Parents, relatives, and third parties frequently get in touch with the University for information on our students. For instance, it is very common for parents, particularly those who are contributing to tuition fees, to ask for information about academic progress, to enquire how students are settling in, or to ask about their whereabouts if the student hasn’t recently been in touch.
While we acknowledge their concerns, it's crucial to put our students' privacy first and safeguard their personal information according to data protection laws. Keep in mind that simply confirming enrolment could reveal sensitive details, and some students may prefer not to disclose their status to their parents, as they may not have a relationship with their family.
When faced with such requests, the best approach is to:
- Record enquiry details: Note down the requester's identity and student's information.
- Consider request complexity or urgency and request for the query to be sent via email, to allow you time to evaluate the situation.
- Inform student: Reach out to student about the request.
- Let the student decide if they want to handle the matter directly or authorise us to share specific details.
- Keep a clear record of any decisions made by the student and periodic check-ins may be necessary if circumstances change.
Student safety should always come first, even in data protection matters. In cases of 'vital interests,' where there's a significant risk of harm, we may share information without a student's consent to address the issue. Although it's advisable to inform the student afterward, urgent situations may require immediate action, provided it doesn't increase risks.
If you're unsure about handling a request, our Data Protection team is here to help. In urgent cases outside office hours, prioritise the student's safety by sharing the information and informing the Data Protection team as soon as possible. Student Services also offer a broad range of support to students; please see the Accessing Support from Student Services page for more information.
These guidelines help us balance student privacy with valid concerns and stay compliant with data protection laws. Your dedication to respecting student privacy and creating a secure University environment is highly appreciated.