Student confidentiality

We have a duty under Data Protection legislation and University policy to protect students' privacy. All universities in the UK follow similar guidelines and are bound by the same legal restrictions.

In certain exceptional circumstances we may, in agreement with the student, communicate with a third party, if the University deems it fair and in the interests of those concerned.

If someone contacts the University and..?

Is worried about a student

We are unable to confirm whether a student actually attends the University but we can take concerns seriously and tell the person making contact what procedure(s) would be followed or the actions usually taken in such cases. We would then follow this up through our student support channels, where appropriate.

It is an emergency

University staff can contact the student's trusted contact or emergency contact without the student’s permission if it is deemed there is a significant, imminent risk and where we believe the student or others may come to serious or lasting harm. This decision is taken by at least two senior members of staff.

Wants to discuss a student's application

Information about a student’s application and progress through the admissions process may only be discussed with the applicant themselves. If an applicant wishes University staff to discuss their application with a parent, guardian or other third party, they must provide written permission.

How to explain University policy

Staff who regularly take phone calls from family or friends will develop their own preferred ways of explaining the University policy. Colleagues new to this situation may find the following suggested wording useful:

“Thank you for calling. My name is [name] and my job at the University is [job title]. Under Data Protection legislation I am not allowed to confirm the identity of any students or give out any information about students. However, if you would like to explain the reasons for your call and any concerns you have about your [relative or friend] I can explain what steps we typically take in such situations.”

Having listened to what the caller has to say it may be helpful to emphasise that we will take their concerns seriously. There are typically courses of action we take following such calls:

• we may pass a message through to a student
• we may make discreet enquiries about their wellbeing through their supervisor or their college welfare team, or
• the information they provide can be passed through to the University Student Support Services to follow up.

It is important to make a note of the caller’s name and their contact details in case we need to follow up their call, but do not to promise to call them back.

If the caller is unsatisfied with your explanation of the University policy, you can offer to arrange for them to talk to your line manager.