Staff and Students Personal Relationships Policy

1. Policy Statement

1.1 Sheffield Hallam University is committed to providing a safe, welcoming and inclusive working environment. Our vision is that of a culture of inclusion and we expect all our staff and students to behave in a manner which respects professional boundaries and the Hallam Values.

1.2 Staff and students should recognise their responsibilities in maintaining professional boundaries and relationships given there is the potential for conflicts of interest, abuses of power, or bias (or perceptions of these) whenever a close or intimate personal relationship exists between either students and staff, or staff members.

1.3 The policy should be read in conjunction with the guidance for maintaining professional boundaries as well as the University’s Code of Behaviour and policies on the Prevention of Sexual Harassment and Sexual Misconduct, as well as Prevention of Bullying, Harassment and Victimisation.

2. Policy Principles

2.1 The University’s approach to personal relationships will be:

2.1.1 To ensure that appropriate safeguards and processes are in place to prevent and protect staff and students from impropriety, bias, abuses of power, conflicts of interest, harassment and sexual misconduct (or allegations of these).

2.1.2 Guided by whether there is an imbalance of power/authority/influence and the potential for a conflict of interest to arise. 

3. Scope of the Policy

3.1 This policy applies to intimate personal relationships and close personal relationships which are collectively referred to as personal relationships in the workplace (whether onsite or remote) and in any setting outside the workplace which involves University staff.

3.2 For the purposes of this policy staff is used broadly and describes people who perform work on behalf of the University (paid or unpaid). This includes casual staff, postgraduate students conducting teaching or assessment to other students, graduate teaching assistants (GTAs), honorary staff, emeritus staff, governors, as well as third parties (e.g. contractors). These examples are not exhaustive.

3.3 For the purposes of this policy student is used broadly and describes 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.

3.4 Students on a placement in an external organisation, for example medical students and teaching students, must adhere to any policies on personal relationships within the external organisation.

3.5 Where a matter concerns a person under the age of 18, or a vulnerable adult, the University’s Safeguarding Policy should also be used in conjunction.

4. 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.

5. Relationships between Staff and Students

5.1 While the University does not wish to interfere with the personal lives of staff, the University strongly disapproves of and discourages staff embarking on close or intimate personal relationships with students. Such relationships involve serious difficulties rooted in unequal power, and therefore choice, as well as real problems in maintaining professional and personal boundaries. They have the potential to put students in a difficult and compromising position, as well as disrupt the teaching, learning and working environment for other students and staff.

5.2 The University prohibits staff members from having direct academic responsibilities or direct professional responsibilities for a student where a close or intimate personal relationship exists. This includes, but is not restricted to, teaching, tutoring, supervision, assessment, pastoral welfare, mentoring, research, admission/selection, as well as wellbeing, advice and guidance roles (these examples are not exhaustive).

5.3 Where an intimate personal relationship exists or develops between any staff member and a student, even if there is no direct academic or professional responsibilities, the staff member must declare the relationship as soon as possible in line with the steps at Section 7 of this policy. This enables the University to assess whether any potential or actual conflict of interest exists. For clarity this applies to staff who have a role in selection of candidates or admission of students to the University.

5.4 Where a close personal relationship exists or develops between a staff member and a student and there is direct academic responsibilities or direct professional responsibilities for the student, the staff member must declare the relationship as soon as possible in line with the steps at Section 7 of this policy. For clarity this applies to staff who have a role in selection of candidates or admission of students to the University.

5.5 Some individuals may have dual roles such as a staff member for the purpose of this policy whilst also being a University student. The principles of this policy in Section 2 will inform how such situations are managed.

5.6 Staff must not enter into a sexual relationship with:

• A person under the age of eighteen where that person is in a position of trust in respect of that child even if the relationship is consensual. This is considered a criminal offence under the Sexual Offences Act, 2003.
• A vulnerable adult where that person is in a position of trust in respect of that person, even if the relationship is consensual.

6. Relationships between Staff Members

6.1 The University recognises that close or intimate personal relationships may develop between staff and that these can coexist in a healthy, safe and inclusive workplace. These relationships are not prohibited.

6.2 All staff must declare close or intimate personal relationships with other members of staff as per the steps within Section 7 of this policy in the following situations:

• Where a relationship begins that may give rise to a real or perceived conflict of interest, exploitation, favouritism or bias
• Where a relationship already exists and a new situation arises that may give rise to a real or perceived conflict of interest, exploitation, favouritism or bias.

6.3 Where a close or intimate personal relationships exists or existed between staff, the following activities would likely result in an actual or perceived conflict of interest (this list is not exhaustive):

• Direct or indirect line management reporting lines
• Involvement in recruitment and selection activity/decisions
• Decisions concerning pay, job grading or promotion
• Provision of employment references
• Decisions on the award University contracts or purchasing of services
• Decisions concerning the outcome of formal University procedures

7. Procedure for Declaring and Managing Close or Intimate Personal Relationships

7.1 Where staff are uncertain about whether they should declare a relationship, or where the circumstances concerning a previously declared relationship have changed, they should seek advice from their line manager in the first instance. Students should seek advice from their Head of School/Institute/Research Degrees.

7.2 All declarations will be treated sensitively and confidentially. Please see Section 9 for further privacy information.

7.3 Failure to declare a relationship as required by this policy is a serious matter and will be investigated under the University's Problem Resolution Framework. Where the relationship results in or could potentially have resulted in an unfair advantage or disadvantage to any of the parties, disciplinary action may be taken, which could include dismissal.

7.4 All declarations required by this policy must be made either:

• Within one week of the relationship developing or the new situation arising
• Within one month of this policy implementation date (1st August 2025), if an ongoing relationship started before 1st August 2025
• During the recruitment and onboarding process 

7.5 Those declaring a relationship should inform the other party that they are doing so. This is because the other party’s respective line manager (if a staff member) or Head of School/Institute/Research Degrees (if a student) will need to contact them to ensure they are aware of the declaration.

7.6 It is the responsibility of the staff member to declare a close or intimate personal relationship with a student using the Staff-Student Declaration Form. Students can also declare such a relationship using the Student Declaration Form.

7.7 Where close or intimate personal relationships need to be declared between staff, it is the responsibility of both members of staff to declare the relationship using the Staff-Staff Declaration Form.

7.8 The person receiving the Declaration Form may need to discuss the matter confidentially with more senior management, the student’s Head of School/Institute/Research Degrees, or the line manager(s) of staff involved in a relationship, to determine what immediate action or amended duties are needed to manage the situation. Any action or amended duties should be recorded on the declaration form. Advice can also be sought from HR&OD.

7.8.1 There is specific guidance for line managers where a declaration concerns a relationship between a postgraduate research student and their supervisor.

7.9 Where a staff member has direct academic responsibilities or direct professional responsibilities for a student where a close or intimate personal relationship exists:

7.9.1 The staff member must immediately stop this activity i.e. teaching, tutoring, assessing, pastoral welfare, supervising, mentoring, research, personal development, pastoral care (this list is not exhaustive).

7.9.2 The student’s Head of School/Institute must be made aware of the declaration.

7.9.3 On a case by case, and in accordance with the principles of this policy, the University will try to identify ways in which the staff member can continue working by amending their duties to avoid direct academic or professional responsibilities for the student. This may include (but is not limited to) moving the staff member on a temporary or permanent basis to another role or work area/location.

7.10 Any action or amended duties put in place will be communicated to the parties concerned (where appropriate). These will be subject to review and may be removed or changed if the relationship ends.

7.11 Where the immediate action or amended duties fail to address the risks of a conflict of interest, abuse of power, or bias (for example there continues to be direct responsibilities or involvement in the student’s academic studies and/or pastoral welfare), or the staff member(s) refuses to move to another role or work area/location, the University may take disciplinary action up to and including dismissal. A decision to dismiss the staff member will only be taken as a last resort in circumstances where there is no other reasonable course of action.

8. Reporting Unacceptable Behaviour and Concerns

8.1 The University does not tolerate any form of discrimination, harassment, bullying, sexual misconduct or victimisation. The University’s Code of Behaviour and policies on the Prevention of Sexual Harassment and Sexual Misconduct, as well as Prevention of Bullying, Harassment and Victimisation sets the high standards of behaviour and conduct expected of staff at all times.

8.2 Staff should always conduct themselves in a professional manner and not behave in any way that may place themselves at risk of any suggestion of impropriety or bias. They should also not allow personal disputes to impact on the performance of their work, the working environment, other colleagues or students. If an individual has concerns about professional boundaries and working relationships between a staff member and a student, they can contact either Report + Support or HROD for advice.

8.3 If a student finds themselves subject to, or witnesses, unwanted or inappropriate behaviour by staff or they find themselves involved in a relationship which they do not consider to be consensual, they should seek support from and report the matter to Report + Support where they can make either a full report or anonymous disclosure.

8.4 If a member of staff finds themselves subject to, or witnesses, unwanted or inappropriate behaviour from other members of staff or students, they should speak with their line manager in the first instance or appropriate senior manager. Alternatively, they can seek support from and report the matter to Report + Support where they can make either a full report or anonymous disclosure.

9. Privacy Information

9.1 Any Personal Data collected and processed in accordance with this policy will be processed by the University as described in this policy and as follows:

9.1.1 The legal basis on which the Personal Data collected via the declarations made under this policy is ‘Public Task’. This lawful basis exists where we can demonstrate that we are carrying out the task in the public interest, in this case that is for the protection of both students and staff where there may be risks as described in this policy. We are also exercising our ‘official authority’. In this case the University is required to take appropriate and reasonable action to comply with relevant regulatory requirements from the Office for Students (OfS) Condition E6: Prevent and Address Harassment and Sexual Misconduct.

9.1.2 The information will be shared on a need-to-know basis with those internal individuals, schools, institutes or departments identified in this policy who reasonably need to be aware of the relevant information in order to assess and manage any risks associated with the declarations, including support for the affected staff and/or students.

9.1.3 The data will be held in the relevant staff member(s) record identified in the declaration for 6 years after the termination of the employment contract.

9.1.4 Further general information regarding the processing of personal data and your data protection rights can be found in the University Privacy Notices.

Associate Policies and Guidance

Prevention of Bullying, Harassment and Victimisation Policy

Prevention of Sexual Harassment and Sexual Misconduct Policy

Code of Behaviour

Problem Resolution Framework

Examples of Unacceptable Behaviour

Disciplinary Procedure

Safeguarding Policy

Netiquette

University Conflict of Interest (Register of Interests)

Anti-Bribery Policy

Domestic Abuse Guidance

Further Support Links for Staff

Report and Support​​​​​​​ (For Staff and Students)

Employee Assistance Programme (For Staff)

Hallam Help (For Students)

Students’ Union Advice Centre (For Students)

Student Wellbeing Service (For Students)

Multifaith Chaplaincy (For Staff and Students)

Trade Unions (Staff Only)

References

Condition E6: Harassment and Sexual Misconduct