Policy concerning relationships between students and staff
Approved by Human Resources Committee, February 2024 and Welfare Committee, February 2024.
1. This policy concerns consensual relationships. Sexual harassment is dealt with under Green Templeton College’s Policy and Procedure on Harassment.
2. Green Templeton members who are also employed by the University are bound by the University’s staff-student relationships policy.
Definitions
3. Students: This policy applies to all students of Green Templeton College. ‘A student’ should be understood as any individual who is studying for a qualification or undertaking a course of study arranged by or through the college, or who is suspending their studies.
4. Staff: ‘Staff’ applies to the following members of Green Templeton’s community: all Fellows of Green Templeton College, including but not limited to emeritus, honorary and associate Fellows; clinical tutors and teaching associates; all members of staff employed on a permanent or casual basis by Green Templeton College who have responsibility for students of Green Templeton College.
5. Responsibility: ‘responsibility’ for a student includes any direct teaching, professional, pastoral or administrative responsibility for or authority over a student, whether temporary or permanent. It includes but is not limited to lecturing, teaching, overseeing projects of fieldwork, supervising, and setting and/or marking of examinations or other assessments, the admission or selection of applicants, and the assessment and selection of funding applications. It also includes acting as a mentor or college advisor. Responsibility within the meaning of this policy does not include support or assistance given by one graduate student to another. Students employed by Green Templeton College as Junior Deans are not regarded as having responsibility for other students within the meaning of this policy.
Policy
6. Green Templeton College recognises the value of positive professional relationships between students and members of staff. Such relationships are central to students’ intellectual development and welfare. However, sexual or romantic relationships between students and staff who have responsibility for them can cause significant problems because of conflicts of interest, the imbalance of power and authority, perceived favouritism, and the emotional and practical consequences of relationships coming to an end. Staff have a responsibility to act in a way that protects and promotes student welfare, and that does not damage the reputation of the College.
Therefore, to protect the welfare of students, and in the best interests of staff, the college:
a) Prohibits staff from entering into an intimate relationship with a student for whom they have any responsibility; and
b) Strongly discourages any other sexual or romantic relationship between a staff member and any student.
7. Staff must not engage in sexual or romantic relationships with any students for whom they have responsibility, whether these relationships are conducted in person or online. Staff must not engage in relationships with students for whom they have responsibility that result in the student becoming financially dependent on the member of staff. If staff become aware that there is a significant possibility that any such relationship may develop, they must declare the situation promptly to the Senior Tutor (in the case of Fellows) or the Human Resources Manager (in the case of college employees), and immediately cease to exercise responsibility for the student in question.
8. Students employed as Junior Deans by Green Templeton College should not be assumed to have responsibility for all Green Templeton students with whom they interact. However, Junior Deans should be mindful of the potential damage to their ability to carry out their duties professionally and fairly that might arise from sexual or intimate relationships with Green Templeton students, especially those who have sought their support as Junior Deans, or who are otherwise vulnerable.
9. Members of staff who have responsibility for any students must never enter into an intimate relationship with a student or any other person under eighteen years of age or with a student who is an adult at risk, irrespective of whether the member of staff has any responsibility for the student or other person. Staff are reminded that intimate relationships involving students (including applicants or offer-holders) under the age of eighteen where the staff member is in a position of trust or where the student is an adult at risk suffering from certain mental disabilities could fall within the scope of the Sexual Offences Act 2003. If any such cases arise the University Safeguarding Officers will consider whether to notify the police, in addition to taking disciplinary action.
10. Staff, including Junior Deans, are expected to exercise professional judgment as to the appropriate limits of their personal relationships with all students, with due regard to the risks and their responsibilities outlined above, as well as the risks of the perception of harassment. Even where a staff member does not have and is not likely to have responsibility for a student, staff are strongly encouraged to be cautious before embarking on any sexual, romantic, or close personal relationship with any student. Such relationships may give rise to complaints or concerns rooted in real or perceived inequalities of power, accusations of bias, favouritism or exploitation, adverse effects where a student becomes practically or emotionally dependant on a member of staff, and questions about the nature of consent. The risks of such complaints are likely to be heightened where there is a significant age difference between the staff member and the student, and/or where the student is particularly vulnerable.
11. Staff should also disclose to the Senior Tutor or Human Resources Manager any former relationship with a current student for whom they are given or are to be given responsibility. The Senior Tutor or Human Resources Manager will take steps to ensure that the staff member does not exercise, and will not be given, any responsibility for the student in question. Any declaration of this kind will, so far as possible and subject to the specific provisions of this policy, be treated in confidence, and every effort will be made to ensure that it does not disadvantage either party with regard to their professional advancement or academic progress.
Information-sharing and Confidentiality
12. The College reserves the right to share information about any relationships falling within the scope of this policy with the University, another College, or any public or regulatory authority where it is appropriate and necessary to do so for a legitimate reason including without limitation the protection of student welfare, compliance with any regulatory or legal obligation, or protection of the reputation of the College.
Where a college employee, associate, fellow or member is also a University staff member, the college will share such information with the University about relationships covered by this policy as is appropriate and necessary and has an expectation that the University will do likewise. This is to protect student welfare and ensure high standards of academic integrity and professional behaviour. Where a college staff member is also a member of University staff, the University may put protective measures in place, or may take disciplinary action under the staff member’s contract with the University, even if responsibility for the student arises solely in a college context.
Procedure
13. Intentional breaches of this policy may result in disciplinary action. If a college member of staff, student or fellow has concerns about an alleged breach of this policy they should contact either the Senior Tutor or the Human Resources Manager.
14. If made aware of any past, present, or likely sexual, romantic or intimate relationships which would violate this policy, the Senior Tutor or Human Resources Manager, at their discretion:
- Will take immediate steps to establish a clear understanding of the situation and, if necessary and practicable, to ensure that the staff member ceases to have responsibility for the student in question
- Where this is not practicable, will contact the staff member in question to reach an agreement adequate to the principles of this policy
- Will, subject to the specific provisions of this policy, maintain the highest possible standards of confidentiality.
Next steps
15. After any appropriate protective measures have been put in place, the Senior Tutor or Human Resources Manager will consider whether any further actions might be necessary, which may include (for example):
- Ensuring that any individuals affected are aware of the college’s and University’s support services.
- In cases where there is a failure to comply with the policy and arrangements put in place under the policy, taking appropriate action under the relevant college disciplinary procedures.
- Ensuring good record-keeping, e.g. making sure that any relevant correspondence between the Senior Tutor or Human Resources Manager and a staff member is saved on the individual’s file.
- Learning lessons for the future e.g. were wider questions raised about appropriate boundaries in the college and, if so, is there need for training?
16. Concerns raised under this procedure will be treated in confidence as far as that is reasonably possible and consistent with upholding the welfare of students.
