Policies

Click to download our latest Undergraduate Student Terms and Conditions for Students Studying as part of ACM’s validated degree provision with Middlesex University

1. Introduction:

This code of conduct exists to provide guidance of legal obligations relating to external speakers and events at ACM, and to ensure that all speakers taking part in an event or activity, on an ACM campus or elsewhere in relation to ACM, act in accordance with the ACM External Speaker and Events Policy.

It is the responsibility of the event or activity organiser – the individual, named in the External Speaker submission form and the ACM Industry Link team to ensure that:

• The External Speaker Code of Conduct is communicated to all external speakers (once approved and confirmed via the External Speaker Booking Process) and the declaration form is signed, returned and stored centrally with the respective booking form.
• That all reasonable steps are taken to ensure that the requirements within it are upheld during the running of the event or activity.

2. Freedom of speech:

Freedom of speech is fundamental to ACM as a Higher Education provider. The Higher Education and Research Act 2017 requires ACM to take such steps as are reasonably practicable to ensure that freedom of speech, within the law, is secured for its employees, students and visiting speakers. All staff and students through their membership are expected to tolerate and protect the expression of opinions, within the law.

Whilst the law promotes and protects freedom of speech, it also places limits on those freedoms in order to maintain public order and safety. ACM acknowledges that it has a legal responsibility to create a balance between minimising the possibility that extremism or unlawful conduct will arise on an ACM campus and ensuring that it meets its legal obligations in relation to securing freedom of speech.

3. Conduct 

ACM expects external speakers to act in accordance with the law and not to breach the lawful rights of others. Set out below are examples of the expectations, this is by no means an exhaustive list.

During the course of the event at which he or she participates, no speaker shall:

• Incite hatred, intolerance or violence or act in any way that is a breach of the Criminal Law.
• Encourage or promote any acts of terrorism or promote individuals, groups or organisations that support terrorism.
• Discriminate against or harass any person or group on the grounds of their sex, race, nationality, ethnicity, disability, religious or other similar belief, sexual orientation or age.
• Defame any person or organisation.
• Raise or gather funds for any external organisation or cause without express permission of the Director of Creative Industry Development.

ACM reserves the right to not permit an external speaker to speak at or attend an event, to refuse to permit an event and/or to halt an event at any time if it reasonably considers there may be a breach of the External Speaker and Events Policy or of any legal obligation.

4. Segregation

ACM as a Higher Education provider, employer and service provider has duties under the Equality Act 2010 and Higher Education (Freedom of Speech) Act 2023. ACM will not unlawfully discriminate against students, employees and other individuals to whom services are provided.

Segregation by sex or gender is not permitted in any academic meetings or at events, lectures provided for students, or at events attended by members of the public or employees of ACM. Segregation is therefore not permissible for any event covered by the ACM External Speaker and Events Policy and this Code of Conduct.

5. Date of Approval and Next Review

Version:                        1.3

Approved on:               01 Sep 2025

Approved by:               Academic Board

Next Review:               August 2026

Download this code of conduct

The .pdf version linked above contains the ACM ‘External Speakers and Code of Conduct Declaration Form’, which needs to be read and signed by all external speakers to ACM.

The Equality Act 2010 (Specific Duties and Public Authorities 2017 requires gender pay reporting for employers with 250 or more employees to publish statutory calculations showing how large the pay gap is between their male and female employees. For organisations with less than 250 employees this is voluntary (as was applicable to The Academy of Contemporary Music in 2021-22).

View the organisation’s 2021-22 Gender Pay Gap Report here.

The Equality Act 2010 (Specific Duties and Public Authorities 2017 requires gender pay reporting for employers with 250 or more employees to publish statutory calculations showing how large the pay gap is between their male and female employees. For organisations with less than 250 employees this is voluntary (as was applicable to The Academy of Contemporary Music in 2022-23).

View the organisation’s 2022-23 Gender Pay Gap Report here.

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

ONLINE LEARNING CODE OF CONDUCT (STUDENT)

1. INTRODUCTION

1.1 This Online Learning Code of Conduct applies to all students registered on a programme of study at ACM. 

1.2 This Code is designed to protect the rights of all members of the ACM community, including staff, tutors and students and visitors. All members of the ACM community are encouraged to participate freely in the activities of the institution, both formally and informally. 

1.3 ACM expects all members of the ACM community to be respectful towards each other at all times and to conduct themselves with due regard for their own legal responsibilities. All members of the ACM community are expected to preserve and enhance ACM’s good name and reputation. 

2. SCOPE

2.1 This Code applies to all ACM students. Any breach of this Code will be taken seriously and, where deemed necessary, will be dealt with in accordance with ACM’s Student Conduct and Discipline Policy. Sanctions against unacceptable behaviour will be applied consistently in the interests of everyone’s learning, teaching and social experience. 

2.2 By enrolling at ACM, students have confirmed their commitment to comply with ACM’s rules, regulations and procedures. Students are expected to maintain familiarity with these rules, regulations and procedures and with this Code throughout their enrolment. 

2.3 ACM takes GDPR responsibilities seriously, ensuring personal data on our teaching and learning platforms is secure and confidential. We encrypt user data and regularly review our practices to maintain compliance.

3. CODE OF CONDUCT

3.1 Webcams must be switched on and ideally sited against a neutral background. A virtual / blurred background may also be used. Online learning activities should be conducted in a suitable, quiet area. If no such area or webcam background is available, or if there is a valid reason why their webcam should not be switched on, students must contact their module tutor in advance of the lesson to seek agreement. Students should note that agreement may only be given in exceptional circumstances.

3.2 Content and subject matter should strictly relate to teaching and learning. Students must avoid personal comments to maintain a professional and respectful learning environment. Discussions must remain focused and productive, promoting effective education and preventing potential misunderstandings or conflicts.

3.3 Language must be professional and respectful at all times, including any language used by persons in the background, whether they are enrolled participants in the learning and teaching or not.  

3.4 Students must wear suitable clothing at all times, as should anyone else who might be visible on screen in the student’s shared spaces.  

3.5 Students should be mindful of any personal information that may be on their computer desktop. Before sharing their screen, computer desktops should be cleared of any materials that will not be used. The deliberate or inadvertent sharing of any material that may be deemed inappropriate or offensive will be dealt with under the appropriate disciplinary procedure. 

3.6 Students are expected to respect and observe ACM’s rules and regulations at all times while engaged in online learning activities. 

3.7 Students are expected to present themselves professionally and respectfully in every aspect of academic life, including online platforms. This includes the use of appropriate profile pictures and biographies. 

3.8 If a student’s behaviour is deemed to be in breach of this Online Code of Conduct, they will be removed from the class, or the tutorial or session will be ended, and the student will be subject to investigation in accordance with ACM’s Student Disciplinary Policy. 

3.9 Breaches from staff and/or tutors will be subject to investigation in accordance with the appropriate disciplinary procedure. 

4. ONLINE LEARNING INVOLVING VULNERABLE ADULTS AND STUDENTS UNDER 18 YEARS OF AGE

4.1 All one-to-one online learning activities involving vulnerable adults or students under the age of 18 must be agreed in advance with parents/carers. Such activities must then take place only at the days/times agreed with parents/carers, and only when they or another responsible named adult are present. 

4.2 All classes/tutorials will be recorded and backed up onto an approved safe, secure workspace to provide a record and to protect both the tutor and the student. 

4.3 The Designated Safeguarding Lead (DSL) will be consulted regarding the safeguarding protocols applied to the online workspace. 

4.4 In addition to being subject to investigation, any breaches of this Code involving vulnerable adults or students under 18 years of age will be reported immediately to the Designated Safeguarding Lead. 

5. RELEVANT POLICIES AND DOCUMENTS

Internal

• Learning, Teaching, Assessment and Attainment Policy
• Student Charter
• Student Discipline Policy
• Safeguarding Policy

External

• Data Protection Act 2018
• General Data Protection Regulation (GDPR)

6. DOCUMENT OWNER AND REVIEW

6.1 This Code is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Code is carried out under ACM’s Quality Assurance Framework. 

7. DOCUMENT HISTORY AND NEXT REVIEW

7.1 This Code of Conduct applies to Academic Year 2024-25

Download this Code of Conduct: Online Learning Code of Conduct (Student)_2425

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 079: STAFF AND STUDENT RELATIONSHIPS

1. PURPOSE

1.1 The Office for Students (OfS) is the regulator for higher education in England. General ongoing condition of registration E6 was introduced by the OfS on 1st August 2025 and covers subject matter relating to incidents of harassment and/or sexual misconduct which affects one or more students, including the conduct of staff towards students, and/or the conduct of students towards students. Providers must maintain a single comprehensive source of information (SCSI) which sets out policies and procedures on subject matter relating to incidents of harassment and sexual misconduct, including intimate personal relationships between relevant staff members and students. This Policy and Procedure forms part of ACM’s response to condition E6. 

1.2 This Policy aims to safeguard students and staff from: 

• Conflicts of interest (actual or potential)
• Perceived conflicts of interest
• Intentional abuse of power 
• Unintentional abuse of power 
• Misconduct
• Alleged misconduct

1.3 This Policy forms part of ACM’s single comprehensive source of information (SCSI), which  brings together information for current and prospective students and staff about how the  ACM prevents and responds to harassment and sexual misconduct. It includes clear  information about the ACM’s policies, how to get support, how to raise concerns, and what  to expect from the processes followed by the company. 

1.4 Staff should familiarise themselves with the SCSI so they can help signpost students to appropriate support and resources and understand their responsibilities in creating and maintaining an inclusive community, where  students, staff and other persons are able to report behaviour that may amount to  harassment and/or sexual misconduct and know this will be taken seriously.

1.5 This policy does not cover:  

• Staff relationships with other staff 
• Sexual harassment 

1.6 Failure to comply with the company’s Staff and Student relationships policy may result in disciplinary action.  

2. SCOPE

2.1 This Policy applies to all permanent, fixed term employees, variable hours workers and  casual workers (unless otherwise stated within the document) except for student workers. It  also applies to all those working on a self-employed basis or through a temporary contract  with a recruitment agency. 

2.2 This Policy supersedes all other guidelines previously issued. This Policy and related  Procedure are not contractual and do not form part of the contract of employment. 

2.3 This Policy does not apply to students. Their attention, however, is drawn to this Policy and the terms and requirements placed on members of staff as defined above. In particular, students’ attention is drawn to Section 9 (9.3), Section 11 and Section 12. 

2.4 The company’s policies and associated documents help set out guidelines for conduct and  behaviour within the working environment. There is an implied culture of two-way trust and  confidence within the organisation, which governs the way in which we do things and  enables colleagues to come to work with clarity regarding their priorities and decision making. 

2.5 Other Policies to be read by staff in conjunction with the Disciplinary Procedure: 

• Investigation and Disciplinary Policy and Procedure 
• Staff Code of Conduct 
• Sexual Harassment Policy and Procedure 
• Safeguarding Policy and Procedure 

3. AIMS

3.1 This policy and procedure aim to: 

• Set out clear expectations as to staff relationships with students 
• Act as part of ACM’s SCSI
• Safeguard students and staff from acts of misconduct, abuse of power and conflicts  of interest or allegations of these natures 

4. CONTENTS

5    Definitions 

6    Roles and Responsibilities 

7    Disclosures of Relationships 

8    Close Personal Relationships 

9    Relationships with Students who are under 18 or are Vulnerable Adults 10  Admissions and Student Recruitment 

11  Non-consensual Relationships and Behaviours 

12  Advice for Students 

13  Review and Ownership of the Policy 

14  Further Contact and External Support 

5. DEFINITIONS 

Abuse of Power 

5.1 Abuse of power is where a position of power or authority is used in an unacceptable  manner. This can take various forms and may include, but is not limited to,  grooming, manipulation, coercion and pressurising others to engage in conduct they  do not feel comfortable with. 

Close Personal Relationships

5.2 Close personal relationship excludes intimate relationships, but means a relationship  where the nature, content, involvement and/or frequency of interactions and/or  communications between a staff member and a student transgress the boundaries  of professional conduct or may be reasonably perceived to do so. 

Cooling Off Period 

5.3 The Cooling Off Period, refers to the 12 month period after a student completes  their course with ACM.  

Grooming 

5.4 A deliberate process by which someone builds a relationship, trust, and emotional  connection with a child, young person, or adult at risk, in order to manipulate,  exploit or abuse them. 

Heads of Education 

5.5 Members of Senior Management and Heads of Department that oversee the  Education delivery and development, including but not limited to Academic  Registrar, Executive Dean of Education, Principal of FE, Dean of Academic Practice  and Quality Manager. 

Intimate Relationship 

5.6 Intimate relationship means a consensual relationship that involves one or more of  the following elements: 

1. Physical intimacy including isolated or repeated sexual activity; 
2. Romantic or emotional intimacy, which may be conducted in person and/or online  and/or via electronic or any other form of communication;
3. This includes brief relationships and one-off occurrences, through to marriage or life  partnerships, regardless of gender, gender identity or sexual orientation. 

Member of Staff 

5.7 Any person completing work for ACM. Including those on working on a permanent,  fixed term, variable hours or casual worker contract, irrelevant of department within  the business. 

5.8 For the purpose of this policy, member of staff also applies to those self-employed or  working through a recruitment agency.  

Relevant Staff 

5.9 Relevant staff member means a member of staff who has direct or indirect academic  responsibilities, or other direct professional responsibilities, in relation to that  student. 

Responsibility for a Student 

5.10 Responsibility for a student is defined widely and includes any teaching, professional,  pastoral or administrative responsibility or authority over a student, whether  temporary or permanent, whether formally conferred on or voluntarily assumed by  the staff member and whether the responsibility arises as part of the student’s  involvement with ACM. This includes but is not limited to lecturing, teaching classes,  overseeing projects or events, mentoring, and setting and/or marking of  examinations or other assessments of any type.  

Sexual Misconduct 

5.11 Any unwanted or attempted unwanted behaviour of a sexual nature. More  information can be found within ACM Sexual Harassment Policy and Procedure. 

Student

5.12 Any person currently studying any course or qualification at ACM either onsite or  virtually, or on any course arranged by ACM. This includes visiting students,  applicants, and offer-holders. It covers those completing work experience or  work placements. It covers all students who are registered for a course even if  their status is suspended but does not include former students who have  finished their courses, unless they are current applicants or offer holders for  another ACM course. 

Vulnerable Adult 

5.13 A vulnerable adult (also referred to as an Adult at Risk) refers to a person aged 18  or over who: 

• Has care and support needs 
• Is experiencing or at risk of abuse or neglect 
• As a result of support or care needs is unable to protect themselves 

6. ROLES AND RESPONSIBILITIES

6.1 All Workers: 

• To abide by the company’s policies and procedures 
• To support their fellow members of staff and students where possible 
• To direct students to the SCSI 
• To not withhold information  

6.2 The Line Manager: 

• To ensure their team members understand and are working in line with the company’s  policies and procedures 
• To ensure matters of concern are disclosed correctly and to act with appropriate  confidentiality  

6.3 HR Department: 

• Provide advice to line managers and members of staff in relation to the company policies  and procedures. 
• To ensure the policy and procedure are reviewed periodically, or in line with employment  law updates or changes in OfS guidance.  
• To support Heads of Education in their management of any disclosures made. 

6.4 Heads of Education: 

• To support the review of this policy periodically, or in line with employment law updates or  changes in OfS guidance.  
• To ensure that up-to-date records of declarations and conflicts of interests are  maintained; and for determining and recording how to manage each. 

7. PROHIBITION AND DISCLOSURES OF RELATIONSHIPS 

7.1 From 1st September 2025:

1. Relevant staff members are prohibited from pursuing or entering into an intimate  relationship with any current student or with any student during the cooling off period. Failure  to comply with this Policy will be considered as a disciplinary matter.  
2. Relevant staff members are strongly discouraged from having any close personal  relationship with any current student or with any student during the cooling off period and must declare to the Executive Dean of Education if such a relationship has developed, is developing or appears likely to develop between them and any student. A failure to declare  will be considered as a disciplinary matter. 

7.2 From 1st September 2025, Relevant staff members must not take on or assume a professional responsibility for a student: 

1. with whom they are in an existing intimate relationship or with whom they  previously had such a relationship;
2. with whom they are in any close personal relationship or with whom they  previously had such a relationship without first declaring this to the Executive Dean of Education, to enable them to assess the risk of conflicts of interest and put appropriate measures in place as necessary. 

7.3 If on 1st September 2025, a Relevant staff member is already in an intimate or any  close personal relationship with any student or has previously been in an intimate or any close personal relationship with any student, they should declare that relationship to the Executive Dean of Education immediately, even if the relevant responsibility for  the student has ended. 

7.4 If a member of staff is in an intimate or any close personal relationship with a  student for whom they do not currently have any direct or indirect academic  responsibilities, or other direct professional responsibilities, but where the student and  member of staff are both engaged with ACM; the relationship should be disclosed to the Executive Dean of Education so they may assess the risk of any conflict of interest  and put appropriate alternative and/or protective measures in place as necessary. 

7.5 If it is found this Policy has been breached unintentionally, for example where a  member of staff is unaware that the other party is a student, and had no reasonable  basis to suspect it, the member of staff should inform the Executive Dean of Education as soon as they become aware of the situation. If a member of staff is unsure whether a  relationship with a student should be disclosed under this Policy, the member of staff  should disclose it. 

7.6 Disclosure should be made by way of email to the Executive Dean of Education and  include the following information:

• Staff member’s name 
• Staff member’s job title 
• Staff member’s line manager 
• Student name 
• Student’s ID number (if known) 
• Student course (if known) 
• Nature of the relationship
• When the relationship began (approx.) 
• Any other information the staff member feels is relevant  

8. CLOSE PERSONAL RELATIONSHIPS

8.1. Close personal relationships are strongly discouraged and must be disclosed under paragraph 7.3 of this Policy. However, ACM recognises that the nature of the industry means it may be appropriate for staff and students for whom they have responsibility to jointly participate in informal, social activities or events, providing careful consideration is given to potential conflicts of interest, professional norms and boundaries, and to how any such behaviour might be perceived.  For any queries or concerns as to whether an event or social activity could form risk, please contact the Executive Dean of Education.  

8.2 This policy cannot be explicit as to every area which may be considered a risk but  it is generally recognised that a situation may be considered a risk: 

• where a student is dependent on the member of staff in some way, which could be emotionally, practically or  financially;
• where the situation could be considered, or could lead to accusations of, favouritism. 
• Staff must be mindful of professional boundaries in all relationships with students and must act in a way which safeguards student welfare and ensures standards of academic integrity are upheld. 

8.3 Even where a staff member does not have and is not likely to have responsibility for a student, staff should be very aware of and consider the potential for an actual or perceived imbalance of power or authority, accusations of bias or exploitation. The risks of such are likely to be heightened where there is a significant age difference between the staff member and the student; where the student is an undergraduate; and/or where the student is more vulnerable for any reason. 

9. RELATIONSHIPS WITH STUDENTS WHO ARE UNDER 18 OR ARE VULNERABLE ADULTS

9.1 Members of staff who have responsibility for any students must never enter into an  intimate relationship with a student or any other person under eighteen years of age or  with a student who is an adult at risk, irrespective of whether the member of staff has any responsibility for the student or other person. 

9.2 Staff are reminded that intimate relationships involving students (including  applicants or offer-holders) under the age of eighteen where the staff member is in a  position of trust or where the student is a vulnerable adult could fall within the scope of the Sexual Offences Act 2003. 

9.3 Any person (staff, student or external) with any concerns as to an inappropriate  relationship between an ACM member of staff and a student under the age of 18 or a  vulnerable adult should raise their concerns to the safeguarding team via dsl_inbox@acm.ac.uk and consult ACM’s Safeguarding Policy and Procedure. 

10. ADMISSIONS AND STUDENT RECRUITMENT

10.1 If an intimate or close personal relationship is pre-existing between any member of  staff who has a role in selection of candidates for admission to ACM and a candidate  seeking admission, that member of staff must inform the Executive Dean of Education at the outset of the admissions exercise so steps can be taken to avoid any conflict of  interest. The matter will, as far as possible, be handled in a way that respects  confidentiality to ensure there is no detriment to the candidate. 

11. NON-CONSENSUAL RELATIONSHIPS AND BEHAVIOURS

11.1 If a student experiences inappropriate behaviour in breach of this Policy, is involved in a relationship that they do not consider to be consensual, or if they consider that they  have been adversely affected by a misuse of power, authority, or conflict of interest,  they should make a report to the Executive Dean of Education or raise a complaint  through the Student Complaints procedure. 

11.2 Students who need additional support or advice should contact ACM’s safeguarding team (dsl_inbox@acm.ac.uk) or ACM’s wellbeing team (wellbeing@acm.ac.uk) 

11.3 Staff who believe they have experienced inappropriate sexual behaviours from a  student should follow ACM’s staff Sexual Harassment policy. 

12. ADVICE FOR STUDENTS

12.1 Members of staff should be able to direct students as to the terms of this policy and the responsibilities it places on staff. This policy will also be made available for students to view at www.acm.ac.uk/policies/ 

12.2 All members of staff should be able to direct students to the SCSI as required. 

12.3 All staff should be aware of and be able to direct students to the Student Conduct and Discipline Policy  

12.4 If an intimate or close personal relationship has developed contrary to this Policy,  even if it predates the 1st September 2025, and/or the student is not sure that the member of staff has disclosed it, the student is encouraged to advise their Executive Dean of Education or any of the other Heads of Education whom they feel able to approach. However, there will be no disciplinary consequences for the student if they do not do so. The member of staff to whom the disclosure was made will be responsible for reporting the matter to the Executive Dean of Education. 

12.5 Staff should be able to direct students to ACM’s Safeguarding Policy via www.acm.ac.uk/policies/ 

12.6 Students should pay attention to the Non-Consensual Relationships and Behaviour section of this policy (Section 11) and should be aware of the support services available through ACM and listed in paragraph 11.2

12.7 Inappropriate behaviour by a student towards a member of staff or another student  that amounts to sexual misconduct, physical misconduct or abusive behaviour, or otherwise breaches ACM’s student guidelines on behaviour, may lead to action being  taken under the Student Conduct and Discipline Policy. 

13. FURTHER CONTACTS AND EXTERNAL SUPPORT

13.1 ACAS 

• ACAS can provide further information for members of staff relating to your rights in  the workplace. For the ACAS helpline call 0300 123 1100 

13.2 Police (UK) 

• If you or someone you know are in immediate danger, call 999 
• If you wish to make a non-urgent report, call 101

14. REVIEW AND OWNERSHIP OF THIS POLICY

14.1 This policy is owned and reviewed by the HR Department.

14.2 This policy will be reviewed by the HR Department in conjunction with the Senior Management Team on an annual basis. If there are changes in law or OfS guidance which affect this policy  prior to the review date, modification may be made sooner. 

14.3 If you have a concern that this policy is not being followed, you should report this at the  earliest possible time to the HR Manager (hrrequests@acm.ac.uk ) or the COO. 

14.4 This policy will be widely promoted via the company’s intranet, HR Self- Service System,  onboarding processes and held within the company’s offices. 

14.5 If you have any questions surrounding this Policy, these should be raised to a member of  the HR Department via hrrequests@acm.ac.uk  

Download: POL_079_Staff and Student Relationships 

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

POL-080 ACM-Metropolis Visitor Student Code of Conduct

ACM’s long-standing partnership with Metropolis Studios in London gives our students access to one of the most iconic creative spaces in the world. As one of the world’s leading commercial studios, Metropolis boasts a prestigious client list which includes Kendrick Lamar, Clean Bandit, Ed Sheeran, Madonna, Amy Winehouse, Rolling Stones, Adele, Led Zeppelin, Beyonce, The Clash, Rihanna, Queen and Michael Jackson. 

The ACM-Metropolis relationship is built on shared values: artistic excellence, innovation, and a commitment to nurturing the next generation of music professionals. Together, we offer experiences that go far beyond the classroom, connecting education with the heartbeat of the global music industry.

When you step into Metropolis Studios, you step into music history. The energy of that legacy is felt the moment you walk through the door, and we want every ACM student to experience the inspiration that comes from working in a space used by some of the most influential figures in modern music. 

At the same time, Metropolis is a working commercial environment, and students visiting the studios are expected to treat the space – and the people within it – with the professionalism it deserves. These opportunities are not only exciting, they are a chance to practice the behaviours, standards, and etiquette expected in top-tier creative workplaces. By approaching each visit with respect and professionalism, students strengthen both their craft and their future career prospects.

With this in mind, it’s important that all students understand the expectations that accompany access to such a world-class facility. Metropolis Studios welcomes ACM students into its spaces as emerging professionals, and in return, we ask that everyone conducts themselves in a way that reflects positively on both ACM and the studio. 

To ensure that every visit runs smoothly, safely, and professionally, we have outlined the core behaviours and standards required of all students attending courses, sessions, events or recording opportunities at Metropolis. These guidelines are designed to help you make the most of your experience, by respecting the people and projects around you, and by upholding the level of professionalism expected in a high-profile creative workplace. 

The following points set out those expectations and should be followed at all times when representing ACM within Metropolis Studios.

Professional Studio Etiquette & Behaviour

• Arrive prepared, punctual, and ready to work or observe, and be sure to represent ACM in a professional manner at all times.
  
• Respect everyone’s role – engineers, producers, assistants, artists, runners, and other creatives.
  
• Do not approach, speak to, or attempt to interact with Metropolis clients unless explicitly invited to do so.
• Do not post about Metropolis clients on social media, and respect confidentiality regarding any projects, clients, or conversations you encounter. 
• Do not wander into any studio unless these are booked by ACM or you have been given explicit permission to do so.
  
• Seek permission before touching equipment or instruments, and be sure to handle all gear carefully and only as instructed. 
• Observe without interrupting if you are invited to sit in on a session.
• Avoid unsolicited feedback or opinions unless you are specifically invited to contribute.
• Do not record or photograph anyone or anything without explicit permission.
  
• Switch mobile devices to silent and limit their use to breaks or permitted areas.
  
• Respect the studio schedule – break times, set-ups, and resets often run to tight timelines.
  
• Stay aware of your surroundings, especially when people are moving equipment or running cables.
  
• Keep food and drink away from consoles, instruments, technical areas and equipment.
  
• Treat everyone courteously and professionally.
  
• Avoid distracting behaviour, such as side conversations or excessive movement in control rooms.
  
• Follow health and safety guidance, including safe lifting and awareness of fire exits, and report any issues or accidents immediately to staff or studio personnel.
  
• Be willing to learn – take notes, observe workflows, and ask questions at appropriate times.
  

Please be aware that ACM’s policies continue to apply during any event, session, or opportunity held at Metropolis Studios. Failure to adhere to this ACM-Metropolis Student Visitor Code of Conduct may result in disciplinary action being taken under ACM’s Student Conduct and Disciplinary Policy, which remains fully in effect at off-campus locations. Any behaviour that breaches ACM standards while at Metropolis will be treated in the same way as if it occurred on campus, ensuring transparency, consistency and accountability across all ACM-related environments. 

Policy Owner

Monitoring of the ACM-Metropolis Student Visitor Code of Conduct will be undertaken by ACM’s Head of Industry Partnerships. 

Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Metropolis Studios CEO
• Metropolis Studios General Manager
• ACM Head of Industry Partnerships
• ACM Executive Dean of Education
• ACM Quality Assurance and Enhancement Manager 

Supporting Policies

• ACM Student Charter (Code of Conduct)
• ACM Student Conduct and Discipline Policy

Document History and Next Review

Download: POL_080 ACM-Metropolis Visitor Student Code of Conduct 

Policy 001: Quality Assurance and Enhancement

1. Purpose and Scope

1.1 ACM is committed to the provision of Higher and Further Education programmes that meet relevant qualifications frameworks and standards as set out through the awarding institution’s regulations, and the associated sector quality assurance frameworks.

1.2 This policy sets out ACM’s approach to maintaining and enhancing academic quality and standards.

1.3 This policy should be read in conjunction with associated institutional regulations of Middlesex University (for validated HE provision), and University of the Arts and East Surrey College (for FE provision)

2. Policy Statement

2.1 ACM assures academic quality and standards through the deliberate implementation of strategic monitoring and review, that is supported by robust operational and Academic Governance structures that effectively support learning, teaching and the student experience.

2.2 ACM is committed to Quality Assurance and Quality Improvement of its Further Education provision aligned with regulations of the awarding institution and the Further Education and Skills inspection handbook published by Ofsted. This includes:

• embedded awareness of equality and diversity in learning activities
• learning and teaching in English and Mathematics
• learning with integrated use of information and learning technology
• integrated observation and evaluation of learning and teaching
• use of learner feedback to inform learning and teaching
• providing opportunities for teaching staff to discuss and share views about their practice.

2.3 ACM is committed to the setting and maintaining of Academic Standards, Assuring and Enhancing Academic Quality, and Information about Higher Education Provision for its Higher Education in line with the OfS conditions of registration, the UK Quality Code, and the regulations set out by the awarding institution.  ACM makes use of appropriate qualifications, credit frameworks and subject benchmarks to ensure programmes meet threshold standards.

2.4 ACM programmes are subject to validation and/or accreditation approval and inspections (or site visits) by the awarding institution that ensures that threshold qualification standards, subject benchmarks and academic quality and standards for each award are met, and aligned with the awarding institution’s regulations.

2.5 ACM is subject to regular monitoring and review by its collaborative partners, and works in collaboration with those partners to ensure that programmes delivered meet the standards and expectations of the awarding institution.

2.6 ACM operates its own academic quality assurance and enhancement policy to ensure effective cyclical monitoring and review of its programmes, with an emphasis on continuous improvement and quality enhancement. ACM works collaboratively with students as partners in learning and teaching to effectively monitor, review and enhance learning opportunities and the student experience. An evidence based approach underpins quality assurance drawing on various types of data and information to inform decision making.

2.7 Quality Assurance Cycle (P-R-I-M-E)

Effective Use of Data

2.8 ACM makes use of various data and information sources gathered to inform cyclical monitoring and review. This includes:

• Student profile data derived from statutory returns
• Use of data in relation to:
  • student engagement and academic performance
  • achievement, progression, retention data
  • Award outcomes
  • Use of contextual data (demographics / analysis)
• Student surveys, including Programme Evaluation Questionnaires (PEQ) and Module Evaluation Questionnaires (MEQ)
• National Student Survey (NSS) data
• Graduate Survey (DLHE) data

Student Representative System

2.9 ACM operates a Student Representative System that  captures  and focuses the wider student voice through a group of elected student representatives. The Student Representatives are elected through an open nomination process facilitated by the ACM Quality & Standards  department. Student Representatives report to the Student Voice and Representation Council and have membership of relevant ACM Boards and Committees.

See ACM Institutional Governance and Student Representative System Guidelines for further details.

Student Feedback Framework

2.10 ACM provides opportunities for students to provide feedback through formal and informal channels throughout their studies. Informal feedback may be given anonymously through surveys, suggestion boxes on campus, or the elected Student Representative. Informal feedback is also gathered through student meetings and interviews conducted throughout their studies.

2.11 The student voice is central to the monitoring review and enhancement process. ACM gathers formal student feedback through:

• Academic Board and Committee structures
• Quality & Enhancement Committee
• Industry-related groups
• Student Forum
• Student surveys
• Focus Groups

2.12 ACM gathers feedback from the wider student body through online survey collections that are normally administered towards the end of each study period. The data gathered through the surveys is distributed to the Boards and Committees for consideration, and the survey report responses and associated actions are communicated to the relevant student groups and made available through the student portal. All minutes and reports from the Boards and Committees are also made available to the student body through the student portal.

External Points of Reference

2.13 ACM makes deliberate use of external reference points as an integrated component of its academic quality assurance framework. This includes data and performance benchmarks from the UK HE and FE sectors, benchmarks from collaborative partners and industry.

2.14 ACM makes scrupulous use of External Examiners in line with the awarding institution’s regulations in the monitoring of academic standards in assessment practices and standards across all Higher Education programmes. ACM utilises feedback from external moderation processes to identify areas of good practice, and to provide direct responses and actions with regards to any recommendations received.

2.15 ACM liaises with External Moderators and moderation processes in the monitoring of assessment practices and standards across all approved Further Education programmes. ACM utilises feedback from external moderation processes to identify areas of good practice, and to follow up in regards to any recommendations received.

Programme Review and Approval

2.16 ACM follows the policies and procedures of the awarding institution(s) in the formal review and approval of new programmes. All arrangements for validated/accredited programmes will be set out in the Partnership Agreement and associated Memorandum of Cooperation.

2.17 A register of current approved programmes and the related agreements is maintained by the Quality and Registry departments.

2.18 Where a programme is subject to a fixed term of validation (normally 4 or 6 years), ACM will normally undertake an interim review of the programme at the midpoint of the review cycle. The amount of incremental change that may be made over the period of validation/accreditation will be subject to the awarding body’s regulations and the Partnership Agreement and associated Memorandum of Cooperation.

2.19 ACM will work with the awarding institution to ensure that fair and reasonable programme Teach Out arrangements are implemented for programmes that are no longer offered either due to the period of validation/accreditation coming to an end, the programme being superseded by a newer (re)validated programme, or for the programme no longer being offered for operational or strategic reasons. Under these circumstances ACM will work with all students that may be impacted by programme Teach Out to ensure fair and transparent arrangements are agreed.

Programme Monitoring

2.20 ACM undertakes regular review of its programmes to ensure:

• that academic quality and standards are maintained
• effective implementation of approved programmes (including the curriculum, assessment strategies, programme learning outcomes, module/unit components)
• that the programmes are current, continue to be aligned with relevant bodies of knowledge and academic rigour, and achieve the intended learning outcomes

Identifying and Sharing Areas of Good Practice

2.21 ACM provides opportunities for staff and students to identify and share areas of good practice through reporting to the standing Boards and Committees. Areas of good practice will be reviewed annually and distilled into the Annual Monitoring Reports.

Reporting and Action Planning

2.22 ACM undertakes cyclical review of its educational provision through integrated programme and module/unit reviews. Reviews are informed by student achievement data, survey data, and feedback from formal and informal channels.

Programme Review

2.23 Programme Review is normally undertaken annually, aligned with the Annual Monitoring and Self Assessment reporting cycles that are completed in conjunction with the provisions of our awarding institutions .

2.24 ACM Boards and Committees are integrated into the annual monitoring processes, providing a mechanism for staff and student consultation and input on areas of good practice and potential improvement.

2.25 Programme Reviews are normally overseen by the Dean of Education in liaison with the relevant Programme Managers.

Module/unit Review

2.26 ACM undertakes cyclical review of all modules/units of study to ensure that all components of a programme are subject to regular monitoring and review. These reviews will be informed by direct student feedback, PEQ and MEQ survey feedback, academic progression and achievement data, and other student engagement information gleaned in consultation with students, tutors, Module Leaders and Programme Managers.

2.27 Module reviews will normally be be overseen by the Programme Managers in liaison with the relevant Module Leaders and tutors.

Action Planning

2.28 ACM uses action planning as an integrated mechanism for articulating and tracking quality improvement and enhancement activity. At the Institutional level ACM maintains a:

• QAA Review Action Plan (for Higher Education provision)
• Educational Monitoring & Enhancement Report (EMER, for Higher Education provision)
• Quality Improvement Plan (QIP, for Further Education provision)
• Self Assessment Report (SAR, for Further Education provision)

2.29 Actions plans are regularly reviewed through the standing boards and committees to ensure effective monitoring of progress and periodic review of actions.

2.30 Boards and committees use Action Plans to articulate and monitor quality assurance and enhancement activity across the organisation.

3. Responsible Parties

3.31 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Quality Assurance and Enhancement Policy lead is:

• Head of Academic Quality and Standards

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Academic Quality and Standards
• Quality Assurance and Enhancement Manager
• Student Services Manager
• Executive Dean of Education
• Academic Registrar
• Programme Managers
• Senior Management Team members

4. Reference Points
   • Internal:

• Admissions Policy
• Learning, Teaching, Assessment and Attainment Policy

• External:

• Middlesex University (MDX) Regulations
• Middlesex University (MDX) Learning and Quality Enhancement Handbook (LQEH), Section 1: An Overview of quality assurance and enhancement activity at Middlesex-University.
• The UK Quality Code for Higher Education
• Office for Students (OFS) B Conditions
• UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
• Further Education and Skills Inspection Handbook (Ofsted)

5. Date of Approval and Next Review

Version:                         1.4

Approved on:               01 Sep 2025

Approved by:               Academic Board

Next Review:                August 2026

Download policy – POL_001_Quality Assurance and Enhancement Policy

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 002: ACADEMIC APPEALS

1. PURPOSE AND SCOPE

1.1.  This Policy aims to explain in an open, transparent and accessible way how ACM approaches an appeal against the decision of an ACM Assessment Board or Final Exam Board.

1.2.  This Policy outlines the provisions in place for a student appeal of an Academic outcome.

1.3.  This Policy applies to all students and is designed to ensure that students are treated in a fair and equitable manner.

1.4 This Policy applies to ACM students on HE programmes, including Foundation programmes.

FE students

1.5 ACM applies UAL’s Academic Appeals Policy and Procedure to its UAL-validated Level 3 diploma programmes. FE students should therefore follow UAL’s Academic Appeals Policy and Procedure HERE and pay close attention to Section 2 in the UAL Policy in order to determine whether they have grounds to appeal. All appeals from ACM FE students should be sent to diplomaleadership@acm.ac.uk

2. ACADEMIC APPEALS

Definition of an academic appeal

2.1 An academic appeal is a request from a student for a decision of an ACM Assessment Board or Final Exam Board to be reviewed because it is believed that an injustice has occurred. 

2.3 If an academic appeal has valid grounds (see relevant section below), the relevant decision of the ACM Assessment Board or Final Exam Board will be reviewed in the light of any new information provided by the student by following ACM’s Academic Appeals Procedure. If the appeal is upheld in full or in part, the decision of the relevant body may be rescinded, ACM may take other suitable actions, or some combination of the two.

2.4.  An appeal may only be made against a published assessment result which has been made by an ACM Assessment Board or Final Exam Board. This includes provisional results where these have been communicated. Students can therefore appeal decisions made by specially delegated Boards and provisional decisions made by a Board at which an External Examiner has not been present. 

2.5 Students wishing to understand a grade which has not yet been approved by an ACM Assessment Board or Final Exam Board should first do so informally through assessment@acm.ac.uk  If the issue cannot be resolved at this level, the programme team , who can be contacted at assessment@acm.ac.uk can assign an appropriate tutor to discuss the issue in full.

2.6 Students who have a complaint or grievance concerning the provision of a programme of study or academic service which they believe has affected the quality of their academic performance, should, before submitting an academic appeal, follow ACM’s Student Complaints and Grievance Procedures (POL 003).

Grounds for lodging an Academic Appeal

2.7 Academic Appeals against ACM Assessment Board or Final Exam Board decisions may be made on any of the following grounds:

• That a student’s performance in an assessment suffered through illness or other factors which the student was unable or for valid reasons unwilling to inform the ACM Assessment Board or Final Exam Board (FEB) through the extenuating circumstances procedures before it reached its decision.
• That there has been an administrative or procedural error in the management of the assessment.
• That the assessment was not run in accordance with the programme regulations.
• That the ACM Assessment Board  or Final Exam Board has failed to consider material circumstances relating to the delivery of a module, which adversely affected a student’s performance in assessment. This ground will only be considered acceptable if the circumstances have been the subject of a Student Complaints and Grievance procedure, and the case of the complaint has been upheld, and steps have not been taken to mitigate the effects of the circumstances.
• An Academic Appeal against a penalty imposed for academic misconduct on grounds listed in the Academic Integrity Policy.
• That some other identified irregularity has occurred. 

Invalid grounds for an Academic Appeal

2.8 An appeal may be rejected for any of the following reasons, or if it is judged to be vexatious or frivolous, without further recourse to the Academic Appeals procedures:

2.9 The Academic Appeal is a disagreement with the academic judgement of an ACM Assessment Board or Final Exam Board in assessing the merits of academic work, or in reaching a decision on progression, or on the final classification of a qualification, which has been reached in accordance with the regulations. (This is sometimes referred to as a challenge of academic judgement.) 

2.10 The student did not understand or was not aware of the published assessment regulations and procedures for an assessment, module or programme. 

2.11 The appeal is on the grounds that poor teaching, supervision or guidance affected academic performance. In such circumstances a student should submit a complaint in accordance with the Student Complaints and Grievance Procedure. An academic appeal on such grounds will only be considered if a complaint has been upheld, wholly or in part. 

2.12 No contemporaneous, independent, medical or other evidence has been submitted to support an application that academic performance was adversely affected by factors such as ill health as per the Extenuating Circumstance policy and procedure (POL 006).

2.13 The student was not aware of the procedures for presenting extenuating circumstances to the ACM Assessment Board or Final Exam Board.

2.14 No valid reason has been submitted as explanation for not submitting evidence of extenuating circumstances at the appropriate time before the ACM Assessment Board  or Final Exam Board.

2.15 The academic appeal concerns a medical condition which pre-dates the relevant assessment(s), and which the student has not raised with ACM without good reason; or which has been raised with ACM as a matter for educational adjustments and has been duly considered.

2.16 The student was subject to a disturbance or illness during an assessment and that there is no valid reason for this not to have been brought to the attention of the ACM Assessment Board or Final Exam Board before it met. 

2.17 The student had changed address or other contact details without informing ACM, resulting in assessment information being sent to an out-of-date address.

2.18. ACM receives the appeal later than the time limit, which is 21 working days from the date the student is notified of the decision of the ACM Assessment Board or Final Exam Board. The only exceptions to this deadline are as outlined below. It is the student’s responsibility to ensure that the appeal is submitted to ACM on time.

Before making an Academic Appeal

2.19 There is a time limit of 21 working days for the submission of a formal appeal to appeals@acm.ac.uk from the date of ACM Assessment Board or Final Exam Board results being communicated.

2.20 If an academic appeal arises following due process of the Student Complaints and Grievance Procedure, the time limit is 21 working days from the date the student receives the written result of this procedure.

2.21 If an appeal arises following due process of the Academic Integrity Policy, the time limit is 21 working days from the date the student receives the written result of this procedure. 

2.22 An appeal investigation should normally be completed within 21 working days of the appeal being acknowledged after submission to appeals@acm.ac.uk If an appeal investigation cannot be completed within the usual 21 working day timeframe ACM will notify the student in writing at the end of the usual timeframe. They will provide a clear explanation as to why the investigation is going beyond usual timeframes and provide an indication to the student as to when they can expect an outcome.

2.23 The staff team assigned to the appeal will consider the case and may advise the student:

• That the ACM Assessment Board or Final Exam Board will reconsider its decision taking account of this new information;
• That the ACM Assessment Board or Final Exam Board’s decision was based on a fair evaluation of the student’s assessment performance and will not be reconsidered; 
• In any other way deemed appropriate, including that the student may consider requesting a review of the appeal outcome. 

2.24 Students should only make a formal appeal if:

• They have been unable to receive an early resolution outcome from relevant members of staff;
• They are dissatisfied with the outcome of these informal early resolution discussions.

Progression of an appellant while an appeal is being considered

2.25 The decision of the ACM Assessment Board or Final Exam Board remains in force until it is formally notified by the Secretary or nominee of the ACM Assessment Board or Final Exam Board to have been rescinded. Therefore, the student remains responsible for:

1. Conforming to the requirements of the existing Board decision, such as preparation for reassessment or repetition of curriculum, pending the outcome of the appeal;
2. The consequence of not complying with these requirements should the subsequent decision of the appeal process not be in the student’s favour.

2.26 While the appeal is being processed, the appellant:

1. Shall normally be permitted to continue to the next stage of their studies unless there are exceptional circumstances or the student is appealing a termination of studies (also known as deregistration). This will not prejudice the outcome of the appeal. 
2. If the appeal concerns a termination of enrolment (deregistration) following an investigation into academic misconduct, the appellant will normally be suspended while the appeal is under consideration. Appellants in this position must obtain written permission from a member of the Academic Leadership Team or an appropriate nominee to continue studies or use ACM facilities during this period. Permission should be sought by writing to appeals@acm.ac.uk 

2.27 The provision under 2.26 (a) above is designed solely to ensure that a student whose appeal is upheld is not academically disadvantaged, and it should not be interpreted as acceptance of the appeal. Satisfactory progress during the consideration of an appeal will not be admissible as evidence at any stage in the appeal procedure. During any such interim period of attendance, tuition fees will only accrue in the event of the appeal ultimately being resolved in the appellant’s favour.

2.28 If a final qualification has been awarded, ACM staff will upon request provide confirmation for potential employers that an outcome is under appeal.

2.29 If a final qualification has been awarded, ACM staff will upon request provide confirmation that a finalist may attend the graduation ceremony.

2.30 Appellants may normally proceed with their studies (subject to 2.26(a)) until the date of the letter formally notifying the appellant of the final outcome of their appeal (i.e., dismissal of the appeal or the ACM Assessment Board or Final Exam Board’s reviewed decision). This letter will inform the appellant whether they are entitled to continue on the programme. 

Confidentiality

2.31 Academic appeals will be kept as confidential as possible within ACM. Appellants who notify ACM that information has been included of a highly confidential and personal nature will, if requested, be informed in advance of the staff members to whom the information will be disclosed.

2.32 Documents pertaining to an appeal will be kept in confidence for six years. After this period, apart from a copy of the notification to a student of the final decision, they will be destroyed.

3. RESPONSIBLE PARTIES

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Institutional Quality and Compliance Committee. The Academic Appeals Policy lead is: 

• Quality Assurance and Enhancement Manager

3.2 Decisions and appropriate actions in support of the implementation of this Policy will be authorised by any or all of the following designated staff:

• Academic Registrar
• Quality Assurance and Enhancement Manager
• Executive Dean of Education
• Dean of Academic Practice and Enhancement
• Head of Assessments
• Head of Quality and Standards
• Chair and Secretariat of the ACM Assessment Board / Final Exam Board

4. SUPPORTING INFORMATION

4.1 Internal

• Academic Appeals Procedure
• Extenuating Circumstances Policy
• Fitness to Study Policy
• Complaints and Grievances Policy
• Student Conduct and Discipline Policy
• Safeguarding Policy
• Equality and Diversity Policy
• Data Protection Policy

4.2 External

• Office for Students (OfS) Conditions B1 – B6
• Office of the Independent Adjudicator Good Practice Framework (Handling Complaints and Appeals)
• UAL Awarding Body qualifications resources (for FE) (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
• Data Protection Act 1998
• UK QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:                       3.4

Approved on:              01 September 2025

Approved by:              Student Experience and Opportunity Board

Date of next review:  August 2026

Download here: POL_002_Academic Appeals_2025-26

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE AND SCOPE

1.1 This policy describes how the Academy of Contemporary Music (ACM) supports students who are engaging with and making use of the Student Complaints and Grievances. If you are not sure who to speak to, seek advice from the Student Hub at your campus or via studentsupport@acm.ac.uk.

1.2 This policy explains, in an open, transparent and accessible way, how ACM deals with student complaints and grievances.

1.3 Complaints against ACM made by students are treated seriously and, if found to be justified, are acted upon to ensure that our students’ interests are protected.

1.4 ACM is committed to providing a high-quality experience for each student and encourages all students report any cause for concern in a timely manner.

2. POLICY STATEMENT

Student grievances and complaints

2.1 The guiding principles are that complaints shall be:

1. treated seriously and with fairness;
2. dealt with promptly, sensitively and at the appropriate level of ACM;
3. treated consistently across ACM;
4. progressed through two stages – an informal stage and, if necessary, a formal stage;
5. dealt with and resolved, wherever possible, informally and with the least amount of disruption as is possible.
6. without prejudice to a student’s or group of students’ right to pursue remedies outside ACM and the awarding body, having exhausted ACM and/or the awarding body’s complaints procedures
7. In order to be considered, any student complaint must be submitted no more than six calendar months after the event or problem relating to the complaint.

2.2 The procedures detailed below are designed to manage all forms of student complaints. ACM reserves the right to refer student cases to be investigated under the Appeals Policy and Procedure if deemed appropriate.

2.3 These complaints procedures and any decisions made under them are not intended to give rise to legal rights, or obligations on ACM or its awarding bodies to pay compensation either in respect of a decision made pursuant to the procedures or for a breach of these procedures. This policy is intended to facilitate ACM to resolve grievances.

2.4 Complaints can only be accepted and acted on when received from the student themselves or, where the student is under 18 or deemed to be unable to act in their own interest, from the Parent or Guardian previously declared to ACM.

2.5 Students are strongly encouraged to provide ACM feedback to allow ACM the opportunity to act on the feedback at the earliest opportunity before raising a complaint. If after receiving feedback they still wish to seek further advice they should refer to the stages below:

1. Informal Complaint – Students should raise the complaint with the relevant team responsible to be invited to an in-depth discussion for early resolution. If unsure who to contact complaints@acm.ac.uk can assist students at this stage.
2. Formal Complaint – Students can submit a complaint form for a formal investigation of the issue, where they are not happy will all previous early resolution responses. This is submitted to complaints@acm.ac.uk The complaints panel will meet to review all formal complaints raised.
3. Validating body/ partner institution review – following the outcome of a formal appeal students may request a review by the validating body/ partner institution. Students can appeal the result at stage 3 of a formal complaint where they feel there was a material error in the way the complaint was processed. When the review has been concluded, the student will be issued with a Completion of Procedures (CoP) letter.
4. (HE students only) Following this, any student who is dissatisfied with the final decision on their case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: oiahe.org.uk.

2.7 Students must submit complaints within the timescale stated within the complaints procedure. If there is a delay in submitting a complaint, the complainant may be asked to explain the reason for the delay, and the delay may be grounds for the complaint to be rejected. If significant time has passed, it may be difficult and/or impossible for a fair and proper investigation of the circumstances and detail of the complaint.

2.8 If the student or applicant is not satisfied with the decision at the conclusion of ACM’s Formal stage or if the recommendations made at this stage are not implemented, they may appeal in the first instance to ACM’s awarding body for their programme, which will follow its own process, as noted in 2.9 below.

2.9 For information on the complaints policy of their relevant awarding body, students should refer to:

1. Degree students:
 Student Complaints and Grievance Procedures, Middlesex University Regulations
2. Diploma Students: University of the Arts London’s Student Complaints Procedures
3. Diploma Students, where a grievance relates to funding: East Surrey College Complaints Procedure

2.10 For applicants, decisions made by the awarding institution will be final, in line with their regulations.

2.11 For relatively minor queries or complaints, students and applicants are encouraged to raise them in the first instance to a relevant member of staff. The appropriate member of ACM staff may be able to resolve the issue without needing to make use of these Student Complaints and Grievances Policy, and corresponding Procedure.

Group Complaints

2.12  
ACM recognises that students may wish to lodge complaints collectively. In such instances students are asked to nominate one spokesperson with whom ACM staff will liaise to address the complaint. The spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. If Stage 1 does not satisfactorily address the complaint, the spokesperson should complete a written explanation of the complaint (either a report or via the Student Complaints Form), which should be agreed by the entire group before submission. Students may opt to have their elected Student Representative act as spokesperson for the group.

Possible Outcomes from an Upheld Complaint

2.13 Where a complaint is upheld, ACM may instigate in any one or a combination of the following resolutions

• A change in teaching content or teaching/support staff where applicable
• A partial or full refund of fees paid
• A opportunity for a student to repeat certain teaching without additional cost
• A altered date the student ceased study on a course.

3. POLICY OWNER

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance Team. The Student Complaints and Grievances Policy lead is:

• Quality Assurance and Enhancement Manager
• Quality Assurance qualityassurance@acm.ac.uk

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Quality Assurance and Enhancement Manager
• Student Services Manager
• Registry Manager
• Senior Management, including Executive Senior Management

4. SUPPORTING INFORMATION

4.1 Internal Documents

• Academic Appeals
• Academic Integrity
• Admissions
• Student Disciplinary
• Equality and Diversity

4.2 External Documents

• Middlesex University Regulations: Student complaints and grievance procedures
• University of the Arts, London: Student Complaint Procedures
• East Surrey College: Client Feedback Policy
• QAA Quality Code, Chapter B9: Academic Appeals and Student Complaints

5. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      3.0

Approved on:             03 September 2024

Approved by:             Academic Board

Next review due:      August 2025

Download Policy 003_Complaints and Grievances_AY2324

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 004: STUDENT CONDUCT & DISCIPLINE

1.   Introduction 

1.1 Statement of Student Conduct – as an ACM student, you are expected to conduct yourself at all times in a manner which demonstrates respect for the institution, your fellow students and its staff. You are an ambassador for the institution and you are expected to behave in a way that enhances the reputation of ACM and all of its students and graduates, and in a way that is sensitive to our culturally diverse environment. You are encouraged, with the support of ACM, to engage actively in the learning process, to be fully committed to your studies and determined to succeed. 

1.2 This policy describes the procedure ACM uses for dealing with incidents of non-academic misconduct (hereafter referred to as ‘misconduct’). Within the rules, types of misconduct and consequences are described as the warning and sanction system. 

2.   Rationale for the Rules

2.1 These Rules are intended to provide fair and orderly procedures for maintaining reasonable student conduct and behaviour whilst enrolled at ACM. The rules and regulations of the institution, which require students to conduct themselves appropriately and which enable ACM to discipline students in the event of misconduct, form part of the terms of the contract between the parties, which students become a party to on enrolment to ACM. 

2.2 These Rules should also be read in conjunction with the Student Charter (Code of Conduct) which sets out what a student can expect from ACM and what ACM expects of its students.

2.3 The Rules will be used to protect the right of all students to pursue freedom of speech within the law, argument, discussion and activities proper to their study in further and higher education, whichever is applicable to their status. All students are encouraged to participate in debate and in a wide range of activities, whether this is directly related to their own study programmes or to matters of wider community and public interest. Equally, all students are expected to respect the rights of others to study, to work and to participate freely in the life of the institution. This is consistent with ACM’s values, with the traditions of further and higher education, and with freedoms of speech and association in a democratic society.

2.4 ACM is committed to treating all students fairly and to not make presumptions prior to collating evidence. ACM recognises the various duties and obligations it has to all students, including applying the principles of natural justice, i.e. the right of students to a fair hearing before an impartial decision-maker or decision-makers. 

2.5 It is the intention of these Rules to encourage the development of mutual respect between all members of the ACM community. To this end, it is important that students exercise their rights responsibly and with respect for others, thereby contributing to the orderly running of the institution as a whole. This is the context in which these Rules and procedures should be read and used. 

2.6 The Rules are set out in clear stages so as to be a guide to students and to staff. Except in the case of serious offences, the penalties are intended to operate as a series of warnings. 

2.7 ACM seeks to process disciplinary cases in a timely manner through considered escalation of concerns as outlined in this procedure. Cases will normally be completed within 90 calendar days, including any appeal stage. If the normal timeframe needs to be extended, ACM will inform the student, explain why and update them regularly on progress. 

3.   Types of Student Misconduct and Consequences 

3.1 The table below sets out the types of behaviours which ACM defines as non-academic misconduct. These are separated into misconduct against ACM, misconduct against property, misconduct against a person, and misconduct against the community. It is important to note that the behaviours listed in the table are not exhaustive. 

3.2 ACM uses a system of sanctions (warning points) ranging from 0-4 to quantify the level of consequence as a result of the misconduct. The final column in the below table gives an indication of the range of the number of warning points such a behaviour is likely to carry. The number of warning points indicated next to the behaviour is for guidance purposes only as an indication to the gravity of the misconduct. Section 9 provides further information on the warning system. 

3.3 Table of types of misconduct and consequences 

*harassment – unwanted conduct which has the purpose or effect of either violating the claimant’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. 

3.4 Penalties are determined depending upon the gravity of the case and/or the ongoing nature of the misconduct. The greater the severity of the misconduct, the greater the number of warning points and the greater the severity of the penalty. The range of penalties available include: a formal warning, restrictions/conditions, a written apology, suspension or deregistration. 

4. Rationale and Scope of the Rules on Student Conduct and Discipline 

4.1 Action taken under these Rules shall supersede any action taken under any other rules relating to the conduct of those enrolled with ACM. 

4.2 Students accept, subject to their signed agreement as part of the enrolment process, that they will comply with the policies and procedures of ACM, and the academic regulations of ACM and, where applicable, its validating partners (e.g. in the case of FE). 

4.3 Students shall observe all lawful regulations or directions in relation to their attendance and their studies which may be made or given by staff of ACM acting by authority of the Executive. Breach of the provisions of the Policies, Codes, Rules and Regulations of ACM or failure to comply with a previously imposed warning under this Code or any other Policies, Codes, Rules and Regulations of ACM may result in disciplinary action. 

4.4 Students shall observe all lawful regulations or directions in relation to the effective organisation and management of ACM, which may be made or given by staff of, or contractors to, the institution, acting on the authority of the Executive (for example, regulations or directions in relation to health and safety, the use of facilities, the use of computers, refreshments, entertainment events and the payment of fees and charges). 

4.5 The conduct covered within these Rules shall constitute misconduct if it takes place on ACM property or premises or elsewhere if the student concerned was involved in an ACM activity, was representing ACM or was present at that place by virtue of their status as a student of ACM, including any work placement. 

4.6 It shall also constitute misconduct in any location whatsoever if the actions bring or have potential to bring ACM into disrepute, through reputational damage or other harm.  

4.7 The Student Conduct and Discipline rules extend to alleged misconduct by a student occurring on or off ACM premises (including via social media) where the alleged victim is ACM itself, a student or employee of ACM or others visiting, working or studying at the institution and to alleged misconduct occurring during institution activities (including placements and field trips). 

4.8 ACM is committed to putting in place measures to ensure students are dealt with fairly and impartially. Part of this commitment includes the ability to bring representation to meetings under this policy, and our commitment to enable students to continue with their studies wherever possible. 

4.9 This policy/procedure relates to all ACM provisions, including at our London, Guildford and Birmingham campuses. 

4.10 Definitions 

(a) ‘Suspension’ is a temporary precautionary measure that refers to forbidding attendance at, or access to, any parts of ACM and any participation in ACM activities. The suspension may be subject to qualification, such as permission to attend for the purpose of assessment. The exact details of the exclusion will be specified in writing. 

(b) ‘Exclusion’ involves selective restriction on attendance at, or access to ACM, or forbidding carrying out the functions or duties of any office or committee membership in ACM or the Student Voice Committee. The exact details of the exclusion will be specified in writing. 

(c) ‘Deregistration’ involves the permanent withdrawal of the student from all activities concerned with ACM. 

(d) ‘Risk Assessment’ is an assessment carried out in accordance with section 4.13 below, to evaluate what if any risks there might be in allowing a former student to be readmitted to ACM for any course offered by the institution. 

(e) ‘Reporting’ student, person or party refers to the person who reports the alleged breach of the Student Conduct and Discipline rules. 

(f) ‘Reported’ student, person or party refers to the person who is alleged to have breached the Student Conduct and Discipline rules.

4.11 Evidence 

Evidence is: 

(a) any statement(s) and other supporting information received from the reporting student(s) or reporting party; 

(b) any statement(s) and other supporting information received from the reported student(s); 

(c) any statement(s) and other supporting information received from other witnesses.

Normally, unless the reporting student objects, their evidence will be shared with the reported student. If the reporting student does not wish to have their evidence shared, ACM will respect that decision and the report will then be viewed as an anonymous report, which may affect the investigation and the outcome. 

ACM does not consider character references as evidence. 

If the matter has been referred to the police, the reporting student should provide their crime reference number or CAD number to ACM within 10 working days of reporting the incident. The reporting student should keep ACM updated on the police investigation. 

Failure to provide the requested information may result in ACM being unable to investigate the alleged misconduct. It is the responsibility of the reporting student to cooperate fully with ACM. 

4.12 Timeliness 

ACM will normally conclude the procedure pertaining to the alleged misconduct within 90 calendar days of the start of the investigation stage. 

4.13 Readmission Risk Assessment 

(a) The Academic Registrar (or nominee) will identify an appropriate panel of staff to carry out the Risk Assessment. 

(b) The panel’s evaluation will take into account all information that it considers is relevant to the Risk Assessment, including how serious the previous misconduct was. The panel may request a meeting with the former student, and/or other relevant individuals. The panel may decide the following outcomes when it has completed the Risk Assessment: 

• Conclude that there is no risk to the applicant being readmitted; 
• Reject the student’s application for admission based on the assessed risk(s) to admission, and the conclusion that the risks cannot be adequately managed if the student was readmitted. Such a decision is final; 
• Conclude that there are risks, but that the student may be readmitted taking into account actions that ACM can take to manage the risk. 

5   The Disciplinary Procedure

Stage 1: Early Resolution and Reporting 

5.1 Where a student engages in any activity which may constitute misconduct under the ACM’s Student Conduct and Discipline rules, the following procedures shall apply. 

5.2 Where issues concerning student conduct and behaviour arise in the day to day running of the institution, where possible, these issues are to be resolved at a local level by a member of staff or a contractor normally within 21 working days of the date of the incident. 

5.3 With respect to student conduct and behaviour in a learning or teaching environment, appropriate managers are empowered, on an individual basis, to issue a written warning (0 warning points). Managers do not have the authority, on an individual basis, to impose sanctions greater than 0 warning points. All sanctions greater than 0 warning points shall only be imposed by a disciplinary panel. 

5.4 If it is not possible and/or appropriate to deal with an issue at a local level or the issue concerns misconduct which appears to be actually or potentially serious i.e. is deemed to warrant a sanction greater than 0 warning points (warning letter), the matter shall be reported to the attention of the Student Conduct Investigatory team. 

5.5 If a concern is reported to the Student Conduct Investigatory team, the student will normally be informed of this. 

5.6 Depending on the nature of the concern and the information available, a decision will be made by the Academic Registrar (or nominee) on whether or not to suspend or exclude the student pending further investigation. A risk-based approach may be used to inform this decision. 

5.7 ACM is committed, where possible, to ensuring students can remain engaged with their studies whilst disciplinary proceedings are ongoing. 

5.8 ACM will consider any reasonable adjustments for investigatory meetings and disciplinary hearings if they are provided by the student not less than 24 hours prior to the meeting. 

5.9 Suspension/De-registration is most likely to be used only if the seriousness of the case warrants it.

5.10 A student who is suspended or excluded during an investigation into their conduct will have the opportunity to request a suspension/exclusion review. The panel will not normally enter into discussion about the substantive nature of the allegation with the student as this will be reserved for the Investigation stage of the Disciplinary process. A request for a suspension/exclusion review should normally be made in writing and will normally take place within 5 working days from the date of the request.. In addition, the student may at any stage request a review of the suspension/exclusion decision by the Academic Registrar (for HE) or Principal of Further Education (for FE) (or their nominee) if there is a material change in circumstances. 

5.11 In a suspension/exclusion review, the panel will consider: 

• any relevant reports, documents and records; 
• the student’s response to the allegation; 
• any relevant witness statements; and 
• the seriousness (and frequency) of misconduct. 

It is the panel’s responsibility to determine the outcome of the suspension/exclusion review and to decide one or more of the following options: 

• to lift suspension and take no further action; 
• to lift the suspension and impose exclusion conditions; 
• to keep the suspension/exclusion conditions in place, pending further investigation; 
• to progress to a disciplinary hearing. 

A risk-based approach may be used to inform any of the above outcomes.

5.12 Should the student not attend a review when requested, the review panel shall continue in the student’s absence. The Academic Registrar (for HE) or Principal of Further Education (for FE) (or their nominee) will contact the student in writing thereafter regarding the panel’s decision. 

5.13 When a concern is reported, the Student Conduct Investigatory team will progress the disciplinary process to Stage 2 and commence investigatory proceedings.

6   Stage 2: Investigation and Investigatory meeting

6.1 The Student Conduct Investigatory team will commence the investigation stage, which constitutes gathering information and collating evidence relating to the allegation of misconduct. 

6.2 Evidence is likely to be, but not exclusively, in the form of a written statement from the reported party/parties; statements from other parties, for example, from a member of staff; reports from, for example, Security; other forms of evidence, such as CCTV footage, emails, text messages, messaging on social media, mobile phone screenshots. In addition, a student may be invited to attend an investigatory meeting where they will be asked questions relating to the alleged misconduct and provided the opportunity to present their version of events. 

6.3 In the absence of a written statement from the reporting party and/or where permission to share a statement with other parties has not been given, the investigation can proceed on the basis of the evidence that is available. At the investigatory meeting, the investigatory officers may pose questions based on the available evidence (i.e. a statement that has not been shared). The reporting party will be advised that, in them not consenting to sharing a statement, the investigation may be impaired to a degree. Depending upon the severity of the case, investigations would normally be completed within 21 working days. Parties will be updated if the timescale cannot be adhered to. 

6.4 If an investigatory meeting is required, the student will be requested in writing to attend. The purpose of the investigatory meeting is for the student to answer questions pertaining to the alleged misconduct. 

6.5 At an investigatory meeting, students are entitled to be accompanied by a friend, parent, mentor, or other representative. Students under the age of 18 or adults at risk must be accompanied by their parents, guardians or adults who have a position of responsibility for the student’s welfare. Any other representation is not normally allowed except with express permission from the lead investigator or Chair of the Disciplinary panel. Legal representation is not permitted. 

6.6 Helping a student to speak for themselves during the disciplinary procedure and ensuring that they are heard is known as ‘advocacy’. It is the responsibility of ACM to ensure that a student is provided with appropriate support where it is needed. Students are encouraged to make use of the support and guidance of Student Services.

6.7 On conclusion of the investigatory proceedings, the Academic Registrar (for HE) or the Principal of Further Education (for FE) (or their nominees) shall consider the gravity of misconduct and determine the following (more than one may apply): 

• To take no further action; 
• To issue a written warning including sanctions; 
• To order the making good or restitution of damage or loss i.e. to impose a fine; 
• To exclude or suspend the student; 
• To set up a disciplinary panel. 

A risk-based approach may be used to inform any of the above outcomes. 

6.8 Further breaches of the Student Conduct & Discipline rules will be considered at a Disciplinary Panel.

7   Stage 3: Disciplinary Panel 

7.1 A disciplinary hearing is a meeting whereby a student will be required to discuss allegations against them in front of a panel and answer questions relating to the allegation of misconduct. 

7.2 The panel will be made up of stakeholders with the suitable expertise to fairly, impartially and carefully consider the case and will be comprised as follows: 

• Chair (Academic Registrar or nominee)
• Education representative 
• Student Services representative (e.g. Safeguarding or Additional Needs and Disabilities team member)  

7.3 The disciplinary panel will consider the evidence before it, including any statements that have been made and any evidence that has been submitted by the reported student at the investigatory meeting or in writing. 

7.4 At the disciplinary panel, the panel will consider: 

• the evidence presented before them; 
• the student’s response to the allegation; 
• any witness statements, including those provided to the panel in person; 
• and, the gravity (and frequency) of misconduct. 

It is the panel’s responsibility to determine  the outcome of the disciplinary hearing and to decide one or more of the following options: 

• to take no further action; 
• to issue a written warning including sanctions; 
• to order the making good or restitution of damage or loss 
• to exclude or suspend the student; 
• to revoke Alumni benefits; 
• to deregister the student. 

A risk-based approach may be used to inform any of the above outcomes. 

7.5 The student will normally be informed of the panel’s decision within 5 working days of the disciplinary hearing. 

7.6 Should the student choose not to attend the panel they have the right to provide representation in the form of a written statement. 

7.7 Should the student choose not to attend, the disciplinary panel shall continue in the student’s absence. The Academic Registrar (or nominee) will contact the student in writing thereafter regarding the panel’s decision. 

7.8 Meetings are not normally recorded. Should a recording of the meeting be required, it may take place only with the consent of all attendees. 

8   Stage 4: Appeal 

8.1 The student shall have the right of appeal to the Executive Dean of Education (or nominee) by submitting their appeal in writing within 10 working days, giving the grounds for the appeal, if: 

• The student is aggrieved by the decision reached at the investigatory stage (see section 6.5); 
• The student is aggrieved by the panel’s decision from a disciplinary hearing (see section 7.7); 
• The student is aggrieved by the decision to suspend or exclude (see section 5.11); 
• The student considers that the procedures were not followed properly; 
• The student has new material evidence that they were unable, for valid reasons, to provide earlier in the process; 
• There is bias or reasonable perception of bias during the procedure. 

8.2 If the Executive Dean of Education (or nominee) considers for any reason that the panel’s decision needs to be referred back for further consideration (for example, student provides new material evidence or there is evidence of bias during the disciplinary procedures) the Executive Dean of Education (or nominee) may refer the matter back to the Academic Registrar or nominee to consider the evidence and to decide whether or not it would result in a change to the outcome. 

8.3 The Executive Dean of Education (or nominee) may seek clarifications to enable them to make a decision on whether to uphold or amend the decision. The purpose of the clarifications would not be to consider any new evidence; rather, it would be to help the reviewer at the appeal stage to understand any information that exists that is not clearly understood by the reviewer. 

8.4 Working day refers to a day on which ACM is normally open: it does not include Saturday, Sunday, Bank Holidays or other designated periods of closure outside the academic terms. 

8.5 The Executive Dean of Education (or nominee) shall consider the appeal and shall decide whether to uphold or amend the decision made. The decision of the Executive Dean of Education or nominee shall be final. 

8.6 Following an appeal to the Executive Dean of Education (or nominee), these procedures will now be complete. For FE students, the procedure will now be complete. For HE students, they may wish to consider approaching the Office of the Independent Adjudicator (OIA). 

8.7 Where the student is an HE student, an appeal to the Office of the Independent Adjudicator should be made in writing to the address below within one year of the student receiving notification that the internal procedures of ACM have been completed. They should enclose a copy of ACM’s final decision and state the reasons for seeking redress from the Higher Education Independent Adjudicator. 

Email enquiries may be sent to enquiries@oiahe.org.uk. The website address is www.oiahe.org.uk. 

9   Warning Points System 

9.1 Where a student’s behaviour is being considered by the Academic Registrar (or their nominee), either at Stage 2: Investigation or Stage 3: Disciplinary hearing, then warning points may be used as a penalty (either alone or in combination with other penalties), if considered reasonable and proportionate in the circumstances. Warnings, where considered appropriate, are recorded according to the seriousness and nature of the behaviour. There is no requirement that ACM apply warnings where a warning is considered inappropriate to the circumstances and an alternative penalty is applied. 

9.2 Offences, for the purpose of warnings, fall into different levels of seriousness classified on a four-point scale: minor — serious — grave — suspension/deregistration. 

9.3 A guide to the type of warning which might be issued is provided in paragraph 3.4 ‘Table of types of misconduct and consequences’. However, this is only a guide and it is expected that the Academic Registrar (or their nominee) will use their discretion and take into account the individual circumstances of each offence and vary the type of warning and/or penalty issued accordingly. 

9.4 Warnings recorded remain on the student record for the duration of the student’s enrolment at ACM. 

Accumulation of warnings 

9.5 Each level of warning is scored on a 0 to 4 basis as follows: 

Number of Warning Points: 

0  Written 

1  Minor 

2  Serious 

3  Grave 

4  Suspension and/or Deregistration  

9.6 Where the student has reached or exceeded 4 warning points on their student record, a decision about suspension, exclusion or deregistration must be made, and the student should normally be notified within two months after the most recent warning point is awarded. 

Relationship with other penalties / warnings 

9.7 ACM, independent of these Rules, separately has financial and other penalties which may be imposed such as library fines, use of facilities for which a charge is made, refusal to provide information required by law, reimbursement for loss or damage to ACM or personal property of staff, students or visitors, and whereby the use of facilities is regulated. Action taken by ACM under those arrangements does not automatically, but may, lead to reference to the Academic Registrar (or their nominee) for consideration of a warning or for other action under the Rules on Student Conduct and Discipline, with any such warning to be additional to any of the foregoing penalties, charges or reimbursement. 

9.8 ACM may record the existence of warnings on any reference supplied. 

9.9 If an applicant has had previous study terminated as a result of misconduct, ACM reserves the right to not consider their application to any programme of study.

10   Misconduct which is also a criminal offence 

10.1 There may be instances where an alleged act of misconduct may also constitute a criminal offence. 

10.2 The nature and scope of ACM’s internal disciplinary process and the nature and scope of a criminal process are fundamentally different. It is important to maintain a clear distinction between them: 

• Under the criminal process, the allegations will be treated as a potential criminal offence; under the disciplinary process, the allegations will be treated as a potential breach of discipline. 
• The criminal process is an external procedure. It deals with allegations that a student has committed a criminal act. The allegation has to be proven beyond reasonable doubt. A judge can impose a wide range of sanctions on an individual who is found to have committed a criminal offence, the most serious sanction being imprisonment. 
• The internal disciplinary process is a civil matter conducted internally at the institution. It is based upon an allegation that a student has breached the ACM’s rules and regulations. The allegation has to be proven on the balance of probabilities. The most serious sanction that can be applied is permanent expulsion from the institution (deregistration). 
• Any adverse finding in the criminal process could result in the student having a criminal record and that subsequently could have a serious, detrimental effect on the future of the individual concerned at ACM.

10.3 The criminal process takes priority. If the matter is being dealt with under the criminal process, then save for taking any necessary precautionary action, the disciplinary process will be suspended until the criminal process is at an end. In that way, the disciplinary process does not duplicate the criminal process. 

10.4 If the matter is not being dealt with under the criminal process or where the criminal process has concluded, then ACM will consider whether a breach of discipline has occurred and, if so, will consider the matter through ACM’s Student Conduct and Discipline procedure.

11   Procedures for Misconduct which may constitute a criminal offence 

Reporting Incidents 

11.1 Anyone can make a report of criminal activity to the police. Where the victim of a criminal offence is the reporting student, ACM will usually take the position that the decision to report a criminal offence is a matter for the reporting student. It is not the responsibility of ACM to inform a student about a police investigation. 

Precautionary Measures 

11.2 Where an offence under criminal law is reported to ACM, action under this Policy will be deferred pending any police investigation or prosecution (the student will be required to provide ACM with a written update of any police investigation) save for taking any necessary precautionary measures: 

• to ensure that a full and proper investigation can be carried out (either by police or by an ACM investigator); and/or 
• to protect the reporting student or others while the allegation is being dealt with as part of a criminal process or a disciplinary process. 

Such precautionary measures would be considered by ACM at the point at which the reported student is made aware that a police investigation is being pursued. These measures would remain in place whilst the police investigation is ongoing. 

11.3 Precautionary measures may be put in place if they are reasonable and proportionate and may include: 

• Imposing conditions on the accused student (for example, requiring the accused student not to contact the reporting student and/or certain witnesses) 
• Suspending the accused student from his/her studies on a full, qualified or partial basis 
• Excluding the accused student (for example, prohibiting the accused student from attending certain ACM events or activities, or exclusion from specified locations). 

11.4 ACM has the right to review a case if no information has been forthcoming from the student and/or the police regarding the progress of the case. ACM may come to a conclusion based on the evidence available. 

Criminal Investigation / Prosecution 

11.5 Where the offence under criminal law is reported to the police, action under this Policy will be deferred pending any police investigation or prosecution. Where ACM makes a finding of misconduct and the student has also been sentenced by a criminal court in respect of the same facts, the court’s penalty shall be taken into consideration in determining any warning points under this Policy. A risk-based approach may be used to assess whether a student may return to study.

Disciplinary Investigation / Charge 

11.6 If the reporting student will not report the matter to the police or will not cooperate in their enquiries, or the accused student is acquitted following a criminal process, ACM may consider the matter as a potential breach of student conduct and may consider sanctions. Only in exceptional circumstances will ACM report an alleged crime to the police contrary to the wishes of the reporting student. 

11.7 Depending on the nature of the concern, ACM may refer the misconduct which constitutes a criminal offence to the police. 

11.8 Sanctions for misconduct involving an illegal act include the following: 

• Consumption of and/or possession of illegal substances on ACM premises or at an ACM event or activity (0-2 Warning Points) 
• Dealing illegal substances on ACM premises or at an ACM event or activity (4 Warning Points)

Supporting Students 

11.9 ACM will make available appropriate assistance and relevant information and support to all students involved in disciplinary matters which may constitute a criminal offence, from the time when the incident is first reported to ACM up until the time when the relevant criminal and/or disciplinary process has been concluded and, in some cases, beyond that.

11.10 In cases involving allegations made by one student against another student, ACM will afford the same duties and obligations to both students so as to ensure both are treated fairly. Due regard will be taken, for example, to exercise a duty of care, apply the principles of natural justice, i.e. the right to a fair hearing before an impartial decision-maker, comply with equality law duties and uphold human rights and freedom of speech. 

11.11 It is ACM’s priority to ensure, where possible, that the disciplinary process does not impinge a student’s academic studies. This may mean, for example, the implementation of no-go areas on the ACM campus, in place of suspending a student. 

11.12 Advice and support is available to all students involved in disciplinary matters, in which they may reach out to the ACM’s Student Support services, such as the wellbeing or safeguarding teams. These teams are available at wellbeing@acm.ac.uk and safeguarding@acm.ac.uk 

12. DOCUMENT HISTORY AND REVIEW

Download this document: Student Conduct and Discipline

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 006: EXTENUATING CIRCUMSTANCES 

1. PURPOSE 

1.1 This policy is designed to support students whose learning has been adversely affected by circumstances that are unforeseen, exceptional and outside the control of the student. Its aims are to: 

• Ensure fair and equal treatment of all students when considering their extenuating circumstances and determining how best to support them; 
• Make clear the types of adverse factors that ACM shall consider as extenuating circumstances; 
• Create a culture of enhancement seeking to learn from extenuating circumstances and improve the student experience, including through appropriate training for decision-makers; 
• Ensure clarity in language and process; 
• Uphold fairness, consistency and natural justice in the treatment of the student body as a whole, as well as for particular individuals including by: 

                ○ Ensuring decisions are taken by those without conflicts of interest; 

                ○ Ensuring that students are neither disadvantaged nor overly advantaged as a result of the process; 

• Maintain awareness through collaboration with support services (academic and welfare), targeted local campaigns, and visible and accessible central information highlighted to students at relevant key points in the academic year.

2. POLICY DETAILS 

2.1 The following principles underpin ACM’s approach to extenuating circumstances (Middlesex University Regulations D8.2): 

• No student shall be put in a position of unfair advantage over other candidates; the aim should be to enable all students to be assessed on equal terms. 
• All work submitted by students for assessment shall be graded on its merits without consideration of any extenuating circumstances known to the marker. Extenuating circumstances will not be used by the ACM Assessment Board to alter the grades of students. 
• Students must submit extenuating circumstances with appropriate, dated documentary evidence, by the specified deadline as per the published guidance. Extenuating circumstances submitted after the deadline specified will normally be considered only if the student was unable or, for valid reasons, unwilling to disclose them before the deadline and submit documentary evidence to support this. 
• Extenuating Circumstances will be considered by Panels, or its delegated nominee, convened on behalf of the ACM Assessment Board who may make a decision based on the published guidance.
• The outcomes of the extenuating circumstances panel, which may include an agreed extension to a coursework deadline or deferral of assessment to the next opportunity, will be provided to the Assessment Board to support their decision making: 

                     ○ In considering whether a student may progress to the next stage of the programme; 

                     ○ In determining the classification for a qualification where the student is borderline or there are conflicting classifications in the profiles of grades;

                     ○ Consideration for an aegrotat award. 

• Normally, extenuating circumstances shall not be taken into account where the circumstances have already been allowed for (for example, by Reasonable Adjustments (see ACM’s Reasonable Adjustments Policy)). Reasonable adjustments should be agreed at enrolment in cases of known disability and in any case agreed with the student before an assessment period begins. 

2.2 The following are not normally considered to be acceptable extenuating circumstances: 

                   (a) Alleged medical conditions without appropriate, dated supporting evidence; 

                   (b) Alleged medical conditions without contemporaneous evidence or sufficiently detailed subsequent evidence; 

                   (c) Social activities; 

                   (d) Temporary self-induced conditions; 

                   (e) Minor ailments and other conditions; 

                   (f) Foreseeable responsibilities associated with pregnancy

                   (g) Examination stress; 

                   (h) Domestic or personal disruptions which could have been anticipated or planned; (i) Study-related (including computer difficulties, losing work not backed up etc.); 

                   (j) Examination conditions. 

Further details on the circumstances which are and are not considered to be acceptable can be found in the Extenuating Circumstances Procedure. 

2.3 Only formal extenuating circumstances applications submitted via the Extenuating Circumstances Google form will be accepted. This can be found on the Assessment Module on Canvas, and can also be provided by a Student Relations Officer. 

2.4 The ACM Assessment Board and Finalist Examination Boards may consider the full history of summarised extenuating circumstances, as recommended by the Extenuating Circumstances Panel. Where necessary, the Chair or Clerk will obtain the original evidence from the Programme Team prior to the commencement of the Board. 

2.5 Students taking part in an assessment by attending a live assessment or submitting work for an assessment are declaring themselves well enough to do so and are therefore ‘Fit to Sit.’ If you experience disruption to your studies prior to the assessment (e.g. due to personal difficulties, crime, bereavement, illness etc.) you must think carefully about whether you should attempt the assessment or whether you should apply for an extension or deferral. A request for additional consideration relating to the submitted assessment will not normally be granted. 

2.6 Examples of the potential outcomes of an Extenuating Circumstances request are as follows: 

• Upheld – 14-day extension under self-certification; 
• Upheld – 14-day extension;
• Upheld – deferral to next assessment period (with supporting evidence only); 
• Upheld with Action – candidate for Reasonable Adjustments; 
• Not Upheld – request for further supporting documentation; 
• Not Upheld – no grounds for Extenuating Circumstances. 

2.7 In order for an assessment to be deferred to the next assessment opportunity, a student must submit an Extenuating Circumstances form with contemporary, relevant supporting documentation. For example, if the application states that the student is suffering with a significant medical issue, a letter from their GP would be required. 

2.8 ACM considers it to be unreasonable, in some cases of illness that do not require medical attention, to request a medical note as supporting evidence for an extenuating circumstances application. In these cases, students may self-certify illness for up to 14 days. 

2.9 Self-certification for digital submissions will only be considered for illnesses within 4 weeks of the assessment deadline. Self-certification will not be accepted for illnesses affecting the student for longer than 7 days, in which case the student will be subject to the items outlined in section 2 of this policy. 

2.10 Self-certified extenuating circumstances applications must be submitted using the Extenuating Circumstances request form and will be considered by the Chair of the Extenuating Circumstances Panel. 

2.11 Where self-certified extenuating circumstances are approved, the student will be awarded until the end of the late window 14 days after the original assessment deadline) to submit the assessment for the module affected by extenuating circumstances. For practical assessments and written exams, the student will be required to sit these at the next available opportunity. 

2.12 Students can self-certify an extenuating circumstances application no more than twice in an academic year. Further requests to self-certify will incur the implementation of ACM’s Fitness to Study Policy. 

2.13 Where applications, including self-certified applications, are found to have been fraudulent, disciplinary action in line with ACM’s Student Disciplinary Policy may be taken. 

4. POLICY SCOPE 

4.1 This Policy applies to students studying on the Foundation Year, and FHEQ Levels 4, 5, 6 and 7 at all ACM campuses. 

5. RELATED POLICIES 

• Academic Appeals Policy 
• Student Complaints and Grievances Policy 
• Equality and Diversity Policy 
• Fitness to Study Policy 
• Student Disciplinary Policy 

6. POLICY OWNER 

6.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

7. PROCEDURES 

7.1 The procedures that accompany this Policy can be found at: acm.ac.uk/policies

      8. EXHIBITS/APPENDICES/FORMS 

8.1 The Extenuating Circumstances Form can be found here: https://docs.google.com/forms/d/e/1FAIpQLSeuHkDtN6Phx5EX-73KdBGTlDbiG987KDtgIdPuPBqt1M87Ig/viewform

9. SUPPORTING INFORMATION 

• QAA Quality Code 
• OIA Good Practice Framework 
• Middlesex University Regulations 
• ACM Extenuating Circumstances Policy

10. DOCUMENT HISTORY AND NEXT REVIEW 

Version: 3.2

Approved on: 01 September 2023

Approved by: Academic Board

Date of next review: August 2024

Download: POL_006 Extenuating Circumstances_202309

Policy 007: ACADEMIC INTEGRITY & MISCONDUCT

1 Introduction

1.1 The Academy of Contemporary Music (ACM) is committed to operating in an ethical way in every area to ensure the highest possible standards of decision-making and accountability. 

1.2 ACM believes it is essential for students to develop a professional and ethically-informed skill-set based on the fundamental values of trust, honesty and integrity. This is because being able to work in a professional and ethical way is a highly valued graduate attribute. As part of this development it is fundamental that our students know how to learn from and acknowledge others’ work in the process of creating their own unique pieces of work – and to be truthful about their own contribution. 

1.3 ACM recognises that academic integrity is a set of learned skills, with honesty, fairness and respect for others and their work at the core. ACM will support and guide students to learn the necessary skills through education and reinforcement of learning, the promotion of core values, policies that enable, and the appropriate use of technology. 

1.4 In order to demonstrate academic integrity, students must produce their own work, acknowledging explicitly any material that has been included from other sources or legitimate collaboration. Students must also present their own findings, conclusions or data based on appropriate and ethical practice. 

1.5 It is a student’s responsibility to familiarise themself with the academic conventions and practices applicable to the course on which they are registered. It will be the responsibility of students to ensure that the work they submit for assessment is entirely their own, or, in the case of group work, the group’s own, and that they observe all Regulations, Procedures and instructions governing assessments. 

1.6 Students are expected to protect the integrity of their work and not allow others to see the text they have produced for their assignments except in official group work. They should exercise caution about sharing their ideas and draft copies with other students. They should not allow others access to electronic versions of their work and should always be able to demonstrate that the work is their own and correctly sourced and referenced. 

1.7 It is the responsibility of each individual student when submitting an assessment item to ensure that the work which they are submitting is the work which they wish to be assessed. 

1.8 Students must have ethical approval for their project/critical review/ dissertation, which cannot be gained retrospectively. Failure to do so may result in failure of the work. Refer to ACM’s Research Ethics Policy for details regarding requirements for ethical approval. 

1.9 Academic misconduct is a breach of the values of academic integrity and can occur when a student cheats in an assessment or attempts to deliberately mislead an assessor that the work presented is their own when it is not. It includes, but is not limited to, plagiarism, commissioning or buying work from a third party or copying the work of others, unauthorised and/or unacknowledged use of artificial intelligence in a piece of work submitted for grading. 

1.10 If a third party or anonymous whistleblower reports that there has been academic misconduct by a student of ACM, ACM may decide to investigate the allegations. 

1.11 ACM will take action against any student who breaches the regulations surrounding academic integrity through negligence, foolishness or deliberate intent in any form of assessment. 

1.12 This policy and procedure is concerned with the actions of students and not their intentions. An excuse of “not intending to” is not an acceptable defence. 

1.13 In all cases of alleged academic misconduct and cheating, students will be treated as innocent until a case against them has been investigated and upheld. 

1.14 A finding that academic misconduct has occurred is a judgement based on available evidence, the standard of proof being the balance of probability. 

1.15 These Procedures should be read in conjunction with the Student Terms and Conditions  – (Section 7) for Academic Integrity. 

2 Aims and Purpose 

2.1 This policy is designed to support staff and students to embed good practice and develop methods for enhancing Academic Integrity. Its aims are to:

1. a) ensure fair and equal treatment of all students when considering whether academic integrity has been breached.

1. b) make clear the types of behaviours that are considered to be academic misconduct. 

1. c) set out the penalties for academic misconduct and cheating.

1. d) describe the procedures by which allegations of academic misconduct and cheating will be investigated and determined.

1. e) create a culture of enhancement, seeking to learn from cases of academic misconduct.

1. f) uphold fairness, consistency and natural justice in the treatment of the student body as a whole. 

2.2 ACM provides unlimited storage in Google Drive to every student. Students are required to utilise this as a composition space in which to create, draft and store their work. The purpose of this is to enable students to demonstrate academic integrity and to show evidence of their learning.

2.3 When requested, students are required to share the version history of their work. The purpose of this is to verify the writing process (or equivalent) and the history of document creation, and to ensure that all students meet ACM’s academic integrity standards. Being able to show how your drafts led to the finished work is a positive way of working with the academic integrity process.

3 Principles 

3.1 The following principles underpin ACM’s approach to Academic Integrity: 

1. a) ACM treats the decision as to whether minor errors, poor academic practice or unfair and/or dishonest academic misconduct has taken place as a matter for academic judgement and the penalties applied will vary according to the individual case and the seriousness of the offence. 

1. b) This policy and procedure applies to all work submitted for the Foundation year and / or Undergraduate and Postgraduate degree programmes and will include all assessment items, including research proposals and theses. 

1. c) Cases of plagiarism at all levels due to poor referencing, paraphrasing and unintentional mistakes in the form and frequency of citations in text, where deception does not appear to be the intention, will be considered as Poor Academic Practice and marked accordingly. 

1. d) ACM recognises that undergraduate students who are new to Higher Education (for example, Foundation year students and students at FHEQ Level 4  level) may need some time to learn how to acknowledge sources correctly. ACM’s response to signs of academic misconduct at FHEQ Level 4 will be to educate students in regard to appropriate academic practice and academic integrity rather than to penalise unacceptable academic practice. This applies to plagiarism, self-plagiarism and collusion (except collusion in an online examination) only. It does not apply to other forms of academic misconduct, including inappropriate use of artificial intelligence, where penalties will immediately apply. 

1. e) If academic misconduct is suspected in relation to work submitted by a student, in the interest of helping students to avoid continued acts, cases should be investigated as soon as possible and normally start within 21 working days of submission of the work. However, ACM will exercise its own judgement in cases that come to its attention and reserves the right to investigate cases where academic misconduct appears to have taken place more than one month previously. 

1. f) Cases of suspected academic misconduct should be evidenced and documented before the appropriate procedure is instigated. Where appropriate a Viva should be conducted to demonstrate the student’s understanding of the subject matter. 

1. g) Students will receive notification from the marker that their work is under investigation for Academic Misconduct in place of a provisional grade for the work submitted. A Holding Grade of U will be recorded in the student record. 

4 Allegations of Academic Misconduct (Third party Reporting)

4.1 Third parties include: (i) students of ACM (current or former students) reporting misconduct by another student, or (ii) members of the public, or (iii) anonymous reporters. 

4.2 If a third party reports that academic misconduct has been committed by a student of ACM, ACM may decide to investigate the allegations, taking into account the nature of the academic misconduct, any evidence provided by the reporting third party and any other supporting evidence obtained from sources independent of the reporting third party. 

4.3 ACM will not (unless the law permits) report any details about the investigation undertaken and the outcome of the investigation to the reporting third party, as such information will include the personal information of other individuals including of the student who is being investigated, and such information must remain confidential to comply with Data Protection law and other duties of confidentiality that ACM may have in relation to the student being investigated and other individuals. 

4.4 If a reporting third party insists on remaining anonymous, ACM may not be able to rely on the anonymous information as evidence of academic misconduct, as under the data protection legislation and other legal rights that protect individuals faced with allegations against them, the accused person will have a right to know what information others hold about them and how they obtained such information, as this is information relating to them and is therefore their personal data. 

4.5 If a reporting third party consents to their identity being disclosed to the student who has allegedly committed academic misconduct, ACM may consider any precautionary measures that need to be put in place to safeguard the reporting person or anyone else involved, in consultation with the individuals to be safeguarded.

4.6 If ACM cannot investigate an anonymous report, we may use the information to better understand the issues impacting our community, to understand trends, and to inform proactive preventive work. 

5 Definitions of Types of Academic Misconduct

5.1 Academic misconduct (cheating and unethical practices) in assessments is where a student gains, seeks, attempts or intends to gain advantage in relation to assessments or to aid another to gain such an advantage by unfair or improper means. The following list provides examples of misconduct, but is not exhaustive. 

1. a) Minor Errors/Poor Academic Practice 

Minor errors arise when a student has attempted to adopt academically acceptable practices but has failed to do so accurately or fully, producing work that is unduly derivative or which fails to recognise sources. Examples include forgetting to insert quotation marks, minor mistakes in referencing or citation, gaps in the bibliography or reference list, non- compliance with some aspects of presentation guidelines. Work will be marked down for an over-reliance on external sources or for being overly derivative.

1. b) Cheating in examinations or tests 

Breaching the Examination Room Rules for Candidates (Section K). This includes assessments that are taken ‘in-class’, ‘online’ or any other form of summative examination. 

1. c) Collusion 

Collusion occurs when, unless with official approval (e.g. in the case of group projects), two or more students consciously collaborate in the preparation and production of work which is ultimately submitted by each in an identical or substantially similar form and/or is represented by each to be the product of individual efforts. Examinations and Online timed assessments that contain similar work will be treated as collusion. Collusion also occurs where there is unauthorised co-operation between a student and another person in the preparation and production of work which is presented as the student’s own. This includes when one student produces work and allows another student to copy it – both students will be culpable. If both students submit the work in the same submission period, even at different times, both students will be deemed to have colluded.

Collusion can also be the act of one student presenting a piece of work as their own independent work when the work was undertaken by a group. With group work, where individual members submit parts of the total assignment, each member of a group must take responsibility for checking the legitimacy of the work submitted in their name. If even part of the work is found to contain academic misconduct, penalties will normally be imposed on all group members equally. 

Peer review of each other’s work or discussing an assignment can be helpful. However, students should be wary of falling into an act of collusion by actually producing/writing parts of an assignment for their peer/friend or giving them access to the work.

1. d) Copying 

Copying occurs when a student consciously presents as their own work material copied directly from a fellow student or other person without their knowledge. It includes the passing off of another’s intellectual property, not in the public domain, as one’s own. It differs from collusion in that the originator of the copied work is not aware of, or party to, the copying. Copying of work from published sources would be dealt with as plagiarism.

1. e) Dishonest Use of Data: Fabricating or falsifying data or using without permission another person’s work 

Fabricating or falsifying data to include presenting work that has not taken place. This includes laboratory reports or projects based on experimental or field work. It may also include falsifying attendance sheets for placements where this is part of the assessment requirements.

1. f) Requirement for Ethical Approval 

Failure to gain ethical approval through ACM’s ethical approval processes prior to beginning research, or where the student makes a major deviation from any approved research without gaining additional ethical approval, may result in failure of the work. Refer to ACM’s Research Ethics Policy for details regarding requirements for ethical approval.

1. g) False declarations 

False declarations and evidence presented in order to receive special consideration by Assessment Boards, including extensions, deferrals and requests for exemption from work. False declarations may be handled under ACM’s Student Conduct and Disciplinary procedure. It will be made clear to students where this is the case. 

1. h) Plagiarism – Passing off someone else’s work, whether intentionally or unintentionally, as your own 

Plagiarism occurs when a student misrepresents, as their own work, work in the public domain, written or otherwise, of any other person (including another student) or of any institution. Examples of forms of plagiarism include:

1. i) the verbatim (word for word) copying of another’s work without appropriate and correctly presented acknowledgement and citation of the source. 

1. ii) the close paraphrasing of another’s work by simply changing a few words or altering the order of presentation, without appropriate and correctly presented acknowledgement and citation of the source.

• Sham Paraphrasing: When someone copies text, word for word from a source, references the work but does not place it in quotation marks so it appears to be paraphrased.  
• Illicit paraphrasing: When someone paraphrases text from a source but does not acknowledge the source.

iii) failure to reference appropriately or to adequately identify the source of material used:

• Concealing sources: If a student cites a piece of work from a source more than once they must reference it each time. No matter how many times they refer back to the source they must acknowledge the source, even if it is in the very next paragraph.
• Fake Referencing: To make up quotations and/or supply false/inaccurate quotations and/or citations, including references/sources, or any part thereof. The fake citation can be either completely fabricated or reference a real source (book, journal, or website) which contains no such article or words that have supposedly been used or to imply that books and/or journals have been used by copying citations from the work of other authors when they have not.  
• Secondary referencing: To mention someone’s work which has been referred to in a document a student has read, even though the student hasn’t read the original piece of work themselves. When a student compiles their reference list students must only include the document(s) read by the student.

1. iv) the deliberate and detailed presentation of another’s concept as one’s own.

1. i) Self-plagiarism 

Self-plagiarism, also called auto-plagiarism, is when a student submits the same piece of work, or substantial part thereof, for assessment more than once for graded credit without acknowledging what they are doing by citing the original content. It will be regarded as Self-plagiarism unless the original piece of work is appropriately referenced in the new submission. 

1. j) Purchasing or Commissioning 

Purchasing or commissioning is either attempting to purchase or purchasing work for an assessment including, for example, from the internet, or attempting to commission, or commissioning someone else to complete an assessment. Essay mills are now illegal entities, and use of them is facilitating an illegal activity. 

For assessments at all levels, the commissioning of proof-reading where this substantially alters the content of the original work, whether this is from a commercial provider or a personal contact, falls under this definition and is considered academic misconduct. 

1. k) Deliberate attempt to gain advantage by unfair or improper means

Trying to deceive specialist text checking software (e.g. Turnitin) by, for example, using text replacement tools, images in documents instead of text, submitting documents in an alternative format than that stipulated by the assessor/assessment brief.

1. l) Unethical Use of Artificial Intelligence 

Unethical use of artificial intelligence in a piece of work submitted for grading. Content generated by artificial intelligence which is not cited or referenced, giving the impression that the content is the student’s own original work. 

6 Appropriate Academic Conduct 

6.1 Academic Staff are responsible for informing students: 

1. a) Students are only permitted to submit their own original work for assessments. 

1. b) Students should not allow others to see the text they have produced for their assignments and should exercise caution about sharing their ideas and draft copies with other students.

1. c) Students should not allow others access to electronic versions of their work. 

1. d) Students should take care to ensure the originality of their own assessment submissions and should always be able to demonstrate that work is their own and correctly sourced and referenced, including declarations of where and how AI was used, where necessary. 

Procedures 

7 Initial Procedures 

7.1 Whilst an investigation is being carried out, the Assessment Board may note the incident and defer judgement. 

7.2 A holding grade of U (allegation of academic misconduct under investigation) should be entered by the Assessment Operations Manager or nominee on the student’s module record (for cross-reference with other alleged infringements). 

8 Procedure for investigation by the Academic Misconduct Team

8.1 Where a tutor suspects academic misconduct to have occurred, the tutor flags the submitted work to the Academic Misconduct Team for review. 

8.2 An Academic Misconduct Team member determines whether there are reasonable grounds to pursue an allegation of academic misconduct or whether the work referred to them should be treated as a case of Poor Academic Practice (Category A). 

8.3 Where there are no reasonable grounds to pursue an allegation of academic misconduct, the work should be returned to the tutor and marked on its academic merits. All record of the alleged misconduct will be removed from the student’s record. 

8.4 Where the work should be treated as a case of Poor Academic Practice (Category A), the work should be returned to the tutor and marked on its academic merits, taking into account the nature of the poor academic practice, such as (for example) an over-reliance on external sources. The student should be given feedback on where they can seek help (e.g. Digital Librarian) or where to access resources with regard to referencing, etc. 

8.5 If the Academic Misconduct Team determines there are reasonable grounds to suggest the candidate has contravened the regulations in assessment, they or a nominated tutor shall write to the student(s) concerned: 

(a) To put the allegation to the student. 

(b) If appropriate, to enclose copies of any evidence or report. 

(c) Request a written statement to explain how the allegation may have arisen, stating any mitigating circumstances which may be taken into account when considering a penalty (authenticated evidence to be provided where appropriate). 

(d) To notify the student that they may request a meeting in preference to submitting a written statement, if they prefer.

(d) To request a reply within 10 days of the date on which the letter or email is sent and explaining the consequences of failure to reply. 

Student Response

8.6 If a written reply to the allegation or a request for a meeting is not received from the student within 10 days of the date on which the letter or email is sent, or if the student replies accepting the allegation, the Academic Misconduct Team shall escalate the allegation to the Academic Misconduct Panel for consideration under the terms of this Academic Integrity Policy. 

9 Retrospective allegations of Academic Misconduct 

9.1 Exceptionally, where academic misconduct is discovered after a grade has been published or an award has been conferred, an allegation may be pursued retrospectively under these procedures. Where a student has already graduated, the outcome may result in the revoking of a qualification already awarded. 

10 Guidelines for Penalties for Academic Misconduct 

1. a) The minimum penalty imposed shall normally exceed that which would follow if the student had merely failed the assessment. 

1. b) The penalties listed must be taken as indicative of the maximum penalties which may be imposed (see Table A). 

1. c) All confirmed offences for taught programmes must be recorded on the student’s record as grade P for the module. This grade to remain throughout the student’s registration at ACM and to be replaced on formal documents by grade 0%.

1. d) All confirmed offences for research programmes will be recorded on the student record and remain throughout the student’s registration at ACM.  

1. e) All records of disproved offences must be deleted from the student record. 

1. f) A student may appeal against the decision of the Assessment Board to impose a penalty by following the Academic Appeals policy and procedure. 

1. g) If a student submits multiple assessments within a similar timeframe (and will not have had the opportunity to have had feedback) and has committed the same type of offence, the appropriate penalty will be applied to all the assessments as a simultaneous offence.

11 Categories, Actions and Penalties

Table A

Note: All cases will sit on a sliding scale of severity. There may be situations where what would normally be considered a minor offence will more appropriately be considered as serious misconduct, due, for example, to the extent of the deliberation and intention to deceive. These examples should therefore be used as a guide to help the relevant stakeholders identify procedures, keeping in mind that an element of academic judgement will always be required in determining the level of academic misconduct and the appropriate action to take. 

12 Fee and delivery implications

12.1 Requirement to re-enrol in a module or a substitute module may incur additional fees and possible disruption to the student’s original delivery schedule. Interruption to, or deregistration from, enrolment to the programme of study may also incur issues with regard to student loan access and/or funding. Students should refer to the Finance Policy for details regarding fee liability, available at www.acm.ac.uk/policies/ 

13 Appeals

13.1 If a student wishes to appeal a decision made by ACM regarding academic integrity, they should follow ACM’s Academic Appeals policy and procedure, available at www.acm.ac.uk/policies/ 

14 Policy Document Responsible Parties

14.1 The policy lead is responsible for the cyclical monitoring and review of this policy in liaison with the Policy Review Committee. The Academic Integrity & Misconduct policy lead is: 

• Head of Assessments 

14.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff: 

• Head of Quality and Standards 
• Quality Assurance and Enhancement Manager 
• Executive Dean of Education
• Dean of Academic Practice and Enhancement
• Head of Assessments

15 References 

15.1 Internal references: 

• Academic Appeals Policy and Procedure
• Research Ethics Policy
• Finance Policy 
• Student Use of Artificial Intelligence Policy 

15.2 External references: 

• Office for Students (OfS): Regulatory Framework for Higher Education in England 
• OfS Conditions B1 to B6 
• Office of the Independent Adjudicator (OIA) Good Practice Frameworks

16 Date of Approval and Next Review 

Download this policy: POL007_Academic Integrity & Misconduct_2025-26

Policy 008: Equality and Diversity

1. Purpose and Scope

1.1. This policy describes the way in which ACM approaches matters relating to student and staff equality and diversity.

1.2. This policy outlines the steps taken to ensure due consideration is taken to the embedding of a culture at ACM which is sensitive, inclusive and mindful of its stakeholders differing needs and expectations in relation to equality and diversity.

2. Policy Statement

Equality and Diversity

2.1. The Academy of Contemporary Music (ACM) aims to ensure that no one is treated less favourably than another on the grounds of gender, race, nationality, ethnic or national origin, religious or political beliefs, disability, marital status, social background, family circumstance, sexual orientation, gender reassignment, spent criminal convictions, age or for any other unlawful reason.

2.2 ACM recognises and encourages the valuable and enriching contribution of all who work within ACM and the rights of all individuals who come into contact with ACM, such as prospective students and other stakeholders.

2.3 This policy provides ACM’s overarching vision, values and commitments in relation to equality and diversity. It has been written to reflect changes in equality legislation including the Equality Act 2010.

2.4 At ACM we are committed to advancing equality of opportunity, respecting and celebrating differences, eliminating discrimination, harassment and victimisation and fostering good relations between all who work or learn at ACM, or use our services. We recognise that all have a right to equality of opportunity regardless of the nine characteristics covered by the Act:

• Race
• Disability
• Gender
• Age
• Sexual Orientation
• Religion and belief
• Gender Reassignment
• Pregnancy/maternity
• Marriage/civil partnership

2.5 Other aspects of a person’s identity, background or circumstances can cause them to experience discrimination, for example a person’s socio economic status, class or background. ACM is committed to advancing equality and eliminating discrimination on these and other grounds. 

The Student Experience

2.6 ACM  is committed to:

• Ensuring and promoting equality through teaching and learning, and also in the selection, enrolment, assessment and progression of students.
• Providing appropriate student support and guidance which reflects the diversity of students’ needs both pre-entry and on-course. This means that no student will receive less favourable treatment on the basis of their protected characteristics.
• Support and guidance for students will be linked to their particular needs. It also means that ACM aims to promote equal respect for all people, to challenge prejudice and to prepare students to work in a multicultural and diverse society.
• Ensuring equality of opportunity for all under-represented groups of students through an up to date and regularly reviewed Access and Participation Plan (APP) 

Principles

2.7 This Policy is underpinned by principles to which all ACM students and stakeholders should adhere, namely:

• To create an environment in which individual differences and the contributions of all our staff and students are recognised and valued.
• That successful implementation of the Policy is the responsibility of all ACM students and stakeholders.
• That all students and other stakeholders of ACM will be treated with fairness, respect and sensitivity.
• To aim to create and maintain a working and learning environment where all stakeholders will have the opportunity to fully participate in order to achieve their full potential in a climate free from discrimination, bullying or harassment.

2.8 Breaches of this Policy will be regarded as misconduct and could lead to disciplinary proceedings.

2.9 The Equality Act recognises the following types of discrimination:

• Direct discrimination, including associative and perception of discrimination.
• Indirect discrimination
• Harassment
• Victimisation
• Discrimination arising from disability
• Failure to make reasonable adjustments

2.10 This policy applies to all students and visitors to ACM. Where students are working at premises other than ACM locations, they will be subject to the policy.

2.11 This policy covers all behaviour by the individual including online platforms such as the Virtual Learning Environment, email, communications channels, distribution media and platforms and across any social media.

Implementation

2.12 The Equality Act 2010 introduced a Public Sector Equality Duty, in force from April 2010, which requires ACM to give due regard to:

• Eliminating discrimination, harassment or victimisation.
• Advancing equality of opportunity.
• Fostering good relations.

2.13 Implementation of this policy is managed via ACM, School and Department plans which will take account of ACM’s commitment to Equality and Diversity and seek to implement its provisions.

2.14 ACM will ensure that its strategic plan has a commitment to equality and diversity; that they receive and review reports on student equality, diversity and widening participation, that they agree relevant equality targets and impact measures and monitor progress towards these.

2.15 The Senior Management Team will take an active and visible lead in driving forward equality and diversity; provide reports; oversee implementation of this policy; ensure equality and diversity data is embedded within self-assessment reports and development plans and agree quality targets with managers.

Monitoring

2.16 The effectiveness of this policy in ensuring we are meeting our obligations will be monitored through regular collection and analysis of data that should be as unobtrusive to individuals as possible, commensurate with this objective.

2.17 ACM monitoring of the implementation and effectiveness of the Policy will be the responsibility of the Senior Management Team. Departments will be responsible for the gathering and analysis of data as required in line with cyclical reporting. Outcomes from analysis of information collated will inform self assessment processes and ACM improvement plans.

Addressing Discrimination, Harassment and Victimisation

2.18  ACM will:

• Actively challenge and tackle all forms of prejudice, discrimination and stereotypical attitudes.
• Deal with allegations of discrimination, harassment and victimization sensitively, and investigate promptly, fairly and thoroughly.
• Treat any form of discrimination, harassment or victimisation carried out by an individual as a matter for possible disciplinary action. This includes harassment by a third party.

Publicity

2.19 The Image ACM projects of itself in its promotional material, advertising and public relations activity, sends messages about the people ACM expects and wishes to serve. ACM’s publicity will be regularly reviewed to ensure that:

• It is non-discriminatory to any group or individual
• It is provided in hard copy and electronic forms to ensure that information is widely available and accessible by individuals with a range of needs.
• It gives the positive image of a place which welcomes everyone for education and training.
• Applications from members of disadvantaged or underrepresented groups are actively encouraged into areas where such groups might be underrepresented.

2.20  Every effort will be made to ensure that appropriate publicity reaches all groups in the community, enabling the widest possible recruitment.

2.21  All ACM students, and potential students, should be made aware of:

• The available study support.
• The services available within ACM to support students with additional learning needs.
• ACM counselling and guidance services.
• The availability of careers guidance and industry related opportunities and enrichment activities.

Student Recruitment

2.22 The process of gaining admission to ACM programmes will be clearly expressed and structured to allow, wherever possible, ease of access to all students throughout the year where appropriate. Prospective students will be offered support and guidance at all stages.

2.23 During the admissions process, students will be invited to indicate details relating to their ethnic origin, any additional learning needs and any special educational needs. This information will be used only for the purposes of providing support, for monitoring and as a reference when considering necessary modifications to the curriculum, marketing activities, buildings and equipment.

2.24 No ACM employee will discriminate unfairly, directly or indirectly in the guidance and recruitment of students.

2.25 Students with additional learning needs and special educational needs will be given the opportunity to discuss ways of overcoming any problems of access (in it’s widest sense, including access to the curriculum) and should be actively involved in problem solving.

Access to the Curriculum

2.26 ACM is an open access institution that seeks to offer learning opportunities to all, whatever their previous level of achievement.

2.27 Programme Handbooks, syllabi and resources will be regularly examined to ensure they do not discriminate, directly or indirectly, against any student group. They should be enhanced by including positive acknowledgement of the contributions made to society by a diversity of cultures.

2.28 Programmes should be accessible to as wide a range of students as possible, by enhanced flexibility in both delivery and timing.

2.29 Learning Support will be made available to all students requiring it, subject to resources.

2.30 Ways of modifying curriculum delivery to allow access to classes to individuals with additional learning needs or special educational needs should continue to be sought.

2.31 Assistive technologies will be developed and deployed to assist and enhance the participation of students with disabilities and impairments in their use of learning opportunities.

2.32 Learning opportunities will be provided for targeted groups to facilitate access and opportunity.

2.33 Procedures for accreditation and assessment will, wherever practicable, be flexible and responsive to the needs of the whole range of students who attend ACM.

2.34 ACM supports the entitlement, for the whole ACM community, to information, guidance and counselling, which will enable individuals to manage their personal development.

Equality and Diversity related concerns

2.35 Any student, customer or client who feels she/he is being discriminated against for reason of disability, gender, ethnic origin, age, socio-economic group or sexual orientation should raise the matter formally or informally, as appropriate, with one of the following, in the first instance:

• Their Pathway Leader
• Dean of Education
• Head Education Delivery and Development
• Head of Student Services
• Academic Registrar
• Quality Assurance and Enhancement Manager

2.36 The Student Complaints and Grievance Procedure is available for cases of alleged discrimination against students.

2.37  All complaints will be taken seriously by the person receiving them and the appropriate process will be followed to respond to the complaint. Complaints provisions are subject to regular review under the Quality Assurance and Enhancement policy and procedures.

ACM Environment

2.38  By adapting and modifying the environment and facilities, where appropriate, ACM will strive to make students, staff, customers and visitors feel welcome.

2.39 Offensive material of a discriminatory nature will not be displayed in any part of ACM.

2.40 ACM communications and publication (internal and external) will not use language or images which are potentially discriminatory against any group or individual.

2.41 A facility will be made available, if required, to meet diverse religious needs.

2.42 ACM catering facilities will reflect the needs of and show sensitivity to different dietary needs.

2.43 ACM will comply with the requirements of all current legislation relating to the access rights of people with disabilities.

2.44 Consideration will continue to be given to the provision of off-site tuition, where appropriate, to the needs of disadvantaged groups.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Equality and Diversity Policy lead is:

• Head of Student Services

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Student Services
• Head of Diversity, Access and Participation
• Senior Management Team
• Education Management Team
• Pathway Leaders
• Staff with line management responsibilities

4. Reference Points

4.1 Internal:

• Safeguarding Policy
• Student Complaints and Grievances Policy
• Student Conduct and Discipline Policy
• Staff Disciplinary Policy
• Data Protection Policy

4.2 External:

• The Equality Act 2010

5. Date of Approval and Next Review

Version:                        1.2

Approved on:               01 September 2025

Approved by:               Academic Board

Next Review:                August  2026

Download POL_008_Equality And Diversity

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Policy 009: Additional Needs and Disability

1. PURPOSE

1.1 This Policy aims to ensure that ACM promotes and embodies the delivery of inclusive education across all it’s campuses, including Higher Education, Further Education and for all ACM students.

1.2 This Policy describes how the ACM meets the needs of students with additional needs and disabilities by:

• Providing targeted and specialist support to those meeting evidential criteria to access funding for Further and Higher Education support.
• Providing advice to students with an additional need during enrolment, on course and through progression.
• Working collaboratively and proactively with parents/guardians/stakeholders by adopting a multi-disciplinary partnership approach.
• Influencing organisational decisions ensuring adequate levels of inclusive practice and accessibility are considered.
• Advocating for students who have a protected characteristic as recognised by the Equality Act.

2. POLICY DETAILS

2.1 ACM is committed to the provision of equal opportunities for students with additional needs and disabilities, and aims to create an environment that enables them to participate fully in Further and/or Higher Education. It recognises its duties to make reasonable adjustments as described in Section 20 and 21 of the Equality Act 2010.

2.2 ACM recognises and embodies a social model of disability. That everyone who has the capability to benefit from studying at ACM should have the opportunity to do so: this is the principle that informs ACM’s approach to widening participation in a range of areas, including disability.

2.3 ACM takes positive steps to ensure that disabled students can fully participate in the education and other benefits, facilities and services provided for students. This duty is anticipatory and continuing.

2.4 To encourage an inclusive approach to disabled students, ACM need to respond appropriately ensuring that:

• staff have appropriate training to review their own practices and adopt more inclusive learning, teaching and assessment approaches;
• staff understand their duties to make reasonable adjustments;
• staff are aware of the advice and support services for disabled students within ACM.

2.5 ACM does not deny admission to prospective students on the grounds of their disability and takes such steps as it is reasonable, within its means and capabilities, to avoid any disadvantage. In the event that ACM is not able to meet the needs of a particular student, alternatives will be discussed. Admission to the programme would be institutionally irresponsible if ACM is not able to make the necessary adjustments to ensure the well-being, safety and quality of experience for prospective students.

2.6 For all matters relating to this policy and inclusive practice please refer to the Additional Needs and Disability Department. They can be contacted via email on and@acm.ac.uk  or by telephone on 01483 501211.

4. POLICY SCOPE

4.1 This policy applies to ACM students studying both Further Education and Higher Education. It is embodied in all three campuses and across the organisation as a whole.

4.2 It also recognises its responsibility to applicants, staff, visitors and contractors that may also have an additional need or disability.

5. RELATED POLICIES

This policy is embedded across all organisational practices. All associated documents can be found on the ACM website under policies or by using the link. https://www.acm.ac.uk/policies/

Associated policies include:

• 008 Equality and Diversity010 Safeguarding
• 011 Fitness to Study
• 012 Learning, Teaching, Assessment and Attainment
• 013 Hardship and Travel Bursary Funding
• 015 Admissions Policy
• 020 Data Access and Protection
• 046 Risk Assessment
• 058 Student Withdrawal, Interruption and Internal Transfer
• 067 Looked After Young People and Care Leavers

It also directly relates to ACM’s Access and Participation Strategy. This can be found on the ACM website via the link:

https://www.acm.ac.uk/wp-content/uploads/2020/02/ACMGuildfordLtd_APP_2020-21_10067853.pdf

6. POLICY OWNER

6.1 This Policy is under the responsibility of the Student Engagement and Quality Committee. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. The Student Engagement and Quality Committee delegates operational responsibility to the Additional Needs and Disability department. They can be contacted via email on and@acm.ac.uk  or by telephone on 01483 501 211.

7. DEFINITIONS

7.1 Throughout this policy the term ‘Additional Needs and Disability’ is used to denote students with an identifiable additional need that may not be met by the core offer. It is interchangeable with the term ‘Special Educational Needs (SEN)’ and includes those with a learning disability, specific learning difficulty, mental health condition, health problem, physical/hidden impairment or a social care need.

8. PROCEDURES

Admissions Arrangements

8.1 All applicants wishing to study at ACM complete an admission form that includes details of any additional need or disability. We encourage applicants to share information on any condition that may inhibit their ability to access their chosen course/job role.

8.2 All applicants who have made a disclosure will be referred to the Additional Needs and Disability Department (AND Department) who engage with the applicant to ensure that they are given information and advice about the support available.

8.3 Students who have declared an additional need or disability are assessed by the AND department. Depending on the age of the student, the course they are undertaking and their individual needs a recommended support plan is then put in place.

Specialist Support

8.4 Students that have an identifiable additional need or disability may be entitled to specialist support and/or equipment. It is the responsibility of the AND department to support students to apply for local and/or national funding.

8.5 Higher Education disabled students can apply for Disabled Students’ Allowance (DSA). After they supply evidence of their disability they are invited to attend a Needs Assessment at a local Assessment Centre. The Assessor will write a report to outline what support is available.

8.6 Non Medical Help support includes Specialist Study Skills Tutors and Mentors.The Specialist Tutors are on the Association of Dyslexia Specialists in Higher Education (ADSHE) register, and the Specialist Mentor is accredited by the University Mental Health Advisors Network (UMHAN) ensuring they complete rigorous CPD and peer supervision. ACM offers remote study skills sessions and mentoring to all three campuses and face to face appointments in Guildford.

8.7 Students may also be entitled to assistive technology/software, printing costs, accommodation top ups and transport.

8.8 Further Education disabled students in receipt of an Education, Health and Care Plan (EHCP) may be entitled to local authority funding. Learning Support Assistants and a Learning Support Officer may be allocated if required.

Facilities

8.9 The AND Department is located in ACM’s Guildford campus. It has a separate entrance to the main teaching areas so students can attend discreetly. The AND Department aims to have a calm and positive environment, where students feel welcome and comfortable. In Clapham and Birmingham students may access support via remote communication or on campus by appointment.

8.10 All areas in ACM buildings have disabled access and toilets. Where disabled access is not available ACM are committed to finding an alternative arrangement.

8.11 There is a no-food-or-drink policy in all teaching areas, enabling attendance of students at risk of anaphylaxis.

Allocation of resources

8.12 Students with an additional need or disability are either supported/advised by the Learning Support Officer (for Further Education) or Disability Officer (for Higher Education). Both roles sit within the Additional Needs and Disability department.

8.13 The Additional Needs and Disability Department is responsible for regulating and monitoring the allocation of resources.

Identification of needs

8.14 Students who declare their support needs, and satisfy data protection requirements, are identified to teaching staff through the Insight program, which flags the student’s name on the staff registers, enabling teaching staff to have instant access to the information entered. Staff are also advised when this information is updated.

8.15 Teaching staff may refer any student to the AND Department if they have concerns regarding the student’s support needs.

8.16 AND Department staff keep detailed records of support given to students and the progress made.

Access to the Curriculum

8.17 ACM takes positive steps to ensure that disabled students can fully participate in the education and other benefits, facilities and services provided for students.

8.18 This duty is anticipatory and continuing – ACM plans ahead and anticipates reasonable requirements of disabled students. This includes providing all documentation in a digital format and providing alternative forms of assessment as required.

Evaluating the success of provision

8.19 Records are kept of the attendance, retention and achievement of all students, including those with additional needs and disabilities.

Complaints

8.20 Complaints against ACM made by students are treated seriously and, if found to be valid, are acted upon to ensure that the students’ interests are protected as far as it is possible for ACM to do so.

8.21 Informal, and formal grievances can be made in accordance with the Student Complaints and Grievances Policy and Procedure. This can be found on the ACM website under policies or through the link https://www.acm.ac.uk/policies/

9. EXHIBITS/APPENDICES/FORMS

There are no further exhibits, appendices or forms relevant to this Policy.

10. SUPPORTING INFORMATION

There is no further supporting information relevant to this Policy.

11. DOCUMENT HISTORY AND NEXT REVIEW

Version:                         2.1

Approved on:               01 September 2025

Approved by:               Academic Board

Date of next review:    August 2026

Download 009 POL_009_Additional Needs and Disability

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 010: SAFEGUARDING POLICY

1. PURPOSE

1.1 The purpose of the policy is to assist ACM in discharging its duties and commitments in respect of safeguarding students, staff and the wider community in institution-led activities fully, effectively and in accordance with statutory guidance and legislation. 

1.2 It is the intention of this Policy to promote high standards of personal and professional practice across the institution and outlines the procedures for staff to follow when concerns arise. 

1.3 This Policy has been written in accordance with, and with reference to, the statutory guidance and legislation as outlined in Item 8. 

2. POLICY DETAILS

2.1 The Academy of Contemporary Music is committed to safeguarding and promoting the welfare of all students, staff, visitors and guests and acknowledges its particular responsibilities to children, young people and adults at risk. 

2.2 All staff within ACM have a responsibility to be involved in contributing to a culture in which safeguarding is embedded, discussed openly and risk proactively reduced. Every member of staff is DBS checked prior to commencing employment, and again every three years, and all staff members must complete training in the following areas: 

• Safeguarding Young People
• Mental Health Awareness in Children & Young People
• An introduction to GDPR
• Health and Safety in Education Awareness
• The Prevent Duty
• First Aid Essentials

2.3 All suspicions and allegations of abuse or concerns about radicalisation will be taken seriously by ACM and responded to appropriately involving referral to external agencies when deemed necessary. These suspicions and allegations will be acted upon immediately. 

2.4 ACM will ensure that there are established governance structures in place to ensure that all aspects relating to safeguarding are regularly audited, reviewed and monitored. 

2.5 All ACM students and staff are required to wear ID cards and lanyards at all times whilst on ACM premises. Any person or persons found to be on ACM premises without a valid ACM ID will be removed by security representatives. The main doors to ACM buildings are key card access only to ensure access is only granted to ACM students and staff, or supervised contractors. Any member of the ACM community found to be abusing this system (e.g. by granting access to another person by using their ID card), may be subject to staff or student disciplinary procedures. 

2.6 All visitors, guests and contractors etc. are required to register at the Campus Reception on arrival. They will be issued with, and must display at all times, a Visitor Pass and are required to return it on leaving the premises. A Safeguarding leaflet will also be issued which contains essential information for disclosure process, team information and also includes fire precautions and first aid information. 

2.7 All visitors, guests and contractors etc. will be made aware of and follow ACM’s safeguarding policy. They will recognise, respond to and report any concerns that come to their attention regarding the safety and/or welfare of a young person or vulnerable adult. 

2.8 ACM’s safeguarding policy and procedure are supported by the Safeguarding Team. The safeguarding team must remain aware of all safeguarding policies and procedures and be able to communicate them effectively to all staff. They are responsible for providing comprehensive safeguarding inductions, regular training and reinforcing staff responsibility to recognise, report and respond to concerns. 

2.9 The ACM safeguarding team consists of the Designated Safeguarding Lead and a team of Deputy Designated Safeguarding Leads, and is responsible for responding to safeguarding disclosures under the direction of the DSL. Such actions may include, referring allegations to the relevant investigating agencies such as Local authority , Police, Channel panel, social services; Attending Child In Need meetings and Child Protection conferences. 

2.10 ACM is committed to providing clear and easy to follow procedures for management of all concerns, including those that are deemed low level. In addition to its safeguarding provision, ACM has established procedures to enable staff to raise low level concerns about staff competency, organisational risk and reputational risk. 

2.11 Notwithstanding the measures in place to safeguard children and young people, and ACM’s commitment to students in need of extra support as outlined in Section 8 of the Additional Needs and Disability Policy, ACM does not act in loco parentis for registered students under 18. 

3. POLICY SCOPE

3.1 The policy applies to all members of the ACM community, including students at all levels and campuses, staff, applicants, associate members, visitors, contractors and volunteers. 

3.2 All ACM campuses have students under the age of 18 participating in courses or events, our safeguarding policy and training programme is developed in line with Keeping Children Safe in Education for both our Higher and Further Education provision. All staff adhere to recommendations and necessary requirements stated within this legislation regardless of role or position. 

4. RELATED POLICIES

• Safeguarding Procedures 
• Staff Code of Conduct 
• Student Charter 
• Data Protection Policy 
• Prevent Policy 
• External Speaker and Events Policy 
• Acceptable Use of IT and E-Safety Policy 
• Social Media Policy 
• Student Disciplinary Policy 
• Student Complaints and Grievances Policy 
• Equality & Diversity Policy 
• Staff Recruitment Policy 
• Health & Safety Policy 
• Whistleblowing Policy 
• Criminal Convictions Policy 

5. POLICY OWNER

The responsibility for this Policy falls under the remit of the Safeguarding and Pastoral Services Manager, overseen by the Student Experience and Quality Committee. This role is supported under the Integrated Services Division. 

The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

DSL: Designated Safeguarding Lead is the member of staff that coordinates all safeguarding concerns and oversees all referrals. 

DDSL: Deputy Designated Safeguarding Lead is the member of staff who supports the DSL in maintaining the function of safeguarding throughout all campuses. 

LADO: Local Authority Designated Officer 

ABUSE: A form of maltreatment of a person. Somebody may abuse or neglect another person by inflicting harm or by failing to act to prevent harm. Someone may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place either wholly online, or technology may be used to facilitate offline abuse. People may be abused by an adult or adults or by young people. 

PHYSICAL ABUSE: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to anyone. Physical harm may also be caused when a responsible adult fabricates the symptoms of, or deliberately induces, illness in someone. 

EMOTIONAL ABUSE: The persistent emotional maltreatment of a person such as to cause severe and adverse effects on that person’s emotional development. It may involve conveying to a person that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the person opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on people. These may include interactions that are beyond a person’s developmental capability as well as overprotection and limitation of exploration and learning or preventing the person from participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing people frequently to feel frightened or in danger, or the exploitation or corruption of people. Some level of emotional abuse is involved in all types of maltreatment of a child, although it may occur alone. 

SEXUAL ABUSE: Involves forcing or enticing someone to take part in sexual activities, not necessarily involving violence, whether or not the person is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing, and touching outside of clothing. They may also include non-contact activities, such as involving someone in looking at, or in the production of, sexual images, watching sexual activities, encouraging people to behave in sexually inappropriate ways, or grooming someone in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can people under the age of 18. The sexual abuse of children by other children is a specific safeguarding issue (also known as peer on peer abuse) in education and all staff should be aware of it and ACM’s policy and procedure for dealing with it. 

NEGLECT: The persistent failure to meet someone’s basic physical and/or psychological needs, likely to result in the serious impairment of the person’s health or development. Neglect may occur during pregnancy, for example, as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to: provide adequate food, clothing and shelter (including exclusion from home or abandonment); protect a child from physical and emotional harm or danger; ensure adequate supervision (including the use of inadequate care-givers); or ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs. 

CHILD SEXUAL EXPLOITATION (CSE) and CHILD CRIMINAL EXPLOITATION (CCE) Both CSE and CCE are forms of abuse and both occur where an individual or group takes advantage of an imbalance in power to coerce, manipulate or deceive a child into sexual or criminal activity in exchange for something the victim needs or wants, and/or for the financial advantage or increased status of the perpetrator or facilitator and/or through violence or the threat of violence. CSE and CCE can affect children, both male and female and can include children who have been moved (commonly referred to as trafficking) for the purpose of exploitation. 

SERIOUS VIOLENCE: Indicators may signal someone is at risk from or is involved with serious violent crime. These may include increased absence from education, a change in friendships or relationships with older individuals or groups, a significant decline in performance, signs of self-harm or a significant change in wellbeing, or signs of assault or unexplained injuries. Unexplained gifts or new possessions could also indicate that someone has been approached by, or are involved with, individuals associated with criminal networks or gangs and may be at risk of criminal exploitation. 

MENTAL HEALTH: Mental health problems can, in some cases, be an indicator that a person has suffered or is at risk of suffering abuse, neglect or exploitation. Only appropriately trained professionals should attempt to make a diagnosis of a mental health problem. ACM staff, however, are well placed to observe students day-to-day and identify those whose behaviour suggests that they may be experiencing a mental health problem or be at risk of developing one. 

FEMALE GENITAL MUTILATION (FGM): FGM is a procedure where the female genitals are deliberately cut, injured or changed, even though there is no medical reason for this to be done. It is also referred to as female circumcision. If a member of staff, in the course of their work, discovers that an act of FGM appears to have been carried out, they must report this to the DSL or DDSL and it must be reported to the police. 

PEER ON PEER ABUSE: Children can abuse other children and it can happen inside or outside the institution and online. Even if there are no reports from within the institution, it does not mean it is not happening; it may be the case that it is just not being reported. It is therefore important if staff have any concerns, they should contact the Designated Safeguarding Lead or Deputy. Inappropriate behaviours between peers that are abusive in nature should be challenged. Downplaying certain behaviours, for example dismissing sexual harassment as “just banter”, “just having a laugh” can lead to a culture of unacceptable behaviours, an unsafe environment for people and in worst case scenarios a culture that normalises abuse leading to people accepting it as normal and not coming forward to report it. Peer on peer abuse is seen as a specific safeguarding concern. ACM therefore additionally covers peer on peer abuse in a separate policy and procedures document. 

7. PROCEDURES

The procedure that accompanies this safeguarding policy is Procedure 010: Safeguarding Procedure, and can be found at acm.ac.uk/policies

8. EXHIBITS/ APPENDICES/ FORMS

This Policy has been written in accordance with, and with reference to, the following statutory guidance and legislation: 

• Keeping Children Safe in Education (DfE, 2022) 
• Working Together to Safeguard Children (HM Government, 2018)
• What to do if you’re worried a child is being abused (DfE, 2015)
• The Prevent Duty (DfE, 2015, updated 2019) 
• Child sexual exploitation; definition and guide for practitioners (DfE, 2017)
• Sexual violence and harassment between children in schools and colleges (DfE, 2018) 
• The Children Act 2004 (with later amendments) 
• Safeguarding Vulnerable Groups Act 2006
• The Sexual Offences Act 2003
• Office for Students (OfS) Condition E6
• Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007)
• Protection of Freedoms Act 2012
• Children and Families Act 2014
• Care Act 2014 
• Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018) 

9. SUPPORTING DOCUMENTATION

There are no further supporting documents to this Policy.

10. DOCUMENT HISTORY AND NEXT REVIEW

Version:                       6.1

Approved on:             01 September 2025

Approved by:              Academic Board

Date of next review:  August 2026

Download: Policy 010_ SAFEGUARDING POLICY

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk 

Policy 011: FITNESS TO STUDY

1. PURPOSE AND SCOPE

1.1 This policy outlines how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach when assessing an individual’s capacity to satisfactorily participate and fully engage as an ACM student. 

1.2 This policy applies to all prospective students, applicants, and current students, and is designed to ensure that students are treated in a fair and equitable manner. 

1.3 The content of this policy aligns with government legislation, the regulations of ACM’s validating partners and other external stakeholders to whom ACM must make reference. 

2. POLICY STATEMENT

Fitness to Study 

2.1 ‘Fitness to study’ refers to an individual’s capacity to participate fully and satisfactorily as a student, in relation to their academic studies and life generally at ACM. 

2.2 Capacity refers to an individual’s ability to make authoritative and objective decisions regarding their well-being or academic progress. Capacity refers to temporary or permanent impairment. 

2.3 ACM recognises that ensuring the mental and physical well-being of its students is crucial to their learning and academic achievement. ACM is committed to supporting and responding to student needs and to seeking to ensure a positive experience which assists students to engage with their studies and the local community. 

2.4 ACM is committed to the involvement of individual students in the management of their health, wellbeing, or exceptional personal circumstances and will work with them to make arrangements for support in order to break down any barriers to their education. 

2.5 There may be instances where a student’s health or well-being causes ACM concern regarding the student’s fitness to study on their programme/course. ACM has a duty of care to respond appropriately to situations where there are concerns relating to visible signs of illness, mental health difficulties, psychological, personality or emotional disorders, safeguarding concerns, and the detrimental impact on the functioning of the individual student and/or other members of the ACM community. 

When to use this policy

2.6 This policy should be used in circumstances where as a result of a known or suspected underlying physical or mental health impairment: 

• A student has disclosed concerns regarding their own fitness to study, in relation to factors concerned with their health, wellbeing, or other circumstances that pose prohibitive to effective engagement with their studies and wider participation with ACM. 
• A student’s ability to study is neither manageable nor achievable in relation to specific tasks and/or activities; 
• A student poses a risk to their own health, safety and/or wellbeing and/or that of other persons;
• The student’s behaviour is, or is at risk of, negatively affecting the teaching, learning and/or experience of other students; 
• The student’s behaviour is, or is at risk of, negatively affecting the day-to-day activities of ACM. 

2.7 This policy should be used when a student’s fitness to study is a cause for concern and all other procedures, processes or options to support the student have been considered or exhausted. 

2.8 ACM may choose to initiate another process either alongside or in place of this policy where the process, procedure or policy relates to a student’s conduct and well-being. 

2.9 Staff who have any level of concern about a student’s health or behaviour should consider use of this policy. If there is a concern of this nature, it is appropriate to explore the student’s well being and behaviour, and agree supportive action rather than enter into a disciplinary procedure. If a member of staff is unsure about whether to implement this procedure, they can seek advice and discuss their concern with ACM’s Designated Safeguarding Lead or a member of the ACM Safeguarding Team. 

2.10 This policy may also be applied if there are concerns about a prospective student or applicant to ACM, which may result in a refusal of a place on application or during the induction period if it is identified that ACM cannot meet the needs of the student concerned. 

3. POLICY OWNER 

3.1 This Policy is under the responsibility of the Student Engagement and Quality Committee. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

Implementation and compliance with the Policy, and associated procedures will be overseen by the following designated staff: 

• Registrar 
• Registry Manager
• Designated Safeguarding Lead 
• Group Lead on Student Experience 
• Additional Needs and Disability Coordinator 
• Wellbeing Coordinator 
• Admissions Manager

     4. REFERENCE POINTS

4.1. Internal: 

• Academic Integrity Policy 
• Admissions Policy 
• Additional Needs and Disabilities Policy 
• Safeguarding Policy 
• Student Complaints & Grievances Policy 
• Student Disciplinary Policy 

4.2. External: 

• Equality Act 2000 
• QAA Quality Code 
• Mental Capacity Act 2005 
• OIA Good Practice Framework 
• Deprivation of Liberty Safeguards

     5. DATE OF APPROVAL AND NEXT REVIEW

Version: 2.0

Approved on:    01 Sep 2025

Approved by:    Academic Board

Next Review:     August 2026 

Download: POL_011_Fitness to Study

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 012: LEARNING, TEACHING, ASSESSMENT AND ATTAINMENT

1. PURPOSE

1.1 This Policy outlines ACM’s approach to learning, teaching, assessment at ACM.

1.2 It is the intention of this Policy to clearly outline the ways in which ACM promises to achieve its strategic aim of developing autonomous learners who are equipped to sustain a career in the creative industries.

1.3 This Policy has been written in accordance with ACM’s Learning, Teaching, Assessment and Attainment Strategy. 

2. POLICY DETAILS

2.1 ACM is committed to delivering an architecture for learning that supports and celebrates differentiation and inclusion.

2.2 ACM has constructed the education programme to ensure that students experience being part of a discipline-specific community; an engaging and dynamic cohort; and a focused and purposeful project group applying the knowledge and skills developed in each of the modules.

2.3 ACM understands the different needs of students across each academic level, and the transitions between them. ACM will work to ensure that students obtain the knowledge and skills at each level, and support them in preparing for and achieving the learning journey of each level.

2.4 ACM believes that pastoral care and academic learning should work in parallel in order to achieve the best possible outcome for students. Senior academic staff will support the students on the learning journey of each level alongside the delivery of the modules for that level.

2.5 ACM will ensure there is flexibility in the learning, teaching and assessment strategies to support students with additional needs, disabilities, or other mitigating circumstances. Details on ACM’s approach to supporting students with Additional Needs and Disabilities can be found in ACM’s Additional Needs and Disabilities Policy which can be found here: acm.ac.uk/policies.

2.6 ACM encourages and challenges its staff to continuously improve the attainment rates of students in widening participation groups as defined in ACM’s Access and Participation Plan.

2.7 ACM recognises the value of transferable skills, which may be learned anywhere, and we encourage all students to engage in life-long and life-wide learning. This is reflected in the programme design and curriculum development.

2.8 ACM will skills-match all academic staff with the learning provision to ensure that students have consistent and high-quality learning that is appropriate to the level at which they are studying.

2.9 ACM will assure the high standards of delivery are maintained through carrying out session observations via formal learning walks. This not only supports the student journey but also the professional development of ACM’s academic staff.

2.10 Students progress through their learning journey is continuously reviewed throughout the modules, via feedback from peers and academic staff in both formal and informal structures. This works to empower the students to take ownership of their progression, recognise the skills, knowledge and understanding they have gained at any given point, and identify what they need to accomplish in order to develop and achieve their goals.

2.11 Students receive positive, constructive and applicable feedback so that ACM can assist them in making progress in their personal, professional and academic journey.

2.12 ACM double marks all research projects at FHEQ Level 6, and ensures standardisation across all marking at each level. Moderation procedures are carried out as part of each marking event to ensure parity across grading.

2.13 ACM complies with the academic regulations of its validating partners, Middlesex University and East Surrey College, and provides samples of work as required.

2.14 ACM has five core development pathways benchmarked at each level, building the capacity of the student up to graduate level. These are:

1. Musical Literacy
2. Digital Literacy
3. Research
4. Professional Conduct
5. Enterprise

ACM has appointed Level Leaders to champion this development for all students.

2.15 ACM Learning Resources and Library have been developed to support the five core development pathways outlined in 2.14 and all of the validated programmes. ACM aims to provide dedicated study space on each of our campuses and access to a wholly digital collection of resources which encompass relevant academic and professional fields.

3. POLICY SCOPE

3.1 This Policy applies to all students at ACM, studying across all levels and at all campuses.

3.2 This Policy also applies to the academic staff across all ACM campuses.

4. RELATED POLICIES

• Student Engagement and Participation
• Additional Needs and Disability
• Reasonable Adjustments
• Extenuating Circumstances
• Safeguarding

5. POLICY OWNER

5.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

6.1 Discipline-specific community: These are sessions that relate to the specific subject area, or pathway, and involve the entire community in that area. These ensure consistency and standardisation of approach and direction of the module.

6.2 Engaging and dynamic cohort: These are sessions that enable specialist interests through discussion, debate, demonstrations, case studies, and peer-review. They usually consist of a smaller group of students (normally around 20-28 students).

6.3 Focused project groups: These are sessions of around 6-9 students working independently and collectively on projects that enable them to apply the knowledge and skills gained in the modules in a professionally-relevant context.

6.4 Life-long learning: Life-long learning is an attitude that recognises that learning never stops and is relevant for every job role and creative work project throughout your career.

6.5 Life-wide learning: Life-wide learning encapsulates the skills you learn in any aspect of your social, community, or professional life and you can apply them outside of the initial context in which you learned them.

7. EXHIBITS/APPENDICES/FORMS

There are no relevant exhibits, appendices or forms related

8. DOCUMENT HISTORY AND NEXT REVIEW

Version:                         2.1

Approved on:               03 September 2024

Approved by:               Academic Board

Date of next review:    August 2025

Download: 012 POL_012_Learning Teaching Assessment and Attainment_202209

Policy 015: Admissions Policy

1. Purpose and Scope

1.1 This Policy outlines the open, transparent and accessible way in which ACM approaches student admission on to Higher Education Programmes (Degrees) and Further Education Courses (Diplomas).

2. Policy Statement

2.1 ACM ensures that student admissions are facilitated by professional admissions staff, in liaison with senior academic staff, to ensure the fair and consistent assessment of applicants for entry to programmes of study. Due regard is given to the potential of the applicant to be successful in their chosen programme of study.

2.2 Entry requirements and selection criteria will not exclude or favour applicants on grounds relating to:

• Age
• Disability
• Gender
• Sex
• Marriage and civil partnership
• Pregnancy and maternity
• Race
• Religion and belief
• Sexual orientation

2.3 It is the responsibility of the applicant to be confident that they can cope with the practical and physical demands of the course, accepting such changes as would constitute reasonable adjustments in case of disability.

Further Education (FE) Courses

2.4 Diploma qualifications offered by the Academy of Contemporary Music (ACM) are of the Diploma Level 2 and 3 standard, and validated by the University of the Arts London (UAL). Students who have followed the UK route to a Further Education qualification will therefore normally be at least 16 years of age on admission.

Higher Education (HE) Programmes

2.5 Degree Qualifications offered by the Academy of Contemporary Music (ACM) meet UK Higher Education academic standards.

2.6 ACM recognises, however, that applicants will be at different stages of maturity and prior learning irrespective of age on application and will judge each application on its individual merits. It is expected that admission onto ACM’s Degree programmes will be subject to students admitted at a minimum age, upon enrolment of:

Level 0: 17 years

Level 4: 18 years

Applicants

2.7 ACM will consider each application in a fair, efficient and transparent manner.

2.8 ACM will treat all applicants and students equally. All applicants must meet the prescribed course entry requirements, and will be selected on the basis of demonstration of an acceptable level of ability within the course specific Selection Criteria. Over and above this, the needs of each applicant who declares  a learning need or disability will be investigated and negotiated with the individual on a case by case basis to ensure that any reasonable adjustments are made to ensure they  will not be disadvantaged.

2.9 Places on ACM courses are limited. Offers will be made to applicants with the highest academic and/or professional potential.

2.10 Applications and enrolments may be accepted after the commencement of the course however, it should be ensured that students are in attendance by teaching week 4 of the academic term.

Entry Requirements

2.11 Basic entry requirements for all ACM courses and programmes are set out in the ACM Prospectus. ACM welcomes applications for its Degree programmes from those who might not have formal qualifications. This could relate to those who did not achieve Level 3 qualifications (such as ‘A’ levels), as well as those who may have completed non-traditional forms of education that do not result in a formal academic award.  Consideration will be given to applicants who do not hold prescribed entry requirements but who can demonstrate their suitability and preparedness to undertake the programme of study for which they have applied. This may be assessed through Recognition/Accreditation of Prior Learning or consideration of a ‘Concessionary Entry Task’.

2.12 Further Education: for Accreditation of Prior Learning please refer to the ACM Accreditation of Prior Learning Policy & Procedure document.

2.13 Higher Education: For Recognition of Prior Learning please refer to the Middlesex University Recognition of Prior Learning Policy & Procedure document, and Falmouth University’s Accreditation of Prior Learning Policy document.

Selection of applicants

2.14 Over and above the Entry Requirements for the course, Programme Managers will exercise discretion in the selection process based on the UCAS Application proforma (for Degree Programmes), or Application pro forma documents (For Diploma courses) and/or Auditions and/or Interviews.

2.15 For each course, selection criteria enable Programme Managers to select the most suitable applicants who meet the entry requirements for the course. The selection criteria will be used by all trained tutors involved in the selection process for a programme of study to ensure consistency.

2.16 Admissions/Auditions and Interview documentation is completed to ensure effective and accurate communication of decisions from Programme Managers to Registry staff.

2.17 Applicants will be sent Audition guides specific to their study route. Details of the audition and selection guidance provides in depth details of the audition requirements.

Auditions/Videos and Interviews/Telephone Interviews

2.18 ACM courses and programmes can require applicants to be auditioned and/or interviewed.

2.19 The audition and interview process allows the applicant to visit the ACM campus, where the majority of scheduled learning activities will take place, to meet tutors and students and to discuss the suitability of the course in relation to their needs and career aspirations. It is intended as a two-way exchange of information and questions.

A structured interview framework, with questions determined to enable selection of appropriate applicants, ensures that all interviewees have a comparable experience and are assessed equitably.

2.20 The audition enables the candidate to demonstrate their potential to undertake and be successful in the course for which they have applied.

2.21  Both the audition and interview provide opportunities for ACM Staff to assess more closely the suitability of the applicant for the programme of study.

2.22 All applicants will be invited to attend an audition or interview and will be sent an audition confirmation email that will have a link to with audition guidelines for what to expect from the day along with additional information on what to prepare.

2.23 Interviews/Auditions may exceptionally be conducted via Skype if the applicant is unable to attend an audition or interview due to location or personal circumstances.

2.24 Interviews and auditions during Clearing will be held via Skype where the applicant will be asked to prepare and perform a song of their choice, or they will be asked to provide digital submissions of some sample pieces that they have worked on.

Consideration of Applications

2.25 All applications submitted by the date specified on the ACM live website, or in UCAS publicity, will be given equal consideration.

2.26 Programme Managers will not allocate all available places before the equal consideration deadline set by UCAS for receipt of applications (normally in January each year).

2.27 After the UCAS deadline for equal consideration, any applications for September of that year will be deemed late, and applications will be processed on a first come first served basis and invited to attend an audition or interview accordingly.

2.28 If all places on an FE Course or Degree Programme are allocated, any further successful applicants will be put on a waiting list and notified if a place becomes available. This is operated on a first come first serve basis.

2.29 The outcome of an audition will usually be communicated to applicants verbally at the end of their audition / interview, with successful applicants given an ACM “success” letter. The verbal offer, whether conditional or unconditional with the audition outcome informing the offer basis will then be followed up in writing within two working days. This will be sent via email in the form of a digital contract. UCAS track will also be updated by ACM Admissions Officers to reflect the offer status, if the student is applying via UCAS for an HE Programme.

2.30 Where the admissions process includes an audition, notification will normally be made within two weeks of the audition date. The notification will inform applicants of details regarding time, date and location of the audition, as well as providing guidance regarding requirements needed to be demonstrated within the audition.

Criminal Convictions

2.31 Applicants are required to disclose any unspent convictions. Failure to disclose any spent or unspent convictions may result in an offer of study to be rescinded.

2.32 Applications from candidates with criminal convictions will receive careful consideration by the Designated Safeguarding Lead, Admissions Manager and relevant Programme Manager, with advice from Senior Managers where deemed necessary.  Applicants must, upon request, provide full details of any/or all convictions they may have disclosed under point 2.31 above.

2.33 ACM reserves the right to reject any applicant with a criminal conviction or any applicant who may jeopardise the security, safety or reputation and integrity of ACM or its community, or where there are other relevant professional considerations.

2.34 Matters relating to disclosures of Criminal Convictions are managed by the DSL, under the Disclosure of Convictions Procedure.

Staff Development and Training

2.34 The Admissions Manager will ensure that all tutors and Admissions staff involved in the selection of applicants are trained in ACM’s specific audition and admission procedures and selection criteria, and familiar with ACM’s course offerings.

2.35 Provision is made within the budget for administrative staff to attend external training such as;

• Equality and Diversity – opportunities and challenges in HE admissions
• International admissions
• HE networking events

2.36 Internal training for Admissions staff will be provided by the Admissions Manager on any new programmes, processes or policies to ensure that all staff are informed of any new changes or developments.

2.37 Written guidance is provided to tutors responsible for the auditions of applicants onto courses and programmes at ACM. The guidance is reviewed annually to ensure the content is current and valid and aligned with professional standards.

‘Clearing’

2.38 Clearing is a part of the UCAS university application process. It is a way for universities to fill any spaces they have left for the new academic year. It gives applicants who do not hold an offer another chance of finding a university place.

2.39 ACM will participate in and accept applicants through Clearing if there are places remaining for a programme of study. Concessions will not be sought for applicants at this stage nor will applicants be able to apply for AP(E)L/RPL

2.40 Applicants presenting at the Clearing stage will only be considered for Scholarships or ACM Bursaries if one should become available during the Clearing process. The same criteria used for those applying earlier in the application process will then be applied.

Deferred Entry

2.41 ACM will accept applications for deferred entry for all courses.

2.42 Deferred entry offers will be held for a maximum of one year. Scholarships and ACM Bursaries will only be allocated in respect of the current entry cycle.

Registration

2.43 All students are required to complete a registration form at the start of their course, and when progressing from one FHEQ Level to the next.

2.44 Registration information about students on FHEQ-level 4 programmes, and above,  is passed to the partner university within six weeks after the start of the trimester.

2.45  Registration information about students on UAL-validated courses, is passed to the funding and validating bodies.

Provision of Information

2.46 Entry requirements, application, audition and interview procedures will be communicated to applicants through the ACM Prospectus and by electronic communication on receipt of the application. (UCAS inform applicants of their own processes; however additional ACM processes will be communicated to applicants as appropriate).

2.47 Information on fees, additional expenses and funding opportunities is provided through our Registry, issued on request before an application is received and systematically at audition or when an application is received. Applicants are directed to appropriate information in respect of Government and other funding sources, including ACM Bursaries.

2.48 Successful applicants will be notified in writing of any significant changes that may be made to a programme of study after an offer of a place has been made.

2.49 Information relating to the ACM Admissions Appeals procedures will be made available to applicants on request. Prospective students and applicants may request a review of an admissions decision by accessing the procedures available to them under the Complaints and Grievances Policy.

Allocation of Scholarships and ACM Bursaries

2.50 Scholarships to be allocated by ACM will be done so in accordance with the current published criteria for awarding that is current.

2.51 As a part of the admissions process, an admissions placing list is established based on the applicant’s entry qualifications (or projected outcome of results) and their performance at audition and interview. This list is then used as the guide for allocating Scholarships and ACM Bursaries. The highest placed eligible applicants will receive available Scholarships.

2.52 Applicants for ACM Bursaries must apply by published deadlines to be considered for awards for the forthcoming academic year. ACM Bursaries will be allocated taking into account the applicant’s financial circumstances, and will be made only in respect of tuition fees. Applicants must agree to the terms and conditions of any Bursary offered.

2.53 The number and value of ACM Bursaries varies at the start of each Academic Year.

Recruitment

2.54 All promotional literature on ACM programmes of study will reflect the diverse social, cultural and ethnic backgrounds of the potential students for those courses and programmes, and outreach initiatives will reflect the ACM’s Equality and Diversity Policy.

2.55 The ACM Prospectus will give sufficient information to enable applicants to make informed decisions about their career options.

2.56 Target recruitment numbers for each course are agreed annually between the Head of Education, Programme Managers  and the Executive and take into account:

• market demand;
• target numbers from outside agencies i.e. Office for Students (OfS) and Education Funding Agency (EFA);
• ACM resources available;
• a requirement to recoup course delivery costs.

Data Protection

2.57 Successful applicants’ records will be kept and maintained for the duration of their course of study and for one further year after programme/course completion or withdrawal. After this date only a transcription of achievements ratified by a Final Exam Board ( or UALab Student Report Form process will be maintained electronically and/or manually.

The records of applicants who are unsuccessful will be kept for one month to allow applicant requests for review against the decision in line with the student complaint procedures set out by the ACM Student Complaint and Grievance Policy, if they wish to exercise this policy. If no complaint  is lodged and received by ACM within this timeframe the records will be destroyed.

2.58 The application form includes a declaration for applicants to sign which provides information on the ACM’s compliance with the General Data Protection Regulations (GDPR) , Data Protection Employment Practices Code, the Public Interest Disclosure Act 1998, the Crime and Disorder Act 1998, the Human Rights Act 1998, the Regulation of Investigatory Powers Act 2000, the Privacy and Electronic Communications (EC Directive) Regulations 2003, the Freedom of Information Act 2000, the United Kingdom Data Protection (Processing of Sensitive Personal Data) Order 2006 and the Protection of Freedom Act 2012.

Moderation of Applications

2.59 The moderation of rejected applicants is submitted via a report to the relevant Programme Manager. The Programme Manager review’s available recorded evidence and / or the student’s audition submission. The Programme Manager has a final decision regarding whether to either uphold or overturn the decision.

2.60 A sample of successful applicants is submitted in a report to the relevant Programme Manager at the end of each audition event. Programme Managers use this to identify where training is required.

2.61 Monitoring and review of the audition and selection process help to promote greater consistency between practice, subjects, departments and faculties as well as between programmes.

Complaints relating to admissions decisions

2.62 Prospective students and applicants may utilise ACM’s Complaint and Grievances Policy and Procedure during the admission and auditions process, up to and including point of an offer being made. Students may utilise ACM’s Complaints procedure to request a review of the admissions decision and the process followed and completed in issuing an offer of study.

2.63 Prospective students will be signposted to ACM’s Complaint and Grievances policy during the auditions process and in writing at point of offer.

2.64 Through utilising the Complaints and Grievances Procedure, applicants may request a review of ACM’s admission and offer decision, but may not appeal a decision. This is because ACM’s Appeal Policy is used alongside a request to review an academic decision.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Admissions Policy lead is:

• Admissions Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Admissions Manager
• Admissions Officers
• Education Strategist
• Programme Managers
• Group Head of Education
• Head of Quality and Student Experience
• ACM Data Protection Officer

4. Reference Points

• 1. Internal:
• Admissions Guidance
• Student Grievance Policy
• Data Access and Protection Policy
• Equality and Diversity Policy
• Safeguarding Policy
• Disclosure of Convictions Procedures
• Special Educational Needs Policy
• Fitness to Study Policy

• 2. External:
• Middlesex University Regulations, B: General Regulations for Admissions
• UALab Admissions Policy
• OfS Conditions B1 – B6
• QAA Quality Code Chapter B2: Recruitment, Selection and Admission to Higher Education
• Data Protection Act 1998
• General Data Protection Regulation (GDPR)
• Public Interest Disclosure Act 1998
• Crime and Disorder Act 1998
• Human Rights Act 1998
• Regulation of Investigatory Powers Act 2000
• Privacy and Electronic Communications (EC Directive) Regulations 2003
• The Freedom of Information Act 2000
• The United Kingdom Data Protection (Processing of Sensitive Personal Data) Order 2006
• Protection of Freedom Act 2012

5. Date of Approval and Next Review

Version:                        1.3

Approved on:               03 September 2024

Approved by:               Academic Board

Next Review:                August 2025

Download POL_015_Admissions_202209

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 017: FINANCE 

1. PURPOSE 

1.1 This policy outlines the arrangements for collection of student fees and charges. It covers sanctions which may be used in relation to students with overdue debts and is designed to ensure that all students are treated fairly, equitably and reasonably. Where arrangements apply specifically to international students, this will be made explicit in the paragraph wording. 

1.2 It is the intention of this Policy to clearly outline fee liability for all students at ACM Guildford, ACM Birmingham and ACM London. 

1.3 Students studying on short courses at ACM are required to pay the fees in full seven days prior to the commencement of their studies. No refund will be applicable should a student withdraw. 

1.4 ACM follows the guidance of Student Finance England, which administers student loans on behalf of the Government. Information on this can be found on the Student Finance England website: http://www.practitioners.slc.co.uk/policy/  

2. POLICY DETAILS 

Tuition fee charges 

2.1 The amount that you will pay in respect of tuition fees is dependent on the course and year of study that you attend during the academic year. 

2.2 Fees at ACM are set on an annual basis each autumn for the following academic year, based on Government policy. 

2.3 Tuition fees may increase for every new academic year for the duration of your course dependent on government policy and to take into account inflation linked to the retail price index and costs associated with delivery. Therefore, students may be charged different fees for subsequent years of their chosen programme of study. Any changes will be notified to students in a timely manner. 

2.4 Tuition fees for each year of study, payment methods and due dates are outlined in the Fee Schedules for each programme. 

2.5 Annual Tuition fees at ACM cover registration, first attempt tuition, and entrance to first attempt examinations. Note: the fees do not include those for graduation, which are payable to the awarding university, or any resit assessments or retake modules. Any study visits or additional activities are not covered by tuition fees. Any additional fees for any second attempt teaching or retakes, will be confirmed at the point of relevance but will be set based on the relevant course fee and period of attendance required. 

2.5 Annual Tuition fees at ACM cover registration, first attempt tuition and entrance to first attempt examinations. Note: the fees do not include those for graduation, which are payable to the awarding university, or any resit assessments or retake modules. Any study visits or additional activities are not covered by tuition fees. Any additional fees for any second attempt teaching or retakes, will be confirmed at the point of relevance but will be set based on the relevant course fee and period of attendance required. 

2.6 Once enrolled, students are responsible for the payment of tuition fees and any other associated charges, including any amounts due from third parties which are not paid. Failure to settle fees on time will mean that ACM will withdraw access to relevant learning facilities and this may ultimately lead to deregistration from the University in the case of unpaid tuition fees. 

2.7 ACM reserves the right to reassess any student’s tuition fee liability should new information come to light that may affect the original assessment. 

2.8 Should a student change Programme, Pathway, Modules or Level during the course of the year, a tuition fee review and relevant change of tuition fee charges may be incurred. 

Tuition Fee payment types. 

2.9 There are three tuition fee payment types: 

(a) Fully funded by student loan – a student loan is available to cover the full tuition   fee; 

(b) Part-funded by student loan, and part self-financing – student loan only covers 

      part of the tuition fee and student is self funding the remaining element. 

(c) Fully self-financing – student is not eligible for student loan, or opts to self-fund the full tuition fee. 

2.10 Students waiting for confirmation of funding from Student Finance England or equivalent will be classified as fully self-financing until confirmation of support is received. Students will be required to provide evidence that the loan application is in progress if funding is not in place at the start of the academic year. 

2.11 Students aged 18 and under on the start date of their programme, studying on an FE course should be entitled to full government funding of tuition if the eligibility criteria is met. Students that have not secured government funding or that are aged 19 and over on the start date of their programme, will become personally responsible for the payment of tuition, unless a specific government funding plan exists. 

Tuition Fee Liability 

2.12 Students (or their parents or legal guardians for those students under the age of 18) become liable for the payment of the Annual Tuition Fee 14 days after the course start date, or 14 days after enrolling onto the programme where enrolment takes place after the course start date, having signed the terms and conditions. 

2.13 ACM offers home students the facility to pay their full fee in instalments. Students must be aware of instalment payment dates, which are detailed on the Fee Schedule sent to each student following acceptance onto a programme of study. 

2.14 Even where fees are payable by a third party, students remain personally liable to ACM for fees notified to them. 

2.15 The overall fee liability is based on the annual course fee liability, not any instalment plan that may have been agreed. 

2.16 Where a home student opts to pay their fees in full by the single upfront fee payment deadline, students will be offered a 10% discount on the Annual Tuition Fee. The discount will be removed if third party funding is later secured and the refund of the initial payment is requested. The discount described in this paragraph only applies to home students. 

2.17 UK undergraduate and postgraduate students and students with Settled Status under the EU Settlement Scheme (EUSS) are responsible for ensuring that their application for financing from Student Finance England (SFE) or equivalent is made before the start of the academic year. Students must also ensure that any requests for further documentation and or information are complied with as soon as possible. 

2.18 If an employer or a third party organisation is paying the tuition fees, the student will need to provide evidence of this in writing in line with the payment deadlines above. A purchase order (as provided by your Sponsor) containing your details including your student ID and the value of your sponsors’ contribution should be emailed to studentfinance@acm.ac.uk 

2.19 ACM reserves the right to reject sponsorship purchase orders or letters if they are not original documents, do not contain the correct information, or if they are found not to be issued by a recognisable third party organisation. All invoices issued by ACM must be settled in full within 30 days. If invoices are not paid in accordance with these terms the debt will revert to the student. 

2.20 Fees paid by a relative or friend of the student is not considered to be a formal sponsorship. In this instance, the student will be considered to be self-financing. 

Fee Liability, Change of Circumstances and Withdrawal from Programme

2.21 Tuition fee charges are determined on the basis of enrolment status and not actual attendance. This means that if a student stops attending, but does not formally withdraw or interrupt, the student will be liable for tuition fees up until the point in time that they officially notify ACM or are de-registered by ACM. 

2.22 In order to officially withdraw or interrupt from a programme of study, the student must contact ACM to request a Change of Circumstance form, complete the form and submit it to registry@acm.ac.uk  In the absence of written notification of a change, the student shall be deemed to be enrolled and, as such, liable for the payment of tuition fees for the academic year. Further details on the Change of Circumstances procedure can be found in ACM’s Withdrawal, Interruption and Internal Transfer Policy. 

2.23 The fee schedule for the relevant academic year confirms a student’s individual fee liability based on the date of withdrawal or interruption. International students are required to pay each academic year’s fees in full prior to the start date of the relevant academic year. 

2.24 Where exceptional circumstances have arisen, ACM may review the fee liability for an individual student. Exceptional Circumstances would cover cases of bereavement, critical illness and other severe medical and social circumstances that would prevent a student being able to complete studies and benefit from the cost of education. 

2.25 In the matter of the recovery of the outstanding programme fees, ACM will consider each student on a case-by-case basis. The options which may be applied in each case are: 

• Fee remission, where students are permitted a part or full tuition fee waiver; 
• Charge for the full Annual Tuition fee for the current academic year; 
• Charge for the full Annual Tuition fee for all years of the program attended. 

2.26 Where payment has been made in excess of the tuition fee charged (including non-refundable deposits) the overpayment will not be refunded for an interrupting student. Any credit balance may be carried forward to be applied against future tuition fee charges. The credit may be carried forward for up to one academic year. 

2.27 When an interrupted student returns to study in the subsequent year, ACM will charge the student the relevant fee for that course and Year of Study for the relevant Academic year. This may result in a student incurring a higher or lower fee upon return. 

Fee waivers, Scholarships and Bursaries 

2.28 ACM offers fee waivers in the form of scholarships and bursaries. Details of these can be found on the ACM website or via separate communication. Please refer to the relevant terms and conditions. 

2.29 Applicants who successfully secured a fee waiver, scholarships or Bursary and leave the course early or defer entry will have the funding provided by ACM pro-rata for the period attended. 

Debt policy and procedures 

2.30 Failure to pay tuition fees or any other charges on time may result in various connected services including access to tutorials, rehearsal space/studio bookings, and career development services being withdrawn, and access to ACM buildings may be denied. 

2.31 ACM reserves the right to withhold award certificates and/or assessment results, where arrears of tuition fees exist. 

2.32 Students who are unable to pay any fees or charges by the appropriate due date are encouraged to contact studentfinance@acm.ac.uk  at the earliest opportunity, as help may be available. ACM will be sympathetic and assist where it can. However, the quality of teaching is dependent upon funding and so it must act to recover all outstanding debts. The Student Finance Team will be able to give advice on sources of funding available including Hardship loans. 

2.33 If your financial circumstances change after you start your course, then you may be able to agree to a non-standard instalment plan. To find out, contact the Student Finance team: 

• by email at studentfinance@acm.ac.uk
• by telephone on 01483 500804 

Please note that documentary evidence to support your request will be required before it can be considered. Please have this information to hand when contacting us. 

De-registration for non–payment of tuition fees 

2.34 Students who fail to pay their tuition fees, maintain an agreed payment plan or provide confirmation of sponsorship will be suspended at the end of learning week six. For students who fail to pay their tuition fee instalments in Term 2, suspension will take place at the end of the sixth teaching week in Term 2. For students who fail to pay their tuition fee instalments in Term 3, suspension will take place at the end of the sixth teaching week in Term 3. The option to pay by instalments, available at the start of the academic year, may no longer be available. 

2.35 Following suspension enacted for non-payment of tuition fees or for non-confirmation of sponsorship, ACM will start the de-registration process if no acceptable provisions have been made to secure funding, make payments or confirm sponsorship. Such provisions must be made within the six-week period following suspension for the de-registration process to be reviewed. Provisions must be evidenced and acceptable to ACM. It is the student’s responsibility to keep ACM informed of their funding status and of any provisions being made to secure funding or sponsorship. The option to pay by instalments, available at the start of the academic year, may no longer be available. 

2.36 Any student who has been de-registered will be liable for tuition fees up to the point of de-registration, as per paragraph 2.21 of this policy. 

Late payment charges 

2.37 Students who fail to pay their tuition fees or provide confirmation of sponsorship on or before payment deadlines will be subject to a £200.00 late payment charge. This late payment charge will be payable on each occurrence of default, including the first instalment. 

Financial Holds 

2.38 If you have a tuition fee debt that becomes overdue, holds will be applied to your student account automatically. Holds are designed to prevent access to certain facilities and services, depending on the age and value of the tuition fee debt. The hold types and their effects are as follows: 

Returning students with debt 

2.39 Students with outstanding debts from a previous academic year may not be permitted to re-enrol or resume their studies. All debts should be paid in full ahead of the following academic year. 

External debt collection agencies 

2.40 ACM reserves the right to refer debt in respect of any alumni or ex-student to a county court and/or external debt collection agency for recovery. 

Refunds 

2.41 If a self-financing student has paid up front for the academic year and subsequently chooses to withdraw or interrupt, the student can claim for a refund of any fees paid ahead of the liability point. 

2.42 Refunds can only be applied for once the withdrawal process has been completed and any refund of tuition fees will take effect from the date the Change Request form is authorised. ACM’s Student Engagement or Student Finance team will confirm the new fee liability as part of this change process. 

2.43 Tuition fee refunds and other monies paid to ACM are only refunded to the individual or organisation that paid ACM originally. Refunds should be processed within 2 weeks of the request being received by ACM finance. 

2.44 Where fees have been paid by the Student Loan Company, any refunds due will be paid to the Student Loans Company thereby reducing the value of the loan secured by the individual student. 

2.45 ACM will confirm any fee changes to the Student Loans Company directly upon confirmation of a Change Request Form being submitted in writing. 

2.46 For the purposes of tuition fees, only monies paid to ACM will be refunded. Any scholarships or fee waivers awarded by ACM will be excluded from any refund. 

2.47 Refunds will not be made in cash or by banker’s draft. 

Anti-money laundering regulations 

2.48 ACM will not accept any payment from persons or organisations unless they relate to a valid charge, levied or impending. This is to comply with UK Money Laundering regulations. Any suspicious payments and or refund requests may be reported to the appropriate regulating body. 

2.49 ACM will not accept Tuition Fee payments in cash to ensure compliance with the UK Money Laundering regulations. 

Library Charges, Materials and Other Equipment 

2.50 Students using the Library and/or borrowing equipment of any type have an obligation to respect the rights of others by returning library and other equipment on time. To encourage this, fines are charged on items that are returned late and sanctions may be imposed for non-payment. 

Fee Complaints 

2.51 Students who wish to dispute a debt must submit their dispute within 21 days of receiving a request for payment. The dispute must be in writing and forwarded to studentfinance@acm.ac.uk  Please include attachments of any supporting evidence. Any fee complaint will be handled in line with ACM’s Student Complaints and Grievances Policy and Student Complaints and Grievances Procedure. 

3. POLICY SCOPE 

3.1 This Policy applies to students at ACM Guildford, ACM Birmingham and ACM London studying across all levels, less the exceptions outlined in 3.2 and 3.3 below. 

3.2 This Policy does not apply to students studying at Level 2 or Level 3 who are aged 18 or under on the start date of their programme, and are eligible for UK government funding for FE programmes. 

3.3 This Policy does not apply to students studying at Level 2 or Level 3 under an Educational Health Care Plan (EHCP) for which they are eligible for UK government funding. 

4. RELATED POLICIES 

• Withdrawal Interruption and Internal Transfer Policy 
• Refunds and Compensation Policy 
• Student Protection Plan 

5. POLICY OWNER 

5.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. The Academic Board delegates operational responsibility of this Policy to ACM’s Finance and Registry departments. 

6. DOCUMENT HISTORY AND NEXT REVIEW 

Download: 017 POL_017_Finance_202407

Policy 018: Acceptable Use of IT and E-safety

1. Purpose and Scope

1.1 This policy describes how the Academy of Contemporary Music (ACM) looks upon the issue of the Acceptable Use of IT and E-Safety. It covers the issue of the safety of students, staff and potentially other individuals using the internet and electronic communication devices such as email, mobile phones, games consoles and social networking sites, whether using ACM systems or devices of their own.

1.2 This policy applies to all computer users (‘Users’) within ACM (including persons who are not staff or students but who have been authorised to use ACM’s IT facilities) whether they use IT equipment based at ACM’s premises or access the systems provided by ACM via the internet using ACM-owned or private computing equipment. Compliance with this policy does not imply authorisation to use ACM’s facilities.

1.3 This policy is designed to ensure that all are treated in a fair and equitable manner.

1.4 This policy covers:

• The use of all ACM IT facilities and systems, which include the local area network (LAN); any other directly or indirectly connected network; and the internet.
  • (b)        The production of any material using ACM IT facilities, including printed output, internet pages, email messages and social media.
  • (c )        The publication of any material relating to ACM systems within and outside of ACM.

1.5       The content of this policy aligns with government legislation, the regulations of ACM’s validating partners and other external stakeholders to whom ACM must make reference.

2. Policy Statement

Acceptable Use of IT and E-safety

2.1       ACM recognises the key role that IT plays in supporting both the educational and business administration needs of the company. ACM is committed to ensuring that both staff and students have access to the necessary facilities and support, and remain safe while using them.

2.2       ACM’s IT facilities are provided to assist with day to day work or studies. Use for any other purpose is only by concession and should be strictly limited with utmost care taken to ensure that nothing is done that will interfere with operations.

2.3       When using ACM’s IT facilities users must conduct themselves, at all times, in a lawful and appropriate manner so as not to discredit or harm ACM or other users and at all times in accordance with the contents of this policy. Accordingly, this policy is not a definitive statement of the purposes for which ACM’s IT facilities should or should not be used and ACM reserves the right to apply this policy in a purposive manner.

2.4       ACM reserves the right to place whatever limitations it deems appropriate on usage in order to safeguard the function of its IT facilities and users’ compliance with any applicable laws and/or the contents of this policy.

2.5       The breadth of issues classified by Ofsted as falling within e-safety is considerable, but can be categorised into three areas of risk:

• (a)        content: being exposed to illegal, inappropriate or harmful material
• (b)        contact: being subjected to harmful online interaction with other users
• (c)         conduct: personal online behaviour that increases the likelihood of, or causes harm

2.6       ACM considers students’ e-safety to be the responsibility of all members of ACM staff as well as that of ACM students.

2.7       Staff members must do all that they reasonably can to ensure that social media environments are safe for staff and students, and act accordingly if privacy issues, abuse or bullying take place. For further information about how ACM staff and students are expected to behave on social media, please refer to the ACM Social Media Policy and Procedures.

2.8       ACM ensures that the network is safe and secure. ACM ensures that security software up to date and fit for purpose. Appropriate security measures will include the use of enhanced filtering and protection of firewalls, servers, routers and workstations to prevent malicious or accidental access of ACM systems and information.  On occasion, and where deemed necessary to do so, digital communications, including emails and internet postings, over the ACM network, will be monitored in accordance with this policy.

2.9       Monitoring of internet is undertaken to ensure that there are no breaches, or threats to ACM networks.

2.10     Failure or refusal to comply with this policy is considered to be a serious disciplinary offence which may lead to disciplinary action including, without limitation, withdrawal of services, expulsion/dismissal (with or without notice) and/or referral to the relevant authorities.

2.11 ACM will report any illegal or suspicious activity to the relevant external agencies and work in collaboration with these agencies to ensure that any risks are managed effectively through implementation of proportionate measures. This extends to the accessing, and distribution, or promulgation of any illegal or offensive materials and/or communications that may seek to victimise, cause offensive, radicalise or vilify any individual or organisation. This extends to sharing of, distribution, and communication of any extremist materials and communications in accordance with the Prevent Duty and association provisions.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Acceptable Use of IT and E-Safety Policy lead is:

• Head of Information Technology

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Head of Information Technology
• Human Resources Manager
• Head of Education
• Pathway Leaders

4. Reference Points

4.1 Internal:

• Academic Appeals
• Academic Integrity
• Bullying & Harassment Policy
• Equality & Diversity Policy
• Safeguarding Policy
• Staff Social Media Policy
• Data Protection Policy
• Student Disciplinary Policy
• Student Complaints & Grievances Policy

4.2 External:

• Data Protection Act 1988 and 2003
• Privacy and Electronic Communications (EC Directive) Regulations 2003
• Freedom of Information Act 2000
• Ofsted Inspecting E-Safety Guide
• Preventing and Tackling Bullying (Department of Education)
• Childnet International Staff E-Safety Guidance
• The Prevent Duty
• Ofsted Inspecting e-safety guide (published April 2014 and withdrawn July 2014)

5. Date of Approval and Next Review

Version:                       1.2

Approved on:              01 September 2025

Approved by:              Academic Board

Next Review:               August  2026

Download POL_018_Acceptable use of IT and E-Safety_202209

Policy_020: Data Access and Protection

1. Purpose and Scope

1.1 This policy describes how the Academy of Contemporary Music (ACM) meets its data protection obligations.

1.2  It is intended to explain in an open and accessible manner the provisions adopted by ACM to meet its data protection obligations.

1.3 This policy applies to staff, students, prospective students, alumni, and anyone else about whom ACM may have reason to collect and process data. It is designed to ensure their fair, lawful and equitable treatment in relation to the use of personal data kept by the ACM.

2. Policy Statement

Data Protection

2.1 The Academy of Contemporary Music (ACM) needs to obtain and process certain information about our students to allow us to register students, organise programmes, and to carry out other essential activities.

2.2 ACM has a need to obtain and use certain items of personal data in order to discharge our responsibilities and fulfil our obligations to educate and support our students, which could not be fulfilled without holding and using this personal data.

2.3 ACM holds and processes personal data for recruitment, admission, enrolment, the administration of programmes of study and student support and associated funding arrangements, monitoring student performance and attendance, supervision, assessment and examination, graduation, alumni relations, advisory, pastoral, health and safety, management, research, statistical and archival purposes.

The Six Principles

2.4  The General Data Protection Regulations (GDPR) ensures that Data Controllers treat data subjects and data items with an enhanced level of consideration in relating to ensuring the privacy and fair processing of the data it holds. ACM ensures that the following principles are embedded within our privacy operations:

1. Lawfulness, fairness and transparency:

Data is processed lawfully, fairly and in a transparent manner in relation to individuals.

2. Purpose limitations:

Data is collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

3. Data minimisation:

Data held is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

4. Accuracy:

Data is accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.

5. Storage limitations:

Data kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals.

6. Integrity and confidentiality

Data is processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

General Data Protection Regulation (GDPR)

2.5 The EU GDPR replaces the Data Protection Directive 95/46/EC and is designed to standardise data privacy laws across Europe, with the intention to protect and empower all EU citizens’ data privacy and to reshape the way organizations across the region approach data privacy.

2.6 The following Higher Education Statistics Agency (HESA) statutory data returns include personal data as defined in the DPA and GDPR:

• Alternative Provider student record;
• The Graduate Outcomes survey (first collection 2018/19)
• Staff record;
• Student contact details may be passed to survey contractors to carry out the National Student Survey (NSS) on behalf of government agencies.

The lawful basis under the DPA and the GDPR for collecting personal data for these returns is described in the relevant Collection Notice as required by GDPR Article 13.

Collection Notices

2.7 For the purposes of data protection legislation, ACM is a Data Controller and staff, students, prospective students, alumni and others about whom we collect and process information is a Data Subject. The DPA (Principle 1) and GDPR (Article 13) require data controllers to provide information to data subjects whose data is collected that identifies data controllers and describes their purposes for processing personal data, including transfers and disclosures to other data controllers.

2.8 HESA’s Collection Notices provide this information for students, staff and graduates on behalf of HESA, HESA Services Ltd, and the other organisations who are data controllers in common of HESA datasets. ACM ensures that students and staff are informed that their personal data will be submitted to HESA, and make the HESA Collection Notices available to all relevant data subjects.

The HESA Collection Notices are published at: www.hesa.ac.uk/about/regulation/data-protection/notices

Specific data protection guidance in relation to the HESA Graduate Outcomes survey can be found here: www.hesa.ac.uk/innovation/outcomes/providers/data-protection.

Fair Collection and Processing

2.9  The specific conditions contained in Schedules 2 and 3 of the DPA regarding the fair collection and use of personal data will be fully complied with.

2.10 Individuals will be made aware that their information will be collected, and the intended use of the data specified either on collection or at the earliest opportunity following collection.

2.11 Personal data, that is data which can be connected to a specific individual, will be collected and processed only to the extent that it is needed to fulfil business needs or legal requirements.

2.12 Personal data held will be kept up to date and accurate.

2.13 Retention of personal data will be appraised and risk-assessed to determine whether business needs and legal requirements are met, with appropriate retention schedules applied.

2.14 Personal data will be processed in accordance with the rights of the individuals about whom the personal data are held.

2.15 Individuals whose personal information is held on an ACM database will be provided with the option to ‘opt out’ of receiving future communications.

2.16 A “cease processing” request from a data subject (often relating to unwanted communications) will be acknowledged within 3 working days, with a final response within 21 days. The final response will state whether ACM intends to comply with the request and to what extent, or will state the reasons why it is felt the requestor’s notice is unjustified.

2.17 Staff will advise the nominated ACM Data Protection Officer, in the event of any intended new purposes for processing personal data. The Data Protection Officer will then arrange for a Privacy Impact Assessment to be conducted.

Security

2.18 ACM will take all reasonable technical measures to ensure the security of its network and data stored by means of its IT facilities. See also our Acceptable Use of IT and E-Safety Policy and Procedure.

2.19 Training in data protection is provided to keep staff informed of relevant legislation, guidance and best practice regarding the processing of personal information. Data protection promotes awareness of ACM’s data protection and information security policies, procedures and processes. It will also promote safe practice in the use of devices off-site, handling of personal information in shared work environments and telephone conversations with third parties requesting information about data subjects.

2.20 Individual members of staff are responsible for ensuring that all personal data to which they have access is kept secure.

2.21 Staff must report any actual, near miss, or suspected data breaches to the designated Data Protection Officer for investigation. Any areas of risk identified in an investigation will be relayed to those processing information to enable any necessary or desirable improvements to be made.

2.22 Any unauthorised use of personal data collected by ACM by staff, involving the sending of sensitive or personal data to unauthorised persons or otherwise causing a breach of data protection, will be regarded as a breach of this policy. Staff disciplinary proceedings may result from wilful or negligent breaches of data protection.

Data Sharing

2.23 ACM processes applicant and student data to meet our statutory, business and other binding obligations. These include submission of statistical and data returns to the UK government and its agencies, including local authorities, the Office for Students (OfS), other official bodies, such as the Higher Education Statistics Agency (HESA), and occasional third parties carrying out contracted activities on behalf of these bodies.

2.24 In addition to the data submissions listed above, ACM may be required to provide further information to local authorities and other government agencies. This information could include learner contact details and consequently learners may be contacted separately by these local authorities or other government agencies.

2.25 Personal data in any format will not be shared with a third party organisation without a valid business reason, a Data Sharing Agreement in place, or without the consent of data subjects affected. Data Processing Agreements will be applied to all contracts and management agreements where ACM is the data controller contracting out services and processing of personal data to third parties (data processors). These agreements will clearly outline the roles and responsibilities of both the data controller and the data processor. ACM shares students’ registration and academic information with the relevant validating or franchising partner institutions as part of such an arrangement, and with external examiners working on their behalf, in order to administer our courses, programmes and learning opportunities, guarantee its quality and award qualifications.

2.26 ACM may be obliged to share data with bodies such as the Police and Security Services, Her Majesty’s Revenue and Customs, the Home Office and UK Border Agency, the Department for Work and Pensions, Local Authorities, Health Authorities, and similar. These bodies may require the data for the purposes of:

• the detection or prevention of a crime;
• the apprehension or prosecution of an offender;
• the assessment or collection of any tax or duty or any imposition of a similar nature; or
• establishing whether a person is “fit to practice” in a professional context, for example in healthcare.

2.27 In certain circumstances, staff members at ACM may have a duty to disclose sensitive information about students under the age of 18, or vulnerable adults, to designated colleagues or appropriate government agencies under the terms of our Safeguarding Policy or the Prevent Duty.

2.28 ACM may be required to give information to the UK Border Agency about students, particularly those holding Tier 4 visas. Reporting duties include informing the UK Border Agency if a relevant student fails to register, withdraws from their course, or fails to attend classes and submit assignments.

2.29 ACM cannot release any information about data subjects over the age of 18 to their parents, or other sponsors, without consent (however the Data Protection Act allows disclosure without consent in certain specific circumstances). Where parents or sponsors pay tuition fees, this does not give them a right of access to students’ personal information. All necessary information will be issued to the student directly. It is then the student’s responsibility to pass relevant information onto their parents or sponsors.

However, students may provide consent that we in turn provide information directly to a parent or sponsor by informing Registry staff. In this event, ACM would engage directly with the third party.

2.30 Personal data will not be transferred outside the European Economic Area (EEA) unless the country or territory in question can ensure a suitable level of protection for the rights and freedoms of the data subjects in relation to the processing of their personal data.

2.31 ACM normally will not reveal personal information about students or alumni to other students or alumni except in certain specific cases of student employment with ACM, for example, students employed conducting surveys or acting as Student Ambassadors. In these situations full cognisance will be taken of data protection concerns in the relevant training and job description.

Next of Kin/Emergency Contact Details

2.32  All students are asked to provide next of kin or emergency contact details. In the event of an emergency, ACM may need to make contact with, or disclose information to, students’ next of kin or other nominated emergency contact without obtaining consent. However, this information will only be used in exceptional circumstances.

Sensitive personal data/Special categories of personal data

2.33 There are particular categories of data that are categorised as ‘Sensitive personal data’ under the DPA and ‘Special categories’ under GDPR. These are subject to stricter conditions of processing. The following data fields in the HESA record capture sensitive or special categories of personal data:

• Disability
• Ethnicity
• Gender Identity
• Religion or belief
• Sexual orientation

2.34 Collection of these sensitive or special categories of data is necessary for statistical research purposes to help public authorities to meet their public-sector equality duties under the Equality Act 2010. This processing is lawful under the Data Protection (Processing of Sensitive Personal Data) Order 2000 (Schedule (9)) and GDPR Article 9(2)(j).

Extenuating Circumstances Applications

2.35 Applications for deferred assessments, consideration of extenuating circumstances, and associated documentation may contain personal and medical information which is categorised as “sensitive personal data”.

2.36 Personal sensitive data relates to racial or ethnic origins, political opinions, religious beliefs, union membership, physical or mental health (including disabilities), sexual life, and the commission or alleged commission of offences and criminal proceedings.

2.37 Since this information is considered sensitive, and it is recognised that the processing of it may cause particular concern or distress to individuals, staff and students will be asked via the Extenuating Circumstances forms to give express consent for ACM to do this.

Access

2.38 Members of staff will have access to personal data only where it is required as part of their functional remit.

2.39 All data subjects have a right to:

• find out what personal data ACM holds about them, why we hold it and what we do with it, how long we keep it and to whom we may disclose it;
• Ask ACM to correct inaccurate data;
• Ask ACM not to process information about students that causes them substantial, unwarranted damage or distress;
• Request a copy of their personal information held by ACM and know the source of the information;
• request information about the reasoning behind any automated decisions

This is known as a Subject Access Request.

2.40  ACM has 40 calendar days to comply with a student’s request after receiving proof of identity, the statutory fee of £10 and any further information needed to find the information requested.

2.41 Staff are made aware that in the event of a Subject Access Request being received, their emails may be searched and relevant content disclosed, whether marked as personal or not.

2.42 Third party personal data will not be released by ACM when responding to a Subject Access Request or Freedom of Information Request (unless consent is specifically obtained, obliged to be released by law, or necessary in the public interest).

Links with the Freedom of Information Act 2000

2.43 The Freedom of Information Act 2000 (FOIA) enables greater public access to information held by public bodies and by companies receiving public funding. However, personal data continues to be protected by the Data Protection Act 1998, and is therefore exempt from disclosure under the Freedom of Information Act (Section 40).

2.44 Any FOI request for information which would involve the disclosure of third party personal information must be considered by ACM, but any decision to disclose or refuse to disclose will be made in accordance with the FOIA, and if appropriate in consultation with the person or persons whose personal information is, directly or indirectly, the subject of the request.

2.45 ACM will, as required by the FOIA, disclose information covered by the FOIA on receipt of a valid request.

Student Responsibilities

2.46 It is essential that ACM has a complete and accurate record of students’ relevant personal information and course/programme details. ACM initially collects students’ personal data from their application form. After enrolment, we request that students notify ACM promptly to let us know if any of this information changes during the course of the year.

2.47 Every student therefore has a responsibility to help ensure that the information held about them on ACM’s student record system is correct.

 Addresses and student contact details

2.48  All written communication sent by ACM will be forwarded to the address held on a student’s record. During the span of a programme of study, written communications will normally be sent to a student’s term-time address; before or after a programme of study. If this address is incorrect, ACM cannot be held responsible for any problems arising from the late receipt, loss of information, or receipt of information by a third party, including Induction and Registration information or Award Certificates or transcripts.

2.49 ACM contacts students via text message and will use up to date mobile telephone numbers for that purpose.

Student Email Addresses

2.50 Enrolled students receive an ACM email Account. This is for internal access only. Students and staff should not disclose another student’s email address without their express permission. Staff email addresses should not be disclosed without permission except where the disclosure is reasonably covered by the staff member’s professional function.

2.51 ACM will, on occasion, send emails to all students containing important academic or administrative information, or information/advice that may be of benefit.

Students’ Assessed Work

2.52 Coursework and assignments (not examination scripts) are considered to be intellectual property and the personal data and therefore the property of students. Students are advised to retain a copy of all assessed work, and are expected to obtain and make a copy of their feedback as soon as it is available.

2.53 ACM will retain coursework/assignments for a period of 1 academic year after submission for consideration by the relevant Student Progression and Achievement Boards and/or Finalist Examination Boards, and in order to meet internal academic, statutory and regulatory requirements.

2.54 After this period and without further notification, coursework and assignments will be securely destroyed.

Transcripts and Degree Certificates

2.55. Please note that ACM may withhold personal information relating to academic attainment such as transcripts and certificates where a student owes tuition fees to ACM.

2.56 Where ACM has withheld a student’s transcript or degree certificate, students can request their information via a Subject Access Request (see 2.37 above). This is a request for information about you to which you are entitled under the Data Protection Act, 1998.

Retention of Information

2.57 ACM will keep a full student record for the duration of a student’s studies at ACM, plus one academic year. After this time the only documentation that ACM guarantees to keep in perpetuity is a transcript of results and a standard academic reference.

2.58 Certain materials may be held for longer periods to comply with legal requirements, for quality assurance purposes, to meet professional body requirements, or the needs of a validation body. These will be held, wherever practicably and appropriately, anonymously or with the consent of the student concerned.

2.59 Archived records are securely destroyed after the appropriate length of time, in accordance with the relevant ACM record retention schedule.  Please refer to ACM’s Data Retention Policy for an in depth explanation of ACM’s approach to Data Retention.

2.60 Archive boxes should be clearly labelled with:

1. Contents (and whether contents are confidential)
2. Disposal date

Information Commissioner’s Register of Data Controllers

2.61  ACM’s entry in the Information Commissioner’s Register of Data Controllers can be seen by interested parties. This register entry describes, in very general terms, what personal data we process and why, how ACM obtains personal data and to whom we may disclose it.

2.62  ACM’s Registration Number is Z6627433.

2.63 ACM’s nominated Data Protection Officer can be contacted via:

• DPAofficer@acm.ac.uk
• Data Protection Officer

The Academy of Contemporary Music

Rodboro Buildings

Bridge Street

Guildford

Surrey

GU1 4SB

United Kingdom

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Data Protection Policy lead is:

• ACM Data Protection Officer

3.2 All ACM staff with line management responsibility, and direct reporting staff, have a responsibility to demonstrate due regard to the Data Protection Policy.

3.3 Implementation and compliance with the Policy, overseen by the following designated staff:

• Registry Manager
• Human Resource staff
• Quality Assurance and Enhancement Manager
• Head of Information Technology
• Student Finance Officers
• Admissions Manager
• Group Head of Facilities

4. Reference Points

4.1 Internal:

• Quality Assurance and Enhancement Policy
• Admissions
• Acceptable Use of IT
• Equality and Diversity
• Safeguarding Policy
• Prevent Duty Policy
• Data Retention Policy

4.2 External:

• HESA Collection Notices (https://www.hesa.ac.uk/about/regulation/data-protection/notices )
• EU General Data Protection Regulation (GDPR)
• Data Protection Act 1998
• Freedom of Information Act 2000
• Education Act 2002
• Further and Higher Education Act 1992
• QAA Quality Code, Chapter C: Published Information
• CMA Guidance for HE Providers
• ICO Guide to the General Data Protection Regulation

5. Date of Approval and Next Review

Version:                         1.3

Approved on:               01 Sep 2025

Approved by:               ACM Data Protection Officer

Next Review:                August 2026

Download – POL_020_Data Access and Protection_202209

Policy 022: Health and Safety Policy

1. Purpose and Scope

1.1 This policy outlines ACM’s approach with regard to health and safety responsibilities and meets the legal duties for the health and safety of all members of the ACM community and others affected by the activities of ACM.

1.2 In accordance with the duty under Section 2 (3) of the Health and Safety at Work etc, Act 1974, and in fulfilling our obligations to our staff, students and others who may be affected by our activities, the Academy of Contemporary Music (ACM) has produced the following Health and Safety Policy.

2. Policy Statement

2.1. The Executive Team and Senior Management Team will lead by example in communicating and promoting this policy and will seek continuous improvement in health and safety performance.

2.2. ACM expects all ACM employees and students to fully commit to achieving the objectives of this policy.

2.3. The provision of a healthy and safe working and learning environment is central to the commitment of ACM in the development of a positive working environment that stimulates, inspires and supports academic achievement.

2.4. As a part of that commitment ACM recognises its legal duty to provide a safe and healthy workplace for staff, students, visitors and others who may be affected by ACM activities.

Assurances by ACM

2.5. Through its Health and Safety Policy ACM will, so as far as is reasonably practicable: 

• Ensure adequate resources are provided to meet ACM health, safety and fire obligations. 
• Ensure the systematic identification and assessment of our hazards and the development and implementation of proactive measures aimed at eliminating those risks. 
• Provide an environment in which everyone can carry out their tasks without fear of intimidation, harassment, violence or undue stress 
• Ensure the management team afford health and safety matters equal priority to other management functions;
• Ensure machinery, plant, equipment and systems of work are maintained in a safe condition. 
• Provide and maintain safe systems in connection with the use, handling, storage and transport of articles and substances 
• Provide such information, instruction, training and supervision as is necessary, to ensure the health and safety of staff, students and others 
• Maintain effective communication and consultation with all staff and students on health and safety issues 
• Ensure that this documentation and supporting information is made accessible, primarily through the ACM induction and training for staff
• Ensure that students receive full health and safety information through the induction process 
• Monitor, evaluate and audit the effectiveness of ACM health and safety performance, plans and strategies to ensure continuous improvement and provide reports to the ACM Executive 
• Review the Health and Safety Policy Statement, Organisation and Arrangements at least once every three years or more often if circumstances so require. 

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Health and Safety Policy lead is:

• Facilities Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Human Resource Management
• Facilities Manager
• Senior Management
• Executive Management

4. Reference Points

4.1 Internal:

• Lone Workers Policy 
• Critical Incident Policy 
• Equality and Diversity Policy 
• Safeguarding Policy
• Student Disciplinary 
• Risk Assessment Policy 

4.2 External:

• Health and Safety at Work, Act 1974
• Health and Safety Act 1999

5. Date of Approval and Next Review

Version:                        1.2

Approved on:              01 September 2025

Approved by:               Academic Board

Next Review:                August  2026

Download POL_022_Health and Safety

1. Purpose and Scope

1.1 The purpose of this policy is to set out the arrangements for assessing the risks around particular events and external speakers, and for managing those risks.

1.2 The Academy of Contemporary Music has welcomed many external speakers since commencing delivery of music industry programmes in 1995.   Such speakers have brought and continue to bring great diversity of experience, insight and opinion for the benefit of students, staff and visitors.

1.3 This Policy applies to all staff, students, and third parties of ACM and to all Academy-controlled activities undertaken in the UK, and has been developed with regard to the PREVENT Duty, Equality and Diversity policy, and institutional strategic objectives.

2.Policy Statement

Legal Context and ACM’s Approach

2.1 All students and staff have the right to participate without fear of intimidation, harassment and threatening or extremist behaviour. The key factor for the preservation of academic freedom is tolerance and a respect for diversity. Intolerance involves behaviour motivated by prejudice or hatred that intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence. ACM has a duty of care to all of its students and staff.

2.2 ACM values the opportunities presented by external speakers for students and staff to experience diverse opinion and to enter into debate. This is seen as an essential part of both personal, professional, and academic development.

2.3 ACM values the tradition of academic freedom and holds that no subject or belief should be excluded from reasonable, constructive discussion and debate. ACM values freedom of opinion and speech but recognises that, in the interests of the whole learning community, this must exist within formal guidelines.

2.4 ACM recognises and supports moral and legal frameworks of the society and community within which it works.

2.5 ACM will not accept the use of language by external speakers that offends and is considered to be offensive or intolerant. Specifically, this means offensive, misogynistic, misanthropic, sexual or racist language irrespective of context. Direct attacks on any religions or beliefs are not condoned.

2.6 ACM will not tolerate any person who intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence.

Booking an External Speaker

2.7 Anyone organising an event must follow the process detailed below.

2.8 The majority of external speaker requests will be straightforward and can be handled entirely at a local (departmental) level. In these cases, following the steps outlined in the “Local assessment of proposed external speaker(s)” below will suffice. However, some requests may be complex and may require referral for further consideration. The “referral process” will only apply in a minority of circumstances – to events or speakers deemed to be higher-risk.

2.9 All requests for an external speaker are to be submitted by the event organiser making the request using the appropriate form to the Industry Link team at least ten working days before the planned event.

2.10 A transcript of the intended talk must be provided, where requested, and a written undertaking to abide by the provisions of this policy and to uphold the ACM policy on Equality and Diversity. Requests that do not comply with this provision will be refused. If the risk is considered medium to high risk a transcript must be attached to the External Speaker Submission Form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit ACM. A refusal is final.

2.12 An appropriate member of staff will be present at all talks to monitor any concerns.

2.13 Speakers must be informed that all such events may be recorded/filmed by ACM. These recordings are for future reference and marketing purposes associated to ACM and to prevent the abuse of trust.

Assessment of Proposed External Speaker(s)

2.14 Prior to the confirmation of any external speaker, the event organiser will be responsible for assessing the speaker against the following set of questions:

Question 1: Has the speaker previously been prevented from speaking at ACM or another college or University or previously known to express views that could place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 2: Does the proposed title or theme of the event present a potential risk that views/opinions expressed by speakers may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 3: Is the proposed speaker/theme likely to attract attendance from individuals/groups that have previously been known to express views that may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

If the answer to all three questions is NO:

The event organiser can confirm the external speaker and book them to speak at their event or activity. It is required that the external speaker is sent the External Speaker Code of Conduct and Declaration Form to sign before the event takes place.

If the answer to any of the questions is unclear:

The event organiser must seek guidance from their line manager and respective Campus Head of Education, whose responsibility will be to further review the speaker(s) against the questions above and information submitted via the ACM External Speaker Submission Form.

If the answer to any of the questions is YES:

It is the responsibility of the event organiser to refer the External Speaker Submission form to the Director of Creative Industry Development. Where there are Prevent Related concerns the submission form shall be also sent to the ACM Prevent Lead. The ACM Prevent Lead will seek advice from the Regional Prevent Coordinator before reaching any decision.

Process for Assessment and Referral

2.15 The event organiser should use the External Speaker Submission Form to detail the event and review potential risk.  In the case of referral the form should be submitted to the Director of Creative Industry Development and ACM Prevent Duty Lead with any other information as available.  Where appropriate ACM will seek the advice of external agencies as to whether a particular event should take place.

3. Management of External Speakers

3.1 Any external speaker or event to be hosted by or at an ACM campus must be aware of, and comply with the ACM External Speaker Code of Conduct. It is the responsibility of the person organising the event to ensure that the speaker receives the ACM External Speaker Code of Conduct and has their attention drawn to its contents, and the declaration form is signed and returned for central keeping by the Industry Link Team.

4. Responsible Parties

4.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The External Speaker and Events Policy lead is the:

• Director of Creative Industry Development

4.2 Implementation and compliance with the Policy, overseen by the following designated staff:

• Prevent Duty Lead (currently Head of Quality and Student Experience)
• Industry Link Team
• Executive Council
• Education Executive
• Campus Heads of Education
• Human Resource Department
• Designated Safeguarding Lead

5. Reference Points

5.1 Internal:

• The Prevent Policy
• External Speaker Submission Form
• External Speaker Code of Conduct and Declaration Form
• Safeguarding Policy
• Safeguarding Procedure
• Critical Incident Policy
• Equality and Diversity Policy
• Health and Safety Policy
• Staff Disciplinary Policy
• Acceptable Use of IT and E-Safety Policy
• Freedom of Speech Policy

5.2 External:

• The Prevent Duty
• The Charity Commission: Safeguarding children and young people
• Higher Education and Research Act 2017
• Safeguarding Vulnerable Groups 2006
• Protection of Freedoms Act 2012
• Working Together to Safeguard Children 2015
• Keeping Children Safe in Education 2015

6. Date of Approval and Next Review

Version:                                     1.3

Approved on:                            01 Sep 2025

Approved by:                            Academic Board

Next Review:                            August 2026

Click to download this policy

The .pdf version of this policy linked above contains the External Speaker Submission form.

Policy 026: PREVENT Duty

Policy Opening Statement 

When operating this policy, ACM uses the following accepted UK Government definition of extremism, which is: 

‘Vocal or active opposition to fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs; and/or calls for the death of members of our armed forces, whether in this country or overseas’. 

The KCSIE 2022 document offers the updated definitions of the following: 

Extremism is the vocal or active opposition to our fundamental values, including democracy, the rule of law, individual liberty and the mutual respect and tolerance of different faiths and beliefs. This also includes calling for the death of members of the armed forces. 

Radicalisation refers to the process by which a person comes to support terrorism and extremist ideologies associated with terrorist groups. 

Terrorism is an action that endangers or causes serious violence to a person/people; causes serious damage to property; or seriously interferes or disrupts an electronic system. The use or threat must be designed to influence the government or to intimidate the public and is made for the purpose of advancing a political, religious or ideological cause. 

The Prevent duty should be seen as part of schools’ and colleges’ wider safeguarding obligations. Designated safeguarding leads and other senior leaders should familiarise themselves with the revised Prevent duty guidance: for England and Wales, especially paragraphs 57-76, which are specifically concerned with schools (and also covers childcare). The guidance is set out in terms of four general themes: risk assessment, working in partnership, staff training, and IT policies. There is additional guidance: Prevent duty guidance: for further education institutions in England and Wales that applies to colleges. 

All extremists aim to develop destructive relationships between different communities by promoting division, fear and mistrust of others based on ignorance or prejudice and thereby limiting the life chances of young people. Education is a powerful weapon against this; equipping young people with the knowledge, skills and critical thinking, to challenge and debate in an informed way. 

ACM does not tolerate extremist views of any kind whether from internal sources; learners, staff or governors, or external sources; college community, external agencies or individuals. Students see ACM as a safe place, free from harm or risk of harm and where necessary we will action referrals or processes to ensure ACM remains a safe place for all. 

At ACM we recognise that extremism and exposure to extremist materials and influences can lead to poor outcomes for students and so should be addressed as a safeguarding concern as set out in this policy. We also recognise that if we fail to challenge extremist views, we are failing to protect our students. 

Therefore, at ACM we will provide a broad and balanced pastoral education programme, delivered by skilled professionals, so that our students understand and become tolerant of difference and diversity. We will ensure that they feel valued and not marginalised. By delivering a broad and balanced pastoral education programme, augmented by the use of external sources where appropriate, we will strive to ensure our students recognise risk and build resilience to manage any such risk themselves where appropriate to their age and ability but also to help them develop the critical thinking skills needed to engage in informed debate. 

Any prejudice, discrimination or extremist views, including derogatory language, displayed by students or staff will always be challenged and where appropriate dealt with in accordance with our student behaviour management policy or through our fitness to study policy. 

As part of wider safeguarding responsibilities, ACM staff will be alert to: 

• The importance of promoting British Values through both the curriculum and as part of the pastoral development education programme.. 
• Disclosures by students, of their exposure to the extremist actions, views or materials of others outside, such as in their homes or community groups, especially where students have not actively sought these out. 
• Graffiti symbols, writing or art work promoting extremist messages or images 
• Students accessing extremist material online, including through social networking sites 
• Parental reports of changes in behaviour, friendship or actions and requests for assistance Partner colleges, local authority services, and police reports of issues affecting students in other colleges or settings 
• Students voicing opinions drawn from extremist ideologies and narratives

• Use of extremist or ‘hate’ terms to exclude others or incite violence 
• Intolerance of difference, whether secular or religious or, in line with our Equalities Policy, views based on, but not exclusive to, gender, disability, homophobia, race, colour or culture 
• Attempts to impose extremist views or practices on others 
• Anti-Western or Anti-British views 
• Emerging groups such as INCELS or MUUR 

ACM will closely follow any locally agreed procedure as set out by the Local Authority and/or Safeguarding Children’s Board’s agreed processes and criteria for safeguarding individuals vulnerable to extremism and radicalisation. We will actively engage with the police, and regional DfE area Prevent Co-coordinators. 

At ACM we reserve the right to initiate our own internal policies in light of a safeguarding concern that may put the student, other students, or staff at risk of harm. 

We will help support students who may be vulnerable to such influences as part of our wider safeguarding responsibilities and where we believe a student is being directly affected by extremist materials or influences. We will ensure that we follow procedure as directed by local authority, Prevent coordinator, police, social care and any other agency necessary to safeguard and support that student and others. Additionally, in such instances our internal policies may be actioned to prevent risk of harm. 

By delivering a broad and balanced pastoral education programme, augmented by the use of external sources where appropriate, we will strive to ensure our students recognise risk and build resilience to manage any such risk themselves where appropriate to their age and ability but also to help them develop the critical thinking skills needed to engage in informed debate. 

1. Purpose and Scope

1.1 This policy outlines ACM’s approach towards to meeting expectations with regard to the PREVENT Duty.

1.2 The Counter Terrorism and Security Act 2015 places a duty on all RHEBs (Relevant Higher Education Bodies) to have due regard to the need to prevent people from being drawn into terrorism. This legislation is given specific statutory force through the Prevent duty guidance for higher education institutions in England and Wales, referred to as the ‘Prevent Duty’.

1.3 The Prevent duty guidance for England and Wales (2023), issued on September 7, 2023, under Section 29 of the Counter Terrorism and Security Act 2015, serves as statutory guidance for specified authorities in England and Wales. Subject to Parliamentary approval, this guidance is set to become effective on December 31, 2023.

1.4 Its primary purpose is to offer a framework for preventing individuals from engaging in terrorism or supporting such activities, while also addressing the rehabilitation and disengagement of those already involved in terrorism.

Until the new guidance comes into effect, specified authorities in England and Wales must continue to adhere to the Prevent duty guidance for England and Wales (2015). This 2015 guidance provides the existing framework for these authorities to fulfill their Prevent duty obligations.

1.5 This Policy applies to all staff, students, and third parties of ACM and to all Academy-controlled activities undertaken in the UK.

2. Policy Statement

Legal Context and ACM Approach

2.1 The underlying considerations adopted by ACM in implementing the Prevent Duty are: 

• a commitment to the safety and wellbeing of our staff and students and all who interact with ACM, including not being victims of, or complicit with any activities linked to radicalisation; 
• preserving equality and diversity as foundations of ACM life, whilst ensuring these values are not threatened; 
• supporting campus cohesion and harmonious relations across all parts of ACM community; 
• that the requirements described in this Policy are implemented in a proportionate and risk-based manner, relevant to the local context in which ACM campus is based. 

2.2 The legal definition of terrorism as defined in the Terrorism Act 2000 applies to the Prevent duty. ACM acknowledges and upholds the position that the definition of terrorism in the Terrorism Act is broad, in describing it as “the use or threat of action which involves serious damage to property; or endangers a person’s life; or creates a serious risk to the health and safety of the public or a section of the public; or is designed seriously to interfere with or disrupt an electronic system. The use or threat must be designed to influence the government or to intimidate the public and is made for the purpose of advancing a political, religious, racial or ideological cause.” 

2.3 Terrorism may take the form of extremist behaviour and acts. The statutory Prevent Duty Guidance defines extremism as “vocal or active opposition to fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs and calls for the death of members of our armed forces, whether in this country or overseas”. 

2.4 In accordance with this definition, ACM considers that extremist ideologies, and those who express them, undermine the principles of freedom of speech and academic freedom. 

2.5 Office for Students is the principal regulator of ACM and has established a monitoring framework to assess compliance of all Higher Education Providers with the Prevent Duty. ACM has a legal duty to provide reports and evidence of its compliance with the Prevent Duty to OfS, including serious issues which arise related to ACM’s Prevent responsibilities. OfS’s role does not extend to investigating terrorism-related incidents on campus. 

Arrangements to demonstrate due regard to the Prevent Duty

Working in Partnership

2.6 ACM will work in close partnership with relevant partners including the FE/HE Regional Prevent Coordinator, local police, local authorities including Multi Agency Safeguarding Hubs, academic partners and establishment of formal links for sharing good practice in approaches, and information where this is a necessity. 

Leadership and Governance

2.7 The Executive has a statutory responsibility to ensure ACM satisfies the requirements of the Prevent Duty, with leadership and implementation delegated to the Senior Management Team for Prevent-related matters. 

2.8 The Senior Management Team has appointed ‘Leads’ to oversee implementation and review of Safeguarding and for Prevent Duty. 

Risk Assessment and Action Plan


2.9 ACM has developed a Prevent Risk Assessment of how and where students and staff might be drawn into terrorism, including violent and non-violent extremism, and an embedded action plan to mitigate risks. The Risk Assessment addresses the adequacy of institutional policies and arrangements regarding the campus and student welfare, including equality and diversity and the safety and welfare of students and staff. The Prevent Risk Assessment and embedded action Plan is coordinated by the Prevent Lead. 

External Speakers and Events

2.10 ACM has implemented a Policy for External Speakers and Events to reflect the Prevent Duty responsibilities. The Policy sets out the arrangements for managing events on campus and institution-branded events taking place off campus. The Policy is set within the context of the statutory responsibility of ACM to secure freedom of speech. A risk-based approach to the assessment of events will be taken and this may require modification or adjustments to the content of, or arrangements for, events to mitigate risks in respect of the Prevent duty. Whilst in exceptional circumstances only, the right is reserved by ACM to prohibit events where speakers promote or seek to incite hatred of, or violence against others. 

Welfare and Pastoral Care

2.11 ACM has a range of services for welfare and pastoral care through the Student Services (for students) and Human Resources department (for staff) . Whilst ACM does not have a specific campus chaplaincy service, guidance regarding local services is made available. 

Staff Training

2.12 ACM has accessible training materials available to academic and professional services staff outlining the requirements of the Prevent Duty. Training is delivered to all staff to aid awareness of the Prevent duty and its requirements, and the arrangements that ACM has in place to seek to prevent staff or students from being drawn into terrorism or victims of it. 

2.13 ACM is committed to the ongoing training and development of staff through the provision of approved CPD activity, ‘train the training’ events and seminars. 

IT Networks

2.14 ACM has in place various web-filtering mechanisms to ensure that its IT networks or equipment cannot be used by staff or students to access, support, promote or facilitate harmful content, including extremism-related material, unless this is for bona fide teaching and research purposes as approved by ACM. 

2.15 ACM is committed to engaging with its students in relation to the new Prevent duty requirements and will work with the Students council in this regard. This engagement includes collaboration and consultation on Prevent duty policy requirements as developed and delivered by ACM, representation of Student Union Officers and the Senior Management Team, and ongoing dialogue to ensure that the arrangements between both parties are joined up and effective. 

Referral and Reporting

2.16 ACM’s implementation of the Prevent duty is not to challenge or re-shape the current relationship between staff and students, or between any other stakeholders who make up the community. Instead the focus is that, in the rare event that a member of our community – be it a staff member, student, or anyone else connected with ACM – has a serious concern that someone else in our community is potentially being drawn into violent extremism or terrorism, they know where to seek advice and what to do with that concern. 

2.17 When a concern is raised about an individual in line with the process following this paragraph, we will respond sensitively and appropriately, mindful of the fact that some of the factors which may appear as signs of a person’s potential radicalisation might, in fact, be signs of a wide range of other support needs on the part of that individual. ACM therefore recognises the difficulties in defining attitudes and behaviours which may suggest someone has been, or is being, drawn into terrorism but would encourage concerns to be reported as outlined below. 

2.18 Where an individual is thought to be at imminent risk of harm to themselves or others, the emergency services should be called first (999) and then ACM Safeguarding Lead (01483 910197) to ensure follow-up action is coordinated. 

2.19 For Prevent-related concerns in relation to students where there is not perceived to be an immediate threat to the individual concerned or others, the Prevent Lead should be contacted directly. 

2.20 The Prevent Lead will gather information in relation to the referral and undertake an assessment to determine if there may be cause for concern in relation to the Prevent Duty. The Prevent Lead may seek guidance and advice from the Regional Prevent Coordinator when undertaking this initial assessment. For any matters of immediate concern may be referred directly to the local police to each campus (999). 

2.21 The Regional Prevent Coordinator for London and the South East region is:

Name: Alamgir Sheriyar

Phone: 0207 974 5828

Email: alamgir.sheriyar@camden.gov.uk

2.22 The Regional Prevent Coordinator for the West Midlands region is:

Name: Hifsa Haroon-Iqbal

Phone: 07872 941129

Email: hifsa.iqbal@birmingham.gov.uk

2.23 The Regional Prevent Coordinator for the London region is:

Name: Jennie Fisher 

Phone: 07880 469588 

Email: jennie.fisher@education.gov.uk 

Source: http://www.safecampuscommunities.ac.uk/guidance/regional-coordinators

2.24 Where there is a cause for concern the Prevent Lead will make prompt contact with the regional Multi-agency Safeguarding Hub (MASH), and work to ensure adequate safeguards are implemented as part of a coordinated approach as determined by the agency.

Surrey Multi-Agency Safeguarding Hub (MASH)

2.25 The MASH is based at Guildford Police Station and combines Children’s Service social workers, Adult’s Service social workers, and health and police staff.

Opening Hours: Monday to Friday from 9am to 5pm

(outside of these hours the Surrey Police should be contacted through 999)

Phone: 0300 470 9100

Email: mash@surreycc.gov.uk

Birmingham City Council Multi-Agency Safeguarding Hub (MASH)

2.26 The MASH includes partners from our  Children’s Services, West Midlands Police, and Birmingham Community Healthcare NHS Trust

Opening hours: Monday to Thursday: 8:45am to 5:15pm

Friday: 8:45am to 4:15pm

Phone: 0121 303 1888

Emergency out-of-hours:

Telephone: 0121 675 4806

Email: MASH@birmingham.gcsx.gov.uk

Lambeth Council Multi-Agency Safeguarding Hub (MASH) 

2.27 The MASH includes partners from our Children’s Services, Met Police, and Lambeth NHS Trust 

Opening hours: Monday to Friday 9-5 

Phone: 0207 926 5555 

Web:  lambeth.gov.uk 

2.28 For concerns about staff where there does not appear to be an immediate threat to the individual concerned or others, the HR Manager should be contacted with details of the concern. The HR Manager will liaise with the Prevent Lead, and refer to external authorities as required.

2.29 It is recognised that allegations against, or concerns about staff and students may be referred through other routes. In turn, these may be raised anonymously, in which case these will be raised as per the relevant routes above. 

2.30 ACM will ensure that the ACM student council is provided training and support in relation to the Prevent Duty and the referral of concerns to the ACM Prevent Lead.

2.31 Allegations or concerns which are raised by anonymous individuals will be investigated where there are sufficient grounds or scope to be able to do so based on the information provided. 

2.32 If an allegation is made frivolously, in bad faith, maliciously, or for personal gain or revenge by a student or staff member, disciplinary action may be taken against the person making the allegation. However, no action or detriment related to employment or study respectively will be taken against any member of staff who raises a genuine concern that proves to be unfounded. 

2.33 ACM will follow disciplinary procedures against any member of staff or student who is found to have committed criminal acts or any other misconduct related to terrorism, in the course of their studies or work activities, which may result in expulsion or dismissal. 

2.34 ACM has a legal duty to share information – in confidence – within ACM, and with external authorities, on matters related to individuals assessed as vulnerable to being drawn into terrorism, or at risk of being complicit in terrorist activity. Confidentiality cannot be guaranteed if, as a result of an investigation, individuals are requested to participate in subsequent investigations by the statutory authorities. 

2.35 A confidential record of all internal and external referrals made under this policy will be kept. In reaching any decision about external referral, ACM will have regard to its obligations under its Data Protection Policy and the General Data Protection Regulation 2018. Concerns will only be shared externally where there is a clear and compelling requirement to do so. 

Related safeguarding considerations

2.36 Concerns about individuals being drawn into terrorism may raise related welfare and safeguarding considerations, due to the likelihood of increased personal vulnerability (e.g. due to the recruitment tactics employed by radicalisers) and the possibility of associated abuse. Additional referral options exist for such cases, which would be explored and agreed with external safeguarding and statutory agencies as required. 

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. Updates in the legislation will be incorporated into this policy in a timely manner. The Prevent Duty Policy lead is:

• Safeguarding & Pastoral Services Manager

3.3 Implementation and compliance with the Policy is overseen by the following designated staff:

• Safeguarding & Pastoral Services Manager 
• Human Resource Department 
• Executive Management

1. Reference Points

4.1 Internal:

• Safeguarding Policy 
• Safeguarding Procedure 
• Critical Incident Policy 
• Equality and Diversity Policy 
• Health and Safety 
• Staff Disciplinary Policy 
• Acceptable Use of IT and E-Safety

4.2 External:

• The Prevent Duty 
• Safeguarding Vulnerable Groups 2006 
• Protection of Freedoms Act 2012 
• Working Together to Safeguard Children 2018 
• Keeping Children Safe in Education 2022
• Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version:                     1.3

Approved on:            01 September 2025

Approved by:            Safeguarding and Pastoral Services Manager

Next Review:            August 2026 

Download POL_026_Prevent Duty

Policy 027: Published Information

1. Purpose and Scope

1.1 This Policy aims to explain in an open, transparent and accessible way how ACM approaches the design, development and approval of content for its external and internal publication channels.

1.2 This Policy supports ACM staff in communicating to the public the purposes and value of the education we provide, to help prospective students make informed decisions about where, what, when and how they will study, and to enable current students to make the most of their higher education learning opportunities.

1.3 This policy states the ways in which ACM uses published content appropriately to safeguard academic standards, promote current learning opportunities available at ACM, and to assure and enhance academic quality.

1.4 ACM will ensure that its published content clearly and accurately describes the institution’s mission, values and overall strategy.

2. Policy Statement

Published Information

2.1 It is important to maintain public confidence in the value of the learning opportunities that ACM provides. One of the ways in which such confidence can be promoted is by producing appropriate information, focused on ACM’s intended audiences, about the learning opportunities that ACM offers. In addition to students and prospective students, some of this information is of direct interest to the public and should be accessible by anyone. The information should be timely, current, transparent, and focused on the needs of the intended audiences.

2.2 ACM has a duty to ensure that the information it publishes to its students, prospective students and other stakeholders is clear, accurate and complete.

2.3 To achieve this, ACM has adopted the following approval, control and review policy. This policy covers all material that is published on ACM websites or available publicly in hard copy format.

2.4 In relation to official ACM social media platforms such as Facebook and Twitter, ACM follows the principles set out below for official material and postings. In relation to postings by those who are not acting on behalf ACM, ACM staff have procedures in place to review such postings and to remove or address any inaccurate or offensive material.

Quality of Published Information

2.5 This policy is primarily focused on ensuring the quality of information that ACM publishes to:

• Communicate the purposes and value of ACM courses to the public;
• Assist prospective students in making informed decisions about where, what, when and how they will study;
• Enable current students to make the most of their learning opportunities

Major Changes

2.6 This policy applies when making any material change to ACM’s published information, including its online presence, which:

(a) details ACM’s mission, values and overall strategy;

(b) describes the process for application and admission to our programmes of study;

(c) helps prospective students select their programme with an understanding of ACM’s academic environment and the provision that will be made to enable their development and achievement;

(d) informs current students about their course or programme of study at any point in their studies;

(e) sets out what ACM expects its current students and what students can expect of ACM;

(f)  sets out ACM’s arrangements for managing academic standards, quality assurance and enhancement, and describes the information used to support its implementation.

Minor Changes

2.7 This policy does not extend to all minor amendments to existing content, including social media sites actively controlled and managed by ACM, and information about enrichment activities, which can be carried out by designated members of ACM staff.

2.8 Staff updating social media sites on behalf of ACM should refer to the Social Media Policy.

Corporate Brand Identity

2.9. ACM is a professional, connected, high quality institution and we seek to reflect this in our visual corporate identity. This extends to our online brand. ACM requires a consistency of design across all of its methods of publication, including web pages, applications and social media sites, since the impression stakeholders gain of ACM is influenced by their use of any and all of these media. All methods of publication should conform to ACM design so that our brand is reinforced.

2.10. Standards for written material, including its style the type of information published, is of equal significance as the look and feel of the ACM brand. For this reason, all major content to be published should be subject to the same careful management. Members of ACM staff who wish to publish information, including to ACM web pages, are therefore required to follow the associated Content Approval Procedure.

2.11 Some content will change infrequently, but most has an effective lifespan so it should be reviewed on a regular basis and amended or deleted as appropriate. Any out-of-date or inaccurate content will lead users to question the validity of other published ACM content, so regular review is an essential part of ACM’s content management. Each update should also therefore follow the supporting procedure.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Content Approval Policy lead is:

• Marketing Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff:

• Education Strategist
• Marketing Manager
• Quality Assurance and Enhancement Manager
• Head of Education
• Academic Registrar

4. Reference Points

4.1 Internal:

• Equality and Diversity Policy
• Quality Assurance and Enhancement Policy
• Data Protection Policy
• Acceptable Use of IT Policy

4.2 External:

• OfS Conditions B1 – B6
• QAA Quality Code Chapter C: Published Information
• Competition Act 1998
• UK Higher Education – consumer law advice for providers
• QAA Good practice guide to providing information to prospective students

5. Date of Approval and Next Review

Version:                         2.1

Approved on:               03 Sep 2024

Approved by:               Academic Board

Next Review:                August  2025

Download POL_027_Published lnformation_170728

1. Purpose and Scope

1.1.  This policy outlines ACM’s approach towards the safety of those who work alone, without close or direct supervision.

2. Policy Statement

2.1 ACM, as an employer, has a legal duty to assess all risks to health and safety, including the risks of lone working. The Health and Safety Executive (HSE) defines lone workers as “those who work by themselves without close or direct supervision”. Many of the hazards that lone workers face are similar to those faced by other workers. However, the risks involved may be greater because the worker is on their own. Lone working may also occur where it is necessary for ACM staff to work outside their nominated working hours, or in settings where staff are required to work away from ACM sites when representing the business, for example, external events. This may refer to representation of ACM overseas, and away from a worker’s home domicile.

2.2 There is no specific law dealing with lone working. However, all health and safety legislation applies equally to lone workers and in some cases, is even more applicable. Lone working does not in itself contravene the law, but it may often bring additional risks.

2.3       Some of the key hazards are:

• Violence and assault – for staff working alone the risks are even greater than usual. They are more vulnerable to assault, and less able to call for assistance.
• Manual handling – the most common accidental injury at work is manual handling and for lone workers, the risk is even higher – there is no-one to ask for help.
• Fire – Lone workers are less likely to be aware of a fire until they themselves see or smell it and less able to call for assistance if they get into trouble. It is important that staff always know how to deal with or escape from a fire whilst working.
• The increased risk of threatening behaviour, due to the vulnerability of lone workers, including the risk of theft and intruders.
• The suitability of the workplace for lone working.
• Lone worker medical suitability for lone working.
• The risk of social isolation.

2.4 All lone workers should be fully trained in the safe working practices to be adopted in order to carry out their tasks safely. This will apply to employees and other workers where applicable, such as agency staff and self-employed contractors.

2.5 Line Management have a responsibility to engage direct reports in discussions to ascertain the suitability for lone working arrangements, taking into account feedback and staff concerns, relating to risk or staff suitability for lone working practices.

2.6 Staff hold the right to decline lone working arrangements based on the suitability of the lone-working setting, and based on their ability to discharge their responsibilities in a lone-working setting, taking into account any medical or personal barriers or complexities.

2.7 Where lone working arrangements are deemed unsuitable or undesirable, line management and direct reports should engage in an open dialogue to propose alternative arrangements.

2.8 Where lone working arrangements are agreed, all lone workers are expected to co-operate fully with any instructions given by their employer. They are also expected to follow their employer’s safe systems of work and any associated procedures.

2.9 It is the joint responsibility of line management and direct reports to establish a point of contact, and contact procedures, to ensure oversight of lone workers safety and well-being. The nominated contact should be agreed prior to lone working taking place.

Risk Assessment

2.10 Prior to the joint agreement of lone working arrangements, line management will ensure a comprehensive risk assessment is completed.

2.11 The risk assessment procedure operates to identify potential hazards, taking into account:

• Assess the nature and severity of the risks taking into account the likelihood of any violence and abuse
• Enable control measures to be sought and implemented to remove the risks

2.12 It is expected that the risk assessment will allow line management and staff to identify and minimise possible areas of risks so that they are adequately controlled.

2.13 The risk assessment must take into account:

• Immediate risks associated with the vulnerability of lone working staff, relating to the increased risk of violence, threatening behaviour, theft, and intruders.
• The suitability of the nominated place of work, where lone working will occur. The suitability of the workplace should take into account the availability of welfare facilities, hygiene facilities (taking into account individual staff needs and personal circumstances)
• Any necessary reasonable adjustments to a nominated workplace.
• The availability of training, prior to the commencement of lone working arrangements, to ensure staff are made aware of manual handling practices.
• The availability of nominated staff trained in First Aid, including ensuring that lone workers are aware of the specific named staff member, and their contact details.
• The ease of which, if necessary, emergency services are able to access individuals, should such an emergency situation arise.
• The availability of contact points, via landline phones, mobile phone coverage, and wifi connectivity.

2.14 All lone workers should ensure that they are fully conversant with the Lone Worker Policy prior to lone working arrangements commencing.

2.15 Lone workers are expected to exercise sound judgement relating to their individual circumstances, their surroundings, their personal boundaries and their safety in instances where lone working arrangements occur.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Lone Workers Policy lead is:

• Human Resources Operations Manager

3.2 All ACM staff with line management responsibility, and direct reporting staff, have a responsibility to demonstrate due regard to the Lone Workers Policy.

3.3 Implementation and compliance with the Policy, overseen by the following designated staff:

• Human Resource Department
• Staff with Line Management Responsibility of a Lone Worker
• Staff with responsibility for casual student employees, particularly Student Ambassadors,
• Nominated First Aid contacts within the Business
• Designated Safeguarding staff

4. Reference Points

4.1 Internal

• Critical Incident Policy
• Safeguarding Policy
• Staff Code of Conduct Policy
• Staff Grievance Policy
• Health and Safety Policy
• Equality and Diversity Policy

4.2 External

• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999

5. Date of Approval and Next Review

Version:                       1.2

Approved on:              01 Sep 2025

Approved by:               Academic Board

Next Review:                August 2026

Click to download this policy

Policy 043: Critical Incident

1. Purpose and Scope

1.1 This policy sets out ACM’s approach for handling an emergency situation that affects the ACM community that may occur in or out of teaching hours, weekends and during holidays.

1.2 A critical incident may involve both internal and external factors that may include hazards and events that pose direct or imminent threat to the safety, security and wellbeing of ACM students and staff.

1.3 This policy outlines the management plan for critical incidents as they may occur while students are undertaking their study during nominal teaching hours, and ensures that ACM is equipped to provide meaningful support to all students and staff affected by an incident.

1.4 The policy provides guidance to actions which should be considered by Executive Management, the Senior Management Team, and the Critical Incident Management Team (CIMT) in case of an emergency within ACM or the local community, or on an educational visit.

1.5 This policy gives clear guidance regarding the circumstances under which the policy would be enacted. The Designated Safeguarding Lead, on assessment of all factors, and individuals directly or indirectly involved, would exercise judgment over the policy’s activation and implementations.

2. Policy Statement

Critical Incidents

2.1 ACM  is committed to emergency planning to ensure the safety of its members and the smooth running of its business.

2.2 It is important to the success of emergency planning at the institution that its community is aware both of the central responsibilities and commitments in the case of a critical incident on campus, but also of local responsibilities and information outlets.

2.3 A critical incident is a sudden event or situation which may put staff and students under stress both physically and emotionally. In assessing a critical incident, consideration must be given to the existing factors and the impact on staff and students. It must also be considered with regard to the scope, and the wider public impact.

2.4 In general terms, a critical incident is defined as a traumatic event which causes or is likely to cause extreme physical and/or emotional distress to staff and/or students and may be regarded as outside the normal range of experience of the people affected. This may include, but is not limited to events involving ACM students and staff, where there has been:

• Extremist acts of aggression
• Serious injury or death
• Physical or sexual assault
• Violence or threats of violence
• Hold up, attempted robbery
• Sudden or unexpected death or suicide of a member of the ACM community
• Natural disasters
• Fire, explosion, bomb threats
• High publicity violent crimes
• Any incident that is charged with extreme emotion.
• Any fatality, near fatality or incident likely to affect seriously a number of staff and/or students
• Serious traffic accidents
• Major theft or vandalism
• A student reported as a missing person.

2.5 Every critical incident is unique and will need to be dealt with differently, according to the needs of the people affected.

Critical Incident Management Team (CIMT)

2.7 The CIMT is responsible for:

• The initial and ongoing assessment of the scale, duration and impact of the critical incident;
• Establishing ACM’s operational and business critical priorities in responding to the incident;
• The allocation of staff and resources;
• The management of, and support, of any ACM representatives who are responsible for the planning, management, and response taken by ACM;
• Liaison with external agencies as needed.
• Note: any suspected extremist based acts of terrorism, including threats physical spaces and the community, or cyber based threats must be reported to the ACM Police immediately. The Prevent Lead will contact the Police to discuss arrangements for the handling of these matters which may or may not involve the CIMT.

2.8 In the longer term, the CIMT will support the Senior Management Team to ensure adequate implementation of:

• Institutional reputation management;
• Long-term business recovery;
• Financial control;
• Corporate priorities;
• Community engagement;
• Decisions relating to long-term staffing needs, which may result from an emergency or sustained disruption to area’s of ACM’s business needs.

2.9 The CIMT with normally comprise of 3-5 members, including:

• A member of Executive Management
• Two Members of Senior Management Team

And may include:

• ACM Designated Safeguarding Lead (DSL)
• ACM PREVENT Duty Lead
• A member of student support services
• A member of the education team
• A member of the marketing team
• Student Representatives

2.10 Depending on the nature of the incident, the CIMT may be expanded to include Heads of department (or their nominees) with specific responsibilities within the impacted areas.

Activation of the Policy

2.10 Information about an incident may come from a staff member, student, parent, the emergency services or the local authority.

2.11 The staff member who receives the notification should be mindful to request and make a record of as much information provided as possible:

• The name of the person who has reported the incident
• The specific incident details
• Who, if anyone, has also been informed (for example, any emergency services)
• The exact location of the incident
• Details of any casualties
• What, if any, action has been taken so far
• A name of a contact at the scene, and their contact details
• What further assistance, if any, is needed

Staff and Student Welfare

2.12 ACM takes the responsibility towards staff and students seriously, with student and staff welfare considered a priority.

2.13 Where there is an occurrence of a critical incident, welfare and well being of all affected individuals should be considered, with individuals who have been particularly adversely affected identified for additional support, should they wish to engage with it.

2.14. The diversity of staff and students should be taken into account when considering additional support, including considering contact with leaders within local faith communities.

2.15 Support which is accessed and made available after an incident may be referred to as Post-Incident Care. This is aimed at helping individuals to understand their feelings following an emergency and to identify sources of future support. The overall aim of the support is to help people in a way that will reduce the possibility of developing long-term effects and difficulties as a result of a critical incident.

Communication

2.16 Effective communication is integral to the successful management of any critical incident. It should include effective information exchange within the response team, engagement with staff, students and others immediately affected by the incident, and liaison with the wider public via the media where necessary. Crisis messaging must be managed with the utmost care and sensitivity after the initial incident.

2.17 Communication surrounding any incident should  focus on mitigating the effects of the incident on those who are directly involved. Relevant information will be shared with those who are impacted by the incident. It is vital to ensure that all communication is conducted in a manner that protects the interests and privacy of those involved.

2.18 Post-incident communication will focus on encouraging an orderly return to normal operations in a manner that protects the interests and privacy of those who were involved. Its scope includes, but is not restricted to, providing reminders to the community on how individuals can access support, including Medical Services and Counselling Services, and how members of the community can become involved in any post incident analysis.

2.19 By necessity, communication will be influenced by the nature of the critical incident. A communications plan will be developed by the CIMT to ensure that a clear communication protocol that outlines the responsibilities for the development and implementation of both internal and external communications.

2.20 Following an incident, the Senior Management Team should ensure that all ACM staff are fully briefed on facts and are aware of what information can be disclosed to the wider community, including media representatives.

2.21 Staff should be made aware of confirmed facts relating to incidents, and what information is authorised to be released. They should also be made aware of the potential problems caused by the spread of misinformation through word of mouth, media and social media platforms.

2.22 Designated staff, approved by Executive Management in consultation with the CIMT will are given responsibility to speak to external stakeholders, organisations, and media in relation to the incident. In some cases this may also be informed by the Police and other Government agencies. This does not preclude ACM student’s or employee’s right to freedom of speech, but does ensure that official communication is consistent and equitable.

3. Responsible Parties

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Quality Assurance and Enhancement Manager. The Critical Incident Policy lead is:

• ACM Designated Safeguarding Lead

3.2 The Senior Management Team are responsible for ensuring staff awareness and effective implementation of the Critical Incident Policy.

3.3 Implementation and compliance with the Policy, and corresponding Procedure will be overseen by the following staff:

• Executive Management
• Senior Management
• Education Management
• Designated Safeguarding Lead
• PREVENT Duty Lead
• Human Resources Department

4. Reference Points

4.1 Internal:

• Emergency Closure Policy
• Safeguarding Policy
• Health and Safety Policy
• Content Approval Policy
• ACM Prevent Policy

4.2. External:

• Civil Contingencies Act 2004
• Counter-Terrorism and Security Act 2015
• Revised Prevent Duty Guidance: for England and Wales
• Health and Safety at Work Act 1974
• Human Rights Act 1998
• Corporate Manslaughter and Corporate Homicide Act 2007

5. Date of Approval and Next Review

Version:                        1.1

Approved on:               03 September 2024

Approved by:               Academic Board

Next Review:                August 2025

Download POL_043_Critical Incident Policy_170728

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 044: Conflict of Interest

1. Purpose and Scope

1.1 This Policy explains in an open, transparent and accessible way how ACM identifies,

manages and mitigates conflict of interest and/or bribery. 

1.2 This policy describes how the Academy of Contemporary Music (ACM) looks upon the issue of conflicts of interest and/or bribery.

1.3.  This policy applies to all staff and is designed to protect ACM as a business and the integrity of our qualifications. It is also designed to protect our staff by providing guidance on handling possible conflicts of interest that may arise.

2. Policy Statement

Conflict of Interest

Definition of a Conflict of Interest

2.1. A conflict of interest is a situation in which financial or other personal considerations may compromise, or have the appearance of compromising, a staff member’s professional judgment in teaching, management, administration, or other professional activities.

2.2 Conflicts of interest have the potential to bias directly or indirectly many activities or aspects of the ACM’s endeavour. This is especially so when staff members are in a position to set ACM policies, manage contracts, select equipment and supplies, involve students in sponsored projects, or when they have managerial and administrative roles for which objectivity and integrity are paramount.

2.3 The appearance of a conflict of interest may be as serious and potentially damaging as an actual conflict. Reports of conflicts based on appearances can undermine public trust in ways that may not be adequately restored even when the mitigating facts of a situation are made known. Apparent conflicts, therefore, have to be evaluated and managed in the same way as known conflicts.

2.4 A conflict of interest exists in relation to an awarding body where:  

1. An awarding body’s interests in any activity undertaken by it, on its behalf, or by a member of its Group have the potential to lead it to act in any way contrary to its interests in complying with its Conditions of Recognition;  
2. A person who is connected to the provision of the awarding body’s qualifications has interests in any other activity which have the potential to lead that person to act in any way contrary to his or her interests in that provision by the awarding body in compliance with its Conditions of Recognition; or 
3. An informed and reasonable observer would conclude that either of these situations was the case.”

Activities which are ordinarily permissible

2.5 Performance of professionally-related activities such as gigs, recordings, writing for publications, service on review boards and panels.

2.6 Service as a consultant to outside organisations.

2.7 Service on boards and committees of organisations, public or private, which do not distract unduly from ACM obligations.

Activities which appear to present potential conflicts of interest or commitment

2.8 Relationships that might enable an employee to influence ACM’s dealings with an outside organisation in ways leading to personal gain or to improper advantage for anyone.

For example, an employee could have a financial interest in an enterprise with which ACM does business and be in a position to influence relevant business decisions. Ordinarily such problems may be resolved by full disclosure as well as making appropriate arrangements that clearly exclude that employee from participating in the decisions.

2.9 Situations in which the time or creative energy an employee devotes to extra-ACM activities, including those listed above, appears substantial enough to compromise the amount or quality of his/her participation in the teaching or administrative work of ACM itself.

2.10 Activities (gigs, recordings, writing, conferences, teaching, consultancy agreements etc) for which employees are personally remunerated that involve, or might be perceived to involve, ACM, its name, or facilities/ equipment without prior permission.

Activities which present such serious problems as to be incompatible with ACM policies

2.11 Situations in which the individual assumes responsibilities for an outside organisation that divert his/her attention from ACM duties, or create other conflicts of loyalties.

2.12 Situations in which an employee would be marking the assessments of friends or relatives pursuing ACM qualifications.

Potential Areas of Conflict

2.13 Conflicts of interest can arise in a variety of circumstances, for example:

• When an individual works for or carries out work on ACM’s behalf, who has friends or relatives taking ACM assessments or examinations.
• When an individual has a position of authority in one organisation that conflicts with his or her interests in another organisation.
• when an individual has interests that conflict with his or her professional position.
• when an individual works for or carries out work at ACM, but may have personal interests – paid or unpaid – in another business which either uses ACM services, or offers similar services.

2.14 Conflicts can arise from commercial interests, academic situations, ethical or religious views or personal relationships. The most common are those arising from commercial interests and close personal relationships. The existence of an actual, perceived or potential conflict of interest does not necessarily imply wrongdoing on the part of anyone. However, any private, personal, or commercial interests which give rise to such a conflict of interest must be recognised, disclosed appropriately, and either eliminated or managed.

Bribery

2.15 Under the Bribery Act 2010, a bribe is a ‘financial or other advantage’ offered, promised or given to induce a person to perform a relevant function or activity improperly, or to reward them for doing so.

2.16 Under the Bribery Act, individuals can be prosecuted for accepting bribes or offering bribes. In addition, ACM can be prosecuted for failing to prevent bribery committed to obtain or retain business or a business advantage for ACM by an employee or other individual or organisation performing services for ACM.

Individual Responsibility

2.17 Individuals within ACM have responsibility for ensuring that they are familiar with the Conflict of Interest Policy.

2.18 The most important feature of the policy is the requirement that an individual disclose any activity that might give rise to a potential Conflict of Interest. 

2.19 The individual and line manager are equally responsible for ensuring that the issue is documented.

2.20 An individual may wish to raise concerns relating to conflict of interest directly with Human Resources. This may be done in confidence and they are entitled to receive a response to their concerns. It should be noted that individuals are protected under ACM’s Whistle-blowing Policy.

2.21 If the staff member is unsure whether a conflict of interest might arise, they should discuss this with their line manager first. The line manager should contact Human Resources Department if they need advice on whether a situation presents a conflict.

Management and Supervisory Roles

2.22  Staff members who hold a line management or supervisory role have an obligation to make a disclosure in all cases where they find themselves involved in:

• (a) the recruitment, selection, or appointment of an applicant; or
• (b) the appraisal, promotion, discipline, or other management activity of a staff member; or
• (c) the authorisation of any financial payments (e.g. timesheets, expenses claims, salary changes) for a staff member with whom they have a personal relationship, or who is known to them privately through their commercial interest, or whose known religious/ethical views or strong personal values may be perceived to be in conflict with their own.

Contracts and Agreements

2.23 Staff have an obligation to disclose in writing to a responsible person associated with the contract or agreement that they believe that a conflict of interest does or could exist in respect of their involvement in the contract or agreement. If a staff member who is negotiating an agreement on behalf of ACM has an interest such that it could appear to a reasonable observer that negotiations are biased, the staff member should disclose that interest.

2.24  In specific cases, there may be benefits to both staff and ACM for staff to hold other part-time employment simultaneously with their ACM employment. However, there also exists a potential for a perceived or real conflict of interest or commitment where more than one employment relationship exists at any particular time.

2.25 Staff should disclose their intention to hold other employment concurrently with their ACM employment, and they should seek formal ACM approval for such arrangements in accordance with the exclusivity clauses in the Staff Handbook.

Outside Activities or Earnings

2.26 In undertaking any outside activities or earnings, staff must abide by the terms of their contract of employment. Where a member of staff is engaged in outside activities, they must advise their line manager of any potential conflict of interest or any perception of a conflict of interest with their obligations to ACM.

Receipt of Gifts

2.27 It is not acceptable for a staff member to give or receive a gift, favour, or benefit, that may: compromise his/her judgment or have the appearance of so doing; create a conflict of interest; damage relationships with others; or indicate any favouritism or prejudice towards a person or group of people. Staff should consider the cultural context in which the gift, favour, or benefit was offered, and endeavour to avoid giving offence.

Assessing Conflicts of Interest

2.28 Line Managers must determine the permissibility of various activities, and assess the degree to which disclosed activities may pose a risk to the staff member, ACM, and other organisations which may be affected. Below is a suggested list of questions for use in evaluating potential conflicts of interest or commitment.

The list is not exhaustive and other questions related to special circumstances can be added, as appropriate.

• Has all relevant information concerning the staff member’s activities been disclosed?
• Do the relevant staff member’s financial interests suggest the potential for conflicts or the appearance of conflicts or bias?
• Do the staff member’s reported external time commitments exceed permissible (or reasonable) levels?
• Is there any indication that the staff member in his/her professional role has improperly favoured any outside body or appears to have had incentive to do so?
• Has the staff member inappropriately represented ACM to outside bodies?
• Does the staff member appear to be subject to incentives that might lead to conflicts or bias?
• Is there any indication that obligations to ACM are not being met?
• Is the staff member involved in a situation that might raise questions of bias, inappropriate use of ACM assets, or other impropriety?
• Do the current engagements of the staff member represent potential conflicts between outside interests (e.g. working on projects simultaneously for competing business interests)?
• Could the proposed activity withstand public scrutiny? 

3. Responsible Parties

3.1 Implementation and compliance with the Policy, and corresponding Procedure will be overseen by the following designated staff:

• Head of Human Resources

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff: 

• Head of Human Resources 
• Staff with Line Management responsibilities

4. Reference Points

4.1 Internal

• Academic Misconduct
• Assessment
• Equality and Diversity
• Staff Handbook
• Staff Disciplinary
• Student Complaints & Grievances 
• Whistle-blowing

4.2 External

• Data Protection Act  2018 
• Bribery Act 2010

5. Date of Approval and Next Review 

Version: 1.2

Approved on: 01 Sep 2025

Approved by: Academic Board 

Next Review: August 2026

Download: 044 POL_Conflict of Interest

Policy 046: Risk Assessment

1. Purpose and Scope

 1.1 This Policy provides an outline of ACM’s approach to identifying, assessing and managing risks that may be present where an individual has a unique set of  circumstances that may require specific consideration in relation to their individual identified risks that may be impacted by, but not limited to, physical or mental disability or impairment. The policy identifies the proactive approach adopted to support individuals and mitigate identified risk factors for individuals working or studying within ACM.

1.2 This Policy is aligned with the regulations of ACM’s validating partners and other external stakeholders to whom ACM must make reference.

2. Policy Statement

Risk Assessment

2.1 Where a need is identified, the risk assessment should be proactive and consider the particular needs of the student or staff member to whom the assessment refers.

2.2 The process of assessing risk should be practical and include discussion and information from any members of ACM staff with relevant experience and expertise, as well as including advisory notices from any external agencies where relevant.

2.3 The student or staff member should be included in the consultation and assessment of risks with the nominated assessor, with their commentary or suggestions treated with due diligence and incorporated into assessment and subsequent planning.

2.4 When considering risks, the severity and likelihood of potential harm or hazard should also be considered, to ensure that appropriate precautions have been considered and applied.

2.5 The assessment will focus on, but not be limited to, all campus environments and learning and teaching spaces within ACM. The risks associated with other ACM venues, catering services, partnering accommodation services, local transportation and environmental factors should also be considered.

2.6 Risk assessments will reflect current working and learning practices and make explicit references to areas of enhancement and any reasonable adjustments identified as necessary.

2.7 A collaborative and positive health and safety culture exists within ACM, with students and staff taking proactive responsibility for their needs and wellbeing. Students and staff are well supported with their changing, and additional, needs and encouraged to contribute to open dialogue regarding appropriate and dynamic support.

Record of Assessment

2.8 Risk Assessments provide an effective method to ensure that appropriate consideration and controls have been taken into account and that ACM premises provide the basis for a safe learning and working environment. They further provide a framework for ensuring ongoing review and enhancement.

2.9 Risk Assessments are reflected in, and contribute towards, the associated prevention documentation. This documentation refers to Risk Management Plans, Risk Management Registers and, where necessary, Personal Emergency and Evacuation Plans (PEEPs).

2.10 Risk Assessment Forms make explicit reference to potential individual hazards, the stakeholders to which the Assessment refers, the controls which ACM currently has in place for managing risk, and responsible officers in the implementation and support of Assessments and Plans.

2.11 Risk Assessment documentation takes into account any proposed changes (for example, to building layouts), and therefore should be easily adaptive.

2.12 Consideration of the longer term effects of the individual’s health and well-being should be addressed, updated, and reflected into risk prevention, to ensure risk assessment plans have legitimacy and currency, as well as being fit for their primary purpose.

Risk Prevention

2.13 Risks which are categorised as ‘moderate’ or ‘severe’ will be managed via Risk Management Planning. The stakeholder to whom the assessment refers to will be central in the collaboration and agreement of such planning.

2.14 Planning for risk prevention should make explicit reference to long term risk management and short term risk management.

2.15 Risk Prevention should ensure that precautions are reasonable and are representative of good practice within ACM.

2.16 Where risks are identified, every reasonable effort should be made to ensure the risk no longer exists. However, where this is not practical, due diligence should be given to considering and ensuring risks are controlled to ensure harm is unlikely.

2.17 Information regarding identified risks must be communicated to all stakeholders who may be affected.

3. Responsible Parties

3.1 All ACM staff and students have a duty to comply with any controls which have been identified in completed risk assessment exercises.

3.2 The following staff have a direct responsibility to ensure implementation of the Policy:

• Education Guidance Manager
• Facilities Manager
• Human Resources Manager

4. Reference Points

4.1 Internal:

• Critical Incident Policy
• Safeguarding Policy
• Health and Safety Policy
• Equality and Diversity Policy

4.2 External:

• Management of Health and Safety at Work 1999

5. Date of Approval and Next Review

Version:                        1.2

Approved on:               01 September 2025

Approved by:               Academic Board

Next Review:                August  2026

Download POL_046_Risk Assessment_170728

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 056: REASONABLE ADJUSTMENTS

1. PURPOSE

1.1 The Academy of Contemporary Music (ACM) is committed to providing an inclusive environment which enables all students to achieve their potential.

1.2 This Policy sets out how ACM meets its obligations under the Equality Act (2010). It outlines ACM’s approach to supporting disabled students and formalises areas of responsibility.

1.3 This Policy addresses the support available for students who may seek reasonable adjustments relating to their access to lesson content, assessment modes and submission deadlines.

1.4 This Policy should be read in conjunction with ACM’s Additional Needs and Disability Policy.

2. POLICY DETAILS

Approach

2.1 ACM considers an adjustment to be reasonable when:

• It empowers a student to attempt an assessment or otherwise access their studies to the same degree as every other student;
• It does not provide the student with an unfair advantage over other students attempting the same assessment, or accessing other aspects of their studies;
• It fully considers and mitigates the barriers presented for that individual student.

2.2 ACM uses the social model of disability as being created by barriers within society rather than locating the disability within the individual.

ACM aims to address all of these barriers to ensure that disabled people are able to participate in all aspects of the ACM experience.

2.3 ACM recognises its responsibility to make provision as accessible as possible and will aim to do this by using inclusive approaches to provision or anticipatory reasonable adjustments wherever possible.

2.4 ACM aims to identify the most common barriers experienced by disabled students and, wherever possible, to identify appropriate anticipatory adjustments to overcome these barriers.

2.5 Where this is not possible and/or additional needs are identified, ACM will seek to implement appropriate individual reasonable adjustments.

2.6 Reasonable adjustments (individual and anticipatory) can be made to provisions and practices but not to competence standards. Competence standards are academic or other standards (such as proficiency at the principal instrument) required for the programme. There is therefore no requirement to alter the academic standards of a programme for a disabled student. However, it may be necessary to adjust the way in which a competence standard is assessed.

2.7 ACM has specialist, targeted and universal provision to support this approach. The Additional Needs and Disability Support, and Student Support Teams are the key point of contact and provision for disabled students.

2.8 ACM recognises two major categories of need which may lead to the provision of reasonable adjustments:

• permanent or long-standing disability, illness or special educational need, e.g. blindness, diabetes, dyslexia, borderline personality disorder;
• temporary disability, illness or indisposition, e.g. broken arm, chronic pain.

Applicants

2.9 ACM has arrangements in place for prospective students to declare a disability to ACM during the application process and through a pre-enrolment questionnaire following the acceptance of an offer. This will enable the best and most appropriate support to be implemented upon enrolment.

2.10 Prospective students will also be given the opportunity to declare any additional needs ahead of the audition stage, as this will enable appropriate access and support is available at the audition.

Further information can be found in ACM’s Admissions Policy (POL 015).

2.11 In cases where a student becomes disabled, or is affected by an impairment, after their studies have commenced, ACM encourages students to disclose disabilities in confidence as soon as they are diagnosed. This will ensure that support can be made available at the earliest opportunity.

Consideration

2.12 ACM seeks to identify the most common barriers experienced by disabled students and provide appropriate anticipatory adjustments. A list of agreed anticipatory adjustments can be found in Appendix 1. This list will be reviewed on an annual basis by the Integrated Services Committee.

2.13 Inclusive approaches and anticipatory adjustments will meet many of disabled students’ needs, however some students will still require additional individual reasonable adjustments.

2.14 If a student has an independent Assessment of Needs report for DSA purposes or an Educational Psychologist’s report, the recommendations from these reports will be considered when identifying individual reasonable adjustments.

2.15 ACM will consider a number of factors when deciding whether an individual adjustment is reasonable. Factors may include, but not be limited to

• the perceived effectiveness of the adjustment,
• the time or resources required to implement the adjustment,
• the student’s previous experience of the adjustment and whether the need could be met through an existing inclusive approach or anticipatory adjustment.

2.16 ACM is not obliged to offer the student their preferred adjustment, particularly if an inclusive approach or alternative reasonable adjustment is available which would provide appropriate support for the student.

2.17 Students who disagree with the proposed reasonable adjustments should be referred to the Student Complaints and Grievances Policy (POL 003).

2.18 Where students are able to access external funding for a reasonable adjustment, for example through DSA, ACM would expect the student to access such funding. The Additional Needs and Disability Support and/or Student Services Teams will support the student through this process where necessary.

Where such funding is not available, and the adjustment is agreed by the Reasonable Adjustments Panel to be reasonable, ACM will seek to fund this adjustment where possible. 

Assessments

2.19 ACM advocates inclusive approaches to the design of assessment and encourages the anticipation of the needs of the range of individuals within the student body when setting assessment tasks.

2.20 Alternative assessment methods will be designed in a format which both adequately challenges students and also allows them to demonstrate their acquisition of knowledge and skills, commensurate to the programme, and modular, Learning Outcomes.

2.21 Proposed Reasonable Adjustments will only be granted where it does not:

• Provide the student with an unfair advantage over other students who are taking the same assessment;
• Affect the integrity of the assessment and/or qualification; or
• Influence the final outcome of the assessment decision.

2.22 A request for reasonable adjustments must be requested and arranged prior to the summative assessment deadline, unless reasonable adjustments are sought as a remedy through an Academic Appeal or Complaint, where authoritative, supporting and compelling evidence is provided and where ACM considers proposed adjustments are equitable and appropriate to the student’s needs, as an outcome or remedy in response to a complaint or appeal.

Extenuating Circumstances

2.23 Extenuating circumstances are personal circumstances which have affected a student’s performance in an assessment and are brought to the attention of the Assessment Board

when considering academic performance.

An application for extenuating circumstances will only be considered if the circumstances

meet the following criteria:

• The circumstances are exceptional;
• they are outside of the control of the student; and
• original supporting documentary evidence is provided.

2.24 Students who submit an application for Extenuating Circumstances relating to an ongoing, long term condition may be referred to the appropriate ACM teams to discuss reasonable adjustments, where the circumstances are not considered to be appropriate to be considered through the Extenuating Circumstances Policy and through consideration via the Extenuating Circumstances Panel.

Review of Adjustments

2.25 A record of Reasonable Adjustments will include information on all applications, whether the adjustment was proposed by the student or staff; the outcome of any decision and a list of approved adjustments as amended over time.

2.26 The record will be used to further best practice in this area and to inform the design stage of assessments, ensuring that the need for individual reasonable adjustments is reduced over time.

2.27 Adjustments put in place will be reviewed on a cyclical basis.

2.28 Should a review of the adjustments determine that, in spite of all possible support being in place, the student is still not able to fully engage and participate in their programme of study, ACM’s Fitness to Study Policy may be invoked. 

Supporting documentation and evidence

2.29 All applications for Reasonable Adjustment must be supported with appropriate supporting evidence, through the availability of:

• Documentation from health care providers;
• Documentation from external supportive services with whom the student is in liaison;
• EHCP documentation;
• Disability Needs Assessments;
• Documentation from external agencies, where applicable.

Review of decision

2.30 ACM is committed to providing services to a high standard and in a way that is fair and non-discriminatory. If an applicant for reasonable adjustment/s is dissatisfied with ACM’s response to a request for reasonable adjustments, they may consult the ACM’s policy for information about how to make a complaint or request a review of ACM’s decision.

2.31 Should any adjustments be found to be inappropriate, the Reasonable Adjustments panel must find alternative, more appropriate adjustments for the student.

3. POLICY SCOPE

3.1 This Policy applies to students studying at Foundation Level, and FHEQ Levels 4, 5, and 6 at ACM Guildford, ACM Birmingham and ACM London.

4. RELATED POLICIES

• Additional Needs and Disability Policy
• Extenuating Circumstances Policy
• Student Engagement and Participation Policy
• Fitness to Study Policy
• Learning, Teaching, Assessment and Attainment Policy
• Admissions Policy
• Student Complaints and Grievances
• Academic Appeals

5. POLICY OWNER

5.1 The Student Engagement and Quality Committee is responsible for ensuring this policy is implemented appropriately and fairly, and delegates operational responsibility to the Additional Needs and Disability department. The responsible Committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

6.1 Anticipatory reasonable adjustments: provisions identified and available to reduce the impact of barriers commonly experienced by disabled students. This includes established policies and practices such as the provision of additional time in examinations and alternative assessment modes. 

6.2 Disabled students: all students who have a disability as defined in the Equality Act (2010). The Equality Act states that ‘a person has a disability if they have a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on [their] ability to carry out normal day-to-day activities’.

6.3 Equality Act: under the Equality Act (2010), institutions have a duty to anticipate and make reasonable adjustments for disabled people to ensure they are not placed at a substantial disadvantage compared to non-disabled people. Institutions also have a duty to promote equality between disabled and non-disabled people known as the general duty.

6.4 Impairment: the state of being diminished, weakened, or damaged especially mentally or physically. An impairment is defined as long term if it has lasted for longer than 12 months, is likely to last longer than 12 months or is likely to last for the rest of the life of the person.

6.5 Inclusive Approaches: approaches which consider the needs of disabled students as part of the wider student body. Inclusive approaches which meet the needs of disabled students are also likely to meet the needs of other student groups. For example, embedding mindfulness and other mental wellbeing support into the curriculum.

6.6 Individual reasonable adjustments: individual adjustments for needs which cannot be met through inclusive approaches or anticipatory adjustments.

7. PROCEDURES

7.1 The relative procedures to this policy can be found at acm.ac.uk/policies

8. DOCUMENT HISTORY AND NEXT REVIEW

Version:                         2.1

Approved on:               01 September 2025

Approved by:               Student Experience and Opportunity Board

Date of next review:    August 2026

Download: 056 POL_056_Reasonable Adjustments_2526

Purpose and Scope

1.1. This policy is an addendum to the Finance Policy and should be read in conjunction with the most recent version of that document.

1.2. ACM’s Finance Policy deals with refunds of tuition fees to students who have withdrawn or interrupted their study during an academic year.

1.3. The Refunds and Compensation Policy sets out the circumstances in which ACM will refund tuition fees and other relevant costs to students and provide compensation if appropriate where ACM is no longer able to provide programme continuation to one of more students.

1.4. Details regarding how continuation and quality of study will be preserved for current and potential students if a risk to their continued study materialises is set out with the Student Protection Plan. The Student Protection Plan identifies non-continuation of programmes at ACM as being of low risk.

1.5. Refunds and compensation of fees and costs is considered a remedy of last resort and ACM is committed to using its best endeavours to ensure all students can continue and complete their studies.

1.6. Financial compensation will not necessarily be the most appropriate response where the institution has failed to meet its obligations, it may be appropriate to offer, for example, an apology, a goodwill gesture, an alteration to learning methods, or an option to repeat tailored to the specific needs of the student.

1.7. ACM recognises its responsibilities in law, this includes:

1.7.1. Statutory responsibilities under the Consumer Rights Act 2015 (CRA) and the Higher Education and Research Act 2017 (HERA);

1.7.2. The Student Protection Plan and Refund and Compensation Plan are a requirement of registration with the Office of Students (OfS);

1.7.3. Sector wide responsibilities relating to the Office for the Independent Adjudicator (OIA) and the Quality Assurance Agency (QAA. Students have recourse to the OIA where internal ACM processes have been completed.

1.8. Within this policy reference to circumstances where ACM is no longer able to provide programme continuation include:

1.8.1. Scheduled Mid-programme termination

1.8.2. Unexpected programme termination

1.9. This policy is not applicable to changes to or terminations of programmes where all registered students expected to complete their programmes at the date of termination have done so.

2. Policy Statement

Scheduled Mid-Programme Termination

2.1. A scheduled mid-programme termination relates to circumstances where ACM can no longer preserve continuity but is able to plan and align the termination with the end of an academic year or academic Level.

2.2. Where such circumstances arise ACM, will in the first place, consult with students in preparing its plan for dealing with the termination. As minimum it will:

• ensure students receive the relevant university award (in accordance with the validating university regulations) that recognises the stage or level they have achieved;
• provide advice and support to help with the transfer to an equivalent or alternative programme at ACM to enable them to complete their programme if that is their preference.
• provide advice and support to help with the transfer to another provider or university to enable them to complete their programme.
• consult with students, through the student representative network, to put in place a compensation plan relevant to the circumstances of the termination that includes provision for compensation in respect of additional costs reasonably incurred by students as a result of any relocation.
• commit to honouring any student bursaries that would have continued had the programme not been terminated.

Unexpected programme termination

2.3 An unexpected programme termination occurs when:

• a risk to continuation of study materialises without prior warning and ACM has no alternative but to terminate during the course of an academic year or
• ACM fails to recruit sufficiently to a programme and closes to new recruits impacting on individuals that have already been offered or accepted places on that programme

2.4 Where such circumstances arise, ACM will consult and communicate with relevant students as a priority. As a minimum ACM will:

• ensure students receive the relevant University award (in accordance with the validating university regulations) that recognises the stage or level they have achieved;
• provide advice and support to help with the transfer to an equivalent or alternative programme at ACM to enable them to complete their programme if that is their preference.
• provide advice and support to help with the transfer to another provider or university to enable them to complete their programme.
• consult with students, through the student representative network, to put in place a compensation plan relevant to the circumstances of the termination that includes provision for compensation in respect of additional costs reasonably incurred by students as a result of any relocation.
• commit to honouring any student bursaries that would have continued had the programme not been terminated.

Compensation

2.5  Any payments associated with a compensation plan will include appropriate provision for:

• tuition fee costs (cover tuition fee loans, from the Student Loans Company, self-funded tuition fees or payment of tuition fees from a sponsor)
• maintenance costs
• lost time
• additional tuition costs
• travel costs as a result of relocation of provision

2.6 Further to this relevant guidance published by the Office for Students or the Office of the Independent Adjudicator for Higher Education will be taken into account in preparing such plans.

General

2.7 This Refund and Compensation Policy is linked to ACM’s Student Protection Plan, and the Finance Policy. Both documents are subject to an annual review.

2.8 This policy will not normally apply to individuals who have completed the studies for which they registered as a student of ACM.

2.9 Queries about the application of this policy should be addressed to complaints@acm.ac.uk in the first instance.

3. Reference Points

3.1 Internal

3.2 External

4. Approval and Review

The policy will be reviewed as part of departmental annual review cycle and agreed by the most relevant committee.

Department:    Finance

Committee:      SEQC

Version:             1.1

Approved on:   01 Sep 2025

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE AND SCOPE

1.1 This Policy outlines the open, transparent and accessible way in which ACM approaches criminal convictions in relation to admission and ongoing attendance on Higher Education Programmes (Degrees) and Further Education Courses (Diplomas). 


1.2 This Policy applies to applicants and students studying at ACM Guildford, ACM Birmingham and ACM London on programmes validated by Middlesex University. 

2. POLICY STATEMENT

2.1 This policy will normally be considered in conjunction with ACM’s main Admissions policy and Student Disciplinary policy.

2.2 ACM has a duty of care to its staff and students and therefore needs to be informed of any alleged criminal activity and/or convictions by its students and by any applicant to the ACM.

2.3  Disclosure will not necessarily bar an individual from studying at  ACM. This will depend on the circumstances and background of the individual’s offence(s). Some types of investigation, charge or offence (e.g. sexual or violent offences) may be particularly strong indicators that an applicant is unsuitable and should not be offered a place; or that a current student may be suspended, excluded or dismissed from ACM.

2.4 When assessing whether an applicant or student is unsuitable, the Admissions or Student Disciplinary Panel will consider the following: 

• The nature of the offence(s);
• An assessment of risk to members of the ACM community;
• How long ago the offence(s) took place;
• In the event of more than one offence, whether each was a single occurrence or part of a series of similar occurrences;
• The potential impact on fellow students, staff and others with whom the applicant will have contact;
• Evidence of the efforts that have been made to elicit extra information from the applicant and from other bodies, such as the Probation Service, and the applicant’s cooperation with this process.

2.5  These factors must be balanced against the rights of the applicant to be treated fairly. Therefore the panel may also look at attaching specific conditions on the offer an applicant may receive such as not residing in student accommodation.

 Applicant disclosure of criminal convictions

2.6 All applicants are required to disclose any unspent relevant convictions as part of the application process. This includes unspent relevant convictions from offences committed outside the UK. Failure to disclose any unspent relevant convictions may result in an offer of study being rescinded. Any Applicant receiving a conviction/being charged with a relevant offence during the application process must ensure they inform ACM immediately at admissions@acm.ac.uk

2.7 When declaring if you have a criminal conviction, first consider if you have a relevant conviction(s) and then whether it is unspent. Reference may be made to the Rehabilitation of Offenders Act 1974. 

2.8 A relevant criminal conviction is deemed to include conviction, caution (including youth caution, verbal or written caution, conditional or unconditional caution), reprimand, final warning, conditional discharge, youth rehabilitation order, warning, reprimand, bind over order, community order, community protection notice (CPN), restraining order, sexual offences prevention order, penalty notices for disorder (PND), anti-social behaviour order (ASBO) or violent offender order (VOO), or similar in the UK or any other jurisdiction, involving one or more of those listed below:

• Sexual offences, including those listed in the Sexual Offences Act 2003;  
• Offences listed in the Terrorism Act 2006;
• Any kind of violence including (but not limited to) threatening behaviour, offences concerning the intention to harm or offences which resulted in actual bodily harm; 
• The unlawful supply of controlled drugs or substances where the conviction concerns intent to supply, commercial drug dealing or trafficking; 
• Offences involving firearms; 
• Offences involving arson.

If the above does not apply, any conviction is not deemed relevant and as such does not need to be declared. 

2.9 If an applicant does have a relevant conviction, the criminal conviction can become ‘spent’ after a period of time. The length of time it takes to become spent is defined in England by the Rehabilitation of Offenders Act 1974 and depends on the sentence, the person’s age at the time of the offence or disposal made by the court following the conviction. Until that period has passed, the conviction is considered ‘unspent’ and must be declared. 

Further convictions can impact when other convictions become spent. Sentences of over four years in prison cannot become spent. Most cautions, reprimands and final warnings become spent immediately, so will not normally be ‘unspent’. Careful reference should be made to the Rehabilitation of Offenders Act 1974. 

2.10 Applicants must, upon request, provide full details of any/or all convictions they may have disclosed under points 2.6 to 2.8 above. 

2.11 Applications from candidates with criminal convictions will receive careful consideration by the Admissions Panel consisting of Designated Safeguarding Lead, Admissions Manager and relevant Programme Managers or nominees, with advice from Senior Managers where deemed necessary.  

2.12 ACM reserves the right to reject any applicant with a relevant unspent criminal conviction or any applicant who may in ACM’s opinion jeopardise the security, safety or reputation and integrity of ACM or its community, or where there are other relevant professional considerations. 

2.13 Matters relating to disclosures of Criminal Convictions are managed by the Designated Safeguarding Lead (DSL). 

Criminal Conviction arising whilst on a course of study

2.14 Where a student who is already on a course of study with ACM receives a new criminal conviction or is arrested and charged with an offence, including convictions and offences from outside the UK, the student is expected to undertake the same consideration as an application in terms of paragraphs 2.6, 2.7, 2.8 and 2.9 above. 

2.15 Where it is deemed that a student has a new relevant, unspent criminal conviction or has been charged with a relevant offence, the student is required to send written confirmation of the conviction and details behind the conviction to safeguarding@acm.ac.uk for consideration.  If they are sent to trial, ACM must also be kept informed at all stages either by the student or by their legal representative. If the student is convicted then this must also be reported along with details of any sentence imposed. 

2.16 Students declaring with criminal convictions will receive careful consideration by the Risk Panel consisting of Designated Safeguarding Lead, Student Engagement Manager and relevant Programme Managers or nominees of the aforementioned, with advice from Senior Managers where deemed necessary.  

2.17 Conduct which may constitute a criminal offence may also amount to misconduct under ACM’s Student Disciplinary Policy. Therefore, in addition to any criminal process, the student may be subject to disciplinary action by ACM. 

2.18 ACM reserves the right to remove any current student with a relevant unspent criminal conviction who in ACM’s opinion may jeopardise the security, safety or reputation and integrity of ACM or its community, or where there are other relevant professional considerations.

2.19 Matters relating to disclosures of Criminal Convictions are managed by the DSL, under this Criminal Convictions Policy. The Admissions Manager or nominee is responsible for communicating the outcome of any risk assessment which results in a decision to offer or reject an application with the individual student.

Non Disclosure of Criminal Offences

2.20 If at any time during a student’s enrolment on a course of study at ACM it is becomes known that the student has a previously unspent, relevant criminal conviction that they failed to disclose at the point of application or notify ACM of in a timely manner, then they will be subject to ACM’s Student Disciplinary Policy and this policy.

2.21 For the avoidance of doubt, it is deemed a disciplinary offence not to have disclosed any unspent, relevant conviction(s) from the UK or overseas at the point of application or while enrolled, regardless of whether the conviction is subsequently spent at the time of actual disclosure or when such information becomes known to ACM. 

Complaints relating to criminal conviction decision

2.22 Students may utilise ACM’s Complaints and Grievances Policy and Procedure should theyfeel removal from a course of study is unjustified. 

2.23 Through utilising the Complaints and Grievances Procedure, applicants to ACM may request a review of ACM’s admission and offer decision, but may not appeal a decision. This is because ACM’s Appeal Policy is used alongside a request to review an academic decision.

3. RESPONSIBLE PARTIES

3.1 The policy lead is responsible for the cyclical monitoring and review of the policy in liaison with the Risk Committee. The Criminal Convictions Policy lead is: 

• Admissions Manager

3.2 Decisions and appropriate actions in support of the implementation of the Policy will be authorised by the following designated staff or their nominees: 

• Admissions Manager
• Head of Student Engagement
• Head of Student Services
• Designated Safeguarding Lead
• Registrar
• Executive Dean of Higher Education 
• Principal of Further Education
• Education Executive

3.3 Reference Points

3.3.1 Internal:

• Admissions Guidance
• Student Integrity
• Student Grievance Policy
• Data Access and Protection Policy
• Equality and Diversity Policy
• Safeguarding Policy
• Disclosure of Convictions Procedures
• Fitness to Study Policy

3.3.2  External: 

• Middlesex University Regulations, B: General Regulations for Admissions
• UALab Admissions Policy 
• QAA Quality Code Chapter B2: Recruitment, Selection and Admission to Higher Education
• Data Protection Act 1998
• General Data Protection Regulation (GDPR) 
• Rehabilitation of Offenders Act 1974
• Public Interest Disclosure Act 1998
• Crime and Disorder Act 1998 
• Human Rights Act 1998
• Regulation of Investigatory Powers Act 2000
• Privacy and Electronic Communications (EC Directive) Regulations 2003
• The Freedom of Information Act 2000
• The United Kingdom Data Protection (Processing of Sensitive Personal Data) Order 2006 
• Protection of Freedom Act 2012

4. DOCUMENT HISTORY AND NEXT REVIEW

Version: 1.1

Approved on:               03 September 2024

Approved by:                Academic Board

Date of next review:    August 2025

Download this document POL_059_Criminal Convictions Policy_2024/25

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: and@acm.ac.uk

Policy 061: STUDENT ENGAGEMENT AND PARTICIPATION

1. PURPOSE

1.1 This policy outlines the expectations the Academy of Contemporary Music (ACM) has with regards to the engagement and participation of students at ACM, and the steps that may be taken in any instance where a student’s engagement and participation does not meet these standards. The policy is designed to ensure that students are treated in a fair and equitable manner.

2. POLICY DETAILS

2.1 ACM is committed to differentiated and inclusive learning and we will support our students to engage with their programme in a way that is effective for them, whilst enabling them to be successful in their learning.

2.2 ACM understands the needs of its diverse student body and encourages all students to positively participate in a variety of ways that develop their personal, professional and academic skills.

2.3 ACM will monitor the engagement and participation of students in order to support them more effectively in achieving their academic and professional goals. A student is not only expected and encouraged to engage and participate in timetabled academic sessions, but also in a number of other ways. These include:

• Participation in timetabled learning activities;
• Attendance in timetabled learning activities;
• Participation and attendance of group or individual tutorials;
• Independent study;
• Engagement with peer learning activities;
• Submission of all summative assessments;
• Submission of formative assessments;
• Use of the Virtual Learning Environment and other learning resources;
• Engagement with non-compulsory curriculum enrichment programmes;
• Attendance and participation in learning support activities, where appropriate and necessary;
• Engagement with wellbeing and other pastoral support;
• Participate in industry-centred activities.

2.4 To ensure the best possible outcome and experience, ACM recommends that students engage and participate in all activities outlined in item 2.3, as best they can. Failure to engage or participate in any ACM activity, without good reason, may result in a discontinuation of studies, or compulsory level repeat.

2.5 ACM expects all students to prepare and submit all assessments, both formative and summative. Continuous non-submission of assessments, without approved Extenuating Circumstances, will lead to discontinuation of studies, or compulsory level repeat.

2.6 ACM is committed to supporting student wellbeing alongside academic study. Should a student’s personal circumstances and wellbeing cause a significant barrier to their engagement, learning and attainment, ACM will provide academic and wellbeing support in order to endeavour to remove those barriers. Should a student’s circumstances continue to deteriorate enough to significantly impact the student’s academic progression and personal wellbeing, ACM will carry out a Fitness to Study assessment. Further details on this can be found in ACM’s Fitness to Study Policy.

2.7 ACM has multiple registration processes that support the blended learning activities. Student’s attendance and participation in all activities outlined in 2.3 are captured within their student record and this data is monitored to secure early intervention where a student may be disengaging.

2.8 Students are encouraged to notify ACM of their absence via the myACM app or by contacting their Cohort Tutor or Level Leader in order to facilitate necessary support.

2.9 Should the engagement and participation monitoring process highlight an issue with a student’s engagement, their Cohort Tutor or Level Leader will make contact with them. We consider this part of our strategy for supporting student wellbeing.

4. POLICY SCOPE

4.1 This Policy applies to students on the Foundation Year, and at FHEQ Levels 4, 5 and 6 at all ACM campuses.

5. RELATED POLICIES

• Learning Teaching and Assessment
• Fitness to Study
• Finance
• Withdrawal, Interruption and Internal Transfer
• Student Transfer
• Accreditation of Prior Learning

6. POLICY OWNER

This Policy is under the responsibility of the Education Executive. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

7. DEFINITIONS

7.1 Discontinuation of Studies: This relates to any event in which a student does not complete their programme of study. This encompasses withdrawal, interruption (taking a break from study) and academic termination.

8. PROCEDURES

8.1 If a student is absent from a class, or has not engaged with the online content, the cohort tutor or designated person will contact them via Canvas or email to check in and offer support. This will provide the student with the opportunity to schedule an online catch up tutorial with the tutor.

8.2 If a student is absent from a number of classes across a number of weeks, and they have also not engaged with online content or assessments, the Level Leader or designated person will contact them via email, telephone and/ or Canvas to check in and offer support.

8.3 In the event of no response to, or no improvement following, the steps taken in 8.1 and 8.2 the Intervention Officer or other member of the Integrated Services team will contact the student via email, telephone and SMS to ensure the student is safe and find out the reason for their disengagement.

8.4 If there is no contact from the student, and no other signs of engagement with any ACM activity, or member of the ACM community, the Designated Safeguarding Lead will be notified and the safeguarding procedures invoked.

9. EXHIBITS/APPENDICES/FORMS

There are no further exhibits, appendices or forms relevant to this policy.

10. SUPPORTING INFORMATION

There is no further supporting information.

11. DOCUMENT HISTORY AND NEXT REVIEW

Version:                       1.1

Approved on:               01 September 2025

Approved by:               Academic Board

Date of next review:    August 2026

Download: 061 POL_061_Student Engagement and Participation

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 067: Looked After Young People and Care Leavers 

1. PURPOSE
2. 1 This Policy outlines the Institution’s approach to meeting the needs of ‘Looked After Young People’ and ‘Care Leavers’ studying at ACM. Supporting these young people to succeed and progress to higher education, employment and a better future, as set out in this policy, is a priority of ACM.

1.2 ACM recognises their corporate responsibility to support students who come under the category of LAYP and CL.

1.3 This policy will support the engagement, admission, support and progression of LAYP and CL, whilst developing a consistent approach across all ACM campuses. It is hoped that this focused approach will provide these learners with an excellent learning experience whilst studying at ACM, as well as providing them with the confidence and motivation to succeed in their lifelong learning and wider life experiences.

1.4 This Policy should be read in conjunction with ACM’s Equality and Diversity Policy.

1.5 The intention of this Policy is to support ACM’s key values of inclusivity, supportive environments and the removal of barriers.

1.6 This policy has been written in line with the Statutory Guidance ‘Promoting the Educational Achievement of Looked After Children’ 2014 (updated in 2018):  https://www.gov.uk/government/publications/promoting-the-education-of-looked-after-children

2. POLICY DETAILS

2.1 The designated officer with responsibility for Looked After Young People (LAYP) and Care Leavers (CL) studying at ACM is the Additional Needs and Disability Additional Needs and Disability Manager. It is the duty of the designated officer to inform the senior management team of the progress of students who are in care/care leavers on a regular basis.

The designated officer can be contacted via email on and@acm.ac.uk  or telephone on 01483 501211.

Pre‐Entry

2.1 ACM’s approach to supporting the achievements of LAYP and CL, pre-entry, will aim to:

• Develop and maintain effective links with local authorities and other partners to publicise and make available information, advice and guidance (including financial and other forms of support) about progression and study in FE/HE.
• Provide impartial, free and confidential pre‐course guidance on FE/HE study options, including financial and other forms of support.
• Provide accessible information about taster days and other events.
• Provide a range of informational materials relevant to study and support options and make them available and accessible through a range of formats.
• Put indicators in place throughout the recruitment process to help identify those in care/care leavers either through the local authority, support agencies or through self‐ disclosure.

On‐Course

2.2 ACM’s approach to supporting the achievements of LAYP and CL, whilst on programme, will aim to:

• Identify a member of staff within the central student support team to coordinate and lead on internal and external communications regarding LAYP and CL.
• This staff member will also offer and provide support prior to entry and throughout the duration of the student’s course including identification of suitable support arrangements as required.
• Provide Full Bursary support for LAYP to support them with college related costs.
• Monitor LAYP attendance in accordance with the College’s existing policy for managing student absence. Provide careers guidance relating to progression within FE, HE or careers and will support with applications. 

End of Course

2.3 The ACM’s approach to supporting the achievements of LAYP and CL, at the end of their studies at ACM, will aim to:

• Obtain feedback from students who are LAYP/CL about our support offer, delivery and their distance travelled.
• Maintain records of the recruitment, retention, achievement and progression of our students in care/care leavers. 

Information Sharing and Data Protection

2.4 Students can give permission for information to be given to all staff who deal with them. Otherwise the information will only be shared on a “need to know basis” and only with appropriate staff, such as the Tutor.

2.5 Information requests from local authorities will only be met:

• If written consent has been given by the student (unless the student is at risk of significant harm).
• If an ACM information sharing and service level agreement has been signed by the organisation requesting the information.
• Via the Access All Areas website which local authorities will access directly through a secure login access issued by the ACM IT Department.

4. POLICY SCOPE

4.1 This Policy applies to students at all ACM campuses who fall under the definitions outlined in section 7. This includes young people under the age of 18 who are identified as ‘looked after’ under the Children Act 1989 and ‘care leavers’ students under the age of 25 who have been looked after by a local authority in the past.

4.2 The procedural elements of this Policy apply to all timetabled learning activities, as well as ACM activities outside of timetabled teaching.

5. RELATED POLICIES

Please see Appendix C for further details, all associated documentation can also be found on the ACM website using the link. https://www.acm.ac.uk/policies/

Associated policies include:

• 010 Safeguarding
• 009 Special Education Needs
• 008 Equality and Diversity
• 013 Hardship and Travel Bursary Funding
• 015 Admissions Policy
• 020 Data Access and Protection
• 046 Risk Assessment
• 058 Student Withdrawal, Interruption and Internal Transfer

It also directly relates to ACM’s Access and Participation Strategy. This can be found on the ACM website via the link https://2k6rdi1ldku625c2mfpsfiwu-wpengine.netdna-ssl.com/wp-content/uploads/2019/05/ACM_Guildford_Ltd_APP_2019-2020_V1_10067853.pdf

6. POLICY OWNER

The responsibility for this policy falls under the remit of the Designated Officer for Looked After Young People and Care Leavers (LAYP/CL), Student Experience and Quality Committee. This role is part of the Additional Needs and Disability Additional Needs and Disability Department that sits within the Integrated Services Division.

7. DEFINITIONS

The term ‘Looked After Young People’ is interchangeable with Children Looked After (CLA), Looked After Children (LAC) and Care Leavers (CL).

Definition of ‘Looked After’  

This policy refers to young people who are ‘Looked After’ as defined by the Children Act 1989. That is those learners who are under the age of 18 and are:

• The subject of an interim or full-time care or emergency protection order;
• Unaccompanied minors who are asylum seekers;
• Accommodated by a local authority with the agreement of their parent(s) or legal guardian;
• Compulsorily accommodated as a result of criminal proceedings

Why do Children become Looked After? 

A large number of these children coming into care will have a history of physical, sexual or emotional abuse. Some may have suffered the death of a parent or have parents who are unable to look after them properly because of illness. Others may have disabilities and other complex needs. A very small number are in care because of criminal behaviour.

How do Children become Looked After? 

Children come into care by two main routes: because the parents have asked for this help or because the child is in danger of being harmed.

• Under section 20 of the Children Act 1989: where parents have asked for help, because for some reason their child can no longer stay at home, suitable accommodation for the child will be provided. Parental responsibility remains with the parent/guardian.
• Under section 31 of the Children Act 1989: if the child is in danger of being harmed, a care order will be made by a court. The court will take all the circumstances into careful consideration before doing this. When a care order is made, children’s services acquire parental responsibility and become a legal parent alongside the parent/guardian.

Who are Young Care Leavers (CL)? 

A ‘Care Leaver’ is defined as a person aged 25 or under who has been looked after by a local authority for at least 13 weeks since the age of 14; and who was looked after by the local authority at school‐leaving age or after that date.  Between the ages of sixteen to eighteen a young person who has been ‘Looked After’ will be expected to begin the transition towards independent living to become a ‘Young Care Leaver’. They may remain with their Foster Carers or they may move into supported lodgings or into a bedsit or flat depending on the provision available. From the age of sixteen they will be supported by their Local Authority Leaving Care Team.

8. PROCEDURES

The designated lead member of the college will:

• Monitor the ACM’s implementation of its LAYP/CL policy through the annual Self‐Assessment Report.
• Ensure that the ACM has a senior member of staff with responsibility for LAYP/CL.
• Complete an annual evaluation with External Relations regarding the retention and attainment and progress of LAYP/CL at the ACM.
• Induct, support and monitor CLA/CL progress through 1‐1 review meetings.
• Integrate Personal Education Plan meetings with local authorities into the ILP/Progress review process Ensure student support and local authority is informed and that interventions are regularly monitored.
• Ensure local authorities and the allocated Integrated Services are informed of all APLB procedures and invited to relevant meetings/aware of outcomes.
• Attend relevant CPD around supporting students that are LAYP/CL.
• Check students are in receipt of Full Bursary.
• Update ‘Further Details’ section of Insight to include LAYP/CL Virtual School/Social Worker contact details and any missing badge information
• Notify and invite Local Authority Virtual School/Social Workers to PEP/Review/APLB meetings.
• Monitor attendance and inform allocated Tutor of any LAYP/CL learners with attendance concerns.
• Contact all identified students that are LAYP/CL to inform them about the student bursary available to them and note details of any support under ‘further details’ and ‘learner comments’ on Insight.
• Set‐up a list of LAYP/CL learners on Insight so that local authorities can access the relevant information via the data sharing protocols.

Responsibility of Tutors

• Ensure that the transition to ACM is as smooth as possible for these learners and takes account of their particular needs.
• Signpost further support via ACM referral process.
• Inform the designated officer where there are concerns.
• Review learner’s progress and attendance regularly, ensuring that required support is in place and effective.

Responsibility of Integrated Services

• Integrated Services will offer 1‐1 pastoral support to LAYP/CL students where there are concerns through the standard referral process via the Helpdesk.
• Signpost further support via ACM’s referral process.
• Inform the designated officer where there are concerns.

Responsibilities of Learning Support Officer/Assistants

• Inform the designated officer of any LAYP/CL who also have learning difficulties/ disabilities.
• Inform designated officer of any LAYP/CL with EHCP’s.
• Work with the designated officer to combine EHCP and PEP meetings as part of the ILP/Progress review process.
• Ensure swift access to additional learning support for LAYP/CL whose learning needs are disclosed after entry to ACM.

Local Authorities

• Complete and agree ACM’s service level and information sharing agreement.
• Encourage applicants to make appropriate disclosures and attend interviews.
• Inform ACM of any potential applicants and ensure a smooth transition onto course.
• Access all LAYP/CL attendance/monitoring data and reports via secure communication systems e.g. Egress, WelfareCloud etc.
• Chair/Lead on any LAYP/CL PEP meetings and subsequent documentation.
• Ensure effective support is provided i.e. with housing placement, equipment/resources, extra tuition and any other financial assistance in order for LAYP /CL to achieve.
• Update ACM of any pastoral concerns or issues impacting on LAYP/CL achievement.
• Ensure the data protection principles are upheld and appoint data officers/notify ACM of changes as per agreement.
• Only store the data accessed on secure systems and do not extract unless for the purpose of a PEP meeting with signed consent and agreement with LAYP/CL and in accordance with your own Data Protection and Information Security Policies.

9. EXHIBITS/APPENDICES/FORMS

9.1 Appendix A:  LAYP/CL Annual Procedure 

9.2 Appendix B: Financial Support Information

9.3 Appendix C:  PEP Guidance

10. DOCUMENT HISTORY AND NEXT REVIEW

Version:                       1.1

Approved on:               01 September 2025

Approved by:               Academic Board

Next review:                August 2026

Download: 062 POL_062_ LAYP and CL_200907

Appendix A:  LAYP/CL Annual Procedure   

Appendix B:  FINANCIAL SUPPORT INFORMATION FOR LAYP/CARE LEAVER

FURTHER EDUCATION

The Full Bursary of £1,200 per yearis available to students who meet the following criteria:

• Are in Care/a Care Leaver
• Are enrolled on a full-time further education government funded course
• Are aged 16‐18 on 31^st August 2020.
• Have ‘home’ student status or have been granted full ‘refugee’ or ‘asylum seeker’ status
• Have been ‘ordinary resident’ in the UK, EU or EEA continuously for the last three years with ‘settled status’ which means having indefinite leave to remain
• Maintain at least 85% attendance

The Bursary is paid monthly, directly into the student bank account, provided they have at least 85% attendance in that month.

Process for applying:

• All applicants who declare LAYP/ CL status will be contacted with application details, consent forms and evidence requirements (letter from Social Worker confirming status as LAYP/ CL)
• All Local Authorities / Virtual Schools will be sent information on Bursary so they can support young people in applying and provide appropriate evidence
• Bursary will be promoted to all students to encourage LAYP/CL to declare and apply

Personal Education Plan – Personal Education Allowance 

Students that are CLA may be eligible for additional financial support through the PEP meeting process (dependent on age and local authority policy).  The Personal Education Allowance (PEA) is a sum of money available each year to help young people progress in their education, there is different financial help available for those aiming to attend University.

Examples of PEA expenditure:

Educational Books

• Equipment /specialist kit
• 1:1 Tuition
• Additional support for vocational training
• Educational trips or visits
• Extracurricular activities that will build confidence and self‐esteem

All PEA requests need to be discussed and agreed with the local authority Virtual School/Social Worker and student at the PEP meeting in line with the educational targets set, PEA request procedures will vary between boroughs.  PEAs are not intended to replace services, support or resources already provided by local authorities or other agencies.

HIGHER EDUCATION

ACM offers Higher Education students the opportunity to secure financial support towards the cost of the course each year through the form of Bursaries or Scholarships. Please see https://www.acm.ac.uk/course-fees/ for further information.

Appendix C:  PEP GUIDANCE

What is a Personal Education Plan (PEP)?

All looked after children must have a care plan, of which the PEP is an integral part. All of those involved in the process of developing the PEP should use it to support the personalised learning of the child.

The PEP (pre‐school to age 18) is an evolving record of what needs to happen for looked after children to enable them to make expected progress and fulfil their potential. The PEP should reflect the importance of a personalised approach to learning that meets the identified educational needs of the child, raises aspirations and builds life chances.

The quality of the PEP is the joint responsibility of the local authority that looks after the child and the Education provider.  All professionals involved should work closely together at each stage of the PEP process and should involve the student and their carer where appropriate.

Who has ultimate responsibility for the PEP?

The Local Authority/Social Worker has responsibility for the PEP as part of their Care Plan.

What is a Virtual School?

Each Local Authority has a Virtual School, it does not exist in real terms as a building, and children and young people do not attend. It is a service provided by dedicated professionals within the Children, Schools and Families Directorate whose work is to promote and co‐ordinate educational support for Looked After Children and Care Leavers to succeed and have high educational aspirations for them at college and university; wherever their place of learning.

Who should initiate a PEP?

The Local Authority/Social Worker/Virtual School has a duty to initiate the PEP.  The completion of the PEP takes place at the PEP meeting and professionals within the meeting negotiate who takes the lead to complete the PEP form.   The Social Worker may take the lead for some parts and the designated officer for the others.

PEP content and format?

Each Local Authority has a different process for gathering data and writing PEPs, some use paperwork which they complete others now use an EPEP which they require Schools to complete.  In order to have a consistent and efficient approach as an organisation, ACM staff are required to direct the local authority accordingly.

Typical targets/outcomes of a PEP meeting may involve:

• Ongoing catch‐up support for those that have fallen behind with coursework (including use of effective intervention strategies).
• Identify short‐term targets around attendance, learning needs/skills, or knowledge.
• Identify longer‐term aspirational targets around managing money, HE, work experience, careers.
• Identify any additional support needs and subsequent referral.
• Agreement of payment by the Local Authority for additional 1‐1 tuition or equipment required for studies.
• Transition support from Social Care where a young person is on a new course or in a new residential placement.
• Change or review of residential placement / increased support in placement.
• Referral by Social Worker to specialist agencies e.g. CAMHS /Substance Misuse team.
• Careers advice and guidance appointment / or financial information about higher education.
• Support with bursary application arranged.
• Learner consent / agreement of information sharing and review date.
• Equipment identified / to support with learning needs.

How often should it be written?

The PEP process should be integrated into the ILP and Progress review meeting cycles of the designated officer.  If a child has recently joined the education setting a PEP should be completed within 20 course days.  It is useful to have a PEP meeting prior to the young person’s statutory CLA/CL review, so that any issues raised in the PEP can be highlighted by the Social Worker at the CLA/CL review.  Plans should be amended if there is a major change to the young person’s situation e.g. placement or authority.

Who needs to be present?

The young person, designated officer and Social Worker/Virtual School and if appropriate carer/other specialist professional e.g. Support Student Engagement Advisor.

Where should it take place and for how long?

Meetings should take place at the College (not offsite). College staff need to be time specific as to the time they have available with the local authority representatives.

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

1. PURPOSE 

1.1 The ACM Research Ethics policy sets out the requirements for ethical considerations for all research activity conducted at ACM. ACM is committed to ensuring that research conducted by either ACM staff or students meets legal requirements and ethical best practice. 

1.2 The ACM Research Ethics policy should be formally incorporated into the delivery of any research-based modules within all undergraduate or postgraduate programmes delivered at ACM. 

2. POLICY SCOPE

2.1 This policy acts as a framework for ethical procedure across all programmes and campuses at ACM. 

2.2 This policy covers staff and student research and all research practice including practice based/led research. 

2.3 This policy outlines core principles and the approach to ethics taken at ACM as well as the responsibilities of the Ethics Committee, Researchers and Supervisors. 

2.4 This policy sits within a broader framework of research and best practice at ACM. 

2.5 The policy conforms with all related legislation and is consistent with ethical best practice. 

2.6 Academic integrity of research and academic freedom is supported within this policy without contravening ethical best practice and legal and statutory requirements. 

2.7 Ethical approval is required for all research carried out by students and staff across all ACM campuses. 

2.8 Research which involves human participants will always require ethical approval. The level of risk related to this type of research will vary, however the following will be considered to be of high risk: 

• Research involving vulnerable groups 
• Research involving children or adults that are unable to give informed consent 
• Research where participants have participated in or are discussing illegal activity 

2.9 The following topics will be considered to be of risk and will require approval by the ACM Research Ethics Committee (REC):

• Research into terrorism 
• Research that investigates illegal activities including drug use or attendance at illegal raves 
• Research involving deception 
• Research where the researcher is investigating outside of their specialism 

3. ETHICAL PRINCIPLES

3.1 Prevention of harm 

3.1.1 Both researchers and supervisors are responsible for ensuring that participants are safe from physical and psychological harm during the research. 

3.1.2 Where there is a risk to participants of physical or psychological harm, this is not absolved through informed consent. 

3.1.3 Researchers must include a risk assessment within their ethics form which must include a plan to reasonably mitigate any physical or psychological risks within the research. 

3.1.4 Researchers must not claim expertise in an area that is reasonably beyond their specialism particularly in high risk areas related to medical or psychological expertise. 

3.1.5 Any safeguarding or PREVENT concerns must be reported through ACM’s safeguarding channels, in line with ACM’s safeguarding policies 

3.2.6 Participants must be given the option to anonymise their personal data and information. This is particularly important for participants who are disclosing sensitive data that may put them at risk. Participants must be told how the information will be anonymised. At any point prior to submission a participant must be able to request for their data to be anonymised. 

3.2 Free and informed consent 

3.2.1 Participants must be given all information about the study needed to give informed consent. This must include the aims and objectives of the study and how their data will be processed in line with GDPR. 

3.2.2 Information about the study should be provided in a written format for participants so that they can refer back to information during the study. Information sheets must include contact details for the student’s supervisor and it must be made clear to participants that they can contact supervisors if they have concerns about the study. A template information sheet will be provided for students on Canvas. 

3.2.3 Written consent to participate must be gained through consent forms. Template consent forms will be provided for students on Canvas. 

3.2.4 Where a participant is unable to give informed consent (e.g. if a participant is under the age of 16 or is unable to understand the constraints of the study). All steps must be taken to provide the participant with information needed to understand the study. The participant should be included in the decision to participate in agreement with the person with legal responsibility for them. The person with legal responsibility can give consent for them to participate in the study. The participant has the right to disagree with this decision. 

3.2.5 Coercion should not be used to promote engagement with research. This includes, but is not limited to, providing incentives to participate in a study or pressuring family members, students, employees and friends to be participants. 

3.2.6 Potential participants must not be disadvantaged by not taking part in a study e.g. where a study is placed within an education setting a suitable alternative should be provided for those who choose not to engage with the study. 

3.3 Right to withdraw from a study 

3.3.1 All participants must be given the right to withdraw from a study at any point prior to submission. 

3.3.2 How a participant requests to withdraw must be made clear within the participant information sheet prior to starting the study. 

3.3.3 Where the researcher has an existing relationship with the participant (this includes, but is not limited to, participants being a family member, friend, student or employee) then an independent third party must be used as the contact to withdraw from the study. This can be the supervisor for the research project. 

3.3.4 Participants must not be put under any undue pressure for requesting to withdraw from a study, including, but not limited to, being told that their withdrawal will be detrimental to a student’s final grade on a project. 

3.3.5 Participants must not be disadvantaged by withdrawing from a study e.g. for studies taking place in classrooms participants who withdraw from the study must still have access to the same education experience. 

3.4 Conflict of interest 

3.4.1 To protect academic integrity, it is important that the researcher maintains their independence and that research is not impacted by conflicts of interest. This includes, but is not limited to, funders, employers, personal relationships and sponsorship. 

3.4.2 ACM recognises that researchers may be sponsored to undertake research or study with ACM. Sponsors must not influence any final outcomes of research or data produced through research. 

3.4.3 Any conflicts of interest (actual, potential or perceived) must be disclosed in writing to the chair of the Ethics Committee. These will be considered by the committee and a conflict of interest management plan will be put in place with the researcher to prevent damage to the reputation of the researcher or ACM. 

3.4.4 Where conflicts cannot be managed the ACM reserves the right to prevent the research from being undertaken. 

4. ACM RESEARCH ETHICS COMMITTEE

4.1 The ACM Research Ethics Committee, which reports to the ACM Quality and Standards Committee, provides ethical approval and oversight for all student and staff research at ACM. 

4.2 The ACM Research Ethics Committee is responsible for ensuring that research meets ethical best practice and aligns with statutory and legal commitments.

4.3 The ACM Research Ethics Committee meets twice per term to consider:

• ACM Research Ethics Forms submitted by ACM students which have been deemed at-risk by the Supervisor
• Any staff-led research conducted by ACM staff whilst in their capacity as an ACM member of staff.

4.4 The ACM Research Ethics Committee is made up of a combination of academic and professional staff from across ACM. 

4.5 Research supervisors are required to present on behalf of the student for any ethical applications which are deemed at-risk.

5. ACM RESEARCH ETHICS PROCESS

5.1 ACM students undertaking primary research must submit an ACM Research Ethics Form.

5.2 ACM will appoint a research supervisor to all students undertaking primary research projects. Supervisors will be selected based on having appropriate research knowledge in a relevant area. 

5.3 Supervisors are responsible for the initial review of all submitted ACM Research Ethics Forms and for determining the risk level of the research being proposed. The Supervisor Declaration and accompanying ACM Research Ethics Committee Tracking Document must be completed by the supervisor within one working week of receipt of submission.

5.4 Supervisors can sign off low risk applications. Applications deemed at-risk must be referred to the ACM Research Ethics Committee in a timely manner. 

5.5 Where a student has failed to provide enough relevant information on their ACM Research Ethics Form they will be asked to resubmit their form. 

5.6 Supervisors are responsible for communicating approval to students with low risk research projects. 

5.7 The ACM Research Ethics Committee (REC) will communicate their decision and requirements directly to students (with Supervisors on copy) within one week of the ethics committee. 

5.8 A student may appeal against the decision of the ACM Research Ethics Committee in line with the Academic Appeals Policy and Procedure. 

6. RESEARCHER RESPONSIBILITY 

6.1 No research can be started without ethical approval 

6.2 Researchers are responsible for ensuring that the information provided on their ACM Research Ethics Form is accurate and includes all details of their methodology and research approach. 

6.3 Researchers are responsible for submitting their ACM Research Ethics Form with enough time to be reviewed by the ACM Research Ethics Committee (REC) prior to starting their primary research. 

6.4 If a researcher is unsure of recommendations mabe by either their supervisor or the ACM Research Ethics Committee (REC), the researcher must seek clarification in advance of starting primary research. 

6.5 Researchers are responsible for ensuring that personal and sensitive data is stored in line with GDPR requirements. 

6.6 Any researcher who starts primary research without ACM ethical approval will be investigated under ACM’s Academic Integrity Policy. 

6.7 Researchers must ensure that the research they are undertaking sits within their specialism and does not involve using research techniques or approaches outside of their reasonable research specialism, e.g. a person with a creative arts background must not undertake research into medicine. 

6.8 Researchers must ensure all participants receive information about the study and are able to give full, informed consent prior to participation. 

6.9 In order for participants to be able to give informed consent, researchers must provide a participant information sheet which outlines the aims, outcomes and methods of the study. There is  an ACM template which may be used for this purpose – ACM Participant Information Sheet and Informed Consent Template.

6.10 Researchers are responsible for declaring any and all potential conflicts of interest including partner organisations involved in research. 

7. RESEARCH SUPERVISOR RESPONSIBILITY 

7.1 Research Supervisors are responsible for ensuring that students under their supervision understand ethical best practice and legal requirements including GDPR. 

7.2 Research Supervisors are expected to keep up to date on ethical best practice and relevant legislation, supported by the ACM Research Ethics Committee. 

7.3 Research Supervisors are required to support their students through the ACM Research Ethics process, this includes supporting the student to complete the ACM Research Ethics Form.

7.4 Where a student is believed to be acting unethically in research, a supervisor must report this to the ACM Research Ethics Chair.

7.5 Research Supervisors can give feedback on research ethics prior to a student submitting their ethics forms. 

8. ACM RESEARCH RESPONSIBILITY 

8.1 ACM is responsible for the ethical conduct in research undertaken by students while studying at ACM and staff who have a research provision within their contract at ACM. 

8.2 ACM cannot accept responsibility or liability for research started prior to a student starting a course or a researcher having received a contract from ACM. 

8.3 In the case of students who have joined a course part way through study and research has been started prior to joining ACM, the student must provide the ethical approval from their previous institution and a disclaimer must be included in the student’s research submission stating that some research was undertaken outside of ACM’s supervision. 

9. BIOETHICS

9.1 ACM is not a medical specialist institution and will endeavour to partner with the relevant specialist organisations where research engages with medical or psychological research practices. 

9.2 ACM cannot give consent to the storage and use of human organs and tissue from the living, and the removal, storage and use of tissue and organs from the deceased, for specified health-related purposes including medical research. 

10. ACADEMIC MISCONDUCT AND RESEARCH ETHICS

10.1 Misconduct within research and research practices is defined as: 

• Failure to obtain appropriate permission to conduct research; 
• Deception in relation to research proposals; 
• Unethical behaviour in the conduct of research; 
• Unauthorised use of information that was acquired confidentially; 
• Deviation from good research practice, where this results in unreasonable risk of  harm to humans, other animals or the environment;

• Fabrication, falsification or corruption of research data; 
• Distortion of research outcomes, by distortion, manipulation or omission of data that do  not fit expected results;
• Dishonest misinterpretation of results; 
• Publication of data known or believed to be false or misleading; 
• Plagiarism or dishonest use of unacknowledged sources; 
• Misquotation or misrepresentation of other authors; 
• Inappropriate attribution of authorship; 
• Attempting, planning or conspiring to be involved in research misconduct; 
• Collusion in  or concealment of research misconduct by others; 
• Failure to comply with relevant legislation, including that relating to health and safety, data protection, intellectual property, and animal experimentation.

This list is not exhaustive and other misconduct specifically related to research activity may be dealt with under the Academic Integrity procedure. 

11. RELATED POLICIES 

• Academic Integrity 
• Student Disciplinary 
• Academic Appeals 

12. POLICY OWNER 

This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

The Academic Board delegates operational responsibility of this Policy to: 

• Head of Quality and Standards; 
• Research Lecturers; 
• Research Supervisors; 
• Registrar. 

13. SUPPORTING INFORMATION 

There is no further supporting information in relation to this Policy. 

14. DOCUMENT HISTORY AND NEXT REVIEW 

Version: 2.0 

Approved on: 01 September 2025

Approved by:  Academic Board

Date of next review: August 2026

Download: 063 POL_063_Research Ethics Policy

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk

Policy 064: SEXUAL MISCONDUCT

1. PURPOSE

1.1 This Policy outlines ACM’s approach to providing a campus environment in which all members of our community feel safe from sexual misconduct.For the purposes of this policy, this includes sexual harassment, whether explicitly stated or not. 

1.2 This Policy sets out our expectations around the unacceptability of sexual misconduct.

1.3 This Policy makes clear the ways in which ACM supports students who have experienced any form of sexual misconduct.

2. POLICY DETAILS

2.1 The Academy of Contemporary Music (ACM) is committed to safeguarding and promoting the welfare of all students, staff, visitors and guests and acknowledges its particular responsibilities to children, young people and adults at risk.

2.2 All staff within ACM have a responsibility to be involved in contributing to a culture in which safeguarding is embedded, discussed openly and risk proactively reduced. Every member of staff is DBS checked prior to commencing employment, and again every three years, and all staff members must complete training in the following areas:

• Safeguarding Young People
• Mental Health Awareness in Children & Young People
• An introduction to GDPR
• Health and Safety in Education Awareness
• The Prevent Duty
• First Aid Essentials

Members of the ACM safeguarding team also have further awareness and training regarding the following areas:

• Protecting Children from Child Sexual Exploitation
• Sexual Violence and Harrasment between Children and Young People
• Understanding and Working with people affected by Sexual Abuse

2.3 ACM takes a zero tolerance approach to sexual misconduct and sexual harassment, and will support anyone in the ACM community who is subject to any form of sexual misconduct, as per the details in the accompanying Sexual Misconduct Procedure.

2.4 ACM will ensure that reporting parties are responded to in a safe, supportive and trusting environment, as per the details in the accompanying Sexual Misconduct Procedure.

2.5 ACM will educate and support all staff and students to understand:

• what sexual misconduct is and that it is not tolerated;
• what consent is; and
• when consent is, and is not, given.

2.6 ACM will make clear how to disclose sexual misconduct, in person, online and anonymously, what options are available and the support that can be provided, via a clear and robust procedure.

2.7 ACM will ensure that all relevant staff are informed of how to receive and signpost a disclosure of sexual misconduct in a sensitive way. Empower those who disclose an experience to choose which options are best for them and provide access to expert professional support

2.8 ACM will set out all options and processes clearly and transparently. This includes the option to not make a formal complaint.

2.9 ACM will ensure that all relevant staff are provided with training to enable them to support and advise a student who has experienced sexual misconduct.

2.10 ACM will respect the sensitivity of disclosures of sexual misconduct and their consequences, and treat any disclosure confidentially, in line with our Data Protection Policy and the ACM’s duty of care under safeguarding.

2.11 Within Disciplinary Proceedings, ACM will ensure fairness to both Reporting and Responding parties.

2.12 ACM will ensure that all communications are sufficiently clear and detailed, and accurately reflect any decisions made.

2.13 ACM will learn from our experiences and regularly review this policy informed by data trends and with input from independent external experts to ensure it remains relevant.

3. POLICY SCOPE

3.1 The policy applies to all members of the ACM community, including students at all levels and campuses, staff, applicants, associate members, visitors, contractors and volunteers.

3.2 This Policy applies to sexual misconduct which:

• occurs on ACM’s property and/or land;
• occurs whilst a student is engaged in any ACM related activity (including placements and trips);
• occurs via electronic means including, but not limited to: internet, email, social media sites, chat rooms, text messages and instant messaging;
• results in a legal or police investigation, charge or conviction of an offence;
• in the view of ACM poses a serious risk or disruption to the institution or members of its community.

3.1 ACM recognises that sexual misconduct can be experienced by any individual, regardless of sex, gender, sexual orientation, relationship status, age, disability, faith, race, ethnicity, nationality or economic status.

3.2 Experiences of sexual misconduct may intersect with other forms of discrimination and harassment, for example in relation to sex, gender, sexual orientation, relationship status, age, disability, faith, ethnicity, nationality or economic status.

3.3 ACM has policies on Equality, Discrimination and Inclusion and does not tolerate any forms of bullying or harassment. ACM does not tolerate behaviour or attitudes supportive of sexual misconduct.

Freedom of Speech 

3.4 ACM has a statutory duty to protect the lawful speech of all staff, students and visiting speakers, which includes protecting the right to express views that are controversial or unpopular. However, vigorous debate does not mean students should be expected to tolerate harassment. Speech or other expression that amounts to harassment is not protected. ACM promotes a culture that is open and tolerant of differences, and students can expect to be able to take part in all aspects of university life without being harassed. 

4. RELATED POLICIES

• Safeguarding Policies
• Safeguarding Procedures
• Staff Code of Conduct
• Staff-Student Relationship Policy
• Student Charter
• Data Protection Policy
• Prevent Policy
• External Speaker and Events Policy
• Acceptable Use of IT and E-Safety Policy
• Social Media Policy
• Student Disciplinary Policies
• Student Complaints and Grievances Policy
• Equality & Diversity Policy
• Staff Recruitment Policy
• Health & Safety Policy
• Whistleblowing Policy
• Criminal Convictions Policy

5. POLICY OWNER

5.1 The responsibility for this Policy falls under the remit of the Designated Safeguarding Lead, overseen by the  Student Experience and Opportunity Board. 

5.2 The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

6. DEFINITIONS

Sexual Misconduct: Sexual Misconduct covers a broad range of inappropriate and unwanted behaviours of a sexual nature. It covers all forms of sexual violence, including sex without consent, sexual abuse (including online and image-based abuse), non-consensual sexual touching, sexual harassment (unwanted behaviour of a sexual nature which violates your dignity; makes you feel intimidated, degraded or humiliated or creates a hostile or offensive environment), stalking, abusive or degrading remarks of a sexual nature, and a vast range of other behaviours.

Consent: Consent is the agreement to participate in a sexual act where the individual has both the freedom and capacity to make that decision. Consent cannot be assumed on the basis of a previous sexual experience or previously given consent, and consent may be withdrawn at any time.

Freedom to consent: For consent to be present, the individual has to freely engage in a sexual act. Consent is not present when submission by an unwilling participant results from the exploitation of power, or coercion or force, regardless of whether there is verbal or physical resistance.

• Coercion or Force includes any physical or emotional harm or threat of physical or emotional harm which would reasonably place an individual in fear of immediate or future harm, with the result that the individual feels compelled to engage in a sexual act.

Capacity to consent: Free consent cannot be given if the individual does not have the capacity to give consent. Incapacitation may occur when an individual is asleep, unconscious, semi-conscious, or in a state of intermittent consciousness, or any other state of unawareness that a sexual act may be occurring. Incapacitation may also occur on account of a mental or developmental disability, or as the result of alcohol or drug use.

• Alcohol and/or Drug Use: Incapacitation arising from alcohol or drug consumption should be evaluated on the basis of how the alcohol/drugs have affected the individual; signs of incapacitation may include, but are not limited to, one or more of the following: slurred speech, unsteady gait, bloodshot eyes, dilated pupils, unusual behaviour, blacking out, a lack of full control over physical movements, a lack of awareness of circumstances or surroundings, and/or an inability to communicate effectively. Intoxication is never a defence for committing an act of Sexual Violence and Misconduct, or for failing to obtain consent. If there is any doubt as to the level or extent of one’s own or the other individual’s incapacitation, the safest approach is to not engage in a sexual act.

Disclosure: Disclosure means that an individual tells a member of the ACM community that they have experienced Sexual Misconduct (this is different from a formal Complaint).

Formal Complaint: Submitting a formal Complaint to ACM regarding an individual’s experience of Sexual Misconduct is an instruction for ACM to take appropriate action. The Complaint will allow ACM to investigate the misconduct as set out in this Policy and the accompanying processes.

Reporting Party: The Reporting Party is the person(s) who has made a formal Complaint regarding an experience of sexual misconduct.

Responding Party: The Responding Party is the person(s) named in a formal Complaint who is alleged to have committed an act of sexual misconduct.

Safeguarding: Safeguarding is the action that is taken to promote the welfare of all people and protect them from harm.

Sexual Harassment: Under the Equality Act 2010, sexual harassment is unwanted conduct of a sexual nature. It has the purpose or effect of violating the dignity of a worker, or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Something can still be considered sexual harassment even if the alleged harasser didn’t mean for it to be. It also doesn’t have to be intentionally directed at a specific person.

Abuse:  any action that intentionally harms or injures another person

DSL: Designated Safeguarding Lead is the member of staff that coordinates all safeguarding concerns and oversees all referrals.

DDSL: Deputy Designated Safeguarding Lead is the member of staff who supports the DSL in maintaining the function of safeguarding throughout all campuses.

LADO: Local Authority Designated Officer

7. PROCEDURES

7.1 The details of the procedures relating to this Policy can be found in the accompanying procedure document.

8. EXHIBITS/APPENDICES/FORMS

8.1 This Policy has been written with reference to the following statutory guidance and legislation. For the avoidance of doubt, it should be noted that UK law carries ultimate authority:

• Keeping Children Safe in Education (DfE, 2021)
• Working Together to Safeguard Children (HM Government, 2018)
• What to do if you’re worried a child is being abused (DfE, 2015)
• Child sexual exploitation; definition and guide for practitioners (DfE, 2017)
• Sexual violence and harassment between children in schools and colleges (DfE, 2018)
• The Children Act 2004 (with later amendments),
• Safeguarding Vulnerable Groups Act 2006
• The Sexual Offences Act 2003
• Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007)
• Protection of Freedoms Act 2012
• Children and Families Act 2014
• Care Act 2014
• Equality Act 2010
• Protection from Harassment Act 1997
• Office for Students (OfS) condition E6 Harassment and Sexual Misconduct;
• Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018) 

9. SUPPORTING INFORMATION

9.1 There are no further supporting documents to this Policy.

10. DOCUMENT HISTORY AND NEXT REVIEW

Version:                          1.2

Approved on:                01 Sep 2025

Approved by:                Academic Board

Date of next review:     August 2026 

Download: POL064_Sexual Misconduct Policy

If you have a disability which makes reading this document or navigating our website difficult and you would like to receive information in an alternative format, please contact: anddegree@acm.ac.uk 

Policy 069: FREEDOM OF SPEECH

1. PURPOSE 

1.1  ACM is committed to fostering an environment that upholds the principles of academic freedom and freedom of speech, as enshrined in the Higher Education (Freedom of Speech) Act 2023. 

1.2  In accordance with the Higher Education (Freedom of Speech) Act 2023, ACM’s objective through this policy is to secure freedom of speech within the law for staff, members and students of ACM, and visiting speakers. 

1.3  ‘Academic freedom’ in relation to academic staff at registered higher education providers refers to their freedom within the law to question and test received wisdom, and to put forward new ideas and controversial or unpopular opinions without placing themselves at risk of being adversely affected by the loss of their jobs or privileges at the provider, and without the likelihood of their securing promotion or different jobs at the provider being reduced.

1.4  This policy acts as a code of practice, fulfilling the requirements of section A2 of the Higher Education (Freedom of Speech) Act 2023. This policy will outline: 

1. ACM’s values relating to freedom of speech and an explanation of how those values uphold freedom of speech (see 1.5 and 2.1);

1. the procedures to be followed by staff and students of ACM and any students’ union for students at ACM in connection with the organisation of (i) meetings which are to be held on ACM’s premises and which fall within any class of meeting specified in the code, and (ii) other activities which are to take place on ACM’s premises and which fall within any class of activity so specified (see 2.16 to 2.22). 

        (c) the conduct required of such persons in connection with any such meeting 

             or activity (see 2.2), and 

        (d) the criteria to be used by the provider in making decisions about whether to

             allow the use of premises and on what terms (which must include its criteria       

             for determining whether there are exceptional circumstances for the  

             purposes of section A1(10)) of the Higher Education (Freedom of Speech) 

             Act 2023 (see 2.13 to 2.15). 

1.5  ACM recognises that the free exchange of ideas and diverse perspectives is essential for intellectual growth, critical thinking, and the pursuit of knowledge. This policy outlines ACM’s commitment to protecting and promoting freedom of speech while ensuring that it is exercised responsibly and respectfully within the boundaries of the law and our institutional values.

2. POLICY DETAILS 

2.1  The guidance outlined in this policy and the obligations to uphold the principles of academic freedom and freedom of speech, as enshrined in the Higher Education (Freedom of Speech) Act 2023, apply to ACM’s students’ union or equivalent as well as to ACM. 

2.2  Guiding Principles:

• Academic Freedom: ACM is dedicated to maintaining an atmosphere where academic staff and students can engage in open and robust discussions, research, and exploration of diverse viewpoints, theories, and ideas. Academic freedom ensures the pursuit of knowledge is uninhibited by external pressures.

• Freedom of Speech: ACM respects and safeguards the right to freedom of speech for all members of our community. This includes the right to express opinions, beliefs, and ideas, even those that may be controversial, unpopular, or challenging.

• Respectful Dialogue: While ACM encourages free expression, it is equally important that all discourse remains respectful and tolerant of differing viewpoints. Communication should be conducted in a manner that upholds the dignity and well-being of all individuals, fostering a constructive and inclusive environment.

• Lawful Expression: Freedom of speech must be exercised within the boundaries of the law. Speech that incites hatred, discrimination, harassment, violence, or poses a direct threat to the safety and well-being of individuals or the university community will not be tolerated.

Hate speech

2.3  Hate Speech: ACM strictly prohibits the use of hate speech, which includes any form of communication that discriminates, threatens, or incites violence or hostility against individuals or groups based on their race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics as defined by the law. 

2.4  Hate Crime: Hate crime is a criminal offence punishable under UK criminal law. The law recognises five types of hate crime on the basis of:

• Race
• Religion 
• Disability
• Sexual orientation 
• Transgender identity

Hate crimes can take the form of physical assault, verbal abuse or incitement to hatred and are covered by legislation (Crime and Disorder Act 1998 and section 66 of the Sentencing Act 2020) which allows prosecutors to apply for an uplift in sentence for those convicted of a hate crime. The police and the Crown Prosecution Service (CPS) have agreed the following definition for identifying and flagging hate crimes:

“Any criminal offence which is perceived by the victim or any other person, to be motivated by hostility or prejudice, based on a person’s disability or perceived disability; race or perceived race; or religion or perceived religion; or sexual orientation or perceived sexual orientation or transgender identity or perceived transgender identity.”

2.5  Hate Incident: A hate incident is any incident which the victim, or anyone else, thinks is based on someone’s prejudice towards them because of their race, religion, sexual orientation, disability or because they are transgender. Not all hate incidents will amount to criminal offences, but it is equally important that these are reported and recorded by the police. ACM reserves the right to report such incidents to the police. 

Harassment

2.6  Harassment: Speech that constitutes harassment, whether through verbal, written, or electronic means, is not permitted. Harassment includes unwelcome behaviour that creates a hostile or intimidating environment for others.

Protection from retaliation

2.7  Protection from Retaliation: ACM prohibits retaliation against any member of the community for expressing their opinions in a respectful and lawful manner. This protection extends to academic and employment-related matters.

Application of the Policy

2.8  Classroom and Learning Environments: In academic settings, tutors have the autonomy to teach and discuss topics relevant to their courses. Students are encouraged to engage in thoughtful discussions and express diverse perspectives, promoting a rich learning experience.

2.9  Events and Guest Speakers: ACM values the diversity of ideas and viewpoints that guest speakers bring to our campus. Student groups and organisations have the right to invite speakers of their choice within the confines of the law and ACM’s policies.

2.10  Online and Social Media: The principles of freedom of speech extend to online platforms and social media. Members of the ACM community should be mindful of their online conduct and strive to maintain respectful dialogue. 

2.11  Protests and Demonstrations: Peaceful protests and demonstrations are a valid form of expression. ACM supports these activities as long as they are conducted lawfully and do not disrupt the normal functioning of the institution. 

Events

2.12  Where any person or body subject to the obligations of this Policy wishes to hold any event for the expression of any views or beliefs held or lawfully expressed on premises controlled by ACM or ACM’s student union or equivalent, consent shall not be unreasonably refused.