Loughborough University Volunteer Code of Conduct

The guidance in this document applies to all alumni and friends of Loughborough University, whilst engaging with the University through programmes, events, communications, and digital platforms either in person, online, by email, phone or any other communication methods. 

The following code of conduct is to help ensure that the volunteering experience is meaningful, productive and safe for all participants, and consistent with the values of Loughborough University. To ensure that alumni volunteering activities are a positive reflection of the University and its reputation, and our communities, volunteers are asked to ensure that the activities they support are delivered in line with the following University policies and values:  

• Equality and Diversity policy
• Values
• Code of Conduct
• Loughborough’s Alumni Privacy Policy 

• Not represent themselves as official representatives of the University, or use University platforms for personal gain or as a podium for the promotion of political, religious, or personal agendas.
• Work respectfully and in partnership with other volunteers and Loughborough staff. 
• Provide an environment at alumni events/activities/networks that is welcoming and free from harassment in any form.  
• Not accept any form of payment with relation to volunteer duties (other than covering or reimbursing expenses, when this has been agreed in advance with Philanthropy, Alumni and Supporter Engagement Team (PASE)). 
• Avoid any conflicts of interest and disclose involvement in other organisations, businesses or with individuals where such relationship(s) might be viewed as an actual or potential conflict between personal financial interests and that of Loughborough University. 

The University has a responsibility to monitor the way in which its name is used. Therefore, permission to use the University’s name as part of alumni activities are conditional based on agreement with the following requirements:  

• Do not use the University’s name in any way which might negatively affect the University’s reputation. 
• Respect and comply with any guidance issued by the University relating to the University’s name and branding and/or alumni activities. The Loughborough logo and icons may not be used or modified without permission. 

Where volunteers are not meeting the above expectation, the University will seek to resolve any issues through dialogue in the first instance but reserves the right to ask the volunteer to step down from their role if a solution cannot be reached.  

Global Alumni Networks will: 

• Be led by a former student or former staff member (typically an Alumni Ambassador) located in that country. The network ambassador will be the primary contact for alumni and the PASE team. 
• Organise at least one engagement activity per year (although we encourage regular activity to take place throughout the year). 
• Have the support of Loughborough University PASE team. 

In order to use the Loughborough Alumni name and receive support from the University, Global Networks must meet the following requirements: 

• Communicate regularly and transparently with the PASE team and work with the Alumni Team Engagement Officer to coordinate engagement activity in the region. 
• Assist the PASE team in keeping the University’s records on alumni up-to-date. Encourage alumni to keep in touch with us and help us find ‘lost alumni’. 
• Keep any alumni contact information confidential and used for networks purposes only. Alumni data (including contact information) should be kept only for as long as it’s needed to facilitate group activity. 
• Ensure that the group adheres to the UK Data Protection Act, regardless of where they are based, in addition to any local data protection legislation that may apply. 
• Submit all event attendance lists to the PASE International Engagement Officer. Forms are provided in the Global Ambassador handbook. 
• Support and promote University-led alumni events in the area. 
• Promote and represent the University at student recruitment events, if requested. 
• Be willing to assist University staff visiting the region with reasonable requests where possible e.g. by providing local information, advice or event/hosting support. 
• Announcements or other communications made for personal, commercial or political gain are strictly prohibited. 
• Always act in the best interest of the University and ensure activities do not jeopardise the University’s reputation. 

Any queries should be directed to alumni@lboro.ac.uk. The Alumni Engagement team is happy to answer your questions and wishes to make your experience as a volunteer rewarding and enjoyable. 

This Volunteer Code of Conduct was updated in December 2024.