or someone else’s – especially if boundaries are being crossed or you feel pressured, you can speak to:
16. I’m a student and also work for the University. Does this policy apply to me?
Yes. When you’re carrying out the duties in your employee role, this policy applies to you.
Students who are also employed by the University on teaching or research contracts, or who are engaged as casual workers alongside their studies are prohibited from having an intimate or close personal relationship with another student for whom they may have an element of responsibility (e.g. supervising, pastoral care, assessment or marking responsibility).
As an employee, you must declare:
- Any existing relationships with students by 30 September 2025
- Any new relationships within one month of them starting
If you’re unsure if your relationship needs to be declared, you can reach out via Report and Support.