Confidentiality and Data Protection Statement
Student Services at the University of Bath provides a range of information, advice and support aimed principally at students. Student Services includes the following teams: Student Services Administration, Student Services Centre Helpdesk, International Student Advice, Student Disability Advice, Student Funding Advice, and Student Health and Well-Being.
Student Services also work in close collaboration with Academic Departments, the Chaplaincy, Dental and Medical Centres, Security Services, Student Accommodation Office, and the Students’ Union, which have their own policies in respect of confidentiality and data protection.
This document outlines responsibilities and practices in respect of information relating to users of Student Services, and explains the related policies on confidentiality and data protection. The information contained in this leaflet is also available in alternative formats on request: please contact the Student Services Centre Helpdesk or email studentservices@bath.ac.uk.
Confidentiality
All information given to Student Services staff will be treated with sensitivity, care and discretion. In most circumstances, the information you provide will be treated as confidential, but members of staff may discuss aspects of your enquiry or circumstances with their immediate colleagues or, if relevant, with the Head of Student Services. The purpose of such discussion would normally be to seek information, confirm the best course of action or to help the member of staff reflect on their work with you. Whenever possible, such discussion will take place without identifying you individually.
The Student Health and Well-Being team strictly limit such discussions to the Head of Student Services, Student Health and Well-Being Manager, other counselling or mental health colleagues or their clinical supervisor, except when there are clear indications that you present a serious risk to yourself or others.
Exceptions
Student Services staff will not normally pass on personal information about you (including information relating to attending an appointment) to anyone outside Student Services (including University staff, relatives, friends or external agencies) without your permission, subject to the following exceptions:
• when we are legally required to do so by the police or other law enforcement
agencies
• when we may be required to do so by a University regulation
• if you are under 18 years old and we have a serious concern about your
well-being
• when there are clear indications that you present a serious risk to yourself
or others
• when contact with another member of University staff will help resolve
a routine matter.
In any of these circumstances Student Services staff will seek to obtain your consent prior to disclosure of any personal information but, if the risk of non-disclosure is judged to be sufficiently serious, the information will be disclosed without your consent. Under all circumstances the information that is disclosed will be kept to the minimum necessary for effective response to the particular situation.
Students at serious risk to themselves or others
A Casework Management Group meets weekly to identify and coordinate the support required by students considered at serious risk to themselves or others. A team-based approach to confidentiality is taken, and students will normally be advised if this group is involved in coordinating their support.
Codes of Ethics and Professional Practice
The Student Health and Well-Being team Student Counsellors adhere to the Ethical Guidelines of the British Association for Counselling and Psychotherapy (BACP); copies are available from the Student Counsellors or from the BACP web site.
All Student Services staff adhere to the Student
Services Code of Professional Practice, copies of which are available
from the Student Services web site.
In order to respond effectively to your enquiry or concern, it may be appropriate for a member of Student Services staff to contact a third party, such as your academic department on your behalf. In these cases the member of staff will explain the benefits of that contact and will seek your permission. If you do not give permission, other than in the exceptions outlined above, staff will not initiate discussion or correspondence with others in a way which allows you to be identified. If you do agree, the nature of the contact will be agreed with you in advance. In the case of telephone calls, the purpose of the call and information given will be agreed with you beforehand. In the case of written (letter or e-mail) correspondence, the content will be agreed with you before it is sent.
Students with specific learning difficulties and disabilities
If you have told any member of University staff that you have a disability, the University is legally required to make reasonable adjustments to help you participate to the fullest possible extent in the educational and other opportunities provided by the University. Sharing of information about your disability and requirements will be limited to that necessary to ensure appropriate adjustments can be made to help you gain the maximum benefit from your student experience at the University.
Information about a disability provided as part of your application to become a student at the University will be shared with relevant University staff. Subsequently, information held by Student Services will normally be passed to others only at your request or with your permission. When you first make contact with a member of the Student Disability Advice team, you will be asked to complete a form consenting to relevant details being disclosed, as necessary, to University staff or others. If you do not give permission for information to be disclosed, the possible consequence may be to restrict the scope and nature of any adjustments the University can make on your behalf and this will be pointed out to you.
Record keeping and Data Protection
Student Services record basic information such as name, course, contact details and other biographical details for administrative purposes. This information may be held on paper and/or electronically, and is used to make appointments and to produce anonymised statistical information about users and use of Student Services for monitoring and planning purposes.
Keeping information up-to-date
It is important that you keep the contact details on your SAMIS student record up to date, as Student Services will use these details to contact you.
Personal Records
During formal discussions with members of Student Services staff, you may provide information of a personal and sensitive nature concerning, for example, finances, disability, a medical condition or personal difficulties. A record of the discussion may be kept to ensure the appropriate guidance or response is provided, particularly at any subsequent visit. Notes may record the key points or issues raised, the advice or information given by the member of staff, relevant background information, any action to be taken and details of any follow-up action together with any related correspondence; points of concern may also be noted. Access to these records is limited to staff with a need to know, as per the protocols outlined above.
Access to records
Under the Data Protection Act (1998), clients have the right to access information held about them. If the records include references to other individuals, those references may have to be removed from the records as those individuals also have protection under the Act. If records include letters or information from a third party (e.g. a letter from your GP), consent from that person must be obtained before the information is disclosed.
Students may request a copy of the personal data held about them. If you wish to access your Student Services records, please email dataprotection-queries@lists.bath.ac.uk.
Further information about the way in which the University deals with student data is set out in the Data Protection Statement for Student Registration.
Security
Files containing personal information are kept securely locked or stored as secure computer records. The period for which records are retained before destruction is informed by current data protection legislation and good practice within the higher education sector.
Further information and complaints
If you have any concerns about data protection or confidentiality, please raise them with any member of Student Services staff. If your concerns are unanswered or you have a complaint about the way in which information you have disclosed has been used, please write to the Head of Student Services.
The University of Bath is grateful to the University of East Anglia for permission
to adapt and develop its policy in this area.
26 July 2011