Relationships at work policy

The professional relationship between an employee and a student is vital to the student’s educational advancement. A professional relationship in this context refers to one where the employee has a role in the administration, admission, assessment, supervision, tutoring, teaching, or pastoral care of the student.

The College expects employees to display the highest professional standards at all times and maintain appropriate relationships with students to limit the risk of sexual misconduct, abuse of power or conflict of interest scenarios occurring. Therefore, members of staff are strongly discouraged from entering into personal relationships or developing close personal friendships with students for whom they have a professional responsibility.

Where a personal relationship exists or develops between an employee and a student, the employee must declare the relationship, in confidence, to their line manager, or the line manager’s manager. Whilst the declaration will be treated confidentially, the line manager must seek advice from the Director of Education and Student Experience (or nominee) and the Principal HR Business Partner (or another senior member of the Human Resources Department).

A meeting will be arranged with the employee and their line manager to discuss any potential or actual conflict of interest and the impact of such on the professional role of the employee, and to determine what, if any, steps may be taken. Birkbeck respects an individual’s right to privacy in such situations; therefore, the purpose of this meeting is to agree positive and constructive practical steps, it is not to discuss details of the relationship itself. The Director of Education and Student Experience (or nominee) will hold a meeting with the student to discuss the case.

The line manager and the Director of Education and Student Experience (or nominee) will meet to discuss the findings from the meetings with the member of staff and with the student, in order to agree any actions.

Brief written notes of the meetings should be made and a copy given to the employee from their meeting and to the student from their meeting, along with a record of the agreed actions. The line manager must send the notes of their meeting to the HR Business Partnering team, to upload to the employee’s personal file.

Examples of necessary steps may include, but are not limited to, changing the student’s personal tutor, making alternative assessment arrangements, moving one or both parties to another area of the College, moving the individual to report/study under another employee unrelated to the situation.

All staff must be particularly mindful of students who are either under the age of 18, or an adult known or suspected to be vulnerable. If an employee recognises a student requires support or assistance relating to issues under this policy, which would go beyond their job description, the employee must refer the student to Wellbeing Services who can assist the student appropriately.

Employees who are uncertain as to whether they need to declare a relationship may seek confidential advice from the Principal HR Business Partner. Students can seek advice from the Director of Education and Student Experience (or nominee).

Where employees who work together are in a personal relationship it can create the potential for a conflict of interest, breach of confidentiality, abuse of power or sexual misconduct scenario to arise.

Where such a personal relationship exists or develops between employees who either work together in the same area, or across faculties/schools/professional services departments, or where one employee in the relationship is in a position of authority over the other, the individuals must declare their relationship in confidence to each of their line managers, or their manager’s manager.

All staff must be mindful of personal relationships between members of staff, particularly where one or both parties are either under the age of 18, or an adult known or suspected to be vulnerable.

Whilst the declaration will be treated confidentially, the line managers may need to seek advice from Human Resources.

A meeting with each employee and their line manager (or next level senior manager where the line manager is party to the relationship) will be held to determine whether there is a potential or actual conflict of interest, and if so, to determine what, if any, steps may need to be taken. Birkbeck respects an individual’s right to privacy in such situations; therefore, the purpose of this meeting is to agree positive and constructive practical steps; it is not to discuss details of the relationship itself.

Brief written notes of the meetings should be made and a copy given to each employee as a record of any agreed actions. The line manager must send these notes to the Human Resources Business Partnering team to upload to the employees’ personal files.

If it is deemed there is a potential conflict of interest under the College’s financial regulations, a member of the Human Resources Business Partnering team will disclose this to the Director of Finance.

If a member of staff is party to decisions on offers of work, payments, promotions, development and/or reward decisions, and they are in a personal relationship with one of the applicants, they should declare the conflict to the Chair of the panel or their line manager, and withdraw from the process.

Where a personal relationship exists or develops between an employee and an agency worker, contractor or consultant engaged by the College the employee must declare the relationship in confidence to their line manager. Whilst the declaration will be treated confidentially, the line manager may need to seek advice from Human Resources.

A meeting will be held with the employee and their line manager to determine whether there is a potential or actual conflict of interest and if so, to determine what, if any steps may be taken. Birkbeck respects an individual’s right to privacy in such situations; therefore, the purpose of this meeting is to agree positive and constructive practical steps, not to discuss details of the relationship itself.

A meeting may also be held between the manager and the agency worker or consultant to discuss any necessary steps to be taken.

Brief written notes of the meetings should be made and a copy given to the employee and agency worker or consultant as a record of any agreed actions. The line manager must send the notes of the meeting with the employee to the HR Business Partner for the relevant work area to upload to the employee’s personal file.

For contractors, the contracting manager must inform the supplier of the contractor, for the supplier to follow its own process.