Guidance on Professional Boundaries

This guidance supports the Staff and Students Personal Relationships Policy and sets out the expectations for all staff in maintaining professional boundaries based on trust, confidence and equal treatment. 

Staff are described broadly and describes people who perform work on behalf of the University (paid or unpaid). This includes casual staff, postgraduate students conducting teaching, graduate teaching assistants (GTAs), honorary staff, emeritus staff, governors, as well as third parties (e.g. contractors). These examples are not exhaustive.

Students are described broadly and describe a person who is studying on any course arranged by or through the University, for example a taught undergraduate or postgraduate qualification, postgraduate research qualification, or apprenticeship qualification.

Guidance for Maintaining Professional Boundaries with Students

Relationships 

• Staff should not enter into friendships with students that may be seen as favouritism or special.
• Be clear with students that you are not in a position to offer complete confidentiality and that you may need to share disclosed information if the student is at risk.
• Staff should think carefully prior to socialising with students and never do so away from campus or a non-University event. Staff should avoid consuming alcohol in such settings. Where staff are invited to a social event by a student, they should discuss this and seek advice from their line manager.

Communications

• Staff should only use University email account, University telephone, University software and applications for communications with students.
• There are times when it may be impossible to use these communication methods. Staff should give careful consideration before giving their personal mobile phone number and have a clear rationale and justification for work purposes.
• Following difficult or contentious telephone calls, it may be beneficial to provide a summary of the conversation to the student University email account.
• Ensure contact is made during reasonable hours and times of the day.
• Write and communicate with students in a professional and business style.
• Avoid ‘banter’ recognising that it has the potential to easily be misinterpreted.

 In person contact  

• Staff should maintain an appropriate physical and emotional distance from students, even where a student may appear upset or distressed, signposting to the University’s Student Support services unless their role is specifically to provide such support.
• Staff may wish to consider meeting in one of the University cafés or meeting rooms.  However, ensure that meetings and discussions occur on campus or other University-approved premises only.
• Having open office hours can be good practice in managing the timing and frequency of meetings between colleagues and students.

Guidance for Maintaining Professional Boundaries with Staff

• Write and communicate with staff in a professional and business style.
• Avoid ‘banter’ recognising that it has the potential to easily be misinterpreted.
• Maintain an appropriate physical and emotional distance from other staff at work.
• Refer colleagues who require additional wellbeing support to appropriate University services e.g. the Employee Assistance Programme, Multifaith Chaplaincy or Occupational Health service.
• Avoid paying undue special attention to a particular member of staff.
• Only use University email accounts, telephone and internet access for work-related communications with staff to maintain professional communications and boundaries.
• Where possible, ensure that work meetings and discussions occur on campus or other appropriate premises.
• The Staff and Students Personal Relationships Policy applies in the workplace (whether onsite or remote) and in any setting outside the workplace which involves University staff or students, care should therefore be taken to ensure professional boundaries are maintained, especially where alcohol may be consumption.
• Ensure that work and business meetings occur on campus or other University-approved premises.
• Be aware that any email sent to a staff member about a colleague may be disclosed to them under the General Data Protection Regulations.

Definitions

Intimate personal relationship means a consensual relationship that involves either physical intimacy (including isolated or repeated sexual activity), romantic intimacy, or emotional intimacy.

Close personal relationship means a relationship where the parties are related, there is a financial dependence, a business/commercial relationship or a very close friendship. A very close friendship would be where the individuals are well-acquainted and engage frequently in activities together which are unrelated to work or study.

Conflict of interest is a situation in which someone cannot (or can be perceived not to be able to) make fair decisions, judgements or actions because it also impacts them personally or their personal interests (e.g. financially, romantic interests, family ties).

Abuse of power is where someone uses their position of power or authority in an unacceptable manner such as to exert influence, control or manipulate people.

Vulnerable adult is anyone over the age of 18 years who may be unable to protect themselves from abuse, harm or exploitation which may be due to factors such as illness, disability or other types of physical or mental impairment.

Position of trust is a legal term that refers to certain roles and settings where an adult has regular and direct contact with children, young people or adults at risk.

Consent to an intimate relationship is agreeing by choice and having the freedom and capacity to make that choice. The person seeking consent should always take steps to ensure that consent is freely given, that it is informed and recognises that it can be withdrawn at any time.