Download original attachment
(PDF file)
This is an HTML version of an attachment to the Freedom of Information request 'BBSRC response to reports of institutions lacking effective procedures for resolving studentship problems.'.
 
14 September 2010    
 
 
 
 
 
 
 
 
 
 
 
 
Reference: FoI-112 
 
 
Dear Mr Taylor,  
 
FREEDOM OF INFORMATION ACT 2000 – REQUEST FOR INFORMATION  
 
I am writing in response to the request you made to BBSRC under the Freedom of 
Information Act 2000.  
 
Statement of Information Requested  
 
You requested the following information: 
 
Section 10.25 of the BBSRC studentships guide states: 
      
     "Students may, however, bring to BBSRC’s attention any situation 
     where they consider that they have not had access to appropriate 
     procedures." 
      
     I would like to request: 
      
     * Any policies and procedures which exist within the BBSRC setting 
     down how reports made under this provision are to be dealt with. 
     * The appropriate contact point for students to use when making 
     such reports, and which post holder or team the reports would be 
     directed to. 
     * Details of reports made under this provision and the actions 
     taken by the BBSRC, including information on any systemic changes 
     to institutions' procedures which have been prompted by the 
     reports. 
 
Duty to Confirm or Deny  
 
I confirm that BBSRC holds information relevant to your request.  However, some of 
the information requested is exempt from disclosure as described below.  
 
Exemptions Which Apply  
 
Section 40 Personal information  
 
Information is considered to be exempt from disclosure if it constitutes personal data 
of which the applicant is not the data subject. Information of this type is protected by 
the Data Protection Act. 
 
Section 43 Commercial interests 
1 
 
 
Information is exempt from disclosure if it is a trade secret or if release of the 
information would be likely to prejudice the commercial interests of any person. 
 
Note: A person may be an individual, a company, the public authority itself or any 
other legal entity. 
 
 
Application of Public Interest Test in Relation to Section 43 of the Act  
 
The public interest test (which determines whether or not the interest in 
maintaining the exemption outweighs the interest in disclosing the information) 
was applied to exemption under Section 43. An explanation of the public interest 
test is provided:  
 
The disclosure of academic institutions’ names which complaints were made against 
would be likely to prejudice the commercial interests of those academic institutions.  
A commercial interest is defined as a person’s ability to participate competitively in a 
commercial activity, in this case providing services to students by academic 
institutions or companies. When making this decision, the following factors were 
considered:  
 
• disclosing this information could potentially damage these institutions’ 
reputation as providers of services to students and scientific community 
or the confidence that customers (students)  and  stakeholders may 
have in these academic institutions.  
 
• disclosure could potentially damage academic institutions’ position 
when competing against other academic institutions. 
 
Background  
 
BBSRC has a responsibility to ensure that the funds it disperses are spent properly, 
in accordance with the law and in the public interest. Included within this 
responsibility is a need to draw the attention of members of the scientific community 
funded by the BBSRC to the need to conduct their research, and to be seen to do so, 
according to best scientific practice.  
 BBSRC Statement on Safeguarding Good Scientific Practice 
(http://www.bbsrc.ac.uk/web/FILES/Policies/good_scientific_practice.pdf) addresses 
the issues involved in the proper conduct of scientific research, and provides 
guidance on the standards expected. It also considers the procedures to be followed 
should allegations of scientific misconduct be made. 
 
Information Requested 
 
I will answer your questions in turn: 
 
* Any policies and procedures which exist within the BBSRC setting down how 
reports made under this provision are to be dealt with. 
As stated in the BBSRC Studentships Guide 
(http://www.bbsrc.ac.uk/web/FILES/Guidelines/studentship_handbook.pdf), “it 
is the responsibility of the academic institution or company to ensure that 
students and supervisors have access to effective procedures for resolving 
problems which arise from the administration and supervision of the 
2 
 
 
studentship and that, where multiple procedures exist, guidance is available 
to all interested parties on which procedures should be used in a given set of 
circumstances; such procedures are normally outlined in a local code of 
practice. Should a grievance arise, students are expected to make use of 
these procedures. BBSRC will not intervene unless the student has pursued 
any complaint or grievance through the available channels…” If the available 
grievance channels at the academic institution or company are exhausted but 
without satisfaction to the student they can register a complaint with BBSRC.  
* The appropriate contact point for students to use when making such reports, and 
which post holder or team the reports would be directed to.  
Formal complaints should be registered with the BBSRC Complaints Officer 
(http://www.bbsrc.ac.uk/organisation/policies/position/foi/complaints.aspx) 
* Details of reports made under this provision and the actions taken by the 
BBSRC, including information on any systemic changes to institutions' procedures 
which have been prompted by the reports. 
 
Since the introduction of the BBSRC complaints procedures, BBSRC 
received 10 formal complaints from students.  
A summary of those complaints is included in the Table 1 below.  
 
Names of complainants and those who allegations were made against are not 
provided as this information is exempt from disclosure under section 40 of the 
Act.  
 
Details of academic institutions or companies which allegations were made 
against are not provided as this information is exempt under section 43 of the 
Act as described above.   
 
Table 1  
 
Complaint’s  Nature of complaint 
Actions taken by BBSRC 
reference 
number 
1 
Complaint from a student 
BBSRC requested information 
about their supervisor at the 
from host organisation on 
host organisation.  
whether the complaint was 
handled appropriately and 
within stated procedures at the 
host organisation. Host 
organisation concluded that 
the complaint was conducted 
thoroughly and correctly. 
However, host organisation 
found that there were issues 
due to multiple complaints 
procedures and made several 
recommendations that it would 
take forward, e.g. review of 
procedures, staff training. As a 
result, BBSRC amended its 
studentship guide in section 
3 
 
 
10.25 by adding “… and that, 
where multiple procedures 
exist, guidance is available to 
all interested parties on which 
procedures should be used in 
a given set of 
circumstances…” 
2 
Complaint from a student 
Complainant was referred to 
about their supervisor at the 
BBSRC complaints procedures 
host organisation. 
and asked to confirm that they 
had invoked and exhausted 
formal complaints and appeals 
procedures at host 
organisation. Complainant was 
also advised that if they were 
denied access to the host 
organisation’s procedures, 
they could bring it to BBSRC’s 
attention. 
3 
Complaint from a student 
Complainant was referred to 
about researchers at host 
BBSRC complaints procedures 
organisation.  
and asked to confirm that they 
had invoked and exhausted 
formal complaints and appeals 
procedures at host 
organisation. Complainant was 
also advised that if they were 
denied access to the host 
organisation’s procedures, 
they could bring it to BBSRC’s 
attention. 
4 
Complaint from a student 
Complainant was informed that 
about their supervisor at the 
BBSRC could not take any 
host organisation. 
action as complaint was 
subject of litigation or legal 
proceedings.  
5 
Complaint from a student 
BBSRC investigated whether 
about termination of their 
the stated complaints 
studentship by host 
procedures were followed by 
organisation. 
the host organisation and was 
satisfied that the procedures 
were applied and followed 
appropriately.  
 
6 
Complaint from a student 
Complainant was referred to 
about working conditions in 
BBSRC complaints procedures 
laboratories at host 
and asked to confirm whether 
organisation.  
they had invoked and 
exhausted formal complaints 
and appeals at host 
organisation and to provide 
agreement to BBSRC 
Complaints Officer contacting 
the host organisation for report 
4 
 
 
on their case. No response 
was received from the 
complainant. 
7 
Complaint from a student 
Complainant was informed that 
about problems encountered  BBSRC could not take any 
relating to conduct of 
action as complaint was 
scientific research.  
subject of litigation or legal 
proceedings. Complainant was 
also advised that, on 
completion of action, they 
could bring to BBSRC’s 
attention any proven instances 
where the host organisation 
had not followed stated 
procedures within the BBSRC 
Statement on Safeguarding 
Good Scientific Practice.  
8 
Complaint from a student 
Complainant was referred to 
about their supervisor at the 
BBSRC complaints procedures 
host organisation. 
and asked to confirm whether 
they had invoked and 
exhausted formal complaints 
and appeals at host 
organisation and to provide 
agreement to BBSRC 
Complaints Officer contacting 
the host organisation for report 
on their case. No response 
relating to this request 
received.  
9 
Complaint from a student 
Complainant was informed that 
about termination of their 
BBSRC could not take any 
studentship by host 
action as complaint was 
organisation.  
subject of litigation or legal 
proceedings. Student also 
informed that from the 
evidence provided it seemed 
that formal complaints 
procedures at host 
organisation had been 
exhausted and that it had 
acted appropriately and 
correctly and within stated 
procedures.  
10 
Complaint from a student 
Complainant was referred to 
about their supervisor at the 
BBSRC complaints procedures 
host organisation.  
and asked to confirm whether 
they had invoked and 
exhausted formal complaints 
and appeals at host 
organisation and to provide 
agreement to BBSRC 
Complaints Officer contacting 
the host organisation for report 
5 
 
 
on their case. No response 
was received from the 
complainant.  
 
 
If you have any queries about this letter, please contact me quoting the reference 
number above.  
 
Yours sincerely,  
 
Ksymena Okonska 
Freedom of Information Officer 
BBSRC  
 
 
 
Complaints Process  
 
If you are dissatisfied with how we have handled your request, you may register a 
formal complaint with the BBSRC Complaints Officer at 
[email address], who will conduct an internal review.  
 
If you are not happy with the outcome of the internal review, you have the right to 
apply directly to the Information Commissioner, Information Commissioner’s Office, 
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 01625 545 745, 
www.informationcommissioner.gov.uk. 
6