Acting on a student's request for confidentiality

In some circumstances you may have a discussion with a student that covers an area they do not wish anybody else to be aware of.

If this happens, you must make the student aware of the implications for the short and longer term in relation to the support they can expect, and include the University agreed text in the relevant note, meeting, or comment indicating that the discussion took place, and the consequences were clarified.

Recommended process

1. Tell the student you will only record fact of contact (call, meeting, etc.) in EUCLID but not its content.
2. Tell the student you will keep a note in the relevant local school support system against the relevant student (which might be the student they spoke to, or might be their flatmate, etc.).
3. Create those two records (one just fact of contact, the other the content).
4. Take the opportunity to help the student understand how what is held in the EUCLID notes is not displayed in things like transcript – build trust.

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.

Any notes from meetings with students must be held either in EUCLID or on the local school recording system in the event of students asking not to have their notes on EUCLID.

The local school recording system could be just a word document stored in a secured team location (not on your hard drive or personal network drive) where the files are accessible by the School Student Support Team in your absence. Please refer with your line manager where the student records could be saved. In some schools there may be a SharePoint site for you to share the notes privately.

You can find the University agreed text within the option to "Insert standard pre-defined text" when you are adding a note, meeting, or comment, under the title "Confidential statement noted".

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