Statement

on
Promoting Positive Campus Relations

&

Procedure for Reporting & Recording

Concerns

Reviewer: Senior Assistant Registrar – Student Support Centre

Reviewed: March 2010
CONFIDENTIAL
UNIVERSITY of DERBY
Promoting Positive Campus Relations

Procedure for Recording & Reporting Concerns

Executive Summary

1. The University has produced a statement on Promoting Positive Campus

Relations. However it is also necessary to give guidance on what the
University’s response procedures will be should there be cause for concern in
the areas indicated in that statement, for example:

- Hate Crimes & intolerance

- Incitement to hatred or violence
- Illegal extremist views or literature
- Aggressive, manipulative, covert or insistent proselytism
- Proselytism aimed specifically at identified groups
- Aggressive and deliberately provocative slogans designed to
threaten particular groups.

2. There are a number of potential ways in which this discrimination or legal

transgression might occur.

- Distribution of literature
- Speakers
- Threats to Safety
- Suspicious group activity
- Misuse of Facilities

3. Whilst these listings are not intended to be exhaustive, they provide the
background for the kinds of issues this procedure is intended to respond to

This document:

- Outlines the University’s position on Promoting Positive Campus

Relations
- Provides guidance on the kinds of issues which may be of concern
- Establishes clear responsibilities within the University for recording &
addressing concerns
- Provides details of the procedure to be followed in recording &
reporting concerns

4. This document is to be issued to Senior Managers within the University to

ensure that they are clear of the procedure to follow in the event that concerns
exist which either present an immediate risk, or have the potential to harm
positive campus relations as a result of extremist behaviour.

5. It is intended to offer this document to our contact within Derbyshire police for
consultation and comment prior to issuing. It is recognised that there is a
delicate balance to be struck between reporting concerns to the Police, and
withholding information from the Police and the risk of the potential
consequences of doing so.
 University of Derby Statement
on
Promoting Positive Campus Relations

1. Rationale

1.1 This statement is a positive response to the guidance issued by Department of

Innovation Universities & Skills (DIUS) in January 2008 titled “Promoting good
campus relations, fostering shared values and preventing violent extremism in
Universities and Higher Education Colleges.”

1.2 Rather than focus on extremist behaviour, the University prefers to emphasise
its vision for the kind of University community we want to be.

2. Introduction

2.1 The University of Derby (UoD) aims to be an inclusive community with a

commitment to its’ Core Values, and the positive behaviours associated with
those values. The University aims to create a positive, supportive environment
within which a wide variety of views and opinions can be expressed, debated
and discussed fully, with openness and mutual respect.

2.2 The University fully embraces the principles of diversity, and recognises that
within the University community there will be a range of views, practises, and
beliefs associated with the diverse ways in which people lead their lives. As a
University, UoD also values and encourages academic freedom, including
individuals’ rights to discuss and debate matters of politics, religion and ethics.

2.3 UoD also aims to contribute to raising awareness of a broad range of issues to
increase tolerance, understanding and aid community cohesion. It seeks to do
this by promoting good campus relations and encouraging a balance of views
being made available to students and staff.

2.4 It is therefore essential that all students, staff and visitors of the University
understand these principles of freedom and mutual tolerance as vital elements
in the academic and social areas of University life. This statement provides
guidance on conduct relating to these matters.

3. Campus Activities and Relations

3.1 The University respects the diversity of staff and students, and will make all
reasonable efforts to ensure that its systems and practices do not disadvantage
different cultural and religious beliefs.

3.2 At the same time the University recognises the essential value of academic
freedom and the needs of the curricula. Where staff or students take exception
to curriculum content or related materials on the grounds of their beliefs, they
are encouraged to discuss this in the context of the broad range of belief
systems that are present throughout the University community.

3.3 The University recognises the freedom to express opinion, beliefs and their
associated practice within the law, and sees such freedom as essential to a rich
experience while at the University.
3.4 The University has a positive commitment to all staff and students, and this
commitment includes the need to try to protect individuals and groups from:
- Hate Crimes & intolerance
- Incitement to hatred or violence
- Illegal extremist views or literature
- Aggressive, manipulative, covert or insistent proselytism
- Proselytism aimed specifically at identified groups
- Aggressive and deliberately provocative slogans designed to threaten
particular groups.

3.5 Where groups distribute information about their views/beliefs this information
should be open, honest and clear about its aims.

3.6 The University encourages free speech and discussion, and recognises that
such exchange will include the critical exploration of questions concerning a
wide range of views, beliefs, opinions and other forms of enquiry.

3.7 The University is committed to the premise of equality and diversity and is
therefore committed to the prevention of discrimination. It is also clear about its
responsibilities to ensure those views beliefs and opinions expressed are within
the law.

3.8 There are a number of areas of concern highlighted by DIUS in their guidance
on these matters, where this discrimination or legal transgression might occur.

- Distribution of literature
- Speakers
- Threats to Safety
- Suspicious group activity
- Misuse of Facilities

The ways in which these might constitute a legal transgression or transgression

of University policy are referred to in 3.4.

3.9 It is important to stress that the University does not want the focus to be on
avoiding or identifying transgression. The emphasis here is on maintaining a
positive environment within which transgression is less likely in a culture of
openness, respect and transparency.

4. Summary

4.1 This statement sets out the University’s position and guidance in the area of
promoting positive campus relations, and should be read as guidance for
students and staff.

4.2 The University understands that the guidance provided here should operate
within English law, particularly, the terms of the Human Rights Act, 1998.

4.3 Where disciplinary actions, complaints or other disputes arise in the University,
reference may be made to this document as a set of guidelines. However this
 guidance comprises a statement not a set of regulations. The University
regulations will take precedence in all cases where necessary.

4.4 This statement is designed to foster and protect social tolerance and respectful
relations between different groups in the University and should be read in this
spirit.

4.5 Should you have suggestions, questions or if you have a concern about matters
related to the subject of this guidance, you can contact:

Name: Ben Bailey

Title: Student Support Centre Manager
Contact No. 01332 591311
E-mail: [email protected]

Produced by: Ben Bailey/Musa Mihsein

Review Date: March 2011

Reviewer: Senior Assistant Registrar - Student Support Centre
CONFIDENTIAL
UNIVERSITY of DERBY

Promoting Positive Campus Relations

Procedure for Reporting & Recording Concerns

Section 1

Guidance
1.1 The Statement above is intended to be representative of the ongoing long term
aims of the University in sustaining a very positive campus environment. It is
recognised however that there is the potential for that to be harmed, by some
people or groups. It is therefore necessary to ensure that we have an
appropriate mechanism to deal with these concerns should they arise.

1.2 These procedures are intended to respond to potential concerns about

extremist activity which may not only harm positive campus relations but may
lead to harm to others. They are not intended to replace procedures for dealing
with matters of disciplinary action for students or staff. However disciplinary
action may be necessary as a result of a report.

1.3 There is the possibility that there will be legal transgression which we will have
a responsibility to report formally to the Police. There is also the possibility that
there will be a number of smaller concerns that exist, when combined give a
picture where there is a more significant cause for concern.

1.4 The University has appropriate contacts & links with the Derbyshire Police in
order to begin to understand these concerns and appropriately report matters to
them where it is felt to be in the interests of public safety to do so. The Police
have also been consulted in the formulating of these procedures.

1.5 These Procedures are being issued to Senior Managers within the University in
order to assist in formalising the reporting of these areas of concern. Where a
member of staff or student expresses a concern it is anticipated that this will be
reported to a Line Manager or Academic member of staff in line with other
areas of concern and will therefore be brought to the attention of a Senior
Manager.

1.6 The decision to issue this procedure to Senior Managers only, is in line with
balancing the need to ensure information which may pose a risk can be
identified, with the risk of creating a culture of over-reporting and mistrust about
legitimate activity.

Guidance about what kinds of concerns there might be:

1.7 Useful guidance on these issues has been produced in the HE sector in the
following reports a brief summary of which is below:
 - Promoting good campus relations: dealing with hate crimes and
intolerance (UUK: Nov 2005)
- Promoting good campus relations, fostering shared values and
preventing violent extremism in Universities and Higher Education
Colleges (DIUS: Dec 2007)

1.8 Hate crimes, intolerance and extremism can manifest themselves in many
ways, and may raise a variety of different concerns. For example:
- verbal abuse
- harassment
- victimisation
- threats
- negative coverage of particular groups
- conflicts between groups or individuals
- vandalism, graffiti, inflammatory literature
- physical assault
- threatening campaign activities or violent protest
- presence of no go areas on campus

1.9 The guidance issued by the Department for Innovation Universities & Skills
(DIUS) identifies six main areas of activity which may raise some cause for
concern, aimed at helping to build understanding about what we should be
concerned about:

- Suspected Extremist Literature on Campus

- Speakers
- Inappropriate use of the Internet
- Threats to Safety
- Suspicious group activity
- Misuse of Facilities

1.10 The University is looking to balance the need to be aware of the potential for
hate crimes and intolerance, with “the importance of upholding freedom of
speech and freedom of enquiry under the law.” (UUK: Nov 2005)

1.11 It is therefore important that the consideration to these issues is given, when
planning an activity or implementing policy and procedures in order to ensure
that this balance is understood and promoted providing inclusive opportunities
in line with the University’s Statement on Promoting Positive Campus Relations
above.

1.12 It is when these activities become damaging to campus relations or illegal that
the University should act. However recognising when something concerning
has become illegal, or when a series of concerns come together to create a
picture which is either damaging, illegal or potentially illegal and/or harmful is
not always easy.

1.13 Should these concerns arise the University will need to consider:
- Has there been conduct which constitutes a criminal offence under
terrorism, racial or religious hatred legislation.
- Has there been material produced which constitutes a criminal
offence under terrorism, racial or religious hatred legislation.
 - Have internal policies on values, codes of conduct, use of facilities
etc… been broken.
- What is the impact on the student & staff of the actions, and does this
need to be addressed
- If the content/activity is not illegal, has there been the opportunity for
a balance of views

1.14 It is important that these concerns are reported within the University and
addressed and discussed. This is in order to ensure a full picture about the
range of concerns which might exist can be brought together to understand
whether there are further responsibilities we will need to take.

1.15 There may be occasions when there are such immediate and significant
concerns about:
- acts of violence
- violent protest
- direct information about potential or imminent terrorist activity

In these circumstances the concern will need to be addressed immediately

Section2

Reporting Concerns
Concern or Suspicion with an immediate threat of risk to others

2.1 If it is necessary to seek emergency assistance to prevent immediate risk of

harm to others you should contact the Police on 999 to report your concern. If it
has been necessary to do this you should following reporting to the Police
immediately inform either Pro Vice Chancellor for Learning, Teaching &
Scholarship (PVC) or Senior Assistant Registrar – Student Support Centre
(SAR)

2.2 PVC Learning, Teaching & Scholarship 01332 591004

Senior Assistant Registrar – Student Support Centre 01332 591311

2.3 The Police will decide on the appropriate course of action for the University
community as necessary in conjunction with the PVC and SAR.

Concern or suspicion without an immediate threat of risk to others

2.4 Where a member of staff has alerted you that they have become concerned
about behaviour or material which may harm positive campus relations, or may
pose a risk to others, you should discuss your concern with either the PVC or
SAR.

2.5 The PVC and SAR will formally record the concern using Form CR1 (Appendix
1) and make a decision as to whether this concern needs to be taken further.
This could involve reporting information to the Police.

2.6 If after consultation and discussion it is agreed that it is not necessary to take
any further action at this stage, the decision to take no further action and the
reasons for taking that decision should be recorded.

2.7 In the absence of the PVC, daily deputising arrangements are in place within
the University Executive. In the absence of the SAR, reports should be
considered by the Director of SSIS or their nominee.

2.8 The PVC & SAR should recognise that their responsibility in making a
decision not to share information at this stage. In the interests of
safeguarding others, information should not be withheld lightly
OUTLINE of PROCEDURE

Concern

Immediate risk of harm to others No immediate risk of harm to others

Contact Report to PVC

Police Learning, Teaching &
999 Scholarship or SAR

PVC/SAR to Record
& Consider report

Decision to Report Decision not to

report

Inform Vice Consider collected

Chancellor Reports
or Acting Deputy continuously

Report to Patterns of concern,

Derbyshire Police Cumulative reports
designated highlight potential
Contact risk
Section 3

Development & Training

3.1 The University is a diverse community, and already has significant levels of
engagement from and with the local community, and community groups.

3.2 The Community Relations Group set up to address positive actions to maintain
the good campus and community relations we enjoy, is working on mapping
this network of engagement and seeking to ensure the University has a suitable
reference panel within the local community to assist in understanding issues
and perspectives. It would look to utilise this reference panel and gain support
as necessary in tackling University concerns for maintaining positive campus
relations, as well as assisting in dealing with incidents should that be
necessary.

3.3 The PVC & SAR will be responsible for ensuring that they maintain a
continuous professional development profile which continues to maintain and
develop the understanding of the issues, legislation and guidance in this area.

3.4 Continuing development and review is important in order to ensure that the
delicate balance between:
- taking action internally to promote positive campus relations
- reporting concerns to the Police,
or
- withholding information from the Police and the risk/potential
consequences of doing so can be updated and understood within
the context of best practice and the law.
Section 4

Dissemination of Procedures
4.1 These procedures are to be issued to Senior Managers within the University.
The level of dissemination is intended to be to Deans and Directors, and their
Assistant Deans or Heads of Department.

4.2 The limited dissemination of these procedures is intended, to manage the

issues related to the very sensitive nature of many of the concerns which may
be raised, meaning there is a need to use them.

4.3 The consideration of these issues needs to be at an appropriate level. The

restricted dissemination of the procedures in not intended to prevent staff or
students from raising non urgent concerns in this area, it is expected that these
would be reported through the regular chain of Line Management, it is the
formal recording and consideration of these reports which needs to be made at
a senior level.

4.4 The University Statement on Positive Campus Relations at the beginning of this
document is to be more widely distributed in order to raise awareness of the
positive behaviours expected, and the potential for some which may be seen to
be harmful.

4.5 Procedures will be disseminated to:

- Executive
- Corporate Management Team
- Assistant Deans/Heads
- DSRL Manager
- Pastoral Services Management Group
- Estates Security Manager
- Students’ Union Executive/General Manager
Appendix 1

Campus Relations - Contact Sheet

(CR1)
Name of Person completing Report:
Name: Title:

Tel No:

Name of person expressing concern:

Name: Relationship to University
– Staff/Student etc…

Address:

Tel No:

Outline of Concern:

Name(s) of person/people connected to concern:

(1) Name: D.O.B: Relationship to University
– Staff/Student etc……:

Address:

Tel No:

(2) Name: D.O.B: Relationship to University

– Staff/Student etc……:

Address:

Tel No:

(3) Name: D.O.B: Relationship to University

– Staff/Student etc……:

Address:

Tel No:

(4) Name: D.O.B: Relationship to University

– Staff/Student etc……:

Address:
Tel No:

Action Taken:

Name of Police Officer contacted to make Report (if appropriate):

Name: Title:

Tel No:

Outcome:

Date: Time: Signature:

 Additional Notes

Date & Time Notes Signature