The University of Southampton
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About us

Regulations, policies and guidelines

We work within a set of regulations, policies and guidelines that determine how we operate. These ensure we follow best practice and meet our legal requirements in a range of key areas.

We value transparency and freedom of information. We openly provide information about the University in a comprehensive online 'publication scheme'.

If you are unable to find the information you need online you can request information from us under the Freedom of Information Act 2000, subject to certain exemptions.

Find out more about Freedom of Information and how to request information.

Publication Scheme

Research & enterprise policies

University regulations

University network terms and conditions

Publication Scheme

The University of Southampton follows the new Model Publication Scheme prepared and approved by the Information Commissioner.

Classes of information available

Under this Publication Scheme we make the following seven classes of information available:

Who we are and what we do

University constitution

Governance Structure

Faculties, Schools and Units

About us

What we spend and how we spend it

How we make decisions

Senate meetings (unrestricted/non-confidential minutes)

The following confirmed, unrestricted/non-confidential minutes of Senate meetings are publicly available and copies can be obtained by emailing H.Daggenhurst@soton.ac.uk

  • Academic Quality and Standards Committee Minutes
  • Audit Committee Minutes
  • Consultative Committee for Safety and Occupational Health
  • Faculty Programmes Committee Minutes
  • Genetic Modification and Biosafety Committee
  • Health and Safety Audit and Assurance
  • Military Education Committee
  • Minutes of Senate Meetings
  • Nominations Committee Minutes
  • Safety and Occupational Health Committee
  • Senate Appeals Committee
  • Senior Salaries Committee Minutes
  • Standing Committee of Council Minutes
  • Student Discipline Committee
  • University Ethics Committee

Our policies and procedures

Academic and Research

Facilities

Human resources

Staff and student policies

Students

Requesting hard copies

Material which is published and accessed from our website will be provided free of charge.

Information is available in hard copy on request. The University reserves the right to charge for photocopying, postage and packing or the costs directly incurred as a result of viewing information.

Charges for hard copies

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.

Any charges, payable in advance, will normally be calculated on a basis of £4+postage for the first 15 pages plus an additional 25p for each additional page requested.

University regulations

All university regulations are listed on the Univeristy Calendar. University regulations are broken down into three types: general, higher degrees, and faculty specific.

General regulations

The general regulations cover general academic functions such as admissions and enrolment, fees, attendance, credits transfer, complaints and discipline, programme completion and the award of qualifications. They also cover the use of University facilities such as library and computing resources.

See all general regulations.

Regulations for higher degrees

Regulations for higher degrees set out the conditions for some postgraduate degrees and the accompanying code of practice for research candidature and supervision.

See all regulations for higher degrees.

Faculty-specific academic regulations

Each faculty also has its own faculty-specific academic regulations. These cover areas such as admissions, the structure of degree programmes, progression within courses, assessment and the award of qualifications.

See all faculty-specific academic regulations.

University network terms and conditions

Use of the University Network

Any use of the University Network is subject to the following terms and conditions which are subject to change at any time.

Definitions

In these terms and conditions:

"External Networks" means networks, web pages or services which are owned, managed or offered by third parties but which may be displayed or linked to by a User from the University Network.

“Force Majeure” means any circumstances beyond the University’s reasonable control, including but not limited to war or threat of war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, interruption in power supplies or other services for any reason, fire, boycott, and telecommunications failure.

“Material” means all information and content published on the University Network including, without limitation, text, video, graphics or sound material, the intellectual property rights of which vest in the University or a third party.

“University” means the University of Southampton, incorporated by Royal Charter in 1952 and having its administrative offices at University Road, Highfield, Southampton, SO17 1BJ.

“University Network” means the University’s digital information network with domain name soton.ac.uk and which may be accessed by a User in several ways, including but not limited to the World Wide Web and through various devices which are used for the transmission or reception (either wholly or in part) of any data (including voice, e-mail, video, web content or any other types or formats of data).

“University Network Services” means any and all services provided by the University relating to the use of, access to or interaction with, the University Network. This includes the provision of any applications, information, services or facilities (either accessed directly or indirectly via the University Network); e-mail, web applications (including but not limited to the Portal) or computing facilities (including but not limited to workstations, access services for personal systems such as dial up, VPN, wireless and self service).

“User” means the person browsing the University Network, utilising University Network Services or using Materials obtained from the University Network.

Accessing the University Network

Use of the University Network by the User is subject to these terms which take effect and are binding on the User from his or her first use of the University Network. By the User’s continued use, he/she agrees to be legally bound by the latest version of these terms on a continuing basis. All updates to these Terms will be found at this webpage. The University Network Terms must be read together with the Policies and other documents set out herein.

Changes to the University Network

By their nature, digital information networks are subject to constant change. Whilst all reasonable efforts are made to ensure that the Material available from the University Network is accurate and up-to-date, all Materials, the University Network and University Network Services are provided “as is”. The University reserves the right to alter the Materials at any time and to remove or block access to the University Network by a User at any time and without notice.

Accessibility

The University is committed to making the Materials on the University Network as easily and widely accessible as possible, irrespective of the User’s browser. The central network has been designed to conform to Section 508 and W3C Web Accessibility Initiative (WAI) standards.

Further details on our policy and how to change the format and presentation of the Materials available on the central network are available with these accessibility tools.

Cookies

Website cookies

Most websites use cookies in order to improve user experience by enabling the website to ‘remember’ the user, either for the duration of their visit (using a ‘session cookie’) or for repeat visits (using a ‘persistent cookie’).

Cookies are used by the University to collect information for the purposes of managing and improving the services on the University Network, establishing browsing actions and patterns and preparing customised pages. Staff and students at the University of Southampton should be aware that some internal systems require the use of cookies to function fully.

Check our cookie register to see cookies in use on this website.

Status of Materials on the University Network

The University Network may contain links that make it easy to visit External Networks. The University does not have any control over these External Networks and your use is entirely at your own risk. Unless otherwise indicated, the University does not endorse the information, links, or the organisation from which the information and links originate.

The prospectuses for undergraduates and postgraduates are produced by the University to help prospective students choose a course of study. The online versions of the prospectuses are intended as guidance only and do not take precedence over the printed versions.

The University will use all reasonable efforts to deliver advertised programmes and other services and facilities in accordance with the descriptions set out in the prospectuses, student handbooks, welcome guides and in the Material available from the University Network. However, the University reserves the right to vary the content and syllabus, location, timetable or method of delivery of any course and/or to discontinue, merge or combine courses where the University deems this necessary. For the full disclaimer concerning advertised programmes and other services please read http://www.calendar.soton.ac.uk/index.html which terms are incorporated herein.

The University will not be held liable for any direct or indirect financial or other losses or damages arising from such variations, changes, discontinuations or mergers of any programmes of study, service or facility.

Where indicated, Users may access the University Network to submit applications to study a course at the University. The submission of an application, even where the University’s eligibility requirements for that course are met, does not guarantee the University’s acceptance of an application. Successful applicants will be sent a formal offer letter, which may be conditional or unconditional and open for acceptance by a prospective student within the time period and in the manner set out in the offer letter.

Upon acceptance by an applicant of an offer of a place at the University, the relationship between the applicant and the University becomes contractual. In entering into that contract, neither the applicant nor the University intends that any of the terms of the contract will be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999 by any person not a party to it.

Intellectual Property Rights

Intellectual property rights, including but not limited to copyright, exists in all Material published on the University Network and ownership may vest in the University, its staff, students or another third party.

Unless otherwise indicated, the User agrees that downloading and printing limited extracts of Material held on the University Network is only permissible by a User where it is for that User’s personal and non-commercial use only. No part of the Material may be reproduced or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, unless otherwise stated, without the prior written consent of the University or the third party in whom ownership vests.

The User is prohibited from collecting and arranging the Material or extracts from it in a systematic or regular manner or otherwise to create a database in electronic or paper form from all or part of the Material.

Particular images and words used on the University Network are registered trade marks of the University and may not be used without permission. A full list of all UK registered trade marks belonging to the University can be ascertained by consulting the online trade mark search facility managed by the Intellectual Property Office.

Freedom of Information Act 2000 (FOI)

Information held by the University is subject to the provisions of the Freedom of Information Act 2000 and subordinate legislation. This Act provides a general right of access, subject to certain exemptions, to recorded information held by public authorities. For further details of the University’s FOI policy, publication scheme and contact details please view our Freedom of Information section.

Processing Data according to our Privacy Policy

For information about what data is collected from Users accessing the University Network and how the University complies with its obligations under the Data Protection Act 1998 please refer to the University’s Privacy Policy. By using the University Network the User consents to the University processing his or her information as set out in the Privacy Policy.

Uploading Information to the University Network

The User warrants that he or she shall not use the University Network for any purpose, or upload any content to the University Network, which is illegal, unlawful, confidential or in breach of the University Network Terms, including but not limited to the Acceptable Use Policy. The User indemnifies the University for all third party liabilities and all claims, costs, expenses, losses or damages, the University incurs as a result of the User’s breach of this warranty.

Uploading Information to the University Network

The User warrants that he or she shall not use the University Network for any purpose, or upload any content to the University Network, which is illegal, unlawful, confidential or in breach of the University Network Terms, including but not limited to the Acceptable Use Policy. The User indemnifies the University for all third party liabilities and all claims, costs, expenses, losses or damages, the University incurs as a result of the User’s breach of this warranty.

Linking to the University Network and External Networks

Users may create a link to the University Network provided it is fair, does not damage or is not likely to damage the reputation of the University, does not take unfair advantage of the University and does not create or have the likelihood of creating the impression that the University approves, endorses or is associated with that individual or any individual which he or she represents. Material made available on the University Network may not be framed by any third party. The University may withdraw its permission to link to the University Network without reason and without notice at any time.

The University may display links to External Networks from time to time but shall not be liable for the content, operation or other services offered through or by External Networks as these are not under the University’s control. Users should ensure that they read and are aware of the terms and conditions governing their use and access to an External Network.

Rules for Free Prize Draws

The rules for prize draws published by the University through the University Network will be governed by the terms of entry related to that specific prize draw and these rules. These rules shall take precedence in the event of any conflict with specific prize draw rules. To be eligible for entry into a free prize draw and to stand a chance of winning the prize indicated in the promotion (“the Prize”), a User must be a resident of the United Kingdom and over 16 years old. No payment will be required by a User for participation or entry into the Prize draw.

The method for entry, the date and time by which an entry should be received by the University and the details of the draw will be set out on the pages of the University Network relevant to that Prize. Unless otherwise stated, the first entry drawn via random selection, from all completed entries shall be declared the winner. All decisions are final and no further correspondence will be entered into.

The winner will be notified within a reasonable time after the draw and shall be required to provide a physical address for delivery of the Prize within 30 days of receipt of the winning notification. Failure to notify the University of the address for delivery of the Prize will render the entry null and void and the Prize will be forfeited.

Donations made to the University through the University Network

Users are able to make unconditional on-line charitable donations of money to the University by visiting our Support Us pages and clicking Donate Now. By making a donation, the User confirms that personal information entered, the Gift Aid declaration and other data input into the online payment facility, contains information which is true and accurate.

Limitation of Liability

Nothing in the University Network Terms limits or excludes either the User or the University’s liability for death or personal injury, any fraud or for any sort of liability that, by law, cannot be limited or excluded.

The University will use its reasonable endeavours to ensure that the University Network Services and the University Network are error- and virus-free including by conducting regular virus cleaning operations. However, because of the nature of the University Network and the access to it by persons outside the control of the University, the University does not guarantee continuous, uninterrupted or secure access to the University Network, nor does it guarantee that the University Network Services are error- and/or virus-free.

Accordingly, the University Network Services, University Network and Materials are provided on an "as is" basis and as and when available. To the extent permissible by law, the University hereby excludes all implied warranties, conditions or other terms, whether implied by statute or otherwise, including without limitation any terms as to skill and care or timeliness of performance, or any terms that the University Network Services and/or the University Network are secure, error- and/or virus-free.

To the full extent allowed by applicable law, the University will not be liable to any User or any third party for any consequential or incidental damages (including but not limited to loss of revenue, loss of profits, loss of anticipated savings, wasted expenditure, loss of privacy and loss of data) or any other indirect, special or punitive damages whatsoever that arise out of or are related to use of the University Network, University Services or Material. The Material is not provided for any particular purpose and should not be relied upon by a User without first taking specialist professional advice.

The University shall not be liable by reason of any failure or delay in performing its obligations due to Force Majeure.

Take-Down Request & Complaints Procedure

If you are of the opinion that Material on the University Network is an infringement of your intellectual property rights and related rights or is offensive or unacceptable in some other way, please immediately contact Legal Services with the following information:-

  • Identification of the item by title, description and its URL;
  • The nature of the complaint; and
  • Any supporting or substantiating evidence you have.

Please note that your complaint will be kept on record.

Jurisdiction

These terms and conditions are governed by English law and are subject to the exclusive jurisdiction of the English Courts.

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