Our policy on external speakers is designed to maintain open debate and provide the greatest freedom for speakers and attendees. UCL has a long tradition of seeking to safeguard freedom of speech and is committed to upholding academic freedom of enquiry in its teaching and research and to ensuring that free and open debate can take place in an atmosphere of tolerance.The invitation to UCL of external speakers is a fundamental part of an active and stimulating academic environment and we will always seek to allow events to go ahead providing they are within the law and are notified in line with the appropriate procedure.All events held on UCL premises or using UCL branding are covered by the Code of Practice on Freedom of Speech. This includes in person events, as well as online events such as those hosted on online platforms like Microsoft Teams. Staff and students who wish to organise events that involve external speakers are responsible for notifying UCL of the invited speakers. They are also responsible for ensuring requests are made with sufficient notice to allow UCL to assess any potential risk relating to the event and make arrangements to mitigate this.UCL considers that a balanced debate enables open and transparent academic challenge, and, in light of this, encourages organisers to consider holding both in person and virtual events in which topics have speakers for and against (without prejudice to the protections for freedom of speech). To enable a balanced debate, in person and virtual events should have an independent chair. In Person EventsWhen inviting external speakers and booking UCL owned space staff and students should use the Room Bookings process and follow UCL's Procedure for the Management of Events that Include External Speakers. The Procedure for the Management of Events that Include External Speakers governs the booking of UCL space for any form of non-teaching event, which does not form an intergral part of the normal academic and/or administrative business of UCL. This procedure still applies where teaching or research events include a speaker likely to pose a risk.Download UCL’s Procedure for the Management of Events that Include External SpeakersIn line with UCL’s Code of Practice on Freedom of Speech, so far as is reasonably practicable, being part an event should not be denied to any individual or body or persons on any grounds connected with the beliefs or views of that individual or of any member of that body or the policy or objectives of that body. The only exclusion would be where the speaker belongs to a body which is a Proscribed Organisation as defined by the UK Home Office.However, potential risks must be considered when reviewing an in person event including student, staff and speaker wellbeing, reputational risk, the history of the speaker and any media attention that they have received previously. UK law regarding discrimination, incitement and intimidation should be considered when reviewing the history of the invited speaker to ensure that UCL are not providing a platform for illegal activity.Students who invite external speakers for events related to clubs and societies should use the SUUCL procedure.Online eventsIf staff or students are organising a UCL event or meeting online that will include an external speaker, they are responsible for ensuring that the UCL Code of Practice on Freedom of Speech is adhered to by all participants. Students who invite external speakers for online events related to clubs and societies should use the SUUCL procedure. These policies and procedures would be the same for an on-campus event as for a virtually hosted event. We would expect departments to complete a risk assessment on any events that are occurring on an online platform with an external speaker. If it is decided that the department is unable to make an assessment or it is considered medium to high risk, the assessment should be escalated to the SRS compliance team. Download the Risk Assessment formIn line with UCL’s Code of Practice on Freedom of Speech, so far as is reasonably practicable, being part of an online event should not be denied to any individual or body or persons on any grounds connected with the beliefs or views of that individual or of any member of that body or the policy or objectives of that body. The only exclusion would be where the speaker belongs to a body which is a Proscribed Organisation as defined by the UK Home Office.However, potential risks must be considered when reviewing an online event including student, staff and speaker wellbeing, reputational risk, the history of the speaker and any media attention that they have received previously. UK law regarding discrimination, incitement and intimidation should be considered when reviewing the history of the invited speaker to ensure that UCL are not providing a platform for illegal activity.Data CollectionAny data collected through the risk assessment or room bookings process is collected under the UCL General Privacy Notice . For more advice and guidance on hosting an online event with an external speaker, please contact srs-compliance@ucl.ac.uk . For questions about planning an online event with clubs or societies as part of the students’ union UCL, please contact su.activities@ucl.ac.uk .
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