1. Document Control
Policy Owner: Principal / Director (or Head of HR/Operations where appointed)
Responsible Committee: Academic Board (for academic staff standards) and Management Committee (for operational staff standards)
Approval Authority: Principal / Director
Effective From: [Insert date]
Review Date: [Insert date, typically 12 months]
Version: 1.0
Applies To: All employees, associates, visiting lecturers, contractors, volunteers and any individuals representing Equra College London in a professional capacity.
2. Purpose
Equra College London is committed to maintaining high standards of professionalism, integrity and accountability across all staff roles. This policy sets out:
a. Recruitment and selection principles including fair recruitment, role clarity and appropriate checks.
b. Professional conduct expectations for all staff.
c. Standards relating to safeguarding, equality and respectful working relationships.
d. Expectations relating to confidentiality, conflicts of interest, and appropriate use of College systems.
e. How concerns about conduct are addressed fairly and proportionately.
This policy supports partner readiness by ensuring the College can evidence robust staff governance and professional standards.
3. Scope
This policy applies to all staff and representatives of Equra College London, including:
a. Academic staff, teaching associates, visiting lecturers and guest tutors.
b. Professional services and administrative staff.
c. Contractors, consultants and agency staff.
d. Volunteers and student ambassadors where applicable.
This policy applies in all settings where staff represent the College, including on campus, online, at partner sites, on placements where relevant, during events, and on professional social media where conduct could reasonably be linked to the College.
4. Principles
Equra College London’s approach is based on:
a. Fairness, transparency and equal opportunity.
b. Merit-based recruitment and clear role expectations.
c. Professional conduct that safeguards students, colleagues and the College’s reputation.
d. Compliance with safeguarding, equality, health and safety, and data protection requirements.
e. A proportionate and consistent approach to addressing conduct concerns.
5. Recruitment and Selection Standards
5.1 Workforce planning and role design
All roles must have a clear job description and person specification, including required qualifications, experience, responsibilities and reporting lines.
5.2 Fair recruitment and equal opportunity
Recruitment must be conducted fairly and in line with the College’s Equality, Diversity and Inclusion commitments. Selection decisions must be evidence-based and recorded.
5.3 Selection methods
Selection may include application screening, interview, teaching observation (for academic roles), skills tests, and reference checks as appropriate to the role.
5.4 Vetting and pre-employment checks
The College will apply proportionate checks depending on the role, which may include:
a. Right to work checks in accordance with UK requirements.
b. Identity verification.
c. Qualification and professional membership verification where required.
d. Employment history and reference checks.
e. Disclosure and Barring Service (DBS) checks where required by safeguarding risk, role duties, partner requirements or access to vulnerable groups.
f. Conflict of interest declarations.
No individual may commence regulated activity where a required DBS check has not been completed and reviewed, unless a formal and documented risk-based decision is made in line with safeguarding requirements.
5.5 Induction
All staff must complete induction relevant to their role, which must include, as appropriate:
a. Safeguarding awareness and reporting routes.
b. Equality and dignity at work expectations.
c. Data protection and confidentiality.
d. Health and safety expectations.
e. Academic standards and assessment integrity expectations for teaching roles.
f. IT acceptable use requirements.
6. Professional Conduct Standards
6.1 Core expectations
All staff must:
a. Act professionally, respectfully and ethically.
b. Treat students and colleagues with dignity and fairness.
c. Maintain appropriate professional boundaries with students.
d. Follow College policies, procedures and lawful instructions.
e. Communicate clearly and appropriately in person and in writing.
f. Avoid behaviour that could harm students, colleagues, or the College’s reputation.
6.2 Professional boundaries with students
Staff must maintain appropriate boundaries and must not:
a. Engage in inappropriate relationships with students where there is an actual or perceived power imbalance.
b. Use personal influence to pressure, intimidate or manipulate students.
c. Share personal contact details with students unless permitted for academic purposes and in accordance with College processes.
d. Communicate with students through unofficial channels for academic matters where official systems are available.
6.3 Respectful workplace culture
Bullying, harassment, victimisation and discrimination are not tolerated. Staff must contribute to a safe and respectful environment.
6.4 Timekeeping, reliability and performance
Staff are expected to fulfil contractual responsibilities and deliver reliable service. Persistent performance concerns or misconduct will be addressed through fair management processes.
7. Academic Professional Standards (Teaching and Assessment Roles)
Academic and teaching staff must:
a. Teach in line with approved module and programme specifications.
b. Use inclusive teaching practices and support student learning.
c. Set and mark assessments fairly in line with assessment regulations, criteria and moderation requirements.
d. Maintain academic integrity, including responsible use of AI tools in teaching and assessment.
e. Maintain accurate academic records, including attendance and assessment records where required.
f. Engage with quality assurance processes such as standardisation, moderation and programme monitoring.
8. Confidentiality, Data Protection and Information Handling
8.1 Confidentiality
Staff must protect confidential information relating to students, staff, applicants and College operations, and must not disclose such information without lawful basis and authorisation.
8.2 Data protection compliance
Staff must comply with the College’s Data Protection Policy and privacy notices when handling personal data.
8.3 Secure handling
Staff must use approved systems, follow records management guidance, and report any suspected or actual personal data breaches immediately in line with the College’s Data Breach procedure.
9. Conflicts of Interest, Gifts and Hospitality
9.1 Conflicts of interest
Staff must declare any actual or potential conflict of interest, including:
a. Personal relationships that may influence professional decisions.
b. Financial interests connected to suppliers, partners or students.
c. External work that may conflict with College responsibilities.
9.2 Gifts and hospitality
Staff must not accept gifts or hospitality that could influence decision-making or create a perception of impropriety. Any gifts or hospitality must be declared where required by College processes.
10. Use of College Systems, Property and Social Media
10.1 IT and systems
Staff must comply with the IT Acceptable Use Policy (Staff) and use College systems responsibly.
10.2 College property
College property and resources must be used for authorised purposes only.
10.3 Social media and public communications
Staff must:
a. Avoid posting content that could bring the College into disrepute.
b. Maintain professional standards in public-facing communication.
c. Avoid disclosing confidential information.
d. Make clear when views are personal where there is a risk of perceived endorsement by the College.
11. Safeguarding Responsibilities
All staff have a responsibility to safeguard students and others who may be at risk. Staff must:
a. Follow the Safeguarding Policy and reporting procedures.
b. Raise concerns promptly using the designated reporting route.
c. Co-operate with safeguarding investigations and risk assessments.
12. Managing Concerns and Alleged Misconduct
12.1 Informal resolution
Where appropriate, minor concerns may be addressed through informal management guidance and support.
12.2 Formal action
Serious concerns or repeated issues may be addressed through formal processes. The College will take a fair and proportionate approach, which may include investigation, meetings, and an outcome decision.
12.3 Procedural fairness
When conduct concerns are considered, the College will ensure:
a. Clarity of allegations or concerns.
b. Opportunity for the staff member to respond.
c. Evidence-based decision making.
d. Appropriate record keeping.
e. Right to be accompanied where applicable and appropriate.
12.4 Serious misconduct
Examples of serious misconduct may include:
a. Harassment, discrimination or bullying.
b. Safeguarding breaches.
c. Fraud, theft or dishonesty.
d. Serious data protection breach or deliberate misuse of confidential information.
e. Violence, threats or intimidation.
f. Impersonation, falsification of records or qualifications.
g. Serious academic integrity breach by staff in assessment or marking processes.
13. Training and Awareness
The College will provide, and staff must complete where required, training relating to:
a. Safeguarding.
b. Equality and inclusive practice.
c. Data protection and information security.
d. Health and safety.
e. Assessment governance and academic integrity for teaching staff.
14. Monitoring and Review
The College monitors implementation of this policy through recruitment records, staff training completion, staff performance management, conduct cases and quality assurance reviews. This policy will be reviewed annually or sooner if partner or regulatory requirements change.
15. Related Policies and Documents
This policy should be read alongside:
a. Safeguarding Policy and Procedure
b. Equality, Diversity and Inclusion (EDI) Policy
c. Anti-Bullying and Harassment Policy and Procedure
d. Health and Safety Policy
e. IT Acceptable Use Policy (Staff)
f. Information Security Policy
g. Data Protection Policy
h. Data Breach Incident Response Procedure