At the University of Southampton, we are proud of our alumni and supporter community. We want our whole University community and everyone connected with us to feel respected, welcome and safe, whether at an event, volunteering, online or in conversation.
This Code sets out the principles, expected conduct and consequences that help us stay true to our values and maintain an inclusive, safe community for all.
It applies to all alumni, supporters, associates, volunteers and friends of the University of Southampton when engaging with us through programmes, events, communications, digital platforms, in person, online, by email, phone, or any other means, anywhere in the world. Naturally, the same spirit and standards apply to our staff and students in their conduct too.
Whether activities take place on campus, online or away from the University, this code of conduct should be seen as an extension of the professional workplace and learning environment, offering the same protections to staff, students, alumni and supporters. It should be read in conjunction with the Inclusion and Respectful Behaviour Policy and the University’s Freedom of Speech Code of Practice, as well as other relevant University policies.
By engaging with the University, alumni, supporters and friends agree to follow the principles and expectations set out below.
1. Introduction
- The University of Southampton values the ongoing connection, engagement and support of our alumni, supporters, associates and friends.
- We promote a respectful, inclusive and welcoming culture, grounded in dignity, equality, diversity and professionalism.
- The University is committed to providing environments – physical, digital and social – that are safe, harassment-free, and where all individuals are treated with respect and dignity.
- We expect all members of our community to take personal responsibility for upholding these values and for challenging or reporting behaviour that falls short of them, in line with the Inclusion and Respectful Behaviour Policy.
2. Definitions
- Alumni, Supporters, Associates, Friends – individuals who have studied at, graduated from, worked for, donated to, volunteered with, or otherwise aided the University of Southampton in a formal or informal capacity (including guest speakers, mentors, donors or group leads).
- Recognised characteristics – as set out in our Inclusion and Respectful Behaviour Policy: age; disability; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; sexual orientation; gender reassignment and socio economic background.
- Bullying and Harassment – unwanted behaviour that has the purpose or effect of violating a person’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment.
- Alumni benefits and services – discretionary offers provided by the University which may change or be withdrawn at any time and should not be considered contractual entitlements.
3. Conduct Expectations
When engaging with the University of Southampton, alumni, supporters, associates and friends are expected to:
- Treat all people with respect and dignity, regardless of background, belief, identity, ability or recognised characteristic as set out in our Inclusion and Respectful Behaviour Policy.
- Be considerate in words and actions, both in person and online.
- Avoid bullying, harassment, discrimination or behaviour that could cause offence or harm.
- Behave responsibly at events, including where alcohol is served.
- Avoid misuse of alcohol or drugs in any setting connected with the University. Being under the influence is not an excuse for inappropriate behaviour.
- Act with honesty and integrity when representing yourself and your relationship with the University (including degree status, role or connection with the University).
- Respect University policies and procedures, including those on equality, diversity, inclusion, safeguarding, health and safety.
- Use the University’s name, logo and reputation responsibly, and only with permission.
- Protect others’ privacy and data, maintaining confidentiality where required.
- On digital platforms and social media, remember that online behaviour reflects on the University. Avoid posting or sharing content that may harm others or the University’s reputation; do not record or distribute images, video or audio of others without consent.
4. Unacceptable Behaviour
Examples of behaviour which may breach this Code include, but are not limited to:
- Bullying or harassment, intimidation, verbal or physical abuse, or demeaning remarks.
- Discrimination on grounds of recognised characteristics (e.g. age, disability, gender, race, religion, sexual orientation).
- Unwanted sexual attention, sexually explicit remarks, innuendo or other inappropriate conduct.
- Inappropriate gestures, images or language in presentations, talks or digital content.
- Deliberate disruption of University or alumni-hosted events (online or in person).
- Spreading malicious rumours, gossip, or false or misleading information about individuals or the University.
- Intimidation, threats, coercion, stalking, or repeated demands.
- Misuse of confidential or privileged information relating to the University, alumni, staff or others.
- Persistent or excessive communication with staff, particularly after a response or escalation has already been given.
- Alcohol or drug misuse leading to disruptive, unsafe or inappropriate behaviour.
5. Events and Volunteering
- At University events (online or in person), attendees, speakers, volunteers and guests are expected to abide by this Code of Conduct.
- Alumni and supporter volunteers representing the University (mentors, ambassadors, branch or network leads, etc.) are under particular obligation to act in ways that reflect positively on the University, and may be asked to observe additional guidelines.
- Where alcohol is served, attendees should drink responsibly. Being under the influence of alcohol or drugs is not a defence for breaching this Code.
- Volunteers must not derive monetary gain from their voluntary role with the University.
- Alumni and supporters must not make promises or guarantees to prospective students on behalf of the University.
- Alumni and supporters must fully comply with the University of Southampton’s regulations around data protection in accordance with the General Data Protection Regulations (GDPR) 2019. Please also refer to our Alumni & Supporter Privacy Notice
- Communication with alumni network/branch members should take place via an appropriate social media platform or with support from the University's official Alumni & Supporter Engagement Team and/or communication channels.
- The University recognises that volunteer network/branch leads may wish to contact fellow alumni directly. In such cases, volunteers must receive consent from individuals to hold their personal data (typically name, address, and email address) for the purpose of providing updates about network activities, and opportunities. Volunteers should follow the University's Personal Data Guidance noting this data is held outside the control of the University of Southampton.
- Volunteers and event attendees should also familiarise themselves with the Inclusion and Respectful Behaviour Policy to ensure their conduct promotes an inclusive and positive experience for all participants.
6. Consequences and Enforcement
- If requested by University staff, event organisers or volunteers to stop or change behaviour deemed in breach of this Code, individuals are expected to comply immediately.
- Where behaviour is in breach, the University may take action, including but not limited to:
- Verbal warning
- Request to leave an event or activity
- Limiting or banning further participation, volunteering, or access to alumni benefits
- Removing alumni group or volunteer privileges
- Restricting access to University staff, students and campus facilities and/or ceasing correspondence
- Referral to appropriate legal or disciplinary bodies when appropriate.
- Alumni benefits and services are discretionary, subject to change, and may be withdrawn at the University’s discretion, including in response to breaches of this Code.
- Campus Cards are solely for the use of the intended alumnus/a. If it is suspected the card is being passed on to third parties, or the benefits abused in any way, the University has the right to de-activate the Campus Card without prior warning.
- Complaints about behaviour under this Code should be submitted to alumni@soton.ac.uk and will be investigated in a timely, fair and confidential manner, following principles consistent with the Inclusion and Respectful Behaviour Policy.
7. Responsibilities of the University
The University of Southampton will:
- Provide clear information about this Code to alumni, supporters, volunteers and staff.
- Ensure event organisers, volunteers and staff are aware of this Code and how to apply it fairly.
- Support anyone who experiences unacceptable behaviour, including signposting to relevant services.
- Act fairly and promptly on complaints, ensuring transparency while respecting privacy.
8. Review
This Code will be reviewed every two years, or sooner if required due to changes in law, University policy, or community feedback.
