Policies and Code of Conduct

All students participating in the Oxford Brookes Summer Schools must abide by the rules and regulations set out in this code of conduct. Participation in the programme is subject to the review and acceptance of the terms of this code of conduct.

Expected Behavior

Oxford Brookes University wants all students to have a really positive experience and to get as much out of Summer Schools as possible. All students are expected and required to behave in a way that respects the values of the University, the staff and students of the University, and the local community. The University takes a zero-tolerance approach to any form of harassment, bullying or victimisation and expects all members of the University community to treat each other with dignity and respect. We expect all students to look after themselves and others, and to alert a member of staff to any issues regarding themselves or others.

Rules and regulations

The following rules and regulations must be adhered to at all times:

• There will be no alcohol consumption, drugs or smoking at any time.

• You must attend all timetabled activities and stay with your staff member and group.

• When you are permitted ‘free time’, you must arrive at the designated meeting point at the agreed upon time. 

• You must be in your flat by 10:30pm and in your room by 11pm for lights out.

• You are not permitted to leave your flat after 11pm.

• You are not permitted to be in each other's flats or rooms at any time.

• You must not harass, victimize or discriminate against any person for any reason.

We do not encourage students to contact each other outside of summer schools. 

Misconduct

Failure to behave appropriately, or to comply with the above rules and regulations, will result in a warning. If the misconduct is repeated, or for incidents of a serious nature, parents/guardians will be informed and you will be asked to leave the programme.

About your personal information

Every time you take part in an activity with us, Oxford Brookes University collects personal information about people attending. This helps us deliver and evaluate each activity, meaning we can understand  how helpful our activities are. This personal information is stored in line with UK law. Read below for more information on what we will do with your personal information.

If you are due to attend an activity (e.g. webinar) which uses Zoom you will be sent a weblink to the activity which you just need to click on. You DO NOT need to set up an account with Zoom in order to access the activity and for all under 18s, we advise you not to set up a Zoom account. 

What information do we collect? 

Personal information is any information that can be used to identify you and includes your name, postcode, School/College, gender, date of birth, ethnicity, disability, experience of care, and whether you are a refugee/asylum seeker.

How we’ll use and share your personal information

We will use your personal information with an organisation called ‘the Higher Education Access Tracker service (HEAT)’. They will store and process your data on our behalf, and they can use it for statistics and reports to build a picture of the young people accessing University. They won’t use your data in a way that would identify you. For information on how HEAT may use your information see link (https://heat.ac.uk/data-privacy-participants/). You will however not be identified. 

HEAT may share your data with other national teams to help track your progress through education. These are:

● Office for Students (https://www.officeforstudents.org.uk/ofs-privacy/privacy-notice/)

● The Higher Education Statistics Agency (https://www.hesa.ac.uk/about/website/privacy)

● University and Colleges Admissions Service (https://www.ucas.com/about-us/policies/privacy-policies-and-declarations/ucas-privacy-policy)) 

With your consent, the University may use your data to communicate with you about possible Oxford Brookes University recruitment activities e.g. open days. In order to do so we will share the data with an online database called the Customer Relationship Management which is delivered by a company called Ellucian (https://www.ellucian.com/privacy).

In order to deliver and evaluate the activity we may need to share your data with: 

● Moodle (https://moodle.com/privacy-notice/)

● Google Drive Suite (https://policies.google.com/privacy?hl=en)

● Zoom (https://explore.zoom.us/en/privacy/)

We process your personal information to allow us to carry out the work of the University which is to support and encourage young people to access higher education.  We collect information about whether you have a disability and your ethnicity so that we can use this information for research. The lawful basis for carrying out this processing is known as Public Task.

You may be asked if you would like to receive marketing information from the University.  If you choose to receive marketing information, you need to “opt in” and provide your consent for us to send you this information.

What are my rights? 

UK law  provides you with a number of rights to your personal information. You have the right to:

- have inaccurate personal information corrected

- ask for a copy of the information we have about you and ask us to delete information

- complain to the Information Commissioner’s Office about the way we process your personal information

How will my personal information be stored? 

We will store your personal information on Google Drive who store information outside of the UK. The data will also be stored on HEAT for up to 17 years. This is in line with their data retention policies to understand whether you go to higher education. Other evaluation data will be stored in line with university regulations.

Are there any penalties of not providing the requested personal information?

For application based activities, this could impact whether you are accepted onto the activity as we prioritise applications from students who meet our criteria to widen access to university. 

For non application based activities, there will be no penalty and you can still attend the event. 

Who can I contact if I have any questions about my data? 

You can contact the Information Security Management team by email: info.sec@brookes.ac.uk.

If you wish to make a complaint about how we collect and process your personal information just email the independent Brookes Data Protection Officer: BrookesDPO@brookes.ac.uk

If you have a concern about how we have handled or processed your information, or are unsatisfied with our response to a complaint you have raised with us you can contact the ICO – https://ico.org.uk/concerns. You may want to discuss this with your parent, guardian or teacher first, and copy them into any emails you send.