ACM Education Policies | Music School Policy and Guidelines

Policies

Want to know more about ACM’s current written protocols, policies and procedures for delivering our services and responsibilities? View the policies that have an impact on you here.

ACM Public Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to prospective students, prospective staff and others using our publicly accessible website at www.acm.ac.uk ; helping those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available contracted Students, contracted Staff and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

When we collect or process data about you, we have to observe the requirements of the General Data Protection Regulation (GDPR).

Under the General Data Protection Regulation our legal bases for processing this information about you as a student will be that processing is necessary:

  • “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery of services pertaining to your interest in ACM.
  • “For compliance with a legal obligation.” This means ACM may be legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA) for equality monitoring purposes.
  • “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you gave ACM data via its publicly accessible website before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • Processed fairly and lawfully, and only if certain conditions are met
  • Obtained for specified and lawful purposes, and not used for purposes other than those for which it was gathered
  • Adequate, relevant and not excessive
  • Accurate and where necessary kept up to date
  • Kept for no longer than necessary
  • Processed in accordance with individuals’ rights
  • Kept secure
  • Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • processed lawfully, fairly and in a transparent manner in relation to individuals;
  • 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;
  • adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • 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;
  • 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;
  • 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.

GDPR also requires that:

  • “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

The largest volume of personal data ACM processes on its public facing website is in relation to prospective students. The primary purposes we process information about these individuals include:

  • to enable us to collect interest from prospective students wishing to study at ACM;
  • to enable us to communicate marketing and operational messages to you via multiple platforms including social media, email and SMS;
  • to enable us to administer student-related functions from original applications through to graduation and to provide alumni services;
  • to plan and account for the use of the services provided;
  • to produce information including statistics for relevant external agencies such as the Higher Education Statistical Agency (HESA) and the Office for Students (OfS);
  • to provide support services, including financial, pastoral and IT/learning resources;
  • to monitor, develop and update ACM systems to ensure they continue to operate effectively and securely;
  • to monitor equality and diversity objectives within ACM and;
  • to gather feedback from prospective students.

ACM also processes personal data in relation to prospective staff, both academic and non-teaching. This is undertaken to facilitate recruitment activity and to administer the requirements ACM must meet as an employer in line with UK law.

We may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from prospective students at various stages. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

  • Details collected by way of our enquiry / open day registration processes:
    • name and address
    • age / date of birth (and where the student is under 18, we may also collect parental details and obtain parental consent wherever necessary)
    • nationality and country of residence
    • contact details (telephone number, email address, social media)
    • subject / area of interest
    • career aspirations
    • criminal conviction declaration
    • disability declaration
  • Details collected by way of our programme application processes:
    • name and address
    • contact details (telephone number, email address)
    • age / date of birth
    • gender
    • nationality and country of residence
    • educational records to date
    • academic references (including personal statement and predictive grades)
    • disability declaration
    • criminal conviction declaration
    • Allergy declaration (as our application process can involve students making on site visits before they are enrolled).
    • Next of kin / emergency contact details (as our application process can involve students making on site visits before they are enrolled).

ACM also collects personal data from prospective staff, applying to work at ACM. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

  • name and address
  • national insurance number
  • contact details (telephone number, email address)
  • self-declaration of permission to work in the UK and upload of passport/visa copy if necessary
  • relevant qualifications or indication of highest qualification held
  • professional development / training and membership of any professional body
  • employment history
  • supporting statement
  • Referee details
  • Criminal record disclosure
  • Data captured for equal opportunities monitoring (gender, date of birth, nationality, marital status, sexual orientation, religious belief, ethnicity)
  • Declaration about any disability as defined under the Equality Act 2010

Some of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

NB If you are under 18, we may also need to collect details from a parent/guardian for the purpose of administering your education with ACM, and if you are under 13, we will need to specifically collect their consent to collect and process your information.

Prospective Student Profiles

As part of our efforts to introduce students to eachother by way of our Access All Areas scheme, your name, course and ACM email address may be made available to fellow Students via ACM systems. Your contact details will also be made available in a directory to staff via ACM systems. This may include name, photo, course, ACM email address and a contact telephone number. Should there be times at which you are unable to be contacted by way of ACM-operated communications platforms, relevant staff may be provided access to your non-ACM contact details, only as necessary. This may extend to sharing of emergency contact details, if the need arises.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you may visit at ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

The information below outlines the key partners with whom ACM shares personal data about prospective students and prospective staff with:

  • National/Local Government Departments and other public bodies:
    • Higher Education Statistics Agency (HESA) to produce a variety of statistical reports about higher education that are required to be published in the public interest (governed by a GDPR compliant data sharing agreement);
    • the courts, the police and other organisations with a crime prevention or law enforcement function (subject to the proper entitlements);
  • Communications Platforms to facilitate marketing and communications of ACM services (governed by GDPR compliant data sharing agreements):
    • Facebook for re-marketing of ACM services to you via its channels;
    • Clickatell for SMS (text message) services; and
    • Mailchimp and Mandrill for campaign and transactional email services

Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation. .

How long do you keep data for?

ACM takes its obligations under GDPR very seriously in terms of not holding onto personal data for any longer than is necessary. ACM has a retention schedule in place for the different categories of data it holds. ACM retains data about prospective students and prospective staff for 6 years, for the reasons outlined below:

  • to deal with enquiries, complaints, appeals and disciplinary cases;
  • to communicate future study opportunities to prospective students; and
  • to communicate future employment opportunities to prospective staff.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.

You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make

the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Our website and your privacy

We have structured our website so that you can visit the website without identifying yourself or revealing any personal information about yourself to ACM or any third party. Once you choose to provide us with any information by which you can be identified as a prospective student or prospective staff member, then you can be assured that it will only be used in accordance with this Fair Processing Notice until and unless notified separately.

Cookies usage

External Links & Embedded Content

Our website may contain links to enable you to visit other websites of interest easily, or include embedded content from other sites and services as part of news articles and pages. However, once you have used these links to leave our site or view such embedded content, you should note that we do not have any control over that other website, content or any cookies set by third parties. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and consider the privacy statement applicable to the website in question.

Middlesex Policies

Student and Alumni Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former students, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

This Fair Processing Notice applies to all students aged 13 and over. If you are under the age of 13, we will require your parent/guardian to provide initial consent in accordance with UK law, in order to process your data and will also need to involve them in certain aspects of your relationship with ACM. If you are between the age of 13 and 18, we will not need your parent/guardian’s consent to process your data, but we may still need to involve your parent/guardian in certain aspects of your relationship with ACM. For such reasons, therefore, this Fair Processing Notice also applies to parents/guardians providing information about students.

Separate Fair Processing Notices are available for the Public, contracted Staff and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

When we collect or process data about you, we have to observe the requirements of the General Data Protection Regulation (GDPR).

Under the General Data Protection Regulation our legal bases for processing this information about you as a student will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your studies at ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA).
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you go on to be an alumna or alumnus of ACM the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you once you have finished your studies.

If you were a student of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Student and Alumni personal data is processed primarily for, but not limited to, the following purposes:

  • ○  To administer and support your studies and record academic achievements, e.g. your course choices, attendance, assessments and the publication of any graduation programmes
  • ○  To assist in pastoral and welfare needs, e.g. the counselling service and services to students with disabilities
  • ○  To administer financial aspects of your registration as a student, e.g. payment of fees, debt collection
  • ○  To tell you about things that are happening in and around ACM
  • ○  To manage course facilities, such as computing facilities and the Library
  • ○  To produce management statistics and to conduct research into the effectiveness ofour courses
  • ○  To monitor our equal opportunities policies, e.g. compliance with the Race RelationsAct
  • ○  To administer student employment processes, if you choose to work for ACM whilstyou are studying with us
  • ○  For security and disciplinary purposes
  • ○  For internal and external audits and quality assurance exercises
  • ○  For alumni relations purposesWe may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary

for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from students at various stages. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

Personal data:

  • ○  Your name
  • ○  Your contact details
  • ○  Details of your emergency contacts / parents / guardians / next of kin
  • ○  Your date of birth
  • ○  Your nationality
  • ○  Your country of residence
  • ○  Your ethnic origin
  • ○  Your gender identity
  • ○  Any disabilities which you have disclosed to us
  • ○  A digital photograph used to produce your student ID, and for security andidentification purposes
  • ○  Medical information, such as information held by Student Services
  • ○  Audio/Visual data relating to your application / enrolment at ACM.

Course related data:

  • ○  Information from your application process
  • ○  Your academic background and qualifications
  • ○  Your academic record while at ACM (including measures of attendance,engagement and attainment)
  • ○  Details of any degrees which you are awardedFinance data:
  • ○  Fee information
  • ○  Bursary or sponsorship details
  • ○  Payment / Bank details.Other data:
  • ○  Any disciplinary action taken against you
  • ○  Information relating to any academic appeals or complaints raised by you
  • ○  Attendance warnings issued to you
  • ○  Official letters requested by you during your studies, for example Council Taxexemption
  • ○  Your use of ACM’s facilities, such as the Library
  • ○  Online identifiers, such as your ACM username that is used to access our systemsSome of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the

General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

NB If you are under 18, we may also need to collect details from a parent/guardian for the purpose of administering your education with ACM, and if you are under 13, we will need to specifically collect their consent to collect and process your information.

Your Student Profile

In the normal course of study, your name, course and ACM email address may be made available to your fellow Students via ACM systems. Your contact details will also be made available in a directory to staff via ACM systems. This may include name, photo, course, ACM email address and a contact telephone number. Should there be times at which you are unable to be contacted by way of ACM-operated communications platforms, relevant staff may be

provided access to your non-ACM contact details, only as necessary. This may extend to sharing of emergency contact details, if the need arises.

Information, such as your name, course and career credits may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

Where ACM’s email and other communications services are provided by third parties, you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Student email addresses are issued and used for communicating about ACM and studies, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you access at ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

The information below outlines the key partners with whom ACM shares personal data with on a periodic basis:

● Professional and Funding Bodies:

  • ○  Validation of registrations and awards; and
  • ○  Approval of funding applications.
  • ○  Partner institutions such as Middlesex University (Guildford and Birmingham HE), Falmouth University (London HE), East Surrey College (Guildford FE), University of the Arts London Awarding Body (Guildford and Birmingham FE) and/or Walsall Studio School (Birmingham FE);
  • ○  External examiners connected to the awards we operate for examination, assessment and moderation purposes.
  • ●  National/Local Government Departments and other public bodies:
    • ○  Higher Education Statistics Agency (HESA) to produce a variety of statistical reports about higher education that are required to be published in the publicinterest;
    • ○  The Office Of The Independent Adjudicator to review student complaints;
    • ○  The Office for Students during institutional audits and other qualityassessment exercises;
    • ○  the Student Loans Company in connection with grants, fees, loans andbursaries;
    • ○  the courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements);
    • ○  Local authorities for the purposes of assessing and collecting council tax.
  • ●  Communications Platforms to facilitate marketing and communications of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services.
  • ●  Service Platforms to facilitate the administration and distribution of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Canvas Virtual Learning Environment for your online learning tools;
    • ○  Turnitin plagiarism detection software for verifying the originality of yoursubmitted work; and
    • ○  Music Gateway for your professional development opportunities.
  • ●  Other individuals / organisations:
    • ○  International recruitment consultants and agents (for relevant internationalstudents);
    • ○  Housing providers for students;
    • ○  ACM’s insurers and legal advisers for the purpose of providing insurancecover or in the event of a claim;
    • ○  Employers who request a reference from ACM (for relevant staff andstudents).
    • ○  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
    • ○  We may disclose information for the purpose of verifying data about you heldby ACM, held by another higher education institution, or held by government

      agencies.

    • ○  We may disclose information if there are concerns regarding studentvulnerability and susceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

How long do you keep data for?

ACM takes its obligations under GDPR very seriously in terms of not holding onto personal data for any longer than is necessary. ACM has a retention schedule in place for the different categories of data it holds.

After you leave ACM we will continue to hold data about you in digital and paper form. Some information, such as your dates of attendance and your qualification achievements, will be retained permanently. Other data will be disposed of from time to time in accordance with ACM’s data retention policies. For example:

  • ○  Data relating to your application – retained for 6 years after you leave ACM
  • ○  Anonymised records which don’t identify you which are used for data analysispurposes – retained indefinitely
  • ○  Records relating to applications for Extenuating Circumstances – retained for 1 yearafter the end of the academic year in which the application is made
  • ○  Your contact details – ACM is required by statute to retain these to enable the Higher Education Statistics Agency’s national survey of Graduate Outcomes
  • ○  Data relating to your assessment and degree outcome – retained indefinitely to be able to provide academic transcripts
  • ○  Data relating to any student complaints or academic appeals – retained for one year post completion of complaint and appeal procedures
  • ○  Financial data relating to payments received from you or paid to you – there is a mandatory requirement to keep financial data for at least seven years for audit purposesBy enrolling as a ACM student, you agree to ACM processing data relating to you after you leave ACM for any purposes connected with your studies, your status as a former student and for other legitimate reasons.

    Examples of how we may use your data after you finish or graduate include:

  • ○  To provide evidence of your academic achievements when requested to do so: e.g. transcripts, confirmation of qualifications and references
  • ○  To provide information to regulatory bodies and other agencies to whom we are legally required to supply data
  • ○  To produce management statistics
  • ○  To maintain contact with you as a ACM alumnus/alumna
  • ○  For audit and quality assurance purposesWe may contact you for a limited range of research purposes after you leave ACM.

We are required by statute to maintain and share your contact details to enable the carrying out of surveys conducted by or on behalf of HESA, the Office for Students or other official agencies. We may also contact you to carry out our own research into your experiences at ACM and after leaving ACM, in order to evaluate the effectiveness of our courses and improve our services to students. If you do not want to be contacted for these purposes, please notify dpaofficer@acm.ac.uk

ACM graduates automatically become members of the ACM Alumni Network as ACM would like to stay in contact with you.

ACM retains some data about current and former students indefinitely, for the reasons outlined below:

  • ●  to be able to verify qualifications with future employers;
  • ●  to be able to respond to safeguarding responsibilities;A full schedule concerning data retention and disposal is available via the policies section of our website.

    What are my rights regarding the personal data you hold relating to me?

    An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

    An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will

receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our registry department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane

Wilmslow Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It

is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Supplier Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former Suppliers, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and contracted Staff. If you are working for ACM under a self-employed/freelance contract, ACM may require and process your personal data in accordance with the Staff Fair Processing Notice.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

Under the General Data Protection Regulation our legal basis for processing this information about you as a supplier will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your relationship with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with HMRC. More information on this is covered below.
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.If you cease to be a supplier of ACM, the legal basis for continuing to process your information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any products or services you supplied to ACM, a

matter relating to a time in which you were supplying those products/services and/or in relation to another statutory/legal obligation it may have.

If you were a supplier of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

○ ○

○ ○ ○ ○ ○ ○

GDPR ○

Processed fairly and lawfully, and only if certain conditions are met
Obtained for specified and lawful purposes, and not used for purposes other than those for which it was gathered
Adequate, relevant and not excessive
Accurate and where necessary kept up to date
Kept for no longer than necessary
Processed in accordance with individuals’ rights
Kept secure
Not transferred outside the European Economic Area unless certain conditions are met

builds on these requirements and states that from 25 May 2018 information must be: processed lawfully, fairly and in a transparent manner in relation to individuals;

  • ○  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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Supplier personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the general administration of our relationship with you, including for financial reasons;
  • ●  the selection process of suppliers;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  disputes and disciplinary matters;
  • ●  training and development;
  • ●  vetting checks;We may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects the following information from suppliers, which is outlined below:

  • ○  name and address
  • ○  contact details (telephone number, email address)
  • ○  Details and dates of usage of the products/services being supplied
  • ○  payment / bank detailsCCTV

    For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you may work in if you visit ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some statutory and/or routine disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  HM Revenue and Customs (HMRC)
  • ●  Financial Auditors
  • ●  Other organisations who have asked us for a reference of your services.
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email servicesPersonal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

      ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

      How long do you keep data for?

      Data we hold that is only relevant to current suppliers (such as bank information) will be deleted within 1 year of your last supply to us. All other relevant correspondence in relation to the supply of products/services will be held on file and retained for 6 years after an employee has left ACM, in accordance with HMRC recommendation, after which time it will be securely disposed of. Basic information about a supply of service (ie a log that the service was provided) will be

retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Staff Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to contracted and/or former staff, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings

Bridge Street Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

While you are a staff member at ACM and after you cease to be a staff member, ACM needs to collect, store, use and disclose certain data about you. ACM needs to process this data in order to function effectively as an organisation. Personal data is processed for administrative, academic, statutory, support and health and safety purposes. All such personal data shall be collected and held in accordance with GDPR.

Under the General Data Protection Regulation our legal basis for processing this information about you as a staff member will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your employment with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA). More information on this is covered below.

○ “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you leave the employment of ACM, the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any post-termination obligations, a matter relating to a time in which you were employed and/or in relation to a statutory/legal obligation it may have.

If you were a staff member of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use your personal data?

Staff personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the administration of prospective, current and past employees including self-employed, contract personnel, temporary staff or voluntary workers;
  • ●  the recruitment and selection process;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  occupational health service;
  • ●  administration of agents or other intermediaries;
  • ●  pensions administration;
  • ●  disciplinary matters, staff disputes, employment tribunals;
  • ●  staff training and development;
  • ●  ensuring staff are appropriately supported in their roles;
  • ●  vetting checks;
  • ●  assessing ACM’s performance against equality objectives as set out by the EqualityAct 2010 .
    We may disclose your data to certain outside organisations as outlined in this Fair

    Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not

be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from teaching and non-teaching staff. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

  • ●  Initial application:
    • ○  name and address
    • ○  national insurance number
    • ○  contact details (telephone number, email address)
    • ○  self-declaration of permission to work in the UK and upload of passport/visacopy if necessary
    • ○  relevant qualifications or indication of highest qualification held
    • ○  professional development / training and membership of any professional body
    • ○  employment history
    • ○  supporting statement
    • ○  Referee details
    • ○  Criminal record disclosure
    • ○  Data captured for equal opportunities monitoring (gender, date of birth,nationality, marital status, sexual orientation, religious belief, ethnicity)
    • ○  Declaration about any disability as defined under the Equality Act 2010
  • ●  Once a candidate has been made an offer of employment:
    • ○  Bank details
    • ○  Emergency contact details
    • ○  Qualification information required to be shared with HESA
    • ○  Data captured for equal opportunities monitoring (as above)
    • ○  Health information
    • ○  Certain positions also require a DBS compliance check to be completed

○ A photograph for your Staff ID card
Further personal data captured about an employee is likely to relate to any performance or

appraisal process and any information needed to maintain a sickness/absence record.

Some of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

Your Staff Profile

In the normal course of employment, your work contact details will be made available via ACM systems. This may include name, job title, work location, work email address and work telephone number. Your Line Manager and other Senior Managers (as necessary) at ACM may request access to your personal contact details for the purpose of your line management, only as necessary, should there be times at which you are unable to be contacted by way of ACM-operated communications platforms. This may extend to sharing of emergency contact details, if the need arises.

Information, such as CVs/career credits, photos and specialisms, may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

ACM’s email and other communications services are provided by third parties and you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Staff email addresses are issued and used for communicating about ACM business, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover your work areas. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information

about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  Higher Education Statistics Agency (HESA)
  • ●  UK Visas and Immigration
  • ●  HM Revenue and Customs (HMRC)
  • ●  Pension schemes
  • ●  Research sponsors/funders
  • ●  Trade unions
  • ●  Potential employers (where a reference is requested)
  • ●  Benefits Agency as required by the Social Security Administration Act 1992
  • ●  Child Support Agency as required by the Child Support Information Regulations2008 (no.2551)
  • ●  The courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements).
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services
  • ●  The emergency services, where there is necessity.
  • ●  ACM’s insurers and legal advisers for the purpose of providing insurance cover or in the event of a claim;
  • ●  Employers who request a reference from ACM (for relevant staff and students).
  • ●  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
  • ●  We may disclose information for the purpose of verifying data about you held byACM.
  • ●  We may disclose data about you for the purpose of a third party administeringCPD services for you.
  • ●  We may disclose information if there are concerns regarding vulnerability andsusceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

    Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

    ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

    How long do you keep data for?

    HR hold individual files for all members of staff. Data we hold that is only relevant to current employees (such as bank information and emergency contact information) will be deleted within 2 months of you leaving our employment. Some other relevant correspondence in relation to member of staff’s employment will be held on file and retained for six years after an employee has left ACM, after which time it will be securely disposed of. Basic information about a member of staff (appointment, dates of service etc) will be retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street

Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Policy 001: Quality Assurance and Enhancement

Policy 001: Quality Assurance and Enhancement

  1. Purpose and Scope
    • 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.
    • This policy sets out ACM’s approach to maintaining and enhancing academic quality and standards.
    • This policy should be read in conjunction with associated institutional regulations of Middlesex University (for validated HE provision), Falmouth (franchised HE provision), and University of the Arts and East Surrey College (for FE provision)

 

  1. 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 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, Registry and Data Services (QRDS)  department.  Student Representatives report to the Board of Studies and have membership of all ACM Academic 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
  • Industry Advisory Group
  • Board of Studies
  • 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 utilizes 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 utilizes 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, Registry, and Data Services (QRDS) department.

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 Head 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)
  • Annual Monitoring Report (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.

  1. 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 Quality and Student Experience

 

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
  • Head of Student Services
  • Group Head of Education
  • Programme Managers
  • Senior Management Team members

 

  1. Reference Points
    • Internal:
  • Admissions Policy
  • Learning Teaching and Assessment 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
  • UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
  • Further Education and Skills Inspection Handbook (Ofsted)

 

  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:                01 May 2018

Download policy – POL_001_Quality Assurance and Enhancement Policy_180521

Policy 002: Academic Appeals Policy

Policy 002: Academic Appeals Policy

  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 Student Progression and Assessment Board or Final Exam Board.

1.2.  This policy outlines the provisions in place for 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. Academic Appeals

2.1  If a student is dissatisfied with the outcome of an appeal once all these steps have been completed and no further appeal is possible within ACM’s internal procedures, they have the right to appeal to the awarding body for their qualification. The regulations and policies of the awarding bodies for ACM’s awards are available from ACM’s Quality, Registry and Data Services and can be requested directly through the Academic Registrar, or the Quality Assurance and Enhancement Manager.

Definition of an academic appeal

2.2 An academic appeal is a request from a student for a decision of a Student Progression and 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 Student Progression and Assessment Board or Final Exam Board will be reviewed in the light of any new information provided by the student. 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 a Student Progression and 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 a Student Progression and Assessment Board or Final Exam Board should first do so informally through the Programme Manager if  the issue cannot be resolved at this level.

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.

Grounds for lodging an Academic Appeal

2.7 Academic Appeals against Student Progression and 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 Student Progression and Assessment Board (SPAB) 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 Student Progression and 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 irregularity has occurred.

Invalid grounds for an Academic Appeal

2.8 An appeal may be rejected by Registry 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 a Student Progression and 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.

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 Deferral of Assessment or Extenuating Circumstance policies and procedures).

2.13 The student was not aware of the procedures for presenting extenuating circumstances to the Student Progression and 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 Student Progression and 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 Student Progression and Assessment Board or Final Exam Board before it met (see policy and procedures on Examination Rules for Candidates).

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 10 working days from the date the student is notified of the decision of the Student Progression and Assessment Board or Final Exam Board. The only exceptions to this deadline are as outlined in points 2.22 and 2.23 below. It is the student’s responsibility to ensure that the appeal is submitted to ACM on time.

Before making an Academic Appeal

2.20  There is a time limit of 10 working days for the submission of a formal appeal to Registry from the date of Student Progression and Assessment Board or Final Exam Board results being communicated. The only exception to this deadline are as outlined in points 2.22 and 2.23 below.

2.22 If an academic appeal arises following due process of the Student Complaints and Grievance Procedure, the time limit is 10 working days from the date the student receives the written result of this procedure.

2.23 If an appeal arises following due process of the Academic Integrity Procedure, the time limit is 10 working days from the date the student receives the written result of this procedure.

2.24 The  Academic Registrar will consider the case and may advise the student:

2.25 That the Student Progression and Assessment Board or Final Exam Board will reconsider its decision taking account of this new information;

2.26. That the Student Progression and 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;

2.27 In any other way deemed appropriate, including that the student should make a formal appeal to our validating university.

2.28 Students should only make a formal appeal if:

  • They have been unable to contact the Programme Manager and other relevant members of staff;
  • They are dissatisfied with the outcome of these informal discussions;
  • They have been advised to do so by the Programme Manager, Group Head of Education or Head of Quality and Student Experience

 

 

 

Progression of an appellant while an appeal is being considered

2.29 The decision of the Student Progression and Assessment Board or Final Exam Board remains in force until it is formally notified by the Secretary of the Student Progression and Assessment Board or Final Exam Board to have been rescinded. Therefore the student remains responsible for:

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

2.30 While the appeal is being processed, the appellant:

  • Shall normally be permitted by Academic Registrar to continue to the next stage of their studies, unless there are exceptional circumstances, or the student is appealing a termination of studies. This will not prejudice the outcome of the appeal.
  • If the appeal concerns a termination of enrolment 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 the Academic Registrar or nominee to continue studies or use ACM facilities during this period.

2.31 The provision under 2.30 (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.

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

2.33 If a finalist, may attend the Graduation Ceremony.

2.34 Appellants may normally proceed with their studies 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 Student Progression and 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

2.36  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.

2.37 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.

  1. 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 Academic Appeals Policy lead is:

  • Head of Quality and Student Experience

 

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
  • Registry Manager
  • Group Head of Education
  • Programme Managers
  • Senior Programme Officers
  • Chair and Secretariat of the Student Progression and Assessment Board

 

  1. Reference Points

4.1 Internal

  • Fitness to Study Policy
  • Student Disciplinary Policy
  • Safeguarding Policy
  • Student Debt Management Policy
  • Participation and Attendance Policy
  • Extenuating Circumstances Policy
  • Equality and Diversity Policy
  • Data Protection Policy

 

4.2 External

  • Middlesex University (MDX) Regulations 2016 – 2017
  • 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, Chapter B6
  • The UK Quality Code for Higher Education, Chapter B9
  • UAL Awarding Body qualifications resources (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
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_002_Academic Appeals_180521

Procedure 002: Academic Appeals

  1. Purpose and Scope

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of a student’s appeal against an academic decision in relation to assessment, progression, grades, and award outcomes.

1.2 This Procedure aims to explain the reasonable due course which students are required to consider and follow when submitting an Academic Appeal.

  1. Procedure

2.1. ACM seeks to resolve all appeals and complaints in a timely manner through considered escalation of matters as outlined in this procedure.

Early Resolution Stage 1:

2.2. Where a student wishes to dispute an academic outcome they should, in the first instance, seek further advice and clarification through the Senior Programme Officer (SPO), who will facilitate meetings and responses to the student’s queries. This is considered the first early resolution stage. Normally consultation through this stage will provide further clarity around the academic decision and provide guidance in relation to the formal appeals process, where relevant.

2.3 Where there are reasonable grounds to remedy the academic decision due a clear material or administrative error, the Programme Manager many take actions to remedy the matter. Any resolutions and actions that are agreed with the appellant must be kept on record and communicated to the student and Registry in writing.

2.4 Where a student is not satisfied with the outcome of the informal stage they may escalate their appeal to the formal stage.

2.5 If the Student Progression and Achievement Board (SPAB), or Final Exam Board (FEB) considers that there may be grounds for an academic appeal, it may request, through the Senior Programme Officer, that a written statement be provided to the Board providing the required information. These written statements should be in a form suitable for use as evidence at an Appeal Panel they may be escalated to the first formal stage.

Formal Stage 2:

2.6 All academic appeals must be submitted in writing to Registry within 10 working days of the publication of the academic decision that is being disputed. The appellant should attach relevant supporting materials and evidence to support their appeal. Appeals that lack relevant supporting documentation may be dismissed.

2.7 Registry will assess whether the application meets conditions for academic appeal, and may request further information from the appellant, relevant programme team, or independent staff, to ensure a fair assessment is made of the appeal.

2.8 Registry will acknowledge receipt of the appeal in writing, and notify the appellant of the next steps within 10 working days of receiving the appeal. Normally one of the following will apply:

  1. the matter the appellant has raised does not meet conditions for academic appeal and no action will be taken,
  2. the matter the appellant has raised does not meet conditions for academic appeal, they may seek further recourse through the Complaints and Grievances provisions,
  3. the matter will be referred to an Appeal Panel, the FEB or SPAB for consideration

Appeal Panel

2.9 An Appeal Panel will be constituted by Registry and will consist of a minimum of three staff members, chaired by a senior staff member that has not been directly involved in the matter that is subject to appeal. The panel will normally consist of a member from the Registry team and two members from the Education team. The panel will examine the evidence that has been submitted, and may opt to call meetings with the appellant, and staff involved in order to gather further evidence to make a reasonable determination of the outcome of appeal.

2.10 For an appeal against a penalty imposed for academic misconduct: the documentation used in relation to the academic misconduct shall be provided to the Appeal Panel.

Student Progression and Achievement Panel, Finalist Exam Board (Appeal Panel)

2.11 Appeals of provisional grades may be considered by the SPAB and appeals of the final grades will be considered by the FEB. These Panels shall consist of a minimum of three members including the Chair.

2.12 In compelling circumstances, the Chair of the SPAB or FEB may take Chair’s Action in the student’s favour, and this decision must be reported at the first opportunity at the sitting of the Student Progression and Achievement Board, or Final Exam Board. The Chair shall formally communicate this decision to Registry, who will notify the appellant within 5 working days.

2.13 A record of all panel interviews and a record of the panel outcome(s) will be provided to Registry in writing.

2.14 Panel proceedings should be concluded within 30 days of the initial notification of the receipt of the academic appeal. The outcome reached by the Panel will be communicated to the appellant in writing through Registry. Registry will communicate the outcome of the Panel proceedings within 5 working days.

2.15 A decision on an appeal by the Appeal Panel (SPAB or FEB) is final and no further appeal is possible against it.

2.16 At this stage the academic appeal procedures of ACM are concluded. Where the appellant is dissatisfied with the outcome they may escalate the matter to the awarding body.

2.17 An appellant’s failure to reply in writing within 10 working days of the date on the letter offering an informal settlement shall be taken as acceptance of the offer.

2.18 A decision on an appeal by a Student Progression and Achievement Board or Final Exam Board is final and no further appeal is possible against it within ACM. Students have the right to follow the Appeals Regulations of the awarding body for their programme.

Student Progression:

2.19 Until the appeal is concluded, the appellant:

  • Will be allowed to continue their studies, except under circumstances where the academic decision being disputed is in relation to a progression decision in accordance with institutional progression regulations,
  • Must continue to meet attendance, engagement, and assessment requirements for the programme.

Formal Stage 3:

2.20 Where a student is dissatisfied with the outcome of ACM’s Academic Appeal procedure, they may escalate their appeal to Middlesex University. Middlesex University Regulations for Appeals apply to all Higher Education programmes and these are set out in Section G: Appeal Regulations and Procedures, of the Middlesex University Regulations which are available online at:  http://www.mdx.ac.uk/about-us/policies/university-regulations

Formal Stage 4:

2.21 Where the student is not satisfied with the outcome of the University proceedings, they may escalate their complaint to the Office of the Independent Adjudicator (OIA) for students in Higher Education. The University can provide further guidance to the appellant if they wish to escalate their appeal. Information about the OIA is available here: http://www.oiahe.org.uk/

  1. 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 Academic Appeals Policy lead is:

  • Head of Quality and Student Experience

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
  • Registry Manager
  • Group Head of Education
  • Programme Managers
  • Senior Programme Officers
  • Chair and Secretariat of the Finalist Exam Board
  • Chair and Secretariat of the Student Progression and Achievement Board
  1. Supporting Documentation
  • Appeals Policy
  • Deferral of Assessment Policy
  • Extenuating Circumstances Policy
  • Extenuating Circumstances Procedure
  • Extenuating Circumstances Form
  • Interruption of Studies Form
  1. Date of Approval and Next Review

Version:                       2.1

Approved on:               11 Sep 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download PRO_002_Academic Appeals_180521

Policy 003: Complaints and Grievances Policy

Policy 003: Complaints and Grievances Policy

  1. Purpose and scope
    • 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.
    • This policy explains, in an open, transparent and accessible way, how ACM deals with student complaints and grievances.
    • 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.
    • Applicant complaints and grievances considered in line with the principles of this policy and the associated procedures. 
  1. 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.

2.3  The procedures detailed below are designed for all other forms of student and applicant complaints.

2.4 It should be noted that the policy and its corresponding procedures are not designed to deal with problems such as:

  • missing coursework;
  • unexplained absence of a member of teaching staff;
  • late return of work;
  • issues with room booking/tutorial credits; or
  • teaching room deficiencies except in so far that such concerns are not resolved through referral through to Programme Managers, or through feedback mechanisms such as Student Forums.
  • applicant complaints about programme entry requirements, programme design and the curriculum.

2.5  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.

2.6 Anonymous complaints will not normally be considered.

2.7 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 2.8 below.

2.8 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:

Middlesex University Regulations: Complaints procedure

 

  1. b) Diploma Students: University of the Arts London’s Student Complaints Procedures:

University of the Arts, London: Student Complaints Procedures

  1. c) Diploma Students, where a grievance relates to funding: East Surrey College Complaints Procedure:

East Surrey College Complaints Procedure

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

2.9 For relatively minor queries or complaints, students and applicants are encouraged to raise them in the first instance an 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

2.10  
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. This spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint.

  1. 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 Student Complaints and Grievances Policy lead is:

  • Head of Quality and Student Experience

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

  • Registry Manager
  • Quality Assurance and Enhancement Manager
  • Group Head of Education
  • Head of Student Services
  • Programme Managers
  • Senior Management, including Executive Senior Management.
  1. Reference Points

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
  1. Date of Approval and Next Review

Version:                      1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_003_Complaints and Grievances_180521

Procedure 003: Complaints and Grievances Procedure

Procedure 003: Complaints and Grievances Procedure

  1. Purpose and scope

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of a student complaints and grievances in relation to any aspects of their student experience, student services, administration, financial matters, and information for their programme of study.

1.2 This Procedure aims to explain the reasonable due course which students are required to consider and follow when submitting a complaint or grievance.

  1. Procedure Statement

2.1 ACM encourages all students to discuss any concerns that they may have at the earliest opportunity to avoid delays and unnecessary escalation of matters. Most issues can normally be resolved quickly at the lowest level, without going through the complaints and grievances procedures. Key points of contact if there is a concern are:

  • Reception Staff
  • Student Services (Hub), who will direct you to the department or information source
  • Programme team (the Senior Programme Officer) who will direct you to the relevant academic staff or information source
  • Registry team, who will direct you to the department or regulations, policies and documentation

2.2 ACM seeks to resolve all complaints and grievances in a timely manner through considered escalation of concerns as outlined in this procedure. Students that wish to lodge an appeal of an academic decision should refer to the Academic Appeals Policy and Procedure.

Internal Escalation of Complaints:

Nature of Complaint / GrievanceThematic AreasStage 1:

Early Resolution

Stage 2:

Formal Stage

Stage 3:

Formal Stage (appeal)

Academic

 

Programme delivery, learning facilities, resources and supervisionProgramme Manager / Quality Assurance and Enhancement ManagerGroup Head of EducationRegistry / EMT
Administrative / Student RecordEnrolment records,  student information, data, registrationAdmissions / Senior Programme Officer / Registry ManagerHead of Student ServicesRegistry / SMT
Student ServicesGeneral student services, counselling, student support, and accommodation supportHead of Student Services  / Team ManagerHead of Student ServicesRegistry / SMT
IT and FacilitiesSystem access and accounts, Canvas, MyACM, ACM email, Campus facilitiesFacilities Officer / IT OfficerFacilities Manager / IT ManagerRegistry / SMT
FinancialFees, charges, student loans, bursaries and scholarshipsStudent Finance Officer(s)Head of FinanceRegistry / SMT
Quality AssuranceStudent representatives, regulations, policies and procedures, surveys, quality assuranceQuality Assurance and Enhancement ManagerHead of Quality and Student ExperienceSMT

 

Stage 1: Early resolution

2.3 In the first instance students who wish to make a complaint should discuss it with a member of ACM staff (Student Services team, Programme team – Senior Programme Officer, or Registry team) who will advise whether or not the complaint is best progressed through:

  • An informal meeting or mediation;
  • A Student Forum or Board of Studies (for concerns impacting a wider group/cohort);
  • Consultation with specific persons who can resolve the problem (E.g. Tutor, Module Leader, Services Officer)
;
  • Referral to an external agency, or
  • Escalation to the Formal Stage 2

2.4 The member of staff consulted shall discuss the complaint with the student and, with the student’s consent, engage anyone else involved, to see if the concern can be resolved through early resolution. Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student and Registry in writing within 10 working days.

Stage 2: Formal Stage

2.5 If the student is dissatisfied with the outcome of Stage 1, they may opt to escalate the complaint to the second (formal) stage.  All formal complaints must be submitted in writing to Registry within 10 working days of the informal stage having been completed. The student should attach all relevant supporting materials and evidence to support their complaint. Complaints that lack relevant supporting documentation may be dismissed or referred back to the student for further consideration.

2.6 Registry will acknowledge receipt of the complaint in writing, and notify the student of the next steps within 10 working days of receiving the appeal. Registry will direct the complaint to the relevant senior member of ACM staff (see table above), who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal hearing.

2.7 Any resolutions that are agreed at this point shall be put in writing and sent to the student and Registry within 5 working days. Registry will seek confirmation from the student(s) that they are satisfied with the agreed outcome.

2.8 The member of senior management shall consider the evidence, written or otherwise, and, if necessary, hold such discussions with the complainant and any other persons they deem appropriate in order to fully investigate the complaint.

2.9 The member of Senior Management, having fully investigated the complaint over a period not normally exceeding 20 working days from its receipt, shall decide whether:

  • the complaint should be progressed through other procedures; or whether
  • there is no reasonable justification for the complaint, in which case the complaint shall be terminated at this stage; or whether
  • there is reasonable justification for the complaint.

2.10 The member of Senior Management shall:

  • make their decision known in writing;
  • recommend resolutions to any justifiable complaint which all parties involved in 
the complaint shall be invited to accept; and
  • if the recommendations are agreed, shall take steps to ensure that they are implemented in full within the agreed time period.

2.11 Registry will:

  • Inform the student and to the members of staff or other students involved of the decision.
  • Monitor the agreed resolutions to the complaint as necessary.

Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 3.

Stage 3: Formal Stage Appeal

2.12 The student must submit their appeal of the complaint outcome (stage 2) in writing to Registry within 10 days of notification of the outcome of the second stage. This student should submit a statement to support the appeal and any further supporting documentation related to the complaint.

2.13 A Complaints Panel will be constituted by Registry and will consist of a minimum of three senior staff members that have not been directly involved in Stage 1 of the complaint. The panel will normally consist of a member from the Registry team and two members from the relevant departments (normally Education and Student Services). The panel will examine the evidence that has been submitted, and may opt to call meetings with the appellant, and staff involved in order to gather further evidence to make a reasonable determination of the outcome of appeal.

2.14 In compelling circumstances, the Chair of the Panel may take Chair’s Action in the student’s favour. The Chair shall formally communicate this decision to Registry, who will notify the appellant within 5 working days.

2.15 A record of all panel interviews and a record of the panel outcome(s) will be provided to Registry in writing.

2.16 Panel proceedings should be concluded within 30 days of the initial notification of the receipt of the academic appeal. The outcome reached by the Panel will be communicated to the appellant in writing through Registry. Registry will communicate the outcome of the Panel proceedings within 5 working days.

2.17 Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 4. 

Stage 4: (awarding body / collaborative partner)

2.18 If the student is not satisfied with the decision at the conclusion of ACM’s Formal stages, or if the recommendations made at this appeal stage 3 are not implemented, they may appeal to ACM’s awarding body for their programme, which will follow their own process, as outlined below.

2.19 Students should contact ACM Registry who will advise how to lodge the appeal with the awarding / collaborative partner.

2.20 For information on this process, the student should refer to:

  • Degree students in programmes validated by Middlesex University:
Student Complaints and Grievance Procedures, Middlesex University Regulations:

Middlesex University Regulations: Complaints procedure

  • Diploma Students: University of the Arts London’s Student Complaints Procedures:

University of the Arts, London: Student Complaints Procedures

  • Diploma Students, where a grievance relates to funding: East Surrey College, Client Feedback Policy

East Surrey College Client Feedback Policy

2.21 Students enrolled in Further Education studies will have exhausted options for further appeal once the matter has been considered by the awarding / collaborative (funding) body.

2.22 Students enrolled in Higher Education programmes that are not satisfied with the outcome of the awarding body may escalate their appeal to the OIA. While most complaints will be considered by the awarding body. Any complaint cannot be processed through the awarding body’s regulations and/or agreed partnership provisions, may be referred directly to the OIA consideration.

Stage 5: (HE students only)

2.23 Where the student is not satisfied with the outcome of the University proceedings, they may escalate their complaint to the Office of the Independent Adjudicator (OIA) for students in Higher Education. The University can provide further guidance to the appellant if they wish to escalate their appeal. Information about the OIA is available here: http://www.oiahe.org.uk/

Groups of Complainants

2.24 
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. This spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. 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.

Student Progression

2.25 Until the complaint is concluded, the student:

  • Will be allowed to continue their studies, except under circumstances where there is a disciplinary matter involved where the student has been suspended for their own or others safety,
  • Must continue to meet attendance, engagement, and assessment requirements for the programme.

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 Student Complaints and Grievances Procedure lead is:

  • Head of Quality and Student Experience

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

  • Group Head of Education
  • Quality Assurance and Enhancement Manager
  • Head of Student Services
  • Programme Managers
  • Senior Programme Officers
  • Registry Manager
  • Senior Management, including Executive Senior Management.
  1. Reference Points
  • Academic Appeals Policy
  • Academic Integrity Policy
  • Admissions
 Policy
  • Equality and Diversity Policy
  1. Date of Approval and Next Review

Version:                       2.1

Approved on:               11 Sep 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download – PRO_003_Student Complaints and Grievances_180521

Policy 004: Student Disciplinary

Policy 004: Student Disciplinary

  1. Purpose and Scope

1.1. This policy outlines the expectations the Academy of Contemporary Music (ACM) has with regards to the behaviour and conduct of students of ACM, and the steps that may be taken in any instance where a student’s conduct does not meet these standards. The policy is designed to ensure that students are treated in a fair and equitable manner.

1.2. This policy applies to all students in ACM buildings, residential buildings with ACM agreements, off-site visits, at events and functions sponsored or organised by ACM, and in the campus communities.

1.3 The policy applies to timetabled learning activities, as well as ACM activities outside of timetabled teaching activities, such as events or activities arranged by students or staff that involve or are promoted by ACM. It also covers the conduct of students within the local area in private residential accommodation where the reputation of ACM is brought into disrepute due to unacceptable behaviour or the behaviour of ACM students has caused distress to local residents.

1.4 ACM reserves the right to investigate and act upon any conduct by an ACM student which impairs our efforts to sustain a supportive learning and creative community for all our staff, students and visitors.

1.5 The policy also includes statements on alcohol, drugs, bullying and harassment. Cases of academic misconduct are addressed in our Academic Integrity Policy, however students may be subject to disciplinary proceedings as outlined in this policy and its corresponding procedure.

  1. Policy Statement

2.1       The Student Disciplinary policy is underpinned by the following principles:

  • All members of ACM staff have a responsibility to ensure that student discipline is maintained;
  • The Student Disciplinary procedure is designed to establish the facts quickly and to deal fairly and consistently with disciplinary issues;
  • At every stage in the disciplinary procedure, students will be given details of the matter which the disciplinary policy and procedure refers to, and will be given the opportunity to state their case before a decision is made;
  • The accompanying procedure may be implemented at the discretion of ACM, depending on how serious the alleged misconduct is;
  • If a student feels that they have been unfairly treated, then they have the right to appeal against any disciplinary penalty. In these circumstances, students should refer to and utilise ACM’s Student Disciplinary Appeals Policy and Procedure;
  • If the student is over 18 they have the right to be accompanied by another person at formal disciplinary meetings and at any subsequent appeal of the disciplinary outcome. Students under the age of 18 or adults at risk must be accompanied by a parent, guardian or adult who assumes responsibility for the student’s welfare. All students invited to attend a disciplinary meeting or hearing will be consulted regarding a mutually convenient time for the meeting;
  • Following three scheduled meeting opportunities where there is no attendance from the student, the meeting and/ or hearing may be held in absentia.

2.2       ACM will thoroughly investigate all transgressions of student discipline brought to its attention, and in making judgements as to the appropriate course of action will apply the principle of balance of probability based on the evidence available.

2.3       ACM reserves the right to take disciplinary action against students for incidents not directly related to ACM that could be considered to put other students or staff at risk or bring ACM into disrepute e.g. allegations of assault or involvement in illegal drugs.

2.4       No student shall be suspended or terminated from their studies unless they have been given an opportunity to make representations in person to a member of the Executive Team or nominee from the Senior Management Team (SMT). Where for any reason it appears to the Executive Team or nominee from SMT that it is not possible for the student to attend in person, they will be allowed to make written representations.

2.5 In the case of suspected gross misconduct, ACM reserves the right to temporarily suspend the student with immediate notice.

2.6 The welfare and wellbeing of all students of ACM depends upon the reasonable and disciplined behaviour of ACM students. ACM expects students to take responsibility for their learning and actions and behave in a mature, responsible and appropriate manner at all times while involved in ACM activities.

2.7. The need for disciplinary action is kept to a minimum by ensuring that students are made fully aware of their responsibilities as students and ensuring that when a student’s behaviour appears to be causing distress, or is considered unacceptable, measures are put in place to support students to continue their studies in a responsible manner.

2.8. All students are made aware of their responsibilities and ACM’s expectations of them as part of their induction and re-induction to ACM, and through ongoing communication and support from all members of ACM staff.

Alcohol and Drugs

 2.9       ACM has a ‘zero tolerance’ approach to drug and substance misuse.

2.10     Drugs that are prescribed for medical conditions can also have adverse side effects, which can be detrimental to the health and safety of the prescribed individual. The warning ‘This drug causes drowsiness – do not operate machinery’ is common on prescription tablets but not always heeded. There can be other effects, which can also cause a hazard.

2.11     Smoking, including the use of e-Cigarettes, is not permitted anywhere on ACM premises.

2.12     ACM has a zero-tolerance approach to alcohol misuse. Students are not permitted to consume alcohol during lessons. Students are not permitted to bring alcohol onto ACM premises or to come into ACM in an unfit state to participate in lectures or other timetabled learning activities. Any breach of this rule by students or staff will be treated as a case of misconduct. Even a small amount of alcohol consumed can reduce reaction times and may cause errors of judgement, and in addition the perception of risk can be reduced.

2.13     If a student feels they are experiencing alcohol or drug related dependencies or thinks they are at risk of developing one, they should seek advice, support and help through ACM. ACM has a number of various support services that we can refer a student to.

2.14     Any student found under the influence of substances (in an unfit state to participate in lectures or other timetabled learning activities), or in possession, under the influence of or supplying illegal drugs will be subject to full ACM Student Disciplinary proceedings, and ACM will normally refer all offences relating to drugs to the police.

Bullying and Harassment

2.15 ACM is committed to maintaining a working and learning environment free from any form of bullying or harassment. ACM operates a zero-tolerance policy towards bullying, harassment, and threatening or antagonistic behaviour from staff and students. Matters relating to bullying and harassment will be subject to this policy, in order for a resolution and outcome to be reached.

2.16     Bullying is the abuse of power or position to, for example, threaten, abuse, intimidate, insult, ridicule or criticise; to humiliate and undermine a person so that their confidence and self-esteem is destroyed. This can range from violence, shouting and sarcasm to more subtle forms such as setting a person up for failure with impossible workloads and deadlines.

2.17     It may be difficult to identify whether name calling is banter or bullying. A student may feel intimidated or under pressure not to raise a complaint or discuss the incident with a member of staff because others are saying it is just a joke. If it is a one-off incident then it may be that it is banter with no harm intended.

2.18 Harassment may be intentional bullying which is obvious or violent, but it can also be unintentional or subtle and insidious.

2.19 The terms bullying and harassment are often used interchangeably, and many definitions include bullying as a form of harassment. Harassment tends to have a strong physical component and is usually linked to gender, race, disability or physical violence; bullying tends to be a large number of incidents (individually trivial) over a long period comprising constant unjustified and unsubstantiated criticism.

2.20     Hate crime is any offence committed against a person or property which is motivated by the offender’s hatred of people because they are seen as being different. People do not have to be a member of a minority community to be a target of hate crime. Any incident where an individual or group of people are targeted because they are believed to be of a different race, religion/belief, sexual orientation, gender identity or have a disability can be reported as a hate crime.

2.21     Bullying and harassment can come in different forms and may not necessarily occur face to face; they may be written communications (such as notes, emails, SMS texts or posts on social networking sites); other visual communications (such as photos, pictures or videos); or verbal communication (including via the telephone).  

Misconduct

2.22     The conduct covered in this section shall constitute misconduct if it takes place on ACM property or premises, or if the student concerned is involved in an ACM activity, is representing ACM or is present at that place by virtue of his or her status as a student of the ACM. It will also constitute misconduct in any location if the actions brings ACM into disrepute. Any actions that contravene the principles of the Prevent Duty shall also be considered as misconduct and appropriate action taken (including referral to the appropriate Multi Agency Safeguarding Hub (MASH), which may result in a charge of gross misconduct and subsequent programme termination. This activity may also lead to criminal proceedings.

2.23 The following will constitute as misconduct:

  • Disruption of, or improper interference with, the academic, administrative, social or other activities of ACM, whether on ACM premises or elsewhere;
  • Obstruction of, or improper interference with, the functions, duties or activities of any student, member of staff or other employee of ACM or any contractor or visitor to ACM;
  • Violent, indecent, disorderly, threatening, defamatory or offensive behaviour or language whilst on ACM premises or engaged in any ACM activity;
  • Fraud, deceit, deception or dishonesty in relation to ACM or its staff or in connection with holding any office in ACM or in relation to being a student of ACM;
  • Action which causes or is likely to cause injury or impair the safety of others;
  • Breach of the provisions of other Policies, Codes, Rules and Regulations of ACM;
  • Behaviour which brings ACM into disrepute;
  • Any form of harassment of any student, member of staff or other employee of ACM or any contractor or visitor to ACM whether in person, in writing, by email, via the internet (including social media) or otherwise;
  • Damage to, or defacement of, ACM or associated property or the property of other members of the ACM community caused intentionally or recklessly or by negligence, and misappropriation of such property;
  • Misuse or unauthorised use of ACM premises or items of property, including computer misuse. The improper use of ACM’s IT facilities is outlined in ACM’s Acceptable Use of IT Policy.
  • Failure to disclose name and/or other relevant details to an officer or employee of ACM or its contractors in circumstances when it is reasonable to require that such information be given; or
  • Failure to comply with a previously imposed warning under this Policy or any other Policies, Codes, Rules and Regulations of ACM;
  • The deliberate false activation of a fire alarm;
  • Bringing alcohol onto ACM premises and/or consumption of alcohol in a teaching and learning environment unless explicit permission has been gained e.g. as part of a private view/show;
  • Coming into ACM in an unfit state to participate in lectures or other timetabled learning activities due to the consumption of alcohol or illegal drugs;
  • Consumption of any food or beverages in a teaching area;
  • Unauthorised audio/video recording/photography of a learning activity;
  • Excessive printing or copying, or other unauthorised use of printing or copying facilities.
  • Falsifying, or attempting to falsify, evidence of their own or other students’ attendance at timetabled activities;
  • Conduct which constitutes a criminal offence (including conviction for an offence) where that conduct:

(a) took place on ACM premises, or;

(b) affected or concerned other members of the ACM community, or;

(c) damages ACM’s  name or reputation or;

(d) otherwise constitutes misconduct within the terms of this Policy, or;

(e) is an offence of dishonesty, where the student holds an office of responsibility in ACM, or; (f) brings into question whether ACM can safely and responsibly allow the student to remain a member of our community.

2.24 The above list is indicative and not exhaustive. Other forms of behaviour which are not documented here may be considered misconduct.

Academic Misconduct

2.25 Warnings issued under Academic Integrity investigations will be considered when applying this Policy.

Suspension and Termination of Students

2.26     ACM may choose to suspend a student with immediate effect in the event of alleged gross misconduct, and where it is considered that the student may pose a risk to themselves other students or staff, ACM, or the conduct of an investigation.

2.27     The period of suspension will last until information has been gathered surrounding the incident of misconduct. In this instance, the student will subsequently be given opportunities to make representations in person to a member of the Senior Management Team (SMT).

2.28     Suspension should not be seen or used as a punishment and is a neutral act. It is a means of removing a student from a potentially difficult or dangerous situation whilst an investigation is carried out.

2.29     ACM will inform the student, and their parents, guardians or adults who have a position of responsibility for the student’s welfare if the student is under 18 or an adult at risk, in writing within 24 hours of the reason for suspension and the restrictions this places on them.

2.30     Suspension and Termination prohibits a student from participating in any ACM activities (on or off-site and including those organised by Industry Link, the Marketing team or Students’ Union), prohibits access to ACM facilities and premises and any external events or activities held on ACM premises.

Criminal Offences

2.31     If there is a genuine reason to believe that a student has committed a criminal offence, ACM will refer the matter to the Police as appropriate.

2.32     The following procedures will apply where the alleged misconduct would constitute an offence under criminal law if proved in a court of law.

2.33     Where the offence under criminal law is considered not to be serious, action under this Policy may continue, but such action may be deferred pending any police investigation or prosecution.

2.34     In the case of all other offences under criminal law, no action (other than suspension or termination) will be taken under this Policy unless the matter has been reported to the police and either prosecuted or a decision not to prosecute has been taken, at which time the Executive or Senior Management Team nominee will decide whether disciplinary action under this Policy should continue to be taken.

2.35     Where a finding of misconduct is made 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 disciplinary action.

2.36     Except in cases considered not to be serious, if the victim will not report the matter to the police or will not co-operate in their enquiries ACM will not normally use its internal procedures to proceed with the matter. Only in exceptional circumstances will ACM report an alleged crime to the police contrary to the wishes of the victim. ACM reserves the right to make its own determination relating to the responsible measures it should take to ensure the safety and cohesion of its community.

2.37 ACM’s Safeguarding and Prevent duties may also require us to act upon information, despite a victim of a crime not choosing to refer the incident through formal proceedings.

2.38     If the police or the Crown Prosecution Service (CPS) decide not to prosecute, ACM may, exceptionally, proceed with action under this Policy depending on the reasons for the non-prosecution.

2.39     ACM will normally refer all offences relating to controlled drugs to the police.

2.40     ACM will work with the police and other local agencies in regards to substance abuse and drugs issues within the local community

Referrals to Multi Agency Safeguarding Hub (MASH)

2.41  Where investigations relating to student misconduct are found to raise concerns relating to a student’s behaviour, or actions, due to the perceived risk of radicalisation and/or extremism, ACM will work in close partnership with relevant partners including HEFCE/the Office for Students’ HE/FE Prevent Lead, local police, local authorities, academic partners and work to establish networks for sharing good practice in approaches and information where this is a necessity.

Representation

2.42     All formal invitations to disciplinary meetings will outline the student’s right to bring with them a friend, parent, mentor, or other representative. Students under the age of 18 or adults at risk must be accompanied 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 Chair of the disciplinary panel.

2.43     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.

2.44     Students will be offered a meeting with a member of staff to outline the Student Disciplinary process.

2.45     Additionally, some young people, adults at risk and those who do not have English as a first language may need help to articulate themselves and to get other people to listen to what they say. This is particularly true when they are being interviewed by members of staff who have are in a senior position of responsibility. Students will be offered a meeting with a member of the Education Guidance team if such needs are identified.

Confidentiality

2.46     Some aspects of discussions or evidence may be confidential or inappropriate to share amongst a wider audience. The person Chairing the meeting will make a decision as to the appropriateness of what information should be disclosed e.g. names of witnesses where there is a concern about their welfare or safety.

  1. 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 Student Disciplinary 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:

  • Programme Managers
  • Group Head of Education
  • Quality Assurance and Enhancement Manager
  • Head of Quality and Student Experience
  • Education Strategist
  • Director of Strategy and Innovation
  • Education Staff
  • Industry Link Staff
  • Student Services Staff
  1. Reference Points
    4.1 Internal:
  • Student Disciplinary Procedure
  • Academic Integrity Policy
  • Acceptable Use of IT and E-Safety
  • Equality & Diversity
  • Health & Safety Policy
  • Participation & Attendance Policy
  • Safeguarding
  • Student Charter
  • Good Neighbour Guidance
  • Prevent Policy

4.2 External:

  • Middlesex University Regulations 2016-2017 ‘Student Conduct and Discipline’
  • UALab Regulations 2016 – 2017: Disciplinary Code For Students
  • East Surrey College Student Disciplinary Policy & Procedures
  • The Prevent Duty
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_004_Student Disciplinary_180521

Policy 006: Extenuating Circumstances

Policy 006: Extenuating Circumstances

  1. Purpose and Scope

1.1.  This policy describes how the Academy of Contemporary Music (ACM) considers formal Extenuating Circumstances claims in relation to the outcome of a student’s summative assessment  and overall programme/award/classification outcomes.

1.2.  This policy applies to students studying on degree programmes and is designed to ensure that students are treated in a fair and equitable manner. This policy applies to all students studying on validated degree programmes in partnership with Middlesex University and is designed to ensure that students are treated in a fair and equitable manner.

1.3 This Policy does not cover students registered on degree programmes run as part of a franchise agreement with Falmouth University.  Students on these programmes should refer to the Falmouth University Extenuating Circumstances Policy.

1.4  The content of this policy aligns with the regulations of ACM’s validating partner, Middlesex University and other external stakeholders to whom ACM must make reference.             

  1. Extenuating Circumstances

2.1  ACM recognises that from time to time students will encounter exceptional circumstances that prevent them, through no fault of their own, from submitting work or being assessed according to the published schedule. This policy aims to ensure ACM upholds a fair balance between supporting students in exceptional circumstances and ensuring the fair treatment of the wider student body.

Extenuating circumstances will consist of the recording of one or more personal difficulties, such as ill health, submitted by a student and supported by acceptable authoritative evidence, which will be considered by an Extenuating Circumstances Panel and may be taken into account by Student Progression and Assessment Boards and Final Exam Boards in determining the classification of degrees and the progression of students.

2.2 Students are encouraged to discuss their circumstances with the Programme Manager and/or Senior Programme Officer at the earliest opportunity, who may provide advice in relation to the application process and supporting documentation needed. Only extenuating circumstances submitted directly by the student to the Senior Programme Officer will be recorded and considered by the Extenuating Circumstances Panel. All information relating to the nature of extenuating circumstances will be kept confidential.

2.3  Extenuating circumstances will not normally include:

(a) proximity or number of examinations or other assessments

(b) pressure of paid or unpaid employment

(c) misreading of examination timetables

(d) poor time management

(e) scheduling of holidays or time abroad

(f) Failure to adequately electronically back up assessments

2.4  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.

2.5  All work submitted by students for assessment will be graded on its merits without consideration of any extenuating circumstances known to the marker. Extenuating circumstances will not be used by Student Progression and Assessment Boards and Final Exam Boards to alter the grades of students.

2.6  Students must submit extenuating circumstances applications to their relevant Senior Programme Officer, with authoritative documentary evidence. Applications submitted without authoritative evidence will not normally be considered by the Extenuating Circumstances Panel.

2.7  Extenuating circumstances will be considered, upheld or rejected by the Extenuating Circumstances Panel in the following circumstances:

(a)  in considering whether a student may progress to the next stage of the programme;

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

(c) consideration for an aegrotat award (a qualification that is awarded although one or more assessments have been missed due to illness);

(d) consideration of the modules which the application applies to may be recommended with or without penalty.

2.8  Normally extenuating circumstances shall not be taken into account where the circumstances have already been allowed for (for example, by special assessment arrangements or through agreed reasonable adjustments and evidenced Individual Learner Agreement). Alternative assessment arrangements should be agreed at enrolment in cases of known medical conditions, or learning needs and agreed with the student before an examination period begins.

2.9  Extenuating circumstances brought to the attention of the Chair of the Panel after the Panel has met should normally be considered only if the student was unable or, for valid reasons, unwilling, to disclose them before the deadline.

2.10 The student’s extenuating circumstances will be recorded by Registry, noting what documentary evidence had been supplied, and the documentation will be made available to the Extenuating Circumstances Panel with supporting commentary. Access to the original evidence may be restricted to the Chair, Secretary and the External Examiners of the Final Exam Boards, in cases where it is deemed prudent due to the nature of or circumstances around the extenuating  circumstances.

2.11 Only formal extenuating circumstances applications and supporting evidence submitted directly to Registry will be recorded and considered by the Extenuating Circumstances Panel. Programme Managers, Senior Programme Officers, Student Support Officers and teaching staff should advise students accordingly.

2.12 The Student Progression and Assessment Boards and Final Exam Boards may consider the full history of summarised extenuating circumstances, as recommended by the Extenuating Circumstances Panel. Where necessary the Chair or Secretary will obtain the original evidence from Registry prior to the commencement of the Board. The extenuating circumstances may be taken into account in accordance with point 2.6 as above, and it should be noted where this may be used in determining the classification of the qualification awarded.

2.13 In considering extenuating circumstances the Extenuating Circumstances Panel will:

  1. a) note whether acceptable, authoritative evidence has been supplied to support a student’s application;
  2. b) consider whether, where extenuating circumstances are judged to be very severe and it is not possible for the student to undertake further assessment, an aegrotat degree (which is without classification) should be awarded.
  3. d) may consider a student’s overall fitness to study in accordance with the Fitness To Study Policy.
  4. e) may make recommendations for ongoing Reasonable Adjustments, in light of any disclosed ongoing medical conditions as explained and evidenced by the student on submission of their Extenuating Circumstances application.

2.14     Where the Chair considers extenuating circumstances applications submitted under 2.8 and which have not been considered by the Student Progression and Assessment Boards and Final Exam Boards, the Chair will follow the procedure in 2.12 and may either make a decision, by way of a Chair’s Action, in the student’s favour or advise the student to submit a review of the decision by way of a Complaint or Grievance to Registry.

2.15 The Extenuating Circumstances Panel approves or rejects applications for Extenuating Circumstances, and reports the decision to the Student Progression and/or Finalist Examination Boards. The Progression and Examination Boards may, in light of the approved applications, consider whether the student has performed unexpectedly below their expected level of achievement in a given module or modules; whether there is a significant difference between the student’s performance in the year in which they experienced difficulties and their previous or later performance; and whether it correlates with the evidence provided.

2.15 Deferred assessment in a module must take place at the next available assessment opportunity or, in exceptional circumstances, at a time agreed by the relevant Programme Manager. Deferred assessment(s) which are failed will be reassessed at the next available opportunity.

2.16 Students who have deferred assessment are not entitled to further tuition in the deferred component, where a full teaching or study block for the deferred module has been completed by the student. Students may be provided with tutorial support, and other non-timetabled support opportunities on request. Students are encouraged to engage with and make use of revision and study skills sessions offered by ACM.

2.17 Students will not normally be permitted to undertake reassessment in a component of a module which has already been passed.

2.18 Students will automatically be considered to be At Risk (AR) of achieving their programme award if an extenuating circumstances application has been authorised. Students with one or more summative assessments outstanding, whether due for submission with or without Penalties applied are considered to be At Risk.

2.19     Students have the right to request a review the decision of the Extenuating Circumstances Panel. Please refer to the Complaints and Grievances Policy and procedures for further information.

  1. 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 Extenuating Circumstances lead is:

  • Head of Quality and Student Experience

3.2 Implementation and compliance with the policy, and corresponding Procedure will be overseen by the following designated staff:

  • Programme Managers
  • Senior Programme Officers
  • Module Leaders
  • Student Services Officers
  • Head of Student Services
  • Quality Assurance and Enhancement Manager
  • Chair, Student Progression and Achievement Board
  • Chair, Extenuating Circumstances Panel
  • Chair, Finalist Exam Board
  1. Reference Points
  • 1. Internal:
  • Academic Appeals Policy
  • Complaints and Grievances Policy
  • Attendance Policy
  • Equality and Diversity Policy
  • Fitness to Study Policy
  • 2. External:
  • QAA Quality Code Chapter B6: Assessments of Students and the recognition of prior learning
  • QAA Quality Code Chapter B4: Enabling student Development and Achievement
  • QAA Quality Code, Chapter B9: Student Appeals and Complaints
  • Middlesex Regulations 2017 – 2018 (Section D8)
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               19 April 2018

Approved by:               Academic Board

Next Review:                01 Aug 2019

 

 

Download POL_006_Extenuating Circumstances_170728

Policy 007: Academic Integrity

Policy 007: Academic Integrity

  1. Purpose and Scope

1.1  This policy explains ACM’s requirements for students to submit work for assessments which is original or properly credited to author/owner. ACM students are provided with guidance regarding good academic practice, covering situations where plagiarism may not be intentional, but also making explicit reference to this policy and explaining matters of academic misconduct.

1.2  This policy supports ACM staff in effectively discharging their responsibility to ensure that no unfair advantage is gained through cheating, plagiarism or other forms of academic misconduct.

1.3  This policy ensures that students are treated in a fair and equitable manner.

1.4 Students who are enrolled on an Franchised programme (Falmouth University awards) should refer to Falmouth University’s Academic Integrity policy.    https://www.falmouth.ac.uk/sites/default/files/download/academic_integrity_policy_16-17.pdf

  1. Policy Statement

Academic Integrity

2.1 The Academy of Contemporary Music (ACM) is committed to upholding academic quality and standards, by ensuring that students do not obtain awards through any form of unacceptable academic practice relating to assessment – including plagiarism, cheating, collusion and impersonation. This is fundamental to securing academic standards.

ACM, in upholding its academic standards, will ensure that appropriate actions are taken whenever formative or summative assessment work causes concerns relating to academic integrity.

2.2 ACM acknowledges the collaborative nature of creative industries, and will seek to ensure all group work is graded in a fair and equitable manner.

2.3 Where academic misconduct has been proven, this will be recorded on a student’s transcript, using the appropriate assessment board outcome coding as recognised by the awarding body.

Plagiarism

2.4 Plagiarism is the passing off of another person’s published or unpublished work as the student’s own by unacknowledged quotation or wholesale copying. It is not an academic offence if the material is acknowledged by the student as the work of another via the provision of detailed references and a full bibliography, and the accurate use of quotation marks (in the case of written material). Students should follow the full guidance provided by ACM on quotation, referencing and the avoidance of plagiarism.

2.5 The uncredited use of any published or unpublished material, whether in manuscript, printed or electronic form, is covered under this definition of plagiarism. Plagiarism may be intentional or unintentional. Unintentional plagiarism can also be referred to as poor academic practice.

Plagiarism is a breach of academic integrity and also means that the work submitted has not met the learning outcomes necessary to complete the learning process. Plagiarism is unethical and can have serious consequences for an individual’s future career.

Cheating

2.6 This can include being party to an arrangement intending to break or avoid the regulations such as obtaining or seeking to obtain access to examination papers prior to an exams, using notes or electronic devices during an exam, or copy another student’s work to gain unfair advantage during an exam.

Collusion

2.7 This can involve unauthorised collaboration between students, failure to attribute assistance received, or failure to follow precisely regulations on group work projects. It is your responsibility to ensure that you clearly understand the extent of collaboration permitted, and which aspects of the work must be your own.

Impersonation

2.8  Impersonation refers to the act of one person assuming the identity of another with the intent to gain an unfair advantage for the person being impersonated, for example, by undertaking an examination on the other’s behalf. Both parties, the impersonator and the person being impersonated, would be considered culpable of being in breach of the academic integrity policy.

Poor Academic Practice

2.9 Poor academic practice refers to incorrect or incomplete referencing of external references, in line with the preferred referencing conventions currently used by an institution. ACM makes use of the Harvard Referencing System. Repeated instances of confirmed poor academic practice may be considered a matter of deliberate contravention of academic integrity.

Auto-plagiarism

2.10 Auto-plagiarism refers to any material which is identical or substantially similar to the student’s own material which has already been submitted for any other assessment within ACM or elsewhere.

Fabrication

2.11 Fabrication refers to the presentation of qualitative or quantitative data or findings in surveys or reports, which has either not been undertaken or fully completed and where the data or results have, in whole or in part, been deliberately invented or falsified.

Severity

2.12 The severity of matters relating to the academic integrity of a student’s submission of work is divided between three categories:

  1. Minor Offence
  2. Serious Offence
  3. Grave Offence

Sanctions

2.13 Exceptionally, where serious academic misconduct is discovered after the deadline for submission of an allegation of academic misconduct, 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.

2.13 When a student submits an assessment physically or electronically,  and where they have also provided a declaration that the work is their own. If a member of staff, or a student, or another ACM mechanism raises a concern regarding the academic integrity of a student’s formative and summative assessment, an investigation of the the submission will begin under ACM’s Student Disciplinary Policy and Procedures.

2.14 If a breach of academic integrity is established, the minimum penalty imposed shall normally exceed that which would follow if the student had failed the assessment.

2.15  All confirmed offences will be recorded on the student’s academic record.

2.16 All records of disproved offences must be removed from the student’s academic record.

2.17 The penalties outlined within this policy are indicative of the maximum penalties which may be imposed.

Minor Offence

2.18 An offence is considered to be in the category of a Minor Offence when the transgression is the first and sole offence:

(a) The offence occurs within FHEQ Levels 2, 3 or 4, and would therefore not affect a Bachelor’s Degree final classification, or;

(b) Where the offence occurs at Level 5 or above, and the component of assessment contributes a relatively small percentage of the overall module assessment;

2.19  Standard penalties for a minor offence

(a) Failure at module level, identified through the use of grade ‘P’;

(b) If a first attempt, to re-submit work by a given deadline with maximum grade to be a passing grade of 40, or relevant pass grade as applicable to the award.

(c) If a second attempt, any retake of this, or a replacement, module to receive a maximum grade of 40, or relevant pass grade as applicable to the award.

(d) Written warning that further offences will have serious consequences for the student’s final qualification

Serious Offence

2.20 An offence is considered to be in the category of a Serious Offence when:

(a)  The transgression occurs at any FHEQ Level;

(b) It is a first infringement offence, with documented and agreed mitigating circumstances.

2.21  Standard Penalties for a serious offence

  • A failing grade for the module affected.

(b) If a first attempt, to re-submit work by a given deadline with maximum grade to be granted for the module of  (40%), or relevant pass grade as applicable to the award.

(c) If a second attempt, or if external requirements apply, or for substantial plagiarism in a project or dissertation module, to retake the module involved, with re-registration for the module and a new project title (where applicable), with a maximum grade of 40, or relevant pass grade as applicable to the award.

2.22 Grave Offence

(a) May occur at any FHEQ Level

(b) No documentary mitigating circumstances

(c) Includes offences such as: impersonation in examinations, a second or subsequent offence, substantial plagiarism in a dissertation

2.23 Standard penalties for a grave offence

(a) The reduction of a degree by a class and/or award a lower level qualification; or

(b) repeat of academic level in which the offence occurred; or

(c) Termination of the student’s enrolment on the ACM course or programme, which incorporates failure of any and all assessment taken that academic year, or academic level as applicable.

Fee and delivery implications

2.24 Requirement to retake a module, or substitute module may incur additional fees and possible disruption to student’s original delivery schedule. Interruption or termination of enrolment to programme of study may also incur issues with regard to student loan access and/or funding. Students should refer to the  Student Finance Policy for details regarding fee liability.  

Appeals

2.25 If a student wishes to appeal a decision made by ACM regarding academic integrity, they should follow the Student Appeals policy and procedure.

Responsibilities and Accountabilities

2.26 Students will be provided with information about what constitutes good academic practice during their classes and via their student handbook, and will be reminded of this in advance of assessment periods.

2.27 It is the responsibility of Pathway Leaders to ensure that all students and teaching staff are made aware of this policy and the consequences of breaches of academic integrity.

2.28 The responsibility for raising concerns about possible poor academic practice lies with the assessment marker in the first instance. However, all ACM staff members and students should raise any concerns they may have regarding the academic integrity of an assessment with the relevant Programme Manager.

2.29 The External Examiners, Internal Verifiers and Lead Internal Verifier provide additional points of scrutiny.

2.30 Once the facts have been established, it is the responsibility of the Programme Manager to judge the seriousness of the situation and exercise discretion accordingly, taking into consideration any precedent or extenuating circumstances where appropriate.

Appropriate Academic Conduct

2.31 Academic Staff are responsible for informing students:

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

(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;

(c ) Students should not allow others access to electronic versions of their work;

(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.

  1. 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 Academic Integrity lead is:

  • Group Head of Education

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

  • Head of Quality and Student Experience
  • Programme Managers
  • Education Strategist
  • Quality Assurance and Enhancement Manager
  • Module Leaders
  1. Reference Points

4.1 Internal:

  • Deferral of Assessment Policy and Procedure
  • Student Disciplinary Policy and Procedure
  • Student Disciplinary Appeals Policy and Procedure

 

4.2 External:

  • Middlesex University Regulations, Part F: Academic Honesty
  • Middlesex University Regulations 2016-2017 ‘Student Conduct and Discipline’
  • QAA Quality Code, Chapter B4: Enabling Student Development and Achievement
  • QAA Quality Code, Chapter B6: Assessment of Students and Recognition of Prior Learning
  • Supporting Academic Integrity: Approaches and Resources for Higher Education, HEA JISC
  • UALab Regulations 2016 – 2017: Academic Misconduct

 

  1. Date of Approval and Next Review

Version:                       1.2

Approved on:              28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download – POL_007_Academic Integrity_180521

 

 

Policy 008: Equality and Diversity

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.

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 recognized 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
  • Victimization
  • 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 behavior 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
  • Head of Education
  • Head of Teaching and Learning
  • Head of Student Services
  • Academic Registrar

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
  • Human Resources Manager
  • 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 Disciplinary Policy
  • Staff Disciplinary Policy
  • Content Approval Policy
  • Data Protection Policy

4.2 External:

  • The Equality Act 2010

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_008_Equality And Diversity_170728

Policy 009: Special Educational Needs

Policy 009: Special Educational Needs

1. Purpose and Scope

1.1 This policy explains in an open, transparent and accessible way how the Academy of Contemporary Music (ACM) supports students with Special Educational Needs (SEN) and the roles and responsibilities of ACM staff.

1.2 This policy describes how the ACM meets the learning needs of SEN of students by defining the arrangements in place for their support and the roles and responsibilities of ACM staff.

2. Policy Statement

Special Educational Needs

2.1 ACM is committed to provision of equal opportunities for disabled students and staff and aims to create an environment that enables them to participate fully in the mainstream of ACM life.  Everyone who has the capability to benefit from studying or working 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.

2.2 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.

2.3 To encourage a inclusive approach to disabled students, ACM staff need to respond appropriately to disabled students’ needs. This includes ensuring that:

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

2.4 The Disability Discrimination Act 1995 was amended in 2005 to include a public sector duty towards disabled people which, in the context of higher education institutions (HEIs), encourages academic staff to review their learning, teaching and assessment methods to become more inclusive for disabled students. The legislation supports a mainstreaming approach to disability, often referred to as the social model of disability. ACM recognises the social model of disability in order to satisfy its responsibilities.

Admissions Arrangements

2.5 ACM applicants complete admission forms that include details of any SEN. All applicants who have declared a SEN are referred to the Education Guidance Department (EGD) who who engage with the applicant to ensure that they are given information and advice about the support available.

2.6. Students who have declared complex support needs are phoned and support arrangements are discussed.

2.7 No students are denied admission on the grounds of their disability and ACM plans for and anticipates the requirements of disabled students.

Specialist SEN Provision

2.8. Specialist 1:1 tuition is offered where appropriate, together with in-class support where required. EGD staff liaise closely with ACM tutors and provide necessary training and updating. EGD staff also liaise with the ACM Student Referral Team and ACM counsellors for students with mental health issues.

2.9 The EGD consists of Specialist Tutors, who are qualified teachers with post-graduate qualifications in SEN, a Specialist Mentor, Specialist Classroom Assistants who are ACM Alumni with in-house training and, in the Clapham and Metropolis sites, Student Services Managers. 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.

2.10. Tuition can take place via Skype if recommended in the student’s Needs Assessment Report.

Facilities

2.11 The EGD in Guildford has a separate entrance to the main teaching areas so students can attend discreetly. The EGD aims to have a calm and positive environment, where students feel welcome and comfortable. In Clapham and Metropolis, private rooms are offered for students to meet their DSA Study Skills and/or Mentoring tutors.

2.12  All areas in ACM buildings have disabled access and toilets.

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

Allocation of resources

2.14 ACM provides a tutorial and counselling service for all students.

2.15. The EGD in Guildford has a separate Specialist Mentor and recoups funding for HE students who have a DSA Mentoring allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates support through DSA Mentors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the mentors in a safe and suitable environment.

2.16. The EGD in Guildford has Specialist one-to-one support and recoups funding for HE students who have a DSA Study Skills allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates the provision DSA Study Skills Tutors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the tutors in a safe and suitable environment.

2.17 The Education Guidance Manager is responsible for the funding paperwork.

2.18  Specialist invigilation of assessments for SEN students is carried out at the EGD.

Identification of needs

2.19 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.

2.20 Teaching staff may refer any student to the EGD if they have concerns re the student’s support needs. EGD staff can carry out Dyslexia Screening Tests upon request.

2.21. EGD staff keep detailed records of work done with students and progress made.

Access to the Curriculum

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

2.23 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

2.24. Records are kept of the attendance, retention and achievement of all students, including those with SEN.

Complaints

2.25 ACM students can speak to the Student Referral Team and/or the Senior Programme Officers, and raise concerns.

2.26. Informal, and Formal Grievances can be made in accordance with the Student Complaints and Grievances Policy and Procedure.

  1. 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 Special Educational Needs Policy lead is:

  • Head of Student Services

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

  • Head of Student Services
  • Education Guidance Manager
  • Head of Teaching and Learning
  • Head of Education
  • Academic Registrar

4. Reference Points

4.1 Internal:

  • Admissions
  • Admissions Complaints
  • Equality & Diversity
  • Safeguarding
  • Fitness to Study

4.2 External:

  • Disability Discrimination Act 1995, 2005 (amended)
  • Data Protection Act 1998
  • The Equality Act 2010
  • Special Educational Needs and Disability Code of Practice 2015
  • Middlesex University Regulations, 2016/17: Provision for students with disabilities and learning difficulties

5. Date of Approval and Next Review

Version:                       1.1

Approved on:              28 Jul 2017

Approved by:              Academic Board

Next Review:              01 Aug 2018

Download POL_009_Special Educational Needs_170728

Policy 010: Safeguarding

Policy 010: Safeguarding

1. Purpose and Scope

1.1. This policy describes how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach in the manner which matters relating to safeguarding are addressed.

1.2.  This policy describes how the Academy of Contemporary Music (ACM) considers, supports and makes use of appropriate referral mechanisms where there are issues of safeguarding the wellbeing of all children, young people or adults at risk attending any of the ACM sites.

1.3 This policy applies to all students and staff and is designed to ensure that students are treated in a fair and equitable manner and feel safe, secure and listened to whilst studying at ACM.

1.4 This policy is implemented with due regard to the provisions for Keeping Children Safe in Education: For Schools and Colleges, published by the Department for Education, and the Revised Prevent duty guidance: for England and Wales published by the home office.

2. Policy Statement

2.1.      ACM believes that it is always unacceptable for a child, young person or vulnerable adult to experience abuse of any kind and recognises its responsibility to safeguard their welfare by commitment to practice which protects them.

2.2. ACM recognises that it has a moral and statutory duty under the Education Act 2002, the Children’s Act 2006, the Safeguarding Vulnerable Groups Act 2006, the Care Act 2014 and various government initiatives, to promote and safeguard the welfare of its students, with specific reference to Working Together to Safeguard Children 2015 and Keeping Children Safe in Education 2016, and the Prevent Duty under the Counter-Terrorism and Security Act 2014;

  • the welfare of the child/young person/vulnerable adult is paramount;
  • all children/vulnerable adults regardless of age, disability, gender reassignment, marital and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse;
  • working in partnership with children, young people/vulnerable adults, their parents, carers and other agencies is essential in promoting young people’s welfare;
  • have regard to the Prevent Duty ensuing that there is awareness and active responses to the threat of radicalisation of any individuals, and in particular vulnerable adults and children.

ACM’s Safeguarding Responsibilities

2.3 ACM ensures that all new staff are checked with the Disclosure and Barring Service (DBS).

2.4. All ACM staff are provided with training at the recommended level (every year for Designated Safeguarding Leads and safeguarding team members and internal delivered training every 2 years for all other staff) to ensure staff are aware of the issue of protection from abuse and the procedures to follow starting from their initial induction.

2.5. Ensure at least one member of any interview panel has had Safer Recruitment training delivered via an online portal.

2.6 ACM Staff are provided with a copy of the Staff Code of Conduct as part of their induction

2.7. All staff are given a copy of ‘Keeping Children Safe in Education (Part One) 2016’  as part of their induction.

2.8. ACM ensures that a risk assessment is undertaken in admitting a student who may pose a threat to others or themselves.

2.9. ACM reserves the right to refuse admission to FE Courses, and Degree programmes  to any person who may pose a risk to young people or vulnerable adults.

2.10. ACM ensures that there are designated staff members with responsibility for child protection; including a member of the Senior Management Team.

2.11. Support staff  have responsibilities for handling a disclosure relating to safeguarding. This may include offering support on correct policy, procedure and guidelines and further emotional support offered thereafter.

2.12 Any concerns in relation to Prevent must be referred to the ACM Prevent Lead immediately. The Prevent Lead will liaise with the Regional Prevent Coordinators and the relevant MASH unit to identify strategies and actions that need to be taken with regard to any Prevent related concerns.

2.13. ACM is committed to ensuring that a person who discloses abuse is offered all possible appropriate support around the time of and after disclosure.

2.14. All records of a disclosure are kept in a confidential file.

2.15. Staff take steps to ensure students are aware of the mechanisms for reporting bullying and abuse on site at ACM and online.

2.16. ACM ensures that all policies and procedures are available to all staff and students via the ACM website and the MyACM App.

2.17. ACM raises awareness of the policy and procedures to those outside ACM via the prospectus and ACM website.

2.18. The policy and its procedures are reviewed and monitored annually.

2.19. There is a procedure for dealing with allegations of abuse made against members of staff, including allegations made against the Executive and Senior Management Team and allegations against other students.

2.20. There are established child protection protocols and effective communication with schools, when pupils on their rolls seek admission and attend ACM.

2.21. ACM refers any young person or vulnerable adult to Children’s Social Care, Adult Social Care or other appropriate agency e.g. the Police or NSPCC, when the person requests it or the situation necessitates it.

2.22. ACM works collaboratively with the East Surrey College/ Local Safeguarding Children’s Board (LSCB), Multi Agency Safeguarding Hub (MASH) and Adult Protection Committees in the local area.

2.23. Within ACM’s duty of care, it has a responsibility to act if there is a cause for concern and to notify the appropriate agencies so that they can investigate and take any action. ACM has a responsibility to provide information to MASH about a student or family, if required for a child/vulnerable adult protection enquiry/assessment.

2.24. ACM may also provide help or a specific service to a student as part of a protection plan agreed at a Child Protection Case Conference and could also contribute to reviewing a student’s progress in this regard.

2.25. ACM keeps a contact list of all MASH contacts and local support groups.

Areas of Risk at ACM

2.26. Staff and students should be particularly aware of the risks inherent in some of the activities that are unique to ACM and its students. During these activities, students will usually be located away from ACM sites. These include:

  • Creative Industry Development activities
  • Gigs and tours
  • Recording studio/music business site visits
  • Extra curricular or curricular led off site trips (day and overnight)

2.27 ACM does not permit students under the age of 18 or vulnerable adults to make overnight visits for the purpose of marketing ACM.

2.28  ACM students engaged in industry based activities and volunteering are under the duty of care of ACM. ACM staff involved in these activities should:

  • be aware of this Policy and its supporting Procedure;
  • thoroughly brief students of potential situations of risk;
  • advise students to be accompanied by a parent or guardian where possible; and
  • make students aware of this Policy and Procedure and the support available from ACM.

2.29  ACM students who are under the age of 18 or are vulnerable adults and are living away from home may come into contact with older students who could pose various risks as determined by this Policy. ACM has policies and procedures in place to address illegal or anti-social behaviour, as well as the code of conduct included in the contract which students sign before enrolment, and reference should be made to these.

 

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 Safeguarding 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:

  • Designated Safeguarding Lead
  • Prevent Lead
  • Education Guidance Staff
  • Student Support and Wellbeing Officers
  • Safeguarding team members
  • Head of Education
  • Head of Learning and Teaching

4. References

4.1       Internal:

  • Equality and Diversity
  • Health and Safety
  • Staff Recruitment
  • Staff Disciplinary
  • Student Complaints & Grievances
  • Student Disciplinary
  • Student Disciplinary Appeals
  • The Prevent Policy
  • Acceptable Use of IT and E-Safety

4.2       External:

  • The Charity Commission: Safeguarding children and young people
  • The Children Act 1989
  • The Children Act 2004
  • Education Act 2002
  • Mental Capacity Act 2005
  • The Prevent Duty
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Local Government Act 2000
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2016

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_010_Safeguarding_170728

Policy 011: Fitness to Study

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 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 into matters 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 or their well being, and proposed arrangements our outcomes that may arise from use of the procedures which this policy supports.

2.4 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 and the detrimental impact on the functioning of the individual student and/or other members of the ACM community.

When to use this policy?

2.5 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 his/her own health, safety and/or well-being 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.

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

2.7 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.

2.8 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.

2.9 This policy may also be applied if there are concerns about an 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. 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 Fitness to Study Policy lead is:

  • Academic Registrar

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

  • Head of Education
  • Academic Registrar
  • Head of Student Services
  • Designated Safeguarding Lead
  • Admissions Manager

4. Reference Points

4.1 Internal:

  • Academic Misconduct Policy
  • Admissions Policy
  • Admissions Complaints Policy
  • Drugs and Alcohol Policy
  • Equality and Diversity Policy
  • Safeguarding Policy
  • Student Complaints & Grievances Policy
  • Student Disciplinary Policy

4.2. External:

  • Equality Act 2000
  • QAA Quality Code, Chapter B4: Enabling Student Development and Achievement
  • Mental Capacity Act 2005
  • Deprivation of Liberty Safeguards

5. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2018

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_011_Fitness To Study_170728

Policy 012: Learning, Teaching and Assessment Policy

Policy 012: Learning, Teaching and Assessment Policy

  1. Purpose and Scope

1.1 This policy identifies the main objectives within learning and teaching at ACM.

1.2  This policy explains the ways in which ACM collaborates with students and education stakeholders, both internal and external, to enhance student learning opportunities.

1.3 This policy outlines ACM’s approach to providing high quality programmes and courses  that are focussed on student progression and achievement and characterised by the currency and relevance of their subject matter, innovative delivery, assessment and feedback.

  1. Policy Statement

Partners in Learning, Teaching and Enhancement

2.1. The active participation of students in ACM’s enhancement processes is an essential and valuable component in maintaining and improving the quality of learning opportunities.

2.2 ACM’s curriculum provides opportunities for students to consistently and actively engage in Learning and Teaching processes and strategies throughout their studies. It supports important notions such as active learning, students as partners, and students as co-creators of the curriculum. These are vital in developing a range of graduate attributes, both professional and personal, helping to build student confidence, ability to communicate effectively, and sense of an academic and specialist self.

2.3 ACMs works in partnership with its collaborative and validating partners, and appropriate external organisations to ensure a broad range of learning opportunities are made available to all students.

2.4 ACM is responsive to the needs of the music industry and works in collaboration with key industry partners in the development and enhancement of education.

Curriculum Design

2.5 ACM is committed to ensuring that all taught provision at all education levels aligns with external frameworks, including Subject Benchmark Statements and the Framework for Higher Education Qualifications.

2.6 ACM designs and delivers innovative and relevant  programmes that are shaped by the most current industry practice, developing students technical and applied skills, disciplinary research and scholarly skills, as well as subject knowledge. ACM is committed to developing a professional and academic skills framework, which is made available to all students, and which is supportive of the transition to professional practice, open intellectual inquiry, academic progress, and allows students to thrive academically, professionally, and creatively.

Creative and Innovative Delivery

2.7 ACM enhances learning and teaching through creative and innovative delivery, including the appropriate use of technology and the continued development of resources.

2.8 The academy believes that a wide range of delivery methods can be employed to promote learning. These include full-time attended courses, part-time courses, online delivery, and blended delivery.

Assessment for Learning

2.9 ACM ensures that assessments are designed as an integral part of the learning process (“assessment for learning”) as well as a means of measuring student progress and achievement.

2.10 Assessments are designed to afford students the best opportunity to adequately demonstrate their understanding and meeting of modular and programme learning outcomes.

Approaches to and the use of Feedback

2.11 ACM ensures that assessment and feedback to students on their work promotes effective and independent student learning and contributes to their academic, professional and technical development.

2.12 ACM ensures that feedback should is developmental, informing future assessment and professional practice undertaken by students.

2.13 ACM ensures assessment and feedback practices are appropriate, valid, inclusive, reliable and transparent, clearly communicated in a timely manner, and subject to regular review.

Professional Practice

2.14 Teaching is informed by professional experience at the highest standards and, where appropriate, carried out by those engaged in original creative work at a high level.

2.15 ACM ensures that our approaches to learning and teaching position students for further success after completion of their programme or course of study. This includes supporting students to gain professional experience and employability skills during their studies.

2.16 ACM is committed to ensuring that students acquire the knowledge, skills and experience through their studies to ensure their success in future life, and within their chosen vocation or area of employment.

Student Responsibility

2.17  Students are enabled and supported to take responsibility for their own learning.

2.18 The curriculum encourages students to develop a range of key attributes in: creativity, self-reflection, technical application, sociability, resilience, and industry preparedness.

Review

2.19 Learning and Teaching strategies evaluate the impact of learning, teaching and assessment activities with regard to the quality of the student learning experience, through cyclical monitoring, review, and enhancement activity.

2.20 Students are engaged in the monitoring,  review, development and enhancement of Learning and Teaching practices, and are assured that their feedback influences their learning experience.

2.21 The evaluation of student opinion and appropriate response to the results is a key indicator in ACM’s processes for the assurance and enhancement of Learning and Teaching.

 Learning and Teaching Approaches

2.22 Learning and Teaching approaches will adopt an evidence-based approach to the enhancement of learning, teaching and assessment practice, and has in place, robust mechanism to ensure the oversight and identification of internal and external good practice, strengths and achievements for wider dissemination and consideration, and considering areas where further enhancement would be of benefit.

2.23 ACM ensures the implementation of a robust framework of marking and feedback mechanisms, and moderation of summative assessments.

2.24 Moderation of assessment ensures a standardised approach to assessment marking and feedback across subjects and levels. ACM’s approach towards moderation includes double marking, second marking, analysis of grade distribution, and monitoring through external examiner/moderators.

2.24 The design and delivery of ACM courses and programmes is flexible and responsive, paying due regard to varying learning needs and styles and our students’ educational experience and current/emerging industry practices and needs. ACM aims to maintain inclusive learning and teaching practices that provide fair and equitable learning opportunities for all students.

Staff Development

2.25 ACM supports and promotes the continued professional and academic development of academic staff. ACM will strive to ensure all academic staff have the opportunity to undertake professional qualifications or work towards professional accreditation.

2.26 Learning and Teaching practices identify and determine areas of development and enhancement, to support and strengthen ACM’s taught programmes.

Observation of Teaching

2.27 ACM believes that observation of teaching can drive the quality of learning and teaching through peer support and self reflection. Observation of teaching  encourages all staff to reflect on the effectiveness of their own teaching and identify their development needs.

2.28 Observation of teaching practice additionally provides the opportunity foster discussion and dissemination of best practice,  and to identify any weaknesses and put in place an action plan to improve practice, where the need is identified.

2.29 Observations provide the opportunity to increase staff awareness of the student experience and to assist departments in providing a high quality educational experience for their students.

Assessment Principles

2.30 Assessments are designed to measure all of the intended learning outcomes summatively and are a valid measure of student achievement.

2.31 Assessments are reliable and consistent. All assessments will aligned to the generic level descriptors from validating partners and all awards will be delivered in accordance with the regulations of awarding institution.

Marking follows clear and consistent guidelines and be moderated by both ACM academic staff and external examiners/moderators in accordance to the awarding institutions regulations. External examiners/moderators will be asked to report on the reliability of assessment.

2.32 Assessments are equitable and encourage all programmes to employ a diversity of assessment methods to allow students to demonstrate skills, knowledge and understanding.

ACM is also aware of the need to make reasonable adjustments in the assessment of students with evidenced learning needs or other additional or outstanding requirements.

2.33 Assessments and assessment briefs are transparent and explicit. Students are clearly informed of the purpose and requirements of all assessment tasks. Feedback to students relates to the stated learning outcomes and assessment criteria that are made available to students at the commencement of each module. Feedback is timely, in accordance to the policy of the validating university partner, and focusses on the outcomes being assessed. Students receive a variety of feedback including written, audio, and video modes.

2.34 All assessments support the learning process by being authentic, aligned with the intended learning outcomes and related to the learning topic.

2.35 Assessment mechanisms will be efficient so as to not overburden the student by overly assessing knowledge and skills. This includes care taken over the scheduling of assessments and ensuring the modes are varied and accessible.

2.36 The outcome of assessments is monitored and used to enhance assessment practice. The results will be reported to the ACM Academic Board and the  sub committees facilitate monitoring, review and enhancement, as well as through the reports of external examiners/moderators and assessment boards, and annual monitoring reports to the awarding institution.

2.37 When a student fails to meet and pass all assessment criteria (learning outcomes), opportunities for resubmission of components and re-assessment of the module will be considered by the Student Progression and Achievement Board (SPAB) and recommendations made and confirmed by overall consensus of the board. Students will be given fair and reasonable opportunities to demonstrate that they have met the requirements for successful completion of all the components of study in line with the regulations of the awarding institution. Students will normally be notified of the outcome within five working days of the Board’s decision, and in accordance with the policy of the University partner.

Resources for Learning

2.38 ACM believes that the resources for learning form an integral a part of the learning experience. Equipment and physical resources utilised by staff and students should promote professional standards and be representative of professional practice.

2.39 Academic resources form a vital part of learning and teaching. The Creativity Centre at any ACM site is a focus point for materials such as books, journals, and online resources.

2.40 Academic skills are promoted throughout ACM through learning and teaching. ACM commit to regular workshops and materials to promote good practice within academic standards and digital literacy.

  1. 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 Learning and Teaching Policy lead is:

  • Group Head of Education

 

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
  • Head of Quality and Student Experience
  • Programme Managers
  • Teaching Staff
  • Education Strategist
  1. Reference Points

4.1       Internal:

  • Equality and Diversity Policy
  • Observation of Teaching Procedure
  • Changes to Module Procedure
  • Quality Assurance and Enhancement Policy
  • Special Educational Needs Policy
  • Student Charter

 

4.2       External:

  • QAA Quality Code Chapter B3: Learning and Teaching
  • QAA Quality Code Chapter B4: Enabling student development and achievement
  • QAA Quality Code Chapter B5: Student Engagement
  • QAA Quality Code Chapter B8: Programme Monitoring and Review
  • HEA Study Centre for Education ESCalate (2006a) Peer Observation [Accessed online from http://escalate.ac.uk/resources/peerobservation/index.html 21 June 2016]
  • HEA Study Centre for Education ESCalate (2006b) Planning for Peer Observation of Learning and Teaching [Accessed online http://escalate.ac.uk/resources/peerobservation/02.html 21 June 2016]
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:               01 Aug 2018

Download – POL 012 Learning Teaching and Assessment_180521

Procedure 012: Marking

  1. Purpose and Scope

1.1 This procedure articulates ACM’s requirements and processes for marking, feedback and moderation at undergraduate level.

  1. Procedure

2.1 All assessment for students commencing programmes in 2017 will now be assessed and marked within Canvas. This document outlines the procedures and processes when marking assessments and therefore should be viewed prior to assessment taking place.  Its contents may also prove useful when setting up assignments.

2.2 The marking procedure has three stages:

  1. i) The marking stage involving one or more examiners in marking assessments, mark checking and writing feedback. This phase allows for adjustments to marks to be made.
  2. ii) The moderation stage which checks for consistent application of the marking phase by reviewing marks and feedback for a sample of assessments, and;
  3. iii) External moderation stage, conducted by the External Examiner on the same sample of assessments, to provide further quality assurance of the marking phase.

Standardisation

2.3 In addition to the assessment brief, Module Leaders (ML) will offer standardisation guidance to marking teams. The stage at which standardisation is undertaken will be dependent on the assessment mode.  This should be agreed with the Programme Manager (PM) and given in advance of the marking period commencing.

2.4 This procedure must not alter the grading criteria or any other information given to students in the assessment brief.

2.5 It is good practice to mark a small number of submissions as examples with the marking team.

First Markers

2.6 Any member of staff engaged in teaching a module should expect to be involved in first marking.  Where required, additional markers will be agreed by the PM before passing to the relevant Senior Programme Officer (SPO)  to ensure that all marking can be successfully carried out within the specified marking period.

2.7 First markers will be assigned the students’ work that needs marking by the relevant PM.  SPOs will inform markers of their allocation.   An email will be sent containing the number of students and the date for completion of the marking.

2.8 Markers must keep to the marking times designated by the validating institution.  Specific instructions are given in the marking guidelines.

2.9 The relevant SPO will list the student ID on the Moderation form together with the relevant markers initials.

Marking Live Assessments

2.10  Live assessments such as presentations often require more than one marker to be present.  Having more than one person assess the same student/group ensures that marks are secure and that students receive comprehensive feedback. This is especially useful where interdisciplinary modules are being taught, where different members of staff hold particular expertise (e.g. finance and tour management).

2.11 In these circumstances:

  1. i) Any documents that support the students work (e.g. pitches, composition, presentation slides etc.,) should be viewed ahead of the actual assessment taking place.
  2. ii) Each marker assesses the students independently noting comments as the students perform. Each marker notes down a provisional mark. A briefing should be held ahead of the live assessment taking place during which ML and markers can view any documents students have submitted. ML should brief the marking team of the main points. It would be good practice to discuss the rubric and grading scale at this point.
  3. iii) After all assessments are completed, markers compare comments against the grading scale and learning outcomes and agree the final grade.  Markers should note where grades are being given per group or where individual grades are being applied.  This activity forms the standardisation of marks.
  4. iv) Each marker enters their comments into Canvas. Students receive two (2) full sets of feedback. “I agree with the first marker” is not acceptable as feedback.
  5. v) Markers should confirm between them who is to enter the agreed mark into Canvas and ensure this is done in a timely manner. This involves selecting the mark, and pasting the additional comments to the chosen mark.

Multiple Markers and using Canvas

2.12 Within Canvas it is possible to set up an assignment to allow multiple markers[1] to grade a student’s work and create draft or provisional grades for an assignment.  This functionality will be used to enable the ACM marking process.

2.13 Once an assignment has been set as a moderated assignment, the moderated assignment cannot be changed once submissions have been received.

Double Marking – written work

2.14 Double marking is used across a number of modules at Level 6.  It occurs simultaneously, the student receives two full sets of feedback on their work but one overall grade.

2.15 Importantly the standardisation process takes place after marking has occurred;

  1. i) Markers undertake their allocation of marking independently.
  2. ii) Each marker enters their comments into Canvas.
  3. iii) Once all marking has been completed markers meet to agree their marks and to ensure comments made reflect the grade awarded and the learning outcomes. The grade agreed is entered into Canvas.
  4. iv) For dissertations/projects it is normal to be marked by the student’s supervisor and one other marker. Any research project/dissertation which is marked by the supervisor, must be double marked blind.

Awarding a grade (percentage)

2.16 Markers must use the grading scale to award their marks.  The appropriate awarding body’s scale will be included in the marking guidelines given with the module marking pack.

2.17 In the grading scale / rubric select the description that best matches the work. More specific guidance and diagrams will be given within marking guidelines.

2.18 Adjust the score to refine the grade (the upper or lower end of the range).

2.19 Half marks should not be awarded (e.g. 54.5) or marked on a grade boundary (e.g. 39%, 49%).  Work that falls just below/above a marking threshold should be graded sufficiently clear so that marks are unlikely to be adjusted (e.g. 38% rather than 39% or 52% rather than 50/51%.

Feedback

2.20 Feedback is an integral part of the learning process. Constructive feedback should be added to the comments box. Markers should begin by making an encouraging opening comment such as:

“This is a nice piece of work…”

“You have chosen some very pertinent themes”

2.21 Comments on work should be written under the following headings;

  1. Best features of the work:
    • “Exceptional / Outstanding / Excellent / Good job on…”
    • “Terrific work on…”
    • “I really enjoyed…”
    • “The strongest part of the work is…”
  2. Areas to improve:
    • “…was not successful, and could be improved by…”
    • “…did not meet the brief.”
    • “…displayed a limited range of knowledge / skill…”
  3. To take forward into future assessments:
    • “One suggestion would be…”
    • “Don’t forget to…”
    • “Next time try to…”
    • “Continue to work on…”
    • “Read or refer to..”

2.22 Feedback and language used should be appropriate to the level being studied/marked. All comments should feed forward into the next assignment. Adjectives such as outstanding and exceptional should reflect work of 80%+, excellent for 70%+ very good, good as per the scale. Feedback should always close with a positive comment.

Students whose work has failed (below 40%) should receive extensive feedback.  Feedback should focus on what needs to be done to ensure they pass when the work is resubmitted.

2.23 Comments made should focus on the work, not on the student.

2.24 Good feedback is constructive and leads students to ways they can improve their knowledge, skills and performance.

2.25 Speedgrader in Canvas allows the use of video and audio feedback, as well as annotating written work. This way of giving feedback is considered to be best practice, it is thought that students respond more favourable to feedback given this way. Specific instructions on how to do this are given in the marking guidelines.

2.26 Some examples of feedback which should be avoided are as below:

  • Unfocused comments:
    • “Confused”
    • “Generally sound”
    • “Adequate”
    • “Careful how you begin your sentences”
  • Dismissive, sarcastic comments:
    • “Did you experiment to find all this?”
    • “Most of this is straight out of the book.”
  • Comments that ‘pass the buck’:
    • “You need help with your English.”
    • “See an academic skills advisor.”
  • Comments sending mixed messages:
    • “Text is based on only a few readings and not on your own thinking.”
    • “Follow your own advice.”

2.27  Once the marking has been completed, the ML will allocate a moderation sample and complete the relevant sections of the internal moderation form

2.28 Module leads are expected to comment on the grades awarded, the spread of grades, the quality of the submissions they have marked as well as highlighting any areas of concern.   

2.29 Once completed this should be immediately passed to the nominated moderator.

2.30 Any work identified that does not follow the format above will be returned for re-marking.  No additional time will be given for this.

 

Moderation

2.31 Moderators normally have one week to complete the moderation process, however this period may be shorter. An independent moderator or moderation team scrutinises the marks awarded on a sample basis to verify that the marks and feedback are appropriate and consistent in relation to the assessment criteria for the particular piece of work and the FHEQ level.

2.32 Moderation should represent 10% of the work submitted across the grade boundaries, with a minimum of seven (7) pieces of work.  Specific instructions of how to select the work for moderation are given on the form itself.

2.33 Moderators will collate moderation forms completed by the ML and after scrutiny will complete one document that will include comments on

  1. The marks awarded across the cohort;
  2. Quality of feedback given;
  3. Any issues arising either from the marking or teaching of the module;
  4. Other comments arising (for example assessment mode).

2.34 These reports will be made available to external examiners should they require access to them.

2.35 Moderation will be carried out for all summative assessed work. Moderation of each assessment component may be undertaken separately, or all assessed work relating to a module may be moderated together.

2.36 Moderators will be expected to complete the moderation report form by the set date by the PM within the week – once completed this should be forwarded together with the marks for the module to the PM and relevant SPO.

Adjudication

2.37 A process whereby an adjudicator determines the final mark in cases when the first marker lead and ML cannot agree. The adjudicator takes into account all available evidence, including the marks awarded and comments made by the module lead.

2.38 Where a moderator disagrees with the feedback/grade given by the first marker/ML, the moderator needs to contact the first marker/ML to discuss.

2.39 If the disagreement in marks is less than 5%, the marker and moderator can agree a new grade and update Canvas. Where the difference in grade is greater than 5%, over a grade boundary, or an agreement cannot be met, the PM will act as an adjudicator to facilitate an agreed grade.

Student Progression and Achievement Board (SPAB)

2.40 It is important to note that all marks are provisional until they have been ratified by a Student Progression and Achievement Board (SPAB) and Finalist Exam Board (FEB).

  1. Responsible Parties

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

  • Group Head of Education

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

  • Head of Quality and Student Experience
  • Programme Managers
  • Module Leaders
  • Tutors
  1. Related Documentation
  • Learning, Teaching and Assessment Policy
  • Internal Moderation Form
  • Quality Assurance and Enhancement Policy
  1. Date of Approval and Next Review

Version:                       1.0

Approved on:               19 April 2018

Approved by:               Academic Board

Next Review:                01 Aug 2019

[1] Within Canvas markers are referred to as ‘Reviewers’.

Download PRO_012_Marking_draft__v1.3_180425.pdf

Policy 013: Hardship and Travel Bursary Funding

Policy 013: Hardship and Travel Bursary Funding

1. Purpose and Scope

1.1       This policy describes the overarching guidelines for the assessment and disbursement of Hardship funding, travel bursaries and discretionary funding to support students at the Academy of Contemporary Music.

1.2       This policy applies to all 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 the regulations of ACM’s validating partners, student Finance England and any other external stakeholders to whom ACM must make reference.

2. Policy Statement

2.1       The Academy of Contemporary Music is committed to providing support to students who wish to develop their skills and knowledge by initiating study or to continue with existing study.

2.2       The limited hardship funds that the Academy of Contemporary Music has available will provide assistance to those who are identified through staff referral of self referral. Students who are referred are considered to be in need of short term financial assistance, to ensure the widest participation of students to our programmes. Travel Bursaries and Discretionary Funding are not loans, and do not require repayment of funds, however, Hardship Funds operate as loans and a mutually acceptable payment plan must be agreed by ACM and the loan recipient (student) prior to agreement of a student’s application.

2.3       A Travel Bursary is to assist Further Education (Diploma) students in financial difficulties specifically with their travel costs associated with the prohibitive costs of travelling to and from ACM. Evidence of hardship must be demonstrated and back payment will be paid for the current academic year of application, if requested at the point of application.

2.4       Hardship funds are allocated to allow all students to meet their financial obligations in the event of  exceptional funding difficulties.

2.5       Discretionary funds are available to help students in emergency situations for essential weekly costs. Essential is defined as essential to living (food and travel costs). Discretionary funds are assessed by Student Services staff. The discretionary fund can be accessed by a student up to a maximum of three times in an academic year.

2.6       To make an application to either the ACM Travel Bursary Fund or the ACM Hardship Fund applicants must meet specific criteria for which individual guidelines are provided on request from Student Services. The guidelines have been produced to support this Policy and align with it’s content.

2.7       The policy and allocation of the funds are approved by the Head of Student Services and Group Head of Finance

2.8       All applications will be assessed by a member of Student Services and reviewed by Finance. A referral and application is made to the Head of Student Services who will review all applications and evidence.

2.9 An appeal can be made to the Group Head of Finance. A decision on hardship, travel and discretionary funds aims to be resolved within 5 working days of the application being received.

2.10 Where a student has not demonstrated need due to insufficient or non conclusive evidence no funds will be allocated. This is applicable to:

  • Travel Bursaries
  • Hardship Funds
  • Discretionary Funds

2.11 A student may request for a review of their application if they are able to supply further supporting evidence in addition to their bursary claim.

  1. 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 Hardship and Travel Bursary Funding 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:

  • Group Head of Finance
  • Head of Student Services
  • Student Support Officers
  • Education Guidance Team
  • Student Finance Manager

4. Reference Points

4.1. Internal:

  • Student Debt Management
  • Equality and Diversity
  • Finance Policy
  • Appeals and Complaints

4.2 External:

  • Student Finance England 2015 – 2017 Guidelines
  • QAA Quality Code Chapter B4: Enabling Student Achievement

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_013_Hardship_170728

 

Policy 014: Accreditation of Prior (Experiential) Learning

Policy 014: Accreditation of Prior (Experiential) Learning

  1. Purpose and Scope

1.1  This policy describes ACM’s approach in considering and processing student’s applications for Accreditation of Prior Learning (APL), including certificated prior learning and experiential prior learning (APEL). The provisions below should also be understood to cover the FE equivalent, Recognition of Prior Learning (RPL). It is designed to ensure that applicants are treated in a fair and equitable manner.

1.2  This policy applies to all applicants studying in a programme with specific credit (i.e. with one or more credit-bearing modules exempted on the strength of previous achievement), including applications to join a degree programme at FHEQ level 4, 5 and 6.

1.3 This policy addresses the transfer of credit at the appropriate FHEQ level from within or outside ACM, the accreditation of other forms of certificated learning, and the accreditation of experiential or work-based learning undertaken by a student prior to the commencement of their ACM programme of study.

1.4 This Policy outlines the way in which ACM supports those who might be eligible for the recognition of prior learning, to ensure they are made aware of the opportunities available, and are supported throughout the process of application and assessment for recognition.

  1. Policy Statement

2.1       In all cases of Accreditation of Prior Learning (APL), responsibility rests with the applicant for making a claim to have acquired accreditable knowledge and skill, and for supporting their claim with appropriate evidence. Assistance will be given by ACM in preparing an application for the accreditation of prior experiential learning.

2.2 Students who make enquiries during the Admissions process may be identified, through discussion regarding previous HE or equivalent level study, should be advised regarding the AP(E)L policy, and identified as possible AP(E)L candidates from the earliest opportunity in their application to ACM.

2.2       In all cases of APL, the prior learning must be judged to match the learning outcomes of specific modules on the proposed course of study, if those modules are to be exempted. This mapping is carried out by the relevant Programme Manager or the Head of Education. All forms of APL are considered in relation to whole modules, rather than to specific components of assessment within modules. Applicants are engaged in discussion and negotiation about the form(s) of assessment to to support their AP(E)L application, and from having a shared understanding of the learning that would need to be evidenced as well as the nature of the evidence to be provided. Further clarification regarding specific instruments of evidence are outlined in points 2.14 and 2.16 below.

2.3       The maximum credit that may be awarded towards a qualification on the basis of prior learning is two-thirds of the credit value of the whole qualification, e.g. 240 credits out of a 360-credit Bachelor degree.

2.4       Prior learning must have been achieved less than five years before the start of the proposed new programme of study, to ensure that the learning gained remains current.

2.5       In all cases of APL, applications will be considered by the relevant Programme Manager

who will make an initial determination, and refer to Head of Education, to moderate this decision. Full details of the decision-making processes for APL and APEL are specified in the procedure associated with this policy. Decisions regarding any application and award of credit will be made in line with the policy of the awarding institution.

2.6       Final approval for any application for specific credit for Degree level programmes normally lies with the representative of the validating or franchise partner.

2.7       Applicants wishing to make an appeal or complaint relating to the APL process or a specific APL decision should refer to the Student Complaints and Appeals policy.

Credit Transfer within FHEQ Levels

2.8       In cases of credit transfer, either through award of block credit or credit mapping of individual modules,  it must be possible to determine the FHEQ level of the credits to be transferred.

2.9       Credits which have already contributed to an awarded qualification can not normally be counted towards a second qualification at the same level or at a lower level. For example, credits at Level 4 which have contributed to a Certificate of Higher Education could not be counted towards another Certificate of Higher Education, but if can be counted towards a degree, subject to satisfying the conditions of this policy.

2.10     Whether prior credits were achieved at the ACM or another institution, the learning outcomes already achieved must map to learning outcomes required by modules of the proposed ACM programme in order for specific credit to be granted.

2.11     Transferred credits from previous study within ACM will normally be used to calculate the classification of a final qualification if they are of an appropriate level. Ungraded credits which are transferred, or modules which are exempted, will not be used to calculate qualification classifications.

2.12     Other factors which may be considered as part of deciding whether to grant specific credit include:

  • The grades by which the prior credits were passed, along with any other detail available from the transcript of study
  • Any academic reference or personal statement accompanying the application to study
  • Any articulation or progression arrangement existing between the institution from which the credit was gained, and the ACM’s partner university for the ACM programme in question

Applicants must also meet the usual entry requirements for the programme they propose to study.

Accreditation of other certificated learning

2.13     Where an applicant requests specific credit, block credit, on the basis of documented qualifications whose FHEQ level is not specified, ACM shall attempt to establish the level of the qualification. If the level of the qualification(s) does not match that of the proposed programme of study, or cannot be determined, ACM will consider any information the applicant can provide about the learning gained in achieving the certificate or qualification.

2.14     If the required learning outcomes are not proven by evidence of the certificate or qualification alone, similar methods to provide documentary evidence for them may be used as for Accreditation of Experiential Learning, below, in point 2.16. 

Accreditation of experiential Learning (APEL)

2.15     Learning derived from comparable and relevant practical experience rather than formal education must be supported by evidence in order to be assessed. ACM will provide guidance in order to help the applicant produce documentation, but responsibility for any application for APEL remains with the applicant.

2.16     Prior experiential learning is normally identified through a portfolio provided by the applicant, comprising direct and indirect evidence of having achieved relevant learning such as:

  • Published articles and manuscripts
  • Practice-based document
  • Electronic files, with commentary and analysis related to achievement of learning outcomes
  • Written systematic reflection on practical experience
  • Artefacts
  • Awards and other forms of recognition
  • Relevant statements from supervisors or managers in relation to the required learning outcomes
  • References from colleagues, employees, voluntary organisations, professional bodies
  1. 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 Accreditation of Prior Learning Policy lead is:

  • Group Head of Education

3.2       Appropriate actions in support of the implementation of the policy will be authorised by the following designated staff:

  • Registry Manager
  • Head of Quality and Student Experience
  • Admissions Manager
  • Quality Assurance and Enhancement Manager
  • Programme Managers
  1. Reference Points
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:              28 Jul 2017

Approved by:               Academic Board

Next Review:               01 Aug 2019

Download – POL_014_Accreditation of Prior (Experiential) Learning_180521

 

Policy 015: Admissions Policy

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.

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 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.

2.32 Applications from candidates with criminal convictions will receive careful consideration by the Senior Management Team (SMT). 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.

Staff Development and Training

2.34 The Education Management team and 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. Guidance is discipline specific…(more needed on this). 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.

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.

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. Higher Education Funding Council for England (HEFCE) 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 graduation 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 appeals against the decision, if they wish to exercise this policy. If no appeal is lodged 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 Data Protection Act 1998, 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.

  1. 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
  • Academic Registrar
  • Programme Managers
  • Head of Education
  • Senior Management

4. Reference Points

4.1. Internal:

  • Admissions Guidance
  • Student Grievance Policy
  • Data Protection Policy
  • Equality and Diversity Policy
  • Safeguarding Policy
  • Special Educational Needs Policy
  • Fitness to Study Policy

4.2. 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)
  • 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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_015_Admissions_170728

Policy 018: Acceptable Use of IT and E-safety

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.

  1. 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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_018_Acceptable use of IT and E-Safety_170728

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.

  1. 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:

The Academy of Contemporary Music

Rodboro Buildings

Bridge Street

Guildford

Surrey

GU1 4SB

United Kingdom

  1. 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
  1. 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
  1. Date of Approval and Next Review

Version:                      1.2

Approved on:               21 May 2018

Approved by:               ACM Data Protection Officer

Next Review:                01 Aug 2019

Download – POL_020_Data Access and Protection_180515

Policy 017: Finance Policy

Policy 017: Finance Policy

1. Purpose and Scope

1.1This policy outlines the arrangements for collection of student fees and charges, refunds and compensation. 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 and equitably.

2. Policy Statement

Tuition fee charges

2.1 The amount that students will pay in respect of tuition fees is dependent on the course that they wish to study. Full-time two-year accelerated degrees are charged at the equivalent of 180 credits per annum, and three–year traditional delivery degree is charged at 120 credits per annum.  Any credit taken above this amount will incur charges at the prevailing credit point rate.  The first year of the degree including Foundation Year is considered to have a notional credit value of 120 credits.

2.2 Tuition fees for each year of study are indicated in the offer of study letter sent from Admissions. Further details relating to payment schedules are clarified in the ACM Contract.

2.3 Once a student has enrolled they are responsible for the payment of their tuition fees and any other associated charges as per the terms and conditions of the ACM Contract, including any amounts due from third parties which are not paid. Non-payment of fees is outlined in 2.26 Debt Policy.

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

Tuition Fee payment types.

2.5 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 required to self-fund a ‘top-up’ element.

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

Equivalent or Lower Qualification (ELQ)

2.6 ELQ refers to government funding for students who are studying for a qualification that is the same level or lower than a qualification that they have already studied, and where the student has been withdrawn from another HEI or other HE Provider.

2.7 If a student is a UK/EU student and returning to study a second undergraduate degree at the same or lower level as one they have taken previously, they are unlikely to be eligible for a fee loan from Student Finance England (SFE).

Tuition Fee Liability

2.8 Students (or their parents or legal guardians for those students under the age of 18) become liable 14 days after course commencement (i.e. on Day 15). This would usually mean that liability commences on the Monday, two weeks after the Monday of Induction Week.

2.9 These fees cover registration, tuition, and entrance to examinations. Note, the fees do not include those for graduation, which are payable to the awarding university.

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

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

2.10 If a student is a UK/EU Undergraduate student they are responsible for ensuring that their application for financing from Student Finance England (SFE) 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. Applications can be made on‐line at https://www.gov.uk/student-finance.

2.11 If a student is not in attendance at relevant confirmation of attendance dates they will not be eligible for Government funding and so become personally responsible and liable for any fees due.

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

2.13 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 directly to the student.

2.14 If fees are being paid by a relative or friend this is not considered as a formal sponsorship by ACM. In this instance a student will be regarded as self‐financing.

Fee Liability and Change of Circumstances

2.15 Tuition fee charges, for any self-financed element of tuition fees, are determined on the basis of enrolment status and not actual attendance. This means that should a student stop attending, but has not formally withdrawn or taken an interruption of studies, they will be liable for self-financed tuition fees until the point in time that they officially notify ACM.

2.16 If a student decides to withdraw from a course they must notify the relevant Programme Manager in writing of their decision. In the absence of written notification of withdrawal a student shall be assumed to be in attendance and as such liable for the payment of tuition fees for the academic year.

2.17 It is important that students are made aware of the financial implications of withdrawing during the academic year, during any correspondence, conversations or meetings.

2.18 In the matter of the recovery of the student loan element of the Total Programme Fee (for students in receipt of a student loan), ACM will charge the student 25% of the annual tuition fee if the student withdraws during Term 1, 50% if they withdraw during Term 2, and 100% if they withdraw during Term 3.

Withdrawals: Undergraduate (full-time) programmes

Confirmed Withdrawal Date                                                               Fee liability

Up to & including 14 days after the Autumn term commences             0%

On or after 15 days from the first day of the Autumn term                    25%

On or after the first day of the Spring term                                           50%

On or after the first day of the Summer term                                        100%

Please note:

  • The above policy applies if you are studying on a full-time undergraduate programme, where the tuition fee charge is for the whole programme rather than individual modules and the programme has standard start dates.
  • If you are paying your tuition fees via a loan from the Student Loan Company (SLC), your withdrawal date will be reported to the SLC and your Tuition Fee Loan (& Maintenance if received) will be adjusted accordingly to reflect the correct liability and any interest accrued.
  • The first day of Autumn, Spring and Summer term refers to the first date of your programme which for most, but not all, will be the same as the published term dates.

2.19 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/

2.20 In the matter of the recovery of the outstanding programme fees over and above those covered by the student loan, 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 outstanding fee amount for year one of the programme;

2.21 In the matter of the recovery of the outstanding programme fees for the Total Programme Fee (for students who are fully self-financing their programme), 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 the Programme Fee for the current academic year of the programme;

Interruption and Temporary withdrawals

2.22 The withdrawal process specified above also applies to students who choose to interrupt their studies or whose studies are terminated.

2.23 Where payment has been made in excess of the tuition fee charged (including non‐ refundable deposits) overpayment refunds will be considered on a case-by-case basis.

2.24 If a student interrupts their studies, their tuition fees liability with be treated as a withdrawal and as outlined in 2.18, 2.20 and 2.21

Fee waivers, Scholarships and Bursaries

2.25 ACM offers fee waivers, scholarships and bursaries, at the commencement of each Academic Year. Details of these can be found on ACM’s website (https://www.acm.ac.uk/scholarships/) or via separate communication. Please refer to the relevant terms and conditions for these.

Debt policy and procedures

2.26 If a student fails to pay their tuition fees or any other charges on time various services including access to tutorials, rehearsal space/studio bookings, and career development services will be withdrawn and their enrolment terminated

2.27 If a student is unable to pay any fees or charges by the appropriate due date, they should contact ACM at the earliest opportunity, as they may be able to help. ACM will be sympathetic and assist where we can. The Student Finance Team will be able to give advice on sources of funding available.

2.28 If the financial circumstances of a student change after they start their course then ACM may be able to agree a bespoke instalment plan. To find out more please contact the Student Finance team:

  • in person at the Student Services Hub
  • by email at studentfinance@acm.ac.uk
  • by telephone on 01483 500800 option 3

Please note that documentary evidence to support a request will be required before it can be considered.

Returning students with debt

2.33 Students with outstanding debts from a previous academic year are not permitted to re‐ enrol. All debts must be paid in full before a student is able to return to undertake another year of study.

External debt collection agencies

2.34 ACM reserves the right to refer debt in respect of any former student to an external debt collection for recovery.

Refunds

Student Loans Company (SLC) payments

2.35 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.

2.36 When students have confirmed their fee liability with ACM they should log in to their Student Finance England account and reduce the amount of funding required, if applicable, their tuition fee loan at: https://www.gov.uk/student-finance-register-login

Refunds: Complaint Remedies

2.37 Where a student submits an appeal or complaint, requesting a refund or compensation, it should be noted that financial compensation may not always be an appropriate response or agreed remedy when addressing a complaint or appeal. Alternatives to financial compensation might include an apology or goodwill gesture, or an offer of alternative learning methods if the course cannot be delivered in the way it was originally intended.

2.38 A refund relates to the repayment of sums paid by a student to ACM or an appropriate reduction in the amount of sums owed in future by the student to ACM. This could include tuition fees, other course costs, or accommodation costs.

2.39 Compensation will relate to some other recognisable loss suffered by the student. This normally falls into two categories, either: (a) recompensing the student for out-of-pocket expenses they have incurred for a scheduled activity that did not take place, which were paid to someone other than ACM (such as travel costs) or (b) an amount to recompense for material disadvantage to the student arising from a failure by ACM to discharge their duties appropriately.

2.40 Students should be referred to ACM’s Student Complaint Policy and ACM’s Academic Appeals policy for in depth information relating to Appeals and Complaints.

Refunds: Withdrawals

2.41     Students who wish to withdraw from their programme/course or interrupt their studies must submit a Withdrawal from Studies form.  The decision to withdraw must have been discussed and agreed with the relevant Programme Manager and approved by the Group Head of Education in writing by signing the Withdrawal from Studies form.

2.42        Students may claim for a refund if they withdraw from study at ACM before completion of their programme of study but after paying some or all of their tuition fees, in accordance with the student funding liability periods. Students should refer to their terms and conditions and student contract for details relating to liability periods. Students will usually be liable for any fees for any study block for which they have attended or participated.

2.43        Refunds may, and 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 Withdrawal from Studies form is authorised.

2.44        In accordance with UK anti-money laundering laws, refunds can only be made to the person who originally paid the fee.  In some cases, this will mean that the refund will be paid to someone other than the student, such as a parent/guardian/sponsor.  If payment was split between more than one payee, any refund will be made in the same proportion as the original split.

2.45     Refunds will not be made in cash or by banker’s draft.

Anti money laundering regulations

2.46 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.

Library Charges, Materials and Other Equipment

2.47 Students using the Library and/or borrowing equipment have an obligation to respect the rights of others by returning library and other equipment on time. To encourage this, fines may be charged on items that are returned late.

Contacting ACM Finance

2.48 Students may find it necessary to contact somebody regarding their financial account. Please see the table below for contact details:

ReasonEmail AddressTelephone NumberVisitor Opening Times
Make a payment in personn/an/an/a
Make a payment by telephonen/a01483 500800n/a
Problem paying onlineStudentfinance@acm.ac.uk01483 500800On appointment request
Make a payment by international bank transferStudentfinance@acm.ac.uk01483 500800On appointment request
Request a refundStudentfinance@acm.ac.uk01483 500800On appointment request
I cannot pay my fees on timeStudentfinance@acm.ac.uk01483 500800On appointment request
Fee query or disputeStudentfinance@acm.ac.uk01483 500800On appointment request
Not sure who to contact?Studentfinance@acm.ac.uk01483 500800On appointment request

 

Other fees

 2.49 Programme fees do not include any possible payments for graduation, which are payable to relevant third party organisations who may offer Graduation Attire or photographic/videographic services.

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 Finance Policy lead is:

  • Finance Director

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

  • Finance Director
  • Group Head of Education
  • Education Strategist
  • Director of Strategy and Innovation
  • Head of Quality and Student Experience
  • Director of MIS

4. Reference Points

4.1 Internal:

  • Student Grievance and Complaints Policy
  • Academic Appeal Policy
  • Data Protection and Access Policy

4.2 External:

  • QAA Quality Code, Chapter C: Information about Higher Education provision
  • The Competition and Markets Authority (CMA)
  • Middlesex University Regulations 2017 – 2018: Student Finance Regulations
  • Falmouth University Fees Policy 2017 – 2018

5. Date of Approval and Next Review

Version:                       2.1

Approved on:               23 May 2018

Approved by:               Executive Council

Next Review:                01 Aug 2019

Download this policy here – POL_017_Finance_180530_v2.4

Policy 022: Health and Safety Policy

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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_022_Health and Safety_170728

Policy 023: External Speaker and Events

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 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 “street” 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 Guest/External speaker consent form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit the College. 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 the College. 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.

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.

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.

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 in the normal way.
If the answer to any of the questions is unclear:
The event organiser must seek guidance from their line manager, whose responsibility will be to further review the speaker(s) against the questions above.

If the answer to any of the questions is YES:
It is the responsibility of the event organiser to submit a referral to the Senior Management Team. Where there are Prevent Related concerns the submission shall be sent to the Prevent Lead.
Process for Assessment and Referral.

2.15 The event organiser should use the External / Guest Speaker form to detail the event and review potential risk. In the case of referral the form should be submitted to relevant staff together 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. 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 Prevent Duty Policy lead is:

● Senior Management Team
● Prevent Duty Lead

3.2 Implementation and compliance with the Policy, overseen by the following designated staff:

● Senior Management Team
● Prevent Duty Lead
● Industry Link Team
● Human Resource Department
● Executive Management
● Designated Safeguarding staff

4. Reference Points

4.1 Internal:

● The Prevent Policy
● External Guest Speaker Form
● 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
● The Charity Commission: Safeguarding children and young people
● Safeguarding Vulnerable Groups 2006
● Protection of Freedoms Act 2012
● Working Together to Safeguard Children 2015
● Keeping Children Safe in Education 2015
● Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version: 1.1
Approved on: 16 Aug 2017
Approved by: ACM Accountable Officer
Next Review: 01 Aug 2018

Click to download this policy

Policy 026: PREVENT Duty

Policy 026: PREVENT Duty

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 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 HEFCE 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 HEFCE, including serious issues which arise related to ACM’s Prevent responsibilities. HEFCE’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 HEFCE 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.

2.78 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 the 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 appropriate 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, traitraining events and seminars.

IT Networks

2.14 ACM is 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’ Union 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 501211) 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 on 01483 501211.

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 Surrey Police (999).

2.21 The Regional Prevent Coordinator for London and the South East region is:

Alamgir Sheriyar

Phone: 0207 974 5828

Email: alamgir.sheriyar@camden.gov.uk

2.22 The Regional Prevent Coordinator for the West Midlands region is:

West Mids: Hifsa Haroon-Iqbal

Phone: 07872 941129

Email: hifsa.iqbal@birmingham.gov.uk

 

Source: http://www.safecampuscommunities.ac.uk/guidance/regional-coordinators

2.23 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)

2.24 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)

2.25 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

2.26 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.

2.27 It is recognised that allegations against, or concerns about staff and students may be referred through other routes, including the Students’ Union. In turn, these may be raised anonymously, in which case these will be raised as per the relevant routes above.

2.28 ACM will ensure that the ACM student Union officers are provided training and support in relation to the Prevent Duty and the referral of concerns to the ACM Prevent Lead.

2.29 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.

2.30 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.

2.31 ACM may 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.

2.32 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.

2.33 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 Data Protection Act 1998. Concerns will only be shared externally where there is a clear and compelling requirement to do so.

Related safeguarding considerations

2.34 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. The Prevent Duty Policy lead is:

  • Prevent Duty Lead

3.3 Implementation and compliance with the Policy, overseen by the following designated staff:

  • Prevent Duty Lead
  • Human Resource Department
  • Executive Management
  • Senior Management Team
  • Designated Safeguarding staff
  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
  • The Charity Commission: Safeguarding children and young people
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2015
  • Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version:                    1.1

Approved on:                            16 Aug 2017

Approved by:                            ACM Accountable Officer

Next Review:                           01 Aug 2018

Download POL_026_Prevent Duty_170816

Policy 027: Published Information

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:

  • 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:                      2.0

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_027_Published lnformation_170728

Policy 043: Critical Incident

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:                       1.0

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_043_Critical Incident Policy_170728

Policy 046: Risk Assessment

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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_046_Risk Assessment_170728

Policy 041: Lone Workers

 

  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.

  1. 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.

  1. 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

 

  1. Date of Approval and Next Review

Version:                       1.1

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Click to download this policy

Gender Pay Gap Reporting for 2017-2018

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 2017-18).

View the organisation’s 2017-18 Gender Pay Gap Report here.

Students registered and enrolled on Falmouth University awards are subject to the Degree Awarding Body’s regulations, policies and procedures, which can be found via the following link:

www.falmouth.ac.uk/studentregulations

In particular, students’ attention is drawn to:

  • The Academic Regulations
  • Academic Integrity Policy
  • Extenuating Circumstances Policy
  • Regulations for Registration, Transfer, Intermittence, and Withdrawal
  • Student Finance Policy

Students should be aware that, whilst you will be subject to University policy relating to your academic progression and registration status, any procedural action may be undertaken by ACM staff in equivalent and/or similar roles to those outlined in the University’s procedures. Where procedural action is required, ACM staff will work in accordance with the relevant University policy, (eg) Academic Integrity Procedures; Attendance Monitoring Procedures; Extenuating Circumstances Procedures; Health, Wellbeing & Fitness to Study Procedures.

Appeals

Falmouth University awards are assessed in accordance with the Degree Awarding Body’s Academic Regulations and Assessment Principles. Should a student at ACM, who is studying for a Falmouth University award, wish to make an appeal, they should refer to the University’s Appeals Policy and Procedures: www.falmouth.ac.uk/studentregulations

ACM Policies and Procedures

Students are subject to the following ACM Policies and Procedures:

  • ACM Student Code of Conduct
  • ACM Student Disciplinary Policy and Procedures
  • ACM Complaints Policy and Procedure
  • Partnership Provision Terms & Conditions

Falmouth Policies

Student and Alumni Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former students, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

This Fair Processing Notice applies to all students aged 13 and over. If you are under the age of 13, we will require your parent/guardian to provide initial consent in accordance with UK law, in order to process your data and will also need to involve them in certain aspects of your relationship with ACM. If you are between the age of 13 and 18, we will not need your parent/guardian’s consent to process your data, but we may still need to involve your parent/guardian in certain aspects of your relationship with ACM. For such reasons, therefore, this Fair Processing Notice also applies to parents/guardians providing information about students.

Separate Fair Processing Notices are available for the Public, contracted Staff and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

When we collect or process data about you, we have to observe the requirements of the General Data Protection Regulation (GDPR).

Under the General Data Protection Regulation our legal bases for processing this information about you as a student will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your studies at ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA).
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you go on to be an alumna or alumnus of ACM the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you once you have finished your studies.

If you were a student of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Student and Alumni personal data is processed primarily for, but not limited to, the following purposes:

  • ○  To administer and support your studies and record academic achievements, e.g. your course choices, attendance, assessments and the publication of any graduation programmes
  • ○  To assist in pastoral and welfare needs, e.g. the counselling service and services to students with disabilities
  • ○  To administer financial aspects of your registration as a student, e.g. payment of fees, debt collection
  • ○  To tell you about things that are happening in and around ACM
  • ○  To manage course facilities, such as computing facilities and the Library
  • ○  To produce management statistics and to conduct research into the effectiveness ofour courses
  • ○  To monitor our equal opportunities policies, e.g. compliance with the Race RelationsAct
  • ○  To administer student employment processes, if you choose to work for ACM whilstyou are studying with us
  • ○  For security and disciplinary purposes
  • ○  For internal and external audits and quality assurance exercises
  • ○  For alumni relations purposesWe may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary

for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from students at various stages. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

Personal data:

  • ○  Your name
  • ○  Your contact details
  • ○  Details of your emergency contacts / parents / guardians / next of kin
  • ○  Your date of birth
  • ○  Your nationality
  • ○  Your country of residence
  • ○  Your ethnic origin
  • ○  Your gender identity
  • ○  Any disabilities which you have disclosed to us
  • ○  A digital photograph used to produce your student ID, and for security andidentification purposes
  • ○  Medical information, such as information held by Student Services
  • ○  Audio/Visual data relating to your application / enrolment at ACM.

Course related data:

  • ○  Information from your application process
  • ○  Your academic background and qualifications
  • ○  Your academic record while at ACM (including measures of attendance,engagement and attainment)
  • ○  Details of any degrees which you are awardedFinance data:
  • ○  Fee information
  • ○  Bursary or sponsorship details
  • ○  Payment / Bank details.Other data:
  • ○  Any disciplinary action taken against you
  • ○  Information relating to any academic appeals or complaints raised by you
  • ○  Attendance warnings issued to you
  • ○  Official letters requested by you during your studies, for example Council Taxexemption
  • ○  Your use of ACM’s facilities, such as the Library
  • ○  Online identifiers, such as your ACM username that is used to access our systemsSome of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the

General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

NB If you are under 18, we may also need to collect details from a parent/guardian for the purpose of administering your education with ACM, and if you are under 13, we will need to specifically collect their consent to collect and process your information.

Your Student Profile

In the normal course of study, your name, course and ACM email address may be made available to your fellow Students via ACM systems. Your contact details will also be made available in a directory to staff via ACM systems. This may include name, photo, course, ACM email address and a contact telephone number. Should there be times at which you are unable to be contacted by way of ACM-operated communications platforms, relevant staff may be

provided access to your non-ACM contact details, only as necessary. This may extend to sharing of emergency contact details, if the need arises.

Information, such as your name, course and career credits may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

Where ACM’s email and other communications services are provided by third parties, you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Student email addresses are issued and used for communicating about ACM and studies, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you access at ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

The information below outlines the key partners with whom ACM shares personal data with on a periodic basis:

● Professional and Funding Bodies:

  • ○  Validation of registrations and awards; and
  • ○  Approval of funding applications.
  • ○  Partner institutions such as Middlesex University (Guildford and Birmingham HE), Falmouth University (London HE), East Surrey College (Guildford FE), University of the Arts London Awarding Body (Guildford and Birmingham FE) and/or Walsall Studio School (Birmingham FE);
  • ○  External examiners connected to the awards we operate for examination, assessment and moderation purposes.
  • ●  National/Local Government Departments and other public bodies:
    • ○  Higher Education Statistics Agency (HESA) to produce a variety of statistical reports about higher education that are required to be published in the publicinterest;
    • ○  The Office Of The Independent Adjudicator to review student complaints;
    • ○  The Office for Students during institutional audits and other qualityassessment exercises;
    • ○  the Student Loans Company in connection with grants, fees, loans andbursaries;
    • ○  the courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements);
    • ○  Local authorities for the purposes of assessing and collecting council tax.
  • ●  Communications Platforms to facilitate marketing and communications of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services.
  • ●  Service Platforms to facilitate the administration and distribution of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Canvas Virtual Learning Environment for your online learning tools;
    • ○  Turnitin plagiarism detection software for verifying the originality of yoursubmitted work; and
    • ○  Music Gateway for your professional development opportunities.
  • ●  Other individuals / organisations:
    • ○  International recruitment consultants and agents (for relevant internationalstudents);
    • ○  Housing providers for students;
    • ○  ACM’s insurers and legal advisers for the purpose of providing insurancecover or in the event of a claim;
    • ○  Employers who request a reference from ACM (for relevant staff andstudents).
    • ○  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
    • ○  We may disclose information for the purpose of verifying data about you heldby ACM, held by another higher education institution, or held by government

      agencies.

    • ○  We may disclose information if there are concerns regarding studentvulnerability and susceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

How long do you keep data for?

ACM takes its obligations under GDPR very seriously in terms of not holding onto personal data for any longer than is necessary. ACM has a retention schedule in place for the different categories of data it holds.

After you leave ACM we will continue to hold data about you in digital and paper form. Some information, such as your dates of attendance and your qualification achievements, will be retained permanently. Other data will be disposed of from time to time in accordance with ACM’s data retention policies. For example:

  • ○  Data relating to your application – retained for 6 years after you leave ACM
  • ○  Anonymised records which don’t identify you which are used for data analysispurposes – retained indefinitely
  • ○  Records relating to applications for Extenuating Circumstances – retained for 1 yearafter the end of the academic year in which the application is made
  • ○  Your contact details – ACM is required by statute to retain these to enable the Higher Education Statistics Agency’s national survey of Graduate Outcomes
  • ○  Data relating to your assessment and degree outcome – retained indefinitely to be able to provide academic transcripts
  • ○  Data relating to any student complaints or academic appeals – retained for one year post completion of complaint and appeal procedures
  • ○  Financial data relating to payments received from you or paid to you – there is a mandatory requirement to keep financial data for at least seven years for audit purposesBy enrolling as a ACM student, you agree to ACM processing data relating to you after you leave ACM for any purposes connected with your studies, your status as a former student and for other legitimate reasons.

    Examples of how we may use your data after you finish or graduate include:

  • ○  To provide evidence of your academic achievements when requested to do so: e.g. transcripts, confirmation of qualifications and references
  • ○  To provide information to regulatory bodies and other agencies to whom we are legally required to supply data
  • ○  To produce management statistics
  • ○  To maintain contact with you as a ACM alumnus/alumna
  • ○  For audit and quality assurance purposesWe may contact you for a limited range of research purposes after you leave ACM.

We are required by statute to maintain and share your contact details to enable the carrying out of surveys conducted by or on behalf of HESA, the Office for Students or other official agencies. We may also contact you to carry out our own research into your experiences at ACM and after leaving ACM, in order to evaluate the effectiveness of our courses and improve our services to students. If you do not want to be contacted for these purposes, please notify dpaofficer@acm.ac.uk

ACM graduates automatically become members of the ACM Alumni Network as ACM would like to stay in contact with you.

ACM retains some data about current and former students indefinitely, for the reasons outlined below:

  • ●  to be able to verify qualifications with future employers;
  • ●  to be able to respond to safeguarding responsibilities;A full schedule concerning data retention and disposal is available via the policies section of our website.

    What are my rights regarding the personal data you hold relating to me?

    An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

    An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will

receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our registry department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane

Wilmslow Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It

is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Supplier Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former Suppliers, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and contracted Staff. If you are working for ACM under a self-employed/freelance contract, ACM may require and process your personal data in accordance with the Staff Fair Processing Notice.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

Under the General Data Protection Regulation our legal basis for processing this information about you as a supplier will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your relationship with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with HMRC. More information on this is covered below.
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.If you cease to be a supplier of ACM, the legal basis for continuing to process your information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any products or services you supplied to ACM, a

matter relating to a time in which you were supplying those products/services and/or in relation to another statutory/legal obligation it may have.

If you were a supplier of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

○ ○

○ ○ ○ ○ ○ ○

GDPR ○

Processed fairly and lawfully, and only if certain conditions are met
Obtained for specified and lawful purposes, and not used for purposes other than those for which it was gathered
Adequate, relevant and not excessive
Accurate and where necessary kept up to date
Kept for no longer than necessary
Processed in accordance with individuals’ rights
Kept secure
Not transferred outside the European Economic Area unless certain conditions are met

builds on these requirements and states that from 25 May 2018 information must be: processed lawfully, fairly and in a transparent manner in relation to individuals;

  • ○  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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Supplier personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the general administration of our relationship with you, including for financial reasons;
  • ●  the selection process of suppliers;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  disputes and disciplinary matters;
  • ●  training and development;
  • ●  vetting checks;We may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects the following information from suppliers, which is outlined below:

  • ○  name and address
  • ○  contact details (telephone number, email address)
  • ○  Details and dates of usage of the products/services being supplied
  • ○  payment / bank detailsCCTV

    For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you may work in if you visit ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some statutory and/or routine disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  HM Revenue and Customs (HMRC)
  • ●  Financial Auditors
  • ●  Other organisations who have asked us for a reference of your services.
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email servicesPersonal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

      ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

      How long do you keep data for?

      Data we hold that is only relevant to current suppliers (such as bank information) will be deleted within 1 year of your last supply to us. All other relevant correspondence in relation to the supply of products/services will be held on file and retained for 6 years after an employee has left ACM, in accordance with HMRC recommendation, after which time it will be securely disposed of. Basic information about a supply of service (ie a log that the service was provided) will be

retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Staff Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to contracted and/or former staff, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings

Bridge Street Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

While you are a staff member at ACM and after you cease to be a staff member, ACM needs to collect, store, use and disclose certain data about you. ACM needs to process this data in order to function effectively as an organisation. Personal data is processed for administrative, academic, statutory, support and health and safety purposes. All such personal data shall be collected and held in accordance with GDPR.

Under the General Data Protection Regulation our legal basis for processing this information about you as a staff member will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your employment with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA). More information on this is covered below.

○ “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you leave the employment of ACM, the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any post-termination obligations, a matter relating to a time in which you were employed and/or in relation to a statutory/legal obligation it may have.

If you were a staff member of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use your personal data?

Staff personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the administration of prospective, current and past employees including self-employed, contract personnel, temporary staff or voluntary workers;
  • ●  the recruitment and selection process;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  occupational health service;
  • ●  administration of agents or other intermediaries;
  • ●  pensions administration;
  • ●  disciplinary matters, staff disputes, employment tribunals;
  • ●  staff training and development;
  • ●  ensuring staff are appropriately supported in their roles;
  • ●  vetting checks;
  • ●  assessing ACM’s performance against equality objectives as set out by the EqualityAct 2010 .
    We may disclose your data to certain outside organisations as outlined in this Fair

    Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not

be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from teaching and non-teaching staff. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

  • ●  Initial application:
    • ○  name and address
    • ○  national insurance number
    • ○  contact details (telephone number, email address)
    • ○  self-declaration of permission to work in the UK and upload of passport/visacopy if necessary
    • ○  relevant qualifications or indication of highest qualification held
    • ○  professional development / training and membership of any professional body
    • ○  employment history
    • ○  supporting statement
    • ○  Referee details
    • ○  Criminal record disclosure
    • ○  Data captured for equal opportunities monitoring (gender, date of birth,nationality, marital status, sexual orientation, religious belief, ethnicity)
    • ○  Declaration about any disability as defined under the Equality Act 2010
  • ●  Once a candidate has been made an offer of employment:
    • ○  Bank details
    • ○  Emergency contact details
    • ○  Qualification information required to be shared with HESA
    • ○  Data captured for equal opportunities monitoring (as above)
    • ○  Health information
    • ○  Certain positions also require a DBS compliance check to be completed

○ A photograph for your Staff ID card
Further personal data captured about an employee is likely to relate to any performance or

appraisal process and any information needed to maintain a sickness/absence record.

Some of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

Your Staff Profile

In the normal course of employment, your work contact details will be made available via ACM systems. This may include name, job title, work location, work email address and work telephone number. Your Line Manager and other Senior Managers (as necessary) at ACM may request access to your personal contact details for the purpose of your line management, only as necessary, should there be times at which you are unable to be contacted by way of ACM-operated communications platforms. This may extend to sharing of emergency contact details, if the need arises.

Information, such as CVs/career credits, photos and specialisms, may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

ACM’s email and other communications services are provided by third parties and you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Staff email addresses are issued and used for communicating about ACM business, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover your work areas. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information

about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  Higher Education Statistics Agency (HESA)
  • ●  UK Visas and Immigration
  • ●  HM Revenue and Customs (HMRC)
  • ●  Pension schemes
  • ●  Research sponsors/funders
  • ●  Trade unions
  • ●  Potential employers (where a reference is requested)
  • ●  Benefits Agency as required by the Social Security Administration Act 1992
  • ●  Child Support Agency as required by the Child Support Information Regulations2008 (no.2551)
  • ●  The courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements).
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services
  • ●  The emergency services, where there is necessity.
  • ●  ACM’s insurers and legal advisers for the purpose of providing insurance cover or in the event of a claim;
  • ●  Employers who request a reference from ACM (for relevant staff and students).
  • ●  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
  • ●  We may disclose information for the purpose of verifying data about you held byACM.
  • ●  We may disclose data about you for the purpose of a third party administeringCPD services for you.
  • ●  We may disclose information if there are concerns regarding vulnerability andsusceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

    Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

    ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

    How long do you keep data for?

    HR hold individual files for all members of staff. Data we hold that is only relevant to current employees (such as bank information and emergency contact information) will be deleted within 2 months of you leaving our employment. Some other relevant correspondence in relation to member of staff’s employment will be held on file and retained for six years after an employee has left ACM, after which time it will be securely disposed of. Basic information about a member of staff (appointment, dates of service etc) will be retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street

Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Policy 001: Quality Assurance and Enhancement

Policy 001: Quality Assurance and Enhancement

  1. Purpose and Scope
    • 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.
    • This policy sets out ACM’s approach to maintaining and enhancing academic quality and standards.
    • This policy should be read in conjunction with associated institutional regulations of Middlesex University (for validated HE provision), Falmouth (franchised HE provision), and University of the Arts and East Surrey College (for FE provision)

 

  1. 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 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, Registry and Data Services (QRDS)  department.  Student Representatives report to the Board of Studies and have membership of all ACM Academic 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
  • Industry Advisory Group
  • Board of Studies
  • 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 utilizes 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 utilizes 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, Registry, and Data Services (QRDS) department.

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 Head 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)
  • Annual Monitoring Report (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.

  1. 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 Quality and Student Experience

 

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
  • Head of Student Services
  • Group Head of Education
  • Programme Managers
  • Senior Management Team members

 

  1. Reference Points
    • Internal:
  • Admissions Policy
  • Learning Teaching and Assessment 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
  • UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
  • Further Education and Skills Inspection Handbook (Ofsted)

 

  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:                01 May 2018

Download policy – POL_001_Quality Assurance and Enhancement Policy_180521

Procedure 003: Complaints and Grievances Procedure

Procedure 003: Complaints and Grievances Procedure

  1. Purpose and scope

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of a student complaints and grievances in relation to any aspects of their student experience, student services, administration, financial matters, and information for their programme of study.

1.2 This Procedure aims to explain the reasonable due course which students are required to consider and follow when submitting a complaint or grievance.

  1. Procedure Statement

2.1 ACM encourages all students to discuss any concerns that they may have at the earliest opportunity to avoid delays and unnecessary escalation of matters. Most issues can normally be resolved quickly at the lowest level, without going through the complaints and grievances procedures. Key points of contact if there is a concern are:

  • Reception Staff
  • Student Services (Hub), who will direct you to the department or information source
  • Programme team (the Senior Programme Officer) who will direct you to the relevant academic staff or information source
  • Registry team, who will direct you to the department or regulations, policies and documentation

2.2 ACM seeks to resolve all complaints and grievances in a timely manner through considered escalation of concerns as outlined in this procedure. Students that wish to lodge an appeal of an academic decision should refer to the Academic Appeals Policy and Procedure.

Internal Escalation of Complaints:

Nature of Complaint / GrievanceThematic AreasStage 1:

Early Resolution

Stage 2:

Formal Stage

Stage 3:

Formal Stage (appeal)

Academic

 

Programme delivery, learning facilities, resources and supervisionProgramme Manager / Quality Assurance and Enhancement ManagerGroup Head of EducationRegistry / EMT
Administrative / Student RecordEnrolment records,  student information, data, registrationAdmissions / Senior Programme Officer / Registry ManagerHead of Student ServicesRegistry / SMT
Student ServicesGeneral student services, counselling, student support, and accommodation supportHead of Student Services  / Team ManagerHead of Student ServicesRegistry / SMT
IT and FacilitiesSystem access and accounts, Canvas, MyACM, ACM email, Campus facilitiesFacilities Officer / IT OfficerFacilities Manager / IT ManagerRegistry / SMT
FinancialFees, charges, student loans, bursaries and scholarshipsStudent Finance Officer(s)Head of FinanceRegistry / SMT
Quality AssuranceStudent representatives, regulations, policies and procedures, surveys, quality assuranceQuality Assurance and Enhancement ManagerHead of Quality and Student ExperienceSMT

 

Stage 1: Early resolution

2.3 In the first instance students who wish to make a complaint should discuss it with a member of ACM staff (Student Services team, Programme team – Senior Programme Officer, or Registry team) who will advise whether or not the complaint is best progressed through:

  • An informal meeting or mediation;
  • A Student Forum or Board of Studies (for concerns impacting a wider group/cohort);
  • Consultation with specific persons who can resolve the problem (E.g. Tutor, Module Leader, Services Officer)
;
  • Referral to an external agency, or
  • Escalation to the Formal Stage 2

2.4 The member of staff consulted shall discuss the complaint with the student and, with the student’s consent, engage anyone else involved, to see if the concern can be resolved through early resolution. Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student and Registry in writing within 10 working days.

Stage 2: Formal Stage

2.5 If the student is dissatisfied with the outcome of Stage 1, they may opt to escalate the complaint to the second (formal) stage.  All formal complaints must be submitted in writing to Registry within 10 working days of the informal stage having been completed. The student should attach all relevant supporting materials and evidence to support their complaint. Complaints that lack relevant supporting documentation may be dismissed or referred back to the student for further consideration.

2.6 Registry will acknowledge receipt of the complaint in writing, and notify the student of the next steps within 10 working days of receiving the appeal. Registry will direct the complaint to the relevant senior member of ACM staff (see table above), who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal hearing.

2.7 Any resolutions that are agreed at this point shall be put in writing and sent to the student and Registry within 5 working days. Registry will seek confirmation from the student(s) that they are satisfied with the agreed outcome.

2.8 The member of senior management shall consider the evidence, written or otherwise, and, if necessary, hold such discussions with the complainant and any other persons they deem appropriate in order to fully investigate the complaint.

2.9 The member of Senior Management, having fully investigated the complaint over a period not normally exceeding 20 working days from its receipt, shall decide whether:

  • the complaint should be progressed through other procedures; or whether
  • there is no reasonable justification for the complaint, in which case the complaint shall be terminated at this stage; or whether
  • there is reasonable justification for the complaint.

2.10 The member of Senior Management shall:

  • make their decision known in writing;
  • recommend resolutions to any justifiable complaint which all parties involved in 
the complaint shall be invited to accept; and
  • if the recommendations are agreed, shall take steps to ensure that they are implemented in full within the agreed time period.

2.11 Registry will:

  • Inform the student and to the members of staff or other students involved of the decision.
  • Monitor the agreed resolutions to the complaint as necessary.

Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 3.

Stage 3: Formal Stage Appeal

2.12 The student must submit their appeal of the complaint outcome (stage 2) in writing to Registry within 10 days of notification of the outcome of the second stage. This student should submit a statement to support the appeal and any further supporting documentation related to the complaint.

2.13 A Complaints Panel will be constituted by Registry and will consist of a minimum of three senior staff members that have not been directly involved in Stage 1 of the complaint. The panel will normally consist of a member from the Registry team and two members from the relevant departments (normally Education and Student Services). The panel will examine the evidence that has been submitted, and may opt to call meetings with the appellant, and staff involved in order to gather further evidence to make a reasonable determination of the outcome of appeal.

2.14 In compelling circumstances, the Chair of the Panel may take Chair’s Action in the student’s favour. The Chair shall formally communicate this decision to Registry, who will notify the appellant within 5 working days.

2.15 A record of all panel interviews and a record of the panel outcome(s) will be provided to Registry in writing.

2.16 Panel proceedings should be concluded within 30 days of the initial notification of the receipt of the academic appeal. The outcome reached by the Panel will be communicated to the appellant in writing through Registry. Registry will communicate the outcome of the Panel proceedings within 5 working days.

2.17 Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 4. 

Stage 4: (awarding body / collaborative partner)

2.18 If the student is not satisfied with the decision at the conclusion of ACM’s Formal stages, or if the recommendations made at this appeal stage 3 are not implemented, they may appeal to ACM’s awarding body for their programme, which will follow their own process, as outlined below.

2.19 Students should contact ACM Registry who will advise how to lodge the appeal with the awarding / collaborative partner.

2.20 For information on this process, the student should refer to:

  • Degree students in programmes validated by Middlesex University:
Student Complaints and Grievance Procedures, Middlesex University Regulations:

Middlesex University Regulations: Complaints procedure

  • Diploma Students: University of the Arts London’s Student Complaints Procedures:

University of the Arts, London: Student Complaints Procedures

  • Diploma Students, where a grievance relates to funding: East Surrey College, Client Feedback Policy

East Surrey College Client Feedback Policy

2.21 Students enrolled in Further Education studies will have exhausted options for further appeal once the matter has been considered by the awarding / collaborative (funding) body.

2.22 Students enrolled in Higher Education programmes that are not satisfied with the outcome of the awarding body may escalate their appeal to the OIA. While most complaints will be considered by the awarding body. Any complaint cannot be processed through the awarding body’s regulations and/or agreed partnership provisions, may be referred directly to the OIA consideration.

Stage 5: (HE students only)

2.23 Where the student is not satisfied with the outcome of the University proceedings, they may escalate their complaint to the Office of the Independent Adjudicator (OIA) for students in Higher Education. The University can provide further guidance to the appellant if they wish to escalate their appeal. Information about the OIA is available here: http://www.oiahe.org.uk/

Groups of Complainants

2.24 
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. This spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. 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.

Student Progression

2.25 Until the complaint is concluded, the student:

  • Will be allowed to continue their studies, except under circumstances where there is a disciplinary matter involved where the student has been suspended for their own or others safety,
  • Must continue to meet attendance, engagement, and assessment requirements for the programme.

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 Student Complaints and Grievances Procedure lead is:

  • Head of Quality and Student Experience

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

  • Group Head of Education
  • Quality Assurance and Enhancement Manager
  • Head of Student Services
  • Programme Managers
  • Senior Programme Officers
  • Registry Manager
  • Senior Management, including Executive Senior Management.
  1. Reference Points
  • Academic Appeals Policy
  • Academic Integrity Policy
  • Admissions
 Policy
  • Equality and Diversity Policy
  1. Date of Approval and Next Review

Version:                       2.1

Approved on:               11 Sep 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download – PRO_003_Student Complaints and Grievances_180521

Policy 008: Equality and Diversity

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.

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 recognized 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
  • Victimization
  • 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 behavior 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
  • Head of Education
  • Head of Teaching and Learning
  • Head of Student Services
  • Academic Registrar

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
  • Human Resources Manager
  • 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 Disciplinary Policy
  • Staff Disciplinary Policy
  • Content Approval Policy
  • Data Protection Policy

4.2 External:

  • The Equality Act 2010

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_008_Equality And Diversity_170728

Policy 009: Special Educational Needs

Policy 009: Special Educational Needs

1. Purpose and Scope

1.1 This policy explains in an open, transparent and accessible way how the Academy of Contemporary Music (ACM) supports students with Special Educational Needs (SEN) and the roles and responsibilities of ACM staff.

1.2 This policy describes how the ACM meets the learning needs of SEN of students by defining the arrangements in place for their support and the roles and responsibilities of ACM staff.

2. Policy Statement

Special Educational Needs

2.1 ACM is committed to provision of equal opportunities for disabled students and staff and aims to create an environment that enables them to participate fully in the mainstream of ACM life.  Everyone who has the capability to benefit from studying or working 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.

2.2 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.

2.3 To encourage a inclusive approach to disabled students, ACM staff need to respond appropriately to disabled students’ needs. This includes ensuring that:

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

2.4 The Disability Discrimination Act 1995 was amended in 2005 to include a public sector duty towards disabled people which, in the context of higher education institutions (HEIs), encourages academic staff to review their learning, teaching and assessment methods to become more inclusive for disabled students. The legislation supports a mainstreaming approach to disability, often referred to as the social model of disability. ACM recognises the social model of disability in order to satisfy its responsibilities.

Admissions Arrangements

2.5 ACM applicants complete admission forms that include details of any SEN. All applicants who have declared a SEN are referred to the Education Guidance Department (EGD) who who engage with the applicant to ensure that they are given information and advice about the support available.

2.6. Students who have declared complex support needs are phoned and support arrangements are discussed.

2.7 No students are denied admission on the grounds of their disability and ACM plans for and anticipates the requirements of disabled students.

Specialist SEN Provision

2.8. Specialist 1:1 tuition is offered where appropriate, together with in-class support where required. EGD staff liaise closely with ACM tutors and provide necessary training and updating. EGD staff also liaise with the ACM Student Referral Team and ACM counsellors for students with mental health issues.

2.9 The EGD consists of Specialist Tutors, who are qualified teachers with post-graduate qualifications in SEN, a Specialist Mentor, Specialist Classroom Assistants who are ACM Alumni with in-house training and, in the Clapham and Metropolis sites, Student Services Managers. 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.

2.10. Tuition can take place via Skype if recommended in the student’s Needs Assessment Report.

Facilities

2.11 The EGD in Guildford has a separate entrance to the main teaching areas so students can attend discreetly. The EGD aims to have a calm and positive environment, where students feel welcome and comfortable. In Clapham and Metropolis, private rooms are offered for students to meet their DSA Study Skills and/or Mentoring tutors.

2.12  All areas in ACM buildings have disabled access and toilets.

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

Allocation of resources

2.14 ACM provides a tutorial and counselling service for all students.

2.15. The EGD in Guildford has a separate Specialist Mentor and recoups funding for HE students who have a DSA Mentoring allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates support through DSA Mentors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the mentors in a safe and suitable environment.

2.16. The EGD in Guildford has Specialist one-to-one support and recoups funding for HE students who have a DSA Study Skills allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates the provision DSA Study Skills Tutors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the tutors in a safe and suitable environment.

2.17 The Education Guidance Manager is responsible for the funding paperwork.

2.18  Specialist invigilation of assessments for SEN students is carried out at the EGD.

Identification of needs

2.19 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.

2.20 Teaching staff may refer any student to the EGD if they have concerns re the student’s support needs. EGD staff can carry out Dyslexia Screening Tests upon request.

2.21. EGD staff keep detailed records of work done with students and progress made.

Access to the Curriculum

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

2.23 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

2.24. Records are kept of the attendance, retention and achievement of all students, including those with SEN.

Complaints

2.25 ACM students can speak to the Student Referral Team and/or the Senior Programme Officers, and raise concerns.

2.26. Informal, and Formal Grievances can be made in accordance with the Student Complaints and Grievances Policy and Procedure.

  1. 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 Special Educational Needs Policy lead is:

  • Head of Student Services

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

  • Head of Student Services
  • Education Guidance Manager
  • Head of Teaching and Learning
  • Head of Education
  • Academic Registrar

4. Reference Points

4.1 Internal:

  • Admissions
  • Admissions Complaints
  • Equality & Diversity
  • Safeguarding
  • Fitness to Study

4.2 External:

  • Disability Discrimination Act 1995, 2005 (amended)
  • Data Protection Act 1998
  • The Equality Act 2010
  • Special Educational Needs and Disability Code of Practice 2015
  • Middlesex University Regulations, 2016/17: Provision for students with disabilities and learning difficulties

5. Date of Approval and Next Review

Version:                       1.1

Approved on:              28 Jul 2017

Approved by:              Academic Board

Next Review:              01 Aug 2018

Download POL_009_Special Educational Needs_170728

Policy 010: Safeguarding

Policy 010: Safeguarding

1. Purpose and Scope

1.1. This policy describes how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach in the manner which matters relating to safeguarding are addressed.

1.2.  This policy describes how the Academy of Contemporary Music (ACM) considers, supports and makes use of appropriate referral mechanisms where there are issues of safeguarding the wellbeing of all children, young people or adults at risk attending any of the ACM sites.

1.3 This policy applies to all students and staff and is designed to ensure that students are treated in a fair and equitable manner and feel safe, secure and listened to whilst studying at ACM.

1.4 This policy is implemented with due regard to the provisions for Keeping Children Safe in Education: For Schools and Colleges, published by the Department for Education, and the Revised Prevent duty guidance: for England and Wales published by the home office.

2. Policy Statement

2.1.      ACM believes that it is always unacceptable for a child, young person or vulnerable adult to experience abuse of any kind and recognises its responsibility to safeguard their welfare by commitment to practice which protects them.

2.2. ACM recognises that it has a moral and statutory duty under the Education Act 2002, the Children’s Act 2006, the Safeguarding Vulnerable Groups Act 2006, the Care Act 2014 and various government initiatives, to promote and safeguard the welfare of its students, with specific reference to Working Together to Safeguard Children 2015 and Keeping Children Safe in Education 2016, and the Prevent Duty under the Counter-Terrorism and Security Act 2014;

  • the welfare of the child/young person/vulnerable adult is paramount;
  • all children/vulnerable adults regardless of age, disability, gender reassignment, marital and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse;
  • working in partnership with children, young people/vulnerable adults, their parents, carers and other agencies is essential in promoting young people’s welfare;
  • have regard to the Prevent Duty ensuing that there is awareness and active responses to the threat of radicalisation of any individuals, and in particular vulnerable adults and children.

ACM’s Safeguarding Responsibilities

2.3 ACM ensures that all new staff are checked with the Disclosure and Barring Service (DBS).

2.4. All ACM staff are provided with training at the recommended level (every year for Designated Safeguarding Leads and safeguarding team members and internal delivered training every 2 years for all other staff) to ensure staff are aware of the issue of protection from abuse and the procedures to follow starting from their initial induction.

2.5. Ensure at least one member of any interview panel has had Safer Recruitment training delivered via an online portal.

2.6 ACM Staff are provided with a copy of the Staff Code of Conduct as part of their induction

2.7. All staff are given a copy of ‘Keeping Children Safe in Education (Part One) 2016’  as part of their induction.

2.8. ACM ensures that a risk assessment is undertaken in admitting a student who may pose a threat to others or themselves.

2.9. ACM reserves the right to refuse admission to FE Courses, and Degree programmes  to any person who may pose a risk to young people or vulnerable adults.

2.10. ACM ensures that there are designated staff members with responsibility for child protection; including a member of the Senior Management Team.

2.11. Support staff  have responsibilities for handling a disclosure relating to safeguarding. This may include offering support on correct policy, procedure and guidelines and further emotional support offered thereafter.

2.12 Any concerns in relation to Prevent must be referred to the ACM Prevent Lead immediately. The Prevent Lead will liaise with the Regional Prevent Coordinators and the relevant MASH unit to identify strategies and actions that need to be taken with regard to any Prevent related concerns.

2.13. ACM is committed to ensuring that a person who discloses abuse is offered all possible appropriate support around the time of and after disclosure.

2.14. All records of a disclosure are kept in a confidential file.

2.15. Staff take steps to ensure students are aware of the mechanisms for reporting bullying and abuse on site at ACM and online.

2.16. ACM ensures that all policies and procedures are available to all staff and students via the ACM website and the MyACM App.

2.17. ACM raises awareness of the policy and procedures to those outside ACM via the prospectus and ACM website.

2.18. The policy and its procedures are reviewed and monitored annually.

2.19. There is a procedure for dealing with allegations of abuse made against members of staff, including allegations made against the Executive and Senior Management Team and allegations against other students.

2.20. There are established child protection protocols and effective communication with schools, when pupils on their rolls seek admission and attend ACM.

2.21. ACM refers any young person or vulnerable adult to Children’s Social Care, Adult Social Care or other appropriate agency e.g. the Police or NSPCC, when the person requests it or the situation necessitates it.

2.22. ACM works collaboratively with the East Surrey College/ Local Safeguarding Children’s Board (LSCB), Multi Agency Safeguarding Hub (MASH) and Adult Protection Committees in the local area.

2.23. Within ACM’s duty of care, it has a responsibility to act if there is a cause for concern and to notify the appropriate agencies so that they can investigate and take any action. ACM has a responsibility to provide information to MASH about a student or family, if required for a child/vulnerable adult protection enquiry/assessment.

2.24. ACM may also provide help or a specific service to a student as part of a protection plan agreed at a Child Protection Case Conference and could also contribute to reviewing a student’s progress in this regard.

2.25. ACM keeps a contact list of all MASH contacts and local support groups.

Areas of Risk at ACM

2.26. Staff and students should be particularly aware of the risks inherent in some of the activities that are unique to ACM and its students. During these activities, students will usually be located away from ACM sites. These include:

  • Creative Industry Development activities
  • Gigs and tours
  • Recording studio/music business site visits
  • Extra curricular or curricular led off site trips (day and overnight)

2.27 ACM does not permit students under the age of 18 or vulnerable adults to make overnight visits for the purpose of marketing ACM.

2.28  ACM students engaged in industry based activities and volunteering are under the duty of care of ACM. ACM staff involved in these activities should:

  • be aware of this Policy and its supporting Procedure;
  • thoroughly brief students of potential situations of risk;
  • advise students to be accompanied by a parent or guardian where possible; and
  • make students aware of this Policy and Procedure and the support available from ACM.

2.29  ACM students who are under the age of 18 or are vulnerable adults and are living away from home may come into contact with older students who could pose various risks as determined by this Policy. ACM has policies and procedures in place to address illegal or anti-social behaviour, as well as the code of conduct included in the contract which students sign before enrolment, and reference should be made to these.

 

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 Safeguarding 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:

  • Designated Safeguarding Lead
  • Prevent Lead
  • Education Guidance Staff
  • Student Support and Wellbeing Officers
  • Safeguarding team members
  • Head of Education
  • Head of Learning and Teaching

4. References

4.1       Internal:

  • Equality and Diversity
  • Health and Safety
  • Staff Recruitment
  • Staff Disciplinary
  • Student Complaints & Grievances
  • Student Disciplinary
  • Student Disciplinary Appeals
  • The Prevent Policy
  • Acceptable Use of IT and E-Safety

4.2       External:

  • The Charity Commission: Safeguarding children and young people
  • The Children Act 1989
  • The Children Act 2004
  • Education Act 2002
  • Mental Capacity Act 2005
  • The Prevent Duty
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Local Government Act 2000
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2016

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_010_Safeguarding_170728

Policy 012: Learning, Teaching and Assessment Policy

Policy 012: Learning, Teaching and Assessment Policy

  1. Purpose and Scope

1.1 This policy identifies the main objectives within learning and teaching at ACM.

1.2  This policy explains the ways in which ACM collaborates with students and education stakeholders, both internal and external, to enhance student learning opportunities.

1.3 This policy outlines ACM’s approach to providing high quality programmes and courses  that are focussed on student progression and achievement and characterised by the currency and relevance of their subject matter, innovative delivery, assessment and feedback.

  1. Policy Statement

Partners in Learning, Teaching and Enhancement

2.1. The active participation of students in ACM’s enhancement processes is an essential and valuable component in maintaining and improving the quality of learning opportunities.

2.2 ACM’s curriculum provides opportunities for students to consistently and actively engage in Learning and Teaching processes and strategies throughout their studies. It supports important notions such as active learning, students as partners, and students as co-creators of the curriculum. These are vital in developing a range of graduate attributes, both professional and personal, helping to build student confidence, ability to communicate effectively, and sense of an academic and specialist self.

2.3 ACMs works in partnership with its collaborative and validating partners, and appropriate external organisations to ensure a broad range of learning opportunities are made available to all students.

2.4 ACM is responsive to the needs of the music industry and works in collaboration with key industry partners in the development and enhancement of education.

Curriculum Design

2.5 ACM is committed to ensuring that all taught provision at all education levels aligns with external frameworks, including Subject Benchmark Statements and the Framework for Higher Education Qualifications.

2.6 ACM designs and delivers innovative and relevant  programmes that are shaped by the most current industry practice, developing students technical and applied skills, disciplinary research and scholarly skills, as well as subject knowledge. ACM is committed to developing a professional and academic skills framework, which is made available to all students, and which is supportive of the transition to professional practice, open intellectual inquiry, academic progress, and allows students to thrive academically, professionally, and creatively.

Creative and Innovative Delivery

2.7 ACM enhances learning and teaching through creative and innovative delivery, including the appropriate use of technology and the continued development of resources.

2.8 The academy believes that a wide range of delivery methods can be employed to promote learning. These include full-time attended courses, part-time courses, online delivery, and blended delivery.

Assessment for Learning

2.9 ACM ensures that assessments are designed as an integral part of the learning process (“assessment for learning”) as well as a means of measuring student progress and achievement.

2.10 Assessments are designed to afford students the best opportunity to adequately demonstrate their understanding and meeting of modular and programme learning outcomes.

Approaches to and the use of Feedback

2.11 ACM ensures that assessment and feedback to students on their work promotes effective and independent student learning and contributes to their academic, professional and technical development.

2.12 ACM ensures that feedback should is developmental, informing future assessment and professional practice undertaken by students.

2.13 ACM ensures assessment and feedback practices are appropriate, valid, inclusive, reliable and transparent, clearly communicated in a timely manner, and subject to regular review.

Professional Practice

2.14 Teaching is informed by professional experience at the highest standards and, where appropriate, carried out by those engaged in original creative work at a high level.

2.15 ACM ensures that our approaches to learning and teaching position students for further success after completion of their programme or course of study. This includes supporting students to gain professional experience and employability skills during their studies.

2.16 ACM is committed to ensuring that students acquire the knowledge, skills and experience through their studies to ensure their success in future life, and within their chosen vocation or area of employment.

Student Responsibility

2.17  Students are enabled and supported to take responsibility for their own learning.

2.18 The curriculum encourages students to develop a range of key attributes in: creativity, self-reflection, technical application, sociability, resilience, and industry preparedness.

Review

2.19 Learning and Teaching strategies evaluate the impact of learning, teaching and assessment activities with regard to the quality of the student learning experience, through cyclical monitoring, review, and enhancement activity.

2.20 Students are engaged in the monitoring,  review, development and enhancement of Learning and Teaching practices, and are assured that their feedback influences their learning experience.

2.21 The evaluation of student opinion and appropriate response to the results is a key indicator in ACM’s processes for the assurance and enhancement of Learning and Teaching.

 Learning and Teaching Approaches

2.22 Learning and Teaching approaches will adopt an evidence-based approach to the enhancement of learning, teaching and assessment practice, and has in place, robust mechanism to ensure the oversight and identification of internal and external good practice, strengths and achievements for wider dissemination and consideration, and considering areas where further enhancement would be of benefit.

2.23 ACM ensures the implementation of a robust framework of marking and feedback mechanisms, and moderation of summative assessments.

2.24 Moderation of assessment ensures a standardised approach to assessment marking and feedback across subjects and levels. ACM’s approach towards moderation includes double marking, second marking, analysis of grade distribution, and monitoring through external examiner/moderators.

2.24 The design and delivery of ACM courses and programmes is flexible and responsive, paying due regard to varying learning needs and styles and our students’ educational experience and current/emerging industry practices and needs. ACM aims to maintain inclusive learning and teaching practices that provide fair and equitable learning opportunities for all students.

Staff Development

2.25 ACM supports and promotes the continued professional and academic development of academic staff. ACM will strive to ensure all academic staff have the opportunity to undertake professional qualifications or work towards professional accreditation.

2.26 Learning and Teaching practices identify and determine areas of development and enhancement, to support and strengthen ACM’s taught programmes.

Observation of Teaching

2.27 ACM believes that observation of teaching can drive the quality of learning and teaching through peer support and self reflection. Observation of teaching  encourages all staff to reflect on the effectiveness of their own teaching and identify their development needs.

2.28 Observation of teaching practice additionally provides the opportunity foster discussion and dissemination of best practice,  and to identify any weaknesses and put in place an action plan to improve practice, where the need is identified.

2.29 Observations provide the opportunity to increase staff awareness of the student experience and to assist departments in providing a high quality educational experience for their students.

Assessment Principles

2.30 Assessments are designed to measure all of the intended learning outcomes summatively and are a valid measure of student achievement.

2.31 Assessments are reliable and consistent. All assessments will aligned to the generic level descriptors from validating partners and all awards will be delivered in accordance with the regulations of awarding institution.

Marking follows clear and consistent guidelines and be moderated by both ACM academic staff and external examiners/moderators in accordance to the awarding institutions regulations. External examiners/moderators will be asked to report on the reliability of assessment.

2.32 Assessments are equitable and encourage all programmes to employ a diversity of assessment methods to allow students to demonstrate skills, knowledge and understanding.

ACM is also aware of the need to make reasonable adjustments in the assessment of students with evidenced learning needs or other additional or outstanding requirements.

2.33 Assessments and assessment briefs are transparent and explicit. Students are clearly informed of the purpose and requirements of all assessment tasks. Feedback to students relates to the stated learning outcomes and assessment criteria that are made available to students at the commencement of each module. Feedback is timely, in accordance to the policy of the validating university partner, and focusses on the outcomes being assessed. Students receive a variety of feedback including written, audio, and video modes.

2.34 All assessments support the learning process by being authentic, aligned with the intended learning outcomes and related to the learning topic.

2.35 Assessment mechanisms will be efficient so as to not overburden the student by overly assessing knowledge and skills. This includes care taken over the scheduling of assessments and ensuring the modes are varied and accessible.

2.36 The outcome of assessments is monitored and used to enhance assessment practice. The results will be reported to the ACM Academic Board and the  sub committees facilitate monitoring, review and enhancement, as well as through the reports of external examiners/moderators and assessment boards, and annual monitoring reports to the awarding institution.

2.37 When a student fails to meet and pass all assessment criteria (learning outcomes), opportunities for resubmission of components and re-assessment of the module will be considered by the Student Progression and Achievement Board (SPAB) and recommendations made and confirmed by overall consensus of the board. Students will be given fair and reasonable opportunities to demonstrate that they have met the requirements for successful completion of all the components of study in line with the regulations of the awarding institution. Students will normally be notified of the outcome within five working days of the Board’s decision, and in accordance with the policy of the University partner.

Resources for Learning

2.38 ACM believes that the resources for learning form an integral a part of the learning experience. Equipment and physical resources utilised by staff and students should promote professional standards and be representative of professional practice.

2.39 Academic resources form a vital part of learning and teaching. The Creativity Centre at any ACM site is a focus point for materials such as books, journals, and online resources.

2.40 Academic skills are promoted throughout ACM through learning and teaching. ACM commit to regular workshops and materials to promote good practice within academic standards and digital literacy.

  1. 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 Learning and Teaching Policy lead is:

  • Group Head of Education

 

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
  • Head of Quality and Student Experience
  • Programme Managers
  • Teaching Staff
  • Education Strategist
  1. Reference Points

4.1       Internal:

  • Equality and Diversity Policy
  • Observation of Teaching Procedure
  • Changes to Module Procedure
  • Quality Assurance and Enhancement Policy
  • Special Educational Needs Policy
  • Student Charter

 

4.2       External:

  • QAA Quality Code Chapter B3: Learning and Teaching
  • QAA Quality Code Chapter B4: Enabling student development and achievement
  • QAA Quality Code Chapter B5: Student Engagement
  • QAA Quality Code Chapter B8: Programme Monitoring and Review
  • HEA Study Centre for Education ESCalate (2006a) Peer Observation [Accessed online from http://escalate.ac.uk/resources/peerobservation/index.html 21 June 2016]
  • HEA Study Centre for Education ESCalate (2006b) Planning for Peer Observation of Learning and Teaching [Accessed online http://escalate.ac.uk/resources/peerobservation/02.html 21 June 2016]
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:               01 Aug 2018

Download – POL 012 Learning Teaching and Assessment_180521

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.

  1. 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:

The Academy of Contemporary Music

Rodboro Buildings

Bridge Street

Guildford

Surrey

GU1 4SB

United Kingdom

  1. 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
  1. 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
  1. Date of Approval and Next Review

Version:                      1.2

Approved on:               21 May 2018

Approved by:               ACM Data Protection Officer

Next Review:                01 Aug 2019

Download – POL_020_Data Access and Protection_180515

Policy 017: Finance Policy

Policy 017: Finance Policy

1. Purpose and Scope

1.1This policy outlines the arrangements for collection of student fees and charges, refunds and compensation. 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 and equitably.

2. Policy Statement

Tuition fee charges

2.1 The amount that students will pay in respect of tuition fees is dependent on the course that they wish to study. Full-time two-year accelerated degrees are charged at the equivalent of 180 credits per annum, and three–year traditional delivery degree is charged at 120 credits per annum.  Any credit taken above this amount will incur charges at the prevailing credit point rate.  The first year of the degree including Foundation Year is considered to have a notional credit value of 120 credits.

2.2 Tuition fees for each year of study are indicated in the offer of study letter sent from Admissions. Further details relating to payment schedules are clarified in the ACM Contract.

2.3 Once a student has enrolled they are responsible for the payment of their tuition fees and any other associated charges as per the terms and conditions of the ACM Contract, including any amounts due from third parties which are not paid. Non-payment of fees is outlined in 2.26 Debt Policy.

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

Tuition Fee payment types.

2.5 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 required to self-fund a ‘top-up’ element.

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

Equivalent or Lower Qualification (ELQ)

2.6 ELQ refers to government funding for students who are studying for a qualification that is the same level or lower than a qualification that they have already studied, and where the student has been withdrawn from another HEI or other HE Provider.

2.7 If a student is a UK/EU student and returning to study a second undergraduate degree at the same or lower level as one they have taken previously, they are unlikely to be eligible for a fee loan from Student Finance England (SFE).

Tuition Fee Liability

2.8 Students (or their parents or legal guardians for those students under the age of 18) become liable 14 days after course commencement (i.e. on Day 15). This would usually mean that liability commences on the Monday, two weeks after the Monday of Induction Week.

2.9 These fees cover registration, tuition, and entrance to examinations. Note, the fees do not include those for graduation, which are payable to the awarding university.

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

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

2.10 If a student is a UK/EU Undergraduate student they are responsible for ensuring that their application for financing from Student Finance England (SFE) 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. Applications can be made on‐line at https://www.gov.uk/student-finance.

2.11 If a student is not in attendance at relevant confirmation of attendance dates they will not be eligible for Government funding and so become personally responsible and liable for any fees due.

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

2.13 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 directly to the student.

2.14 If fees are being paid by a relative or friend this is not considered as a formal sponsorship by ACM. In this instance a student will be regarded as self‐financing.

Fee Liability and Change of Circumstances

2.15 Tuition fee charges, for any self-financed element of tuition fees, are determined on the basis of enrolment status and not actual attendance. This means that should a student stop attending, but has not formally withdrawn or taken an interruption of studies, they will be liable for self-financed tuition fees until the point in time that they officially notify ACM.

2.16 If a student decides to withdraw from a course they must notify the relevant Programme Manager in writing of their decision. In the absence of written notification of withdrawal a student shall be assumed to be in attendance and as such liable for the payment of tuition fees for the academic year.

2.17 It is important that students are made aware of the financial implications of withdrawing during the academic year, during any correspondence, conversations or meetings.

2.18 In the matter of the recovery of the student loan element of the Total Programme Fee (for students in receipt of a student loan), ACM will charge the student 25% of the annual tuition fee if the student withdraws during Term 1, 50% if they withdraw during Term 2, and 100% if they withdraw during Term 3.

Withdrawals: Undergraduate (full-time) programmes

Confirmed Withdrawal Date                                                               Fee liability

Up to & including 14 days after the Autumn term commences             0%

On or after 15 days from the first day of the Autumn term                    25%

On or after the first day of the Spring term                                           50%

On or after the first day of the Summer term                                        100%

Please note:

  • The above policy applies if you are studying on a full-time undergraduate programme, where the tuition fee charge is for the whole programme rather than individual modules and the programme has standard start dates.
  • If you are paying your tuition fees via a loan from the Student Loan Company (SLC), your withdrawal date will be reported to the SLC and your Tuition Fee Loan (& Maintenance if received) will be adjusted accordingly to reflect the correct liability and any interest accrued.
  • The first day of Autumn, Spring and Summer term refers to the first date of your programme which for most, but not all, will be the same as the published term dates.

2.19 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/

2.20 In the matter of the recovery of the outstanding programme fees over and above those covered by the student loan, 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 outstanding fee amount for year one of the programme;

2.21 In the matter of the recovery of the outstanding programme fees for the Total Programme Fee (for students who are fully self-financing their programme), 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 the Programme Fee for the current academic year of the programme;

Interruption and Temporary withdrawals

2.22 The withdrawal process specified above also applies to students who choose to interrupt their studies or whose studies are terminated.

2.23 Where payment has been made in excess of the tuition fee charged (including non‐ refundable deposits) overpayment refunds will be considered on a case-by-case basis.

2.24 If a student interrupts their studies, their tuition fees liability with be treated as a withdrawal and as outlined in 2.18, 2.20 and 2.21

Fee waivers, Scholarships and Bursaries

2.25 ACM offers fee waivers, scholarships and bursaries, at the commencement of each Academic Year. Details of these can be found on ACM’s website (https://www.acm.ac.uk/scholarships/) or via separate communication. Please refer to the relevant terms and conditions for these.

Debt policy and procedures

2.26 If a student fails to pay their tuition fees or any other charges on time various services including access to tutorials, rehearsal space/studio bookings, and career development services will be withdrawn and their enrolment terminated

2.27 If a student is unable to pay any fees or charges by the appropriate due date, they should contact ACM at the earliest opportunity, as they may be able to help. ACM will be sympathetic and assist where we can. The Student Finance Team will be able to give advice on sources of funding available.

2.28 If the financial circumstances of a student change after they start their course then ACM may be able to agree a bespoke instalment plan. To find out more please contact the Student Finance team:

  • in person at the Student Services Hub
  • by email at studentfinance@acm.ac.uk
  • by telephone on 01483 500800 option 3

Please note that documentary evidence to support a request will be required before it can be considered.

Returning students with debt

2.33 Students with outstanding debts from a previous academic year are not permitted to re‐ enrol. All debts must be paid in full before a student is able to return to undertake another year of study.

External debt collection agencies

2.34 ACM reserves the right to refer debt in respect of any former student to an external debt collection for recovery.

Refunds

Student Loans Company (SLC) payments

2.35 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.

2.36 When students have confirmed their fee liability with ACM they should log in to their Student Finance England account and reduce the amount of funding required, if applicable, their tuition fee loan at: https://www.gov.uk/student-finance-register-login

Refunds: Complaint Remedies

2.37 Where a student submits an appeal or complaint, requesting a refund or compensation, it should be noted that financial compensation may not always be an appropriate response or agreed remedy when addressing a complaint or appeal. Alternatives to financial compensation might include an apology or goodwill gesture, or an offer of alternative learning methods if the course cannot be delivered in the way it was originally intended.

2.38 A refund relates to the repayment of sums paid by a student to ACM or an appropriate reduction in the amount of sums owed in future by the student to ACM. This could include tuition fees, other course costs, or accommodation costs.

2.39 Compensation will relate to some other recognisable loss suffered by the student. This normally falls into two categories, either: (a) recompensing the student for out-of-pocket expenses they have incurred for a scheduled activity that did not take place, which were paid to someone other than ACM (such as travel costs) or (b) an amount to recompense for material disadvantage to the student arising from a failure by ACM to discharge their duties appropriately.

2.40 Students should be referred to ACM’s Student Complaint Policy and ACM’s Academic Appeals policy for in depth information relating to Appeals and Complaints.

Refunds: Withdrawals

2.41     Students who wish to withdraw from their programme/course or interrupt their studies must submit a Withdrawal from Studies form.  The decision to withdraw must have been discussed and agreed with the relevant Programme Manager and approved by the Group Head of Education in writing by signing the Withdrawal from Studies form.

2.42        Students may claim for a refund if they withdraw from study at ACM before completion of their programme of study but after paying some or all of their tuition fees, in accordance with the student funding liability periods. Students should refer to their terms and conditions and student contract for details relating to liability periods. Students will usually be liable for any fees for any study block for which they have attended or participated.

2.43        Refunds may, and 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 Withdrawal from Studies form is authorised.

2.44        In accordance with UK anti-money laundering laws, refunds can only be made to the person who originally paid the fee.  In some cases, this will mean that the refund will be paid to someone other than the student, such as a parent/guardian/sponsor.  If payment was split between more than one payee, any refund will be made in the same proportion as the original split.

2.45     Refunds will not be made in cash or by banker’s draft.

Anti money laundering regulations

2.46 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.

Library Charges, Materials and Other Equipment

2.47 Students using the Library and/or borrowing equipment have an obligation to respect the rights of others by returning library and other equipment on time. To encourage this, fines may be charged on items that are returned late.

Contacting ACM Finance

2.48 Students may find it necessary to contact somebody regarding their financial account. Please see the table below for contact details:

ReasonEmail AddressTelephone NumberVisitor Opening Times
Make a payment in personn/an/an/a
Make a payment by telephonen/a01483 500800n/a
Problem paying onlineStudentfinance@acm.ac.uk01483 500800On appointment request
Make a payment by international bank transferStudentfinance@acm.ac.uk01483 500800On appointment request
Request a refundStudentfinance@acm.ac.uk01483 500800On appointment request
I cannot pay my fees on timeStudentfinance@acm.ac.uk01483 500800On appointment request
Fee query or disputeStudentfinance@acm.ac.uk01483 500800On appointment request
Not sure who to contact?Studentfinance@acm.ac.uk01483 500800On appointment request

 

Other fees

 2.49 Programme fees do not include any possible payments for graduation, which are payable to relevant third party organisations who may offer Graduation Attire or photographic/videographic services.

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 Finance Policy lead is:

  • Finance Director

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

  • Finance Director
  • Group Head of Education
  • Education Strategist
  • Director of Strategy and Innovation
  • Head of Quality and Student Experience
  • Director of MIS

4. Reference Points

4.1 Internal:

  • Student Grievance and Complaints Policy
  • Academic Appeal Policy
  • Data Protection and Access Policy

4.2 External:

  • QAA Quality Code, Chapter C: Information about Higher Education provision
  • The Competition and Markets Authority (CMA)
  • Middlesex University Regulations 2017 – 2018: Student Finance Regulations
  • Falmouth University Fees Policy 2017 – 2018

5. Date of Approval and Next Review

Version:                       2.1

Approved on:               23 May 2018

Approved by:               Executive Council

Next Review:                01 Aug 2019

Download this policy here – POL_017_Finance_180530_v2.4

Policy 022: Health and Safety Policy

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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_022_Health and Safety_170728

Policy 023: External Speaker and Events

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 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 “street” 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 Guest/External speaker consent form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit the College. 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 the College. 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.

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.

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.

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 in the normal way.
If the answer to any of the questions is unclear:
The event organiser must seek guidance from their line manager, whose responsibility will be to further review the speaker(s) against the questions above.

If the answer to any of the questions is YES:
It is the responsibility of the event organiser to submit a referral to the Senior Management Team. Where there are Prevent Related concerns the submission shall be sent to the Prevent Lead.
Process for Assessment and Referral.

2.15 The event organiser should use the External / Guest Speaker form to detail the event and review potential risk. In the case of referral the form should be submitted to relevant staff together 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. 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 Prevent Duty Policy lead is:

● Senior Management Team
● Prevent Duty Lead

3.2 Implementation and compliance with the Policy, overseen by the following designated staff:

● Senior Management Team
● Prevent Duty Lead
● Industry Link Team
● Human Resource Department
● Executive Management
● Designated Safeguarding staff

4. Reference Points

4.1 Internal:

● The Prevent Policy
● External Guest Speaker Form
● 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
● The Charity Commission: Safeguarding children and young people
● Safeguarding Vulnerable Groups 2006
● Protection of Freedoms Act 2012
● Working Together to Safeguard Children 2015
● Keeping Children Safe in Education 2015
● Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version: 1.1
Approved on: 16 Aug 2017
Approved by: ACM Accountable Officer
Next Review: 01 Aug 2018

Click to download this policy

Policy 026: PREVENT Duty

Policy 026: PREVENT Duty

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 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 HEFCE 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 HEFCE, including serious issues which arise related to ACM’s Prevent responsibilities. HEFCE’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 HEFCE 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.

2.78 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 the 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 appropriate 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, traitraining events and seminars.

IT Networks

2.14 ACM is 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’ Union 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 501211) 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 on 01483 501211.

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 Surrey Police (999).

2.21 The Regional Prevent Coordinator for London and the South East region is:

Alamgir Sheriyar

Phone: 0207 974 5828

Email: alamgir.sheriyar@camden.gov.uk

2.22 The Regional Prevent Coordinator for the West Midlands region is:

West Mids: Hifsa Haroon-Iqbal

Phone: 07872 941129

Email: hifsa.iqbal@birmingham.gov.uk

 

Source: http://www.safecampuscommunities.ac.uk/guidance/regional-coordinators

2.23 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)

2.24 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)

2.25 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

2.26 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.

2.27 It is recognised that allegations against, or concerns about staff and students may be referred through other routes, including the Students’ Union. In turn, these may be raised anonymously, in which case these will be raised as per the relevant routes above.

2.28 ACM will ensure that the ACM student Union officers are provided training and support in relation to the Prevent Duty and the referral of concerns to the ACM Prevent Lead.

2.29 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.

2.30 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.

2.31 ACM may 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.

2.32 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.

2.33 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 Data Protection Act 1998. Concerns will only be shared externally where there is a clear and compelling requirement to do so.

Related safeguarding considerations

2.34 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. The Prevent Duty Policy lead is:

  • Prevent Duty Lead

3.3 Implementation and compliance with the Policy, overseen by the following designated staff:

  • Prevent Duty Lead
  • Human Resource Department
  • Executive Management
  • Senior Management Team
  • Designated Safeguarding staff
  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
  • The Charity Commission: Safeguarding children and young people
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2015
  • Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version:                    1.1

Approved on:                            16 Aug 2017

Approved by:                            ACM Accountable Officer

Next Review:                           01 Aug 2018

Download POL_026_Prevent Duty_170816

Policy 027: Published Information

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:

  • 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:                      2.0

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_027_Published lnformation_170728

Policy 043: Critical Incident

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:                       1.0

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_043_Critical Incident Policy_170728

Policy 046: Risk Assessment

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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_046_Risk Assessment_170728

Policy 041: Lone Workers

 

  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.

  1. 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.

  1. 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

 

  1. Date of Approval and Next Review

Version:                       1.1

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Click to download this policy

Gender Pay Gap Reporting for 2017-2018

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 2017-18).

View the organisation’s 2017-18 Gender Pay Gap Report here.

UOTA Policies

Student and Alumni Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former students, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

This Fair Processing Notice applies to all students aged 13 and over. If you are under the age of 13, we will require your parent/guardian to provide initial consent in accordance with UK law, in order to process your data and will also need to involve them in certain aspects of your relationship with ACM. If you are between the age of 13 and 18, we will not need your parent/guardian’s consent to process your data, but we may still need to involve your parent/guardian in certain aspects of your relationship with ACM. For such reasons, therefore, this Fair Processing Notice also applies to parents/guardians providing information about students.

Separate Fair Processing Notices are available for the Public, contracted Staff and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

When we collect or process data about you, we have to observe the requirements of the General Data Protection Regulation (GDPR).

Under the General Data Protection Regulation our legal bases for processing this information about you as a student will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your studies at ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA).
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you go on to be an alumna or alumnus of ACM the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you once you have finished your studies.

If you were a student of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Student and Alumni personal data is processed primarily for, but not limited to, the following purposes:

  • ○  To administer and support your studies and record academic achievements, e.g. your course choices, attendance, assessments and the publication of any graduation programmes
  • ○  To assist in pastoral and welfare needs, e.g. the counselling service and services to students with disabilities
  • ○  To administer financial aspects of your registration as a student, e.g. payment of fees, debt collection
  • ○  To tell you about things that are happening in and around ACM
  • ○  To manage course facilities, such as computing facilities and the Library
  • ○  To produce management statistics and to conduct research into the effectiveness ofour courses
  • ○  To monitor our equal opportunities policies, e.g. compliance with the Race RelationsAct
  • ○  To administer student employment processes, if you choose to work for ACM whilstyou are studying with us
  • ○  For security and disciplinary purposes
  • ○  For internal and external audits and quality assurance exercises
  • ○  For alumni relations purposesWe may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary

for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from students at various stages. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

Personal data:

  • ○  Your name
  • ○  Your contact details
  • ○  Details of your emergency contacts / parents / guardians / next of kin
  • ○  Your date of birth
  • ○  Your nationality
  • ○  Your country of residence
  • ○  Your ethnic origin
  • ○  Your gender identity
  • ○  Any disabilities which you have disclosed to us
  • ○  A digital photograph used to produce your student ID, and for security andidentification purposes
  • ○  Medical information, such as information held by Student Services
  • ○  Audio/Visual data relating to your application / enrolment at ACM.

Course related data:

  • ○  Information from your application process
  • ○  Your academic background and qualifications
  • ○  Your academic record while at ACM (including measures of attendance,engagement and attainment)
  • ○  Details of any degrees which you are awardedFinance data:
  • ○  Fee information
  • ○  Bursary or sponsorship details
  • ○  Payment / Bank details.Other data:
  • ○  Any disciplinary action taken against you
  • ○  Information relating to any academic appeals or complaints raised by you
  • ○  Attendance warnings issued to you
  • ○  Official letters requested by you during your studies, for example Council Taxexemption
  • ○  Your use of ACM’s facilities, such as the Library
  • ○  Online identifiers, such as your ACM username that is used to access our systemsSome of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the

General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

NB If you are under 18, we may also need to collect details from a parent/guardian for the purpose of administering your education with ACM, and if you are under 13, we will need to specifically collect their consent to collect and process your information.

Your Student Profile

In the normal course of study, your name, course and ACM email address may be made available to your fellow Students via ACM systems. Your contact details will also be made available in a directory to staff via ACM systems. This may include name, photo, course, ACM email address and a contact telephone number. Should there be times at which you are unable to be contacted by way of ACM-operated communications platforms, relevant staff may be

provided access to your non-ACM contact details, only as necessary. This may extend to sharing of emergency contact details, if the need arises.

Information, such as your name, course and career credits may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

Where ACM’s email and other communications services are provided by third parties, you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Student email addresses are issued and used for communicating about ACM and studies, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you access at ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

The information below outlines the key partners with whom ACM shares personal data with on a periodic basis:

● Professional and Funding Bodies:

  • ○  Validation of registrations and awards; and
  • ○  Approval of funding applications.
  • ○  Partner institutions such as Middlesex University (Guildford and Birmingham HE), Falmouth University (London HE), East Surrey College (Guildford FE), University of the Arts London Awarding Body (Guildford and Birmingham FE) and/or Walsall Studio School (Birmingham FE);
  • ○  External examiners connected to the awards we operate for examination, assessment and moderation purposes.
  • ●  National/Local Government Departments and other public bodies:
    • ○  Higher Education Statistics Agency (HESA) to produce a variety of statistical reports about higher education that are required to be published in the publicinterest;
    • ○  The Office Of The Independent Adjudicator to review student complaints;
    • ○  The Office for Students during institutional audits and other qualityassessment exercises;
    • ○  the Student Loans Company in connection with grants, fees, loans andbursaries;
    • ○  the courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements);
    • ○  Local authorities for the purposes of assessing and collecting council tax.
  • ●  Communications Platforms to facilitate marketing and communications of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services.
  • ●  Service Platforms to facilitate the administration and distribution of ACM services (governed by GDPR compliant data sharing agreements):
    • ○  Canvas Virtual Learning Environment for your online learning tools;
    • ○  Turnitin plagiarism detection software for verifying the originality of yoursubmitted work; and
    • ○  Music Gateway for your professional development opportunities.
  • ●  Other individuals / organisations:
    • ○  International recruitment consultants and agents (for relevant internationalstudents);
    • ○  Housing providers for students;
    • ○  ACM’s insurers and legal advisers for the purpose of providing insurancecover or in the event of a claim;
    • ○  Employers who request a reference from ACM (for relevant staff andstudents).
    • ○  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
    • ○  We may disclose information for the purpose of verifying data about you heldby ACM, held by another higher education institution, or held by government

      agencies.

    • ○  We may disclose information if there are concerns regarding studentvulnerability and susceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

How long do you keep data for?

ACM takes its obligations under GDPR very seriously in terms of not holding onto personal data for any longer than is necessary. ACM has a retention schedule in place for the different categories of data it holds.

After you leave ACM we will continue to hold data about you in digital and paper form. Some information, such as your dates of attendance and your qualification achievements, will be retained permanently. Other data will be disposed of from time to time in accordance with ACM’s data retention policies. For example:

  • ○  Data relating to your application – retained for 6 years after you leave ACM
  • ○  Anonymised records which don’t identify you which are used for data analysispurposes – retained indefinitely
  • ○  Records relating to applications for Extenuating Circumstances – retained for 1 yearafter the end of the academic year in which the application is made
  • ○  Your contact details – ACM is required by statute to retain these to enable the Higher Education Statistics Agency’s national survey of Graduate Outcomes
  • ○  Data relating to your assessment and degree outcome – retained indefinitely to be able to provide academic transcripts
  • ○  Data relating to any student complaints or academic appeals – retained for one year post completion of complaint and appeal procedures
  • ○  Financial data relating to payments received from you or paid to you – there is a mandatory requirement to keep financial data for at least seven years for audit purposesBy enrolling as a ACM student, you agree to ACM processing data relating to you after you leave ACM for any purposes connected with your studies, your status as a former student and for other legitimate reasons.

    Examples of how we may use your data after you finish or graduate include:

  • ○  To provide evidence of your academic achievements when requested to do so: e.g. transcripts, confirmation of qualifications and references
  • ○  To provide information to regulatory bodies and other agencies to whom we are legally required to supply data
  • ○  To produce management statistics
  • ○  To maintain contact with you as a ACM alumnus/alumna
  • ○  For audit and quality assurance purposesWe may contact you for a limited range of research purposes after you leave ACM.

We are required by statute to maintain and share your contact details to enable the carrying out of surveys conducted by or on behalf of HESA, the Office for Students or other official agencies. We may also contact you to carry out our own research into your experiences at ACM and after leaving ACM, in order to evaluate the effectiveness of our courses and improve our services to students. If you do not want to be contacted for these purposes, please notify dpaofficer@acm.ac.uk

ACM graduates automatically become members of the ACM Alumni Network as ACM would like to stay in contact with you.

ACM retains some data about current and former students indefinitely, for the reasons outlined below:

  • ●  to be able to verify qualifications with future employers;
  • ●  to be able to respond to safeguarding responsibilities;A full schedule concerning data retention and disposal is available via the policies section of our website.

    What are my rights regarding the personal data you hold relating to me?

    An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

    An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will

receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our registry department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane

Wilmslow Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It

is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Supplier Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to current and/or former Suppliers, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and contracted Staff. If you are working for ACM under a self-employed/freelance contract, ACM may require and process your personal data in accordance with the Staff Fair Processing Notice.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

Under the General Data Protection Regulation our legal basis for processing this information about you as a supplier will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your relationship with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with HMRC. More information on this is covered below.
  • ○  “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.If you cease to be a supplier of ACM, the legal basis for continuing to process your information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any products or services you supplied to ACM, a

matter relating to a time in which you were supplying those products/services and/or in relation to another statutory/legal obligation it may have.

If you were a supplier of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

○ ○

○ ○ ○ ○ ○ ○

GDPR ○

Processed fairly and lawfully, and only if certain conditions are met
Obtained for specified and lawful purposes, and not used for purposes other than those for which it was gathered
Adequate, relevant and not excessive
Accurate and where necessary kept up to date
Kept for no longer than necessary
Processed in accordance with individuals’ rights
Kept secure
Not transferred outside the European Economic Area unless certain conditions are met

builds on these requirements and states that from 25 May 2018 information must be: processed lawfully, fairly and in a transparent manner in relation to individuals;

  • ○  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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use personal data?

Supplier personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the general administration of our relationship with you, including for financial reasons;
  • ●  the selection process of suppliers;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  disputes and disciplinary matters;
  • ●  training and development;
  • ●  vetting checks;We may disclose your data to certain outside organisations as outlined in this Fair Processing Notice.

We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects the following information from suppliers, which is outlined below:

  • ○  name and address
  • ○  contact details (telephone number, email address)
  • ○  Details and dates of usage of the products/services being supplied
  • ○  payment / bank detailsCCTV

    For safeguarding and crime prevention purposes, we may operate CCTV systems that cover areas you may work in if you visit ACM. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some statutory and/or routine disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  HM Revenue and Customs (HMRC)
  • ●  Financial Auditors
  • ●  Other organisations who have asked us for a reference of your services.
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email servicesPersonal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

      ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

      How long do you keep data for?

      Data we hold that is only relevant to current suppliers (such as bank information) will be deleted within 1 year of your last supply to us. All other relevant correspondence in relation to the supply of products/services will be held on file and retained for 6 years after an employee has left ACM, in accordance with HMRC recommendation, after which time it will be securely disposed of. Basic information about a supply of service (ie a log that the service was provided) will be

retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street
Guildford
Surrey
GU1 4SB
United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Staff Fair Processing Notice

The General Data Protection Regulation (GDPR) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

This Fair Processing Notice satisfies this element of legislation and is designed to highlight the areas of Data Protection which may be of particular concern to contracted and/or former staff, and to help those people understand how information about them will be used. It will also provide guidance on your individual rights and how to make a complaint to the Information Commissioner’s Office (ICO), the regulator for data protection in the UK.

Separate Fair Processing Notices are available for the Public, contracted Students and Suppliers.

More widely, ACM is committed to meeting the entirety of its responsibilities to current and former staff under the General Data Protection Regulation (GDPR) and related legislation taking these matters very seriously. We will always ensure personal data is collected, handled, stored, shared, retained and disposed of in a secure manner.

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted about any of the content held herein via:

Postal Address:

Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings

Bridge Street Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

The legal basis by which we will process and may have already processed data about you:

While you are a staff member at ACM and after you cease to be a staff member, ACM needs to collect, store, use and disclose certain data about you. ACM needs to process this data in order to function effectively as an organisation. Personal data is processed for administrative, academic, statutory, support and health and safety purposes. All such personal data shall be collected and held in accordance with GDPR.

Under the General Data Protection Regulation our legal basis for processing this information about you as a staff member will be that processing is necessary:

  • ○  “For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.” This means the information is needed for the delivery and administration of your employment with ACM.
  • ○  “For compliance with a legal obligation.” This means ACM is legally required to share some information about you, for example with the Higher Education Statistics Agency (HESA). More information on this is covered below.

○ “To protect the vital interests of a data subject or another person.” This means that in some rare circumstances it may be necessary to share information about you, for example to the emergency services.

If you leave the employment of ACM, the legal basis for continuing to process your personal information would then be:

○ “Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.” This means it is reasonable to expect that ACM would contact you if it had a query about any post-termination obligations, a matter relating to a time in which you were employed and/or in relation to a statutory/legal obligation it may have.

If you were a staff member of ACM before May 25th 2018 (the date on which GDPR came into effect), it is important for you to remember that your personal data was already protected another way, by way of The Data Protection Act (The DPA). The DPA established a framework within which information about living individuals can be legally gathered, stored, used and disseminated. At its core were eight Data Protection Principles, which ACM and other organisations needed to abide by. These specified that personal information must be:

  • ○  Processed fairly and lawfully, and only if certain conditions are met
  • ○  Obtained for specified and lawful purposes, and not used for purposes other thanthose for which it was gathered
  • ○  Adequate, relevant and not excessive
  • ○  Accurate and where necessary kept up to date
  • ○  Kept for no longer than necessary
  • ○  Processed in accordance with individuals’ rights
  • ○  Kept secure

○ Not transferred outside the European Economic Area unless certain conditions are met

GDPR builds on these requirements and states that from 25 May 2018 information must be:

  • ○  processed lawfully, fairly and in a transparent manner in relation to individuals;
  • ○  collected for specified, explicit and legitimate purposes and not further processed ina 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;
  • ○  adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • ○  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;
  • ○  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;
  • ○  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.

GDPR also requires that:

○ “the controller shall be responsible for, and be able to demonstrate, compliance with the principles.”

These protections apply to information in electronic form and also many types of data in paper form. Further information about the Data Protection Act and the General Data Protection Regulation is available from the Information Commissioner’s Office at www.ico.org.uk .

How and why does ACM use your personal data?

Staff personal data is processed primarily for, but not limited to, the following purposes:

  • ●  the administration of prospective, current and past employees including self-employed, contract personnel, temporary staff or voluntary workers;
  • ●  the recruitment and selection process;
  • ●  administration of non-ACM staff contracted to provide services on behalf of ACM;
  • ●  planning and management of ACM’s workload or business activity;
  • ●  occupational health service;
  • ●  administration of agents or other intermediaries;
  • ●  pensions administration;
  • ●  disciplinary matters, staff disputes, employment tribunals;
  • ●  staff training and development;
  • ●  ensuring staff are appropriately supported in their roles;
  • ●  vetting checks;
  • ●  assessing ACM’s performance against equality objectives as set out by the EqualityAct 2010 .
    We may disclose your data to certain outside organisations as outlined in this Fair

    Processing Notice.

    We may use copies of the data, including sensitive personal data, which we hold about you for the purpose of testing our IT systems. If your data is used for system testing, it will be copied to a test environment and used with data on other students to test changes to our IT systems in a realistic way. This is done to ensure that changes will be effective and will not cause loss or damage to data. The data about you which we hold in our live systems will not

be affected. Your data will not be kept in the test environment for longer than is necessary for testing purposes. Data in that environment will not be used for purposes other than testing. We will also apply appropriate security precautions to the data.

What personal data does ACM collect?

ACM collects personal data from teaching and non-teaching staff. The volume and nature of the personal data collected is described below, but is not limited to the data items specified:

  • ●  Initial application:
    • ○  name and address
    • ○  national insurance number
    • ○  contact details (telephone number, email address)
    • ○  self-declaration of permission to work in the UK and upload of passport/visacopy if necessary
    • ○  relevant qualifications or indication of highest qualification held
    • ○  professional development / training and membership of any professional body
    • ○  employment history
    • ○  supporting statement
    • ○  Referee details
    • ○  Criminal record disclosure
    • ○  Data captured for equal opportunities monitoring (gender, date of birth,nationality, marital status, sexual orientation, religious belief, ethnicity)
    • ○  Declaration about any disability as defined under the Equality Act 2010
  • ●  Once a candidate has been made an offer of employment:
    • ○  Bank details
    • ○  Emergency contact details
    • ○  Qualification information required to be shared with HESA
    • ○  Data captured for equal opportunities monitoring (as above)
    • ○  Health information
    • ○  Certain positions also require a DBS compliance check to be completed

○ A photograph for your Staff ID card
Further personal data captured about an employee is likely to relate to any performance or

appraisal process and any information needed to maintain a sickness/absence record.

Some of this information, such as your ethnicity, medical information and information about disabilities, is classed as “sensitive” personal data under the Data Protection Act. Under the General Data Protection Regulation sensitive data covers information consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. Sensitive personal data is subject to extra legal protection and we have to meet an additional set of conditions in order use the data fairly and lawfully.

Sensitive data about you, for example relating to your health, may be shared with restricted departments within ACM to ensure that you have access to appropriate services and support. Sensitive personal data may also be used to monitor equality of opportunity and access to higher education, but will not be used to make decisions about you. For further information about sensitive personal data, see ACM’s Data Protection Policy.

Your Staff Profile

In the normal course of employment, your work contact details will be made available via ACM systems. This may include name, job title, work location, work email address and work telephone number. Your Line Manager and other Senior Managers (as necessary) at ACM may request access to your personal contact details for the purpose of your line management, only as necessary, should there be times at which you are unable to be contacted by way of ACM-operated communications platforms. This may extend to sharing of emergency contact details, if the need arises.

Information, such as CVs/career credits, photos and specialisms, may be made available in a public manner, where relevant to promote ACM’s work, for example in our prospectus and on our website.

ACM Communications Platforms

ACM’s email and other communications services are provided by third parties and you are bound by their terms of service. ACM undertakes that data held within these services is held in accordance with GDPR legislation. ACM has contracts in place with these providers to ensure the protection of ACM owned personal data.

Staff email addresses are issued and used for communicating about ACM business, and are monitored to ensure compliance with our Data Protection and associated policies, as well as legislation such as The Prevent Duty.

CCTV

For safeguarding and crime prevention purposes, we may operate CCTV systems that cover your work areas. Please refer to our CCTV policy for more information.

Who else has access to my my data?

ACM is required to share personal data with certain other organisations in order to meet statutory requirements or to provide services to students. Sharing will always be undertaken in line with the requirements of data protection law, either through the consent of the individual, or another relevant legal gateway. The personal data that is actually shared will always be limited precisely to what the other organisation needs to meet its requirements or deliver its services.

Although we do not transfer data outside of the European Economic Area (EEA) as a matter of course of usual business, if this disclosure involves the transfer of your data outside the European Economic Area (EEA), we will inform you of this in advance, along with information

about the safeguards in place. The data will only be transferred outside the EEA if one of the conditions set down in the Data Protection Act has been met, or in compliance with the conditions of transfer outlined in the General Data Protection Regulation.

Your data may also be sent to different companies/departments within the ACM group where this is necessary for our day to day administration. The full list of ACM Group companies is: The Academy of Contemporary Music Ltd, ACM Commercial Ltd, ACM Education Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd, Industrication Ltd, Metropolis London Music Ltd.

ACM will make some disclosures of personal data to third parties where appropriate. These third parties include:

  • ●  Higher Education Statistics Agency (HESA)
  • ●  UK Visas and Immigration
  • ●  HM Revenue and Customs (HMRC)
  • ●  Pension schemes
  • ●  Research sponsors/funders
  • ●  Trade unions
  • ●  Potential employers (where a reference is requested)
  • ●  Benefits Agency as required by the Social Security Administration Act 1992
  • ●  Child Support Agency as required by the Child Support Information Regulations2008 (no.2551)
  • ●  The courts, the police and other organisations with a crime prevention or lawenforcement function (subject to the proper entitlements).
  • ●  Communications Platforms to facilitate marketing and communications of ACMservices (governed by GDPR compliant data sharing agreements):
    • ○  Facebook for re-marketing of ACM services to you via its channels;
    • ○  Clickatell for SMS (text message) services; and
    • ○  Mailchimp and Mandrill for campaign and transactional email services
  • ●  The emergency services, where there is necessity.
  • ●  ACM’s insurers and legal advisers for the purpose of providing insurance cover or in the event of a claim;
  • ●  Employers who request a reference from ACM (for relevant staff and students).
  • ●  If you leave ACM owing money to ACM, we may at our discretion pass thisinformation to a debt collection agency.
  • ●  We may disclose information for the purpose of verifying data about you held byACM.
  • ●  We may disclose data about you for the purpose of a third party administeringCPD services for you.
  • ●  We may disclose information if there are concerns regarding vulnerability andsusceptibility to radicalisation as part of our responsibilities under the Counter Terrorism and Security Act 2015.

    Personal data may also be disclosed when legally required or where there is a legitimate interest, either for ACM or the data subject, taking into account any prejudice or harm that may be caused to the data subject.

    ACM may also use third party companies as data processors to carry out certain administrative functions on behalf of ACM. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with GDPR legislation.

    How long do you keep data for?

    HR hold individual files for all members of staff. Data we hold that is only relevant to current employees (such as bank information and emergency contact information) will be deleted within 2 months of you leaving our employment. Some other relevant correspondence in relation to member of staff’s employment will be held on file and retained for six years after an employee has left ACM, after which time it will be securely disposed of. Basic information about a member of staff (appointment, dates of service etc) will be retained indefinitely, along with any other data we are required to hold indefinitely for legal/statutory reason.

A full schedule concerning data retention and disposal is available via the policies section of our website.

What are my rights regarding the personal data you hold relating to me?

An individual has the right to be informed about data collection via a Fair Processing Notice. This is that notice.

An individual has the right to ask ACM what personal data we hold about them , and to ask for a copy of that information. ACM reserves the right to ask you to provide proof of identification and for you to clarify your request if it is unclear in the first instance. You will receive a reply no longer than 30 calendar days from the date you make the request in writing. If you are unhappy with the initial response you can ask ACM to undertake a further search if there is specific information you have good reason to believe exists but that hasn’t been delivered to you.

You have the right to rectify data that is incorrect. If you believe ACM holds information about you that is factually incorrect please email our HR department to provide the correct information, and ACM should update it within one month.

You have the right to be forgotten. Where there is not a legal / statutory obligation for ACM to hold data about you, you have the right to be forgotten.

You have the right to data portability where the personal data is processed with the consent of the data subject, not where the personal data has been collected using any of the other legal basis for processing.

You have the right to restrict processing.
You have rights in relation to automated decision making and profiling.

You also have the right to object / withdraw consent from the processing of your personal data by ACM at any time , if your consent was sought initially to use your personal data.

You also have the right to complain to the UK Regulator the Information Commissioner’s Office (the ICO) if you believe you request has not been dealt with properly or you have a complaint to raise against ACM for any other data protection related issue. A complaint can be raised via the ICO’s website at www.ico.org.uk or by writing to the following address:

The Office of the Information Commissioner Wycliffe House
Water Lane
Wilmslow

Cheshire SK9 5AF

How do I exercise my rights under GDPR?

For the purpose of your data protection, ACM is the recognised ‘controller’ of your data. A number of legal entities trade as ACM. These include ACM Commercial Ltd, ACM Education Ltd, The Academy of Contemporary Music Ltd, ACM Guildford Ltd, ACM London Ltd, ACM Birmingham Ltd and Industrication Ltd. Regardless of which legal entity you liaise with, we make the same Data Protection Officer available to you, who can be contacted if you would like to exercise any of your rights under GDPR:

Postal Address:
Data Protection Officer
The Academy of Contemporary Music Rodboro Buildings
Bridge Street

Guildford Surrey
GU1 4SB United Kingdom

Telephone: +44 (0) 1483 500 800 Email: dpaofficer@acm.ac.uk

What are my responsibilities?

ACM will make every reasonable effort to keep your details up to date. However, it is your responsibility to provide us with accurate information about yourself when you provide it. It is also your responsibility to let us know of any subsequent changes to your details. You must also abide by ACM’s Data Protection Policy when handling any personal data you come into contact with for which ACM is responsible.

Policy 001: Quality Assurance and Enhancement

Policy 001: Quality Assurance and Enhancement

  1. Purpose and Scope
    • 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.
    • This policy sets out ACM’s approach to maintaining and enhancing academic quality and standards.
    • This policy should be read in conjunction with associated institutional regulations of Middlesex University (for validated HE provision), Falmouth (franchised HE provision), and University of the Arts and East Surrey College (for FE provision)

 

  1. 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 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, Registry and Data Services (QRDS)  department.  Student Representatives report to the Board of Studies and have membership of all ACM Academic 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
  • Industry Advisory Group
  • Board of Studies
  • 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 utilizes 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 utilizes 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, Registry, and Data Services (QRDS) department.

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 Head 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)
  • Annual Monitoring Report (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.

  1. 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 Quality and Student Experience

 

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
  • Head of Student Services
  • Group Head of Education
  • Programme Managers
  • Senior Management Team members

 

  1. Reference Points
    • Internal:
  • Admissions Policy
  • Learning Teaching and Assessment 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
  • UAL Awarding Body qualifications resources (Link: http://www.arts.ac.uk/about-ual/awarding-body/resources/ )
  • Further Education and Skills Inspection Handbook (Ofsted)

 

  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:                01 May 2018

Download policy – POL_001_Quality Assurance and Enhancement Policy_180521

Policy 002: Academic Appeals Policy

Policy 002: Academic Appeals Policy

  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 Student Progression and Assessment Board or Final Exam Board.

1.2.  This policy outlines the provisions in place for 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. Academic Appeals

2.1  If a student is dissatisfied with the outcome of an appeal once all these steps have been completed and no further appeal is possible within ACM’s internal procedures, they have the right to appeal to the awarding body for their qualification. The regulations and policies of the awarding bodies for ACM’s awards are available from ACM’s Quality, Registry and Data Services and can be requested directly through the Academic Registrar, or the Quality Assurance and Enhancement Manager.

Definition of an academic appeal

2.2 An academic appeal is a request from a student for a decision of a Student Progression and 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 Student Progression and Assessment Board or Final Exam Board will be reviewed in the light of any new information provided by the student. 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 a Student Progression and 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 a Student Progression and Assessment Board or Final Exam Board should first do so informally through the Programme Manager if  the issue cannot be resolved at this level.

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.

Grounds for lodging an Academic Appeal

2.7 Academic Appeals against Student Progression and 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 Student Progression and Assessment Board (SPAB) 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 Student Progression and 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 irregularity has occurred.

Invalid grounds for an Academic Appeal

2.8 An appeal may be rejected by Registry 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 a Student Progression and 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.

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 Deferral of Assessment or Extenuating Circumstance policies and procedures).

2.13 The student was not aware of the procedures for presenting extenuating circumstances to the Student Progression and 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 Student Progression and 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 Student Progression and Assessment Board or Final Exam Board before it met (see policy and procedures on Examination Rules for Candidates).

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 10 working days from the date the student is notified of the decision of the Student Progression and Assessment Board or Final Exam Board. The only exceptions to this deadline are as outlined in points 2.22 and 2.23 below. It is the student’s responsibility to ensure that the appeal is submitted to ACM on time.

Before making an Academic Appeal

2.20  There is a time limit of 10 working days for the submission of a formal appeal to Registry from the date of Student Progression and Assessment Board or Final Exam Board results being communicated. The only exception to this deadline are as outlined in points 2.22 and 2.23 below.

2.22 If an academic appeal arises following due process of the Student Complaints and Grievance Procedure, the time limit is 10 working days from the date the student receives the written result of this procedure.

2.23 If an appeal arises following due process of the Academic Integrity Procedure, the time limit is 10 working days from the date the student receives the written result of this procedure.

2.24 The  Academic Registrar will consider the case and may advise the student:

2.25 That the Student Progression and Assessment Board or Final Exam Board will reconsider its decision taking account of this new information;

2.26. That the Student Progression and 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;

2.27 In any other way deemed appropriate, including that the student should make a formal appeal to our validating university.

2.28 Students should only make a formal appeal if:

  • They have been unable to contact the Programme Manager and other relevant members of staff;
  • They are dissatisfied with the outcome of these informal discussions;
  • They have been advised to do so by the Programme Manager, Group Head of Education or Head of Quality and Student Experience

 

 

 

Progression of an appellant while an appeal is being considered

2.29 The decision of the Student Progression and Assessment Board or Final Exam Board remains in force until it is formally notified by the Secretary of the Student Progression and Assessment Board or Final Exam Board to have been rescinded. Therefore the student remains responsible for:

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

2.30 While the appeal is being processed, the appellant:

  • Shall normally be permitted by Academic Registrar to continue to the next stage of their studies, unless there are exceptional circumstances, or the student is appealing a termination of studies. This will not prejudice the outcome of the appeal.
  • If the appeal concerns a termination of enrolment 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 the Academic Registrar or nominee to continue studies or use ACM facilities during this period.

2.31 The provision under 2.30 (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.

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

2.33 If a finalist, may attend the Graduation Ceremony.

2.34 Appellants may normally proceed with their studies 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 Student Progression and 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

2.36  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.

2.37 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.

  1. 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 Academic Appeals Policy lead is:

  • Head of Quality and Student Experience

 

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
  • Registry Manager
  • Group Head of Education
  • Programme Managers
  • Senior Programme Officers
  • Chair and Secretariat of the Student Progression and Assessment Board

 

  1. Reference Points

4.1 Internal

  • Fitness to Study Policy
  • Student Disciplinary Policy
  • Safeguarding Policy
  • Student Debt Management Policy
  • Participation and Attendance Policy
  • Extenuating Circumstances Policy
  • Equality and Diversity Policy
  • Data Protection Policy

 

4.2 External

  • Middlesex University (MDX) Regulations 2016 – 2017
  • 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, Chapter B6
  • The UK Quality Code for Higher Education, Chapter B9
  • UAL Awarding Body qualifications resources (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
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_002_Academic Appeals_180521

Policy 003: Complaints and Grievances Policy

Policy 003: Complaints and Grievances Policy

  1. Purpose and scope
    • 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.
    • This policy explains, in an open, transparent and accessible way, how ACM deals with student complaints and grievances.
    • 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.
    • Applicant complaints and grievances considered in line with the principles of this policy and the associated procedures. 
  1. 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.

2.3  The procedures detailed below are designed for all other forms of student and applicant complaints.

2.4 It should be noted that the policy and its corresponding procedures are not designed to deal with problems such as:

  • missing coursework;
  • unexplained absence of a member of teaching staff;
  • late return of work;
  • issues with room booking/tutorial credits; or
  • teaching room deficiencies except in so far that such concerns are not resolved through referral through to Programme Managers, or through feedback mechanisms such as Student Forums.
  • applicant complaints about programme entry requirements, programme design and the curriculum.

2.5  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.

2.6 Anonymous complaints will not normally be considered.

2.7 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 2.8 below.

2.8 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:

Middlesex University Regulations: Complaints procedure

 

  1. b) Diploma Students: University of the Arts London’s Student Complaints Procedures:

University of the Arts, London: Student Complaints Procedures

  1. c) Diploma Students, where a grievance relates to funding: East Surrey College Complaints Procedure:

East Surrey College Complaints Procedure

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

2.9 For relatively minor queries or complaints, students and applicants are encouraged to raise them in the first instance an 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

2.10  
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. This spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint.

  1. 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 Student Complaints and Grievances Policy lead is:

  • Head of Quality and Student Experience

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

  • Registry Manager
  • Quality Assurance and Enhancement Manager
  • Group Head of Education
  • Head of Student Services
  • Programme Managers
  • Senior Management, including Executive Senior Management.
  1. Reference Points

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
  1. Date of Approval and Next Review

Version:                      1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_003_Complaints and Grievances_180521

Procedure 003: Complaints and Grievances Procedure

Procedure 003: Complaints and Grievances Procedure

  1. Purpose and scope

1.1 This procedure describes how the Academy of Contemporary Music (ACM) ensures the equitable, transparent and timely consideration of a student complaints and grievances in relation to any aspects of their student experience, student services, administration, financial matters, and information for their programme of study.

1.2 This Procedure aims to explain the reasonable due course which students are required to consider and follow when submitting a complaint or grievance.

  1. Procedure Statement

2.1 ACM encourages all students to discuss any concerns that they may have at the earliest opportunity to avoid delays and unnecessary escalation of matters. Most issues can normally be resolved quickly at the lowest level, without going through the complaints and grievances procedures. Key points of contact if there is a concern are:

  • Reception Staff
  • Student Services (Hub), who will direct you to the department or information source
  • Programme team (the Senior Programme Officer) who will direct you to the relevant academic staff or information source
  • Registry team, who will direct you to the department or regulations, policies and documentation

2.2 ACM seeks to resolve all complaints and grievances in a timely manner through considered escalation of concerns as outlined in this procedure. Students that wish to lodge an appeal of an academic decision should refer to the Academic Appeals Policy and Procedure.

Internal Escalation of Complaints:

Nature of Complaint / GrievanceThematic AreasStage 1:

Early Resolution

Stage 2:

Formal Stage

Stage 3:

Formal Stage (appeal)

Academic

 

Programme delivery, learning facilities, resources and supervisionProgramme Manager / Quality Assurance and Enhancement ManagerGroup Head of EducationRegistry / EMT
Administrative / Student RecordEnrolment records,  student information, data, registrationAdmissions / Senior Programme Officer / Registry ManagerHead of Student ServicesRegistry / SMT
Student ServicesGeneral student services, counselling, student support, and accommodation supportHead of Student Services  / Team ManagerHead of Student ServicesRegistry / SMT
IT and FacilitiesSystem access and accounts, Canvas, MyACM, ACM email, Campus facilitiesFacilities Officer / IT OfficerFacilities Manager / IT ManagerRegistry / SMT
FinancialFees, charges, student loans, bursaries and scholarshipsStudent Finance Officer(s)Head of FinanceRegistry / SMT
Quality AssuranceStudent representatives, regulations, policies and procedures, surveys, quality assuranceQuality Assurance and Enhancement ManagerHead of Quality and Student ExperienceSMT

 

Stage 1: Early resolution

2.3 In the first instance students who wish to make a complaint should discuss it with a member of ACM staff (Student Services team, Programme team – Senior Programme Officer, or Registry team) who will advise whether or not the complaint is best progressed through:

  • An informal meeting or mediation;
  • A Student Forum or Board of Studies (for concerns impacting a wider group/cohort);
  • Consultation with specific persons who can resolve the problem (E.g. Tutor, Module Leader, Services Officer)
;
  • Referral to an external agency, or
  • Escalation to the Formal Stage 2

2.4 The member of staff consulted shall discuss the complaint with the student and, with the student’s consent, engage anyone else involved, to see if the concern can be resolved through early resolution. Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student and Registry in writing within 10 working days.

Stage 2: Formal Stage

2.5 If the student is dissatisfied with the outcome of Stage 1, they may opt to escalate the complaint to the second (formal) stage.  All formal complaints must be submitted in writing to Registry within 10 working days of the informal stage having been completed. The student should attach all relevant supporting materials and evidence to support their complaint. Complaints that lack relevant supporting documentation may be dismissed or referred back to the student for further consideration.

2.6 Registry will acknowledge receipt of the complaint in writing, and notify the student of the next steps within 10 working days of receiving the appeal. Registry will direct the complaint to the relevant senior member of ACM staff (see table above), who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal hearing.

2.7 Any resolutions that are agreed at this point shall be put in writing and sent to the student and Registry within 5 working days. Registry will seek confirmation from the student(s) that they are satisfied with the agreed outcome.

2.8 The member of senior management shall consider the evidence, written or otherwise, and, if necessary, hold such discussions with the complainant and any other persons they deem appropriate in order to fully investigate the complaint.

2.9 The member of Senior Management, having fully investigated the complaint over a period not normally exceeding 20 working days from its receipt, shall decide whether:

  • the complaint should be progressed through other procedures; or whether
  • there is no reasonable justification for the complaint, in which case the complaint shall be terminated at this stage; or whether
  • there is reasonable justification for the complaint.

2.10 The member of Senior Management shall:

  • make their decision known in writing;
  • recommend resolutions to any justifiable complaint which all parties involved in 
the complaint shall be invited to accept; and
  • if the recommendations are agreed, shall take steps to ensure that they are implemented in full within the agreed time period.

2.11 Registry will:

  • Inform the student and to the members of staff or other students involved of the decision.
  • Monitor the agreed resolutions to the complaint as necessary.

Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 3.

Stage 3: Formal Stage Appeal

2.12 The student must submit their appeal of the complaint outcome (stage 2) in writing to Registry within 10 days of notification of the outcome of the second stage. This student should submit a statement to support the appeal and any further supporting documentation related to the complaint.

2.13 A Complaints Panel will be constituted by Registry and will consist of a minimum of three senior staff members that have not been directly involved in Stage 1 of the complaint. The panel will normally consist of a member from the Registry team and two members from the relevant departments (normally Education and Student Services). The panel will examine the evidence that has been submitted, and may opt to call meetings with the appellant, and staff involved in order to gather further evidence to make a reasonable determination of the outcome of appeal.

2.14 In compelling circumstances, the Chair of the Panel may take Chair’s Action in the student’s favour. The Chair shall formally communicate this decision to Registry, who will notify the appellant within 5 working days.

2.15 A record of all panel interviews and a record of the panel outcome(s) will be provided to Registry in writing.

2.16 Panel proceedings should be concluded within 30 days of the initial notification of the receipt of the academic appeal. The outcome reached by the Panel will be communicated to the appellant in writing through Registry. Registry will communicate the outcome of the Panel proceedings within 5 working days.

2.17 Where a student is not satisfied with the outcome of the second stage they may escalate their appeal to the formal stage 4. 

Stage 4: (awarding body / collaborative partner)

2.18 If the student is not satisfied with the decision at the conclusion of ACM’s Formal stages, or if the recommendations made at this appeal stage 3 are not implemented, they may appeal to ACM’s awarding body for their programme, which will follow their own process, as outlined below.

2.19 Students should contact ACM Registry who will advise how to lodge the appeal with the awarding / collaborative partner.

2.20 For information on this process, the student should refer to:

  • Degree students in programmes validated by Middlesex University:
Student Complaints and Grievance Procedures, Middlesex University Regulations:

Middlesex University Regulations: Complaints procedure

  • Diploma Students: University of the Arts London’s Student Complaints Procedures:

University of the Arts, London: Student Complaints Procedures

  • Diploma Students, where a grievance relates to funding: East Surrey College, Client Feedback Policy

East Surrey College Client Feedback Policy

2.21 Students enrolled in Further Education studies will have exhausted options for further appeal once the matter has been considered by the awarding / collaborative (funding) body.

2.22 Students enrolled in Higher Education programmes that are not satisfied with the outcome of the awarding body may escalate their appeal to the OIA. While most complaints will be considered by the awarding body. Any complaint cannot be processed through the awarding body’s regulations and/or agreed partnership provisions, may be referred directly to the OIA consideration.

Stage 5: (HE students only)

2.23 Where the student is not satisfied with the outcome of the University proceedings, they may escalate their complaint to the Office of the Independent Adjudicator (OIA) for students in Higher Education. The University can provide further guidance to the appellant if they wish to escalate their appeal. Information about the OIA is available here: http://www.oiahe.org.uk/

Groups of Complainants

2.24 
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. This spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. 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.

Student Progression

2.25 Until the complaint is concluded, the student:

  • Will be allowed to continue their studies, except under circumstances where there is a disciplinary matter involved where the student has been suspended for their own or others safety,
  • Must continue to meet attendance, engagement, and assessment requirements for the programme.

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 Student Complaints and Grievances Procedure lead is:

  • Head of Quality and Student Experience

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

  • Group Head of Education
  • Quality Assurance and Enhancement Manager
  • Head of Student Services
  • Programme Managers
  • Senior Programme Officers
  • Registry Manager
  • Senior Management, including Executive Senior Management.
  1. Reference Points
  • Academic Appeals Policy
  • Academic Integrity Policy
  • Admissions
 Policy
  • Equality and Diversity Policy
  1. Date of Approval and Next Review

Version:                       2.1

Approved on:               11 Sep 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download – PRO_003_Student Complaints and Grievances_180521

Policy 004: Student Disciplinary

Policy 004: Student Disciplinary

  1. Purpose and Scope

1.1. This policy outlines the expectations the Academy of Contemporary Music (ACM) has with regards to the behaviour and conduct of students of ACM, and the steps that may be taken in any instance where a student’s conduct does not meet these standards. The policy is designed to ensure that students are treated in a fair and equitable manner.

1.2. This policy applies to all students in ACM buildings, residential buildings with ACM agreements, off-site visits, at events and functions sponsored or organised by ACM, and in the campus communities.

1.3 The policy applies to timetabled learning activities, as well as ACM activities outside of timetabled teaching activities, such as events or activities arranged by students or staff that involve or are promoted by ACM. It also covers the conduct of students within the local area in private residential accommodation where the reputation of ACM is brought into disrepute due to unacceptable behaviour or the behaviour of ACM students has caused distress to local residents.

1.4 ACM reserves the right to investigate and act upon any conduct by an ACM student which impairs our efforts to sustain a supportive learning and creative community for all our staff, students and visitors.

1.5 The policy also includes statements on alcohol, drugs, bullying and harassment. Cases of academic misconduct are addressed in our Academic Integrity Policy, however students may be subject to disciplinary proceedings as outlined in this policy and its corresponding procedure.

  1. Policy Statement

2.1       The Student Disciplinary policy is underpinned by the following principles:

  • All members of ACM staff have a responsibility to ensure that student discipline is maintained;
  • The Student Disciplinary procedure is designed to establish the facts quickly and to deal fairly and consistently with disciplinary issues;
  • At every stage in the disciplinary procedure, students will be given details of the matter which the disciplinary policy and procedure refers to, and will be given the opportunity to state their case before a decision is made;
  • The accompanying procedure may be implemented at the discretion of ACM, depending on how serious the alleged misconduct is;
  • If a student feels that they have been unfairly treated, then they have the right to appeal against any disciplinary penalty. In these circumstances, students should refer to and utilise ACM’s Student Disciplinary Appeals Policy and Procedure;
  • If the student is over 18 they have the right to be accompanied by another person at formal disciplinary meetings and at any subsequent appeal of the disciplinary outcome. Students under the age of 18 or adults at risk must be accompanied by a parent, guardian or adult who assumes responsibility for the student’s welfare. All students invited to attend a disciplinary meeting or hearing will be consulted regarding a mutually convenient time for the meeting;
  • Following three scheduled meeting opportunities where there is no attendance from the student, the meeting and/ or hearing may be held in absentia.

2.2       ACM will thoroughly investigate all transgressions of student discipline brought to its attention, and in making judgements as to the appropriate course of action will apply the principle of balance of probability based on the evidence available.

2.3       ACM reserves the right to take disciplinary action against students for incidents not directly related to ACM that could be considered to put other students or staff at risk or bring ACM into disrepute e.g. allegations of assault or involvement in illegal drugs.

2.4       No student shall be suspended or terminated from their studies unless they have been given an opportunity to make representations in person to a member of the Executive Team or nominee from the Senior Management Team (SMT). Where for any reason it appears to the Executive Team or nominee from SMT that it is not possible for the student to attend in person, they will be allowed to make written representations.

2.5 In the case of suspected gross misconduct, ACM reserves the right to temporarily suspend the student with immediate notice.

2.6 The welfare and wellbeing of all students of ACM depends upon the reasonable and disciplined behaviour of ACM students. ACM expects students to take responsibility for their learning and actions and behave in a mature, responsible and appropriate manner at all times while involved in ACM activities.

2.7. The need for disciplinary action is kept to a minimum by ensuring that students are made fully aware of their responsibilities as students and ensuring that when a student’s behaviour appears to be causing distress, or is considered unacceptable, measures are put in place to support students to continue their studies in a responsible manner.

2.8. All students are made aware of their responsibilities and ACM’s expectations of them as part of their induction and re-induction to ACM, and through ongoing communication and support from all members of ACM staff.

Alcohol and Drugs

 2.9       ACM has a ‘zero tolerance’ approach to drug and substance misuse.

2.10     Drugs that are prescribed for medical conditions can also have adverse side effects, which can be detrimental to the health and safety of the prescribed individual. The warning ‘This drug causes drowsiness – do not operate machinery’ is common on prescription tablets but not always heeded. There can be other effects, which can also cause a hazard.

2.11     Smoking, including the use of e-Cigarettes, is not permitted anywhere on ACM premises.

2.12     ACM has a zero-tolerance approach to alcohol misuse. Students are not permitted to consume alcohol during lessons. Students are not permitted to bring alcohol onto ACM premises or to come into ACM in an unfit state to participate in lectures or other timetabled learning activities. Any breach of this rule by students or staff will be treated as a case of misconduct. Even a small amount of alcohol consumed can reduce reaction times and may cause errors of judgement, and in addition the perception of risk can be reduced.

2.13     If a student feels they are experiencing alcohol or drug related dependencies or thinks they are at risk of developing one, they should seek advice, support and help through ACM. ACM has a number of various support services that we can refer a student to.

2.14     Any student found under the influence of substances (in an unfit state to participate in lectures or other timetabled learning activities), or in possession, under the influence of or supplying illegal drugs will be subject to full ACM Student Disciplinary proceedings, and ACM will normally refer all offences relating to drugs to the police.

Bullying and Harassment

2.15 ACM is committed to maintaining a working and learning environment free from any form of bullying or harassment. ACM operates a zero-tolerance policy towards bullying, harassment, and threatening or antagonistic behaviour from staff and students. Matters relating to bullying and harassment will be subject to this policy, in order for a resolution and outcome to be reached.

2.16     Bullying is the abuse of power or position to, for example, threaten, abuse, intimidate, insult, ridicule or criticise; to humiliate and undermine a person so that their confidence and self-esteem is destroyed. This can range from violence, shouting and sarcasm to more subtle forms such as setting a person up for failure with impossible workloads and deadlines.

2.17     It may be difficult to identify whether name calling is banter or bullying. A student may feel intimidated or under pressure not to raise a complaint or discuss the incident with a member of staff because others are saying it is just a joke. If it is a one-off incident then it may be that it is banter with no harm intended.

2.18 Harassment may be intentional bullying which is obvious or violent, but it can also be unintentional or subtle and insidious.

2.19 The terms bullying and harassment are often used interchangeably, and many definitions include bullying as a form of harassment. Harassment tends to have a strong physical component and is usually linked to gender, race, disability or physical violence; bullying tends to be a large number of incidents (individually trivial) over a long period comprising constant unjustified and unsubstantiated criticism.

2.20     Hate crime is any offence committed against a person or property which is motivated by the offender’s hatred of people because they are seen as being different. People do not have to be a member of a minority community to be a target of hate crime. Any incident where an individual or group of people are targeted because they are believed to be of a different race, religion/belief, sexual orientation, gender identity or have a disability can be reported as a hate crime.

2.21     Bullying and harassment can come in different forms and may not necessarily occur face to face; they may be written communications (such as notes, emails, SMS texts or posts on social networking sites); other visual communications (such as photos, pictures or videos); or verbal communication (including via the telephone).  

Misconduct

2.22     The conduct covered in this section shall constitute misconduct if it takes place on ACM property or premises, or if the student concerned is involved in an ACM activity, is representing ACM or is present at that place by virtue of his or her status as a student of the ACM. It will also constitute misconduct in any location if the actions brings ACM into disrepute. Any actions that contravene the principles of the Prevent Duty shall also be considered as misconduct and appropriate action taken (including referral to the appropriate Multi Agency Safeguarding Hub (MASH), which may result in a charge of gross misconduct and subsequent programme termination. This activity may also lead to criminal proceedings.

2.23 The following will constitute as misconduct:

  • Disruption of, or improper interference with, the academic, administrative, social or other activities of ACM, whether on ACM premises or elsewhere;
  • Obstruction of, or improper interference with, the functions, duties or activities of any student, member of staff or other employee of ACM or any contractor or visitor to ACM;
  • Violent, indecent, disorderly, threatening, defamatory or offensive behaviour or language whilst on ACM premises or engaged in any ACM activity;
  • Fraud, deceit, deception or dishonesty in relation to ACM or its staff or in connection with holding any office in ACM or in relation to being a student of ACM;
  • Action which causes or is likely to cause injury or impair the safety of others;
  • Breach of the provisions of other Policies, Codes, Rules and Regulations of ACM;
  • Behaviour which brings ACM into disrepute;
  • Any form of harassment of any student, member of staff or other employee of ACM or any contractor or visitor to ACM whether in person, in writing, by email, via the internet (including social media) or otherwise;
  • Damage to, or defacement of, ACM or associated property or the property of other members of the ACM community caused intentionally or recklessly or by negligence, and misappropriation of such property;
  • Misuse or unauthorised use of ACM premises or items of property, including computer misuse. The improper use of ACM’s IT facilities is outlined in ACM’s Acceptable Use of IT Policy.
  • Failure to disclose name and/or other relevant details to an officer or employee of ACM or its contractors in circumstances when it is reasonable to require that such information be given; or
  • Failure to comply with a previously imposed warning under this Policy or any other Policies, Codes, Rules and Regulations of ACM;
  • The deliberate false activation of a fire alarm;
  • Bringing alcohol onto ACM premises and/or consumption of alcohol in a teaching and learning environment unless explicit permission has been gained e.g. as part of a private view/show;
  • Coming into ACM in an unfit state to participate in lectures or other timetabled learning activities due to the consumption of alcohol or illegal drugs;
  • Consumption of any food or beverages in a teaching area;
  • Unauthorised audio/video recording/photography of a learning activity;
  • Excessive printing or copying, or other unauthorised use of printing or copying facilities.
  • Falsifying, or attempting to falsify, evidence of their own or other students’ attendance at timetabled activities;
  • Conduct which constitutes a criminal offence (including conviction for an offence) where that conduct:

(a) took place on ACM premises, or;

(b) affected or concerned other members of the ACM community, or;

(c) damages ACM’s  name or reputation or;

(d) otherwise constitutes misconduct within the terms of this Policy, or;

(e) is an offence of dishonesty, where the student holds an office of responsibility in ACM, or; (f) brings into question whether ACM can safely and responsibly allow the student to remain a member of our community.

2.24 The above list is indicative and not exhaustive. Other forms of behaviour which are not documented here may be considered misconduct.

Academic Misconduct

2.25 Warnings issued under Academic Integrity investigations will be considered when applying this Policy.

Suspension and Termination of Students

2.26     ACM may choose to suspend a student with immediate effect in the event of alleged gross misconduct, and where it is considered that the student may pose a risk to themselves other students or staff, ACM, or the conduct of an investigation.

2.27     The period of suspension will last until information has been gathered surrounding the incident of misconduct. In this instance, the student will subsequently be given opportunities to make representations in person to a member of the Senior Management Team (SMT).

2.28     Suspension should not be seen or used as a punishment and is a neutral act. It is a means of removing a student from a potentially difficult or dangerous situation whilst an investigation is carried out.

2.29     ACM will inform the student, and their parents, guardians or adults who have a position of responsibility for the student’s welfare if the student is under 18 or an adult at risk, in writing within 24 hours of the reason for suspension and the restrictions this places on them.

2.30     Suspension and Termination prohibits a student from participating in any ACM activities (on or off-site and including those organised by Industry Link, the Marketing team or Students’ Union), prohibits access to ACM facilities and premises and any external events or activities held on ACM premises.

Criminal Offences

2.31     If there is a genuine reason to believe that a student has committed a criminal offence, ACM will refer the matter to the Police as appropriate.

2.32     The following procedures will apply where the alleged misconduct would constitute an offence under criminal law if proved in a court of law.

2.33     Where the offence under criminal law is considered not to be serious, action under this Policy may continue, but such action may be deferred pending any police investigation or prosecution.

2.34     In the case of all other offences under criminal law, no action (other than suspension or termination) will be taken under this Policy unless the matter has been reported to the police and either prosecuted or a decision not to prosecute has been taken, at which time the Executive or Senior Management Team nominee will decide whether disciplinary action under this Policy should continue to be taken.

2.35     Where a finding of misconduct is made 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 disciplinary action.

2.36     Except in cases considered not to be serious, if the victim will not report the matter to the police or will not co-operate in their enquiries ACM will not normally use its internal procedures to proceed with the matter. Only in exceptional circumstances will ACM report an alleged crime to the police contrary to the wishes of the victim. ACM reserves the right to make its own determination relating to the responsible measures it should take to ensure the safety and cohesion of its community.

2.37 ACM’s Safeguarding and Prevent duties may also require us to act upon information, despite a victim of a crime not choosing to refer the incident through formal proceedings.

2.38     If the police or the Crown Prosecution Service (CPS) decide not to prosecute, ACM may, exceptionally, proceed with action under this Policy depending on the reasons for the non-prosecution.

2.39     ACM will normally refer all offences relating to controlled drugs to the police.

2.40     ACM will work with the police and other local agencies in regards to substance abuse and drugs issues within the local community

Referrals to Multi Agency Safeguarding Hub (MASH)

2.41  Where investigations relating to student misconduct are found to raise concerns relating to a student’s behaviour, or actions, due to the perceived risk of radicalisation and/or extremism, ACM will work in close partnership with relevant partners including HEFCE/the Office for Students’ HE/FE Prevent Lead, local police, local authorities, academic partners and work to establish networks for sharing good practice in approaches and information where this is a necessity.

Representation

2.42     All formal invitations to disciplinary meetings will outline the student’s right to bring with them a friend, parent, mentor, or other representative. Students under the age of 18 or adults at risk must be accompanied 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 Chair of the disciplinary panel.

2.43     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.

2.44     Students will be offered a meeting with a member of staff to outline the Student Disciplinary process.

2.45     Additionally, some young people, adults at risk and those who do not have English as a first language may need help to articulate themselves and to get other people to listen to what they say. This is particularly true when they are being interviewed by members of staff who have are in a senior position of responsibility. Students will be offered a meeting with a member of the Education Guidance team if such needs are identified.

Confidentiality

2.46     Some aspects of discussions or evidence may be confidential or inappropriate to share amongst a wider audience. The person Chairing the meeting will make a decision as to the appropriateness of what information should be disclosed e.g. names of witnesses where there is a concern about their welfare or safety.

  1. 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 Student Disciplinary 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:

  • Programme Managers
  • Group Head of Education
  • Quality Assurance and Enhancement Manager
  • Head of Quality and Student Experience
  • Education Strategist
  • Director of Strategy and Innovation
  • Education Staff
  • Industry Link Staff
  • Student Services Staff
  1. Reference Points
    4.1 Internal:
  • Student Disciplinary Procedure
  • Academic Integrity Policy
  • Acceptable Use of IT and E-Safety
  • Equality & Diversity
  • Health & Safety Policy
  • Participation & Attendance Policy
  • Safeguarding
  • Student Charter
  • Good Neighbour Guidance
  • Prevent Policy

4.2 External:

  • Middlesex University Regulations 2016-2017 ‘Student Conduct and Discipline’
  • UALab Regulations 2016 – 2017: Disciplinary Code For Students
  • East Surrey College Student Disciplinary Policy & Procedures
  • The Prevent Duty
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_004_Student Disciplinary_180521

Policy 007: Academic Integrity

Policy 007: Academic Integrity

  1. Purpose and Scope

1.1  This policy explains ACM’s requirements for students to submit work for assessments which is original or properly credited to author/owner. ACM students are provided with guidance regarding good academic practice, covering situations where plagiarism may not be intentional, but also making explicit reference to this policy and explaining matters of academic misconduct.

1.2  This policy supports ACM staff in effectively discharging their responsibility to ensure that no unfair advantage is gained through cheating, plagiarism or other forms of academic misconduct.

1.3  This policy ensures that students are treated in a fair and equitable manner.

1.4 Students who are enrolled on an Franchised programme (Falmouth University awards) should refer to Falmouth University’s Academic Integrity policy.    https://www.falmouth.ac.uk/sites/default/files/download/academic_integrity_policy_16-17.pdf

  1. Policy Statement

Academic Integrity

2.1 The Academy of Contemporary Music (ACM) is committed to upholding academic quality and standards, by ensuring that students do not obtain awards through any form of unacceptable academic practice relating to assessment – including plagiarism, cheating, collusion and impersonation. This is fundamental to securing academic standards.

ACM, in upholding its academic standards, will ensure that appropriate actions are taken whenever formative or summative assessment work causes concerns relating to academic integrity.

2.2 ACM acknowledges the collaborative nature of creative industries, and will seek to ensure all group work is graded in a fair and equitable manner.

2.3 Where academic misconduct has been proven, this will be recorded on a student’s transcript, using the appropriate assessment board outcome coding as recognised by the awarding body.

Plagiarism

2.4 Plagiarism is the passing off of another person’s published or unpublished work as the student’s own by unacknowledged quotation or wholesale copying. It is not an academic offence if the material is acknowledged by the student as the work of another via the provision of detailed references and a full bibliography, and the accurate use of quotation marks (in the case of written material). Students should follow the full guidance provided by ACM on quotation, referencing and the avoidance of plagiarism.

2.5 The uncredited use of any published or unpublished material, whether in manuscript, printed or electronic form, is covered under this definition of plagiarism. Plagiarism may be intentional or unintentional. Unintentional plagiarism can also be referred to as poor academic practice.

Plagiarism is a breach of academic integrity and also means that the work submitted has not met the learning outcomes necessary to complete the learning process. Plagiarism is unethical and can have serious consequences for an individual’s future career.

Cheating

2.6 This can include being party to an arrangement intending to break or avoid the regulations such as obtaining or seeking to obtain access to examination papers prior to an exams, using notes or electronic devices during an exam, or copy another student’s work to gain unfair advantage during an exam.

Collusion

2.7 This can involve unauthorised collaboration between students, failure to attribute assistance received, or failure to follow precisely regulations on group work projects. It is your responsibility to ensure that you clearly understand the extent of collaboration permitted, and which aspects of the work must be your own.

Impersonation

2.8  Impersonation refers to the act of one person assuming the identity of another with the intent to gain an unfair advantage for the person being impersonated, for example, by undertaking an examination on the other’s behalf. Both parties, the impersonator and the person being impersonated, would be considered culpable of being in breach of the academic integrity policy.

Poor Academic Practice

2.9 Poor academic practice refers to incorrect or incomplete referencing of external references, in line with the preferred referencing conventions currently used by an institution. ACM makes use of the Harvard Referencing System. Repeated instances of confirmed poor academic practice may be considered a matter of deliberate contravention of academic integrity.

Auto-plagiarism

2.10 Auto-plagiarism refers to any material which is identical or substantially similar to the student’s own material which has already been submitted for any other assessment within ACM or elsewhere.

Fabrication

2.11 Fabrication refers to the presentation of qualitative or quantitative data or findings in surveys or reports, which has either not been undertaken or fully completed and where the data or results have, in whole or in part, been deliberately invented or falsified.

Severity

2.12 The severity of matters relating to the academic integrity of a student’s submission of work is divided between three categories:

  1. Minor Offence
  2. Serious Offence
  3. Grave Offence

Sanctions

2.13 Exceptionally, where serious academic misconduct is discovered after the deadline for submission of an allegation of academic misconduct, 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.

2.13 When a student submits an assessment physically or electronically,  and where they have also provided a declaration that the work is their own. If a member of staff, or a student, or another ACM mechanism raises a concern regarding the academic integrity of a student’s formative and summative assessment, an investigation of the the submission will begin under ACM’s Student Disciplinary Policy and Procedures.

2.14 If a breach of academic integrity is established, the minimum penalty imposed shall normally exceed that which would follow if the student had failed the assessment.

2.15  All confirmed offences will be recorded on the student’s academic record.

2.16 All records of disproved offences must be removed from the student’s academic record.

2.17 The penalties outlined within this policy are indicative of the maximum penalties which may be imposed.

Minor Offence

2.18 An offence is considered to be in the category of a Minor Offence when the transgression is the first and sole offence:

(a) The offence occurs within FHEQ Levels 2, 3 or 4, and would therefore not affect a Bachelor’s Degree final classification, or;

(b) Where the offence occurs at Level 5 or above, and the component of assessment contributes a relatively small percentage of the overall module assessment;

2.19  Standard penalties for a minor offence

(a) Failure at module level, identified through the use of grade ‘P’;

(b) If a first attempt, to re-submit work by a given deadline with maximum grade to be a passing grade of 40, or relevant pass grade as applicable to the award.

(c) If a second attempt, any retake of this, or a replacement, module to receive a maximum grade of 40, or relevant pass grade as applicable to the award.

(d) Written warning that further offences will have serious consequences for the student’s final qualification

Serious Offence

2.20 An offence is considered to be in the category of a Serious Offence when:

(a)  The transgression occurs at any FHEQ Level;

(b) It is a first infringement offence, with documented and agreed mitigating circumstances.

2.21  Standard Penalties for a serious offence

  • A failing grade for the module affected.

(b) If a first attempt, to re-submit work by a given deadline with maximum grade to be granted for the module of  (40%), or relevant pass grade as applicable to the award.

(c) If a second attempt, or if external requirements apply, or for substantial plagiarism in a project or dissertation module, to retake the module involved, with re-registration for the module and a new project title (where applicable), with a maximum grade of 40, or relevant pass grade as applicable to the award.

2.22 Grave Offence

(a) May occur at any FHEQ Level

(b) No documentary mitigating circumstances

(c) Includes offences such as: impersonation in examinations, a second or subsequent offence, substantial plagiarism in a dissertation

2.23 Standard penalties for a grave offence

(a) The reduction of a degree by a class and/or award a lower level qualification; or

(b) repeat of academic level in which the offence occurred; or

(c) Termination of the student’s enrolment on the ACM course or programme, which incorporates failure of any and all assessment taken that academic year, or academic level as applicable.

Fee and delivery implications

2.24 Requirement to retake a module, or substitute module may incur additional fees and possible disruption to student’s original delivery schedule. Interruption or termination of enrolment to programme of study may also incur issues with regard to student loan access and/or funding. Students should refer to the  Student Finance Policy for details regarding fee liability.  

Appeals

2.25 If a student wishes to appeal a decision made by ACM regarding academic integrity, they should follow the Student Appeals policy and procedure.

Responsibilities and Accountabilities

2.26 Students will be provided with information about what constitutes good academic practice during their classes and via their student handbook, and will be reminded of this in advance of assessment periods.

2.27 It is the responsibility of Pathway Leaders to ensure that all students and teaching staff are made aware of this policy and the consequences of breaches of academic integrity.

2.28 The responsibility for raising concerns about possible poor academic practice lies with the assessment marker in the first instance. However, all ACM staff members and students should raise any concerns they may have regarding the academic integrity of an assessment with the relevant Programme Manager.

2.29 The External Examiners, Internal Verifiers and Lead Internal Verifier provide additional points of scrutiny.

2.30 Once the facts have been established, it is the responsibility of the Programme Manager to judge the seriousness of the situation and exercise discretion accordingly, taking into consideration any precedent or extenuating circumstances where appropriate.

Appropriate Academic Conduct

2.31 Academic Staff are responsible for informing students:

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

(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;

(c ) Students should not allow others access to electronic versions of their work;

(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.

  1. 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 Academic Integrity lead is:

  • Group Head of Education

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

  • Head of Quality and Student Experience
  • Programme Managers
  • Education Strategist
  • Quality Assurance and Enhancement Manager
  • Module Leaders
  1. Reference Points

4.1 Internal:

  • Deferral of Assessment Policy and Procedure
  • Student Disciplinary Policy and Procedure
  • Student Disciplinary Appeals Policy and Procedure

 

4.2 External:

  • Middlesex University Regulations, Part F: Academic Honesty
  • Middlesex University Regulations 2016-2017 ‘Student Conduct and Discipline’
  • QAA Quality Code, Chapter B4: Enabling Student Development and Achievement
  • QAA Quality Code, Chapter B6: Assessment of Students and Recognition of Prior Learning
  • Supporting Academic Integrity: Approaches and Resources for Higher Education, HEA JISC
  • UALab Regulations 2016 – 2017: Academic Misconduct

 

  1. Date of Approval and Next Review

Version:                       1.2

Approved on:              28 Jul 2017

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download – POL_007_Academic Integrity_180521

 

 

Policy 008: Equality and Diversity

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.

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 recognized 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
  • Victimization
  • 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 behavior 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
  • Head of Education
  • Head of Teaching and Learning
  • Head of Student Services
  • Academic Registrar

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
  • Human Resources Manager
  • 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 Disciplinary Policy
  • Staff Disciplinary Policy
  • Content Approval Policy
  • Data Protection Policy

4.2 External:

  • The Equality Act 2010

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_008_Equality And Diversity_170728

Policy 009: Special Educational Needs

Policy 009: Special Educational Needs

1. Purpose and Scope

1.1 This policy explains in an open, transparent and accessible way how the Academy of Contemporary Music (ACM) supports students with Special Educational Needs (SEN) and the roles and responsibilities of ACM staff.

1.2 This policy describes how the ACM meets the learning needs of SEN of students by defining the arrangements in place for their support and the roles and responsibilities of ACM staff.

2. Policy Statement

Special Educational Needs

2.1 ACM is committed to provision of equal opportunities for disabled students and staff and aims to create an environment that enables them to participate fully in the mainstream of ACM life.  Everyone who has the capability to benefit from studying or working 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.

2.2 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.

2.3 To encourage a inclusive approach to disabled students, ACM staff need to respond appropriately to disabled students’ needs. This includes ensuring that:

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

2.4 The Disability Discrimination Act 1995 was amended in 2005 to include a public sector duty towards disabled people which, in the context of higher education institutions (HEIs), encourages academic staff to review their learning, teaching and assessment methods to become more inclusive for disabled students. The legislation supports a mainstreaming approach to disability, often referred to as the social model of disability. ACM recognises the social model of disability in order to satisfy its responsibilities.

Admissions Arrangements

2.5 ACM applicants complete admission forms that include details of any SEN. All applicants who have declared a SEN are referred to the Education Guidance Department (EGD) who who engage with the applicant to ensure that they are given information and advice about the support available.

2.6. Students who have declared complex support needs are phoned and support arrangements are discussed.

2.7 No students are denied admission on the grounds of their disability and ACM plans for and anticipates the requirements of disabled students.

Specialist SEN Provision

2.8. Specialist 1:1 tuition is offered where appropriate, together with in-class support where required. EGD staff liaise closely with ACM tutors and provide necessary training and updating. EGD staff also liaise with the ACM Student Referral Team and ACM counsellors for students with mental health issues.

2.9 The EGD consists of Specialist Tutors, who are qualified teachers with post-graduate qualifications in SEN, a Specialist Mentor, Specialist Classroom Assistants who are ACM Alumni with in-house training and, in the Clapham and Metropolis sites, Student Services Managers. 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.

2.10. Tuition can take place via Skype if recommended in the student’s Needs Assessment Report.

Facilities

2.11 The EGD in Guildford has a separate entrance to the main teaching areas so students can attend discreetly. The EGD aims to have a calm and positive environment, where students feel welcome and comfortable. In Clapham and Metropolis, private rooms are offered for students to meet their DSA Study Skills and/or Mentoring tutors.

2.12  All areas in ACM buildings have disabled access and toilets.

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

Allocation of resources

2.14 ACM provides a tutorial and counselling service for all students.

2.15. The EGD in Guildford has a separate Specialist Mentor and recoups funding for HE students who have a DSA Mentoring allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates support through DSA Mentors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the mentors in a safe and suitable environment.

2.16. The EGD in Guildford has Specialist one-to-one support and recoups funding for HE students who have a DSA Study Skills allocation in their Disabled Students Allowance (DSA). In Clapham and Metropolis the ACM facilitates the provision DSA Study Skills Tutors that are funded directly by the DSA and are not in-house. ACM provides a room for students’ use so that they may meet the tutors in a safe and suitable environment.

2.17 The Education Guidance Manager is responsible for the funding paperwork.

2.18  Specialist invigilation of assessments for SEN students is carried out at the EGD.

Identification of needs

2.19 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.

2.20 Teaching staff may refer any student to the EGD if they have concerns re the student’s support needs. EGD staff can carry out Dyslexia Screening Tests upon request.

2.21. EGD staff keep detailed records of work done with students and progress made.

Access to the Curriculum

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

2.23 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

2.24. Records are kept of the attendance, retention and achievement of all students, including those with SEN.

Complaints

2.25 ACM students can speak to the Student Referral Team and/or the Senior Programme Officers, and raise concerns.

2.26. Informal, and Formal Grievances can be made in accordance with the Student Complaints and Grievances Policy and Procedure.

  1. 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 Special Educational Needs Policy lead is:

  • Head of Student Services

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

  • Head of Student Services
  • Education Guidance Manager
  • Head of Teaching and Learning
  • Head of Education
  • Academic Registrar

4. Reference Points

4.1 Internal:

  • Admissions
  • Admissions Complaints
  • Equality & Diversity
  • Safeguarding
  • Fitness to Study

4.2 External:

  • Disability Discrimination Act 1995, 2005 (amended)
  • Data Protection Act 1998
  • The Equality Act 2010
  • Special Educational Needs and Disability Code of Practice 2015
  • Middlesex University Regulations, 2016/17: Provision for students with disabilities and learning difficulties

5. Date of Approval and Next Review

Version:                       1.1

Approved on:              28 Jul 2017

Approved by:              Academic Board

Next Review:              01 Aug 2018

Download POL_009_Special Educational Needs_170728

Policy 010: Safeguarding

Policy 010: Safeguarding

1. Purpose and Scope

1.1. This policy describes how the Academy of Contemporary Music (ACM) ensures that there is a consistent and supportive approach in the manner which matters relating to safeguarding are addressed.

1.2.  This policy describes how the Academy of Contemporary Music (ACM) considers, supports and makes use of appropriate referral mechanisms where there are issues of safeguarding the wellbeing of all children, young people or adults at risk attending any of the ACM sites.

1.3 This policy applies to all students and staff and is designed to ensure that students are treated in a fair and equitable manner and feel safe, secure and listened to whilst studying at ACM.

1.4 This policy is implemented with due regard to the provisions for Keeping Children Safe in Education: For Schools and Colleges, published by the Department for Education, and the Revised Prevent duty guidance: for England and Wales published by the home office.

2. Policy Statement

2.1.      ACM believes that it is always unacceptable for a child, young person or vulnerable adult to experience abuse of any kind and recognises its responsibility to safeguard their welfare by commitment to practice which protects them.

2.2. ACM recognises that it has a moral and statutory duty under the Education Act 2002, the Children’s Act 2006, the Safeguarding Vulnerable Groups Act 2006, the Care Act 2014 and various government initiatives, to promote and safeguard the welfare of its students, with specific reference to Working Together to Safeguard Children 2015 and Keeping Children Safe in Education 2016, and the Prevent Duty under the Counter-Terrorism and Security Act 2014;

  • the welfare of the child/young person/vulnerable adult is paramount;
  • all children/vulnerable adults regardless of age, disability, gender reassignment, marital and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse;
  • working in partnership with children, young people/vulnerable adults, their parents, carers and other agencies is essential in promoting young people’s welfare;
  • have regard to the Prevent Duty ensuing that there is awareness and active responses to the threat of radicalisation of any individuals, and in particular vulnerable adults and children.

ACM’s Safeguarding Responsibilities

2.3 ACM ensures that all new staff are checked with the Disclosure and Barring Service (DBS).

2.4. All ACM staff are provided with training at the recommended level (every year for Designated Safeguarding Leads and safeguarding team members and internal delivered training every 2 years for all other staff) to ensure staff are aware of the issue of protection from abuse and the procedures to follow starting from their initial induction.

2.5. Ensure at least one member of any interview panel has had Safer Recruitment training delivered via an online portal.

2.6 ACM Staff are provided with a copy of the Staff Code of Conduct as part of their induction

2.7. All staff are given a copy of ‘Keeping Children Safe in Education (Part One) 2016’  as part of their induction.

2.8. ACM ensures that a risk assessment is undertaken in admitting a student who may pose a threat to others or themselves.

2.9. ACM reserves the right to refuse admission to FE Courses, and Degree programmes  to any person who may pose a risk to young people or vulnerable adults.

2.10. ACM ensures that there are designated staff members with responsibility for child protection; including a member of the Senior Management Team.

2.11. Support staff  have responsibilities for handling a disclosure relating to safeguarding. This may include offering support on correct policy, procedure and guidelines and further emotional support offered thereafter.

2.12 Any concerns in relation to Prevent must be referred to the ACM Prevent Lead immediately. The Prevent Lead will liaise with the Regional Prevent Coordinators and the relevant MASH unit to identify strategies and actions that need to be taken with regard to any Prevent related concerns.

2.13. ACM is committed to ensuring that a person who discloses abuse is offered all possible appropriate support around the time of and after disclosure.

2.14. All records of a disclosure are kept in a confidential file.

2.15. Staff take steps to ensure students are aware of the mechanisms for reporting bullying and abuse on site at ACM and online.

2.16. ACM ensures that all policies and procedures are available to all staff and students via the ACM website and the MyACM App.

2.17. ACM raises awareness of the policy and procedures to those outside ACM via the prospectus and ACM website.

2.18. The policy and its procedures are reviewed and monitored annually.

2.19. There is a procedure for dealing with allegations of abuse made against members of staff, including allegations made against the Executive and Senior Management Team and allegations against other students.

2.20. There are established child protection protocols and effective communication with schools, when pupils on their rolls seek admission and attend ACM.

2.21. ACM refers any young person or vulnerable adult to Children’s Social Care, Adult Social Care or other appropriate agency e.g. the Police or NSPCC, when the person requests it or the situation necessitates it.

2.22. ACM works collaboratively with the East Surrey College/ Local Safeguarding Children’s Board (LSCB), Multi Agency Safeguarding Hub (MASH) and Adult Protection Committees in the local area.

2.23. Within ACM’s duty of care, it has a responsibility to act if there is a cause for concern and to notify the appropriate agencies so that they can investigate and take any action. ACM has a responsibility to provide information to MASH about a student or family, if required for a child/vulnerable adult protection enquiry/assessment.

2.24. ACM may also provide help or a specific service to a student as part of a protection plan agreed at a Child Protection Case Conference and could also contribute to reviewing a student’s progress in this regard.

2.25. ACM keeps a contact list of all MASH contacts and local support groups.

Areas of Risk at ACM

2.26. Staff and students should be particularly aware of the risks inherent in some of the activities that are unique to ACM and its students. During these activities, students will usually be located away from ACM sites. These include:

  • Creative Industry Development activities
  • Gigs and tours
  • Recording studio/music business site visits
  • Extra curricular or curricular led off site trips (day and overnight)

2.27 ACM does not permit students under the age of 18 or vulnerable adults to make overnight visits for the purpose of marketing ACM.

2.28  ACM students engaged in industry based activities and volunteering are under the duty of care of ACM. ACM staff involved in these activities should:

  • be aware of this Policy and its supporting Procedure;
  • thoroughly brief students of potential situations of risk;
  • advise students to be accompanied by a parent or guardian where possible; and
  • make students aware of this Policy and Procedure and the support available from ACM.

2.29  ACM students who are under the age of 18 or are vulnerable adults and are living away from home may come into contact with older students who could pose various risks as determined by this Policy. ACM has policies and procedures in place to address illegal or anti-social behaviour, as well as the code of conduct included in the contract which students sign before enrolment, and reference should be made to these.

 

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 Safeguarding 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:

  • Designated Safeguarding Lead
  • Prevent Lead
  • Education Guidance Staff
  • Student Support and Wellbeing Officers
  • Safeguarding team members
  • Head of Education
  • Head of Learning and Teaching

4. References

4.1       Internal:

  • Equality and Diversity
  • Health and Safety
  • Staff Recruitment
  • Staff Disciplinary
  • Student Complaints & Grievances
  • Student Disciplinary
  • Student Disciplinary Appeals
  • The Prevent Policy
  • Acceptable Use of IT and E-Safety

4.2       External:

  • The Charity Commission: Safeguarding children and young people
  • The Children Act 1989
  • The Children Act 2004
  • Education Act 2002
  • Mental Capacity Act 2005
  • The Prevent Duty
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Local Government Act 2000
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2016

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2019

Download POL_010_Safeguarding_170728

Policy 011: Fitness to Study

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 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 into matters 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 or their well being, and proposed arrangements our outcomes that may arise from use of the procedures which this policy supports.

2.4 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 and the detrimental impact on the functioning of the individual student and/or other members of the ACM community.

When to use this policy?

2.5 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 his/her own health, safety and/or well-being 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.

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

2.7 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.

2.8 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.

2.9 This policy may also be applied if there are concerns about an 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. 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 Fitness to Study Policy lead is:

  • Academic Registrar

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

  • Head of Education
  • Academic Registrar
  • Head of Student Services
  • Designated Safeguarding Lead
  • Admissions Manager

4. Reference Points

4.1 Internal:

  • Academic Misconduct Policy
  • Admissions Policy
  • Admissions Complaints Policy
  • Drugs and Alcohol Policy
  • Equality and Diversity Policy
  • Safeguarding Policy
  • Student Complaints & Grievances Policy
  • Student Disciplinary Policy

4.2. External:

  • Equality Act 2000
  • QAA Quality Code, Chapter B4: Enabling Student Development and Achievement
  • Mental Capacity Act 2005
  • Deprivation of Liberty Safeguards

5. Date of Approval and Next Review

Version:                       1.2

Approved on:               28 Jul 2018

Approved by:               Academic Board

Next Review:                01 Aug 2018

Download POL_011_Fitness To Study_170728

Policy 012: Learning, Teaching and Assessment Policy

Policy 012: Learning, Teaching and Assessment Policy

  1. Purpose and Scope

1.1 This policy identifies the main objectives within learning and teaching at ACM.

1.2  This policy explains the ways in which ACM collaborates with students and education stakeholders, both internal and external, to enhance student learning opportunities.

1.3 This policy outlines ACM’s approach to providing high quality programmes and courses  that are focussed on student progression and achievement and characterised by the currency and relevance of their subject matter, innovative delivery, assessment and feedback.

  1. Policy Statement

Partners in Learning, Teaching and Enhancement

2.1. The active participation of students in ACM’s enhancement processes is an essential and valuable component in maintaining and improving the quality of learning opportunities.

2.2 ACM’s curriculum provides opportunities for students to consistently and actively engage in Learning and Teaching processes and strategies throughout their studies. It supports important notions such as active learning, students as partners, and students as co-creators of the curriculum. These are vital in developing a range of graduate attributes, both professional and personal, helping to build student confidence, ability to communicate effectively, and sense of an academic and specialist self.

2.3 ACMs works in partnership with its collaborative and validating partners, and appropriate external organisations to ensure a broad range of learning opportunities are made available to all students.

2.4 ACM is responsive to the needs of the music industry and works in collaboration with key industry partners in the development and enhancement of education.

Curriculum Design

2.5 ACM is committed to ensuring that all taught provision at all education levels aligns with external frameworks, including Subject Benchmark Statements and the Framework for Higher Education Qualifications.

2.6 ACM designs and delivers innovative and relevant  programmes that are shaped by the most current industry practice, developing students technical and applied skills, disciplinary research and scholarly skills, as well as subject knowledge. ACM is committed to developing a professional and academic skills framework, which is made available to all students, and which is supportive of the transition to professional practice, open intellectual inquiry, academic progress, and allows students to thrive academically, professionally, and creatively.

Creative and Innovative Delivery

2.7 ACM enhances learning and teaching through creative and innovative delivery, including the appropriate use of technology and the continued development of resources.

2.8 The academy believes that a wide range of delivery methods can be employed to promote learning. These include full-time attended courses, part-time courses, online delivery, and blended delivery.

Assessment for Learning

2.9 ACM ensures that assessments are designed as an integral part of the learning process (“assessment for learning”) as well as a means of measuring student progress and achievement.

2.10 Assessments are designed to afford students the best opportunity to adequately demonstrate their understanding and meeting of modular and programme learning outcomes.

Approaches to and the use of Feedback

2.11 ACM ensures that assessment and feedback to students on their work promotes effective and independent student learning and contributes to their academic, professional and technical development.

2.12 ACM ensures that feedback should is developmental, informing future assessment and professional practice undertaken by students.

2.13 ACM ensures assessment and feedback practices are appropriate, valid, inclusive, reliable and transparent, clearly communicated in a timely manner, and subject to regular review.

Professional Practice

2.14 Teaching is informed by professional experience at the highest standards and, where appropriate, carried out by those engaged in original creative work at a high level.

2.15 ACM ensures that our approaches to learning and teaching position students for further success after completion of their programme or course of study. This includes supporting students to gain professional experience and employability skills during their studies.

2.16 ACM is committed to ensuring that students acquire the knowledge, skills and experience through their studies to ensure their success in future life, and within their chosen vocation or area of employment.

Student Responsibility

2.17  Students are enabled and supported to take responsibility for their own learning.

2.18 The curriculum encourages students to develop a range of key attributes in: creativity, self-reflection, technical application, sociability, resilience, and industry preparedness.

Review

2.19 Learning and Teaching strategies evaluate the impact of learning, teaching and assessment activities with regard to the quality of the student learning experience, through cyclical monitoring, review, and enhancement activity.

2.20 Students are engaged in the monitoring,  review, development and enhancement of Learning and Teaching practices, and are assured that their feedback influences their learning experience.

2.21 The evaluation of student opinion and appropriate response to the results is a key indicator in ACM’s processes for the assurance and enhancement of Learning and Teaching.

 Learning and Teaching Approaches

2.22 Learning and Teaching approaches will adopt an evidence-based approach to the enhancement of learning, teaching and assessment practice, and has in place, robust mechanism to ensure the oversight and identification of internal and external good practice, strengths and achievements for wider dissemination and consideration, and considering areas where further enhancement would be of benefit.

2.23 ACM ensures the implementation of a robust framework of marking and feedback mechanisms, and moderation of summative assessments.

2.24 Moderation of assessment ensures a standardised approach to assessment marking and feedback across subjects and levels. ACM’s approach towards moderation includes double marking, second marking, analysis of grade distribution, and monitoring through external examiner/moderators.

2.24 The design and delivery of ACM courses and programmes is flexible and responsive, paying due regard to varying learning needs and styles and our students’ educational experience and current/emerging industry practices and needs. ACM aims to maintain inclusive learning and teaching practices that provide fair and equitable learning opportunities for all students.

Staff Development

2.25 ACM supports and promotes the continued professional and academic development of academic staff. ACM will strive to ensure all academic staff have the opportunity to undertake professional qualifications or work towards professional accreditation.

2.26 Learning and Teaching practices identify and determine areas of development and enhancement, to support and strengthen ACM’s taught programmes.

Observation of Teaching

2.27 ACM believes that observation of teaching can drive the quality of learning and teaching through peer support and self reflection. Observation of teaching  encourages all staff to reflect on the effectiveness of their own teaching and identify their development needs.

2.28 Observation of teaching practice additionally provides the opportunity foster discussion and dissemination of best practice,  and to identify any weaknesses and put in place an action plan to improve practice, where the need is identified.

2.29 Observations provide the opportunity to increase staff awareness of the student experience and to assist departments in providing a high quality educational experience for their students.

Assessment Principles

2.30 Assessments are designed to measure all of the intended learning outcomes summatively and are a valid measure of student achievement.

2.31 Assessments are reliable and consistent. All assessments will aligned to the generic level descriptors from validating partners and all awards will be delivered in accordance with the regulations of awarding institution.

Marking follows clear and consistent guidelines and be moderated by both ACM academic staff and external examiners/moderators in accordance to the awarding institutions regulations. External examiners/moderators will be asked to report on the reliability of assessment.

2.32 Assessments are equitable and encourage all programmes to employ a diversity of assessment methods to allow students to demonstrate skills, knowledge and understanding.

ACM is also aware of the need to make reasonable adjustments in the assessment of students with evidenced learning needs or other additional or outstanding requirements.

2.33 Assessments and assessment briefs are transparent and explicit. Students are clearly informed of the purpose and requirements of all assessment tasks. Feedback to students relates to the stated learning outcomes and assessment criteria that are made available to students at the commencement of each module. Feedback is timely, in accordance to the policy of the validating university partner, and focusses on the outcomes being assessed. Students receive a variety of feedback including written, audio, and video modes.

2.34 All assessments support the learning process by being authentic, aligned with the intended learning outcomes and related to the learning topic.

2.35 Assessment mechanisms will be efficient so as to not overburden the student by overly assessing knowledge and skills. This includes care taken over the scheduling of assessments and ensuring the modes are varied and accessible.

2.36 The outcome of assessments is monitored and used to enhance assessment practice. The results will be reported to the ACM Academic Board and the  sub committees facilitate monitoring, review and enhancement, as well as through the reports of external examiners/moderators and assessment boards, and annual monitoring reports to the awarding institution.

2.37 When a student fails to meet and pass all assessment criteria (learning outcomes), opportunities for resubmission of components and re-assessment of the module will be considered by the Student Progression and Achievement Board (SPAB) and recommendations made and confirmed by overall consensus of the board. Students will be given fair and reasonable opportunities to demonstrate that they have met the requirements for successful completion of all the components of study in line with the regulations of the awarding institution. Students will normally be notified of the outcome within five working days of the Board’s decision, and in accordance with the policy of the University partner.

Resources for Learning

2.38 ACM believes that the resources for learning form an integral a part of the learning experience. Equipment and physical resources utilised by staff and students should promote professional standards and be representative of professional practice.

2.39 Academic resources form a vital part of learning and teaching. The Creativity Centre at any ACM site is a focus point for materials such as books, journals, and online resources.

2.40 Academic skills are promoted throughout ACM through learning and teaching. ACM commit to regular workshops and materials to promote good practice within academic standards and digital literacy.

  1. 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 Learning and Teaching Policy lead is:

  • Group Head of Education

 

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
  • Head of Quality and Student Experience
  • Programme Managers
  • Teaching Staff
  • Education Strategist
  1. Reference Points

4.1       Internal:

  • Equality and Diversity Policy
  • Observation of Teaching Procedure
  • Changes to Module Procedure
  • Quality Assurance and Enhancement Policy
  • Special Educational Needs Policy
  • Student Charter

 

4.2       External:

  • QAA Quality Code Chapter B3: Learning and Teaching
  • QAA Quality Code Chapter B4: Enabling student development and achievement
  • QAA Quality Code Chapter B5: Student Engagement
  • QAA Quality Code Chapter B8: Programme Monitoring and Review
  • HEA Study Centre for Education ESCalate (2006a) Peer Observation [Accessed online from http://escalate.ac.uk/resources/peerobservation/index.html 21 June 2016]
  • HEA Study Centre for Education ESCalate (2006b) Planning for Peer Observation of Learning and Teaching [Accessed online http://escalate.ac.uk/resources/peerobservation/02.html 21 June 2016]
  1. Date of Approval and Next Review

Version:                       1.2

Approved on:               17 Aug 2017

Approved by:               Academic Board

Next Review:               01 Aug 2018

Download – POL 012 Learning Teaching and Assessment_180521

Policy 013: Hardship and Travel Bursary Funding

Policy 013: Hardship and Travel Bursary Funding

1. Purpose and Scope

1.1       This policy describes the overarching guidelines for the assessment and disbursement of Hardship funding, travel bursaries and discretionary funding to support students at the Academy of Contemporary Music.

1.2       This policy applies to all 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 the regulations of ACM’s validating partners, student Finance England and any other external stakeholders to whom ACM must make reference.

2. Policy Statement

2.1       The Academy of Contemporary Music is committed to providing support to students who wish to develop their skills and knowledge by initiating study or to continue with existing study.

2.2       The limited hardship funds that the Academy of Contemporary Music has available will provide assistance to those who are identified through staff referral of self referral. Students who are referred are considered to be in need of short term financial assistance, to ensure the widest participation of students to our programmes. Travel Bursaries and Discretionary Funding are not loans, and do not require repayment of funds, however, Hardship Funds operate as loans and a mutually acceptable payment plan must be agreed by ACM and the loan recipient (student) prior to agreement of a student’s application.

2.3       A Travel Bursary is to assist Further Education (Diploma) students in financial difficulties specifically with their travel costs associated with the prohibitive costs of travelling to and from ACM. Evidence of hardship must be demonstrated and back payment will be paid for the current academic year of application, if requested at the point of application.

2.4       Hardship funds are allocated to allow all students to meet their financial obligations in the event of  exceptional funding difficulties.

2.5       Discretionary funds are available to help students in emergency situations for essential weekly costs. Essential is defined as essential to living (food and travel costs). Discretionary funds are assessed by Student Services staff. The discretionary fund can be accessed by a student up to a maximum of three times in an academic year.

2.6       To make an application to either the ACM Travel Bursary Fund or the ACM Hardship Fund applicants must meet specific criteria for which individual guidelines are provided on request from Student Services. The guidelines have been produced to support this Policy and align with it’s content.

2.7       The policy and allocation of the funds are approved by the Head of Student Services and Group Head of Finance

2.8       All applications will be assessed by a member of Student Services and reviewed by Finance. A referral and application is made to the Head of Student Services who will review all applications and evidence.

2.9 An appeal can be made to the Group Head of Finance. A decision on hardship, travel and discretionary funds aims to be resolved within 5 working days of the application being received.

2.10 Where a student has not demonstrated need due to insufficient or non conclusive evidence no funds will be allocated. This is applicable to:

  • Travel Bursaries
  • Hardship Funds
  • Discretionary Funds

2.11 A student may request for a review of their application if they are able to supply further supporting evidence in addition to their bursary claim.

  1. 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 Hardship and Travel Bursary Funding 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:

  • Group Head of Finance
  • Head of Student Services
  • Student Support Officers
  • Education Guidance Team
  • Student Finance Manager

4. Reference Points

4.1. Internal:

  • Student Debt Management
  • Equality and Diversity
  • Finance Policy
  • Appeals and Complaints

4.2 External:

  • Student Finance England 2015 – 2017 Guidelines
  • QAA Quality Code Chapter B4: Enabling Student Achievement

5. Date of Approval and Next Review

Version:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_013_Hardship_170728

 

Policy 015: Admissions Policy

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.

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 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.

2.32 Applications from candidates with criminal convictions will receive careful consideration by the Senior Management Team (SMT). 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.

Staff Development and Training

2.34 The Education Management team and 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. Guidance is discipline specific…(more needed on this). 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.

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.

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. Higher Education Funding Council for England (HEFCE) 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 graduation 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 appeals against the decision, if they wish to exercise this policy. If no appeal is lodged 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 Data Protection Act 1998, 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.

  1. 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
  • Academic Registrar
  • Programme Managers
  • Head of Education
  • Senior Management

4. Reference Points

4.1. Internal:

  • Admissions Guidance
  • Student Grievance Policy
  • Data Protection Policy
  • Equality and Diversity Policy
  • Safeguarding Policy
  • Special Educational Needs Policy
  • Fitness to Study Policy

4.2. 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)
  • 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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_015_Admissions_170728

Policy 018: Acceptable Use of IT and E-safety

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.

  1. 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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_018_Acceptable use of IT and E-Safety_170728

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.

  1. 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:

The Academy of Contemporary Music

Rodboro Buildings

Bridge Street

Guildford

Surrey

GU1 4SB

United Kingdom

  1. 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
  1. 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
  1. Date of Approval and Next Review

Version:                      1.2

Approved on:               21 May 2018

Approved by:               ACM Data Protection Officer

Next Review:                01 Aug 2019

Download – POL_020_Data Access and Protection_180515

Policy 017: Finance Policy

Policy 017: Finance Policy

1. Purpose and Scope

1.1This policy outlines the arrangements for collection of student fees and charges, refunds and compensation. 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 and equitably.

2. Policy Statement

Tuition fee charges

2.1 The amount that students will pay in respect of tuition fees is dependent on the course that they wish to study. Full-time two-year accelerated degrees are charged at the equivalent of 180 credits per annum, and three–year traditional delivery degree is charged at 120 credits per annum.  Any credit taken above this amount will incur charges at the prevailing credit point rate.  The first year of the degree including Foundation Year is considered to have a notional credit value of 120 credits.

2.2 Tuition fees for each year of study are indicated in the offer of study letter sent from Admissions. Further details relating to payment schedules are clarified in the ACM Contract.

2.3 Once a student has enrolled they are responsible for the payment of their tuition fees and any other associated charges as per the terms and conditions of the ACM Contract, including any amounts due from third parties which are not paid. Non-payment of fees is outlined in 2.26 Debt Policy.

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

Tuition Fee payment types.

2.5 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 required to self-fund a ‘top-up’ element.

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

Equivalent or Lower Qualification (ELQ)

2.6 ELQ refers to government funding for students who are studying for a qualification that is the same level or lower than a qualification that they have already studied, and where the student has been withdrawn from another HEI or other HE Provider.

2.7 If a student is a UK/EU student and returning to study a second undergraduate degree at the same or lower level as one they have taken previously, they are unlikely to be eligible for a fee loan from Student Finance England (SFE).

Tuition Fee Liability

2.8 Students (or their parents or legal guardians for those students under the age of 18) become liable 14 days after course commencement (i.e. on Day 15). This would usually mean that liability commences on the Monday, two weeks after the Monday of Induction Week.

2.9 These fees cover registration, tuition, and entrance to examinations. Note, the fees do not include those for graduation, which are payable to the awarding university.

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

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

2.10 If a student is a UK/EU Undergraduate student they are responsible for ensuring that their application for financing from Student Finance England (SFE) 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. Applications can be made on‐line at https://www.gov.uk/student-finance.

2.11 If a student is not in attendance at relevant confirmation of attendance dates they will not be eligible for Government funding and so become personally responsible and liable for any fees due.

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

2.13 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 directly to the student.

2.14 If fees are being paid by a relative or friend this is not considered as a formal sponsorship by ACM. In this instance a student will be regarded as self‐financing.

Fee Liability and Change of Circumstances

2.15 Tuition fee charges, for any self-financed element of tuition fees, are determined on the basis of enrolment status and not actual attendance. This means that should a student stop attending, but has not formally withdrawn or taken an interruption of studies, they will be liable for self-financed tuition fees until the point in time that they officially notify ACM.

2.16 If a student decides to withdraw from a course they must notify the relevant Programme Manager in writing of their decision. In the absence of written notification of withdrawal a student shall be assumed to be in attendance and as such liable for the payment of tuition fees for the academic year.

2.17 It is important that students are made aware of the financial implications of withdrawing during the academic year, during any correspondence, conversations or meetings.

2.18 In the matter of the recovery of the student loan element of the Total Programme Fee (for students in receipt of a student loan), ACM will charge the student 25% of the annual tuition fee if the student withdraws during Term 1, 50% if they withdraw during Term 2, and 100% if they withdraw during Term 3.

Withdrawals: Undergraduate (full-time) programmes

Confirmed Withdrawal Date                                                               Fee liability

Up to & including 14 days after the Autumn term commences             0%

On or after 15 days from the first day of the Autumn term                    25%

On or after the first day of the Spring term                                           50%

On or after the first day of the Summer term                                        100%

Please note:

  • The above policy applies if you are studying on a full-time undergraduate programme, where the tuition fee charge is for the whole programme rather than individual modules and the programme has standard start dates.
  • If you are paying your tuition fees via a loan from the Student Loan Company (SLC), your withdrawal date will be reported to the SLC and your Tuition Fee Loan (& Maintenance if received) will be adjusted accordingly to reflect the correct liability and any interest accrued.
  • The first day of Autumn, Spring and Summer term refers to the first date of your programme which for most, but not all, will be the same as the published term dates.

2.19 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/

2.20 In the matter of the recovery of the outstanding programme fees over and above those covered by the student loan, 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 outstanding fee amount for year one of the programme;

2.21 In the matter of the recovery of the outstanding programme fees for the Total Programme Fee (for students who are fully self-financing their programme), 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 the Programme Fee for the current academic year of the programme;

Interruption and Temporary withdrawals

2.22 The withdrawal process specified above also applies to students who choose to interrupt their studies or whose studies are terminated.

2.23 Where payment has been made in excess of the tuition fee charged (including non‐ refundable deposits) overpayment refunds will be considered on a case-by-case basis.

2.24 If a student interrupts their studies, their tuition fees liability with be treated as a withdrawal and as outlined in 2.18, 2.20 and 2.21

Fee waivers, Scholarships and Bursaries

2.25 ACM offers fee waivers, scholarships and bursaries, at the commencement of each Academic Year. Details of these can be found on ACM’s website (https://www.acm.ac.uk/scholarships/) or via separate communication. Please refer to the relevant terms and conditions for these.

Debt policy and procedures

2.26 If a student fails to pay their tuition fees or any other charges on time various services including access to tutorials, rehearsal space/studio bookings, and career development services will be withdrawn and their enrolment terminated

2.27 If a student is unable to pay any fees or charges by the appropriate due date, they should contact ACM at the earliest opportunity, as they may be able to help. ACM will be sympathetic and assist where we can. The Student Finance Team will be able to give advice on sources of funding available.

2.28 If the financial circumstances of a student change after they start their course then ACM may be able to agree a bespoke instalment plan. To find out more please contact the Student Finance team:

  • in person at the Student Services Hub
  • by email at studentfinance@acm.ac.uk
  • by telephone on 01483 500800 option 3

Please note that documentary evidence to support a request will be required before it can be considered.

Returning students with debt

2.33 Students with outstanding debts from a previous academic year are not permitted to re‐ enrol. All debts must be paid in full before a student is able to return to undertake another year of study.

External debt collection agencies

2.34 ACM reserves the right to refer debt in respect of any former student to an external debt collection for recovery.

Refunds

Student Loans Company (SLC) payments

2.35 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.

2.36 When students have confirmed their fee liability with ACM they should log in to their Student Finance England account and reduce the amount of funding required, if applicable, their tuition fee loan at: https://www.gov.uk/student-finance-register-login

Refunds: Complaint Remedies

2.37 Where a student submits an appeal or complaint, requesting a refund or compensation, it should be noted that financial compensation may not always be an appropriate response or agreed remedy when addressing a complaint or appeal. Alternatives to financial compensation might include an apology or goodwill gesture, or an offer of alternative learning methods if the course cannot be delivered in the way it was originally intended.

2.38 A refund relates to the repayment of sums paid by a student to ACM or an appropriate reduction in the amount of sums owed in future by the student to ACM. This could include tuition fees, other course costs, or accommodation costs.

2.39 Compensation will relate to some other recognisable loss suffered by the student. This normally falls into two categories, either: (a) recompensing the student for out-of-pocket expenses they have incurred for a scheduled activity that did not take place, which were paid to someone other than ACM (such as travel costs) or (b) an amount to recompense for material disadvantage to the student arising from a failure by ACM to discharge their duties appropriately.

2.40 Students should be referred to ACM’s Student Complaint Policy and ACM’s Academic Appeals policy for in depth information relating to Appeals and Complaints.

Refunds: Withdrawals

2.41     Students who wish to withdraw from their programme/course or interrupt their studies must submit a Withdrawal from Studies form.  The decision to withdraw must have been discussed and agreed with the relevant Programme Manager and approved by the Group Head of Education in writing by signing the Withdrawal from Studies form.

2.42        Students may claim for a refund if they withdraw from study at ACM before completion of their programme of study but after paying some or all of their tuition fees, in accordance with the student funding liability periods. Students should refer to their terms and conditions and student contract for details relating to liability periods. Students will usually be liable for any fees for any study block for which they have attended or participated.

2.43        Refunds may, and 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 Withdrawal from Studies form is authorised.

2.44        In accordance with UK anti-money laundering laws, refunds can only be made to the person who originally paid the fee.  In some cases, this will mean that the refund will be paid to someone other than the student, such as a parent/guardian/sponsor.  If payment was split between more than one payee, any refund will be made in the same proportion as the original split.

2.45     Refunds will not be made in cash or by banker’s draft.

Anti money laundering regulations

2.46 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.

Library Charges, Materials and Other Equipment

2.47 Students using the Library and/or borrowing equipment have an obligation to respect the rights of others by returning library and other equipment on time. To encourage this, fines may be charged on items that are returned late.

Contacting ACM Finance

2.48 Students may find it necessary to contact somebody regarding their financial account. Please see the table below for contact details:

ReasonEmail AddressTelephone NumberVisitor Opening Times
Make a payment in personn/an/an/a
Make a payment by telephonen/a01483 500800n/a
Problem paying onlineStudentfinance@acm.ac.uk01483 500800On appointment request
Make a payment by international bank transferStudentfinance@acm.ac.uk01483 500800On appointment request
Request a refundStudentfinance@acm.ac.uk01483 500800On appointment request
I cannot pay my fees on timeStudentfinance@acm.ac.uk01483 500800On appointment request
Fee query or disputeStudentfinance@acm.ac.uk01483 500800On appointment request
Not sure who to contact?Studentfinance@acm.ac.uk01483 500800On appointment request

 

Other fees

 2.49 Programme fees do not include any possible payments for graduation, which are payable to relevant third party organisations who may offer Graduation Attire or photographic/videographic services.

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 Finance Policy lead is:

  • Finance Director

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

  • Finance Director
  • Group Head of Education
  • Education Strategist
  • Director of Strategy and Innovation
  • Head of Quality and Student Experience
  • Director of MIS

4. Reference Points

4.1 Internal:

  • Student Grievance and Complaints Policy
  • Academic Appeal Policy
  • Data Protection and Access Policy

4.2 External:

  • QAA Quality Code, Chapter C: Information about Higher Education provision
  • The Competition and Markets Authority (CMA)
  • Middlesex University Regulations 2017 – 2018: Student Finance Regulations
  • Falmouth University Fees Policy 2017 – 2018

5. Date of Approval and Next Review

Version:                       2.1

Approved on:               23 May 2018

Approved by:               Executive Council

Next Review:                01 Aug 2019

Download this policy here – POL_017_Finance_180530_v2.4

Policy 022: Health and Safety Policy

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:                      1.1

Approved on:

Approved by:               Executive Council

Next Review:                01 Aug  2018

Download POL_022_Health and Safety_170728

Policy 023: External Speaker and Events

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 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 “street” 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 Guest/External speaker consent form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit the College. 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 the College. 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.

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.

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.

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 in the normal way.
If the answer to any of the questions is unclear:
The event organiser must seek guidance from their line manager, whose responsibility will be to further review the speaker(s) against the questions above.

If the answer to any of the questions is YES:
It is the responsibility of the event organiser to submit a referral to the Senior Management Team. Where there are Prevent Related concerns the submission shall be sent to the Prevent Lead.
Process for Assessment and Referral.

2.15 The event organiser should use the External / Guest Speaker form to detail the event and review potential risk. In the case of referral the form should be submitted to relevant staff together 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. 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 Prevent Duty Policy lead is:

● Senior Management Team
● Prevent Duty Lead

3.2 Implementation and compliance with the Policy, overseen by the following designated staff:

● Senior Management Team
● Prevent Duty Lead
● Industry Link Team
● Human Resource Department
● Executive Management
● Designated Safeguarding staff

4. Reference Points

4.1 Internal:

● The Prevent Policy
● External Guest Speaker Form
● 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
● The Charity Commission: Safeguarding children and young people
● Safeguarding Vulnerable Groups 2006
● Protection of Freedoms Act 2012
● Working Together to Safeguard Children 2015
● Keeping Children Safe in Education 2015
● Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

5. Date of Approval and Next Review

Version: 1.1
Approved on: 16 Aug 2017
Approved by: ACM Accountable Officer
Next Review: 01 Aug 2018

Click to download this policy

Policy 026: PREVENT Duty

Policy 026: PREVENT Duty

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 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 HEFCE 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 HEFCE, including serious issues which arise related to ACM’s Prevent responsibilities. HEFCE’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 HEFCE 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.

2.78 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 the 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 appropriate 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, traitraining events and seminars.

IT Networks

2.14 ACM is 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’ Union 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 501211) 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 on 01483 501211.

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 Surrey Police (999).

2.21 The Regional Prevent Coordinator for London and the South East region is:

Alamgir Sheriyar

Phone: 0207 974 5828

Email: alamgir.sheriyar@camden.gov.uk

2.22 The Regional Prevent Coordinator for the West Midlands region is:

West Mids: Hifsa Haroon-Iqbal

Phone: 07872 941129

Email: hifsa.iqbal@birmingham.gov.uk

 

Source: http://www.safecampuscommunities.ac.uk/guidance/regional-coordinators

2.23 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)

2.24 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)

2.25 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

2.26 For concerns about staff where there does not appear to be an immediate threat to the individual concerned or