Security and Welfare Policy

Oxford Postgraduate Society is herein referred to as GradSoc or OxGradSoc.

1. Our Commitment to Safety and Wellbeing

Whether it is in our online chat groups, at a structured GradSoc event, or at a simple bar meet up, we take the security and welfare of our members seriously. We apply our duty of care consistently across all formats, and we follow the same safety principles no matter what the venue or setting.

GradSoc aims to maintain spaces where members can socialise, discuss, debate and enjoy community life in an environment that is safe, respectful and supportive.

2. Access Control

To protect the safety, comfort and privacy of participants, GradSoc applies the following access rules at all in person activities:

• Only invited guests or registered attendees may enter a GradSoc event or meet up.
• Individuals who are not part of the group have no automatic right of entry.
• Tailgating or following others into a private space or meet up is not permitted.
• Organisers or designated welfare or safety volunteers may ask any individual to leave if their behaviour creates a risk, causes disruption, or undermines the wellbeing of participants.

These standards apply to all events, from large social gatherings to informal bar meet ups.

3. Behaviour and Conduct

All participants are expected to treat others with courtesy, dignity and respect across all GradSoc spaces. This includes:

• Online chat groups
• Structured events
• Informal bar meet ups

Harassment, intimidation, discrimination, stalking, threats or any conduct that compromises the safety or wellbeing of others will not be tolerated.

GradSoc may remove individuals from spaces it manages if their behaviour places others at risk.

4. Responsibilities of Organisers

Organisers have a duty of care to GradSoc participants. This includes:

• Monitoring the environment and ensuring it remains safe, respectful and welcoming.
• Taking reasonable steps to de escalate conflict or disruptive behaviour.
• Seeking assistance from venue staff or emergency services where appropriate.
• Intervening when they honestly believe a situation presents a risk to participants.
• Following Close Protection principles when intervention is required, including using the minimum level of force necessary and remaining within the legal framework for reasonable force under UK law.

Organisers do not act on behalf of venues, premises owners or external bodies. Their role is to safeguard the wellbeing of GradSoc participants following the legal framework employed by UK Close Protection.

5. How to Raise Concerns

Members can report security or welfare concerns at any time through:

• Speaking to a GradSoc organiser or welfare volunteer.
• Contacting the GradSoc committee confidentially.
• Reporting issues to venue staff if appropriate.
• Contacting emergency services if there is immediate danger.

Concerns will be handled respectfully, discreetly and in a manner that prioritises the safety of everyone involved.

6. Compliance with Law

GradSoc operates within the legal framework of the United Kingdom. The following legislation is directly relevant to the use of force, protection of persons and the prevention of crime:

6.1 Criminal Law Act 1967, section 3

Allows any person to use reasonable force in the prevention of crime or in effecting or assisting in a lawful arrest. See: Criminal Law Act 1967, section 3.

6.2 Common Law of Self Defence

Clarified by case law, including R v Beckford and R v Gladstone Williams, a person may use reasonable force to defend themselves or others, based on the circumstances as they honestly believed them to be. This assessment is made from the perspective of the person at the time, not with hindsight.

6.3 Criminal Justice and Immigration Act 2008, section 76

Confirms that the reasonableness of force is judged according to the circumstances as the person honestly believed them to be, and that a person acting under stress cannot be expected to make perfect judgments. See: Criminal Justice and Immigration Act 2008, section 76.

6.4 Close Protection and SIA Guidance

Close Protection standards in the United Kingdom are regulated by the Security Industry Authority (SIA). Licence holders are required to follow licence conditions that reflect principles of minimal and proportionate intervention and professional conduct. Key guidance includes:

• Learn about the SIA licence conditions you must follow (Security Industry Authority).
• Displaying a front line SIA licence and related clarification on covert and low profile work.
• GradSoc may hire or deploy qualified Close Protection operatives to work in a low profile capacity for the protection of members at any event or gathering, in accordance with UK law and regardless of venue. Where suitable, GradSoc may also arrange additional door supervisors in collaboration with the host venue to support and enhance event security.
• Close Protection operatives and security personnel engaged by GradSoc will always act within the legal framework outlined above, prioritising de escalation and the safety of all participants. When dealing with an incident, they may move from a covert position to an overt one by displaying their SIA licence, which is standard practice to indicate to those present that they are operating from a trained and licensed position.

These legal and regulatory principles apply regardless of venue or affiliation. They do not depend on authorisation by a premises owner or institution. They apply equally in private rooms, public venues, informal gatherings, online environments and outdoor settings.

All participants are expected to comply with the law and to contribute to a safe and respectful environment.