Governance and Policies

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Investment policy

The College’s Investment Policy appears below. It was revised in February 2019.

DARWIN COLLEGE CAMBRIDGE INVESTMENT POLICY

STATEMENT OF PRINCIPLES

A Introduction

In accordance with the terms of Statute XV, the control of the financial affairs of the College is vested in the Finance Committee, subject to the legal responsibilities of Trustees on College Council, and oversight by the Governing Body. The Committee comprises the Master, Vice-Master, and Bursar ex-officio, and three other Fellows; the DCSA Treasurer is invited as an observer for unreserved business. At least biannually, the Finance Committee, reinforced by 3-4 external members with relevant investment expertise, meets as the Finance (Investments) Committee.

The College’s financial investments are comprised of its invested endowment and the proceeds of private placings (unsecured long term debt obligations), which have been invested pending their deployment on projected capital projects. The investments are managed in separate portfolios.

The College, on the advice of the Finance Committee, may decide at its discretion to appoint one or more fund managers. The Finance (Investments) Committee meets to receive and consider the investment managers’ reports, and reports to the Trustees on College Council, and to the Governing Body. The Finance (Investments) Committee is responsible for decisions on asset allocation and may, on occasion, direct the selection of specific individual stocks and other investments.

The College is a permanently endowed charity and adopts a long-term time horizon when making investments, save in connection with the two private placement portfolios, where it is expected that the funds will be needed in the short to medium term for investment in income generating student accommodation.

B Investment Objective

The College’s principal investment objective for all its portfolios is to grow the investment portfolios over time, observing the progressive stance of the College to risk while maintaining diversification so as to limit the risks from any particular market investment.

C Environmental Social and Governance (ESG) considerations

The College Trustees have, as a matter of principle, and endorsed by the Governing Body, decided that the College will not invest in entities where:

The investment may conflict, or be inconsistent, with primary aims, objectives and activities of the College;
The investment might alienate the College’s supporters or potential supporters;
The investment may be reputationally damaging;
The investment is considered by the Trustees to be unethical; or
The investment might otherwise hamper the work of the College.

The College will undertake the following particular ESG actions:

ESG Ratings Monitoring

The College will continue to require its investment managers to provide regular updates and a comprehensive annual report on the ESG ratings (using robust and objective metrics) of the College’s direct equity holdings, and will expect its investment managers to maintain or improve the overall average ranking of the College’s portfolios.

Climate change and sustainable development

The College recognises that climate change is a real and present danger, and encourages debate on the appropriate response by the College to the risks climate change represents. The College seeks to support sustainability, carbon reduction, the development of renewable energy sources, and action to mitigate the effects of adverse climate change.

The College Trustees have a legal duty to ensure that the College’s investment risks and returns are kept in balance, and that any risks that are financially material are taken into account. The Trustees therefore expect the Finance (Investments) Committee to ascertain where climate change presents a financially material risk in the College’s investments and to take appropriate investment/divestment decisions to address this risk.

The College’s policy incorporates a three tiered approach to tackling climate change through its investments:

Divestment

The College will maintain its existing position in not investing in the most carbon intensive fossil fuels – thermal coal and tar sands. It will progressively divest from its holdings in other fossil fuel companies, on a timescale which is based on a robust evaluation of the companies’ financial prospects, transition risk, and progress in shifting to renewables and work to enable carbon reduction, and which seeks to manage any diminution in income to the College.

Monitoring and engagement

The College will, through the ESG ratings monitoring referred to above, continue to monitor its investments for their environmental and climate impact.

The College will seek to use its influence, both as an academic institution and (through its investment managers) as an investor in companies which may be significant carbon emitters, to encourage and facilitate positive change.

Positive Investment

The College will give serious consideration to investing in dedicated ESG funds as these become more established and in other opportunities to invest in low carbon, sustainable, or renewable solutions to global energy needs.

Ethical screening

The College adheres to Charity Commission guidance on ethical investments, and the Trustees may from time to time when it is consistent with that advice, direct the Finance (Investments) Committee and the College’s investment managers not to make direct investments in specific companies. Such directions are in place prohibiting investment in tobacco companies, companies dealing in armaments with countries in which the UK government does not permit them to trade, and companies dependent upon pornography or child labour.

Pooled investments

The College will seek to extend the above ESG principles to its indirect holdings through pooled investment funds.

Last updated February 2019

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Freedom of Information

If you wish to make a request under the Freedom of Information Act 2000 or the Data Protection Act 1998, please make your request to foi@darwin.cam.ac.uk.

Darwin College Publication Scheme

Introduction

Darwin College makes information available to the public in accordance with the Freedom of Information Act. The classes of information in the publication scheme set out below follow the model prepared and approved by the Information Commissioner. This publication scheme should be read within the context of the University of Cambridge’s scheme, available at www.admin.cam.ac.uk/univ/information/foi . Information not included in the scheme may be requested in writing and the College will respond in accordance with the Freedom of Information Act.

The classes of information do not generally include:

Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure.
Information in draft form.
Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.

The publication scheme indicates what information it covers and how it can be obtained. Where it is within the capability of the College, information is provided on its website. Where it is impracticable to make information available on its website the scheme indicates how to obtain the information from the College by other means. Where an individual might not wish to access the information by the website it can be obtained by contacting the College FOI Officer.

Information will be provided in the language in which it is held or in such other language that is legally required. Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.

Material which is published and accessed on the College’s website will be provided free of charge. Charges may be made for information subject to the charging regime specified by Parliament. Charges may be made for actual disbursements incurred such as photocopying, postage and packaging, and the costs directly incurred as a result of viewing information. Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.

Charges may also be made for making datasets (or parts of datasets) that are relevant copyright works available for re-use. These charges will be in accordance with the terms of the Re-use of Public Sector Information Regulations 2015, where they apply, or with regulations made under section 11B of the Freedom of Information Act, or with other statutory powers of the public authority.

If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.

Information held by the College that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

Requests for Information

Please email foi@darwin.cam.ac.uk to make a request. You may also write to The FOI Officer, Darwin College, Cambridge, CB3 9EU. Please note that all requests must be made in writing and contain an email address or an address for correspondence. Please use your full name.

Please make your request as specific as possible. This Publication Scheme contains much useful information about the College and the way that it operates. You are advised to refer to this information before making a request as it may help you frame your request or even answer your question completely. The College may seek clarification of your request. If it needs to do this then the statutory deadline for reply will be extended until you supply this information.

If the request may take excessive resources of time to fulfil then the College may refuse it on the grounds that it exceeds the appropriate cost limit or reserve the right to charge for work over and above this limit. This can be avoided by making your request as specific as possible. The College will notify you and obtain your agreement before imposing any charges.

Some information is subject to exemptions under the Freedom of Information Act and we may refuse a request if we feel that the information is covered by one of these exemptions.

If you are not satisfied with our response you have a legal right to request an internal review which will be conducted by a senior college officer. You also have the right to refer the matter to the Information Commissioner’s Office if the College cannot resolve the matter.

Schedule of Information

Who we are and what we do

Darwin College is a College within the University of Cambridge with the power, subject to the Statutes of the University, to present candidates for matriculation by the University. It was founded in 1964 as the University’s first graduate-only College and the first College to admit both men and women. The College was granted a Royal Charter in 1976 and it is a Registered Charity (number 1141105). The College was founded without any religious affiliation, and it is situated in central Cambridge.

Darwin College is one of the larger Cambridge Colleges. It has 70 Fellows who hold faculty or research positions in the University and associated institutes, and about 700 students who come from the UK and some 70 other countries. Students study for PhDs and Masters Degrees in a wide range of disciplines. Darwin College fosters an informal and egalitarian atmosphere for this multi-disciplinary, international community. Students and Fellows meet and talk at academic gatherings and seminars, over meals and at social and sporting events. Students and Fellows are not segregated (there is no High Table) and students are members of many of the College’s governing committees. The College has since 1986 organised the annual Darwin College Lecture Series, a major event with eminent speakers giving public lectures every week of the Lent Term. The College community extends to over 10,000 alumni throughout the world.

Legal framework

Copies of the College’s Statutes and Ordinances are available in the above section “Statutes and Ordinances”.

A copy of the Charter of the College is available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk

How the institution is organised

The College is governed by consensus and consultation. Its pattern of governance is laid down in its Statutes and Ordinances. The Statues provide for the constitution and governance of the College, the duties and election to office of the Master, the election and admission to fellowships; the appointment and the duties of College officers. The Ordinances set out the procedures for appointment of officers and election of fellows as well as procedures for other college business. Authority is devolved among several College officers (Vice-Master(s), Bursar, Dean, College Secretary) and decision making is conducted through a number of committees.

The Master is the head of the College, elected by the Fellowship, and chairs the major College committees.

The Governing Body consists of the Master and the Fellows, except Emeritus and Honorary Fellows. The Governing Body is the main authority of the College and has power to amend statutes (with the agreement of the University and the Privy Council) and to make ordinances.

The College Council is the main operating committee of the College and meets twice termly. Its ex-officio members are the Master, Vice Master(s), Dean, Bursar, and Student Association President, with 4 other Fellows, elected to serve 3 years each, and 2 further students, elected annually by the student body.

The Visitor is an appointment made by Royal Charter to ensure that on the rare occasion when the College is unable to determine an issue, it can seek a disinterested opinion. The Visitor is the Lord Chief Justice of England.

Details of key officers and personnel with contact details including email addresses are available in the Fellows’ Directory and College Directory on this website.

Location and contacts

The address of the College is:

Darwin College, Silver Street, Cambridge, CB3 9EU, United Kingdom; Tel +44 (0)1223 335660

Details of key officers and personnel with contact details including email addresses are available in the Fellows’ Directory and College Directory on this website.

Student Activities

The Darwin College Students Association (DCSA) consists of all the students of the College on the register, excluding any who have given notice to the Dean of opting out of memberships of the DCSA. The DCSA elects its own officers for a term of a year. Officers of the DCSA sit on some college committees. The DCSA is an independent entity run by students and is not subject to the Freedom of Information Act. More information about the DCSA and clubs and societies within the DCSA can be found at http://dcsa.dar.cam.ac.uk/

The College’s code of practice under section 22 of the Education Act 1994 is available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk

What we spend and how we spend it

Financial information for the current and recent financial years is available on this website. Information for earlier years is available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk

Funding and income, budgetary and account information

The College is dependent on income from its endowment, from donations, the use of its facilities, as well as income from tuition fees, charges to members and accommodation fees.

Further details of charges made to students and other members for accommodation and meals can be found in the appropriate sections of this website.

The College’s statutory annual accounts, which contain details of the College’s income and expenditure, are published on this website with an accompanying annual report, and can be found in the section “Annual Trustees’ Reports & Accounts” above. They are also published annually within a special edition of the Cambridge University Reporter. See www.admin.cam.ac.uk/reporter

The College’s investment policy is available in the section “Investment Policy” above.

Financial audit reports

A report by the College’s auditors forms part of the College’s statutory annual accounts available in the section “Annual Trustees’ Reports & Accounts” above.

Capital programme

Details of capital projects in progress and planned are contained in the trustees’ report forming part of the statutory annual accounts available in the section “Annual Trustees’ Reports & Accounts” above.. Further information that provides specific details of the College’s future capital plans is likely to be exempt from disclosure as this would damage the College’s commercial interests.

Financial regulations and procedures

A summary of the College’s financial regulations and procedures is available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk .

Staff Pay and Grading structures

College staff are generally paid on the College’s own pay scale, a copy of which is available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk .

Register of suppliers

The College does not have an approved list of suppliers, but in order to obtain best value for money engages in various consortium purchasing arrangements. The details of those arrangements are not included in this publication scheme for reasons of commercial confidentiality.

Procurement and tendering procedures

The College is not a public authority under laws relating to tendering requirements. Its normal practice in relation to capital works is to procure them through a tendering process.

Contracts

The College does not publish details of its commercial contracts.

Research Funding

The majority of the College’s academic staff are supported through the University of Cambridge for research purposes. The College administers a limited number of research grants and also provides research fellowships. The Fellowships Committee is the college committee responsible for administering Research Fellowship competitions and reporting thereon to the Governing Body. Further detail of awards, scholarships and research fellowships may be found on this website.

What our priorities are and how we are doing

Strategy and performance

The College’s objectives, strategic and otherwise, are set out in its statutes which are available in the section “Statutes and Ordinances” above.

The performance of the College is reported on in the annual statutory reports and accounts available in the section “Annual Trustees’ Reports & Accounts” above

Assessments and reviews

The University is responsible for the academic assessment of students and their research. See www.admin.cam.ac.uk/offices/gradstud/ . External inspections and reviews (e.g. by the Office for Students or by UK Research & Innovation) are carried out in respect of the University rather than of the college.

How we make decisions

The section above entitled “Who we are and what we do” sets out the framework for decision making at the College. Further details about the corporate governance of the College can be found in the College’s statutory annual accounts available in the section “Annual Trustees’ Reports & Accounts” above. General Policy is determined by the Governing Body and the College Council and is implemented through committees, College Officers, and individual Heads of Departments. College committees, their remit and composition are set out in the College’s Statues and Ordinances are available in the section “Statutes and Ordinances” above. College departments are individually managed by Heads of Department who answer to the Bursar. Details of key officers and personnel are available in the Fellows’ Directory and College Directory on this website. There is representation of fellows, non-academic staff, and students on College committees.

Policies and Procedures

The College’s policies and procedures, and current written protocols for delivering its functions and responsibilities, include the following:

Procedures and policies relating to academic and student services

Policy statements relevant to student members and academic services are found on this website under “Governance and Policies” and “Study at Darwin”. The College’s Admission Policy can be found on this website under “Study at Darwin”. A statement relating to expected standards of conduct can be found on this website under “Current Members”.

Procedures and policies relating to human resources and recruitment

The College uses standard terms and conditions of employment where possible and has comprehensive policies relevant to staff maintained on an electronic register. These include policies on Equality and Diversity, Probation, Repeated Absence, Data Protection, References, Leave Carry-Over, Staff Meals, Jury Service, and Extra Holiday, copies of which are available free of charge on application to the Bursar at bursar@darwin.cam.ac.uk.

Code of Conduct for members of Governing Body

Policy statements relevant to fellows and trustees, including the policy for the management of conflicts of interest, are found within the College’s statutes and ordinances which are available in the section “Statutes and Ordinances” above.

Equity, diversity and inclusion

The College is committed to equal opportunities in its recruitment of Fellows, students and staff. Academic vacancies are advertised on the College’s website when they arise.

The College’s policy on Equity Diversity and Inclusion can be found in the section “Equity Diversity and Inclusion” below.

The College does not condone any form of racial, sexual or other discriminatory harassment and treats any such incident as a serious matter. The College’s policy on racial and sexual harassment can be found in the section “Racial and Sexual Harassment Policy” below.

Health and Safety

The College’s Health and Safety Committee meets regularly and reports to the Governing Body and College Council. Policies relevant to health, safety and welfare may be found on this website, including under “Current Members – General information” and “Accommodation”.

Estate Management

Information that provides specific details of the College’s future plans relating to its estate is exempt from disclosure where this would damage the College’s commercial interests.

The College’s Strategic Planning and Buildings & Grounds Committees meet regularly and report to the College Council.

The College’s policy on room allocation and waiting list can be found on this website under “Accommodation”.

Complaints policy

The College’s guidelines in relation to comments suggestions and complaints from students is available in the section “Comments, Suggestions and Complaints from Students” below.

Records management and personal data policies

Written records containing personal information are kept securely by the relevant College office. Historic records are retained in the College archives, details of which are available on ArchiveSearch.

 

Research policy and strategy

The College does not lay claim to the intellectual property of academics, and supports freedom of thought and speech.

Charging regimes and policies

Details of charges made to students and other members for accommodation and meals can be found on this website.

Details of the charges made for the provision of information included in this publication scheme may be found in the Introduction to this Publication Scheme.

Lists and Registers

The College is a registered charity under registration number is 1141105. Its registered details and filings can be found on the Charity Commission website at www.gov.uk/government/organisations/charity-commission.

The College is registered as a Data Controller under the Data Protection Act 1998. Its registration number and details may be found on the Information Commissioner’s website at www.ico.org.uk .

Some of the property that the College owns is listed with the Land Registry .

The services we offer

Darwin is a community of its members (Fellows, students, staff and alumni). Our website has information about the services we provide to our community

Research Fellowships

Please contact the College Registrar for further information.

Graduate students

Information about applying to be a graduate student can be found on this website under “Study at Darwin”.

Accommodation and related services

Information about the accommodation that we offer members can be found on this website under “Accommodation”.

The College offers meals to members and use of the college facilities. Further information can be found on the website under “Current Members”.

Conferencing and catering

We offer conferencing and catering facilities. More information can be found on this website under “Dine at Darwin” or by contacting the Catering Manager on catering.manager@darwin.cam.ac.uk

Job Opportunities

Job opportunities are advertised on this website under “Vacancies”

Archives

The College maintains archives cataloguing its history. Information can be accessed by contacting the College Archivist, archivist@darwin.cam.ac.uk

Last updated April 2021

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Equity, Diversity and Inclusion

EQUITY, DIVERSITY AND INCLUSIVITY DEVELOPMENT PLAN
October 2022

As a member of the Collegiate University of Cambridge, Darwin College is
committed, in its pursuit of academic excellence, to the following principles:

● Equity: the promotion of a fair community by offering equitable
opportunities and addressing different needs relative to the individual
● Diversity: a community that recognizes, values and champions differences
● Inclusivity: striving for a sense of belonging in the Darwin community for
all

Key Areas for Action
The following areas for action were unanimously endorsed by the Darwin College Equity, diversity and inclusivity (EDI) working group and approved by College Council in October 2022:

● Improving communication so Darwin College values are visible and support
is easy to find
● Augmenting the data we have so we can better monitor trends in relation to
EDI in Darwin College
● Reviewing recruitment, training, facilities and support to ensure Darwin
College values are enacted across College departments
● Endorsing positive action as a means to improve equity, diversity and
inclusivity within Darwin College
● Reviewing College policies and procedures, especially related to complaints, grievances and discipline
● Establishing an EDI Steering Group with oversight of the EDI development
plan, who can liaise with the ‘owners’ and report regularly to Darwin College
Council on progress

We embrace a view of equity, diversity and inclusivity as most relevant for our
community, satisfying, but not restricted by, the nine protected characteristics laid out in UK law (Equality Act, 2010). There are areas that may be relevant for equity, diversity and inclusion in the context of Darwin College, which are not legally protected characteristics in the UK. We also recognise that treating the characteristics separately does not account for intersectionality, which can be an important aspect of lived experience. Notably, the University of Cambridge and the UK Office for Students acknowledge certain flags for widening participation at postgraduate level based on traditionally under-represented characteristics in higher education (for example, first to attend University, care-experienced, etc). Another area where equity issues have been raised in the past among mature students/ the postgraduate population (at Darwin College and elsewhere) is having caring responsibilities (whether for dependents, elder family members, etc). With this in mind, we take a broad view of equity, diversity and inclusivity.

In particular, we need to think beyond numbers and more broadly about equity, diversity and inclusivity as being about experiences. Individuals from historically marginalised groups have voiced concerns that aggregate data do not reflect complexities and richness of identity. At the same time, administrative practice often pools across identity categories to avoid numbers of individuals who self-identify as being from such groups on application forms being so small. In the recommendations that follow from our work, it is clear that the College should not simply seek to increase the numbers of students, staff or Fellows expressing different identities. The focus should be on attracting a wide range of students, staff and Fellows as well as supporting them to be their authentic selves within our community.

The EDI Development Plan can be read in its entirety here.

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Freedom of Speech

The College’s Code of Practice on Freedom of Speech can be viewed here.

Comments, Suggestions and Complaints from Students

Overview

The College welcomes comments and suggestions from students about the services it provides. Students wishing to make a suggestion or comment about the College’s services, either academic or non-academic can do so informally at the point of service delivery, or by contacting the person in charge of the relevant area, or where it seems appropriate by raising the matter with their Graduate Tutor or a member of the Deanery.

Occasionally however, students may wish to make a complaint about the services they receive, and this document sets out the procedures for making a complaint to the College. The College anticipates that complaints will normally be dealt with informally in the first instance.

Students with a complaint should bring it to the attention of the College using the procedure outlined here as soon as possible following the occurrence of a problem and ideally within one calendar month. Many complaints can be dealt with quickly and effectively in this manner, without recourse to formal procedure. The College’s procedures have been developed with this in mind.

The College recognises that it has a duty to provide fair and objective procedures for examining and resolving complaints, and to ensure that its procedures are free from partiality arising from personal or institutional conflict of interest or other sources of bias. No student will be disadvantaged by having raised a complaint, but the College expects that students will not make frivolous, vexatious or malicious complaints. Students who are considering making a complaint may wish to seek help or advice from the persons listed in Annex 1 (below).

A student may of course wish to complain about a matter that is not within the control of the College but within that of another institution, e.g. the University or another College. In this case the first thing to do will be to identify the appropriate point of contact within the Faculty, Department or College, and you may either contact that person directly or your Graduate Tutor or ask the Dean to take up the matter on your behalf. If it is unclear to you where responsibility for the matter lies you may seek advice from any of the persons listed in Annex 1.

Examination Appeals

Students should be aware that a separate procedure exists for appealing to the University in a case where a student feels that he or she has been disadvantaged or unfairly classified in a University examination. Further information may be obtained from the Deanery.

Harassment and Sexual Misconduct

Students with a complaint relating to harassment of any kind or sexual misconduct should refer to the College’s Policy on Harassment and Sexual Misconduct found in the section below.

College Policy

Complaints on matters of College policy should be directed to the appropriate College committee (see Annex 2 below) through student representatives. These may be contacted through the Darwin College Students Association.

Confidentiality

Every attempt will be made to maintain the confidentiality of a complainant. However, where a complaint is of a personal nature against an individual, it is likely that the complainant’s identity would have to be revealed at some stage in all but the most exceptional cases in order for there to be a fair investigation. The College will endeavour to inform an individual complainant of the extent to which her/his/their identity is likely to be revealed at each stage of the procedure.

To assist in the process of auditing the quality of its services and responsiveness to student comments, suggestions and complaints, the College will monitor complaints. The College undertakes to respect the confidentiality of complainants in this exercise.

Informal procedure

Stage one: if you experience a problem with any service provided by the College or anything else within the control of the College, you should first raise the matter with the person actually providing that service. If informal discussion does not resolve the situation satisfactorily, you should approach the person in charge of that college service. You may do this directly or through the Dean or Bursar. A prompt response can be expected.

Stage two: in cases where you feel that the nature of the complaint is too serious to be dealt with informally by yourself, or where, after the relevant Head of Department/Service has been approached, a satisfactory conclusion has not been reached, a complaint should be made in writing to the Dean, who will acknowledge receipt and ensure that the matter is looked into as soon as possible. An initial response to any complaint can be expected within 7 days of its receipt, and a considered response should be received within one month, with any subsequent remedy implemented with the minimum of delay.

Formal complaints procedure

It is hoped that very few complaints would remain unresolved after this stage. However should this be the case, you can request that the Dean refers the matter to the Master who will through the College Council undertake an independent assessment of the case and come to a conclusion on the matter. A full and considered response to the complaint should be completed within one month and any subsequent remedy implemented with the minimum of delay.

If you are required to attend in person as part of the investigation into a complaint, you are entitled to be accompanied by a member of the College or University: this could be any Fellow, a fellow student including one of the officers of the Darwin College Students Association, or an officer of the Students’ Union.

In some cases the first stage of the informal procedure set out above may already involve the Dean as a Head of Department. Should the complaint remain unresolved at the end of that stage, or in the event that a complaint is against the Dean, the complaint should be put in writing to the Master who will appoint another senior member of the College to act in the place of the Dean.

Office of Student Conduct, Complaints and Appeals (OSCCA)

The Office of Student Conduct, Complaints and Appeals (OSCCA) is the University office which provides procedural advice, case handling and oversight of a number of University student procedures, including student discipline, complaints, examination reviews, reviews of certain decisions and capability to study. Further information is available on the OSCCA website. OSCCA provides an anonymous reporting form to enable any student to anonymously report inappropriate behaviour from staff, students or members of the University community, including harassment, bullying, discrimination and sexual misconduct.

Office of the Independent Adjudicator

If all internal procedures for reaching a solution to a complaint, a mechanism for further review is available through the Office of the Independent Adjudicator for Higher Education. Please see the Deanery for further details.

Annex 1: Persons from whom help may be sought

Help and advice may be sought from anyone; listed below are those contacts with a specific role to assist students.

  • The Dean of Darwin
  • The Bursar of Darwin
  • The Deputy Deans of Darwin
  • Graduate Tutors
  • Darwin College Students Association
  • Supervisor
  • Secretary of the Degree Committee or other Departmental Graduate Adviser
  • Board of Graduate Studies
  • Students’ Union

Annex 2: List of College Committees with Student Representatives

  • College Council
  • Finance Committee
  • Building and Grounds Committee
  • Estate Planning Committee
  • Meals Committee
  • Library Committee
  • Education & Research Committee
  • Information Services Committee

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Policy on Harassment and Sexual Misconduct

  1. Purpose and scope of this policy

Darwin College is committed to maintaining an environment for study, work and social life that is free from harassment, sexual misconduct, unlawful discrimination and other unjustifiable forms of mistreatment. The College seeks to foster mutual respect, dignity, equality of opportunity and consideration among all members of its community, including students, staff and Fellows.

Darwin College is committed to preventing sexual harassment in the workplace and to meeting its obligations under the Equality Act 2010, as amended by the Employment Rights Act 2025. The College will take all reasonable steps to prevent sexual harassment of its employees. The College will also take all reasonable steps to prevent relevant harassment by third parties and will not permit third parties to harass its employees, in accordance with the applicable statutory requirements

Harassment and sexual misconduct of any kind are unacceptable. The College expects all members of its community to take responsibility for their conduct, to consider the effects of their behaviour on others, and to contribute to preventing harassment and discrimination.

The purposes of this policy are to:

  • Inform all members of the College community of the College’s commitment to preventing and addressing harassment and sexual misconduct.
  • Establish a clear understanding of unacceptable behaviour and the circumstances in which it may constitute harassment or sexual misconduct.
  • Prevent harassment through identifying and mitigating areas of risk, staff training and clear reporting and monitoring.
  • Explain how individuals can seek support, report incidents and access formal complaint procedures.
  • Ensure that complaints are treated seriously, sensitively and fairly.
  • Promote equality of opportunity and protect the dignity and rights of all members of the College community.

This policy applies to educational, professional, residential and social activities associated with the College, including conduct occurring in person, online, through social media or through other forms of communication. It also applies to relationships in which a person holds authority or responsibility over another, including teaching, supervision, employment and other positions of trust.

The College will support and assist anyone who experiences harassment, sexual misconduct or assault. No individual should feel that they must tolerate unacceptable behaviour or that they are to blame for what has happened to them.

This document explains what to do if you or someone you know has experienced or witnessed harassment or sexual misconduct.

  1. What is harassment?

Harassment may be verbal, psychological, physical or non-verbal. It may occur in person, through written communications, on social media, on other online platforms or by any other means of contact. It may involve a single incident or a pattern of repeated behaviour.

The College defines harassment, consistently with the relevant University framework, as unwanted or unwarranted conduct towards another person that is perceived by the recipient as violating their dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment, provided that an average person, taking all the circumstances into account, would consider that perception reasonable.

Harassment may also include conduct that has the purpose or effect of unreasonably interfering with an individual’s work or education, adversely affecting their participation in College life, or creating an intimidating, hostile or offensive working, educational or social environment.

The intention of the person responsible is not decisive. Behaviour may constitute harassment even if the person responsible did not intend to cause offence or distress.

Harassment may be directed at an individual or a group. It can include belittling, degrading, upsetting, vulgar, insulting or insinuating comments or actions. Differences in attitude, experience or culture may contribute to misunderstandings, but they do not excuse conduct that amounts to harassment.

Harassment or bullying involving discriminatory language or behaviour will be treated particularly seriously. Discrimination relating to the protected characteristics specified in the Equality Act 2010 may include:

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

The College recognises that harassment can occur on other grounds or in other circumstances and that the examples in this policy are not exhaustive.

2.1 Sexual harassment

Sexual harassment includes unwanted conduct of a sexual nature that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment. It may also include conduct that treats a person less favourably on grounds of sex or subjects them to unjustifiable sexual attention.

Sexual harassment can include:

  • Unwanted sexual comments, jokes, remarks, innuendoes or gestures.
  • Sexually offensive comments about a person’s clothing, appearance or body.
  • Unwanted sexual advances, attention or requests for sexual favours.
  • The display or distribution of sexually explicit or offensive material.
  • Sexual behaviour that belittles, intimidates, humiliates or demeans another person.
  • Unwanted sexual communications or images, including those sent electronically.

Sexual harassment may cause offence regardless of whether offence was intended.

2.2 Racial harassment

Racial harassment includes conduct directed at a person or group on racial or ethnic grounds that causes offence, humiliation, intimidation or other adverse effects.

Examples include:

  • Derogatory name-calling, insults, verbal abuse or threats.
  • Offensive references to race, ethnicity, skin colour, nationality, national origin, culture, customs or dress.
  • Inciting or encouraging others to behave in a racist manner.
  • Physical abuse or provocative behaviour motivated by racial prejudice.
  • Ridiculing or undermining an individual or group on racial grounds.

As with other forms of harassment, the impact of the behaviour is relevant even if the person responsible did not intend to cause harm.

2.3 Harassment on grounds of sexual orientation or gender identity

Harassment on grounds of sexual orientation or gender identity is unacceptable. It may include:

  • Homophobic, biphobic or transphobic remarks, jokes, insults or threats.
  • Offensive comments about a person’s sexuality or gender identity.
  • Refusing to acknowledge a person’s gender or identity in a demeaning or hostile manner.
  • Threatening to disclose a person’s sexuality or gender identity without their consent.
  • Encouraging others to engage in prejudicial or discriminatory behaviour.
  • Conduct that unjustifiably pressures a person to conceal their sexual orientation or gender identity.

2.4 Other examples of harassment and bullying

Unacceptable behaviour may include, but is not limited to:

  • Online harassment through intimidating, offensive or graphic posts, emails, text messages, chat rooms or instant messaging.
  • Stalking, including following or watching someone without consent, spying on them, or repeatedly forcing contact through any means, including social media.
  • Controlling or coercive behaviour, including undue pressure to adopt a particular viewpoint or behave in a particular way.
  • Disparaging or ridiculing someone because of assumptions about their abilities, particularly in relation to disability.
  • Offensive references to a person’s socioeconomic circumstances, background, religion or beliefs.
  • Repeated unwanted approaches or contact, including behaviour that the person responsible believes to be flattering or desirable but which is unwanted by the recipient.
  • Abuse of authority or trust in a teaching, supervisory, employment or other professional relationship.

Behaviour that combines several of these features may be considered more serious. Conduct that appears minor when considered in isolation may amount to harassment or bullying when repeated.

  1. What is sexual misconduct?

Sexual misconduct includes, but is not limited to, the following conduct, whether it occurs within or outside a sexual or romantic relationship:

  • Engaging in sexual intercourse or another sexual act without consent.
  • Attempting to engage in sexual intercourse or another sexual act without consent.
  • Sharing, distributing or making available another person’s private sexual images or materials without consent.
  • Kissing without consent.
  • Inappropriately touching another person, including through their clothing, without consent.
  • Inappropriately exposing sexual organs to another person.
  • Making unwanted remarks or communications of a sexual nature.
  • Engaging in any of the above without taking reasonable steps to establish that the other person has the capacity to consent and has freely given consent.

Consent to one form of sexual activity does not constitute consent to another. Consent may be withdrawn at any time, and consent on a previous occasion does not establish consent on a later occasion.

Students and other members of the College community are expected to take responsibility for their own conduct. Being under the influence of alcohol or drugs will not, in itself, be treated as a mitigating factor in a disciplinary case.

Sexual misconduct may also constitute harassment and may, in some circumstances, amount to a criminal offence.

  1. Preventing harassment and sexual misconduct

The College seeks to foster mutual respect by encouraging all members of its community to remain aware of the effects of their conduct on others.

All College activities, including teaching, research, supervision, employment, accommodation and social events, are covered by the principles of this policy. No area of College life is exempt.

The College has developed risk assessments across its activities to identify and mitigate potential risks and their impacts. The College has also trained its staff in reporting and responding to reports of sexual harassment. The College also signposts advice and support resources, both through posters in College and on the website.

It is expected that members of the College community should:

  • Treat others with dignity, respect and consideration.
  • Refrain from unwanted, intimidating, discriminatory or sexually inappropriate conduct.
  • Respect personal boundaries, consent and individual differences.
  • Avoid abusing authority, professional status or a position of trust.
  • Challenge or report unacceptable conduct where it is safe and appropriate to do so.
  • Seek advice or support when they are concerned about their own behaviour or that of others.

Teaching and supervision arrangements rely on professional relationships between supervisors and students. Any abuse of authority or trust in these relationships, or in any other position held by virtue of College office or employment, will be regarded seriously.

The College may take appropriate steps to prevent harassment, address its effects and promote awareness of respectful conduct. Where appropriate, educational guidance or counselling may form part of its response, without replacing any necessary disciplinary action.

  1. What to do if you experience or witness harassment

Anyone who experiences or witnesses harassment or sexual misconduct is encouraged to seek support and advice as soon as they feel able to do so.

You do not have to confront the person responsible, make an informal approach or pursue a formal complaint if you do not wish to do so. Not confronting someone, or not reporting an incident immediately, does not constitute consent and will not, in itself, prejudice a subsequent complaint.

Depending on your circumstances, you may wish to:

  1. Seek advice and support. Speak to a Tutor, the College Head of Wellbeing, the Senior Tutor, the Head of HR or another trusted person.
  2. Consider an informal approach. If you feel safe and comfortable doing so, you may explain to the person concerned that their behaviour is unwelcome and ask them to stop. You may wish to have a friend or adviser present.
  3. Keep a record. If the behaviour continues, resumes or causes concern, record relevant incidents, including dates, communications, witnesses and the effects on your work, studies or social life. Retain relevant messages or other evidence where appropriate.
  4. Consider formal reporting. If the behaviour does not stop, if you do not feel able to approach the person, or if you believe the matter warrants formal action, seek advice from any of the people mentioned above.

It may be sensible to inform a trusted adviser before approaching the person concerned, particularly where there is a risk of counter-accusations, retaliation or further distress.

The College will seek to treat concerns sympathetically and confidentially, subject to the limits explained in this policy.

  1. Sources of support within the College

Members of the College may seek support within the College or from an external organisation. You may prefer external support if you do not feel comfortable speaking to someone who knows you or the person concerned, or if you would benefit from specialist assistance.

Seeking external support first will not, in itself, count against you if you later decide to make a formal complaint to the College or University.

The following College roles can provide advice, support or guidance on appropriate next steps. Current names and contact details should be obtained from the College’s official website or student and staff directories.

  • Your Tutor: Can provide confidential support, general advice and guidance on available reporting options.
  • The Dean (Senior Tutor): Has oversight of student welfare and pastoral provision and can advise on appropriate next steps.
  • The Human Resources team: Staff members may seek advice and support about workplace harassment, discrimination or misconduct.

You may contact an appropriate person by email to request a confidential discussion and suggest suitable meeting times. You may also ask a trusted person to accompany you to a meeting, where appropriate.

Anyone who witnesses sexual harassment or sexual misconduct is encouraged to report their concerns to an appropriate College contact.

6.1 Urgent and emergency support

If you need urgent assistance, the following options are available:

  • College Porters’ Lodge or duty staff: Contact the College’s current emergency or out-of-hours service.
  • Samaritans: Telephone 116 123, email jo@samaritans.org or visit www.samaritans.org.
  • NHS mental health crisis support in England: Telephone 111 and select the mental health option where available.
  • Emergency services: Telephone 999 if there is an immediate threat to life, serious injury or an emergency requiring urgent police or ambulance assistance.

If you are in immediate danger, prioritise getting to a safe place and contacting emergency services.

  1. Sources of support outside the College

The following organisations provide support, advice or specialist services. Availability and eligibility may vary.

7.1 General emotional and counselling support

  • Samaritans: www.samaritans.org — confidential emotional support, telephone 116 123.
  • Cambridge Nightline: cambridge.nightline.ac.uk — student support and listening services, subject to current availability.
  • University of Cambridge Counselling Service: www.counselling.cam.ac.uk — counselling and wellbeing information.

7.2 Sexual assault and sexual harassment support

  • University Sexual Assault and Harassment Adviser: The Harassment and Violence Support Service (HVSS) provides confidential practical and emotional support to students who have experienced:
    • sexual harassment, sexual violence or domestic abuse, with support from a Sexual Harassment and Violence Adviser (SHVA)
    • religious or racial discrimination or violence, with support from a Racial and Religious Discrimination Adviser (RRDA)
  • Cambridge Student Union Advice Service: studentadvice.cam.ac.uk — independent advice and guidance for eligible students.
  • Cambridge Rape Crisis: cambridgerapecrisis.org.uk — specialist support for people affected by rape, sexual abuse and sexual violence, subject to service eligibility.
  • SurvivorsUK: www.survivorsuk.org — support for men and other people affected by sexual violence.
  • The Elms Sexual Assault Referral Centre: www.theelmssarc.org — specialist care and support following sexual assault.
  • Galop: www.galop.org.uk — support for LGBT+ people affected by abuse, violence or hate crime.
  • University of Cambridge Breaking the Silence: breakingthesilence.cam.ac.uk — guidance and information about sexual misconduct and support.
  1. Reporting harassment or sexual misconduct formally

Anyone considering a formal complaint is encouraged to seek advice about the appropriate procedure. The correct route will depend on who is alleged to have engaged in the conduct and the nature of the complaint.

8.1 Complaints involving current Darwin students

Where a complaint concerns a current Darwin College student, the complainant should follow the  College procedures

Where a complaint concerns a student of another University of Cambridge College, the complainant may need to use that College’s procedures or an applicable University procedure. A Tutor or another designated support contact can help identify the correct route.

8.2 Complaints involving Fellows or staff

Where a complaint concerns a Professorial, Official or Research Fellow or a current member of College staff rather than a student, the matter should be referred to a College Officer (Master, Bursar or Dean (Senior Tutor)) or the Human Resources team.

The College will ensure that complaints are handled impartially and without conflicts of interest.

Where appropriate, the College will consider arrangements to prevent the complainant from being placed in an unsuitable academic, professional or social situation with the person concerned. These arrangements may include changes to teaching, assessment, supervision, reporting lines or contact arrangements, where practicable.

8.3 Complaints involving other individuals

Where a complaint concerns someone who does not fall within the categories above, the matter should be reported to your Graduate tutor, the Dean (Senior Tutor) or the Porters. This includes complaints involving Honorary, Emeritus, Bye Fellows and Alumni.

8.4 Fair treatment and protection from disadvantage

A student or staff member will not be disadvantaged simply for raising a complaint they genuinely believe to be valid. Complaints must be handled fairly, sensitively and without retaliation.

The College will seek to protect complainants and others involved from inappropriate contact or disadvantage while a matter is being considered. Where allegations are made, the person complained about must also be treated fairly and given the opportunity to respond in accordance with the relevant procedure.

Formal procedures will determine what action is appropriate, taking account of the available evidence and the applicable rules.

8.5 College and University disciplinary procedures

Information about University student complaints and disciplinary procedures is available through the University of Cambridge’s official student complaints  (OSCCA) website:  www.studentcomplaints.admin.cam.ac.uk

Some allegations may be too serious or complex to be dealt with under the College’s own procedure alone, or may require coordination with University or police investigations. The appropriate College officer should explain the applicable requirements and any limitations on the process.

Where a matter is also reported to the police, the complainant may still be able to raise it with the College or University. Appropriate precautionary measures may be considered while investigations are ongoing, in accordance with the applicable rules.

  1. Reporting to the police

Some conduct described in this policy, including sexual assault, rape, certain forms of stalking and harassment, and some hate crimes, may constitute criminal offences.

Anyone affected by a possible criminal offence may choose to report it to the police. A person may seek advice or support before making a report, and reporting to the police does not necessarily prevent them from also raising a matter through College or University procedures.

A report of rape or sexual assault can be made even if a considerable period has passed since the incident.

The following official resources provide information about reporting offences in the Cambridge area:

  • Cambridgeshire Constabulary — serious sexual offences and rape: www.cambs.police.uk
  • Cambridgeshire Constabulary — hate crime: www.cambs.police.uk
  • Cambridgeshire Constabulary — stalking and harassment: www.cambs.police.uk

The College encourages anyone who has experienced physical assault to seek help promptly. Following sexual assault or rape, medical care and specialist support may be important even if the individual does not wish to report the incident to the police.

The individual may ask a trusted College contact or another support person to accompany them when seeking help or making a report.

  1. Anonymous reporting and informal advice

Individuals may seek informal advice from a Tutor, Welfare Officer or another appropriate College contact without necessarily proceeding to a formal complaint.

Informal advice can help a person understand the available options, assess possible next steps and access support. A person may also seek support from an external organisation without first informing the College.

The University of Cambridge provides an anonymous reporting mechanism through its official student complaints website: studentcomplaints.admin.cam.ac.uk.

Anonymous reporting is intended to help the University understand patterns and the broader prevalence of harassment and misconduct. It may not lead to an investigation or action in relation to a particular incident, and it may not provide information to the College. The current terms of the University’s reporting system should be checked before use.

Anonymous reporting does not replace emergency assistance, a formal complaint or a police report where one is needed.

  1. Confidentiality and information sharing

The College will handle reports of harassment and sexual misconduct sensitively and will respect the privacy of those involved as far as reasonably possible.

Information will be shared only where necessary for appropriate support, risk management, investigation, disciplinary action or compliance with legal obligations and applicable procedures. Absolute confidentiality cannot be guaranteed in every circumstance, particularly where there are safeguarding concerns, a serious risk to an individual or a legal requirement to disclose information.

Before sharing sensitive information, College contacts should explain, as far as possible, how the information may be used and what the likely next steps are.

Where a person seeks informal support and does not wish to make a formal complaint, their wishes will be respected within the limits of the College’s legal, safeguarding and other applicable obligations.

  1. Responsibilities and implementation

All members of the College community are expected to assist the College in maintaining an environment free from harassment, sexual misconduct and discrimination.

The College will:

  • Make this policy accessible to students, staff and Fellows.
  • Provide clear information about support services and reporting procedures.
  • Respond appropriately to reports of harassment and sexual misconduct.
  • Seek to prevent further harm and remedy the effects of unacceptable behaviour.
  • Ensure that complaints are considered fairly and impartially.
  • Review its arrangements and update this policy when necessary.

Any member of the College community who has concerns about harassment, discrimination or the application of this policy is encouraged to seek advice from an appropriate College contact.

The College recognises that preventing harassment requires continuing attention, mutual respect and a willingness to address unacceptable behaviour.

  1. Workplace Sexual Harassment Prevention and Employer Responsibilities

13.1 Legal framework and commitment

Darwin College is committed to preventing sexual harassment in the workplace and to meeting its obligations under the Equality Act 2010, as amended by the Employment Rights Act 2025, and other applicable employment legislation.

The College will take all reasonable steps to prevent sexual harassment of its employees. The College will also take all reasonable steps to prevent relevant harassment by third parties and will not permit third parties to harass its employees, in accordance with the applicable statutory requirements.

This commitment applies to workplace activities, including teaching, research, administration, supervision, work-related travel, College events, work-related social activities and communications through digital platforms.

13.2 Risk assessment and prevention

The College will proactively identify, assess and address risks of sexual harassment. Risk assessments will consider the nature of the work, working relationships, the College environment, the activities undertaken and the circumstances in which staff may be exposed to harassment.

In assessing risks, the College will consider, where relevant:

  • The risks arising from interactions with students, Fellows, colleagues, visitors, contractors, suppliers, service providers and other third parties.
  • Work-related social events, hospitality, overnight activities and work-related travel.
  • The use of alcohol at College functions and other work-related events.
  • Power imbalances, including supervisory, managerial, academic and employment relationships.
  • Lone working, isolated working environments and situations where employees may have limited access to immediate assistance.
  • Online harassment, including inappropriate messages, video calls, social media activity and other electronic communications.
  • Previous complaints, reported incidents, informal concerns and relevant patterns of behaviour.
  • Barriers that may prevent employees from reporting concerns safely or confidently.

The College will implement proportionate preventive measures, assign responsibility for their delivery and review their effectiveness. Risk assessments will be revisited at least annually, and also whenever a significant incident, change in working arrangements or emerging risk indicates that a review is necessary. This duty may be delegated to the appropriate regulatory compliance committee which reports to the Trustees at College Council.

13.3 Training, awareness and responsibilities

The College will provide appropriate sexual harassment prevention training to employees and relevant training to managers, supervisors, Fellows and other individuals with responsibility for staff or the handling of complaints.

Training and communications will address:

  • What constitutes sexual harassment and how it may occur.
  • Consent, professional boundaries, respectful conduct and abuse of authority.
  • The importance of preventing harassment rather than merely responding after an incident.
  • How to report concerns, including confidential and alternative reporting routes.
  • How managers and designated contacts should receive concerns, respond sensitively and escalate matters appropriately.
  • The risks of harassment by third parties and the steps employees should take when incidents occur.
  • The prohibition of retaliation against anyone who raises a genuine concern or participates in an investigation.

The College will ensure that employees know where to find this policy and how to access support. Training will be reviewed and refreshed at least annually.

13.4 Harassment by third parties

The College recognises that employees may experience harassment from individuals who are not employed by the College, including students, visitors, contractors, suppliers, service users and other external parties.

The College will assess and address these risks and take appropriate preventive action. Depending on the circumstances, measures may include:

  • Clear standards of conduct for visitors, contractors and other third parties.
  • Appropriate contractual terms, codes of conduct and event arrangements.
  • Instructions to third parties about unacceptable behaviour.
  • Procedures for reporting, recording and responding to third-party incidents.
  • Escalation to the relevant organisation or the police where appropriate.

Employees will be encouraged to report third-party harassment without fear that they will be expected simply to tolerate the behaviour as part of their work.

13.5 Reporting and responding to concerns

The College will maintain accessible reporting routes so that employees can raise concerns with an appropriate person, including an alternative contact where their usual manager or reporting officer is implicated.

All reports will be taken seriously and handled promptly, sensitively and impartially. The College will consider the circumstances, the wishes and safety of the person affected, the risk of further incidents, and the need for appropriate investigation or other action.

Where appropriate, interim measures may be introduced to reduce risk while a matter is being considered. Such measures will be proportionate and will not automatically place the burden of managing the situation on the person who reported the harassment.

The College will explain the available options, including informal resolution where appropriate, formal procedures, external support and referral to the police where relevant. Informal resolution will not be imposed where it would be inappropriate or unsafe.

13.6 Protection against retaliation

The College will not tolerate victimisation, intimidation or retaliation against anyone who raises a concern in good faith, supports another person, acts as a witness or participates in an investigation.

Any alleged retaliation will be considered seriously and may result in separate disciplinary action.

October 2026

Darwin College guidance on and procedures for handling cases of harassment or sexual misconduct raised by one student(s) about another student(s).pdf

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Fellow, Staff & Students Relationships Policy

  1. Statement of Policy

1.1. Positive professional relationships between members of academic and non-academic staff and students are an essential part of supporting our students’ educational development and ensuring their welfare whilst at the College, and are required by the Office for Students as a condition of the University’s registration. However, when relationships between Fellows, staff and students become personal in nature, they may lead to actual or perceived imbalances of power or authority, accusations of bias or exploitation, and questions about the nature of consent.  This can undermine trust and confidence in the academic process, impair academic progress and negatively affect the welfare of the student.

1.2. To provide a positive, safe and supportive learning and working environment, this Policy sets out the College’s position on personal relationships between Fellows, staff and students, where these are of an intimate or close personal nature.

1.3. The Policy applies to all academic and non-academic members of staff, this includes Fellows in all classes, and Bye-Fellows, but particular provisions are set out for those members of staff who have direct or indirect academic responsibilities such as those providing direct academic (e.g. teaching) or pastoral care, or other direct professional responsibilities, in relation to a student (referred to as Relevant staff members).

1.4. Relevant staff members (including Fellows) are prohibited from pursuing or entering into an intimate relationship with any student for whom they have any direct or indirect academic responsibilities, or other direct professional responsibilities.  Failure to comply with this Policy will be considered as a disciplinary matter.

1.5. Relevant staff members (including Fellows) are strongly discouraged from entering into a close personal relationship with any such student for whom they have any direct or indirect academic responsibilities, or other direct professional responsibilities. When such relationships do occur, they must be declared so that an assessment can be made of any potential conflict of interest and influence.  Failure to comply with this Policy will be considered as a disciplinary matter.

1.6. Relationships that are coercive, exploitative or sexualised are always unacceptable and must not occur. All staff have a duty to behave appropriately towards students, to act with integrity in their work and to avoid placing themselves in positions of actual or perceived conflict.

1.7. Where an intimate or close personal relationship exists when a member of staff is appointed or when a student enrols at the College and the member of staff would ordinarily be a Relevant staff member to a student, it is the responsibility of the member of staff to inform the Dean in order that alternative arrangements can be made. Please refer to Section 6 of the Policy.

1.8. This Policy concerns consensual relationships between members of staff, or Fellows, and students; non-consensual behaviour (or allegations of behaviour where consent has been put into doubt) is covered at section 12 and in the College’s Bullying and Harassment Policy.

1.9. This Policy is accompanied by guidance to support the implementation of the Policy. The guidance includes further information to support staff-line managers, staff and students, including direction on staff and Fellows’ responsibilities for a student, managing a declaration of a close personal relationship and details of appropriate and inappropriate behaviours.

1.10. This policy is not contractual and may be amended from time to time, in light of changes in legislation or operational requirements.

  1. Purpose of this Policy

2.1. This Policy seeks to protect members of staff Fellows, and students from misconduct and allegations of actual or perceived conflicts of interest by providing a framework of guidance and regulations and by ensuring appropriate safeguards and processes are in place to prevent abuses of power and sexual misconduct.

2.2. In particular, the Policy aims to prevent intentional or unintentional conflicts of interest or abuses of power that may occur within seemingly consensual relationships between students and Relevant staff members and or Fellows. Students could potentially experience the negative effects of an inherent power imbalance, even where a Relevant staff member or Fellow does not seek to abuse their power. For example, a student may feel pressured to commence an intimate relationship with a Relevant staff member or Fellow, take such a relationship further than they might otherwise wish or not feel able to end such a relationship, on the basis that to do so may result in detriment.

  1. Who is this Policy for?

3.1. This Policy applies to all members of College staff (academic and non-academic) as defined in Section 5. This includes Fellows and Associate Fellows in all classes and categories.

3.2. This Policy does not apply to students. Their attention, however, is drawn to the Policy and the terms and requirements placed on members of staff as defined above.

  1. Roles and responsibilities

4.1. All members of staff and Fellows (as defined in Section 5) must act in compliance with this Policy.

4.5. All roles involved in providing direct guidance and support to members of staff and students are responsible for ensuring that information is handled confidentially. Further information is set out in section 14.

4.6. The Head of Human Resources and the Dean are responsible for ensuring that this Policy is maintained and that appropriate supplementary guidance is provided to support its use. They will also ensure that up-to-date records of declarations and conflicts of interests are maintained.

4.7. Heads of Departments are responsible for ensuring that members of staff within their teams are made aware of this Policy.

4.8. The HR Committee will periodically review disclosures within the institution relating to the Policy and any resulting protective actions and measures taken.

  1. Definitions

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

5.2. Adult at risk is someone aged 18 years or over who may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of themselves, or unable to protect themselves against significant harm or exploitation.

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

5.4. Grooming is when a person builds a relationship with a child, young person or an adult who is at risk so they can abuse them and manipulate them into doing things. The abuse is usually sexual or financial, but it can also include other illegal acts.

5.5. Heads of Departments includes Fellow and staff Heads of Departments.

5.7. Intimate relationship is a consensual relationship characterised by romantic, emotional, physical, and/or sexual intimacy, which may be conducted in person and/or online and/or via electronic or any other form of communication. This includes brief relationships and one-off occurrences, through to repeated sexual activity, marriage or life partnerships, regardless of gender, gender identity or sexual orientation.

5.8. Member of staff includes any academic (ie Fellow) or non-academic member of staff working for the College under a formal contract of employment or as a casual worker or any person to whom the College offers any of the privileges or facilities normally available to its employees (such as visiting academics) or any individual working for the College under a contract for services and/or in a self-employed capacity. Where postgraduate students work for the College in a supervisory capacity this Policy applies to them in that capacity as members of academic staff.

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

5.10. Responsibility for a student is defined widely and includes any teaching, professional, pastoral or administrative responsibility or authority over a student, whether temporary or permanent, whether formally conferred on or voluntarily assumed by the staff member and whether the responsibility arises in a University or a college context. This includes but is not limited to lecturing, teaching classes or seminars, overseeing projects or fieldwork, supervising, and setting and/or marking of examinations or other assessments of any type. It also includes acting as a mentor or college advisor.

5.11. For the purposes of this Policy, Sexual Misconduct means any unwanted or attempted unwanted conduct of a sexual nature and includes but is not limited to: (i) sexual harassment as defined by section 26(2) of the Equality Act 2010; (ii) assault as defined by the Sexual Offences Act 2003; (iii) rape as defined by the Sexual Offences Act 2003.

5.12. Student includes any person currently studying for an undergraduate or postgraduate qualification, or on any course arranged by or through the collegiate University, including visiting and exchange students, applicants, and offer-holders. It includes students from other Higher Education providers who are completing placements at the University. It covers all students who are registered for a course even if their status is suspended but does not include former students who have finished their courses, unless they are current applicants or offer holders for another University course.

5.13. A professional relationship is, in the context of the College, a relationship centred on the delivery of academic or educational services, and or the provision of support relating to welfare, wellbeing, other forms of pastoral care, or the provision of allied services such as accommodation, dining, etc. It includes the provision of guidance and mentorship where the academic (including research) development of a student is concerned. (See: Bull, A. et al. (2023) ‘Professional boundaries between faculty/staff and students in UK higher education: students’ levels of comfort with personal and sexualised interactions’, Journal of Further and Higher Education, 47(6), pp. 711–726. doi: 10.1080/0309877X.2023.2226612). Informal settings are not automatically un-professional, rather it is the purpose and nature of the interaction that is the primary feature. (See: Rupert, P.A. and Holmes, D.L., 1997. Dual relationships in higher education: Professional and institutional guidelines. The Journal of Higher Education, 68(6), pp. 660-78.

  1. Terms and Disclosure

6.1. With effect from the Policy commencement date: (i) Relevant staff members are prohibited from pursuing or entering into an intimate relationship with any student. Failure to comply with this Policy will be considered as a disciplinary matter. (ii) Relevant staff members are strongly discouraged from having any close personal relationship with any student and must declare if such a relationship has developed, is developing or appears likely to develop between them and any student. A failure to declare will be considered as a disciplinary matter.

6.2. With effect from the Policy commencement date Relevant staff members must not take on or assume a professional responsibility for a student: (i) with whom they are in an existing intimate relationship or with whom they previously had such a relationship; or (ii) with whom they are in any close personal relationship or with whom they previously had such a relationship without first declaring this to the Head of HR (non-academic staff) or the Dean (academic staff), to enable them to assess the risk of conflicts of interest and put appropriate measures in place as necessary. The Head of HR will report all disclosures made by non-academic staff to the Dean. The Dean will be responsible for retaining the records in accordance with the Colleges retention schedule

6.3. If at the Policy commencement date, a Relevant staff member: (i) is already in an intimate or any close personal relationship with any student; (ii) or has previously been in an intimate or any close personal relationship with any student: they should declare that relationship to the Head of HR (non-academic staff) or the Dean (academic staff) by 01/10/2026, even if the relevant responsibility for the student has ended.

6.4. If a member of staff is in an intimate or any close personal relationship with a student for whom they do not currently have any direct or indirect academic responsibilities, or other direct professional responsibilities, but where it would be reasonable to assume that the member of staff may in the future have responsibility for the student; the relationship should be disclosed to the relevant Head of HR (non-academic staff) or the Dean (academic staff) to assess the risk of any conflict of interest arising and put appropriate alternative and/or protective measures in place as necessary.

6.5. If it is found this Policy is breached unintentionally, for example where a member of staff is unaware that the other party is a student, and had no reasonable basis to suspect it, the member of staff should inform the Head of HR (non-academic staff) or Dean (academic staff) as soon as they become aware of the situation. If a member of staff is unsure whether a relationship with a student should be disclosed under this Policy, the member of staff should disclose it.

6.6. A declaration of any close personal relationship should be made using the Staff and Fellow Declaration form in the Supplementary Guidance.

  1. Close Personal Relationships

7.1 The College does not seek to discourage positive relationships between staff and students, and it may be appropriate for staff and students for whom they have responsibility to jointly participate in informal, social or leisure activities, providing careful consideration is given to potential conflicts, professional norms and boundaries and to how any such behaviour might be perceived.

7.2 Staff must be mindful of professional boundaries in all relationships with students and must act in a way which safeguards student welfare and ensures standards of academic integrity are upheld. Even where a staff member does not have and is not likely to have responsibility for a student, staff should be very aware of and consider the potential for an actual or perceived imbalance of power or authority, accusations of bias or exploitation, and questions about the nature of consent, before embarking on an intimate or close personal relationship with a student. The risks of such are likely to be heightened where there is a significant age difference between the staff member and the student; the student is an undergraduate; and/or the student is more vulnerable for any reason.

7.3 It is impossible to cover every potential situation which might involve, or be perceived to involve, transgression of the boundaries of professional conduct but any relationship which involves (or is perceived to involve) any of the following characteristics will be considered to do so and must be declared: (i) any form of dependence, whether emotional, practical, financial or otherwise, and whether the student appears dependent on the member of staff; or (ii) favouritism towards any student (which might include, for example, circumstances where a student is treated in a way that is exclusive or exceptional and not based on assessable merit).

7.4 If there is any uncertainty, the best course is to declare a relationship, or any interaction with a student that is of concern, so that appropriate measures (to protect both the student and the member of staff) can be considered.

  1. Relationships with students under the age of 18 or Adults at Risk

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

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

8.3. Anyone suspecting a member of staff of acting inappropriately towards a student or any other person under the age of 18 or an adult at risk should refer to the Safeguarding Policy and contact the Safeguarding Leads; currently the Dean and Bursar, who may contact the local authority designated officer and/or the Police.

  1. Relationships and the University

9.1. If a College Relevant staff member or Fellow is also undertaking duties for the University they are also subject to University policies, additionally or alternatively to College policies, depending on whether the professional connection arises in a University or College context, or both.

9.2. The Policy applies to Relevant staff members or Fellow of the College even where the responsibility for the student arose, arises or will arise solely in a University context; such as where the member of staff has a separate University contract of employment or other form of engagement.

9.3. Where a person is both a University staff member and a Relevant staff member or Fellow of the College, irrespective of any action the University may take, the College reserves the right to take action and/or put measures in place under this Policy and their College contract.

9.4. Where matters relating to this Policy cause any formal action to be taken by the College which may result in restrictions of the activities of the Relevant staff member or Fellow, details of those actions and/or restrictions will be reported to (any or all, as necessary) Colleges and the University in the interests of safeguarding student welfare and ensuring high standards of integrity and professional behaviour across the collegiate university. For further information on confidentiality, please see Section 14 below.

9.5. Where a College Relevant staff member or Fellow declares a close personal relationship, the member of staff or Fellow should also share that same information with their University Department and the College of the student by contacting their Senior Tutor. In those circumstances, should the relevant Department or College/s contact Darwin College for further information, the College will provide this on a need to know and confidential basis.

  1. Admissions and Recruitment

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

  1. Advice to Students

11.1. Students should be aware of the Policy and the terms and requirements placed on members of staff. Rules of Behaviour for registered students are set out in the student handbook.

11.2. If an intimate or close personal relationship has developed contrary to this Policy, even if it predates the Policy commencement date, and/or the student is not sure that the member of staff or Fellow has disclosed it, they are encouraged to advise their Head of Faculty/Department, the Dean or any other senior member of their College or School whom they feel able to approach. However, there will be no disciplinary consequences for the student if they do not do so.

11.3. The member of staff to whom the disclosure was made will be responsible for reporting the matter to the Head of HR or Dean to ensure that an appropriate risk assessment and resulting action is taken.

11.4. Students should particularly note the guidance and support available in any cases of non-consensual behaviour at section 12, and further sources of support at section 13. Regardless of whether a relationship has been disclosed, students are encouraged to seek support if they experience any inappropriate behaviour from a member of staff during that relationship.

11.5. Student behaviour/s towards members of staff or Fellows that could be interpreted as flirtatious or making advances towards a personal, particularly intimate relationship should, except for trivial cases, be reported by the member of staff or Fellow to the Dean. In this event, following consideration and if appropriate, discussion with the Office of Student Conduct, Complaints and Appeals, a record will be kept and measures may be put in place to separate and protect the parties or minimise the possibility of conflicts of interest, concerns or complaints over academic integrity or professional behaviour. Such records will be subject to the Colleges retention schedule.

11.6. Inappropriate behaviour by a student towards a member of staff, Fellow, or another student that amounts to sexual misconduct, physical misconduct or abusive behaviour, or otherwise breaches the Colleges’ Rules of Behaviour, may lead to action being taken under the Student Disciplinary procedure.

11.7. Students engaged in an arrangement in an external organisation must adhere to policies on personal relationships between members of staff, Fellows or other academics, and students within that organisation. However, if no Policy exists, the clauses in this section will apply.

  1. Non-Consensual Behaviour

12.1. If a student experiences inappropriate behaviour in breach of this Policy (see the Policy Supplementary Guidance), is involved in a relationship that they do not consider to be consensual, or if they consider that they have been adversely affected by a misuse of power, authority, or conflict of interest, they should raise a complaint through the Student Complaints procedure.

12.2. Support and advice can be accessed from the Harassment and Violence Support Service (HVSS), University Counselling Service or College welfare team. Students can also access external advice through the Student Advice Service or Student Support and are encouraged to access the support information on the Breaking the Silence website.

12.3. Staff and Fellows who experience inappropriate behaviour from and/or have a complaint against a student should contact the HR Team who will liaise with Tutorial and the Office of Student Conduct, Complaints and Appeals (OSCCA) to agree appropriate steps.

12.4 Support and advice for members of staff can also be sought from the HR department.

12.5. In such situations, measures may be put in place to separate and protect the affected parties or minimise the possibility of inappropriate behaviour or complaints, and, in serious cases, including where there has been a course of conduct over time, action may be taken under the Student Disciplinary procedure

  1. Further Support available

13.1. The College is committed to ensuring the welfare of and providing support for its staff Fellows and students and the following support resources are available.

13.2. Help for any student who has been subjected to sexual misconduct, including sexual assault or rape, is available through the University’s Breaking the Silence website. This includes details of services provided by both the University and external specialist organisations.

13.3. Information about sources of staff support is available from the HR team and includes counselling through Simply Health, the University Staff Counselling Service and Occupational Health Service as well as support for those who have experienced sexual assault and emergency support for staff in distress. Fellows can access support via the Vice Provost, and if affiliated with the University, may be able to access University academic staff support services.

13.4. Members of staff can also access support from their line manager, the HR Team, or Trade Unions.

13.5. Support for students is detailed on the student support webpages and includes the Harassment and Violence Support Service (HVSS), Office of Student Conduct Complaints and Appeals and Student Counselling centre.

  1. Confidentiality

14.1. Concerns raised under this Policy should be treated in confidence as far as that is reasonably possible and consistent with safeguarding the welfare of students.

14.2. Information about an intimate or close personal relationship between a member of staff or Fellow and a student may be placed on the member of staff’s HR file. Communications regarding measures put in place as a result of this Policy should, as far as possible, be neutral, limited to essential facts, and without details published of the situation that gave rise to them. Records will be treated as confidential and be kept no longer than necessary in accordance with relevant data protection principles and College retention schedule.

14.3. There may be circumstances (as outlined in section 9.4) where it will be necessary for the College to notify a member of staff’s (e.g. Fellow’ss) University Department. Consideration will be given to whether there is a potential risk to the student and/or other students arising from the nature of the allegations against the member of staff, the welfare of the student and the need to ensure that high standards of academic integrity and professional behaviour are maintained, while taking account of the data protection/privacy rights of the member of staff.

  1. Malicious or vexatious complaints

15.1. A malicious complaint is one that is made with the intention to intimidate, to lower the reputation of, or otherwise injure or harm a person, through knowingly providing false or misleading information or withholding information about an incident or issue.

15.2. A vexatious complaint is either one that is made with the sole or main intention to harass, annoy or subdue somebody, or one that is unreasonable, without foundation, frivolous, repetitive, deliberately burdensome or unwarranted.

15.3. If it is found that a person has made a complaint that is malicious or vexatious, the College may instigate a disciplinary process against them. Disciplinary action will not be taken, however, if the matter is mistaken or otherwise ill-founded but not malicious or vexatious.

  1. Failure to comply with this Policy

16.1. After the adoption of the Policy, Relevant staff members and Fellows should not pursue or commence an intimate relationship with a student. Should this occur, this will be a breach of the policy and the College will consider this through the staff disciplinary action, grievances and appeals procedures.

16.2. Failure on the part of a Relevant staff member or Fellow to declare an intimate or close personal relationship with a student will be a breach of the policy and the College will consider this through the staff disciplinary action, grievances and appeals procedures.

  1. Policy Review

17.1 This policy will be reviewed every 3 years.

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Prevent Duties

Since September 2015, all ‘relevant higher education bodies’ (RHEBs) including Darwin College have been subject under the Counter-Terrorism and Security Act 2015 (CTSA) to a statutory duty to have ‘due regard to the need to prevent people from being drawn into terrorism’, referred to as ‘the Prevent duty’ (or simply ‘the duty’ within this document) 2 . In fulfilling this duty, they must have particular regard to their existing duties to ensure freedom of speech and consider academic freedom. The OfS is responsible for monitoring this duty in the higher education sector in England.

Since 2019 Darwin College reports on an annual basis to the Office for Students where its compliance with its legal duty has been monitored and approved.

The use of Seminar rooms, the approval of External Speakers, events and publicity is guided by the College’s obligations under PREVENT.

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Fitness to Study Procedure

The College’s fitness to study procedure may be downloaded here.

The purpose of this document is to set out the procedures which the College follows when there are concerns about the fitness to study of one of its students. It outlines the steps to be taken by the College when there is concern that a student’s behaviour or health has the potential to disrupt or threaten the welfare or academic progress of the student himself or herself or of others in the academic community.

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Security Policy

The College has developed a Security policy which can be downloaded here

Its primary purpose so far as is reasonably practicable, is to provide a secure and safe environment for all Fellows, staff, students, visitors and contractors, whilst within, or situated on, College premises.

The Head Porter is operationally responsible for the effective operation and enforcement of the Security Policy and its procedures. Responsibility for security and personal safety rests with all persons who study, work, reside in, or visit the College. All members of the College community, visitors, guests and contractors should assist to ensure the success of this Policy.

This policy is reviewed annually.

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A policy was adopted in Easter term 2025 to provide safety guidance to members and visitors bringing children on site and set-out expected standards of behaviour of children in what is an adult study and research environment.

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Payment of College bills policy

Student Debt

The College is sympathetic to students experiencing financial difficulties. Students encountering financial difficulties should consult their Graduate Tutor as soon as possible – support is available.
Accommodation Charges

Accommodation charges are invoiced monthly or quarterly in advance (you may express a preference) by the Accounts Department and these are sent to your student email address. Accommodation invoices must be paid within 14 days of receipt unless otherwise expressly agreed in advance in writing. Failure to do so may result in a penalty charge (up to 1.5% per month) being made every 28 days on overdue accounts.

Any debts outstanding 28 days after the due date will be referred to the Head of Domestic Operations for action. If any accommodation charges remain outstanding at the start of the next calendar quarter, students may be given notice to leave College accommodation as detailed in the accommodation license agreement. Any student with outstanding debt will not be eligible to apply for any new accommodation term (e.g. continuing students will not be admissible for the ballot).

College Account – Meals / Formals / Photocopying / Keys, etc

Sundry charges are made monthly by statement and these are sent to your student email address. The outstanding amount must be paid within 14 days of receipt unless otherwise expressly agreed in advance in writing. Failure to do so may result in a charge (up to 1.5% per month) being made every 28 days on overdue accounts.

If College Bills remain outstanding at the start of the next term, relevant College facilities (e.g. Meals / Formals) may be withdrawn.

Academic Fees

Academic fees are determined by the University and then invoiced for the full academic year (or the portion of that year the student is present for) at the start of the term that the student arrives. Continuing students will be invoiced at the start of Michaelmas term for the upcoming year.

Based on information provided to the Accounts Department regarding the funding of academic fees, students who are fully or partially funded by sponsors (eg. University Dept. / Embassy / Cambridge Trust) will be invoiced directly for their portion of the fees. For students who are fully or partially self-funded, the students will be invoiced directly for the amount due from them. Payment of this is expected within 28 days of the invoice being issued unless an installment plan has been agreed in writing with the Accounts Department to settle the bill in termly or monthly installments.

Self-funded students whose fees remain unpaid at the beginning of the following term will be referred to College Officers for further action.

Persistent failure to comply with these regulations may eventually lead to the withdrawal of exam results, the inability to attend a Graduation ceremony, or (as per College Statute XVIII.7) the member’s name being withdrawn from the College Register and thus automatically from the University’s Register of Graduate Students. The date for the purpose of Statute XVIII.7 shall be the end of the term following the term in which such payment initially falls due.

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Accommodation assistance for disabled students

Darwin College is required to assist disabled students (as defined under the Equality Act 2010) in accessing and utilising all areas of the College, wherever possible and practicable, and should not charge for any additional costs which are related to such disability adjustments or provision. There is a legal duty to make “reasonable adjustments” for disabled students so that they are not put at a “substantial disadvantage” in accessing education when compared to students who are not disabled (Sections 20 and 91(9) of the Equality Act 2010).

Darwin College has transparent systems for calculating costs and for assessing eligibility for the required reasonable adjustments under the Equality Act, as well as general requirements of the “National Code” of ANUK (the Accreditation Network UK consortium, of which all Colleges are members), which contains a set of management standards relating student accommodation including specific requirements for disabled students, see: https://www.nationalcode.org/ and https://www.nationalcode.org/Handlers/Download.ashx?IDMF=c7384064-6926-432e-895e-1acb2b95571c

In gathering advice and evidence of the needs of an individual student, Darwin College will consider consulting:

a. the student themselves (as the person most likely to understand their practical requirements).

b. the University’s ADRC (noting that their advice, usually within a Student Support Document (SSD), will be limited to explaining the general requirements and not necessarily advising or advocating on any specific infrastructural solutions).

c. external or internal clinically-qualified advisers engaged by the College.

d. independent medical evidence (e.g. a GP, qualified clinician, occupational health service).

Students may be eligible to apply for some specialist equipment from DSAs (Disabled Students’ Allowances – see https://www.gov.uk/disabled-students-allowance-dsa – for UK students or from the University’s International Disabled Students’ Fund for international students). The ADRC should be consulted regarding eligibility in both cases. Otherwise, Darwin College will not pass costs of specialist equipment on to the student. (This arises from Section 20(7) of Chapter 2 of the Equality Act 2010, which states that an individual cannot be responsible for the costs of a reasonable adjustment.)

Darwin will not charge a disabled student a higher rate of rent because of the reasonable adjustments needed to accommodate them. The ANUK National Code of which Darwin College is a member, states its expectation that “charges for rooms adapted for use by students with disabilities do not exceed the ordinary average room rate charged by the educational establishment across its full range of rents” (although current legislation does not require this).  The methodology used by Darwin College to calculate the ‘ordinary average room rate’ will be to calculate the mean of all single occupancy rooms for the contract period owned and operated by Darwin College. To clarify, the room rates or rents for individual flats, studios or houses owned and rented by the College will NOT be included in the calculation of this average.

Darwin has a number of rooms located in several different buildings which may be accessible for those with disabled access requirements depending on the individual needs. Rooms with modifications for those with physical disabilities are located on the ground floor and may be en suite or have shared facilities. There is currently no step-free accommodation on the main College site.

Requests to bring a registered Emotional Support Animal (ESA) onto University and/or College property will not normally be granted but exceptional cases will be considered on a case-by-case basis.

Decisions to allow (or not to allow) an ESA onto University and/or College property will take into account relevant factors such as the reasons for the request and supporting medical evidence, the health, safety and welfare of members of and visitors to the University and/or the College, arrangements to ensure the health, safety and welfare of the ESA and of other animals, adequacy of training, insurance arrangements, the cost implications of any agreed arrangements and, where appropriate, laboratory requirements, licence conditions and any other relevant considerations. Any request to bring an ESA onto College property should be made in advance to allow the case to be considered. Any ESA which has not been through the process of approval will be subject to a request for immediate removal.

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Archives Policy

Contact information

Ms Jacky Cox
Darwin College
Silver Street
Cambridge Cambridgeshire CB3 9EU United Kingdom
+44 (0)1223 335683
archivist@darwin.cam.ac.uk

Status and Authority

The Darwin College Archives are administered by the College Archivist, who is appointed according to Darwin College Statute X. The Archivist shall be responsible to the Governing Body for the collection, maintenance and organisation of the College Archives.

Aims and Objectives

The purpose of the Darwin College Archives is to collect and preserve the institutional records of Darwin College, and the personal papers of individuals connected to the site before the College’s foundation, and to make them available for administrative and research purposes. The institutional records are a product of the principal functions of the College and include material relating to research, governance, finance, student life and public engagement. Personal papers of individuals connected to the site before the College’s foundation are collected and preserved to document its location and connections with previous residents, especially the Darwin family.

Acquisition policy

All records from internal sources, including administrative departments, College officers and student groups, are the property of Darwin College and are transferred to the archives when they are no longer in active use for administrative purposes. Records received from external sources are generally accepted as gifts. The Darwin College Archives does not ordinarily purchase records or accept collections on loan.

Appraisal, maintenance, and preservation

The Darwin College Archives will, in consultation with the transferring department when appropriate, appraise all potential transfers and gifts. Appraisal will take into account the relevance of materials to the Archives’ aims and objectives, the condition of materials, the amount of space the collection will require, and the Archives’ ability to appropriately care for the records in perpetuity. Records which are not selected for permanent preservation will, in consultation with the relevant departments or individuals, be either returned or destroyed.

Standards-based approaches to collection maintenance and preservation will be employed to the extent possible within the physical environment of the archival storage facility. Collections will be regularly assessed, and at-risk materials will be identified and considered for additional preservation or conservation measures. Material in at-risk and redundant formats, including magnetic tape and portable data storage devices, will be considered for data transfer or digitisation depending on the significance of the contents and the resources available to create surrogates.

Access

Darwin College Archives is committed to providing access to its collections for the purposes of teaching, research and administrative reference. Access to collections must be facilitated by archival staff and materials are not to be removed from the archival storage facility without the express consent of the archivist and appropriate documentation for legitimate purposes only, such as reproduction or display. Access to collections is subject to statutory and legal limitations relating to data protection and copyright restrictions under the 2018 Data Protection Act, the 2000 Freedom of Information Act, and relevant copyright legislation. Records containing personal and special category data under General Data Protection Regulations will be closed on data protection grounds while the named individuals are (or may be) alive. Restrictions may also be placed on uncatalogued records and donated material in accordance with donors’ wishes.

Policy review

This policy statement was approved by College Council on 18 October 2023. It will be reviewed at least every five years. The next date of review is no later than 31 October 2028.

Acknowledgements

This policy was informed by the following:

Cambridge University Archives, Collections Policy (February 2018). https://www.lib.cam.ac.uk/files/cambridge_university_archives_collection_policy_2023.pdf

Cambridge University Library, Access policy: Archives and Modern Manuscripts (September 2018). https://www.lib.cam.ac.uk/files/cul_access_policy_for_archives_sept2018.pdf

Cambridge University Library, Collection Development Policy for Cambridge University Library: Archives and Modern Manuscripts (October 2017). https://www.lib.cam.ac.uk/files/cul_archives_collection_development_policy.pdf

Churchill Archives Centre, Access Policy (October 2022). https://archives.chu.cam.ac.uk/about/policies/access/

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Policy for the admission of students under 18

The College policy addressing the admission of student under the age of 18 can be found here

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