Alumni Volunteer Code of Conduct

Imperial’s Alumni Engagement team is committed to putting alumni at the heart of its service delivery. We offer alumni a range of services, benefits and programming to support their lifelong connection with Imperial and with the alumni community.  

To benefit from these services, as members of the Imperial community, alumni must behave in a way that is aligned with Imperial’s values, and to abide by the terms and conditions associated with the use of specific services.  

In circumstances where alumni do not adhere to these principles and standards or exhibit inappropriate or unacceptable behaviour, their access to alumni services and benefits may be withdrawn. 

• Alumni volunteers: If Imperial staff or other community members deem a volunteer’s behaviour to be inappropriate and in contradiction to the code of conduct below and the full Alumni Code of Conduct, we reserve the right to end the volunteering role. Complaints will be assessed on individual basis. 
• Alumni Groups and Networks: The Alumni Engagement Office reserves the right to remove access to benefits and services provided to alumni groups, including the group’s affiliation with the university, if it deems that the relevant terms of this Code have been breached by a group or network.  

• Alumni groups, networks and volunteers are expected to act to the highest standards of ethical integrity in accordance with Imperial’s values. 

• Volunteers are expected to liaise constructively and positively with alumni and other members of the Imperial community.  Alumni groups and networks will demonstrate courtesy, honesty, integrity and fairness in all dealings in their role.   

• Members of alumni groups or networks should work collaboratively with staff of Imperial on all activity and maintaining an open dialogue.   

• Volunteers in alumni groups or networks are expected to be positive ambassadors and not to wilfully bring Imperial into disrepute.    

• Alumni groups and networks should not use volunteer activities or networks as a platform for promoting private enterprises or political views.    

• Alumni groups are expected to build and operate in an inclusive, supportive and respectful community environment regardless of gender, race, ethnicity, sexual orientation, disability, religion and age. Volunteers should support an inclusive culture of respect between individuals.   

• Volunteers should be committed to organising inclusive activities free from any form of discrimination, and to welcome attendees without discrimination or prejudice.   

• All groups must be committed to Imperial’s EDI principles when recruiting new volunteers and during succession planning.    

• Imperial’s commitment to EDI is embedded in Imperial’s Equality, Diversity and Inclusion Strategy. 

• The Alumni Engagement Office maintains the central alumni database. We work hard to ensure that the details we hold are up-to-date, and that our data security practices are in line with our privacy policy. Alumni group and network volunteers should support these efforts to maintain the integrity and quality of this single central database. 

• Alumni groups and networks are expected to abide by Imperial’s data protection guidelines and the Advancement privacy policy. Alumni groups and networks are not expected to maintain their own mailing lists or databases (including spreadsheets and other similar formats). With appropriate notice, the Alumni Engagement team will help to promote activity to the group’s membership or to the wider alumni community. 

• When emailing a group (for example, to update attendees on an event), it is important to respect their right to privacy, and to keep in mind data protection legislation. Volunteers are expected to use the BCC option rather than CC unless they have permission from their contacts to share their information.  

• Alumni groups, networks and volunteers should ensure their data and contact preferences are kept up to date and encourage their members to do the same by completing this short form or emailing the Alumni Engagement team at alumni@imperial.ac.uk.   

• The Imperial logo and name should only be used for the purpose of carrying out the group’s or network’s activities, and in accordance with Imperial’s branding guidelines.  

• Groups will be provided with branded assets for use on online platforms or when promoting activities. Groups must obtain these assets via the Alumni Engagement team. Groups are not allowed to use custom-made logos or to use unauthorised versions of the Imperial logo. Groups must not use the Imperial crest as a promotional tool or as part of their visual identity.  

• Imperial may withdraw its consent to use its brand or logo at any time.  

This Code of Conduct works alongside other policy documents including:  

• Provision of Alumni Services, Benefits and Programming (Alumni Code of Conduct)

• Code of conduct for alumni event attendees 
• Alumni Visitor Centre Regulations

• Data Protection Guidelines 

• Freedom of Speech   

• Conference Policy  

• Ethics-Code.pdf  
• Student Code of Conduct   
• Advancement Privacy Notice