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.

Higher Education Programmes

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.

Student Protection Plan

Student Protection Plan for the period 2019/20

1. Introduction

1.1.  The Academy of Contemporary Music (ACM) is committed to helping ensure students achieve the best academic outcomes from their studies. Events may occasionally occur which mean that unforeseen changes have to be made to modules or programmes. Provision for such events is detailed within the ACM Contract of Enrolment and contained terms and conditions.

1.2.  The Higher Education and Research Act 2017 requires higher education providers to maintain a Student Protection Plan to protect students’ interests in the case of material change, e.g. programme changes, suspensions, closures, or institutional closure.

These events may be triggered by situations such as (but not limited to):

  • significant material change;
  • a decision to close the institution has been taken;
  • a strategic decision by the institution to close a course or campus;
  • withdrawal of designation for student support services;
  • a decision is taken to not run a course for the subsequent year;
  • major changes in year to course content;
  • changes to regulatory framework affecting a specific course;
  • loss of accreditation from regulatory bodies;
  • disruption of institutional activity (e.g. temporary disruption within term-time not covered by any of the above;
  • industrial action by institution staff or third parties;
  • the unanticipated departure of key members of institution staff.

This plan lays out the measures that ACM, and where applicable its validating university partner, will take in order to protect the student interests and assure continuity of study in the event of course campus or Institution change or closure.

2. An assessment of the range of risks to the continuation for students, how those risks may differ based on students’ needs, characteristics and circumstances, and the likelihood that those risks would crystallise.

2.1. Major changes in year to course content

2.1.1. ACM deliver a relatively small portfolio of programmes within the area of music and the wider creative industries; an area that is generally considered to be rapidly evolving and changing. In order to ensure that programme content and learning outcomes remain fit for purpose and relevant it may be necessary for us to make changes to course content. The design of the programmes is such that flexibility is accommodated within the module learning outcomes so that major changes to course content are not normally necessary and can easily be accommodated with no negative impact to the student experience. However, it is possible that a major change may be necessary to ensure that a programme remains fit for purpose. In such cases appropriate measures will put in place, as outlined below.

2.2. Closure of an individual programme

2.2.1. ACM’s programme strategy is such that the majority of students at the institution are on one of a small number of awards rather than small numbers on many different programmes. Consequently, programme closure is considered an unlikely event and historically this has proven to be the case.

2.2.2. It is possible that where there might be insufficient numbers on an individual discipline within a course it may be necessary to close a particular pathway prior to commencement. However, whilst there is no precedence for this happening and it is also considered low risk, should such a situation occur appropriate measures are outlined below.

2.2.3. Currently there are no plans or proposed strategy to close individual programmes for other reasons.

2.3. Closure of a specific site or campus

2.3.1. Institutional failure will be monitored through risk management in accordance with HE regulatory bodies. This monitoring assesses the financial sustainability management and governance of the institution. ACM has met the annual monitoring requirements, and where necessary has provided ongoing assurance of financial backing and support to ensure continued provision, and as such is considered a low risk.

2.3.2. Whilst considered low risk, should such a situation occur that requires closure of a specific site or campus, e.g. for health and safety reasons, or other unanticipated event, appropriate measures are outlined below.

2.3.3. Currently there are no plans or proposed strategy to close sites or campuses for other reasons.

2.4. Withdrawal of designation for student support services (which allows UK/EU students to apply for tuition fee and maintenance loans)

2.4.1. ACM has been recognised as an institution approved for designation since 2000, and has successfully received designation each year through the annual specific course designation approval process. As such withdrawal of designation is considered low risk.

2.4.2. Due to the current requirements for an annual designation approval process delays to confirmation from government are possible and have been experienced in the past leading to late availability of loans to students.

2.4.3. Changes to the higher education policy framework, through introduction of the Office for Students (OfS), will provide a more ‘level playing field’ for alternative providers aligned with a more robust mechanism for designation.

2.5. Withdrawal or non-renewal of validation

2.5.1. ACM current validation agreement with Middlesex University has been in place for nearly 20 years and such withdrawal or non-renewal of validation is considered a relatively low risk.

2.5.2. ACM has, in the past, worked with more than one university validating partner and has experienced non-renewal of validation following change in strategic direction of the university. In such a case appropriate measures were put in place to ensure students were not disadvantaged. Whilst withdrawal or non- renewal is not currently considered a high-risk should such an event occur appropriate measures have been considered below.

2.6. Institutional closure

2.6.1. Institutional failure will be monitored through risk management in accordance with HE regulatory bodies. This monitoring assesses the financial sustainability management and governance of the institution. ACM has met previous annual monitoring requirements, and where necessary has provided on-going assurance of financial backing and support to ensure continued provision, and as such is considered a low risk.

2.7. Loss of key staff

2.7.1. ACM employs a large number of specialist teaching staff, both as contracted employees and sessional staff. Many of these have high profile careers with national and international reputations. Staff profiles are provided on the ACM websites and in other promotional material although tutors are not promoted as being linked to a specific module or class and no implication that students will be taught by a specific member of staff is given.

2.7.2. Recruitment strategy ensures that the tutor faculty typically has multiple staff covering specific subject areas thereby reducing any potential risk to the student experience through loss of key teaching staff.

2.7.3. Management and governance strategy is primarily based on senior and executive staff teams contributing to the management and oversight of activities rather than through the apex of a single member of staff or principal. This ensures broad engagement of stakeholders and the effective use of expertise, whilst minimising risks that might be attached to the loss of key staff.

3. The measures put in place to mitigate those risks considered feasible.

N.B. These are not necessarily risks considered likely to crystallise (as outlined above). However, measures have been considered regardless.
3.1. Major changes in year to course content

3.1.1. ACM will use all reasonable endeavours to deliver the programme in accordance with the description provided in the ACM prospectus or other material provided, for the academic year in which a student began their programme.

3.1.2. In the event of major in-year changes to course content ACM will ensure that changes are restricted to the minimum necessary to achieve the required quality of experience, and affected students are notified and consulted as appropriate and provided with a rationale as to why a change might be needed.

3.1.3. Where necessary it will allow students the opportunity to withdraw from the programme and where required offer reasonable support to transfer to another programme at ACM, or to another provider.

3.2. Closure of an individual programme

3.2.1. In the event that it is necessary to suspend or close a course and where there a material impact on students, the effect will be mitigated by:

  • communication with current students to provide assurance that they will not be adversely affected by the decision and provide assurance that they are able to complete their studies at the institution;
  • where possible, provision will be made to allow for the completion of studies where ‘mitigating circumstances’ have been provided;
  • consultation with stakeholders who may be affected to ensure appropriate equality impact assessments will also be undertaken;
  • future applicants will be notified in accordance with UCAS deadlines, allowing time for students to source alternative suitable programme (where relevant) at ACM.

3.3. Closure of a specific site or campus

3.3.1. Where ACM has no option, other than to close a specific site or campus, the following measures will be considered:

  • where possible, continue operating in a transitional manner over a period that would enable current students to complete their studies at the institution;
  • where it is not possible to continue operating in a transitional manner, in supporting students to transfer to appropriate programmes within the ACM group, or at other suitable providers, and (where appropriate financially) by compensating students where because of disruption to their studies they suffer demonstrable, material financial loss.

3.3.2. Where part of a campus is rendered unusable for activities involving students ACM will typically consider the following measures:

  • relocating provision to an alternative location, this may include hiring spaces for programme delivery (where possible nearby) and /or installing temporary buildings;
  • revising timetabling to allow all of the scheduled teaching to take part in the available facilities. This may include timetabling sessions being held outside of normal teaching hours. Where such an approach is taken, appropriate consultation will normally be conducted with stakeholders who may be affected;
  • undertaking appropriate equality impact assessment.

3.4. Withdrawal of designation for student support services (which allows UK/EU students to apply for tuition fee and maintenance loans)

3.4.1. In the event of de-designation of its courses for ‘Student Support’ purposes (resulting in the withdrawal of statutory student finance for its courses) ACM will take all reasonable steps to minimise the resulting disruption to students by, for example:

  • working with relevant funding bodies to allow enrolled students to complete their year of study/programme;
  • where the above is not possible, supporting students to transfer to appropriate programmes at other ACM sites not affected by the de- designation, or to programmes at other providers and, where appropriate, financially compensating students where they suffer demonstrable, material financial loss because of disruption to their studies.

3.4.2. In event that availability of student loans is unavoidably delayed more than usual the following measures will be considered:

  • providing students with a ‘grace period’ before payment of tuition fees is expected
  • providing students with temporary financial hardship support where they are likely to suffer demonstrable, material financial loss because of disruption delays to maintenance payments.

 

3.5. Withdrawal or non-renewal of validation

3.5.1. In the event of withdrawal or non-renewal of validation ACM will take all reasonable steps to minimise the resulting disruption to students by, for example:

  • working with relevant validating partner to allow enrolled students to complete their programme through a ‘teach-out’ arrangement;
  • working with a potential new university partner, or existing partner within ACM group, to provide validation of the programme, or comparable programme;
  • where either of the above is not possible, supporting students to transfer to appropriate programmes to other ACM sites not affected by the withdrawal or non-renewal of validation, or to programmes at other providers and, where appropriate, financially compensating students where they suffer demonstrable, material financial loss because of disruption to their studies.

 

3.6. Institutional closure

3.6.1. Where ACM has no option, other than institutional closure, the following measures will be considered:

  • where possible, continue operating in a transitional manner over a period that would enable current students to complete their studies at the institution;
  • where it is not possible to continue operating in a transitional manner, in supporting students to transfer to appropriate programmes at other ACM sites, or at other suitable providers, and (where appropriate financially) by compensating students where because of disruption to their studies they suffer demonstrable, material financial loss.

 

3.7. Loss of key staff

3.7.1. Where possible ACM will:

  • Seek to fill gaps as quickly as possible, by moving other current members of staff with appropriate skills and experience, into the vacant post(s) or recruiting externally, to avoid disruption;
  • Where ACM cannot avoid closing a programme, due to loss of key staff, the policy as outlined in section 3.2 will apply.

4. Information about the policy in place to refund tuition fees and other relevant costs to your students and to provide compensation where necessary in the event that you are no longer able to preserve continuity.

4.1. Information regarding Refunds and Compensation Policy is made available to prospective students and applicants via ACM’s website (www.acm.ac.uk) as well as included within ACM’s internal assets, such as the student facing virtual learning environment. The policy is subject to a cyclical period of review, to align with the review and update of all ACM’s policies and procedures, ensuring consistency and alignment with current practice.

5. Information about how ACM will communicate with students about the student protection plan

5.1.  Students will be provided access to the Student Protection Plan via the public website and the student portal.

5.2.  Students have representation within the committee structure in which we would normally expect activity likely to impact on student experience and their programme of study to be discussed.

5.3. Should the protection plan need to be implemented students will be contacted by a member of the student services team, or via communication from the executive or senior management team at the earliest opportunity following decision that an applicable change was decided upon or notified to the institution.

5.4.  ACM will take reasonable steps to avoid implementing change during an academic year or making changes close to the start of an academic year.

5.5.  ACM will undertake to update the website and presence on UCAS and other institutional listing services at the earliest opportunity on notification of a significant change.

6. Student involvement in the review of the plan

6.1.  Students will have opportunity to contribute to a review of the plan (including the Refunds and Compensation policy) to ensure that their views, interests and needs are taken into account.

6.2.  The plan will be reviewed, with student involvement, before it’s publication for students enrolled on 2019/20 academic year. The first review will take place in late 2018 / early 2019.

6.3.  Student engagement in the review will be undertaken through the formal Board of Studies meetings on an annual basis. The Board of Studies meetings have student representatives from across all programmes and sites.

6.4.  Student contribution to the plan review will be recorded within a formal report provided to the Student Experience and Engagement Committee, which reports in to the Academic Board. Both committees have student representation.

Download this plan – ACM_Guildford_Ltd_SPP_2019-2020_10067853

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

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

Policy 002: ACADEMIC APPEALS 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 Assessment Board (Tier 1), an ACM Progression Board (Tier 2), 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, Middlesex University. In order to do this, students will need to download a Collaborative Partner University Level Review (CPULR Form) and submit this via the instructions published here:

http://www.mdx.ac.uk/about-us/policies/university-regulations

Definition of an academic appeal

2.2 An academic appeal is a request from a student for a decision of a ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board to be reviewed because it is believed that an injustice has occurred.

2.3 If an academic appeal has valid grounds (see relevant section below), the relevant decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) 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 an ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board. This includes provisional results where these have been communicated. Students can therefore appeal decisions made by specially delegated Boards and provisional decisions made by a Board at which an External Examiner has not been present.

2.5 Students wishing to understand a grade which has not yet been approved by an ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board should first do so informally through assessment@acm.ac.uk if the issue cannot be resolved at this level they can assign an appropriate tutor to discuss the issue in full.

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

Grounds for lodging an Academic Appeal

2.7 Academic Appeals against ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board decisions may be made on any of the following grounds:

  • That a student’s performance in an assessment suffered through illness or other factors which the student was unable or for valid reasons unwilling to inform the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) (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 ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) 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 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 ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) 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 Extenuating Circumstance policy and procedure (POL 006).

2.13 The student was not aware of the procedures for presenting extenuating circumstances to the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board.

2.14 No valid reason has been submitted as explanation for not submitting evidence of extenuating circumstances at the appropriate time before the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board.

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

2.16 The student was subject to a disturbance or illness during an assessment and that there is no valid reason for this not to have been brought to the attention of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board before it met.

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

2.18. ACM receives the appeal later than the time limit, which is 21 working days from the date the student is notified of the decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board. The only exceptions to this deadline are as outlined below. It is the student’s responsibility to ensure that the appeal is submitted to ACM on time.

Before making an Academic Appeal

2.19 There is a time limit of 21 working days for the submission of a formal appeal to Registry from the date of ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board results being communicated.

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

2.21 If an appeal arises following due process of the Academic Integrity Procedure, the time limit is 21 working days from the date the student receives the written result of this procedure. If an appeal investigation cannot be completed within the usual 21 working day timeframe ACM will notify the student formally in writing at the end of the usual timeframe. They will provide a clear explanation as to why the investigation is going beyond usual timeframes and provide an indication to the student as to when they can expect an outcome.

2.22 The staff team assigned to the Appeal will consider the case and may advise the student:

  • That the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board will reconsider its decision taking account of this new information;
  • That the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board’s decision was based on a fair evaluation of the student’s assessment performance and will not be reconsidered;
  • In any other way deemed appropriate, including that the student should make a formal appeal to our validating university.

2.23 Students should only make a formal appeal if:

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

Progression of an appellant while an appeal is being considered

2.24 The decision of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board remains in force until it is formally notified by the Secretary of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) 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.

2.25 While the appeal is being processed, the appellant:

  • Shall normally be permitted to continue to the next stage of their studies, unless there are exceptional circumstances, or the student is appealing a termination of studies. 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 a member of the Academic Leadership Team or an appropriate nominee to continue studies or use ACM facilities during this period.

2.26 The provision under 2.25 (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.

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

2.28 If a final qualification has been awarded, ACM staff will upon request provide confirmation that a finalist may attend the Graduation Ceremony.

2.29 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 ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2) or Final Exam Board’s reviewed decision). This letter will inform the appellant whether they are entitled to continue on the programme.

Confidentiality

2.30 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.

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

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

  • Executive Lead for Student Attainment
  • Group Lead for Academic Standards
  • Head of Continuous Improvement
  • Chair and Secretariat of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2)/ Finalist Assessment board
  1. SUPPORTING INFORMATION

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
  • 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. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      3.2

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download here: 002 POL_002_Academic Appeals_200901.docx

Procedure 002: Academic Appeals

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

PROCESS 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. Students should note that formal academic appeals (stage 2) should usually be submitted in writing to the Academic Leadership Team within 21 working days of the publication of the academic decision that is being disputed. Early resolution should be undertaken and completed within this timeframe. Where a student wishes to dispute an academic outcome they should, in the first instance, seek further advice and clarification via assessment@acm.ac.uk. They will assign staff 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 investigating staff may 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 Programme team 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 ACM Assessment Board (Tier 1), ACM Progression Board (Tier 2), , or Final Exam Board (FEB) considers that there may be grounds for an academic appeal, it may request, through the Academic Leadership Team, 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 should usually be submitted in writing to the Academic Leadership Team within 21 working days of the publication of the academic decision that is being disputed. This should allow students to undertake and complete early resolution within this timeframe. The appellant should attach relevant supporting materials and evidence to support their appeal. Appeals that lack relevant supporting documentation may be dismissed. Appeals that are submitted after the 21-day timeframe without clear and compelling reasons may be dismissed.

2.7 The Academic Leadership Team or an appointed nominee 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 The Academic Leadership Team or an appointed nominee will acknowledge receipt of the appeal in writing and notify the appellant of the next steps within 21 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 The Academic Leadership Team or an appointed nominee 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 Programme team and two members from the Academic Leadership 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.

Assessment and Progression 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 ACM Assessment Board (Tier 1), ACM Progression Board (Tier 2), or Final Exam Board. The Chair shall formally communicate this decision to the Academic Leadership Team 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 the Academic Leadership Team in writing.

2.14 Panel proceedings should be concluded within 21 working 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 (Assessment and Progression 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 21 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 an ACM Assessment (Tier 1), ACM Progression Board (Tier 2),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. Students may request a review of the outcome of the Stage 2 investigation carried out by ACM, by completing a CPULR form (Collaborative Partner University Level Review) available from Middlesex University. The CPULR form must be submitted to the Director of Affairs at Middlesex University within 21 working days of the date of the Stage 2 Outcome Letter. 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

2.21 The receipt of the CPULR form will normally be acknowledged within 7 working days, and ACM will be informed of the nature and substance of the complaint.

2.22 The CPULR form will be reviewed by the Director of Student Affairs or nominee. The University review will consider whether a) there has been a procedural irregularity in the investigation of the appeal by ACM, or b) any new evidence has come to light which would have had a material impact on the investigation. Discussion may be held with the student and/ or subject of the appeal and with members of staff involved in ACM’s investigation process.

2.23 Where possible, reviews should normally take no more than 21 working days to investigate from the acknowledgement being sent. The Director of Student Affairs or nominee will establish appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes.

2.24 The Director of Student Affairs or nominee will inform all parties of the proposed outcome of their investigation and give all parties the opportunity to comment. Following consideration of any comments, the Director of Student Affairs or nominee will communicate the outcome of the review, with reasons and in writing, to all parties within 21 working days.

Formal Stage 4:

2.25 The University will issue a Completion of Procedures (CoP) letter at the end of Formal Stage 3 Review. 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 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. 

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

  • Executive Lead for Student Attainment
  • Group Lead for Academic Standards
  • Head of Continuous ImprovementChair and Secretariat of the ACM Assessment Board (Tier 1), or ACM Progression Board (Tier 2)/ Finalist Assessment board
  1. SUPPORTING INFORMATION

4.1 Internal

  • Fitness to Study Policy
  • Appeals Policy
  • Extenuating Circumstances Policy
  • Extenuating Circumstances Procedure
  • Extenuating Circumstances Form
  • Student Disciplinary Policy
  • Safeguarding Policy
  • Equality and Diversity Policy
  • Data Protection Policy

4.2 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, 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. DOCUMENT HISTORY AND NEXT REVIEW

Version:                     3.2

Approved on:              07 September 2020

Approved by:              Integrated Executive

Date of next review:   August 2021

Download: 002 PRO_002 Academic Appeals_200907

Policy 003: Complaints and Grievances Policy

  1. PURPOSE AND SCOPE

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

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

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

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

  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.

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

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

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

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

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

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

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

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

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

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

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

Group Complaints

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

Possible Outcomes from an Upheld Complaint

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

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

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

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

  • Quality Assurance
  • Head of Student Services
  • Registry Manager
  • Senior Management, including Executive Senior Management
  1. SUPPORTING INFORMATION

4.1 Internal Documents

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

4.2 External Documents

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

Version:                      3

Approved on:              February 2020

Approved by:             Executive Committee

Download Policy 003 Complaints 2020 V3

Procedure 003: Complaints and Grievances Procedure

  1. PURPOSE

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.

1.3 This policy and procedure relates to students studying at ACM Guildford and ACM Birmingham, on programmes validated by Middlesex University (HE) and University of the Arts London (FE). Students studying at ACM London, as part of a franchise partnership with Falmouth University, must refer to Falmouth University’s Complaints Procedure. 

  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
  • Registry team, who will direct you to the department or regulations, policies and documentation registry@acm.ac.uk
  • If unsure who to contact studentsupport@acm.ac.uk can assist students at this stage.

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 (POL 002).

Stage 1: Early Resolution

2.3 In the first instance students who wish to make a complaint should discuss it with the relevant team responsible to be invited to an in-depth discussion for early resolution. They 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);
  • Referral to an external agency, or
  • Escalation to the Formal Stage 2

2.4 A student should, if at all possible, address their complaint to the member of staff most directly involved in the event leading to the complaint, in order to give that person the opportunity to address the concerns.

2.5 If for any reason the student does not feel that this is possible, they should seek advice from the Student Hub team in order to identify an appropriate alternative mechanism of early resolution.

2.6 Every effort will be made to resolve the complaint simply and quickly. The member of staff investigating the complaint may invite the student to a meeting to discuss the matter in an attempt to reach a resolution. The member of staff investigating 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.

2.7 Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student in writing within 21 working days.  At the end of Stage 1, a student will be provided with a written response to their complaint, copied to the studentengagement@acm.ac.uk which will either:

  • Detail the proposed resolution; OR
  • If no resolution has been proposed, explain why the resolution has not been considered to be possible.

Stage 2: Formal Stage

2.8 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 studentengagement@acm.ac.uk within 21 working days of the informal stage having been completed. The student should complete the Complaints Form and 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.

2.9 Student Engagement will acknowledge receipt of the complaint in writing and notify the student of the next steps within 7 working days of receiving the complaint. Student Engagement will assign the complaint to a senior member of ACM staff who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal panel.

2.10 If a Student Engagement team member was involved in the case at Stage 1, they will nominate an appropriate alternative individual to take a lead on the case. If no appropriate individual can be found, the Student Engagement team may refer it to Registry who will then assign the lead to an appropriate individual.

2.11 The lead investigator shall convene a panel of relevant staff to consider the case appropriately. They will 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.

2.10 The complaints panel will determine appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes. Where possible, complaints should normally take no longer than 21 working days to investigate from the acknowledgement being sent.

2.9 The lead investigator having fully investigated the complaint over a period not normally exceeding 21 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 lead investigator shall:

  • make their decision known in writing and sent to the student within 5 working days;
  • 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 Student Engagement will:

  • Inform the student and the members of staff or other students involved of the decision.
  • Monitor the agreed resolutions to the complaint as necessary.
  • Student Engagement will seek confirmation from the student(s) that they are satisfied with the agreed outcome.

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: Validating Body/ Partner Institution Review

Middlesex University Provision

2.12 This section applies to students studying on the BA(Hons) Music Industry Practice programme at ACM Guildford or ACM Birmingham.

2.13 If a student considers that:

  1. there has been a procedural irregularity in the investigation of a complaint regarding a matter related to their academic programme carried out by ACM;
  2. new information has come to light, which the student was unable to disclose previously, and which would have had a material impact upon the investigation previously undertaken;
  3. the decision reached was unreasonable based on the information that had been available to ACM when the case was considered,

they can request a review of the outcome of the investigation carried out by ACM, by completing a CPULR form (Collaborative Partner University Level Review).

2.14 The student is expected to submit the CPULR form and all supporting documentation within 21 working days of receiving written confirmation from ACM of the final outcome of ACM’s investigation. The CPULR form must be submitted to the Director of Affairs at Middlesex University.

2.15 The receipt of the CPULR form will normally be acknowledged within 7 working days, and ACM will be informed of the nature and substance of the complaint.

2.16 The CPULR form will be reviewed by the Director of Student Affairs or nominee. The University review will consider whether a) there has been a procedural irregularity in the investigation of the complaint by ACM, or b) any new evidence has come to light which would have had a material impact on the investigation. Discussion may be held with the student and/ or subject of the complaint and with members of staff involved in ACM’s investigation process.

2.17 Where possible, reviews should normally take no more than 21 working days to investigate from the acknowledgement being sent. The Director of Student Affairs or nominee will establish appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes.

2.18 The Director of Student Affairs or nominee will inform all parties of the proposed outcome of their investigation and give all parties the opportunity to comment. Following consideration of any comments, the Director of Student Affairs or nominee will communicate the outcome of the review, with reasons and in writing, to all parties within 21 working days.

Stage 4: (HE students only)

2.19 When the review has been concluded, the student will be issued with a Completion of Procedures (CoP) letter. Following this, any student who is dissatisfied with the final decision on their case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: www.oiahe.org.uk.

University of the Arts London (UAL) Provision (FE)

2.20 This section applies to students on Level 2 and Level 3 provision at ACM Guildford and ACM Birmingham whose complaints relate to their course/ award.

2.21 UAL will onIy consider a complaint from a student at a partner institution in circumstances where a student feels that there was a material or procedural error in the operation of ACM’s procedures, and the University Secretary and Registrar considers it fair and reasonable in all the circumstances to permit the complaint.

2.22 Students can find further information on UAL’s complaints procedure on their website (click here).

East Surrey College (FE)

2.23 This section applies to students on Level 2 and Level 3 provision at ACM Guildford and ACM Birmingham whose complaints relate to funding.

2.24 Details on East Surrey College’s Concerns and Feedback procedure can be found on their website (click here).

Groups of Complainants

2.25 
ACM recognises that students may wish to lodge complaints collectively. In such instances students are asked to nominate one spokesperson with whom ACM staff will liaise to address the complaint. The spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. If Stage 1 does not satisfactorily address the complaint, the spokesperson should complete a written explanation of the complaint (either a report or via the Student Complaints Form), which should be agreed by the entire group before submission. Students may opt to have their elected Student Representative act as spokesperson for the group.

Student Progression

2.26 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.

Student Progression

2.27 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.
  1. POLICY OWNER

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

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

  • Quality Assurance
  • Head of Student Services
  • Registry Manager
  • Senior Management, including Executive Senior Management
  1. SUPPORTING INFORMATION

4.1 Internal Documents

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

4.2 External Documents

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

Version:                      3

Approved on:             February 2020

Approved by:             Executive Committee

Download:                 Procedure 003 Complaints 2020 V3

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 006: Extenuating Circumstances

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Policy 006: EXTENUATING CIRCUMSTANCES

  1. PURPOSE

This policy is designed to support students whose learning has been adversely affected by extenuating circumstances and its aims are to:

  • Ensure fair and equal treatment of all students when considering their extenuating circumstances and determining how best to support them;
  • Make clear the types of adverse factors that ACM shall consider as extenuating circumstances;
  • Create a culture of enhancement seeking to learn from extenuating circumstances and improve the student experience including through appropriate training for decision-makers;
  • Ensure clarity in language and process;
  • Uphold fairness, consistency and natural justice in the treatment of the student body as a whole, as well as for particular individuals including by:
    • Ensuring decisions are taken by those without conflicts of interest;
    • Ensuring that students are neither disadvantaged nor overly advantaged as a result of the process;
  • Maintain awareness through collaboration with support services (academic and welfare), targeted local campaigns, and visible and accessible central information highlighted to students at relevant key points in the academic year
  1. POLICY DETAILS

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

  • No student shall be put in a position of unfair advantage over other candidates; the aim should be to enable all students to be assessed on equal terms.
  • All work submitted by students for assessment shall be graded on its merits without consideration of any extenuating circumstances known to the marker. Extenuating circumstances will not be used by the ACM Assessment Board (Tier 1), or the ACM Progression Board to alter the grades of students.
  • Students must submit extenuating circumstances with documentary evidence, by the specified deadline as per the published guidance. Extenuating circumstances submitted after the deadline specified should normally be considered only if the student was unable or, for valid reasons, unwilling to disclose them before the deadline and submit documentary evidence to support this.
  • Extenuating Circumstances will be considered by Panels, or their delegated nominees, convened on behalf of the ACM Assessment Board (Tier 1) and ACM Progression Board (Tier 2) who may make a decision based on the published guidance.
  • The outcomes of the extenuating circumstances panel, which may include an agreed extension to a coursework deadline or deferral of assessment to the next opportunity, will be provided to the Student Progression and Achievement Board to support their decision making:
    • In considering whether a student may progress to the next stage of the programme;
    • In determining the classification for a qualification where the student is borderline or there are conflicting classifications in the profiles of grades;
    • Consideration for an aegrotat award.
  • Normally, extenuating circumstances shall not be taken into account where the circumstances have already been allowed for (for example, by Reasonable Adjustments (see ACM’s Reasonable Adjustments Policy)). Reasonable adjustments should be agreed at enrolment in cases of known disability and in any case agreed with the student before an assessment period begins.

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

  • Alleged medical conditions without supporting evidence;
  • Alleged medical conditions without contemporaneous evidence or sufficiently detailed subsequent evidence;
  • Social activities;
  • Temporary self-induced conditions;
  • Minor ailments and other conditions;
  • Pregnancy and associated responsibilities;
  • Examination stress;
  • Domestic or personal disruptions which could have been anticipated or planned;
  • Study-related (including computer difficulties, losing work not backed up etc.);
  • Examination conditions.

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

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

2.4 The ACM Assessment Board (Tier 1), ACM Progression Board (Tier 2)and Finalist Examination Boards may consider the full history of summarised extenuating circumstances, as recommended by the Extenuating Circumstances Panel. Where necessary, the Chair or Clerk will obtain the original evidence from the Programme Team prior to the commencement of the Board.

2.5 Students taking part in an assessment are declaring themselves well enough to do so and are therefore ‘Fit to Sit.’

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

  • Upheld – 7 day extension;
  • Upheld – deferral to next assessment period (with supporting evidence only);
  • Upheld with Action – candidate for Reasonable Adjustments;
  • Not Upheld – request for further supporting documentation;
  • Not Upheld – no grounds for Extenuating Circumstances.

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

2.8 ACM considers it to be unreasonable, in some cases of illness that do not require medical attention, to request a medical note as supporting evidence for an extenuating circumstances application. In these cases, students may self-certify illness for up to 7 days.

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

2.10 Self-certified extenuating circumstances applications must be submitted to studentengagement@acm.ac.uk and will be considered by the Chair of the Extenuating Circumstances Panel. Students can expect a decision to be made on their self-certified extenuating circumstances application within 3 working days of submitting the request.

2.11 Where self-certified extenuating circumstances are approved, the student will be awarded until the end of the late window (by 3pm, 7 days after the original assessment deadline) to submit the assessment for the module affected by extenuating circumstances. For practical assessments and written exams, the student will be required to sit these at the next available opportunity.

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

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

  1. POLICY SCOPE

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

  1. RELATED POLICIES
  • Academic Appeals Policy
  • Student Complaints and Grievances Policy
  • Equality and Diversity Policy
  • Fitness to Study Policy
  • Student Disciplinary Policy
  1. POLICY OWNER

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

  1. PROCEDURES

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

  1. EXHIBITS/APPENDICES/FORMS

9.1 The Extenuating Circumstances Form can be found here:

  1. SUPPORTING INFORMATION
  • QAA Quality Code
  • OIA Good Practice Framework
  • Middlesex University Regulations (undergraduate programmes)
  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                        3.0

Approved on:                 07 September 2020

Approved by:                 Integrated Executive

Date of next review:      August 2021

Download: 006 POL_006_Extenuating Circumstances_200907

Procedure 006: Extenuating Circumstances

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Procedure 006: Extenuating Circumstances

  1. Introduction

1.1 This Procedure 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 the Foundation Year, and FHEQ Levels 4, 5 and 6 at all ACM campuses.

  1. Procedure

2.1 Students requesting consideration of Extenuating Circumstances are required to complete and submit the online Extenuating Circumstances form before the assessment deadline.

2.2 Once the online form has been submitted, students will be contacted with instructions on submitting the supporting documentation required. Details of the types of documentation required can be found in Appendix A.

2.3 Students may request the consideration of Extenuating Circumstances for the following reasons:

  • Illness (mental or physical) or Injury
  • Bereavement
  • Victim of a criminal offence
  • Public transport delays of over 1 hour
  • Private transport issues
  • Personal/ family/ wellbeing difficulties

2.4 If an extenuating circumstances request is received after the given deadline, without good reason, it will not normally be accepted.

2.5 All extenuating circumstances requests are considered by the Extenuating Circumstances Panel (ECP) or the designated nominee.

2.6 The ECP or designated nominee will consider the requests, on a prima facie case, to either approve or decline the applications.

2.7 The ECP or designated nominee will not make an academic judgment regarding submissions, resubmissions or possible conceded passing grades.

2.8 Students will normally receive a decision on the outcome of their Extenuating Circumstances request ahead of the assessment deadline. If the case is more complex and requires extensive discussion, it may take longer to communicate an outcome with the student. Where this is the case, the student will be kept up to date with the progress of their application.

2.9 In the event that an extenuating circumstances request is not upheld, and the student feels there has been a material or procedural error in the operation of this procedure, or implementation of the relating policy, the student can be referred to ACM’s Student Complaints and Grievances Policy.

Fitness to Study

2.10 Upon presentation of pro forma, rationale and evidence, and where the Panel  considers that there is a compelling and significant need, the Panel may action relevant stakeholders to engage the student in the Fitness to Study procedures.

Reasonable Adjustments

2.11 Students who have a long term condition or learning need which significantly impacts their ability to submit summative assessment work or otherwise complete summative assessment work throughout their candidature should be engaged with Reasonable Adjustments procedures.  By virtue of their long term needs, students should be supported outside the Extenuating Circumstances procedures, and should be engaged with completing an Individual Learner Agreement (ILA), which clearly and transparently articulates any adjustments to assessment modes or deadlines throughout their time with ACM.

2.12  In cases where the ECP or designated nominee considers that the student would be appropriately supported through long term reasonable adjustments, an action may be given for the student, Intervention Officer, Additional Needs and Disability Manager and/ or other member of Integrated Services staff to convene to mutually agree the adjustments to be applied.

  1. Responsible Parties

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

  1. Related Documentation
  • Extenuating Circumstances Policy
  • Academic Appeals Policy
  • Learning, Teaching and Assessment Policy
  • Equality and Diversity Policy
  • Fitness To Study Policy
  1. Date of Approval and Next Review

Version:                        3.0

Approved on:                 07 September 2020

Approved by:                 Integrated Services

Date of next review:      August 2021

Download: 006 PRO_006_Extenuating Circumstances_200901

Appendix A: Supporting Documentation

IssueRequired Documentation Further guidance
Illness/ InjuryAn original medical certificate must be provided and be signed, dated and stamped by an approved Doctor/Surgery/Hospital.It must state what the student was affected by, the period of time affected and how it may affect a student’s academic performance
BereavementA letter from a relative and a funeral order of service (where possible).If either of these items are difficult to obtain, please speak to a member of the Student Hub team for advice.
Victim of a criminal offenceA letter provided by the police.The letter must contain the police case reference number.
Public transport delays of over 1 hourA letter from the operating company.If this is difficult to obtain due to the timeliness of the request, please speak to a member of the Student Hub team for advice.
Private transport issuesDependent on circumstances, please speak to a member of the Student Hub team for advice.This will only be considered if acceptable authoritative evidence is supplied, if the problem is deemed unavoidable and if the student is able to articulate why they were unable to access forms of public transport.
Personal/ family/ wellbeing difficultiesDependent on circumstances, please speak to a member of the Student Hub team for advice. 

 

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: Additional Needs and Disability

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Policy 009: Additional Needs and Disability

  1. PURPOSE

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

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

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

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

 

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

 

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

 

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

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

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

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

  1. POLICY SCOPE

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

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

  1. RELATED POLICIES

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

Associated policies include:

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

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

 https://www.acm.ac.uk/wp-content/uploads/2019/05/ACM_Guildford_Ltd_APP_2019-2020_V1_10067853.pdf

  1. POLICY OWNER

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

  1. DEFINITIONS

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

  1. PROCEDURES

Admissions Arrangements

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

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

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

Specialist Support

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

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

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

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

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

Facilities

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

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

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

Allocation of resources

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

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

Identification of needs

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

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

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

Access to the Curriculum

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

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

Evaluating the success of provision

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

Complaints

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

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

  1. EXHIBITS/APPENDICES/FORMS

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

  1. SUPPORTING INFORMATION

There is no further supporting information relevant to this Policy.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download 009 POL_009_Additional Needs and Disability_200907

Policy 010: Safeguarding

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Policy 010: SAFEGUARDING POLICY

  1. PURPOSE

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

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

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

  1. POLICY DETAILS

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

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

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

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

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

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

2.6 All visitors, guests and contractors etc. are required to register at the Campus Reception on arrival. They will be issued with, and must display at all times, a Visitor Pass and are required to return it on leaving the premises.

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

2.8 The safeguarding team is responsible for responding to safeguarding disclosures under the direction of the DSL. Such actions may include, referring allegations to the relevant investigating agencies such as Local Council, Police, Channel; Attending Child In Need meetings and Child Protection conferences.

  1. POLICY SCOPE

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

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

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

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

  1. DEFINITIONS

Safeguarding: Safeguarding is the action that is taken to promote the welfare of all people and protect them from harm.

Abuse:  any action that intentionally harms or injures another person

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

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

LADO: Local Authority Designated Officer

  1. PROCEDURES

The procedures that accompany this policy can be found at acm.ac.uk/policies.

  1. EXHIBITS/ APPENDICES/ FORMS

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

  • Keeping Children Safe in Education (DfE, 2020)
  • Working Together to Safeguard Children (HM Government, 2018)
  • What to do if you’re worried a child is being abused (DfE, 2015)
  • The Prevent Duty (DfE, 2015, updated 2019)
  • Child sexual exploitation; definition and guide for practitioners (DfE, 2017)
  • Sexual violence and harassment between children in schools and colleges (DfE, 2018)
  • The Children Act 2004 (with later amendments),
  • Safeguarding Vulnerable Groups Act 2006,
  • The Sexual Offences Act 2003,
  • Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007);
  • Protection of Freedoms Act 2012;
  • Children and Families Act 2014;
  • Care Act 2014;
  • Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018)
  1. SUPPORTING DOCUMENTATION

There are no further supporting documents to this Policy.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      5.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:     August 2021

Download: 010 POL_010_Safeguarding_200907

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

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Policy 012: LEARNING, TEACHING, ASSESSMENT AND ATTAINMENT

  1. PURPOSE

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

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

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

  1. POLICY DETAILS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2.15 ACM Learning Resources and Library have been developed to support the five core development pathways outlined in 2.11 and all of the validated programmes. ACM aims to provide dedicated study space on each of our campuses and access to a wholly digital collection of resources which encompass relevant academic and professional fields.

  1. POLICY SCOPE

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

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

  1. RELATED POLICIES
  • Student Engagement and Participation
  • Additional Needs and Disability
  • Reasonable Adjustments
  • Extenuating Circumstances
  • Safeguarding
  1. POLICY OWNER

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

  1. DEFINITIONS

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

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

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

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

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

  1. EXHIBITS/APPENDICES/FORMS

There are no relevant exhibits, appendices or forms related

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 012 POL_012_Learning Teaching Assessment and Attainment_200907

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 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

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. It is expected that admission onto ACM’s Degree programmes will be subject to students admitted at a minimum age, upon enrolment of:

Level 0: 17 years

Level 4: 18 years

Applicants

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

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

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

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

Entry Requirements

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

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

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

Selection of applicants

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

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

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

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

Auditions/Videos and Interviews/Telephone Interviews

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

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

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

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

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

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

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

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

Consideration of Applications

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

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

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

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

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

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

Criminal Convictions

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

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

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

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

Staff Development and Training

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

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

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

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

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

‘Clearing’

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

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

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

Deferred Entry

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

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

Registration

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

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

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

Provision of Information

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

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

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

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

Allocation of Scholarships and ACM Bursaries

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

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

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

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

Recruitment

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

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

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

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

Data Protection

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

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

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

Moderation of Applications

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

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

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

Complaints relating to admissions decisions

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

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

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

3. Responsible Parties

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

  • Admissions Manager

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

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

4. Reference Points

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

 

  • 2. External:
  • Middlesex University Regulations, B: General Regulations for Admissions
  • UALab Admissions Policy
  • 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:                      1.2

Approved on:               23 Aug 2018

Approved by:               Academic Board

Next Review:                01 Aug 2020

Download POL_015_Admissions_180823

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

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Policy 017: FINANCE

  1. PURPOSE

1.1 This policy outlines the arrangements for collection of student fees and charges. It covers sanctions which may be used in relation to students with overdue debts and is designed to ensure that all students are treated fairly, equitably and reasonably.

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

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

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

  1. POLICY DETAILS

Tuition fee charges

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

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

2.3 Tuition fees may increase for every new academic year for the duration of your course dependent on government policy and to take into account inflation and other costs. Therefore, students may be charged different fees for subsequent years of their chosen programme of study

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

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

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

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

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

Tuition Fee payment types.

2.9 There are three tuition fee payment types:

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

(b) Part-funded by student loan, and part self-financing – student loan only covers part of the tuition fee and student is self funding the remaining element.

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

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

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

Tuition Fee Liability

2.12 Students (or their parents or legal guardians for those students under the age of 18) become liable for the payment of the Annual Tuition Fee 14 days after the course start date or 14 days after enrolling onto the programme and therefore signing the terms and conditions, depending on whichever date is later.

2.13 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 Fee Schedule sent to each student following acceptance onto a programme of study.

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

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

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

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

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

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

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

Fee Liability and Change of Circumstances

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

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

2.24 The fee schedule for the relevant academic year confirms a student’s individual fee liability based on the date of withdrawal or interruption.

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

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

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

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

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

Fee waivers, Scholarships and Bursaries

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

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

Debt policy and procedures

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

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

2.35 Students who are unable to pay any fees or charges by the appropriate due date are encouraged to contact studentfinance@acm.ac.uk at the earliest opportunity, as help may be available. ACM will be sympathetic and assist where it can, however the quality of teaching is dependent upon funding and so it must act to recover all outstanding debts.

The Student Finance Team will be able to give advice on sources of funding available including Hardship loans.

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

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

Termination for non‐payment of tuition fees

2.37 Students who fail to pay their tuition fees or provide confirmation of sponsorship will be de‐registered at the end of learning week six. The option to pay by instalments available at the start of the academic year may no longer be available.

2.38 After the first six weeks of the course, should a student fall more than 2 months overdue on their tuition payments, ACM will start the de-registration process. The option to pay by instalments available at the start of the academic year may no longer be available.

2.39 Any student who has been deregistered will be required to pay the annual tuition fee in full plus a late payment charge in order to be reinstated. Students who fail to pay the second or any subsequent instalment within 3 months of the due date will also be subject to termination.

Late payment charges

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

Financial Holds

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

Hold severityEffects of holds
Overdue debt AThere is a financial obligation to ACM. Payment or proof of sponsorship must be provided. No restrictions are applied.
Overdue debt BYou will not be able to re‐enrol, change modules or module components, apply for a new programme
Overdue debt CIn addition to the above restrictions you will not be able to view your final assessment and grade results, and progressions and programme results.
Overdue debt DIn addition to the above restrictions you may be denied access to ACM. You will not be able to graduate if you have outstanding debts.
Deregistration HoldYou have been deregistered from ACM and are therefore no longer an ACM Student and should not be attending lectures, tutorials etc.

Returning students with debt

2.42 Students with outstanding debts from a previous academic year may not be permitted to re‐ enrol. All debts should be paid in full ahead of the following academic year.

External debt collection agencies

2.43 ACM reserves the right to refer debt in respect of any alumni or ex‐student to an external debt collection for recovery. 

Refunds

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

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

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

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

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

2.49 For the purposes of tuition fees, only monies paid to ACM will be refunded. Any scholarships or fee waivers awarded by ACM will be excluded from any refund.

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

Anti money laundering regulations

2.51 ACM will not accept any payment from persons or organisations unless they relate to a valid charge, levied or impending. This is to comply with UK Money Laundering regulations. Any suspicious payments and or refund requests may be reported to the appropriate regulating body.

2.52 ACM will not accept Tuition Fee payments in cash to ensure compliance with the UK Money Laundering regulations.

Library Charges, Materials and Other Equipment

2.53 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 are charged on items that are returned late.

Fee Complaints

2.54 Students who wish to dispute a debt must submit their dispute within 21 days of receiving a request for payment. The dispute must be in writing and forwarded to studentfinance@acm.ac.uk. Please include attachments of any supporting evidence. Any fee complaint will be handled in line with ACM’s Student Complaints and Grievances POlicy and Procedure.

  1. POLICY SCOPE

3.1 This Policy applies to students at ACM Guildford, ACM Birmingham and ACM London studying across all levels, less the exceptions outlined below.

3.2 This Policy does not apply to students studying at Level 2 or Level 3 who are aged 18 or under on the start date of their programme, and are eligible for UK government funding for FE programmes.

3.3 This Policy does not apply to students studying at Level 2 or Level 3 under an Educational Health Care Plan (EHCP) for which they are eligible for UK government funding.

  1. RELATED POLICIES
  • Withdrawal Interruption and Internal Transfer Policy
  • Refunds and Compensation Policy
  • Student Protection Plan
  1. POLICY OWNER

5.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. The Academic Board delegates operational responsibility of this Policy to ACM’s Finance and Registry departments.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 017 POL_017_Finance_200907

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’s Approach

2.1 All students and staff have the right to participate without fear of intimidation, harassment and threatening or extremist behaviour. The key factor for the preservation of academic freedom is tolerance and a respect for diversity. Intolerance involves behaviour motivated by prejudice or hatred that intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence. ACM has a duty of care to all of its students and staff.

2.2 ACM values the opportunities presented by external speakers for students and staff to experience diverse opinion and to enter into debate. This is seen as an essential part of both personal, professional, and academic development.

2.3 ACM values the tradition of academic freedom and holds that no subject or belief should be excluded from reasonable, constructive discussion and debate. ACM values freedom of opinion and speech but recognises that, in the interests of the whole learning community, this must exist within formal guidelines.

2.4 ACM recognises and supports moral and legal frameworks of the society and community within which it works.

2.5 ACM will not accept the use of language by external speakers that offends and is considered to be offensive or intolerant. Specifically, this means offensive, misogynistic, misanthropic, sexual or racist language irrespective of context. Direct attacks on any religions or beliefs are not condoned.

2.6 ACM will not tolerate any person who intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence.

Booking an External Speaker

2.7 Anyone organising an event must follow the process detailed below.

2.8 The majority of external speaker requests will be straightforward and can be handled entirely at a local (departmental) level. In these cases, following the steps outlined in the “Local assessment of proposed external speaker(s)” below will suffice. However, some requests may be complex and may require referral for further consideration. The “referral process” will only apply in a minority of circumstances – to events or speakers deemed to be higher-risk.

2.9 All requests for an external speaker are to be submitted by the event organiser making the request using the appropriate form to the Industry Link team at least ten working days before the planned event.

2.10 A transcript of the intended talk must be provided, where requested, and a written undertaking to abide by the provisions of this policy and to uphold the ACM policy on Equality and Diversity. Requests that do not comply with this provision will be refused. If the risk is considered medium to high risk a transcript must be attached to the External Speaker Submission Form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit ACM. A refusal is final.

2.12 An appropriate member of staff will be present at all talks to monitor any concerns.

2.13 Speakers must be informed that all such events may be recorded/filmed by ACM. These recordings are for future reference and marketing purposes associated to ACM and to prevent the abuse of trust.

Assessment of Proposed External Speaker(s)

2.14 Prior to the confirmation of any external speaker, the event organiser will be responsible for assessing the speaker against the following set of questions:

Question 1: Has the speaker previously been prevented from speaking at ACM or another college or University or previously known to express views that could place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 2: Does the proposed title or theme of the event present a potential risk that views/opinions expressed by speakers may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 3: Is the proposed speaker/theme likely to attract attendance from individuals/groups that have previously been known to express views that may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

If the answer to all three questions is NO:

The event organiser can confirm the external speaker and book them to speak at their event or activity. It is required that the external speaker is sent the External Speaker Code of Conduct and Declaration Form to sign before the event takes place.

If the answer to any of the questions is unclear:

The event organiser must seek guidance from their line manager and respective Campus Head of Education, whose responsibility will be to further review the speaker(s) against the questions above and information submitted via the ACM External Speaker Submission Form.

If the answer to any of the questions is YES:

It is the responsibility of the event organiser to refer the External Speaker Submission form to the Director of Creative Industry Development. Where there are Prevent Related concerns the submission form shall be also sent to the ACM Prevent Lead. The ACM Prevent Lead will seek advice from the Regional Prevent Coordinator before reaching any decision.

Process for Assessment and Referral

2.15 The event organiser should use the External Speaker Submission Form to detail the event and review potential risk.  In the case of referral the form should be submitted to the Director of Creative Industry Development and ACM Prevent Duty Lead with any other information as available.  Where appropriate ACM will seek the advice of external agencies as to whether a particular event should take place.

3. Management of External Speakers

3.1 Any external speaker or event to be hosted by or at an ACM campus must be aware of, and comply with the ACM External Speaker Code of Conduct. It is the responsibility of the person organising the event to ensure that the speaker receives the ACM External Speaker Code of Conduct and has their attention drawn to its contents, and the declaration form is signed and returned for central keeping by the Industry Link Team.

4. Responsible Parties

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

  • Director of Creative Industry Development

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

  • Prevent Duty Lead (currently Head of Quality and Student Experience)
  • Industry Link Team
  • Executive Council
  • Education Executive
  • Campus Heads of Education
  • Human Resource Department
  • Designated Safeguarding Lead

5. Reference Points

5.1 Internal:

  • The Prevent Policy
  • External Speaker Submission Form
  • External Speaker Code of Conduct and Declaration Form
  • Safeguarding Policy
  • Safeguarding Procedure
  • Critical Incident Policy
  • Equality and Diversity Policy
  • Health and Safety Policy
  • Staff Disciplinary Policy
  • Acceptable Use of IT and E-Safety Policy

5.2 External:

  • The Prevent Duty
  • The Charity Commission: Safeguarding children and young people
  • Higher Education and Research Act 2017
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2015
  • Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

6. Date of Approval and Next Review

Version:                                     1.2

Approved on:                            22 Aug 2018

Approved by:                            Academic Board

Next Review:                            01 Aug 2019

Click to download this policy

The .pdf version of this policy linked above contains the External Speaker Submission form.

External Speaker Code of Conduct

1. Introduction:

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

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

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

2. Freedom of speech:

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

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

3. Conduct 

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

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

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

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

4. Segregation

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

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

5. Date of Approval and Next Review

Version:                        1.2

Approved on:               22 Aug 2018

Approved by:               Academic Board

Next Review:               01 Aug 2019

Download this code of conduct

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

 

 

 

 

 

 

 


 

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 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

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 047: Student Progression and Achievement

Policy 047: Student Progression and Achievement

1. Purpose and Scope

1.1 This policy defines the achievement requirements for progression between FHEQ Levels on the BA (Hons) Music Industry Practice programme.

1.2 This policy explains the rationale behind the criteria for progression, and outlines ACM’s approach to providing all students the opportunity to succeed in their degree studies.

1.3 This policy relates to Higher Education (HE) Middlesex University validated provision.

2.Policy Statement

This policy has been put in place to give students every opportunity to succeed. ACM endeavours to make clear to students the criteria for progression between FHEQ Levels, and the processes implemented should these criteria not be met.

ACM emphasises the positive implications of this policy, such as providing students with the opportunity to complete their studies with a flexibility of pace where appropriate.

This policy makes clear that students with modules outstanding due to approved extenuating circumstances, particularly between Foundation Year and FHEQ Level 4, may be not be subject to the progression criteria outlined below.

Progression Criteria

2.1 Students are required to have successfully achieved a minimum of 75 credits per FHEQ Level in order to progress to the subsequent Level. This is defined as progression from Level 4 to Level 5; Level 5 to Level 6; and Level 6 to completion of an Honours Degree (360 credits).

Students are required to have passed the Foundation Year (Level 0) in order to progress to FHEQ Level 4.

2.2 If a student has up to or above 60 credits (50% per each FHEQ Level) outstanding at the end of an FHEQ Level, progression to the subsequent Level will not be granted until they have fulfilled the achievement requirements defined in point 2.1

2.3 Where a student progressing from Level 6 to completion of a Bachelor’s Degree has obtained between between 240 and 270 credits, or between 300 and 330 credits, an exit award of a Diploma of Higher Education (DipHE), or Unclassified Degree (BA OD), respectively, may be awarded in agreement with ACM’s Student Progression and Achievement Board and through confirmation by ACM’s Finalist Examination Board.

2.4 Where a student’s attendance fails to meet the minimum required to meet the learning outcomes of the module as published in the module or programme handbook, the student may be excluded from the assessment and an ‘X grade’ may be applied module. This is stipulated in section C2.2 of the Middlesex University Regulations.

2.5 If an ‘X grade’ is awarded, the student may have the opportunity of an entire module retake with permission from the Group Head of Education, without grade penalty.

Grade Compensation

2.6 Any grades eligible for compensation will be awarded as such in line with the Middlesex University regulations, section E8. These are awarded and confirmed via recommendations endorsed by the Student Progression and Achievement Board.

2.7 A fail grade is identified as 39 or lower, with grades eligible for compensation being those between 30 and 39.

2.8 At Foundation Level and FHEQ Level 4, a maximum of 30 credits will be compensated at the earliest opportunity, i.e before the reassessment opportunity. A maximum of an additional 30 credits may be compensated under extenuating circumstances.

2.9 At FHEQ Level 4, where more than 30 credits have a fail grade of 39 or below, the Student Progression and Achievement Board may award compensation to a maximum of 30 credits. All additional credits outstanding will require reassessment.

2.10 At FHEQ Levels 5 and 6, a maximum of 30 out of 240 credits awarded over the two levels may be compensated, at the discretion of the Student Progression and Achievement Board. A maximum of an additional 30 credits may be compensated where it is satisfied that the relevant learning outcomes have been met elsewhere.

2.11 At FHEQ Levels 5 and 6, compensation will be awarded at the earliest opportunity when all reassessment opportunities have been exhausted.

2.12 At FHEQ Levels 5 and 6, compensation should not normally be granted where opportunities for reassessment are available, unless a student’s progression to a subsequent level would be delayed due to undertaking reassessment. Research modules delivered and completed at FHEQ Level 6, or those which require summative assessment through completion of a dissertation are not permitted to be considered through compensation of grades 30 – 39.

Middlesex Regulations, Section E8: Maximum Compensation Permitted

FHEQ LevelNormal Maximum CompensationExceptional Maximum Compensation
3 ‘foundation stage’30 credits30 credits
4 ‘certificate stage’30 credits60* credits
5 ‘diploma stage’30 credits maximum from across the two stages, with compensation at the first available opportunityAn additional 30 credits maximum from across the two stages with compensation at the first available opportunity, totaling a maximum of 60 credits compensatable across level 5 and 6 with ECs
6 ‘degree stage’

* relevant learning outcomes have been met (E8.1.2)

** student has extenuating circumstances (E8.1.3 note (ii))

Extended Resit Periods (ERP)

2.13 In an instance of non-progression due to failure to meet the achievement requirements, a student will be required to complete an extended resit period to take place over the course of one trimester (12 weeks). Students are not limited to the amount of ERP arrangements that they may have during their period of study to ensure they are able to adequately complete their programme of study.

Maximum Length of Registration

2.14 Section A2 of the Middlesex University regulations stipulates that the maximum length of registration (or maximum candidature) is 6 years for full-time undergraduate courses, including periods of intermission.

2.15 ACM ensures that all students who are required to complete an extended resit period can do so without exceeding their maximum length of registration.

Module Retakes

2.16 A module retake is the term used for a ‘third attempt’ at a module. This occurs when a student has already had two unsuccessful attempts or hasn’t engaged with the previous two attempts, without approved extenuating circumstances.

Students At Risk

2.17 Where a minimum of 15 credits is left outstanding at the end of an FHEQ level, a student will be identified as ‘At Risk.’ A student’s ‘At Risk’ status will be approached considering varying levels of Risk and the need for enhanced and longitudinal support dependent on how many credits a student has outstanding. ACM staff work with the student in question, in a supportive and collaborative arrangement to ensure the student has access to the salient information and appropriate support within ACM.

2.18 A student will to be considered remain ‘At Risk’ until all outstanding assessments have been successfully completed.

Individual Learner Agreements (ILA)

2.19 Students At Risk may be required to sign an Individual Learner Agreement devised in collaboration with the relevant Programme support staff.

2.20 The agreement will detail assessment and attendance requirements, including deadlines for all outstanding assessments and any reasonable adjustments, if applicable, which may be made regarding assessment deadlines or assessment arrangements.

2.21 ACM staff will support the student in satisfying the terms of the agreement, and will ensure the student has access to any relevant and necessary academic support.

2.22 Failure to adhere to the conditions of the Individual Learner Agreement by the review date will result in the student being required to undertake an Extended Resit Period (see point 2.15).

Financial Implications

2.21 ACM will ensure all students receive transparent, comprehensive advice on the financial implications of undertaking an extended resit period.

2.22 Students are advised to seek independent advice from Student Finance England before deciding to complete an extended resit period.

2.23 A change of circumstance for Finalists Deferred in need of completing an extended resit period will be lodged with Student Finance England. ACM staff are responsible for informing Student Finance England of the specific Change of Circumstances (COC) through completion of the relevant documentation. This will be for a period of either one or two terms, depending on whether they have 30 or 60 credits outstanding, respectively.

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 Progression and Achievement Policy lead is:

  • Student Engagement Manager

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
  • Heads of Education
  • ACM Student Finance Staff
  • Student Support Officers
  • Head of Student Services
  • Head of Quality and Student Experience

4. Reference Points

4.1 Internal:

  • Learning Teaching and Assessment Policy
  • Quality Assurance and Enhancement Policy
  • Fitness to Study Policy
  • Finance Policy
  • Reasonable Adjustments Policy (to be approved)
  • Equality and Diversity Policy
  • Student Progression and Achievement Board Reports
  • Finalist Exam Board Reports
  • Individual Learner Agreement Form

4.2 External:

  • Middlesex University Regulations
  • Higher Education Research Act (HERA), 2017
  • QAA Quality Code, Chapter B5: Student Engagement

5. Date of Approval and Next Review

Version:                       1.0

Approved on:

Approved by:               Academic Board

Next Review:                01 Aug 2019

Download this policy here – POL_047_Student Progression and Achievement

Policy 056: Reasonable Adjustments

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Policy 056: REASONABLE ADJUSTMENTS

  1. PURPOSE

1.1 The Academy of Contemporary Music (ACM) is committed to providing an inclusive environment which enables all students to achieve their potential.

1.2 This Policy sets out how ACM meets its obligations under the Equality Act (2010). It outlines ACM’s approach to supporting disabled students and formalises areas of responsibility.

1.3 This Policy addresses the support available for students who may seek reasonable adjustments relating to their access to lesson content, assessment modes and submission deadlines.

1.4 This Policy should be read in conjunction with ACM’s Additional Needs and Disability Policy.

  1. POLICY DETAILS

Approach

2.1 ACM considers an adjustment to be reasonable when:

  • It empowers a student to attempt an assessment or otherwise access their studies to the same degree as every other student;
  • It does not provide the student with an unfair advantage over other students attempting the same assessment, or accessing other aspects of their studies;
  • It fully considers and mitigates the barriers presented for that individual student.

2.2 ACM uses the social model of disability as being created by barriers within society rather than locating the disability within the individual.

ACM aims to address all of these barriers to ensure that disabled people are able to participate in all aspects of the ACM experience.

2.3 ACM recognises its responsibility to make provision as accessible as possible and will aim to do this by using inclusive approaches to provision or anticipatory reasonable adjustments wherever possible.

2.4 ACM aims to identify the most common barriers experienced by disabled students and, wherever possible, to identify appropriate anticipatory adjustments to overcome these barriers.

2.5 Where this is not possible and/or additional needs are identified, ACM will seek to implement appropriate individual reasonable adjustments.

2.6 Reasonable adjustments (individual and anticipatory) can be made to provisions and practices but not to competence standards. Competence standards are academic or other standards (such as proficiency at the principal instrument) required for the programme. There is therefore no requirement to alter the academic standards of a programme for a disabled student. However, it may be necessary to adjust the way in which a competence standard is assessed.

2.7 ACM has specialist, targeted and universal provision to support this approach. The Additional Needs and Disability Support, and Student Support Teams are the key point of contact and provision for disabled students.

2.8 ACM recognises two major categories of need which may lead to the provision of reasonable adjustments:

  • permanent or long-standing disability, illness or special educational need, e.g. blindness, diabetes, dyslexia, borderline personality disorder;
  • temporary disability, illness or indisposition, e.g. broken arm, chronic pain.

Applicants

2.9 ACM has arrangements in place for prospective students to declare a disability to ACM during the application process and through a pre-enrolment questionnaire following the acceptance of an offer. This will enable the best and most appropriate support to be implemented upon enrolment.

2.10 Prospective students will also be given the opportunity to declare any additional needs ahead of the audition stage, as this will enable appropriate access and support is available at the audition.

Further information can be found in ACM’s Admissions Policy (POL 015).

2.11 In cases where a student becomes disabled, or is affected by an impairment, after their studies have commenced, ACM encourages students to disclose disabilities in confidence as soon as they are diagnosed. This will ensure that support can be made available at the earliest opportunity.

Consideration

2.12 ACM seeks to identify the most common barriers experienced by disabled students and provide appropriate anticipatory adjustments. A list of agreed anticipatory adjustments can be found in Appendix 1. This list will be reviewed on an annual basis by the Integrated Services Committee.

2.13 Inclusive approaches and anticipatory adjustments will meet many of disabled students’ needs, however some students will still require additional individual reasonable adjustments.

2.14 If a student has an independent Assessment of Needs report for DSA purposes or an Educational Psychologist’s report, the recommendations from these reports will be considered when identifying individual reasonable adjustments.

2.15 ACM will consider a number of factors when deciding whether an individual adjustment is reasonable. Factors may include, but not be limited to

  • the perceived effectiveness of the adjustment,
  • the time or resources required to implement the adjustment,
  • the student’s previous experience of the adjustment and whether the need could be met through an existing inclusive approach or anticipatory adjustment.

2.16 ACM is not obliged to offer the student their preferred adjustment, particularly if an inclusive approach or alternative reasonable adjustment is available which would provide appropriate support for the student.

2.17 Students who disagree with the proposed reasonable adjustments should be referred to the Student Complaints and Grievances Policy (POL 003).

2.18 Where students are able to access external funding for a reasonable adjustment, for example through DSA, ACM would expect the student to access such funding. The Additional Needs and Disability Support and/or Student Services Teams will support the student through this process where necessary.

Where such funding is not available, and the adjustment is agreed by the Reasonable Adjustments Panel to be reasonable, ACM will seek to fund this adjustment where possible. 

Assessments

2.19 ACM advocates inclusive approaches to the design of assessment and encourages the anticipation of the needs of the range of individuals within the student body when setting assessment tasks.

2.20 Alternative assessment methods will be designed in a format which both adequately challenges students and also allows them to demonstrate their acquisition of knowledge and skills, commensurate to the programme, and modular, Learning Outcomes.

2.21 Proposed Reasonable Adjustments will only be granted where it does not:

  • Provide the student with an unfair advantage over other students who are taking the same assessment;
  • Affect the integrity of the assessment and/or qualification; or
  • Influence the final outcome of the assessment decision.

2.22 A request for reasonable adjustments must be requested and arranged prior to the summative assessment deadline, unless reasonable adjustments are sought as a remedy through an Academic Appeal or Complaint, where authoritative, supporting and compelling evidence is provided and where ACM considers proposed adjustments are equitable and appropriate to the student’s needs, as an outcome or remedy in response to a complaint or appeal.

Extenuating Circumstances

2.23 Extenuating circumstances are personal circumstances which have affected a student’s performance in an assessment and are brought to the attention of the Assessment Board

when considering academic performance.

An application for extenuating circumstances will only be considered if the circumstances

meet the following criteria:

  • The circumstances are exceptional;
  • they are outside of the control of the student; and
  • original supporting documentary evidence is provided.

2.24 Students who submit an application for Extenuating Circumstances relating to an ongoing, long term condition may be referred to the appropriate ACM teams to discuss reasonable adjustments, where the circumstances are not considered to be appropriate to be considered through the Extenuating Circumstances Policy and through consideration via the Extenuating Circumstances Panel.

Review of Adjustments

2.25 A record of Reasonable Adjustments will include information on all applications, whether the adjustment was proposed by the student or staff; the outcome of any decision and a list of approved adjustments as amended over time.

2.26 The record will be used to further best practice in this area and to inform the design stage of assessments, ensuring that the need for individual reasonable adjustments is reduced over time.

2.27 Adjustments put in place will be reviewed on a cyclical basis.

2.28 Should a review of the adjustments determine that, in spite of all possible support being in place, the student is still not able to fully engage and participate in their programme of study, ACM’s Fitness to Study Policy may be invoked. 

Supporting documentation and evidence

2.29 All applications for Reasonable Adjustment must be supported with appropriate supporting evidence, through the availability of:

  • Documentation from health care providers;
  • Documentation from external supportive services with whom the student is in liaison;
  • EHCP documentation;
  • Disability Needs Assessments;
  • Documentation from external agencies, where applicable.

Review of decision

2.30 ACM is committed to providing services to a high standard and in a way that is fair and non-discriminatory. If an applicant for reasonable adjustment/s is dissatisfied with ACM’s response to a request for reasonable adjustments, they may consult the ACM’s policy for information about how to make a complaint or request a review of ACM’s decision.

2.31 Should any adjustments be found to be inappropriate, the Reasonable Adjustments panel must find alternative, more appropriate adjustments for the student.

  1. POLICY SCOPE

3.1 This Policy applies to students studying at Foundation Level, and FHEQ Levels 4, 5, and 6 at ACM Guildford, ACM Birmingham and ACM London.

  1. RELATED POLICIES
  • Additional Needs and Disability Policy
  • Extenuating Circumstances Policy
  • Student Engagement and Participation Policy
  • Fitness to Study Policy
  • Learning, Teaching, Assessment and Attainment Policy
  • Admissions Policy
  • Student Complaints and Grievances
  • Academic Appeals
  1. POLICY OWNER

5.1 The Student Engagement and Quality Committee is responsible for ensuring this policy is implemented appropriately and fairly, and delegates operational responsibility to the Additional Needs and Disability department. The responsible Committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

  1. DEFINITIONS

6.1 Anticipatory reasonable adjustments: provisions identified and available to reduce the impact of barriers commonly experienced by disabled students. This includes established policies and practices such as the provision of additional time in examinations and alternative assessment modes. 

6.2 Disabled students: all students who have a disability as defined in the Equality Act (2010). The Equality Act states that ‘a person has a disability if they have a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on ability to carry out normal day-to-day activities’.

6.3 Equality Act: under the Equality Act (2010), institutions have a duty to anticipate and make reasonable adjustments for disabled people to ensure they are not placed at a substantial disadvantage compared to non-disabled people. Institutions also have a duty to promote equality between disabled and non-disabled people known as the general duty.

6.4 Impairment: the state of being diminished, weakened, or damaged especially mentally or physically. An impairment is defined as long term if it has lasted for longer than 12 months, is likely to last longer than 12 months or is likely to last for the rest of the life of the person.

6.5 Inclusive Approaches: approaches which consider the needs of disabled students as part of the wider student body. Inclusive approaches which meet the needs of disabled students are also likely to meet the needs of other student groups. For example, embedding mindfulness and other mental wellbeing support into the curriculum.

6.6 Individual reasonable adjustments: individual adjustments for needs which cannot be met through inclusive approaches or anticipatory adjustments.

  1. PROCEDURES

7.1 The relative procedures to this policy can be found at acm.ac.uk/policies

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 056 POL_056_Reasonable Adjustments_200901

 

Procedure 056: Reasonable Adjustments

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Procedure 056: REASONABLE ADJUSTMENTS

  1. PURPOSE

1.1 The Academy of Contemporary Music (ACM) is committed to providing an inclusive environment which enables all students to achieve their potential.

1.2 This Procedure sets out how ACM will support students with additional needs and/ or disabilities in line with the Reasonable Adjustments, Additional Needs and Disabilities, and Learning, Teaching, Assessment and Attainment Policies.

1.3 This Procedure addresses the support available for students who may seek reasonable adjustments relating to their access to lesson content, assessment modes and submission deadlines.

1.4 This Procedure should be read in conjunction with ACM’s Additional Needs and Disabilities Charter.

  1. PROCEDURE DETAILS

2.1 ACM recognises two major categories of need which may lead to the provision of reasonable adjustments:

  • permanent or long-standing disability, illness or special educational need, e.g. blindness, diabetes, dyslexia, borderline personality disorder;
  • temporary disability, illness or indisposition, e.g. broken arm, chronic pain

2.2 Students are required to disclose any issue that falls within the categories highlighted in 2.1 as soon as they can upon enrolment, or at the point of diagnosis, whichever is sooner. Students must do this by emailing the Additional Needs and Disability team at and@acm.ac.uk.

2.3 Where additional needs, or a disability, are disclosed during the application process, the Additional Needs and Disability team will make arrangements to meet with the student, ahead of the start of the academic year, to arrange support requirements and assess reasonable adjustments.

2.4 Students will be provided with information on how to apply for Disabled Students Allowance, and will be supported through the application process. Eligible students will be issued a DSA2 letter from the DSA which will detail the support the student is entitled to.

2.5 Based on the recommendations made in the DSA assessment, as outlined in the DSA2 letter, the student may be eligible for any of the following adjustments:

For timed assessments

  • 25% Extra time
  • 50% Extra time
  • Separate room (sole use)
  • Quiet room (shared use but reduced number of students)
  • Reader
  • Scribe
  • Use of assistive equipment/software
  • Written exams to be converted to oral exams
  • Use of a word processor
  • Documents printed on coloured paper
  • Documents to have a minimum font size

For general submissions

  • Extension to the deadline of planned assessments
  • Late submission without grading cap
  • Marking not to assess spelling and grammar
  • Marking not to assess errors that may be produced by software features e.g. American English, replacement of words through autocorrect.

2.6 Adjustments may also be applied to learning activities which are not formal assessments, for example, receiving any reading material, or class presentations ahead of the timetabled session.

2.7 Students who have not been through a formal DSA assessment may still access support and reasonable adjustments. These will be agreed upon following an assessment meeting with the Additional Needs and Disability team, and in consultation with relevant academic staff.

2.8 Students with a temporary impairment, for example, a broken wrist, will be entitled to reasonable adjustments during the time they are affected by the impairment. Adjustments will be agreed up at an assessment meeting with the Additional Needs and Disability team, and in consultation with relevant academic staff.

2.9 All reasonable adjustments will be reviewed on a cyclical basis. The length of this cycle is dependent on the nature of the additional need, disability, or temporary impairment.

2.10 Reasonable Adjustment assessment meetings will be held either onsite or remotely, depending on what the student is comfortable with. The attendees of the meeting will include a member of the Additional Needs and Disability team, the student and, should the student wish, a student advocate. The student advocate can be a parent, guardian, or other staff member with whom the student feels comfortable.

2.11 After the assessment meeting, the Additional Needs and Disability team will take their recommendations to the Reasonable Adjustments Panel without disclosing any of the student’s personal details at this point, to agree which adjustments are possible and reasonable.

2.12 Once adjustments are agreed at the Reasonable Adjustments Panel, the student will be notified, in writing, of the confirmed adjustments. The date of review will also be confirmed, in writing, to the student.

2.13  The student must also agree to the adjustments and by doing so, they agree to share the information pertaining to their adjustments (including their name and Learner ID) with relevant staff. Examples of relevant staff include:

  • Programme Operations Staff (for ensuring assessments are run with the adjustments in place);
  • Tutors (for ensuring in-class adjustments are in place)
  • Wider student services staff members.

2.14 If the student feels there was a material error in the Panel’s procedures for agreed reasonable adjustments, they may submit a complaint via the Student Complaints and Grievances Procedure.

2.15 Upon the review date of the adjustments, the following outcomes may be reached:

  • No change, the adjustments remain in place until the next review date;
  • Reassessment – the needs and circumstances of the student have changed;
  • Fitness to Study – the student has not been able to engage and participate in their programme of study, and all reasonable adjustments have been made;
  • Adjustments conclude – the student is no longer in need of the adjustments.

2.16 The review date may be brought forward upon request by the Additional Needs and Disability Manager, or by the student, should the needs or circumstances of the student change.

  1. PROCEDURE SCOPE

3.1 This Procedure applies to students studying at Foundation Level, and FHEQ Levels 4, 5, and 6 at ACM Guildford, ACM Birmingham and ACM London.

3.2 This Procedure does not apply to students studying on Further Education programmes (Levels 2 and 3) at any ACM site. Any adjustments made to assessment or provision for FE students will be subject to the regulations of the FE funding partner, or the details of any EHCP issued to the student.

  1. RELATED POLICIES
  • Additional Needs and Disability Policy
  • Extenuating Circumstances Policy
  • Fitness to Study Policy
  • Student Engagement and Participation Policy
  • Learning, Teaching, Assessment and Attainment Policy
  1. PROCEDURE OWNER

5.1 The Student Engagement and Quality Committee is responsible for ensuring this policy is implemented appropriately and fairly, and delegates operational responsibility to the Additional Needs and Disability department. The responsible Committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      1.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:     August 2021

Download: 056 PRO_056_Reasonable Adjustments_200907

 

Policy 057: Refunds and Compensation

Purpose and Scope

1.1. This policy is an addendum to the Finance Policy and should be read in conjunction with the most recent version of that document.

1.2. ACM’s Finance Policy deals with refunds of tuition fees to students who have withdrawn or interrupted their study during an academic year.

1.3. The Refunds and Compensation Policy sets out the circumstances in which ACM will refund tuition fees and other relevant costs to students and provide compensation if appropriate where ACM is no longer able to provide programme continuation to one of more students.

1.4. Details regarding how continuation and quality of study will be preserved for current and potential students if a risk to their continued study materialises is set out with the Student Protection Plan. The Student Protection Plan identifies non-continuation of programmes at ACM as being of low risk.

1.5. Refunds and compensation of fees and costs is considered a remedy of last resort and ACM is committed to using its best endeavours to ensure all students can continue and complete their studies.

1.6. Financial compensation will not necessarily be the most appropriate response where the institution has failed to meet its obligations, it may be appropriate to offer, for example, an apology, a goodwill gesture, an alteration to learning methods, or an option to repeat tailored to the specific needs of the student.

1.7. ACM recognises its responsibilities in law, this includes:

1.7.1. Statutory responsibilities under the Consumer Rights Act 2015 (CRA) and the Higher Education and Research Act 2017 (HERA);

1.7.2. The Student Protection Plan and Refund and Compensation Plan are a requirement of registration with the Office of Students (OfS);

1.7.3. Sector wide responsibilities relating to the Office for the Independent Adjudicator (OIA) and the Quality Assurance Agency (QAA. Students have recourse to the OIA where internal ACM processes have been completed.

1.8. Within this policy reference to circumstances where ACM is no longer able to provide programme continuation include:

1.8.1. Scheduled Mid-programme termination

1.8.2. Unexpected programme termination

1.9. This policy is not applicable to changes to or terminations of programmes where all registered students expected to complete their programmes at the date of termination have done so.

 

  1. Policy Statement

Scheduled Mid-Programme Termination

2.1. A scheduled mid-programme termination relates to circumstances where ACM can no longer preserve continuity but is able to plan and align the termination with the end of an academic year or academic Level.

2.2. Where such circumstances arise ACM, will in the first place, consult with students in preparing its plan for dealing with the termination. As minimum it will:

  • ensure students receive the relevant university award (in accordance with the validating university regulations) that recognises the stage or level they have achieved;
  • provide advice and support to help with the transfer to an equivalent or alternative programme at ACM to enable them to complete their programme if that is their preference.
  • provide advice and support to help with the transfer to another provider or university to enable them to complete their programme.
  • consult with students, through the student representative network, to put in place a compensation plan relevant to the circumstances of the termination that includes provision for compensation in respect of additional costs reasonably incurred by students as a result of any relocation.
  • commit to honouring any student bursaries that would have continued had the programme not been terminated.

Unexpected programme termination

2.3 An unexpected programme termination occurs when:

  • a risk to continuation of study materialises without prior warning and ACM has no alternative but to terminate during the course of an academic year or
  • ACM fails to recruit sufficiently to a programme and closes to new recruits impacting on individuals that have already been offered or accepted places on that programme

2.4 Where such circumstances arise, ACM will consult and communicate with relevant students as a priority. As a minimum ACM will:

  • ensure students receive the relevant University award (in accordance with the validating university regulations) that recognises the stage or level they have achieved;
  • provide advice and support to help with the transfer to an equivalent or alternative programme at ACM to enable them to complete their programme if that is their preference.
  • provide advice and support to help with the transfer to another provider or university to enable them to complete their programme.
  • consult with students, through the student representative network, to put in place a compensation plan relevant to the circumstances of the termination that includes provision for compensation in respect of additional costs reasonably incurred by students as a result of any relocation.
  • commit to honouring any student bursaries that would have continued had the programme not been terminated.

Compensation

2.5  Any payments associated with a compensation plan will include appropriate provision for:

  • tuition fee costs (cover tuition fee loans, from the Student Loans Company, self-funded tuition fees or payment of tuition fees from a sponsor)
  • maintenance costs
  • lost time
  • additional tuition costs
  • travel costs as a result of relocation of provision

2.6 Further to this relevant guidance published by the Office for Students or the Office of the Independent Adjudicator for Higher Education will be taken into account in preparing such plans.

General

2.7 This Refund and Compensation Policy is linked to ACM’s Student Protection Plan, and the Finance Policy. Both documents are subject to an annual review.

2.8 This policy will not normally apply to individuals who have completed the studies for which they registered as a student of ACM.

2.9 Queries about the application of this policy should be addressed to complaints@acm.ac.uk in the first instance.

3. Reference Points

3.1 Internal

3.2 External

4. Approval and Review

The policy will be reviewed as part of departmental annual review cycle and agreed by the most relevant committee.

Department:

Committee:

Version:  1.0

Approved on:

 

 

Policy 061: Student Engagement and Participation

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Policy 061: STUDENT ENGAGEMENT AND PARTICIPATION

  1. PURPOSE

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

  1. POLICY DETAILS

2.1 ACM is committed to differentiated and inclusive learning and we will support our students to engage with their programme in a way that is effective for them, whilst enabling them to be successful in their learning.

2.2 ACM understands the needs of its diverse student body and encourages all students to positively participate in a variety of ways that develop their personal, professional and academic skills.

2.3 ACM will monitor the engagement and participation of students in order to support them more effectively in achieving their academic and professional goals. A student is not only expected and encouraged to engage and participate in timetabled academic sessions, but also in a number of other ways. These include:

  • Participation in timetabled learning activities;
  • Attendance in timetabled learning activities;
  • Participation and attendance of group or individual tutorials;
  • Independent study;
  • Engagement with peer learning activities;
  • Submission of all summative assessments;
  • Submission of formative assessments;
  • Use of the Virtual Learning Environment and other learning resources;
  • Engagement with non-compulsory curriculum enrichment programmes;
  • Attendance and participation in learning support activities, where appropriate and necessary;
  • Engagement with wellbeing and other pastoral support;
  • Participate in industry-centred activities.

2.4 To ensure the best possible outcome and experience, ACM recommends that students engage and participate in all activities outlined in item 2.3, as best they can. Failure to engage or participate in any ACM activity, without good reason, may result in a discontinuation of studies, or compulsory level repeat.

2.5 ACM expects all students to prepare and submit all assessments, both formative and summative. Continuous non-submission of assessments, without approved Extenuating Circumstances, will lead to discontinuation of studies, or compulsory level repeat.

2.6 ACM is committed to supporting student wellbeing alongside academic study. Should a student’s personal circumstances and wellbeing cause a significant barrier to their engagement, learning and attainment, ACM will provide academic and wellbeing support in order to endeavour to remove those barriers. Should a student’s circumstances continue to deteriorate enough to significantly impact the student’s academic progression and personal wellbeing, ACM will carry out a Fitness to Study assessment. Further details on this can be found in ACM’s Fitness to Study Policy.

2.7 ACM has multiple registration processes that support the blended learning activities. Student’s attendance and participation in all activities outlined in 2.3 are captured within their student record and this data is monitored to secure early intervention where a student may be disengaging.

2.8 Students are encouraged to notify ACM of their absence via the myACM app or by contacting their Cohort Tutor or Level Leader in order to facilitate necessary support.

2.9 Should the engagement and participation monitoring process highlight an issue with a student’s engagement, their Cohort Tutor or Level Leader will make contact with them. We consider this part of our strategy for supporting student wellbeing.

  1. POLICY SCOPE

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

  1. RELATED POLICIES
  • Learning Teaching and Assessment
  • Fitness to Study
  • Finance
  • Withdrawal, Interruption and Internal Transfer
  • Student Transfer
  • Accreditation of Prior Learning
  1. POLICY OWNER

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

  1. DEFINITIONS

7.1 Discontinuation of Studies: This relates to any event in which a student does not complete their programme of study. This encompasses withdrawal, interruption (taking a break from study) and academic termination.

  1. PROCEDURES

8.1 If a student is absent from a class, or has not engaged with the online content, the cohort tutor will contact them via Canvas or email to check in and offer support. This will provide the student with the opportunity to schedule an online catch up tutorial with the tutor.

8.2 If a student is absent from a number of classes across a number of weeks, and they have also not engaged with online content or assessments, the Level Leader will contact them via email, telephone and/ or Canvas to check in and offer support.

8.3 In the event of no response to, or no improvement following, the steps taken in 8.1 and 8.2 the Intervention Officer, or other member of the Integrated Services team will contact the student via email, telephone and SMS to ensure the student is safe and find out the reason for their disengagement.

8.4 If there is no contact from the student, and no other signs of engagement with any ACM activity, or member of the ACM community, the Designated Safeguarding Lead will be notified and the safeguarding procedures invoked.

  1. EXHIBITS/APPENDICES/FORMS

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

  1. SUPPORTING INFORMATION

There is no further supporting information.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      1.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 061 POL_061_Student Engagement and Participation_200907

 

Policy 062: Looked After Young People and Care Leavers

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Policy 067: Looked After Young People and Care Leavers 

  1. PURPOSE
  2. 1 This Policy outlines the Institution’s approach to meeting the needs of ‘Looked After Young People’ and ‘Care Leavers’ studying at ACM. Supporting these young people to succeed and progress to higher education, employment and a better future, as set out in this policy, is a priority of ACM.

1.2 ACM recognises their corporate responsibility to support students who come under the category of LAYP and CL.

1.3 This policy will support the engagement, admission, support and progression of LAYP and CL, whilst developing a consistent approach across all ACM campuses. It is hoped that this focused approach will provide these learners with an excellent learning experience whilst studying at ACM, as well as providing them with the confidence and motivation to succeed in their lifelong learning and wider life experiences.

1.4 This Policy should be read in conjunction with ACM’s Equality and Diversity Policy.

1.5 The intention of this Policy is to support ACM’s key values of inclusivity, supportive environments and the removal of barriers.

1.6 This policy has been written in line with the Statutory Guidance ‘Promoting the Educational Achievement of Looked After Children’ 2014 (updated in 2018):  https://www.gov.uk/government/publications/promoting-the-education-of-looked-after-children

  1. POLICY DETAILS

2.1 The designated officer with responsibility for Looked After Young People (LAYP) and Care Leavers (CL) studying at ACM is the Additional Needs and Disability Additional Needs and Disability Manager. It is the duty of the designated officer to inform the senior management team of the progress of students who are in care/care leavers on a regular basis.

The designated officer can be contacted via email on and@acm.ac.uk  or telephone on 01483 501211.

Pre‐Entry

2.1 ACM’s approach to supporting the achievements of LAYP and CL, pre-entry, will aim to:

  • Develop and maintain effective links with local authorities and other partners to publicise and make available information, advice and guidance (including financial and other forms of support) about progression and study in FE/HE.
  • Provide impartial, free and confidential pre‐course guidance on FE/HE study options, including financial and other forms of support.
  • Provide accessible information about taster days and other events.
  • Provide a range of informational materials relevant to study and support options and make them available and accessible through a range of formats.
  • Put indicators in place throughout the recruitment process to help identify those in care/care leavers either through the local authority, support agencies or through self‐ disclosure.

On‐Course

2.2 ACM’s approach to supporting the achievements of LAYP and CL, whilst on programme, will aim to:

  • Identify a member of staff within the central student support team to coordinate and lead on internal and external communications regarding LAYP and CL.
  • This staff member will also offer and provide support prior to entry and throughout the duration of the student’s course including identification of suitable support arrangements as required.
  • Provide Full Bursary support for LAYP to support them with college related costs.
  • Monitor LAYP attendance in accordance with the College’s existing policy for managing student absence. Provide careers guidance relating to progression within FE, HE or careers and will support with applications. 

End of Course

2.3 The ACM’s approach to supporting the achievements of LAYP and CL, at the end of their studies at ACM, will aim to:

  • Obtain feedback from students who are LAYP/CL about our support offer, delivery and their distance travelled.
  • Maintain records of the recruitment, retention, achievement and progression of our students in care/care leavers. 

Information Sharing and Data Protection

2.4 Students can give permission for information to be given to all staff who deal with them. Otherwise the information will only be shared on a “need to know basis” and only with appropriate staff, such as the Tutor.

2.5 Information requests from local authorities will only be met:

  • If written consent has been given by the student (unless the student is at risk of significant harm).
  • If an ACM information sharing and service level agreement has been signed by the organisation requesting the information.
  • Via the Access All Areas website which local authorities will access directly through a secure login access issued by the ACM IT Department.
  1. POLICY SCOPE

4.1 This Policy applies to students at all ACM campuses who fall under the definitions outlined in section 7. This includes young people under the age of 18 who are identified as ‘looked after’ under the Children Act 1989 and ‘care leavers’ students under the age of 25 who have been looked after by a local authority in the past.

4.2 The procedural elements of this Policy apply to all timetabled learning activities, as well as ACM activities outside of timetabled teaching.

  1. RELATED POLICIES

Please see Appendix C for further details, all associated documentation can also be found on the ACM website using the link. https://www.acm.ac.uk/policies/

Associated policies include:

  • 010 Safeguarding
  • 009 Special Education Needs
  • 008 Equality and Diversity
  • 013 Hardship and Travel Bursary Funding
  • 015 Admissions Policy
  • 020 Data Access and Protection
  • 046 Risk Assessment
  • 058 Student Withdrawal, Interruption and Internal Transfer

It also directly relates to ACM’s Access and Participation Strategy. This can be found on the ACM website via the link https://2k6rdi1ldku625c2mfpsfiwu-wpengine.netdna-ssl.com/wp-content/uploads/2019/05/ACM_Guildford_Ltd_APP_2019-2020_V1_10067853.pdf

  1. POLICY OWNER

The responsibility for this policy falls under the remit of the Designated Officer for Looked After Young People and Care Leavers (LAYP/CL), Student Experience and Quality Committee. This role is part of the Additional Needs and Disability Additional Needs and Disability Department that sits within the Integrated Services Division.

  1. DEFINITIONS

The term ‘Looked After Young People’ is interchangeable with Children Looked After (CLA), Looked After Children (LAC) and Care Leavers (CL).

Definition of ‘Looked After’  

This policy refers to young people who are ‘Looked After’ as defined by the Children Act 1989. That is those learners who are under the age of 18 and are:

  • The subject of an interim or full-time care or emergency protection order;
  • Unaccompanied minors who are asylum seekers;
  • Accommodated by a local authority with the agreement of their parent(s) or legal guardian;
  • Compulsorily accommodated as a result of criminal proceedings

Why do Children become Looked After? 

A large number of these children coming into care will have a history of physical, sexual or emotional abuse. Some may have suffered the death of a parent or have parents who are unable to look after them properly because of illness. Others may have disabilities and other complex needs. A very small number are in care because of criminal behaviour.

How do Children become Looked After? 

Children come into care by two main routes: because the parents have asked for this help or because the child is in danger of being harmed.

  • Under section 20 of the Children Act 1989: where parents have asked for help, because for some reason their child can no longer stay at home, suitable accommodation for the child will be provided. Parental responsibility remains with the parent/guardian.
  • Under section 31 of the Children Act 1989: if the child is in danger of being harmed, a care order will be made by a court. The court will take all the circumstances into careful consideration before doing this. When a care order is made, children’s services acquire parental responsibility and become a legal parent alongside the parent/guardian.

Who are Young Care Leavers (CL)? 

A ‘Care Leaver’ is defined as a person aged 25 or under who has been looked after by a local authority for at least 13 weeks since the age of 14; and who was looked after by the local authority at school‐leaving age or after that date.  Between the ages of sixteen to eighteen a young person who has been ‘Looked After’ will be expected to begin the transition towards independent living to become a ‘Young Care Leaver’. They may remain with their Foster Carers or they may move into supported lodgings or into a bedsit or flat depending on the provision available. From the age of sixteen they will be supported by their Local Authority Leaving Care Team.

  1. PROCEDURES

The designated lead member of the college will:

  • Monitor the ACM’s implementation of its LAYP/CL policy through the annual Self‐Assessment Report.
  • Ensure that the ACM has a senior member of staff with responsibility for LAYP/CL.
  • Complete an annual evaluation with External Relations regarding the retention and attainment and progress of LAYP/CL at the ACM.
  • Induct, support and monitor CLA/CL progress through 1‐1 review meetings.
  • Integrate Personal Education Plan meetings with local authorities into the ILP/Progress review process Ensure student support and local authority is informed and that interventions are regularly monitored.
  • Ensure local authorities and the allocated Integrated Services are informed of all APLB procedures and invited to relevant meetings/aware of outcomes.
  • Attend relevant CPD around supporting students that are LAYP/CL.
  • Check students are in receipt of Full Bursary.
  • Update ‘Further Details’ section of Insight to include LAYP/CL Virtual School/Social Worker contact details and any missing badge information
  • Notify and invite Local Authority Virtual School/Social Workers to PEP/Review/APLB meetings.
  • Monitor attendance and inform allocated Tutor of any LAYP/CL learners with attendance concerns.
  • Contact all identified students that are LAYP/CL to inform them about the student bursary available to them and note details of any support under ‘further details’ and ‘learner comments’ on Insight.
  • Set‐up a list of LAYP/CL learners on Insight so that local authorities can access the relevant information via the data sharing protocols.

Responsibility of Tutors

  • Ensure that the transition to ACM is as smooth as possible for these learners and takes account of their particular needs.
  • Signpost further support via ACM referral process.
  • Inform the designated officer where there are concerns.
  • Review learner’s progress and attendance regularly, ensuring that required support is in place and effective.

Responsibility of Integrated Services

  • Integrated Services will offer 1‐1 pastoral support to LAYP/CL students where there are concerns through the standard referral process via the Helpdesk.
  • Signpost further support via ACM’s referral process.
  • Inform the designated officer where there are concerns.

Responsibilities of Learning Support Officer/Assistants

  • Inform the designated officer of any LAYP/CL who also have learning difficulties/ disabilities.
  • Inform designated officer of any LAYP/CL with EHCP’s.
  • Work with the designated officer to combine EHCP and PEP meetings as part of the ILP/Progress review process.
  • Ensure swift access to additional learning support for LAYP/CL whose learning needs are disclosed after entry to ACM.

Local Authorities

  • Complete and agree ACM’s service level and information sharing agreement.
  • Encourage applicants to make appropriate disclosures and attend interviews.
  • Inform ACM of any potential applicants and ensure a smooth transition onto course.
  • Access all LAYP/CL attendance/monitoring data and reports via secure communication systems e.g. Egress, WelfareCloud etc.
  • Chair/Lead on any LAYP/CL PEP meetings and subsequent documentation.
  • Ensure effective support is provided i.e. with housing placement, equipment/resources, extra tuition and any other financial assistance in order for LAYP /CL to achieve.
  • Update ACM of any pastoral concerns or issues impacting on LAYP/CL achievement.
  • Ensure the data protection principles are upheld and appoint data officers/notify ACM of changes as per agreement.
  • Only store the data accessed on secure systems and do not extract unless for the purpose of a PEP meeting with signed consent and agreement with LAYP/CL and in accordance with your own Data Protection and Information Security Policies.
  1. EXHIBITS/APPENDICES/FORMS

9.1 Appendix A:  LAYP/CL Annual Procedure 

9.2 Appendix B: Financial Support Information

9.3 Appendix C:  PEP Guidance

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      1.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Next review:                August 2021

Download: 062 POL_062_ LAYP and CL_200907

Appendix A:  LAYP/CL Annual Procedure   

Timeframe  Action 
April – August   Local Authorities identify and send any future student applicant information to Additional Needs and Disability Team.

 

September – October

 

1.         Local Authorities send through lists of confirmed applicants to Additional Needs and Disability Team

 

Designated officer to undertake ILP / PEP meetings for LAYP/CL students

 

3. Designated officer also identify LAYP/CL through self‐declaration report and bursary applications

 

4. Designated officer to update student record.

 

5. Local Authorities provided with information on attendance or non-starters.

October ‐ November  1.Confirmed LAYP/CL information compiled by Additional Needs and Disability Team.

 

2. LAYP /CL Learner badge information updated by Additional Needs and Disability Team.

 

3. LAYP /CL Learners monitored by Tutor/ALS/Engagement Team/Additional Needs and Disability Team.

 

4.Local Authorities access learner attendance and ILP/Progress Review information as required

 

October – November Designated officer to notify/invite Local Authority, ALS and Student Engagement Advisor if any APLB Stage 2’s issued 
December‐ January  1.PEP meetings integrated into Progress review week meetings, Local Authority Social Workers/Virtual Schools invited to attend

 

2.Local Authority Social Workers/Virtual Schools invited to Parent evenings if learner aware and consents

  

Appendix B:  FINANCIAL SUPPORT INFORMATION FOR LAYP/CARE LEAVER

FURTHER EDUCATION

The Full Bursary of £1,200 per yearis available to students who meet the following criteria:

  • Are in Care/a Care Leaver
  • Are enrolled on a full-time further education government funded course
  • Are aged 16‐18 on 31st August 2020.
  • Have ‘home’ student status or have been granted full ‘refugee’ or ‘asylum seeker’ status
  • Have been ‘ordinary resident’ in the UK, EU or EEA continuously for the last three years with ‘settled status’ which means having indefinite leave to remain
  • Maintain at least 85% attendance

The Bursary is paid monthly, directly into the student bank account, provided they have at least 85% attendance in that month.

Process for applying:

  • All applicants who declare LAYP/ CL status will be contacted with application details, consent forms and evidence requirements (letter from Social Worker confirming status as LAYP/ CL)
  • All Local Authorities / Virtual Schools will be sent information on Bursary so they can support young people in applying and provide appropriate evidence
  • Bursary will be promoted to all students to encourage LAYP/CL to declare and apply

Personal Education Plan – Personal Education Allowance 

Students that are CLA may be eligible for additional financial support through the PEP meeting process (dependent on age and local authority policy).  The Personal Education Allowance (PEA) is a sum of money available each year to help young people progress in their education, there is different financial help available for those aiming to attend University.

Examples of PEA expenditure:

Educational Books

  • Equipment /specialist kit
  • 1:1 Tuition
  • Additional support for vocational training
  • Educational trips or visits
  • Extracurricular activities that will build confidence and self‐esteem

All PEA requests need to be discussed and agreed with the local authority Virtual School/Social Worker and student at the PEP meeting in line with the educational targets set, PEA request procedures will vary between boroughs.  PEAs are not intended to replace services, support or resources already provided by local authorities or other agencies.

HIGHER EDUCATION

ACM offers Higher Education students the opportunity to secure financial support towards the cost of the course each year through the form of Bursaries or Scholarships. Please see https://www.acm.ac.uk/course-fees/ for further information.

Appendix C:  PEP GUIDANCE

What is a Personal Education Plan (PEP)?

All looked after children must have a care plan, of which the PEP is an integral part. All of those involved in the process of developing the PEP should use it to support the personalised learning of the child.

The PEP (pre‐school to age 18) is an evolving record of what needs to happen for looked after children to enable them to make expected progress and fulfil their potential. The PEP should reflect the importance of a personalised approach to learning that meets the identified educational needs of the child, raises aspirations and builds life chances.

The quality of the PEP is the joint responsibility of the local authority that looks after the child and the Education provider.  All professionals involved should work closely together at each stage of the PEP process and should involve the student and their carer where appropriate.

Who has ultimate responsibility for the PEP?

The Local Authority/Social Worker has responsibility for the PEP as part of their Care Plan.

What is a Virtual School?

Each Local Authority has a Virtual School, it does not exist in real terms as a building, and children and young people do not attend. It is a service provided by dedicated professionals within the Children, Schools and Families Directorate whose work is to promote and co‐ordinate educational support for Looked After Children and Care Leavers to succeed and have high educational aspirations for them at college and university; wherever their place of learning.

Who should initiate a PEP?

The Local Authority/Social Worker/Virtual School has a duty to initiate the PEP.  The completion of the PEP takes place at the PEP meeting and professionals within the meeting negotiate who takes the lead to complete the PEP form.   The Social Worker may take the lead for some parts and the designated officer for the others.

PEP content and format?

Each Local Authority has a different process for gathering data and writing PEPs, some use paperwork which they complete others now use an EPEP which they require Schools to complete.  In order to have a consistent and efficient approach as an organisation, ACM staff are required to direct the local authority accordingly.

Typical targets/outcomes of a PEP meeting may involve:

  • Ongoing catch‐up support for those that have fallen behind with coursework (including use of effective intervention strategies).
  • Identify short‐term targets around attendance, learning needs/skills, or knowledge.
  • Identify longer‐term aspirational targets around managing money, HE, work experience, careers.
  • Identify any additional support needs and subsequent referral.
  • Agreement of payment by the Local Authority for additional 1‐1 tuition or equipment required for studies.
  • Transition support from Social Care where a young person is on a new course or in a new residential placement.
  • Change or review of residential placement / increased support in placement.
  • Referral by Social Worker to specialist agencies e.g. CAMHS /Substance Misuse team.
  • Careers advice and guidance appointment / or financial information about higher education.
  • Support with bursary application arranged.
  • Learner consent / agreement of information sharing and review date.
  • Equipment identified / to support with learning needs.

How often should it be written?

The PEP process should be integrated into the ILP and Progress review meeting cycles of the designated officer.  If a child has recently joined the education setting a PEP should be completed within 20 course days.  It is useful to have a PEP meeting prior to the young person’s statutory CLA/CL review, so that any issues raised in the PEP can be highlighted by the Social Worker at the CLA/CL review.  Plans should be amended if there is a major change to the young person’s situation e.g. placement or authority.

Who needs to be present?

The young person, designated officer and Social Worker/Virtual School and if appropriate carer/other specialist professional e.g. Support Student Engagement Advisor.

Where should it take place and for how long?

Meetings should take place at the College (not offsite). College staff need to be time specific as to the time they have available with the local authority representatives.

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.

Further Education Programmes

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 003: Complaints and Grievances Policy

  1. PURPOSE AND SCOPE

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

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

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

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

  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.

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

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

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

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

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

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

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

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

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

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

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

Group Complaints

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

Possible Outcomes from an Upheld Complaint

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

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

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

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

  • Quality Assurance
  • Head of Student Services
  • Registry Manager
  • Senior Management, including Executive Senior Management
  1. SUPPORTING INFORMATION

4.1 Internal Documents

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

4.2 External Documents

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

Version:                      3

Approved on:              February 2020

Approved by:             Executive Committee

Download Policy 003 Complaints 2020 V3

Procedure 003: Complaints and Grievances Procedure

  1. PURPOSE

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.

1.3 This policy and procedure relates to students studying at ACM Guildford and ACM Birmingham, on programmes validated by Middlesex University (HE) and University of the Arts London (FE). Students studying at ACM London, as part of a franchise partnership with Falmouth University, must refer to Falmouth University’s Complaints Procedure. 

  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
  • Registry team, who will direct you to the department or regulations, policies and documentation registry@acm.ac.uk
  • If unsure who to contact studentsupport@acm.ac.uk can assist students at this stage.

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 (POL 002).

Stage 1: Early Resolution

2.3 In the first instance students who wish to make a complaint should discuss it with the relevant team responsible to be invited to an in-depth discussion for early resolution. They 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);
  • Referral to an external agency, or
  • Escalation to the Formal Stage 2

2.4 A student should, if at all possible, address their complaint to the member of staff most directly involved in the event leading to the complaint, in order to give that person the opportunity to address the concerns.

2.5 If for any reason the student does not feel that this is possible, they should seek advice from the Student Hub team in order to identify an appropriate alternative mechanism of early resolution.

2.6 Every effort will be made to resolve the complaint simply and quickly. The member of staff investigating the complaint may invite the student to a meeting to discuss the matter in an attempt to reach a resolution. The member of staff investigating 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.

2.7 Any resolutions and actions that are agreed with the student must be kept on record and communicated to the student in writing within 21 working days.  At the end of Stage 1, a student will be provided with a written response to their complaint, copied to the studentengagement@acm.ac.uk which will either:

  • Detail the proposed resolution; OR
  • If no resolution has been proposed, explain why the resolution has not been considered to be possible.

Stage 2: Formal Stage

2.8 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 studentengagement@acm.ac.uk within 21 working days of the informal stage having been completed. The student should complete the Complaints Form and 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.

2.9 Student Engagement will acknowledge receipt of the complaint in writing and notify the student of the next steps within 7 working days of receiving the complaint. Student Engagement will assign the complaint to a senior member of ACM staff who will undertake a provisional investigation to see if a resolution to the concern can be reached prior to the proceeding to a formal panel.

2.10 If a Student Engagement team member was involved in the case at Stage 1, they will nominate an appropriate alternative individual to take a lead on the case. If no appropriate individual can be found, the Student Engagement team may refer it to Registry who will then assign the lead to an appropriate individual.

2.11 The lead investigator shall convene a panel of relevant staff to consider the case appropriately. They will 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.

2.10 The complaints panel will determine appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes. Where possible, complaints should normally take no longer than 21 working days to investigate from the acknowledgement being sent.

2.9 The lead investigator having fully investigated the complaint over a period not normally exceeding 21 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 lead investigator shall:

  • make their decision known in writing and sent to the student within 5 working days;
  • 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 Student Engagement will:

  • Inform the student and the members of staff or other students involved of the decision.
  • Monitor the agreed resolutions to the complaint as necessary.
  • Student Engagement will seek confirmation from the student(s) that they are satisfied with the agreed outcome.

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: Validating Body/ Partner Institution Review

Middlesex University Provision

2.12 This section applies to students studying on the BA(Hons) Music Industry Practice programme at ACM Guildford or ACM Birmingham.

2.13 If a student considers that:

  1. there has been a procedural irregularity in the investigation of a complaint regarding a matter related to their academic programme carried out by ACM;
  2. new information has come to light, which the student was unable to disclose previously, and which would have had a material impact upon the investigation previously undertaken;
  3. the decision reached was unreasonable based on the information that had been available to ACM when the case was considered,

they can request a review of the outcome of the investigation carried out by ACM, by completing a CPULR form (Collaborative Partner University Level Review).

2.14 The student is expected to submit the CPULR form and all supporting documentation within 21 working days of receiving written confirmation from ACM of the final outcome of ACM’s investigation. The CPULR form must be submitted to the Director of Affairs at Middlesex University.

2.15 The receipt of the CPULR form will normally be acknowledged within 7 working days, and ACM will be informed of the nature and substance of the complaint.

2.16 The CPULR form will be reviewed by the Director of Student Affairs or nominee. The University review will consider whether a) there has been a procedural irregularity in the investigation of the complaint by ACM, or b) any new evidence has come to light which would have had a material impact on the investigation. Discussion may be held with the student and/ or subject of the complaint and with members of staff involved in ACM’s investigation process.

2.17 Where possible, reviews should normally take no more than 21 working days to investigate from the acknowledgement being sent. The Director of Student Affairs or nominee will establish appropriate timescales based on the nature and complexity of the case. These timescales should be communicated to the student and the student kept informed of any changes.

2.18 The Director of Student Affairs or nominee will inform all parties of the proposed outcome of their investigation and give all parties the opportunity to comment. Following consideration of any comments, the Director of Student Affairs or nominee will communicate the outcome of the review, with reasons and in writing, to all parties within 21 working days.

Stage 4: (HE students only)

2.19 When the review has been concluded, the student will be issued with a Completion of Procedures (CoP) letter. Following this, any student who is dissatisfied with the final decision on their case may be able to apply to the Office of the Independent Adjudicator (OIA) for Higher Education. Information and eligibility rules are available at: www.oiahe.org.uk.

University of the Arts London (UAL) Provision (FE)

2.20 This section applies to students on Level 2 and Level 3 provision at ACM Guildford and ACM Birmingham whose complaints relate to their course/ award.

2.21 UAL will onIy consider a complaint from a student at a partner institution in circumstances where a student feels that there was a material or procedural error in the operation of ACM’s procedures, and the University Secretary and Registrar considers it fair and reasonable in all the circumstances to permit the complaint.

2.22 Students can find further information on UAL’s complaints procedure on their website (click here).

East Surrey College (FE)

2.23 This section applies to students on Level 2 and Level 3 provision at ACM Guildford and ACM Birmingham whose complaints relate to funding.

2.24 Details on East Surrey College’s Concerns and Feedback procedure can be found on their website (click here).

Groups of Complainants

2.25 
ACM recognises that students may wish to lodge complaints collectively. In such instances students are asked to nominate one spokesperson with whom ACM staff will liaise to address the complaint. The spokesperson should endeavour to gather the views of all of the students who wish to lodge the complaint. If Stage 1 does not satisfactorily address the complaint, the spokesperson should complete a written explanation of the complaint (either a report or via the Student Complaints Form), which should be agreed by the entire group before submission. Students may opt to have their elected Student Representative act as spokesperson for the group.

Student Progression

2.26 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.

Student Progression

2.27 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.
  1. POLICY OWNER

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

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

  • Quality Assurance
  • Head of Student Services
  • Registry Manager
  • Senior Management, including Executive Senior Management
  1. SUPPORTING INFORMATION

4.1 Internal Documents

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

4.2 External Documents

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

Version:                      3

Approved on:             February 2020

Approved by:             Executive Committee

Download:                 Procedure 003 Complaints 2020 V3

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: Additional Needs and Disability

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Policy 009: Additional Needs and Disability

  1. PURPOSE

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

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

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

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

 

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

 

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

 

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

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

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

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

  1. POLICY SCOPE

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

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

  1. RELATED POLICIES

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

Associated policies include:

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

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

 https://www.acm.ac.uk/wp-content/uploads/2019/05/ACM_Guildford_Ltd_APP_2019-2020_V1_10067853.pdf

  1. POLICY OWNER

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

  1. DEFINITIONS

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

  1. PROCEDURES

Admissions Arrangements

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

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

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

Specialist Support

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

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

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

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

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

Facilities

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

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

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

Allocation of resources

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

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

Identification of needs

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

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

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

Access to the Curriculum

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

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

Evaluating the success of provision

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

Complaints

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

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

  1. EXHIBITS/APPENDICES/FORMS

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

  1. SUPPORTING INFORMATION

There is no further supporting information relevant to this Policy.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download 009 POL_009_Additional Needs and Disability_200907

Policy 010: Safeguarding

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Policy 010: SAFEGUARDING POLICY

  1. PURPOSE

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

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

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

  1. POLICY DETAILS

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

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

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

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

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

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

2.6 All visitors, guests and contractors etc. are required to register at the Campus Reception on arrival. They will be issued with, and must display at all times, a Visitor Pass and are required to return it on leaving the premises.

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

2.8 The safeguarding team is responsible for responding to safeguarding disclosures under the direction of the DSL. Such actions may include, referring allegations to the relevant investigating agencies such as Local Council, Police, Channel; Attending Child In Need meetings and Child Protection conferences.

  1. POLICY SCOPE

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

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

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

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

  1. DEFINITIONS

Safeguarding: Safeguarding is the action that is taken to promote the welfare of all people and protect them from harm.

Abuse:  any action that intentionally harms or injures another person

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

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

LADO: Local Authority Designated Officer

  1. PROCEDURES

The procedures that accompany this policy can be found at acm.ac.uk/policies.

  1. EXHIBITS/ APPENDICES/ FORMS

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

  • Keeping Children Safe in Education (DfE, 2020)
  • Working Together to Safeguard Children (HM Government, 2018)
  • What to do if you’re worried a child is being abused (DfE, 2015)
  • The Prevent Duty (DfE, 2015, updated 2019)
  • Child sexual exploitation; definition and guide for practitioners (DfE, 2017)
  • Sexual violence and harassment between children in schools and colleges (DfE, 2018)
  • The Children Act 2004 (with later amendments),
  • Safeguarding Vulnerable Groups Act 2006,
  • The Sexual Offences Act 2003,
  • Guidance for English Higher Education Institutions (HEIs) (DIUS, 2007);
  • Protection of Freedoms Act 2012;
  • Children and Families Act 2014;
  • Care Act 2014;
  • Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers (HM Government, July 2018)
  1. SUPPORTING DOCUMENTATION

There are no further supporting documents to this Policy.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      5.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:     August 2021

Download: 010 POL_010_Safeguarding_200907

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

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Policy 012: LEARNING, TEACHING, ASSESSMENT AND ATTAINMENT

  1. PURPOSE

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

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

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

  1. POLICY DETAILS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2.15 ACM Learning Resources and Library have been developed to support the five core development pathways outlined in 2.11 and all of the validated programmes. ACM aims to provide dedicated study space on each of our campuses and access to a wholly digital collection of resources which encompass relevant academic and professional fields.

  1. POLICY SCOPE

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

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

  1. RELATED POLICIES
  • Student Engagement and Participation
  • Additional Needs and Disability
  • Reasonable Adjustments
  • Extenuating Circumstances
  • Safeguarding
  1. POLICY OWNER

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

  1. DEFINITIONS

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

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

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

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

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

  1. EXHIBITS/APPENDICES/FORMS

There are no relevant exhibits, appendices or forms related

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 012 POL_012_Learning Teaching Assessment and Attainment_200907

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. It is expected that admission onto ACM’s Degree programmes will be subject to students admitted at a minimum age, upon enrolment of:

Level 0: 17 years

Level 4: 18 years

Applicants

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

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

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

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

Entry Requirements

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

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

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

Selection of applicants

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

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

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

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

Auditions/Videos and Interviews/Telephone Interviews

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

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

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

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

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

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

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

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

Consideration of Applications

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

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

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

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

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

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

Criminal Convictions

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

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

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

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

Staff Development and Training

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

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

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

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

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

‘Clearing’

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

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

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

Deferred Entry

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

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

Registration

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

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

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

Provision of Information

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

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

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

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

Allocation of Scholarships and ACM Bursaries

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

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

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

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

Recruitment

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

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

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

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

Data Protection

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

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

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

Moderation of Applications

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

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

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

Complaints relating to admissions decisions

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

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

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

3. Responsible Parties

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

  • Admissions Manager

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

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

4. Reference Points

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

 

  • 2. External:
  • Middlesex University Regulations, B: General Regulations for Admissions
  • UALab Admissions Policy
  • 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:                      1.2

Approved on:               23 Aug 2018

Approved by:               Academic Board

Next Review:                01 Aug 2020

Download POL_015_Admissions_180823

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

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

Policy 017: FINANCE

  1. PURPOSE

1.1 This policy outlines the arrangements for collection of student fees and charges. It covers sanctions which may be used in relation to students with overdue debts and is designed to ensure that all students are treated fairly, equitably and reasonably.

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

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

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

  1. POLICY DETAILS

Tuition fee charges

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

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

2.3 Tuition fees may increase for every new academic year for the duration of your course dependent on government policy and to take into account inflation and other costs. Therefore, students may be charged different fees for subsequent years of their chosen programme of study

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

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

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

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

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

Tuition Fee payment types.

2.9 There are three tuition fee payment types:

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

(b) Part-funded by student loan, and part self-financing – student loan only covers part of the tuition fee and student is self funding the remaining element.

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

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

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

Tuition Fee Liability

2.12 Students (or their parents or legal guardians for those students under the age of 18) become liable for the payment of the Annual Tuition Fee 14 days after the course start date or 14 days after enrolling onto the programme and therefore signing the terms and conditions, depending on whichever date is later.

2.13 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 Fee Schedule sent to each student following acceptance onto a programme of study.

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

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

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

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

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

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

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

Fee Liability and Change of Circumstances

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

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

2.24 The fee schedule for the relevant academic year confirms a student’s individual fee liability based on the date of withdrawal or interruption.

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

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

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

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

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

Fee waivers, Scholarships and Bursaries

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

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

Debt policy and procedures

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

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

2.35 Students who are unable to pay any fees or charges by the appropriate due date are encouraged to contact studentfinance@acm.ac.uk at the earliest opportunity, as help may be available. ACM will be sympathetic and assist where it can, however the quality of teaching is dependent upon funding and so it must act to recover all outstanding debts.

The Student Finance Team will be able to give advice on sources of funding available including Hardship loans.

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

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

Termination for non‐payment of tuition fees

2.37 Students who fail to pay their tuition fees or provide confirmation of sponsorship will be de‐registered at the end of learning week six. The option to pay by instalments available at the start of the academic year may no longer be available.

2.38 After the first six weeks of the course, should a student fall more than 2 months overdue on their tuition payments, ACM will start the de-registration process. The option to pay by instalments available at the start of the academic year may no longer be available.

2.39 Any student who has been deregistered will be required to pay the annual tuition fee in full plus a late payment charge in order to be reinstated. Students who fail to pay the second or any subsequent instalment within 3 months of the due date will also be subject to termination.

Late payment charges

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

Financial Holds

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

Hold severityEffects of holds
Overdue debt AThere is a financial obligation to ACM. Payment or proof of sponsorship must be provided. No restrictions are applied.
Overdue debt BYou will not be able to re‐enrol, change modules or module components, apply for a new programme
Overdue debt CIn addition to the above restrictions you will not be able to view your final assessment and grade results, and progressions and programme results.
Overdue debt DIn addition to the above restrictions you may be denied access to ACM. You will not be able to graduate if you have outstanding debts.
Deregistration HoldYou have been deregistered from ACM and are therefore no longer an ACM Student and should not be attending lectures, tutorials etc.

Returning students with debt

2.42 Students with outstanding debts from a previous academic year may not be permitted to re‐ enrol. All debts should be paid in full ahead of the following academic year.

External debt collection agencies

2.43 ACM reserves the right to refer debt in respect of any alumni or ex‐student to an external debt collection for recovery. 

Refunds

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

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

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

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

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

2.49 For the purposes of tuition fees, only monies paid to ACM will be refunded. Any scholarships or fee waivers awarded by ACM will be excluded from any refund.

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

Anti money laundering regulations

2.51 ACM will not accept any payment from persons or organisations unless they relate to a valid charge, levied or impending. This is to comply with UK Money Laundering regulations. Any suspicious payments and or refund requests may be reported to the appropriate regulating body.

2.52 ACM will not accept Tuition Fee payments in cash to ensure compliance with the UK Money Laundering regulations.

Library Charges, Materials and Other Equipment

2.53 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 are charged on items that are returned late.

Fee Complaints

2.54 Students who wish to dispute a debt must submit their dispute within 21 days of receiving a request for payment. The dispute must be in writing and forwarded to studentfinance@acm.ac.uk. Please include attachments of any supporting evidence. Any fee complaint will be handled in line with ACM’s Student Complaints and Grievances POlicy and Procedure.

  1. POLICY SCOPE

3.1 This Policy applies to students at ACM Guildford, ACM Birmingham and ACM London studying across all levels, less the exceptions outlined below.

3.2 This Policy does not apply to students studying at Level 2 or Level 3 who are aged 18 or under on the start date of their programme, and are eligible for UK government funding for FE programmes.

3.3 This Policy does not apply to students studying at Level 2 or Level 3 under an Educational Health Care Plan (EHCP) for which they are eligible for UK government funding.

  1. RELATED POLICIES
  • Withdrawal Interruption and Internal Transfer Policy
  • Refunds and Compensation Policy
  • Student Protection Plan
  1. POLICY OWNER

5.1 This Policy is under the responsibility of the Academic Board. The responsible committee will ensure the cyclical review of this Policy is carried out under ACM’s Quality Assurance Framework. The Academic Board delegates operational responsibility of this Policy to ACM’s Finance and Registry departments.

  1. DOCUMENT HISTORY AND NEXT REVIEW

Version:                      2.0

Approved on:               07 September 2020

Approved by:               Integrated Executive

Date of next review:    August 2021

Download: 017 POL_017_Finance_200907

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’s Approach

2.1 All students and staff have the right to participate without fear of intimidation, harassment and threatening or extremist behaviour. The key factor for the preservation of academic freedom is tolerance and a respect for diversity. Intolerance involves behaviour motivated by prejudice or hatred that intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence. ACM has a duty of care to all of its students and staff.

2.2 ACM values the opportunities presented by external speakers for students and staff to experience diverse opinion and to enter into debate. This is seen as an essential part of both personal, professional, and academic development.

2.3 ACM values the tradition of academic freedom and holds that no subject or belief should be excluded from reasonable, constructive discussion and debate. ACM values freedom of opinion and speech but recognises that, in the interests of the whole learning community, this must exist within formal guidelines.

2.4 ACM recognises and supports moral and legal frameworks of the society and community within which it works.

2.5 ACM will not accept the use of language by external speakers that offends and is considered to be offensive or intolerant. Specifically, this means offensive, misogynistic, misanthropic, sexual or racist language irrespective of context. Direct attacks on any religions or beliefs are not condoned.

2.6 ACM will not tolerate any person who intentionally demeans individuals and groups defined by their ethnicity, race, religion and/or belief, sexuality, gender, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably, fear harassment, intimidation or violence.

Booking an External Speaker

2.7 Anyone organising an event must follow the process detailed below.

2.8 The majority of external speaker requests will be straightforward and can be handled entirely at a local (departmental) level. In these cases, following the steps outlined in the “Local assessment of proposed external speaker(s)” below will suffice. However, some requests may be complex and may require referral for further consideration. The “referral process” will only apply in a minority of circumstances – to events or speakers deemed to be higher-risk.

2.9 All requests for an external speaker are to be submitted by the event organiser making the request using the appropriate form to the Industry Link team at least ten working days before the planned event.

2.10 A transcript of the intended talk must be provided, where requested, and a written undertaking to abide by the provisions of this policy and to uphold the ACM policy on Equality and Diversity. Requests that do not comply with this provision will be refused. If the risk is considered medium to high risk a transcript must be attached to the External Speaker Submission Form.

2.11 ACM reserve the right to require references for the proposed speaker and also to refuse permission for the speaker to visit ACM. A refusal is final.

2.12 An appropriate member of staff will be present at all talks to monitor any concerns.

2.13 Speakers must be informed that all such events may be recorded/filmed by ACM. These recordings are for future reference and marketing purposes associated to ACM and to prevent the abuse of trust.

Assessment of Proposed External Speaker(s)

2.14 Prior to the confirmation of any external speaker, the event organiser will be responsible for assessing the speaker against the following set of questions:

Question 1: Has the speaker previously been prevented from speaking at ACM or another college or University or previously known to express views that could place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 2: Does the proposed title or theme of the event present a potential risk that views/opinions expressed by speakers may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

Question 3: Is the proposed speaker/theme likely to attract attendance from individuals/groups that have previously been known to express views that may place at risk public order and safety, or represent a breach of law and breach of the External Speaker Code of Conduct.

If the answer to all three questions is NO:

The event organiser can confirm the external speaker and book them to speak at their event or activity. It is required that the external speaker is sent the External Speaker Code of Conduct and Declaration Form to sign before the event takes place.

If the answer to any of the questions is unclear:

The event organiser must seek guidance from their line manager and respective Campus Head of Education, whose responsibility will be to further review the speaker(s) against the questions above and information submitted via the ACM External Speaker Submission Form.

If the answer to any of the questions is YES:

It is the responsibility of the event organiser to refer the External Speaker Submission form to the Director of Creative Industry Development. Where there are Prevent Related concerns the submission form shall be also sent to the ACM Prevent Lead. The ACM Prevent Lead will seek advice from the Regional Prevent Coordinator before reaching any decision.

Process for Assessment and Referral

2.15 The event organiser should use the External Speaker Submission Form to detail the event and review potential risk.  In the case of referral the form should be submitted to the Director of Creative Industry Development and ACM Prevent Duty Lead with any other information as available.  Where appropriate ACM will seek the advice of external agencies as to whether a particular event should take place.

3. Management of External Speakers

3.1 Any external speaker or event to be hosted by or at an ACM campus must be aware of, and comply with the ACM External Speaker Code of Conduct. It is the responsibility of the person organising the event to ensure that the speaker receives the ACM External Speaker Code of Conduct and has their attention drawn to its contents, and the declaration form is signed and returned for central keeping by the Industry Link Team.

4. Responsible Parties

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

  • Director of Creative Industry Development

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

  • Prevent Duty Lead (currently Head of Quality and Student Experience)
  • Industry Link Team
  • Executive Council
  • Education Executive
  • Campus Heads of Education
  • Human Resource Department
  • Designated Safeguarding Lead

5. Reference Points

5.1 Internal:

  • The Prevent Policy
  • External Speaker Submission Form
  • External Speaker Code of Conduct and Declaration Form
  • Safeguarding Policy
  • Safeguarding Procedure
  • Critical Incident Policy
  • Equality and Diversity Policy
  • Health and Safety Policy
  • Staff Disciplinary Policy
  • Acceptable Use of IT and E-Safety Policy

5.2 External:

  • The Prevent Duty
  • The Charity Commission: Safeguarding children and young people
  • Higher Education and Research Act 2017
  • Safeguarding Vulnerable Groups 2006
  • Protection of Freedoms Act 2012
  • Working Together to Safeguard Children 2015
  • Keeping Children Safe in Education 2015
  • Safe Campus Communities (http://www.safecampuscommunities.ac.uk/ )

6. Date of Approval and Next Review

Version:                                     1.2

Approved on:                            22 Aug 2018

Approved by:                            Academic Board

Next Review:                            01 Aug 2019

Click to download this policy

The .pdf version of this policy linked above contains the External Speaker Submission form.

External Speaker Code of Conduct

1. Introduction:

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

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

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

2. Freedom of speech:

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

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

3. Conduct 

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

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

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

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

4. Segregation

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

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

5. Date of Approval and Next Review

Version:                        1.2

Approved on:               22 Aug 2018

Approved by:               Academic Board

Next Review:               01 Aug 2019

Download this code of conduct

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

 

 

 

 

 

 

 


 

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 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

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

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.