Governance

These terms outline the rights and obligations of members ("you") and of UCISA ("we", "us").

Membership

• Your membership will run for a calendar year and it will start on the 1st January and end on the 31st December each year. Your membership will automatically renew on the 1st January of the following year unless any of the circumstances in the section "continuation or cancellation of your membership" apply.
• UCISA will provide your membership on the basis set out on the membership page. We may amend our membership criteria and benefits from time to time. You should review our website regularly for any updates.
• If we accept your membership form and you pay the membership fee, you will become a member of UCISA and we will enable you access to the member services.
• By signing the membership form, you confirm that you have read and understood these terms and agree to keep to these terms.
• We have the right not to accept your membership form for any reason.
  
  

Membership fees

• You must pay the membership fee annually in order to:

• receive the services and benefits which we provide as described on the UCISA website; and

• use the UCISA logo (which will be provided to you by us and should not be copied from our website).

• We will invoice you for the membership fees on receipt of the signed membership form.
• Unless otherwise agreed, you must pay the membership fees within 14 days of the date of our invoice.
• Your membership will automatically renew each year and we will send you our invoice for the upcoming membership year in December of the current membership year. You must pay the invoice by 14th January of the new membership year (unless we agree another payment date with you).
• We may change the membership fee or introduce additional charges at any time before the start of a new membership year. We will notify your lead representative, as stated in your signed membership form, of any changes to the membership fee prior to the start of a new membership year.
• If you need us to quote your PO number on our invoice, you must send it to us with the signed membership form. You must send any PO numbers required for an upcoming membership year at least 30 days before the current membership year ends. The membership fees are exclusive of VAT which shall be charged in addition.

Continuation or cancellation of Membership

• We will automatically renew your membership unless:
  • you opt out of renewing your membership in writing by providing at least one month's written notice before the start of the upcoming membership year; or
  • payment of the membership fee is not received
• We may suspend your membership and access to the benefits if you fail to pay the membership fee by the required payment date. We will suspend your membership until you pay the membership fee.
• We may cancel your membership at any time if:
  • you fail to pay the membership fee by the required payment date;
  • you are involved in any activity which we believe could jeopardise the reputation of UCISA or any of our group companies;
  • or you do not keep to these terms. 

• We will not refund any membership fees already paid if you cancel your membership part way through a membership year.

Personal Data and Marketing

• We will process your personal data in accordance with our privacy policy, which is available on at: https://www.ucisa.ac.uk/Privacy-notices.
• You must not use the membership directory on the UCISA website for the purposes of marketing or sending of unsolicited marketing or unsolicited calls to other members.

General

• Nothing in these terms is intended to, or shall be deemed to, establish any partnership or joint venture between ucisa or any member, constitute either ucisa or a member the agent of the other, or authorise UCISA or a member to make or enter into any commitments for or on behalf of the each other.
• Any notice or document to be given under these terms shall be in writing and addressed as set out below and shall be deemed to have been delivered:

• if delivered personally, by hand on the date it is delivered;
• if delivered by pre-paid first class post or other next working day delivery service, at 9.00 am on the second business day after posting; and
• if delivered by email at the time of transmission or if this falls outside business hours when business hours resume.

• Our address for the purpose of written communications is Ruskin College, Dunstan Road, Headington, OX£ 9BZ , and for electronic communications is: admin@ucisa.ac.uk.
• Your addresses for written and electronic communications are as stated in your signed membership form.
• These terms and any disputes or claims arising out of or in connection with them or their subject matter or formation are governed by and construed with the law of England.
• The courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these terms or their subject matter or formation.

These terms and conditions are available to download

Code of Conduct at UCISA Events and Conferences
(whether run by UCISA, any UCISA committee or community, or Ucisa Services Limited (USL))

Purpose

At UCISA, our mission is to connect, share and transform. We connect the professionals we represent, fostering a strong and empowered community in digital transformation and Information Technology within the Education sector. UCISA is committed to creating an environment at all our events where everyone feels safe and is treated with respect, regardless of age, gender, sexual orientation, disability, religion and beliefs, ethnicity and class.

The purpose of the code of conduct is to outline UCISA’s expectations for the conduct of delegates and exhibitors attending and participating in events and activities organised by UCISA; both in-person and virtual. This code of conduct also outlines the consequences of breaching the code of conduct.

Scope

• This code of conduct applies to all UCISA events including both in-person and virtual events.
• All attendees, including delegates, organisers, exhibitors, speakers, sponsors and suppliers, are expected to abide by this Code of Conduct.
• Attendees are reminded that they attend UCISA events in a work capacity and, as a result, must also comply with any requirements, policies and procedures their respective organisations may mandate.

Expected Behaviour

• Attendees are required to behave professionally.
• Attendees are to treat everyone with respect, kindness, courtesy and dignity.
• Attendees are encouraged to actively contribute to an inclusive environment by:
  • Welcoming and engaging with new participants, particularly those attending alone or for the first time
  • Being mindful of speaking time in discussions to ensure all voices are heard
  • Offering support to colleagues who appear isolated or uncomfortable
  • Respecting and using colleagues' stated pronouns and preferred names
  • Using inclusive language and avoiding sector-specific jargon without explanation
• Attendees are to notify the conference organisers immediately should they notice a dangerous situation or see someone in distress.
• In events where alcohol consumption is involved, attendees are expected to consume alcohol responsibly.

Unacceptable Behaviour

• Harassment and/or sexist, racist, or exclusionary comments or jokes are strictly prohibited and will not be tolerated. Harassment may include, but is not limited to:
• Stalking and photography or recording of an individual without consent
• Unwelcome sexual attention or suggestive behaviour
• Unwanted physical contact
• Offensive jokes and/or remarks
• Discriminatory actions and/or comments related to a person’s gender, sex, ethnicity, sexual orientation, disability, age, marital status, religion and beliefs, and other protected characteristic under the Equality Act 2010 or any subsequent legislation
• Possession and/or use of illegal substances are strictly prohibited at all UCISA events and facilities, including venues and hotel rooms booked by UCISA.
• Bullying in any form, be it physical, verbal or non-verbal, will not be tolerated.
• Excessive consumption of alcohol that leads to a failure in maintaining professional boundaries and behaviours will not be tolerated.

Bystander Intervention

If you witness behaviour that appears to breach this code of conduct:

• Check if the affected person needs support
• If safe to do so, calmly point out inappropriate behaviour to the person responsible
• Alert UCISA staff or event organisers immediately
• Please document what you observed as soon after the occurrence as possible
• Respect confidentiality and allow the organisers to manage the situation

Breach of the Code of Conduct

• Attendees (including delegates, organisers, exhibitors, speakers, sponsors and suppliers) who are asked to cease unacceptable/inappropriate behaviour are expected to comply immediately. 
• Appropriate action will be taken against attendees (including delegates, organisers, exhibitors, speakers, sponsors and suppliers) who breach this code of conduct. This may include: 
• Informing the individual that their conduct is unacceptable and reminding them that failure to adhere with the code of conduct could have further, more formal consequences,
• Limitation on attendance or ban on attending future events, or
• Expulsion from the event. 
• The imposition of appropriate sanctions will be at the sole discretion of the organisers, and no refunds will be made in these circumstances.
• As you are attending any UCISA event in a work capacity and are therefore subject to the policies and procedures of your organisation, UCISA reserves the right to formally report any conduct deemed to be a breach of this code to your Human Resources department, to be dealt with under your organisations own procedures.  

Reporting

• Unacceptable and inappropriate behaviour can be reported in confidence to the Event Organiser from UCISA in attendance at the event, or via email to events@ucisa.ac.uk. 
• For reporting an incident after the event, please email events@ucisa.ac.uk providing as much information as possible. Any such report will be treated professionally and sensitively. 
• To protect both the safety and confidentiality of the victim or individual reporting the inappropriate conduct, no specific action will be taken without consultation with them.

Photography

 Photographs may be taken by the UCISA team at the event for promotional use and this will be stated in attendees’ joining instructions sent out by email prior to the event date. If you do not wish to be photographed, please contact the event organiser at events@ucisa.ac.uk. 

 
Declaration

• By registering and attending any UCISA event including both in-person and virtual events, you consent to the following:
• I have read carefully and understand the above Code of Conduct of UCISA Events and Conferences.
• In the event of breach of Code of Conduct I acknowledge that:
• I may lose the privilege of attending the event and may not be allowed to attend future events.
• My organisation may be notified of the breaches.

Contact Information

Should you have any questions, please contact us at events@ucisa.ac.uk

This code of conduct is available to download.

• Accessibility statement
• Code of conduct
• Cookies statement
• Complaints policy
• Data privacy notice
• Data retention schedule
• Equality and diversity notice
• Modern Slavery policy
• Virtual Event data privacy notice

• UCISA expenses policy
• Expenses claim form

All intellectual property rights for any data/report/resources will be owned by ucisa. 
ucisa publications are, wherever possible, be licensed under the Creative Commons Attribution - Non-commercial 4.0 International licence. Subject to the source being appropriately acknowledged and the licence terms preserved, ucisa publications may be copied in whole or in part and incorporated into another document or shared as part of information given, except for use for commercial gain.

Where publications contains resources from institutions; where this material is copied or otherwise reused, both ucisa and the institution concerned should be acknowledged.