The Policy on Tackling Violent Extremism in the
Name of Ideology or Belief and Maintaining Cohesive Campus Relations
exists to protect freedom of enquiry, expression and speech by members
of the University and those connected to the University within the
context of monitoring, managing and dealing effectively with the
threat posed by violent extremism in the name of ideology or belief.
The policy defines violent extremism in the name of ideology or belief
and underlines the University’s statutory duties, while at the same
time promoting the
University’s Code of Practice on Freedom of Speech and
embedding a commitment to the promotion of cohesive campus relations.
The policy is divided into 13 principal areas, 7 of which describe
relevant activities undertaken by the University and the Students’
Union to protect members of the University, individuals connected both
formally and informally to the University, and the University’s
reputation from the threats posed by violent extremism. These 13 areas
are set out below:
-
Policy Aims and Objectives
-
Definitions for the purposes of the policy
-
Freedom of Speech
-
The Use of the Internet and other Electronic Means
-
The University of Essex Students’ Union
-
Room Booking for On-Campus Events
-
Non-proliferation of Dangerous Technology: Voluntary
Vetting Scheme
-
Dangerous Substances
-
Appointments to the Multi-Faith Chaplaincy
-
University Support Services and Confidentiality
-
Reporting Arrangements
-
Consultation Process following an incident
-
Policy Review
Finally, the policy establishes formal procedures to
enable members of the University and others to report concerns they
may have about activities or behaviour related to violent extremism in
the name of ideology or belief. The policy also sets out how the
University would investigate any specific incident that might be
relevant to any of the provisions set out in the policy.
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1. POLICY AIMS AND OBJECTIVES
1.1
The University is committed to the principles of free intellectual
enquiry, free expression, and freedom of speech within the law. The
purpose of this policy is to ensure that those principles are
safeguarded within the context of managing the threat from violent
extremism in the name of ideology or belief.
1.2
The policy is not directed at any specific ideology, religion,
religious group or religious faith, or at the proponents of any other
sets of beliefs. Its principal aim is to ensure that the University is
able to monitor, manage and deal effectively with the threat posed by
any individual or group of individuals engaging in violent extremism
in the name of ideology or belief.
1.3
The policy commits the University to the promotion of cohesive and
inclusive campus relations that do not allow any particular individual
or group of individuals to be marginalised, stigmatised or excluded
from University life.
2. DEFINITIONS
FOR THE PURPOSES OF THE POLICY
2.1
Violent extremism in the name of
ideology or belief
For the purposes of this policy, violent extremism in
the name of ideology or belief is defined as violence, incitement to
violence, terrorism, incitement to terrorism, or other activities that
may result in violent behaviour or terrorist activity in the name of
an ideology or a set of beliefs. It covers violent extremism taking
place on University-owned land or premises or elsewhere, which has
been promoted, planned or executed on University-owned land or
premises or in the University’s name or by using University facilities
either by members of the University or others.
3. FREEDOM OF SPEECH
3.1
The University is committed to the principles of free speech. In
accordance with its
Code
of Practice on Freedom of Speech, so far as is reasonably
practicable, access to the premises of the University is not denied to
any registered student or employee of the University or to any
individual or body of persons invited to the premises of the
University by a registered student or employee of the University on
any grounds relating to:
-
the beliefs or views of that registered student,
employee or invited person; or
-
the policies or objectives of that body.
3.2
Where the expression of such beliefs, views, policies or objectives
are unlawful and where it is reasonably anticipated that the unlawful
expression of such beliefs, views, policies or objectives might occur
on a relevant occasion, the University reserves the right to prevent
by any means those beliefs, views, policies or objectives from being
expressed on the University premises.
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3.3
The basis of the University’s approach to tackling violent extremism
in the name of ideology or belief is built upon the principles of free
speech established in the Code of Practice.
3.4
The University recognises the need to balance the rights to freedom of
speech with the provisions of the Racial and Religious Hatred Act
2006, which outlaws the use of threatening words or behaviour, or
the display of any threatening written material, with the intent to
stir up religious hatred.
3.5
While affirming the commitment to freedom of speech, the policy
confirms formally that the main business language of the University is
English.
4. THE USE OF THE INTERNET
AND OTHER ELECTRONIC MEANS
4.1
It is strictly forbidden to use the University’s website, IT
facilities, or other elements of the information management systems or
processes for the promotion, planning or execution of violent
extremism in the name of ideology or belief.
The Guidelines for Use of IT Facilities (“University
guidelines”) state specifically that University IT facilities must not
be used “to engage in any unlawful activity or to infringe University
Regulations”.
4.2
The University reserves the right to exercise control over all
activities on its IT facilities and networks, including monitoring of
systems and electronic communications and access to external
electronic resources. The undertaking of such monitoring may be
necessary to establish the existence of facts, to prevent or detect
crime, or to investigate or detect unauthorised use of
telecommunication systems. This monitoring is permitted within the
terms allowed by the Regulation of Investigatory Powers Act (RIP)
2000 and The Telecommunications (Lawful Business Practice)
(Interception of Communications) Regulations 2000.
4.3
A web server set up on University IT facilities must be authorised by
a Head of Department, or by the Director of Information Systems, and
the server must be registered with Information Systems Services. The
person setting up or registering the server is responsible for
ensuring that the server is well-managed, and that its content and
management complies with University guidelines. Third party or guest
web sites may be hosted on University IT facilities only with the
agreement of the Director of Information Systems and must be
registered with Information Systems Services by a University staff
member or student. The person registering the site is responsible for
ensuring that its content and management complies with University
guidelines.
4.4
The University recognises its obligations under legislation relating
to the prevention of terrorism, in particular the requirement to
respond within two working days to requests from the police to remove
or amend any statement published on the University hosted website that
may appear to encourage or promote terrorism. Procedures have been
established in conjunction with the police to ensure smooth compliance
with this requirement. As such, the police are required to contact the
Registrar and Secretary in order to notify the University formally of
the existence of any offending or potentially offending material.
4.5.
Generally, if material accessible via the University network,
including a website or server, is suspected to be in violation of
University guidelines, access to the material, or to the systems
hosting the material, may be suspended by the Director of Information
Systems pending an investigation.
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5. UNIVERSITY OF ESSEX STUDENTS’
UNION
5.1
The University of Essex Students’ Union (“SU”) plays an active and
positive role in ensuring and maintaining cohesive campus relations
between the University and its students. Specific policies and
procedures are in place to ensure good relations are embedded, full
compliance with the SU’s policy statement is achieved, particularly in
relation to equal opportunities for all students, and potential
problems are identified at the earliest opportunity. Particularly
relevant to this policy are procedures relating to SU societies.
5.2
The SU has a dedicated sabbatical officer with responsibility for
societies established and supported by the SU, the Vice-President
(Student Activities). Such societies are managed in accordance with
specific procedures.
5.3
The establishment and management of societies is overseen by the
Societies Guild Executive Committee. The SU’s Vice-President (Student
Activities) is a member of the Committee along with representatives
from University societies.
5.4
Each society is obliged to adopt an ‘aims and objectives’ clause
within its constitution and is obliged to ensure it operates in a way
that complies with the clause.
5.5
Each society must comply with the SU’s policy statement, which states:
“Discrimination, direct or indirect, based on gender, appearance,
ethnic, national, regional, or racial origin, age, socio-economic,
background, disability, religious or political beliefs, sexual
orientation, family circumstances, health including HIV status, Trade
Union membership or any other irrelevant distinction is unacceptable
and will not be tolerated.”
5.6
Societies are offered regular, free training to ensure they are able
to comply with relevant procedures and fulfil the SU’s expectations of
them as an SU supported society.
5.7
Charity law governs the SU. As a result, each society is bound by the
“Ultra Vires” rule. The SU and its societies acknowledge fully the
legal obligations this rule imposes. No society can engage in any
activities, or spend money, for purposes other then those laid out in
the aims and objectives clause of its constitution. No part of a
society’s funds may be used to support an activity that is not
reasonably calculated to further its charitable objectives.
5.8
No society affiliated to the SU is permitted to hold bank accounts
outside of the SU. All societies’ funds are managed via the SU Finance
Office.
5.9
No society may be exclusive. All students have a right to an equal
chance to be involved in a particular society and for their voice to
be heard, as well as involvement in a society that is free from any
form of harassment.
5.10
Each society is required to hold an Annual General Meeting (AGM) and
to elect an Executive Committee. The Executive Committee serves for
one year and is made up of relevant officers, such as a Chair,
Treasurer, and Secretary.
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5.11
The SU has in place a complaints procedures, established as part of
its constitution, which provides students with a formal process for
making complaints about the commercial or non-commercial services
provided by the SU. Other parts of the SU’s constitution provide
students with rights to complain about the SU electoral process and
any elected SU official.
5.12
The Students’ Union Advice Centre offers a confidential, independent
and impartial advice service for all students, where sensitive issues
or concerns can be discussed. Any information relating to an
individual or a group of individuals engaged in unlawful activity that
may come to light through the SU Advice Centre service will remain
confidential unless the law requires that it be disclosed to bodies
either within or outside the Student Union, including the University
and the police. Particularly relevant to this policy are the
requirements set out under Section 38b of the Terrorism Act 2000
(referred to in more detail under
section 11.4 of this policy), although all statutory obligations
requiring disclosure of information are adhered to.
6. ON-CAMPUS AND OFF-CAMPUS EVENTS
6.1
The University recognises the role that managing events on and off
campus plays in achieving the aims of this policy.
6.2
The policy commits the University to have in place relevant room
booking procedures, which include processes to approve external
speakers, to ensure that events that take place on University premises
are formally approved and that the University authorities are aware of
potentially controversial or problematic forthcoming events. All rooms
situated on or in University-owned land or premises are booked by a
relevant room booking procedure, whatever the purpose of the meeting
or event.
6.3
For sites owned, leased or managed by the University away from the
Colchester campus, equivalent procedures are in place.
6.4
For events that take place off University-owned land or premises but
in the name of the University or a University-related organisation,
including the Students’ Union or a Students’ Union society, the
provisions of this policy apply, in particular the need to report any
concerns relating to behaviour described under
section 2.1 of the policy in accordance with the
procedures established under section 11 of the policy.
7. NON PROLIFERATION OF DANGEROUS TECHNOLOGY:
VOLUNTARY VETTING SCHEME
7.1
The University operates voluntarily the arrangements established in
1994 to help prevent the proliferation of dangerous technology.
7.2
The University operates a procedure for monitoring applications to
undertake postgraduate research in the relevant areas. This procedure
has been in place since November 1994.
7.3
Successful applications to undertake postgraduate research that fall
within the relevant categories are sent to the Pro-Vice-Chancellor
(Research and Enterprise) who determines whether offers may be made.
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7.4
Applications to undertake postgraduate research are accompanied by a
note from the Head of Department or Director of Graduate Studies
indicating whether or not the application poses a risk to the
proliferation of dangerous technology.
7.5
Any application to undertake postgraduate research which poses such a
risk is forwarded to the Foreign and Commonwealth Office (FCO) for
advice. The FCO guarantees that applications are returned within a
week of receipt.
7.6
Any application to undertake postgraduate research which does not pose
a risk is forwarded to the Postgraduate Admissions Office as soon as
the Pro-Vice-Chancellor (Research and Enterprise) has confirmed that a
formal offer can be made.
7.7
There are circumstances in which an individual from a country of
concern may not require a work permit in order to take up employment
in the UK. For this reason, the University’s voluntary vetting scheme
procedures are extended to cover the employment of researchers who
fall within the relevant categories.
7.8
For research appointments, when a ‘recommendation for appointment’
form for a successful candidate who falls within the relevant
categories is sent to Human Resources, it is accompanied by a
note from the Head of Department indicating whether or not the
prospective employee poses a risk to the proliferation of dangerous
technology.
7.9
Any case of a prospective research employee who poses a risk is
referred to the FCO for advice.
7.10
The ‘recommendation for appointment’ form for any prospective research
employee who does not pose a risk is approved by the
Pro-Vice-Chancellor (Research and Enterprise) and returned to the
Human Resources Office, together with confirmation that a formal offer of
employment can be made.
7.11
Any unauthorised research relating to behaviour
described in section 2.1 of the policy must be reported in
accordance with the established
procedures set out in section 11 of the policy.
8. DANGEROUS SUBSTANCES
8.1
The University acknowledges fully its obligations under the
Anti-Terrorism and Security Act 2001 to notify the relevant
authorities in the event that specific substances are being kept or
used on University premises. These substances include certain viruses,
bacteria and toxins.
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8.2
The University complies fully with the Security Guidance for Sites and
Sectors working with Radioactive Sources, published by the Association
of Chief Police Officers.
9.
APPOINTMENTS TO THE MULTI-FAITH CHAPLAINCY
9.1
A candidate wishing to apply for recognition by the University as a
Chaplain or Religious Representative applies in the first instance to
the Management Committee of the Multi-Faith Chaplaincy (MFCC). The
MFCC normally supports an application where, in addition to the
provision of personal credentials by the applicant that demonstrates
evidence of their standing and support within their religious
community, the application has been proposed by a sponsoring religious
body or represents a worshipping community on campus.
9.2
Following approval by the MFCC, the application is referred to the
Registrar and Secretary for a final decision. If the Registrar and
Secretary does not approve the application, the applicant has the
right to appeal the decision. The appeal is considered by the
Pro-Vice-Chancellor (Resources).
9.3
Following approval of the application, the successful candidate
chooses to be designated by the University as either a Religious
Representative or a Chaplain.
10.
UNIVERSITY SUPPORT SERVICES AND CONFIDENTIALITY
10.1
The University provides a number of support services to staff and
students which offer a secure environment for individuals to discuss
sensitive issues in confidence and to learn about other relevant forms
of information or support. These services include
Student Support, the
University Counselling
Service, the
Harassment Advisory Network, and the
Occupational Health Service.
10.2
Much of the support offered across the University operates within the
terms of strict confidentiality. Most support services have separate
confidentiality policies depending on the specific needs and
circumstances of the services being offered.
10.3
This policy reiterates the importance of maintaining the confidence of
the users of all support services through the strict and effective use
of confidentiality policies where it is lawful to do so.
10.4
The policy recognises, however, that the nature of the work undertaken
by some University support services may result in the disclosure of
specific information about an individual or a group of individuals
engaged in unlawful activity. Such information will remain
confidential unless the law requires it to be disclosed to bodies
either within or outside the University, including the police.
Particularly relevant to this policy are the requirements set out
under Section 38b of the Terrorism Act 2000 (referred to in
more detail under
section 11.4 of this policy), although all statutory obligations
requiring disclosure of information are adhered to.
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11. REPORTING ARRANGEMENTS
11.1
The University recognises the importance of identifying and taking
action to prevent or remove behaviour or activity
described under section 2.1 of this policy. Staff, students and
other individuals connected with the University in a formal or
informal way play a vital role in ensuring the University is able to
perform this function. As such, this policy establishes procedures to
enable individuals to report concerns relating to behaviour
described under section 2.1 of the policy. The procedures are
based upon the principles of the
University’s Whistleblowing Policy, which puts into practice and
extends the provisions of the Public Interest Disclosure Act 1998.
11.2
Any individual wishing to raise concerns or disclose information about
activity s/he believes may be related to behaviour
described in section 2.1 of this policy is required to contact the
University’s Security Manager in the most appropriate way. Suitable
action will then be taken in consultation with the relevant
authorities both within and outside the University. It is a
requirement of the policy that the Security Manager informs the
Registrar and Secretary in writing of all concerns or disclosures made
under this policy. If the disclosure or concern involves the Security
Manager or the Registrar and Secretary, the individual is required to
contact the Vice-Chancellor’s office.
11.3
The University’s Security Office is part of the Estate Management
Section and is located in Room 4N.6.11. The Security Office is open
between 9am-5pm from Monday to Friday. During these hours,
the Security Manager, can be contacted by telephone:
01206 872361. Outside office hours, individuals wishing to raise
concerns or disclose information related to this policy in an
emergency must contact the Information Centre by telephone: (01206)
872125. The Security Manager can also be contacted by e-mail: phumph@essex.ac.uk.
E-mails sent to this address are checked regularly.
11.4
Protection will be given to students, employees, or other members of
the University who disclose information relating to behaviour
described under section 2.1 of this policy, provided the disclosure is
made in accordance with the procedures laid down in this policy and
that it is made in good faith.
11.5
Those reporting concerns under the provisions of this policy should be
aware that all such disclosures are treated in accordance with Section
38b of the Terrorism Act 2000, which states that an individual
has committed an offence if s/he has information which s/he knows or
believes might be of material assistance in preventing another person
from committing an act of terrorism or securing apprehension,
prosecution or conviction of another person for an offence involving
the commission, preparation or instigation of an act of terrorism and
s/he fails to disclose that information to the police as soon as is
reasonably possible.
11.6
The University will treat all such disclosures in a confidential and
sensitive manner. The identity of the individual making the allegation
may be kept confidential so long as it does not hinder or frustrate
any investigation. However, the investigation process may need to
reveal the source of the information and the individual making the
disclosure may need to provide a statement as part of the evidence
required.
11.7
The policy encourages individuals to put their name to any disclosures
they make as concerns expressed anonymously are much less powerful.
Anonymous concerns will be considered at the discretion of the
University. In exercising this discretion, the factors to be taken
into account include:
-
the seriousness of the issues raised;
-
the credibility of the concern; and
-
the likelihood of confirming the allegation from
alternative credible sources.
11.8
If an individual makes an allegation in good faith, which is not
confirmed by subsequent investigation, no action will be taken against
that individual. If, however, the investigation shows that an
individual has made malicious or vexatious allegations, disciplinary
action may be taken against the individual concerned.
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12. CONSULTATION PROCESS FOLLOWING
AN INCIDENT
12.1
The University is committed to the successful implementation of the
aims and objectives of this policy and the measures it describes.
Where an incident occurs on University-owned land or premises or in
the University’s name or by using University facilities, either by
members of the University or others, and it is dealt with accordingly,
this policy obliges the University to undertake as thorough an
investigation as possible to identify reasons for the incident and to
establish possible ways in which the University may take action to
prevent a similar occurrence in the future.
12.2
While this policy does not determine the structure or parameters of
such an investigation, any investigative process would need to involve
some or all of the following elements, depending on the seriousness
and scope of the incident:
-
Discussions with relevant students and staff about the
incident;
-
Contact or information sharing with other institutions
who are involved in the incident or who may face similar issues;
-
Consultation with the local community,
voluntary/community/religious organisations, faith leaders or local
authorities;
-
Establishment of a Working Group involving relevant
internal and external bodies, including the police, to devise and
implement a plan of action.
13. POLICY REVIEW
13.1
This policy is reviewed at least every five years or sooner if
necessary in the light of specific events or relevant statutory
changes.
Richard Stock
University Records Manager
Summer 2007
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