Promoting Good Campus Relations: Policies and Procedures. Introduction

Promoting Good Campus Relations: Policies and Procedures Introduction 1. King s College London was founded by King George IV in response to the then Prime Minister (the Duke of Wellington) and the Archbishop of Canterbury upon the principles of debate and education in the context of religious inclusion. The latest version of the Royal Charter of the College states that: 3. (1) The objects of the College shall be to advance education and promote research for the public benefit. In so doing the College shall have regard both to its Anglican tradition and the diverse beliefs and backgrounds of its members; Ordinance E.3 places a particular responsibility upon the Dean of King s College to ensure that these objects are upheld. In performing these duties the Dean will be responsible to the Principal and President. 2. Therefore, King s College London (KCL) is committed to upholding freedom of speech and to making our campuses safe and inclusive places for the expression of beliefs and views where people from different backgrounds or with different beliefs are tolerant and respectful of each other. KCL provides an intellectually rigorous environment where debates flourish and staff and students are able to engage in free-ranging discussions. Therefore every member of KCL shall be entitled to freedom of thought, conscience and religion, to hold opinions without interference, disability or disadvantage, and to freedom of expression within the constraints of the law. 3. Discrimination, intolerance and violence have no place on campus. Therefore the right to freedom of speech must be balanced with the need to protect people from abuse, for example through the inciting of hatred. KCL recognises that its first duty is to protect its staff and students and limit damage to its reputation. 4. The Equality Challenge Unit s 2005 guidance Promoting Good Campus Relations states that...threatening behaviour such as hate crimes and intolerance can include: Crimes or behaviour motivated by prejudice, hatred or intolerance that intentionally demean individuals and groups defined by their ethnicity, race, religion and belief, sexuality, gender, conscience, disability, age or lawful working practices and which give rise to an environment in which people will experience, or could reasonably fear harassment, intimidation or violence. 5. This document will bring together the relevant policies and procedures that exist to ensure that none of the above occurs at KCL, but that preventing their occurrence does not remove the right of students and staff to debate, discuss and associate freely at KCL. Such policies include: It s Your Campus! Policy KCLSU External Speakers Policy Maintaining Good Relations in the College Community statement Policy and Procedure in Respect of Permissable Activities Provision of Muslim Prayer Rooms on all campuses College Timetable Policy Religion and Belief Equality Policy Statement Statement on Use of Public Space in College Statement on catering provision from King s Food 1

It s Your Campus! Policy 1. Introduction 1.1 King s College London (KCL) has made it a priority to make our campuses as available for as much time possible to students, in order to promote student activities including free and open debate. Bookable rooms on campus are used primarily for teaching. However, once teaching needs are met, KCL will make available as many spaces as possible for student usage, notwithstanding advance bookings for external events. KCL is committed to supporting student societies and extra-curricular activities on campus. 1.2 This policy sets out KCL's policy on room bookings. The policy applies to anyone internal to KCL who wishes to book a room at KCL, including: 2. Policy - Student groups affiliated with King s College London Students Union (KCLSU) (section 4) - Student groups not affiliated with KCLSU (section 5) - Staff for events held on behalf of departments (section 5) - Individual students (section 6) Flowcharts highlighting the booking process are on page 7 of this document Sections of the policy relating to external bookings are covered by King s Venues terms and conditions https://www.kingsvenues.com/conferences-meetings/how-to-book.aspx 2.1 KCL is committed to upholding freedom of speech and to making our campuses safe and inclusive places for the expression of beliefs and views where people from different backgrounds or with different beliefs are tolerant and respectful of each other. KCL provides an intellectually rigorous environment where debates flourish and staff and students are able to engage in free-ranging discussions. Therefore, every member of KCL shall be entitled to freedom of thought, conscience and religion, to hold opinions without interference or disadvantage, and to freedom of expression within the constraints of the law. 2.2 These principles are also protected by the KCLSU Safe Space Policy - http://www.kclsu.org/pageassets/safespace/kclsu-safe-space-policy.pdf - which is applicable to all KCLSU events and KCLSU space. KCLSU believes all students should be free from intimidation or harassment, resulting from prejudice or discrimination on the grounds of age, disability, marital or maternity/paternity status, race, religious beliefs, sexual orientation, gender identity, Trans status, socio-economic status, or ideology or culture, or any other form of distinction. 2.3 Discrimination, intolerance and violence have no place on campus. Therefore, the right to freedom of speech must be balanced with the need to protect people from abuse, for example through the inciting of hatred. KCL recognises that its first duty is to protect its staff and students and limit damage to its reputation. 2.4 Section 43 of the Education (No. 2) Act 1986, requires KCL to issue and regularly update a Code of Practice governing the procedures to be followed and the conduct required at meetings to ensure freedom of speech within the law is secured for students, staff - including honorary and visiting staff - and for all persons authorised to be on the institution s premises, including visiting speakers. The full legislation is referred to in Appendix A. This policy serves as the Code of Practice for meetings and the External Speaker policy. 2

3. Booking 3.1. Any meeting held on KCL premises must have a designated event organiser who is responsible for the arrangements and the conduct of the meeting. 3.2. In all cases, if external speakers are involved, 21 days advance notice of the booking will be required. Bookings involving external speakers that provide less than 21 days advance notice will not be accommodated. The procedure for the authorisation of events involving external speakers can be found in section 7. 3.3 The institution s Head of Security is responsible for the management of any event that may pose a security and/or safety risk to any person, building or facility at KCL. However, they may delegate that management to appropriate nominees, and security measures may include the appointment of KCLSU marshals. The Head of Security will act as the main point of contact for the Police if necessary. 3.4 Spaces will be allocated depending on the profile of the event and the number of attendees. High demand event space, such as the Great Hall or the Safra Lecture Theatre, will only be allocated for high-profile events or if other spaces are unavailable. Events will be deemed high profile based on the speaker and subject matter. 3.5 There is no charge for usage of standard AV or IT equipment that is installed in KCL rooms. Standard equipment is a data projector/lcd screen, PC with audio and network connection, visualizer, overhead projector or flipchart. If non-standard equipment is required, or if AV support is required outside of core AV hours (9.00 17:00 Monday-Friday), a charge may be levied, with a reduced rate charged to student societies regardless of their affiliation to KCLSU. Bookings should be made using the online booking form: https://www.kcl.ac.uk/kis/support/avsu/avbook/. 3.6 Limited self-catering is permitted, i.e. soft drinks & snacks, provided that the room is cleared at the end of the event. Any other catering should be booked through King s Food: http://www.kingsvenues.com/catering/catering.aspx. No alcohol is permitted unless booked through King s Food. 3.7 Student room bookings will not pay room hire charges. If King s Venues decides that there is a need for a security presence, the charges for this will be waived. 4. Booking Process for KCLSU Clubs & Societies 4.1 At least 14 days in advance of the event (21 days if external speakers are to be present) a member of the club or society, or a KCLSU member of staff, should complete the KCLSU online booking form at http://www.kclsu.org/bookaroom/. 4.2 Where an external speaker is to be present, the booking will be considered according to the procedure outlined in Appendix B. 4.3 All events deemed high risk by KCLSU, or events where KCLSU are unable to make a decision on the approval of an external speaker, will be referred to KCL via the referral form http://internal.kcl.ac.uk/timetabling/contacts-news-and-help/external-speaker.aspx. 4.4 KCLSU affiliated societies must abide by and uphold all other regulations as set out in KCLSU s own policies and procedures. 3

4.5 Cancellations must be given with at least 48 hours notice to timetabling@kcl.ac.uk. 5. Booking Process for Academic Related Bookings 5.1 Academic related bookings are bookings for an academic event or a society or study group that is not affiliated with KCLSU. They should be made through the relevant Department Office, with the booking submitted by a designated member of staff. This staff member must be able to take responsibility for the booking and therefore have an understanding of the event and contact with the main organisers, and will usually be a member of the departmental administrative team. 5.2 At least 14 days in advance of the event (21 days if external speakers are to be present) the designated member of staff should complete the booking form at https://internal.kcl.ac.uk/timetabling/index.aspx. The booking request must include details of any external speakers. 5.3 Where an external speaker is to be present, the designated staff member will also complete the form in this link: http://internal.kcl.ac.uk/timetabling/contacts-news-and-help/externalspeaker.aspx. 5.4 Rooms may be booked subject to the usual restrictions in respect of availability. 5.5 The Department responsible for the booking will be liable for any problems arising from the booking. 6. Booking Process for Private Student Events 6.1 Private Student Events are events or activities booked by students, individually or on behalf of other external organisations (i.e. an event not ratified by KCLSU and not linked to a club or society or department). The event organizer for private student events should be a current KCL student. 6.2 At least 14 days in advance of the event (21 days if external speakers are to be present) the event organiser should email King s Venues, information is at https://internal.kcl.ac.uk/timetabling/contacts-news-and-help/student.aspx The booking request must include details of any external speakers. 6.3 Where an external speaker is to be present, the event organiser should also complete the form in this link: http://internal.kcl.ac.uk/timetabling/contacts-news-and-help/externalspeaker.aspx. 6.1 King s Venues terms and conditions must be signed and adhered to by the event organiser. 6.2 The event organiser will be individually liable for any problems arising from the booking. 7. Authorisation of Events by King s College London 7.1 The Head of Administration and College Secretary is responsible for the decision regarding the approval of events at KCL. They may seek advice from relevant areas, such as King s Venues, Chaplaincy, Student Services and related academic departments in order to reach a decision. The Principal will ratify all decisions. 7.2 The criteria outlined in 8.1 and 8.2 for denying a request to hold an event will be applied by the College Secretary. 4

7.3 A decision will be communicated to the designated event organiser within 9 days of the request being referred to KCL. 7.4 KCL reserves the right to refuse to hold any event if it is deemed to be at risk of any of the points in 8.1, even if the event has been passed by KCLSU. In all cases where an event is not permitted to go ahead, a clear communication of the reasons for the decision will be sent to the event organiser, or KCLSU, and the reason must be given as one of those in section 8.1. 7.5 KCL or KCLSU may make a recommendation that the event goes ahead with conditions, examples of which include, but are not limited to: The event be filmed by an independent body; The event is observed by Union, University or third party officials. The Union, University or third party officials reserve the right to stop events if any of KCL or KCLSU s policies are contravened before or during the event; The event be stewarded by Safe Space Marshalls or subject to security (or extra security) on the door (at the expense of the club or society hosting the event); An event promoting a particular view includes an opportunity to debate or challenge that view; An event that was for society members only be opened to all KCL students or KCLSU members; A copy of any speech to be delivered by the speaker is submitted in advance. 7.6 The final decision will rest with the KCL Principal. If you are unhappy with the decision given, you may use the College s complaints procedures. 8. Reasons for a Booking to be Refused 8.1 For academic-related bookings with an external speaker, private student events with an external speaker or for bookings referred to KCL by KCLSU, consideration will be given by the Head of Administration and College Secretary to whether the speaker s contribution, attendance or conduct is likely to: i. interfere with the rights and freedoms of others; ii. affect public safety; iii. lead to disorder or crime; iv. incite/stir up racial or religious hatred; v. cause others to fear that violence will be used against them; vi. the speaker s history and the organisation they represent; vii. the impact such a visit will have on KCL s reputation, on community relations and on the wider community. 8.2 Additionally, KCL may also make any background checks it deems appropriate. A proposed visiting speaker may be excluded on the grounds of his/her prior conduct or his/her prior denial of free speech to others. 9. Responsibilities of Event Organisers 9.1 Events may not be advertised until the booking has been confirmed by KCL and by KCLSU where relevant. Where an event involves an external speaker, the event may not be publicised or considered confirmed until the speaker has been cleared through the procedures detailed in this policy and the event organiser has confirmed the event. This includes advertisement 5

through any social media platform. The booking of the event will be at risk if it is promoted before being confirmed. 9.2 Organisers must ensure that nothing in the preparations for, or in the conduct of a meeting or activity, infringes upon the law i.e. by conduct likely to cause a breach of the peace. For guidance, please refer to the KCLSU Safe Space Policy: http://www.kclsu.org/pageassets/safespace/kclsu-safe-space-policy.pdf 9.3 It is the responsibility of the organiser to ensure they are aware of fire procedures and in the event of a fire are responsible to instruct those in attendance to fire exits. Fire regulations can be found here: https://internal.kcl.ac.uk/about/ps/safety/fire-building/build-fire-plan.aspx 9.4 Large-scale events and lectures (including those with non-king s attendees) may subject to additional constraints, such as no tickets being sold on the door of KCL premises due to licensing laws. Societies must abide by any other instructions issued by KCLSU, KCL or KCL contracted staff or officers. This may include opening the event to KCL cardholders only and conducting checks on entry to the event. 9.5 The event organiser will be responsible for ensuring that the room used for the event is left in a clean and tidy condition. 10. Conduct of events 10.1 The organiser of the meeting has a duty as far as is possible to ensure that the speaker(s) and the audience at a meeting comply with the law; for example it is unlawful to incite racial hatred, or to cause a breach of the peace. 10.2 Organisers who are applying for approval of a meeting must show that they can ensure adequate control of the event. This may include a risk assessment and mitigation strategy. 10.3 Freedom of expression within the constraints of the law is a right for speakers and audience members alike. Any action that denies speakers or audience members this, such as verbal or physical intimidation or violence, is forbidden. Non-violent disagreement or protest is a part of debate, providing it does not deny an individual their freedom of expression within the constraints of the law. 10.4 In the case of unlawful conduct the organiser is required to warn the speaker(s) or members of the audience that their conduct is unacceptable and, if appropriate, the meeting will be terminated. This includes if the speaker changes the subject on which they have been approved to speak if that subject fall into the categories listed in section 8.1. 10.5 Should there be any risk to the safety of those present, or should the legal obligations of KCL be jeopardised, the organiser will decide whether conditions are such that the meeting should be terminated. However if KCL or KCLSU observers are present as part of the agreement to stage the event then their decision is final. 11. Segregation, including gender segregation- at events 11.1 Compulsory segregation, including on the grounds of gender, at events booked using this procedure is explicitly not permitted by KCL event policy. KCL will not interfere with the right of attendees to sit in the location of their choosing at events but organisers must not enforce it. KCL will follow guidance set out by the Equality and Human Rights Commission http://www.equalityhumanrights.com/sites/default/files/publication_pdf/guidance%20for% 20universities%20and%20students%20unions%2017-07-14.pdf. 6

Flowchart for KCLSU Society Bookings 7

Flowchart for Academic Related Bookings 8

Flowchart for Private Bookings 9

Appendix A The Law Section 43 of the Education (No. 2) Act 1986, requires KCL to issue and regularly update a Code of Practice governing the procedures to be followed and the conduct required at meetings to ensure freedom of speech within the law is secured for students, staff - including honorary and visiting staff - and for all persons authorised to be on the institution s premises, including visiting speakers. Legislation in this area is characterised by three themes: (1) Protection of the special status of Higher Education Institutions (HEIs): Education Act 1986 Education Reform Act 1988 (2) Anti-discrimination legislation and proactive equalities legislation: Human Rights Act 1998 (incorporating the European Convention on Human Rights) Employment Equality (Sexual Orientation) Regulations 2003 Employment Equality (Religion or Belief) Regulations 2003 Race Relations Act 1976 Race Relations (Amendment) Act 2000 Sex Discrimination Act 1976 Disability Discrimination Act 1995, as amended Equality Act 2006 Equality Act 2010. (3) Provisions that qualify rights: Public Order Act 1986 Crime and Disorder Act 1998 Protection from Harassment Act 1997 Criminal Justice Act 2003 and Criminal Justice (Scotland) Act 2003 The Terrorism Act 2006 The Racial and Religious Hatred Act 2006 (amended the Public Order Act 1987 to create offences involved in stirring up hatred namely the manifestation of hatred that could lead to a public order offence against persons on religious grounds). Criminal Justice and Immigration Act 2008. 10

Appendix B KCLSU External Speaker Policy Introduction December 2014 We welcome Union events hosted both in King s and KCLSU venues and elsewhere. Many of these events have external speakers attending. As a Students Union our External Speakers Policy, in conjunction with our Safe Space policy, makes sure that we re providing a platform for educational experience whilst following the charity and other legislation that we re responsible for upholding. Freedom of expression Freedom of expression and speech are basic human rights that are protected by law. Academic freedom is a term used to describe the law that allows for open and honest debate in an academic context. King s has a legal duty to secure the development of students ideas and understanding in the form of academic freedom on campus. Academic freedom only applies to College staff and academics and does not apply to students and visiting speakers. Student safety and welfare is at the heart our KCLSU policies and practices. The freedom to express views needs to be balanced with the need to secure freedom from harm for students and communities. We want all of our Union activities including those hosted by of our Officers, student groups, and Student Council to be: Safe (complying with our safeguarding and safe space policies) Within the law As part of our process for approving who speaks on campus we assess all our external speakers and their topic of discussion to assess the risks that they present to our policy or legal responsibilities. We re committed to working together with event organisers and if necessary the external speakers themselves to make sure that we reach a judgement that is reasonable, informed and within the law. External speakers This policy is a KCLSU policy and does not take into account any KCL requirements, such as involvement of the Dean s or PR office in case of external speaker. This policy applies to all Union events including those organised by Student Councillers, Officers, KCLSU staff or student groups or clubs. All Councillers, Officers, KCLSU staff or student groups or clubs will have undergone President & Treasurer or similar training and therefore know the importance and impact of communicating the correct information regarding their events and potential speakers, and also the repercussions for not adhering to our policies, which could be that the result in disciplinary procedures. No event organiser should bypass this policy by contacting KCL directly. An external speaker is used to describe any individual or organisation who is not a student or staff member of King s College London, KCLSU or is KCLSU Associate Member. KCLSU reserves the right to extend this policy to Associate Members. This includes any individual who is a student or staff member from another institution or Students Union. All events organised with external speakers in a KCLSU building or property our outside it, are still within the responsibility (and liability) of the KCLSU including: Any event organised by a ratified student group/society, Student Council, Student Officer or KCLSU member of Staff that will take place in a Union space Any event organised by the above that will take place outside the Union building (for example in the College, off campus, out of the immediate area or in another country) Events where external speakers are streamed live into an event, or a pre-recorded film is shown The President of the group organising any event is responsible for the activities that take place within their events. All speakers will be made aware of their responsibility to abide by the law, the University and the Union s various policies, including that they: must not incite hatred, violence or call for the breaking of the law 11

are not permitted to encourage, glorify or promote any acts of terrorism including individuals, groups or organisations that support such acts must not spread hatred and intolerance in the community and thus aid in disrupting social and community harmony must seek to avoid insulting other faiths or groups, within a framework of positive debate and challenge are not permitted to raise or gather funds for any external organisation or cause without express permission of the trustees Our procedure Event organisers must notify the Union of any events that involve external speakers (defined as individuals or organisations that are not part of the Union or the University) through this procedure. Any room booking with an external speaker involved must be made no later than 21 days before the date of the event. This is to allow for adequate safeguarding checks to be made, as well as allowing time for alterations to the event if necessary. All External Speakers agree to the KCLSU External Speaker s Briefing (Appendix Item 1). No event involving any external speakers may be publicised or considered confirmed until the speaker has been cleared through the procedure detailed in this policy. This includes advertisement through any social media platform. KCLSU reserves the right to cancel, prohibit or delay any event with an external speaker if our policy is not followed or if health, safety and security criteria cannot be met. Any request made outside of this timeframe will be rejected. When booking for a room online with external speakers you ll be asked to detail a: brief description or booking title full description of the event detailing the exact purpose of the booking group size (please note that if this is over the limit for that room then it will be rejected automatically) name and contact details of the person making the booking start and end time of the event contact details for external speaker brief biography of the speaker If the event is outside of your core activity, the event will need a separate risk assessment Any failure to disclose the full details of an external speaker will result in an event / booking being cancelled and could result in disciplinary action or society based sanctions. The completed form will be passed to the KCLSU student centre team who will check all speakers details, group links and other connections (up to the maximum of 6 pages Google results and any web link that is provided) on the spreadsheet provided. If there is cause for a referral then the details for the booking need to be sent to the Chief Executive, (or their nominee during absence), for further investigation and guidance. Reasons for a referral are any of the following The potential for the event going ahead to cause the union to be in breach of its equal opportunities policy The potential for the event going ahead to cause the union to fail in its wider legal duties The potential for the event going ahead to give concern for the health and safety of the people attending the event or nearby The potential for the event going ahead to cause reputational risk to KCLSU The potential for the speaker s presence on campus to cause fear or alarm to members of the student body 12

The potential for the speakers presence on campus to give rise to breach of peace Examples for referral include The external speaker is linked to a proscribed organisation: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/380939/proscribe dorganisations.pdf The external speaker is on a speaker tour across a number of institutions or organisations The profile of the speaker/event/performance is such that it may be subject to a large crowd that will need managing Concerns a talk by an organisation generally considered extremist It is reported that the external speaker has spoken previously at another institution that has caused fear and/or intimidation of students, staff or other members of the public The speaker/event/performance is reported as being highly controversial The topic of the event or the external speaker is reported as likely to cause harm to a specific group of students The external speaker or performer has over 1000 twitter followers The external speakers has received coverage in the mainstream media e.g. TV channel or national or London newspaper coverage Speaker validation Upon referral, the Chief Executive will conduct a short investigation into the speaker and the event that, wherever relevant, takes representations from the event organiser related to the booking and from a wide number of concerned groups, university officials and external bodies. In making recommendations they will assess risk based on the following Risks will be identified as low, medium or high: any decision to limit freedom of speech as per the University s code of practice in pursuance of the 1986 Education Act the event going ahead to cause the Union to be in breach of its equal opportunities (or other) policy the event going ahead to cause the Student s Union to fail in its wider legal duties the event going ahead to cause reputational risk to the Union or KCL the speaker s presence on campus to cause fear or alarm to members of the student body the speaker s presence on campus to give rise to breach of peace and/ or overcrowding issues leading to health and safely fears any other factor which is felt to be appropriate to take into account They may make one of the following recommendations: to not permit the event with the external speaker to go ahead to fully permit the event with the external speaker to go ahead unrestricted to permit the event with the external speaker to go ahead on the basis of regulatory steps designed to reduce risk Regulatory steps may include requiring that: the event be filmed by an independent body The event is observed by Union, University or third party officials. The Union, University or third party officials reserve the right to stop events if any of KCLSU s policies are contravened before or during the event The event be stewarded by Safe space Marshalls or subject to security (or extra security) on the door (at the expense of the club or society hosting the event) An event promoting a particular view includes an opportunity to debate or challenge that view An event that was for society members only be opened to all members of the Union A copy of any speech to be delivered by the speaker is submitted to the Union in advance 13

When considering any regulatory steps designed to reduce risk, the potential of those steps to cause risk (for example, the sense of oppression felt by having security on the door) should be taken into account. The recommendation will be put to the Vice President Activities and Development who will make a decision. Information on these decisions will be communicated to the Trustee board by the Head of Operations in the quarterly reports. External Speakers Policy v2 Approval: Senior Leadership Team 1/1/15 For review: 31/12/15 Appendix KCLSU s External Speaker s Briefing Welcome, and thank you for agreeing to speak to our students at a KCLSU event. We welcome the events hosted both in King s and KCLSU venues and elsewhere, but we have to make sure that our students feel safe at all of these events. A number of our societies choose to fulfil these objectives by inviting in speakers broaden the scope of discussion and debate at events and we are grateful to those who volunteer their time to contribute to the extra-curricular development of our students. In allowing speakers to attend KCLSU events we approve them based on the understanding that they act within the law and the regulations set by the College and the statutes that those regulations are drawn from. The use of KCL and KCLSU premises for events that involve external speakers is regulated by University Room Booking Procedure and these rules are therefore adopted by KCLSU in line with our use of their premises for our events. It is our duty to act within the law and protect the safety of our students and staff. Our objective to promote Freedom of Speech is limited only by statute laws that protect individuals and groups of individuals from hate speech. These statutes forbid communication which is hateful, threatening, abusive or insulting and is intended to harass, alarm or distress. Communication which targets a person based on their skin colour, race, nationality, ethnicity, religion or sexuality is forbidden. It is also a criminal offence to incite or encourage others to break the law. All speakers, as well as event attendees, must be respectful of the beliefs and opinions of others. If there are concerns raised at any point in the lead up to the event regarding the safety of attendees such as a breech of the peace or a criminal offence the Union will inform the University Head of Security, in line with the University Code of Practice, and conditions may be made before the continuation of the event/event approval. These may include: Requesting submission of the speeches in advance of the meeting Limitation on attendees Declaration of attendees in advance of the meeting Stewards to be provided by the organisers Presence of officers of KCLSU to ensure good order Limitation on what attendees may bring to the event, which may include banning food or drink or anything that could be used as a missile No banners, flags, placards or similar items being allowed in to the building Alteration of the conduct of the meeting or its facilitation. Organisers would be consulted on these conditions in advance of the event and all speakers notified of the outcome. An event may also be cancelled if there are concerns that the event would risk student safety, violation of health and safety requirements or if the event risked violating the aforementioned laws regarding hatred, discrimination or incitement. KCLSU reserves the right to cancel or postpone any event should they have any concerns. We also reserve the right to perform spot checks on events being hosted by KCLSU clubs and societies. If there are breaches of the KCLSU or KCL policies at our event the matter will be referred for disciplinary or legal action. 14

This briefing document has been provided to ensure all of our speakers are aware of the framework we operate within when facilitating external speakers and the measures that may, rarely, be required to support Freedom of Speech at our events. Again, we thank you for agreeing to speak at one of our events and if you have any questions regarding any of the information in this document please contact us. Useful Links Terrorism Act 2000 The Education (No. 2) Act 1986 S43 Education Reform Act 1988 Academic Freedom The Human Rights Act 1998 Equality Act 2010 (s.10 relates to religion & belief as a protected characteristic) Discrimination Law religion and belief Public Order Act 1986 Violent, Threatening or Abusive Conduct and Speech KCL Policy on harassment, bullying and discrimination for students KCL Maintaining good relations in the College community KCL Policy and procedures in respect of permissible activities KCL KCLSU Room Booking Policy and Procedure KCLSU Safe Space Policy Protecting Free Debate 15

Maintaining good relations in the College community The College is committed to the principles of free enquiry and free speech; freedom of thought, conscience and religion; freedom of expression, and freedom of assembly. It is committed to the promotion of a culture based on trust and mutual respect. The College actively promotes equality of opportunity and diversity, and good relations between all members of the King s community. The College values and upholds the principle of academic freedom and seeks to ensure that staff and students have freedom within the law to question and test received wisdom, and put forward new controversial or unpopular opinions, without placing either their employment or studies at risk. The College considers that vigorous debate is proper and acceptable and is tolerant of a wide range of views and opinions on social, economic, political, cultural and religious issues. Such freedoms, however, do not give immunity from the law nor from personal liability. The College is obliged under law to ensure that any action, publication or speech on its premises is lawful, and to protect its staff, students and visitors from victimisation, harassment or unlawful discrimination. The College will provide facilities for lawful views to be expressed, and for lawful activities to take place on its premises. The College states, however, that providing such opportunities does not in any way imply or confirm that the College endorses such views or activities. The College will take all reasonable steps to ensure public order and to prevent crime on its premises; to ensure public safety, and to protect the rights and freedoms of staff, students, visitors and guests. The College will consult with external agencies as it deems necessary and will co-operate with such agencies as required by law. As a large and diverse institution, founded on the principles described above, the College considers that prescribing rigid parameters and constraints for activity contradicts the spirit of free enquiry and free speech. The College has a duty to mediate in and ultimately control situations where the lawful actions of one part of the College community have an adverse impact on the maintenance of good relations. The College has a responsibility to adjudicate in such circumstances, and to balance the opportunity to protest and argue with the expectation of being able to work and study without perceived intimidation or fear. However, whilst appropriate self-moderation and self-regulation on the part of staff and students is implicitly assumed, the College is ultimately responsible for observing its obligations to the whole community, and must act accordingly. To that end it has laid down its expectations in respect of permissible activities, and illustrated the parameters within which it will operate (for further information see: College Policy and Procedures in Respect of Permissible Activities). This statement summarises the principles underlying the College Policy and Procedures in Respect of Permissible Activities approved by the Principal s Central Team on 1 June 2009. Enquiries relating to this statement and the Policy and Procedures should be addressed to the Director of Services for Students. College policy and procedures in respect of permissible activities Policy The College actively and regularly promotes a culture of trust and respect within its community, based on knowledge and understanding. The College aims at all times to support the freedom of its staff and students, within the law, to 16

question and test received wisdom, and to put forward new, controversial or unpopular opinions. At the same time, the College has a responsibility to balance the opportunity to argue and protest, with the expectation of being able to work and study without perceived intimidation or fear. The College recognises it must therefore state its expectations of staff and students in respect of the conduct of events, meetings and other activities, and make clear the parameters within which it will operate. The following procedures are intended to provide clear guidance as to those expectations and actions which College and KCLSU officers may take. The parameters necessarily take account of a wide range of circumstances, and it should be noted that at all times the College endeavours to respond in a considered and thoughtful way to the sensitive issues which will arise in a large, complex and diverse community. Permissible activity To that end, the College will only permit those events, meetings, protests, demonstrations or other activities to take place which: are lawful; do not put the health and safety of personnel and buildings at risk; do not undermine good community relations; do not significantly constrain the work of the College; and will not cause damage to the College s reputation. Where any or all of these requirements are not satisfied, the College may prohibit an activity from taking place, or may bring such an activity to an end. Procedures A Permissible activities review The College has a range of formal policies and procedures in place to deal with issues of equality of treatment; discrimination on the grounds of race, religion, belief, age, disability, gender and sexual orientation; victimisation and harassment, and incitement to religious hatred. It is the College s responsibility to ensure that all staff and students are aware of their responsibilities in these matters, and that those who wish to pursue an issue or complaint have easy access to the relevant personnel and procedures. There is, however, a range of issues which may arise within the College which will require prompt and immediate guidance and action, for which formal processes may be irrelevant or untimely. This may include the review of printed and eliterature or posters; consideration of the potential outcomes of a meeting, event, activity or invited speaker, and the possible need to liaise with the police or other security agencies. Such matters will normally be addressed at appropriate levels of the pertinent line management structure. Managers or individuals may, however, refer a matter to any of the following team of College officers, who will provide advice, and consult colleagues as appropriate: Vice-Principals (as appropriate) Head of Administration & College Secretary Director of Academic Services Director of Services for Students Director of Human Resources Director of Estates & Facilities The Dean President/Chief Executive, KCLSU 17

College Head of Security Director of Information Services & Systems Director of External Relations B Events/activities on College premises Facilities for events and activities on College premises are booked through the Conference & Timetabling Services (CATS) Office. There are three relevant policy documents: http://www.kcl.ac.uk/about/structure/admin/facser/roombook/conferences.html which defines the requirements for staff-led events involving external speakers and/or delegates; http://www.kcl.ac.uk/about/structure/admin/facser/roombook/policy.html which defines the requirements for student-led events; and http://www.kcl.ac.uk/about/structure/admin/facser/conbro/book/termscondconf.html which defines the terms and conditions for third-party hire of College facilities. There may be occasions when the CATS Office, KCLSU, or an individual member of staff or student within the College community identifies that a particular event or activity may cause discord or concern within the larger community; may attract unwarranted external publicity; or may ultimately disrupt College business and as such cannot be addressed at local level. In this case the matter should be referred to a relevant College officer (see above) for consideration and response as appropriate. The range of usual responses may include review of subject matter and promotion materials; provision of additional support for an event; preparation for potential publicity, and local mediation between interest groups. In the event of action being required, an appropriate member of staff may be designated as the lead officer to co-ordinate provision for that meeting, event or activity. C Exceptional events or activities Where KCLSU, CATS or some other member of the College community identifies that a meeting, event or activity connected with the College may fall outside the range of permissible activities, and cannot be addressed at local level, they should refer the details to a relevant College officer (see above). The proponents of the meeting, event or activity which is under review are required to designate a lead organiser or co-ordinator, who will be responsible for liaising with a lead College officer and ensuring that the meeting, event or activity fulfils the requirements of a permissible activity. The lead organiser/co-ordinator will provide the lead College officer with such information as the latter may require, in addition to the routine material already provided in the course of making a booking. This will include, for example, the name of the principal speaker or speakers at a meeting, event or activity and, if relevant, the name of the person who will chair the meeting, the subject of the address or addresses, and other logistical information. Where the meeting, event or activity is student-led, KCLSU will offer appropriate guidance to the lead organiser/co-ordinator and provide a conduit for student views or complaints. The lead College officer may grant or withhold permission for the use of College premises (including, as appropriate Union premises, in which case the lead officer may be the KCLSU representative) for the meeting, event or activity proposed if it falls outside the definition of a permissible activity, or if the 18

lead organiser cannot or will not ensure compliance with any conditions set by the lead College officer. Such conditions may include requirements with regard to for example, the designation of the meeting as public or private ; ticketing; stewarding; use of a specific venue; admission or otherwise of external media; management of the meeting, and security. The College may withdraw permission for a meeting, event or activity if, having originally granted permission, it is judged that the meeting, event or activity will not in fact conform to the College s requirements for permissible activities. D Dean and Chaplaincy: oversight of prayer rooms and multi-faith facilities The Dean of King s College London is an ordained person, responsible for overseeing the spiritual development and spiritual welfare of all students and staff. The Dean and the Chaplaincy team are a pastoral resource for the whole College community. They are all available to see any member of College on any matter in complete confidence. They are available to people from all faith communities and beliefs. The Dean and Chaplaincy directly oversee any multi-faith and quiet rooms on College campuses. In conjunction with the Islamic Society, the Dean also co-ordinates and supports the operation of Muslim Prayer Rooms, which have a separate Code of Conduct. E Infringements The Head of Administration & College Secretary will shall report to the Council on the circumstances of any significant infringements of, and departures from, the provisions of this guidance. Any such infringements or departures, in whatever respect, may render those responsible liable to disciplinary action under the College s disciplinary procedures. F Unauthorised activities and events The College recognises that, from time to time, activities such as protests, demonstrations and occupations may occur on university premises. Although the College is sympathetic to the desire of staff and students to express their strongly held views, it has a responsibility, on behalf of its community, to ensure the continuation of core College business and to ensure the health and safety of its staff, students and visitors including any of those who may be involved in unauthorised action. In accordance with the relevant regulations for students and terms and conditions for staff, staff or students participating in unauthorised activities may be subject to disciplinary action. Approved by the Principal s Central Team on 1 June 2009. This Policy is supported by the statement Maintaining Good Relations in the College Community. Enquiries relating to the Policy and Procedures should be addressed to the Director of Services for Students. 19

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College Timetable Policy Preamble The establishment of a College Timetabling Policy is an important part of a wider initiative to promote a proactive approach to the timetabling of academic activity in order to: maximise the utilisation of departmental and centrally timetabled teaching space; make the most effective use staff and student time; ensure students are not disadvantaged due to religious commitments or participation in Wednesday afternoon activities improve the provision of information to the College community in respect of the academic timetable. 1. Ruling from A1 General Academic Regulations Regulation 4. College dates and times of lectures 2. 4.2 No lectures or other classes at which attendance is obligatory will normally be held: 3. (a) between midday and 13.00 on Mondays during the first and second semesters (when lectures for the AKC Diploma will be held), except where alternative arrangements are made for the students concerned to fulfil the attendance requirements for the Diploma; and at other times and on other campuses as are specified by the Principal; 4. (b) at such times and on such campuses on the first and last days of each term as may be specified by the Principal for the holding of College services. 5. 4.3 It is the policy of the College that any student who wishes to take part in sport or other recreational activities on Wednesday afternoon shall normally be free to do so. No lectures, classes or practicals shall normally be held on Wednesdays after 13.00, if attendance at them is obligatory or if failure to attend is likely to prejudice a student s academic progress. 6. To achieve these objectives the Policy will determine the parameters within which timetabling and room allocation takes place, including for example definitions of the teaching day and 24

week, identifying protected periods for example, for AKC lectures or for sport or other cocurricular activities; and the availability of teaching staff. The Policy will also include an operational protocol to ensure consistency of practice across the College. The Policy acknowledges the important role of the King s Venues in marketing unallocated capacity in centrally timetabled space to maximise efficiency of usage and generate income for the College to be reinvested in line with the Finance Policy. Opportunities for third party hire are obviously limited by academic priorities; However, facilities will not be considered to be available until the teaching timetable is in place unless a definitive window for marketing has been previously agreed. Clearly, there will be occasions when disputes arise over room booking or timetabling issues of principle. If these cannot be resolved at a local level between the parties concerned then the Head(s) of School(s) involved should adjudicate. If the issue cannot be resolved at this level then the relevant Vice Principal or their appointee should deal with the matter directly. It is recognised that an integrated room booking and timetabling system will only succeed if the implementation and subsequent operation of the system is appropriately resourced and supported at all levels throughout the College. Timetabling Services will provide support in making the necessary changes to safeguard protected times. Scope This policy is primarily targeted at students undertaking full-time undergraduate and postgraduate taught programmes of study. The College will provide CPPD activities for individuals which fall outside of this policy, which typically includes part-time programmes and study days commissioned by employers. However it is expected that the spirit of this policy should be followed by supervisors of postgraduate research students. 1. Teaching Day and Week Teaching is normally timetabled between the hours of 09.00 to 18.00, Monday to Friday, however, it is recognised that core teaching occurs outside these hours. 25