Read our guidance on adding, editing and deleting notes and comments to a student record, inserting standard text and marking details as confidential. Student support staff are encouraged to make as much use as possible of the Meeting & Notes provision within EUCLID for taught students. Many support teams within Schools and Deaneries also keep a local case management system which can include a continuous care record of meetings with the student. If this exists in your department, it is important to ensure that you are using it. Some students may not wish to discuss private matters in what they perceive to be a formal discussion. Discussions with their Student Adviser, Wellbeing Service, and Student Support Team provide the opportunity to educate students about the purposes of the EUCLID record and how the School uses that information. Note: For postgraduate research students, the Engagement Tab within EUCLID is the only available place to record notes or meeting details (date, venue, the reason for the meeting, action points, etc.). In the event of the student asking not to store their meeting notes in EUCLID, you must record and manage meeting notes in the local school recording system. When should student support staff record interactions with students? Interactions with students can take the form of meetings, phone calls, and emails. A record should be kept when: Advice is given: The heading should be topic related – for example, Course Enrollment, Course Change, or Assessments. Student need for enhanced support is identified: Where a student has been identified as needing enhanced support, a summary of any meeting or actions should be added to their notes so that this information is available for review at Students’ Enhanced Support Review Meetings. Planned meetings: These include progression meetings, Named Contact check-ins, “return to study”, or any other meeting requested by a student or Student Adviser. Failure to attend: It is also important to record in Meetings & Notes in EUCLID where students fail to attend a scheduled meeting and what steps were subsequently taken to contact the student. This will help to illustrate any general patterns of non-engagement that may indicate a student in need of enhanced support. Note: Any notes the student specifically asks not to have in EUCLID (they may call this “my record”, “my transcript”, etc) must not be added to a shared platform unless it is discussed for further reference by managers. When is a record not needed? Some transactional interactions such as an infrequent request from students about the timing or location of a class do not need recording. However, an increase in the frequency of questions or requests may indicate a student with challenges, and so an individual note may have a record of 2-3 or more recent examples of occasions when a student has approached you to ask things. There is no exact science to guide you here; instinct, experience, and gut feelings are good guides. If a student starts asking more questions, more frequently you may want to respond with questions about their current circumstances and if they would like any support. Who needs to see this information? People inside the School/Deanery: Student Adviser People outside of the School/Deanery support team: Wellbeing Adviser aligned with School/Deanery (and wider Student Wellbeing Service team) Disability and Learning Support Service Adding a note to a student How student support staff can add a note to a student's record. Adding a comment to a meeting or note How student support staff can add a comment to a meeting or note on a student record. Recording a note as confidential Guidance on recording a meeting, note or comment as confidential. Acting on a student's request for confidentiality What to do if your student requests that you not disclose a confidential matter with anyone. Deleting a meeting, comment or note How student support staff can delete a meeting, note, or comment on a student's record. Adding a note to a group of students How student support staff can add a note to a group of students. This article was published on 2024-07-29
