Principles and Policies

We want everyone involved in UKCGE activities to be able to enjoy and benefit from them. That’s why we’re asking everyone who participates — whether through our events, social media or publications — to play their role in actioning change and promoting inclusivity.

Those who are most affected by prejudice, micro-aggressions or abuse of power are often those who face other systemic barriers relating to their race, ethnicity, class, sexuality, gender or (mental) health. We want to promote environments — both online and off — that are safe, accessible and inclusive. Our focus is not just for those who already experience these spaces as comfortable, but for everyone.

Participation with UKCGE is conditional on behaving in accordance with our Equality, Diversity and Inclusion ethos in ways that are fair, collegiate, caring, equitable, inclusive, respectful, non-exploitative and anti-discriminatory. As an organisation we would treat any reports of discrimination seriously. Should such a report arise, we will investigate it and take appropriate action in line with our internal policies.

Please contact us if you have any concerns.

Cancellations for events can be made in writing up to four weeks prior to the start of the event. In this instance a refund will be made minus an administration fee of £30 per invoice. If a cancellation is made within four weeks of the start date, or if the delegate fails to attend the workshop, no monies will be refunded and any outstanding delegate fees must be paid in full by the institution that made the booking. If the named individual is unable to attend, institutions may nominate an alternative delegate by arrangement with the UKCGE Events Officer.

UKCGE events offer an opportunity for debate amongst colleagues from across the postgraduate sector and provide a forum for the sharing of ideas and opinions. In order to achieve this, event attendees are expected to behave in a respectful and courteous manner to all other event attendees. If in the opinion of the UKCGE representatives present, an attendee fails to adhere to appropriate conduct, sanctions may be imposed. These may include the individual being asked to leave the event, without refund, and excluded from future Council activity.

We are committed to transparency about how we process your personal data, and to protecting your privacy.

The UK Council for Graduate Education (“UKCGE”) processes personal data as a​“Data Controller” as defined in the Data Protection Act 2018 (“the DPA”) and the GDPR as retained in UK law by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (“the UK GDPR”). This notice relates to information about you which will be collected by UKCGE and processed as described below.

The information we collect

UKCGE collects the following information about our stakeholders which is relevant to the running of the organisation:

• Name, job title, address, telephone number, affiliated faculty/​school/​department, affiliated institution, dietary requirements, interests and email address.
• Information that records the subscription payments by members over the full period of their membership of UKCGE.
• Information specifying the way a member’s account is managed by us, such as whether the member has opted to receive emails from UKCGE.
• For equality monitoring purposes, we may request data from stakeholders relating to personal characteristics. This information is collected anonymously.
• For participants in the UKCGE Research Supervision Recognition Programme we also collect the application form and the outcome of the application.

We use this information to:

• Conduct research on the postgraduate sector.
• Help manage the member institution’s account.
• Maintain normal contact with members by email and/​or post.
• Send email newsletters.
• Manage online and in-person events.
• For internal monitoring purposes to assess the effectiveness of our engagement activities.

Who will we share your data with?

We do not normally share data with any third parties. The following exceptions may apply:

• When external suppliers are used to assist with UKCGE communications. In that instance, data is used for UKCGE purposes only, as specified above.
• When the UKCGE has undertaken research in collaboration. In that instance, data is used in compliance with agreed research ethics protocols for the project.
• For participants in the UKCGE Research Supervision Recognition Programme, we share the application form with a UKCGE appointed application review panel. This is strictly confidential.
• When Chairs of UKCGE networks need to see a list of members (email addresses will not be supplied).

Data transfers to other countries

Your personal data may be transferred to countries outside the European Union for the purposes described above. UKCGE will only transfer personal data outside the European Union where adequate safeguards are in place.

Your rights

The DPA and the UK GDPR give you the right to know what information is processed about you and how it is processed. You also have the following rights (limited in certain circumstances):

• To access your personal information;
• To rectify inaccurate information;
• To restrict processing of your information; 
• To object to processing of your information.

You can exercise your rights at any time by contacting us at UKCGE, Unit 22, Lichfield Centre, The Friary, WS13 6QG or ukcge@ukcge.ac.uk.

Changes to this policy

Any material changes we make to our privacy notice in the future will be posted on this page and, if appropriate, sent to members by email.

We treat the research process seriously and will ensure that both data and finances are handled with care, while participants are treated with respect.

The UKCGE will:

• Follow legal, ethical and financial requirements stipulated by the UKCGE and other relevant organisations involved in the research.
• Observe and uphold honesty, integrity and professionalism and maintain professional standards.
• Show probity in the use of finance and other resources and comply with both the UKCGE’s financial regulations and procedures and the regulations and procedures of any funding bodies supporting the research. 
• Attribute and acknowledge the direct and indirect contribution of colleagues and collaborators.
• Ensure the rights, safety and wellbeing of all individuals associated with or involved in the research.
• Maintain effective project management to agreed project plans. 
• Undertake relevant and appropriate professional development and ensure that other individuals involved in the research receive appropriate and relevant training, development and support. 
• Record the progress of the research, question findings and preserve the security and confidentiality of primary data associated with the research. 
• While protecting the confidentiality of data, the UKCGE aims to achieve a timely and wide dissemination of research findings. 
• Disclose to the UKCGE Executive Committee and other relevant bodies any conflict of interest that may arise as a result of the research. 
• Report any concerns prompted by the conduct of other researchers and feel confident that the expression of these concerns will be taken seriously by the UKCGE governing body.

In relation to the welfare of participants, the UKCGE ensures that: 

• Participants are treated with dignity at all times.
• Participants are given all relevant information to ensure that they can give informed consent when they contribute to the research.
• Both the confidentiality of any personal information relating to the participants in the research and that the research itself meets appropriate legal requirements.