Birkbeck Affiliate Appointments Procedure

1.1 Emeritus, Honorary and Visiting appointments are extended by the College to persons of appropriate distinction to help ensure the delivery of the overall College Strategy.

1.2 These roles are honorific, and people appointed to these roles are not employees of the College.

2.1 This policy applies to all Birkbeck affiliate appointees, and Birkbeck staff involved in administering or extending affiliate appointments.

2.2 This document sets out Birkbeck’s policy, terms and procedures for the appointment of affiliates.

2.3 Where the College extends the status of Emeritus Professor/Reader or Honorary Life Member of the College (for those who have not had the title of Professor or Reader conferred), the Emeritus guidance and procedure applies (see section 17).

2.4 For students who visit the College in order to use College facilities (e.g. taught students on a placement, PhD students who need to access specific resources through the College) the relevant Visiting Researcher or Placement Student guidance and procedure applies (see section 18).

3.1 Where external funders offer grants which are associated with titles used in this procedure (e.g. Visiting Professorships | The Leverhulme Trust) then the process for external research grants and contracts laid out in the Financial Regulations must be followed. Because these awards involve bringing someone to the College the Research Office provides additional guidance to colleagues on SharePoint.

3.2 Individuals who wish to undertake study or complete one of our modules for general interest are not covered under this policy. Please see Affiliate student applications.

3.3 Nomination for a Fellowship of the College is not covered by this policy. A Fellowship of the College is the most prestigious award Birkbeck, University of London can bestow. If you wish to nominate someone for this Honour, you should contact the Vice Chancellors Office in advance as such honours are considered by the Nominations Committee via a pre-determined schedule and process.

4.1 An affiliate appointment is a voluntary arrangement which allows individuals from other institutions and businesses, or who have retired, to collaborate with staff at Birkbeck and to contribute to academic, teaching or research programmes or to undertake other activities which benefit the College.

4.2 Affiliate appointments cannot be used solely as a means of providing visitors with access to College facilities such as email, library, or buildings.

4.3 The status given will reflect the affiliates current academic or professional standing at their substantive organisation. Birkbeck’s Progression and reward site sets out the expected performance of each role, and it may assist in determining the correct equivalent affiliate title.

4.4 Affiliate appointments will not receive any remuneration for their affiliate role and are not employees. This includes payments that are externally or grant funded to individuals with an Emeritus, Visiting or Honorary appointment unless prior approval for this arrangement has been obtained from the appropriate College Official at the point where the initial funding application is submitted. However, they may occasionally be engaged separately and paid for a one-off duty (up to three times a year) where this does not create a conflict of interest with their substantive employer.

4.5 All affiliate appointments must be nominated by a Birkbeck employee who then acts as a sponsor for the affiliate appointment. The role of the sponsor is to act as a point of contact for the affiliate and to help them to embed into the culture of the institution, but also to maintain oversight of contribution from the affiliation and, if relevant, to highlight any concerns.

4.6 Each Faculty will designate specific Faculty Executive Meetings which will consider applications for affiliate status, and this information will be available from the Faculty Office. It is anticipated that the process will be more ad hoc in other areas of the College.

4.7 Where the Faculty Executive (or equivalent) does not reach a consensus the Executive Dean (or equivalent) has the final say.

Status: Emeritus Professor/Emeritus Reader

• Description: Emeritus status is an honorary category of appointment. Birkbeck offers the status to retiring Professors or Readers. This recognises their contribution to Birkbeck and the wider academic community. It allows them to continue using their title. This status is granted in perpetuity but it is subject to three-yearly renewal of the signature on the responsibilities and privileges document.
• Summary Appointment Process: Once Professors/Readers give notice to their Head of School of their intention to retire, the Faculty Head of Operations (HR and Equalities) confirms the eligibility of the individual. The Head of School then submits a supporting statement and an up-to-date CV to the Faculty Office to be considered at an Executive meeting. Faculty Exec considers the case and, if supported, confirms the appointment on behalf of Academic Board. The Faculty Head of Operations (HR and Equalities) submits a leaver's form indicating the last day of service and that emeritus status is required to begin the process of migrating IT accounts etc. The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note.

Status: Honorary Life Member (HLM)

• Description: Birkbeck may choose to award this status to colleagues who do not hold the title of professors/readers at the point of retirement or the end of their period of service for the College. The title is extended in recognition of significant service to the College over an extended period of time. The title can only be applied once the individual has ceased employment with, or service to, the College. This status is granted in perpetuity but it subject to three-yearly renewal of the signature on the responsibilities and privileges document.
• Summary/appointment process:
  • 1) Where the HLM candidate is a member of academic or teaching staff, once the Faculty Head of Operations (HR and Equalities) has confirmed the eligibility of the individual, the Head of School submits a supporting statement and an up-to-date CV to the to the Faculty Office to be considered at the Faculty Executive meeting. The Faculty Executive considers the case and, if supported, confirms the appointment on behalf of Academic Board. The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note.
  • 2) Where the HLM candidate is a member of professional staff in the Faculty, once the Faculty Head of Operations (HR and Equalities) has confirmed the eligibility of the individual, the Director of Operations submits a supporting statement and an up-to-date CV to the to the Faculty Office to be considered at the Faculty Executive meeting. The Faculty Executive considers the case and, if supported, confirms the appointment on behalf of USB. The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office reports of any awards to USB once per term to note.
  • 3) Where the HLM candidate is a member of central professional staff, once the relevant member of the Directorate (or equivalent) has checked with central HR to confirm the eligibility of the individual, their line manager submits a supporting statement and an up-to-date CV to the Directorate SMT meeting (or equivalent) which considers the case and, if supported, confirms the appointment on behalf of USB. The appropriate person in the specific Directorate (or equivalent) completes the processing and sends the letter, signed by the Director (or equivalent), to the candidate confirming the outcome. The appropriate person in the specific Directorate (or equivalent) sends a report of any awards to USB once per term (in terms where an appointment is made) to note.
  • 4) Where the HLM candidate is an individual who has extended significant service to the College but is not an employee they must be nominated by a suitable officer of the College who supplies a supporting statement and an up-to-date CV via the most appropriate of the routes described above.

Status: Visiting Professor/Visiting/Professor of Practice/Visiting Reader/Honorary Professor/Honorary Professor of Practice/Honorary Reader

• Description: Awarded to distinguished individuals from either related field of activity e.g., the professions or industry or academic/research institutions. The title must be commensurate with their academic or professional standing in their sector. This status is granted on an up to three year basis and it may be renewed by mutual consent.
• Summary/appointment process:
  • 1) (where a Birkbeck Professor or Reader is leaving the College but not retiring) Once the Faculty Head of Operations (HR and Equalities) has confirmed the eligibility of the individual, the Head of School presents a statement of support and a CV to the to the Faculty Office to be considered at the Faculty Executive meeting. If the Faculty Executive agrees that the status should be offered it confirms the appointment on behalf of Academic Board. The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note.
  • 2) (all other cases) A member of academic staff completes the nomination statement and sends this, plus a copy of the individuals CV to their Head of School. If supportive, the Head of School submits the paperwork to the to the Faculty Office and presents the case to the Faculty Executive meeting. If the Executive is supportive the nominator and Faculty Office work to source the two references required and the application is passed to the Honorary and Visiting Professorial Committee, which is a sub-committee of Academic Board. Once the Committee has reached a decision, the outcome is passed to the Faculty Office for processing. The Faculty Office send the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note. The person who nominated the individual normally becomes the sponsor for this appointment.

Status: Honorary Research Fellow

• Description: Awarded to individuals who are primarily involved in research projects with the College. This status is normally granted on a three-year basis and it may be renewed.
• Summary Appointment Process: A member of academic staff completes the nomination statement and sends this, plus a copy of the individuals CV to their Head of School. If supportive, the Head of School submits the paperwork to the to the Faculty Office to be considered at the Faculty Executive meeting. Once the Executive has reached a decision the outcome is passed to the Faculty Office for processing. The Faculty Office send the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note. The person who nominated the individual normally becomes the sponsor for this appointment

Status: Honorary Teaching Fellow

• Description: Awarded to individuals who undertake teaching/lecturing/ assessment activities at the equivalent to Lecturer or Senior Lecturer level from an academic or professional background. This status is normally granted on a three-year basis and it may be renewed.
• Summary Appointment Process: A member of academic staff completes the nomination statement and sends this, plus a copy of the individuals CV to their Head of School. If supportive, the Head of School submits the paperwork to the to the Faculty Office to be considered at the Faculty Executive meeting. Once the Executive has reached a decision the outcome is passed to the Faculty Office for processing. The Faculty Office send the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note. The person who nominated the individual normally becomes the sponsor for this appointment

Status: Visiting Researcher

• Description: Normally used for students or other researchers who visit the College in order to use College facilities (e.g. PhD students who need to access specific facilities). The Visiting Researcher guidance and procedure applies.
• Summary Appointment Process: Because access needs in this case vary by the type of Visitor these arrangements are fully delegated to the Faculty who host the Visitor. However, the principles laid out in the above cases should be followed where possible. The Faculty Office sends a report of all awards to Academic Board once per term to note.

Status: Placement students

• Description: People may be seconded to the College through a contractual framework where an affiliate role is the most suitable context for that role e.g. taught students on placements at the College.
• Summary Appointment Process: Because the processes for this cohort need to reflect the agreement with the home HEI for the students these arrangements are fully delegated to the School who host the placement students, drawing on support at Faculty level as necessary.

6.1 Affiliate appointments will normally be extended either in perpetuity, or for three years in the first instance, as indicated in section 6. Any three-year appointment may be extended by the sponsor and/or the Head of School submitting a new application to the Faculty Office to be considered by the Faculty Executive meeting before the expiry of the existing appointment.

6.2 The only exceptions to this are Visiting Researchers/placement students or where an affiliate appointment is offered as part of a secondment arrangement. In these cases the duration should be appropriate to the length of the planned arrangement.

7.1 Affiliate appointees:

• must have a valid right to work check undertaken if they are based in the UK, and it is the responsibility of the Faculty or relevant Unit to check this,
• must receive an induction and undertake all mandatory training as relevant to their appointment as listed in the Induction Checklist within the specified timeframes (unless the appointment is to an Emeritus or Honorary Life Membership position in which case only relevant on-going mandatory training is required). Failure to keep up with mandatory training may leave to some privileges being revoked.
• must provide Multi Factor Authentication to access Birkbeck IT systems
• will fully comply with Birkbeck’s regulations and policies, including but not limited to those listed here: Corporate policies and procedures — Birkbeck, University of London (bbk.ac.uk),
• will not become members of the Academic Board, or be members of the Academic Staff of Birkbeck as defined and covered by College Charter and Statute (Application, 3, a 1),
• will be responsible to the Head of School or equivalent,
• will acknowledge Birkbeck in publications and grant applications arising from research involving College collaborations,
• are currently covered by Birkbeck’s employer liability, professional indemnity and personal accident policies when carrying out any activity which forms part of their contribution to Birkbeck, when acting under the direction of a Birkbeck employee, and the activities are agreed in writing in advance. Our insurers would require evidence of this if a claim were to be made. This applies for activities on and off-site and is subject to change. It is the affiliates responsibility to comply with rules imposed by our insurers.
• are bound by Birkbeck’s Financial Regulations for any financial transactions relating to their role with Birkbeck,
• will uphold the principles of equality, diversity, and inclusion in their work,
• will promote the interests and reputation of Birkbeck,
• will act in good faith towards Birkbeck, and
• will take all possible care not to damage any of Birkbeck’s property or equipment.

7.2 Affiliate appointees must not:

• commit Birkbeck to any level of income or expenditure, or act as authorised signatory to a Birkbeck budget, unless in relation to a research grant which they hold as Principal Investigator,
• carry out performance appraisals for Birkbeck staff,
• represent themselves as an employee of the College,
• use for their own benefit or gain or disclose to any third party any Confidential Information relating to Birkbeck except in the proper course of their association or as required by English law. This is covered in more detail in section 9.
• Bring the College into disrepute.

7.3 Birkbeck reserves the right to terminate any affiliate appointment if it has grounds to believe any of these responsibilities are not being adhered to.

8.1 Affiliate appointees may only use the full form of their honorary title (i.e. Visiting Professor, not Professor; Honorary X Fellow, not X Fellow). The title may be used during the term of their appointment when carrying out any activity which forms part of their contribution to Birkbeck. Outside of this, the title may only be used during the term of the appointment where:

• there is no conflict of interest between the activities and the contribution to Birkbeck as an honorary appointee; and,
• the appointee has their own appropriate insurance and indemnification arrangements in place.

8.2 Affiliate appointees should seek advice from their Head of School (or equivalent) if further clarification or advice is required.

9.1 Affiliate appointees must not use for their own benefit or gain or disclose to any third party any confidential information relating to Birkbeck or any of its staff or students, whether during or after their appointment except in the proper course of their association or as required by English law.

9.2 “Confidential information” shall include all information which has been specifically designated as confidential by Birkbeck and any information which relates to Birkbeck’s current and future business activities, or to any staff, student or donor, the unauthorised disclosure of which would embarrass, harm or prejudice Birkbeck.

9.3 Nothing in this policy shall be taken to prevent the appointee from making a protected disclosure as defined by Part V of the Employment Rights Act 1996.

10.1 All affiliate appointments are bound by Birkbeck’s Intellectual Property (IP) Policy, as amended from time to time. This means that intellectual property arising directly from an affiliate appointment at Birkbeck will belong to Birkbeck. There is an exception to the general position in relation to research outputs and teaching materials – this is of particular relevance where research outputs will be produced which cite the Birkbeck affiliation.

10.2 Full information regarding intellectual property is set out in Birkbeck’s Intellectual Property (IP) Policy.

11.1 All affiliate appointees who live in the UK must have the right to live and work in the UK and a right to work check must be undertaken before the affiliate title is fully granted. Although affiliates are paid a salary for their time by their employing institution, they may nevertheless be undertaking voluntary and unpaid work for and on behalf of Birkbeck, and this requires the right to work. It is the responsibility of the unit appointing the affiliate to undertake these checks,

11.2 Affiliate appointees who are based overseas and do not visit the UK will not require a right to work check.

11.3 If an affiliate based overseas comes to the UK and undertake any type of activity for or on behalf of Birkbeck, either a right to work check or a visitors’ visa check must be undertaken (as appropriate). It should be noted that for affiliates who wish to use the visitors visa route, one of the documents which must be provided for the visa is a letter of invitation from the Faculty confirming the arrangements for their research and that the affiliate is not filling a teaching post. This letter must be provided by the Faculty Office.

11.4 If at any stage an affiliate’s right to work status changes or is revoked, Birkbeck must be informed immediately.

11.5 The Faculty (or equivalent Unit) is responsible for checking whether the individual requires an Academic Technology Approval Scheme (ATAS) certificate.

11.6 The Faculty (or equivalent Unit) is responsible for checking whether the individual requires a DBS check, where an individual will be working in a position of trust undertaking ‘regulated’ activity as part of their honorary role at Birkbeck, and undertaking this check as necessary following our standard process. All affiliates are required to disclose any 'unspent' criminal convictions as part of this process.

11.7 If the affiliate requires registration with a Registered Body, the Faculty (or equivalent Unit) is responsible for checking the status of that registration. The affiliate is required to inform Birkbeck if their registration status changes at any time.

11.8 Birkbeck will safely and appropriately store this information following our standard processes.

12.1 With prior approval in writing from the Director of Finance, a person with an affiliate appointment may be eligible for reimbursement of reasonable Expenses associated with the provision of their contribution to Birkbeck, such as travel, accommodation, meals and incidentals. Any payment will be subject to the College’s financial regulations, available on the Finance Connect site.

12.2 Payments to international honorary affiliates will be in accordance with any visa conditions.

12.3 When appropriate, the Executive Dean may charge an affiliate a ‘bench’ fee for use of the College resources. The level of fee should be proportionate and agreed with the Finance Department in advance. If a fee is to be charged this must be outlined in the request form and in the appointment letter.

13.1Some affiliate appointees will have access to specific facilities which are suitable for the normal expectations for the contribution, such as a College IT account. Access to these facilities are subject to conditions, such as (as examples for an IT account) mandatory training and use of Multi Factor Authentication. The College reserves the right to withdraw access to any facilities where it has reasonable grounds to do so, without necessarily changing the status of the affiliate.

14.1 Honorary Teaching or Research Fellow

• 14.1.1 Honorary Teaching and Research Fellow status is extended to persons of appropriate distinction, other than paid members of academic or professional staff, who have an on-going association with the College in the areas of education and/or research.
• 14.1.2 Honorary Research or Teaching Fellow status is normally appropriate for those who have attained higher degrees or have undertaken scholarship or accumulated considerable experience or qualifications in their academic or professional field. The Faculty Executive, acting on behalf of the Academic Board, may recommend the extension of Honorary Research Fellow or Honorary Teaching Fellow status.
• 14.1.3 Honorary Teaching or Research Fellow appointments are normally made to individuals who fulfil one or more of the following criteria:
  1. Members of staff from other Universities conducting research or teaching work at the College and/or in collaboration with Birkbeck staff;
  2. Qualified researchers or teachers who are members of staff of institutions of higher education other than those referred to above.
  3. Holders of research or education appointments in industry, Government establishments or comparable organisations who are conducting research or teaching work in the College in collaboration with Birkbeck members of staff;
  4. Those now retired who were formerly in one of the categories (a) – (c) and who continue to be active in teaching or research at Birkbeck.
  5. Recent PhD graduates or early career researchers who were formally members of the College and there is mutual benefit in extending the association.

• 14.1.4 A member of academic staff must nominate any individual for this appointment type. The nominating staff member must complete an application form and submit the application form, with a CV to their Head of School for their review and initial approval. If supportive, the Head of School then submits this paperwork to the Faculty Office to be considered at the next Faculty Executive meeting where these applications are being considered.
• 14.1.5 Once the Executive has reached a decision the outcome is passed to the Faculty Office for processing. The Faculty Office sends the letter, signed by the Executive Dean to the candidate confirming the outcome. Confirmation of the appointment of an Honorary Teaching or Research Fellow status is shared with Academic Board on a termly basis.
• 14.1.6 The title may not be used until the signed version of the responsibilities and privileges document is returned to the College (see appendix I).
• 14.1.7 The nominating member of staff will normally become the sponsor for the affiliate appointment.

14.2 Visiting Professor/Reader and Visiting Professor of Practice Appointment; Honorary Professor/Reader and Honorary Professor of Practice Appointment

• 14.2.1 Where the application relates to a current Birkbeck Professor or Reader who is leaving the College but wishes to retain an affiliation with the College the application can be approved by the relevant Faculty.
• 14.2.2 Once the Faculty Head of Operations (HR and Equalities) has checked with central HR to confirm the eligibility of the individual, the Head of School presents a statement of support and a CV to the to the Faculty Office to be considered at the Faculty Executive meeting. If the Faculty Executive agrees that the status should be offered it confirms the appointment on behalf of Academic Board. The Faculty Office completes the processing and sends the letter to the candidate, signed by the Executive Dean, confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note.
  • 14.2.2.1 These appointments can commence from the day the Birkbeck Professor or Reader leaves the College or immediately after the initial period of appointment where an extension is made.
• 14.2.3. In all other cases, an academic member of staff acts as sponsor and completes the nomination statement which they send with a copy of the individuals CV to their Head of School. If supportive, the Head of School submits the paperwork to the to the Faculty Office and presents the case to the Faculty Executive meeting. If the Executive is supportive the sponsor and Faculty Office work to source the two references required and the application is passed to the Honorary and Visiting Professorial Committee, which is a sub-committee of Academic Board. Once the Committee has reached a decision the outcome is passed to the Faculty Office for processing. The Faculty Office send the letter to the candidate confirming the outcome and All awards are reported to Academic Board once per term to note.
• 14.2.4 Apart from the case considered in 14.2.1, when considering the award or extension of Hnoroary/Visiting Professor/ Professor of Practice or Reader titles, two external references from national/international leaders in their professional area are required, confirming that the individual concerned is of appropriate academic, intellectual or professional calibre. If the academic or intellectual calibre cannot be evidenced, then the candidate may still be appropriate for other Fellowships or Honorary appointments.
• 14.2.5. Honorary/Visiting Professors of Practice may not necessarily be academics, The panel needs to consider criteria other than research and educational publications that are of such standing that a Honorary/Visiting Professor of Practice is an appropriate title to reflect their national and international achievements in business, society etc. These points should be articulated in the external references and could include:
  1. Outstanding professional achievement
  2. Recognition as a leading expert within their profession or occupation
  3. Entrepreneurial activity
  4. Distinction as a clinical, creative, or legal practitioner

• 14.2.6. The College Honorary and Visiting Professorial Committee is a sub-committee of Academic Board, chaired by a DVC, which comprises the DVCs, the Executive Dean from any Faculty with applications under consideration plus a co-opted member of the Professoriate from each School which has an application under consideration. The Committee should aim to be gender and ethnically diverse.
• 14.2.7. The Committee will meet termly but only if there are applications to consider.
• 14.2.8. The Faculty Office will still process the request, ensuring that the application form, the right to work check, and a DBS request where applicable are recorded and that the relevant paperwork is submitted to the Committee for consideration. The Faculty Office will set up the appointment and arrange for a letter of appointment to be sent to the Executive Dean for signature, once the College Honoroary and Visiting Professorial Committee has confirmed the award.
• 14.2.9 The Faculty Offices will service this committee on a rolling basis.
• 14.2.10. The title may not be used until the signed version of the responsibilities and privileges document is returned to the College (see appendix I).
• 14.2.11. A person awarded an Honorary or Visiting Professor/Professor of Practice or Reader title shall not by virtue of the title become a member of the College under Statute 4.

15.1 The appointment shall continue until it automatically terminates on the date set out in the letter of appointment and Terms and Conditions (usually three years from commencement of the appointment in accordance with this Policy), without the need for Birkbeck to providing further notice.

15.2 The Faculty Office will produce a report each term listing the affiliate appointments which are due to end in the following term.

15.3 They will inform the relevant Head of School for each expiring appointee. If the appointment is to be extended the Head of School will complete the application form, or ask the sponsor to complete the application form.

15.4 If an application is not received by the Executive Committee or an extension is not granted, the appointment will terminate at the end of the fixed term period and the Faculty Office will terminate the appointment on their systems.

15.5 In this scenario, a letter of termination will be sent by the Faculty Office only in the case where a request for an extension was received but not supported.

16.1 The continuance of affiliate status is subject to compliance with Birkbeck’s standards, policies, and regulations and completion of Birkbeck’s mandatory training within the specified timeframes.

16.2 In addition, Birkbeck reserves the right to bring any honorary appointment to an immediate close at any time and the Executive Dean (or Director or equivalent) may terminate any appointment. The Faculty Office (or equivalent) will advise the affiliate appointee in writing, and will terminate the appointment on the relevant systems.

16.3 Advice should be sought as described on our website where matters of Research Misconduct are alleged, and/or from the Faculty HR Business Partner (or ASQ if the possible misconduct relates to a students activities) where any other form of misconduct is alleged.

16.4 If the sponsor, Head of School or Executive Dean (or equivalent) receives notification from the affiliate that they wish to end their honorary association, they should notify the Faculty Office (or equivalent) who will terminate the appointment on the relevant systems, and send a letter, signed by the Executive Dean (or equivalent) confirming that the appointment has been terminated early.

17.1 Introduction

17.1.1 Emeritus status is an honorary category of appointment. Birkbeck extends the title to retiring Professors/Readers once they have ceased employment with the College. This recognises their contribution to Birkbeck and the wider academic community. It allows them to continue using their Professorial/Reader title. An Emeritus Professor/Reader does not have any employment rights with Birkbeck.

17.1.2 Honorary Life Membership (HLM) of the College is an honorary status which recognises significant service to the College over an extended period of time. Birkbeck may extend the affiliation to colleagues who do not hold the title of Professor/Reader at the point of retirement or leaving the College, or the end of a period of significant service. The status is applied once they have ceased employment with, or service to, the College.

17.2 Guidance

17.2.1 Whilst an individual continues working part-time for Birkbeck they will not be considered to have retired and therefore will not be eligible for Emeritus or HLM status until they retire completely.

17.2.2 The College welcomes the continued voluntary contribution of Emeritus and HLM colleagues. For example, Emeritus Professors/Readers can be Principal Investigators or contributing named applicants on research grants as long as the correct procedures are followed at the point of application. This will assist Schools making research proposals and applying for awards. Preparatory work must be undertaken on an unpaid basis and is subject to the same conditions that apply to all Faculty. Emeritus Professors/Readers may volunteer to teach courses, be employed as hourly paid lecturers or contribute to other school roles.

17.2.3 Emeritus Professors/Readers and Honorary Life Members must follow all relevant Birkbeck policies and procedures.

17.2.3. Emeritus Professors/Readers and Honorary Life Members carrying out activities on behalf of Birkbeck must maintain confidentiality. They should protect intellectual property and follow Open Research principles.

17.2.4 Emeritus Professors/Readers and Honorary Life Members transition to new user and email accounts. Email addresses and systems access are changed commensurately to appointments. User accounts and email addresses are subject to annual checks to ensure they remain active.

17.2.5 Emeritus Professors/Readers and Honorary Life Members have full Library membership. This is renewable every 3 years and is subject to the College receiving a signed privileges and responsibilities document.

17.2.6 Whilst Emeritus status is normally expected when a Professor or Reader retires (with the appointment process being as described in paragraph 17.3), Birkbeck reserves the right to not extend Emeritus status where there are reasonable grounds for doing so. Any individual Professor or Reader may also choose not to seek the title without having to give a reason.

17.2.7 Honorary Life Membership of the College should also be applied for as described in paragraph 17.4. Normally, Honorary Life Membership of the College will not be considered unless the individual has worked for, or served, the College for an extended period measured in years.

17.2.8 Honorary Life Membership is open to academic and professional services colleagues as well as those who have provided significant service to the College without a formal employment relationship, such as former governors.

17.2.9 The College may withdraw privileges if there is serious misconduct. This includes taking away Security and Library access and/or deleting IT accounts.

17.3 Procedure to secure Emeritus status

17.3.1. Professors/Readers give notice to their Head of School of their intention to retire. A date is usually agreed for the end of term. This may vary, depending upon the retiring individuals professional commitments. More information about retiring from Birkbeck is available in the Retirement policy.

17.3.2. The Faculty Head of Operations (HR & Equalities) submits a leaver's form indicating the last day of service and that Emeritus status is required. HR then confirm Emeritus status is appropriate in this case. Once this confirmation is received, The Faculty Office begins the process of migrating IT accounts etc.

17.3.3. The Head of School submits a supporting statement outlining the Professor's/ Reader’s key achievements during their time at Birkbeck and an up to date CV from the retiring Professor/Reader to the Faculty Office for consideration at the Faculty Executive Meeting.

17.3.4. Once a decision is reached, the Faculty Office completes the processing and sends the letter to the candidate confirming the outcome. The letter will be based on supporting statement considered by the Faculty Executive and will be signed by the Executive Dean.

17.3.5. The Faculty Office sends a report of all awards to Academic Board once per term to note.

17.3.6. Emeritus status commences the day after a Professor/Reader retires.

17.4 Procedure to secure Honorary Life Membership

17.4.1 Where the HLM candidate is a member of academic or teaching staff, once the Faculty Head of Operations (HR & Equalities) has checked with central HR to confirm the eligibility of the individual, the Head of School submits a supporting statement and an up-to-date CV to the Faculty Office for consideration at the Faculty Executive meeting. The Faculty Executive considers the case and, if supported, confirms the appointment on behalf of Academic Board. The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to Academic Board once per term to note.

17.4.2 Where the HLM candidate is a member of professional staff in the Faculty, once the Faculty Head of Operations (HR & Equalities) has checked with central HR to confirm the eligibility of the individual, the Director of Operations submits a supporting statement and an up-to-date CV to the Faculty Office for consideration at the Faculty Executive meeting. The Faculty Executive considers the case and, if supported, confirms the appointment on behalf of the University Strategy Board (USB). The Faculty Office completes the processing and sends the letter, signed by the Executive Dean, to the candidate confirming the outcome. The Faculty Office sends a report of all awards to USB once per term (in terms where an appointment is made) to note.

17.4.3 Where the HLM candidate is a member of central professional staff, once the relevant member of the Directorate (or equivalent) has checked with central HR to confirm the eligibility of the individual, their line manager submits a supporting statement and an up-to-date CV to the Directorate SMT meeting (or equivalent) which considers the case and, if supported, confirms the appointment on behalf of USB. The appropriate person in the specific Directorate (or equivalent) completes the processing and sends the letter, signed by the Director (or equivalent) to the candidate confirming the outcome.

The appropriate person in the specific Directorate (or equivalent) sends a report of all awards to USB once per term (in terms where an appointment is made) to note

17.4.4 Where the HLM candidate is an individual who has extended significant service to the College but is not an employee they must be nominated by a suitable officer of the College who supplies a supporting statement and an up-to-date CV via the most appropriate of the routes described above. If advice is needed, please raise an ASK query.

18.1 Visiting Researcher or Placement Student/Secondment status is awarded to anyone who needs access to Birkbeck Facilities as part of their research or studies. Typically, this may include taught students who are undertaking a placement opportunity, a research student who is on rotation as part of their programme, or a research collaborator who needs short term access to Birkbeck facilities.

18.2 Visiting Researcher or Placement Student/Secondment appointments should be made for the length of time that access to Birkbeck facilities is required. The visit may not commence until the signed version of the responsibilities and privileges document is returned to the College (see appendix I).

18.3 Where appropriate, Visiting Researcher status may be combined with another affiliate status.

18.4 Visiting Researchers and Placement Student/Secondment appointments:

• must have a valid visa and/or the right to study in the UK, and it is the responsibility of the Faculty to check this,
• must receive an induction and undertake all mandatory training as relevant to their role. Failure to keep up with mandatory training may leave to some privileges being revoked.
• will fully comply with Birkbeck’s regulations and policies, including but not limited to those listed here: Corporate policies and procedures — Birkbeck, University of London (bbk.ac.uk) and Registry — Birkbeck, University of London
• will be responsible to their supervisor,
• will acknowledge Birkbeck in publications arising from research involving College collaborations,
• are currently covered by Birkbeck’s employer liability, professional indemnity and personal accident policies when carrying out any activity which forms part of their contribution to Birkbeck, when acting under the direction of a Birkbeck employee and the activities are agreed in writing in advance. Our insurers would require evidence of this if a claim were to be made. This applies for activities on and off-site and is subject to change. It is the supervisors responsibility to comply with rules imposed by our insurers,
• will uphold the principles of equality, diversity, and inclusion in their work,
• will promote the interests and reputation of Birkbeck,
• will act in good faith towards Birkbeck, and
• will take all possible care not to damage any of Birkbeck’s property or equipment.

18.5 Visiting Researchers and Placement Student/Secondment appointments must not:

• commit Birkbeck to any level of income or expenditure, or act as authorised signatory to a Birkbeck budget,
• represent themselves as an employee of the College,
• use for their own benefit or gain or disclose to any third party any Confidential Information relating to Birkbeck or any of its staff or students, whether during or after their appointment except in the proper course of their association or as required by English law. “Confidential Information” shall include all information which has been specifically designated as confidential by Birkbeck and any information which relates to Birkbeck’s current and future business activities, or to any staff, student or donor, the unauthorised disclosure of which would embarrass, harm or prejudice Birkbeck. Nothing in this Agreement shall be taken to prevent the appointee from making a protected disclosure as defined by Part V of the Employment Rights Act 1996,
• Bring the College into disrepute.

18.6 The appointment process for Visiting Researchers and Placement Students//Secondment is defined locally by each Faculty, and may be devolved to the individual School for reasons of practicality. When appropriate, the Faculty may charge a Visiting researcher a bench fee for use of the College resources. The level of bench fee should be proportionate and agreed with Finance. If a bench fee is to be charged this must be outlined in the request form and in the appointment letter.

18.7 The appointment shall continue until it immediately terminates on the date set out in the letter of appointment and Terms and Conditions, without the need for Birkbeck to providing further notice.

18.8 The Faculty Office will manage the process and make any local changes to this that are necessary. A report of appointments made will be shared with the Faculty Executive once a term at a designated meeting, and this will form part of the termly report to Academic Board.

18.9 The continuance of the status is subject to compliance with Birkbeck’s standards, policies, and regulations and completion of Birkbeck’s mandatory training within the specified timeframes.

18.10 Birkbeck reserves the right to bring a Visiting Researcher status to an immediate close at any time. Advice should be sought from as described on our website where matters of Research Misconduct are alleged or from e.g. ASQ colleagues where any other misconduct is alleged. The Executive Dean may terminate the appointment. The Faculty Office will advise the affiliate appointee in writing, and will terminate the appointment on the relevant systems.

18.11 If the Head of School receives notification from the affiliate that they wish to end their Visiting Researchership, they should notify the Faculty Office, who will issue a letter of termination, and will terminate the appointment on the relevant systems.

18.12 Placement Students/Secondments should follow the termination process described in the secondment contract.