Information sharing with trusted contacts

A trusted contact is someone the University can contact if there are serious concerns about a student’s health or wellbeing. They are someone the student nominates, whom they trust to handle sensitive information about them. The trusted contact may need to work with us and statutory or emergency services, such as health services, to act in the student’s best interests, for example if they become unwell.

Use of trusted contacts

Students have the right for their sensitive personal information to be kept confidential unless there is reason to believe that doing so may create or exacerbate a risk of serious or lasting harm to themselves or another person.

• The University will be transparent about any use of trusted contact information provided. Our privacy notices clearly state the University’s position about how we will use student data.
• When students use key student services, such as Counselling, Mental Health and Wellbeing and Inclusion and Disability Services, we will always try to engage them in conversations about any information sharing.
• The University will endeavour to maximise student autonomy and all decisions about the need to share information are made on a case-by-case basis.
• Decisions use an evidence-based assessment and consider the student’s current and, where appropriate, previously expressed wishes about the use of their trusted contact’s details.

Where students do not wish to involve trusted contacts in their care, staff will seek to understand the reasons for this. The student’s decision will be respected unless appropriately qualified and trained staff perceive that to do so would place them or another party at risk of serious harm.

Information sharing with consent

With the student’s consent, Student Services (including Safeguarding staff) will share information with external third parties (for example emergency or trusted contact(s); external professionals) in line with the student’s consent and wishes.

This may include, for example:

• instances where one-off consent has been given in the moment and for a specific purpose to share information
• advance agreements where the student has given prior or ‘blanket agreement’ for information to be shared with certain parties to support their ongoing needs.

Any such agreement will be regularly reviewed with the student and relevant parties informed. A record of such agreement will always be noted on the student record system of the relevant student service(s) teams. Consent can be withdrawn by a student at any time. When this consent is acted upon and information is shared with a third party, a record of this should be completed by the relevant member of staff in Student Services on the Trusted contact information sharing log  (staff access only).

Information sharing without consent

Where there are concerns for a student’s welfare, personal information may be shared with parties outside the University in the absence of a student’s consent only in exceptional circumstances (for example to prevent serious or lasting harm to self or others, or where required by law). Such information sharing would only happen following an appropriate risk assessment and case review by senior Student Services staff.

Consideration will be given to:

• the level or risk identified and the ability to of the University to mitigate that risk itself with the student.
• who is best placed to receive this information to mitigate the identified risk most effectively.
• whether contact with a party other than, or in addition to, the trusted contact is the most appropriate risk mitigation (e.g. the student’s GP or statutory mental health services).

The final decision about sharing information in the absence of consent will be taken by either the Director of Student Services or designated authority; i.e Designated Safeguarding Leads and will be clearly recorded on the appropriate student record database and by completing the risk assessment process and the Trusted contact information sharing log (staff access only).

In these circumstances, Student Services staff will, wherever possible, make every effort to engage the student in a dialogue about how and when further information may be shared moving forward.

The University may need to share the details of a student’s trusted contact with an external agency at the request of the third party, where consent cannot be obtained, because the student cannot be contacted (for example in the event of a student being admitted to hospital, or being identified as a missing person). Such information sharing would only happen when evidence-based risks have been identified and disclosed by an external agency to the University. It would be noted to the emergency services that the trusted contact listed by the student may not be their legal next of kin.

Information sharing without consent in medical emergencies

In situations such as medical emergencies, all staff may share information with relevant third parties (for example emergency services staff) where this is deemed necessary for the immediate preservation of the student’s vital interests.

For example, if a student collapses and is unresponsive, staff must inform Campus Security and attending medical staff of a known medical condition and disclose relevant personal information (for example personal details stored on the student record system).

A record of this should be completed by the relevant member of staff in Student Services on the Trusted contact information sharing log (staff access only).

While this list is not exhaustive, it provides some guiding thresholds as to the nature and severity of risks that may be identified in relation to a student and how/when the use of trusted contact information may be used to support the safety and wellbeing of an individual. 

The University would only ever share information without consent in high or urgent risk situations.

High-risk scenarios

Consent should be discussed with students in advance of any use of trusted contacts, where possible, and where consent is not given, the procedure for sharing without consent should be followed accordingly.

Possible scenarios:

• If a student ceases to engage with their studies and/or professional support and/or does not respond to a reasonable number of attempts to contact them.
• If we have been made aware a student has an ongoing serious illness (physical or mental), and/or there is evidence their health may be deteriorating.
• If a student has not being seen recently in their hall of residence and not responding to repeated contact attempts.
• If a student has been a victim of a serious crime.
• If a third party has reported significant concerns and we are not able to contact the student to establish their safety and wellbeing.
• Where a student needs care or support and the lack thereof is affecting their wellbeing.
• Where a student is at risk of harm or neglect or is experiencing harm or neglect

Urgent risk scenarios

If possible, student consultation about consent will take place. In these situations, it is generally expected that contacting a student would not be possible, therefore decisions are likely to occur without a dialogue about student consent.

Possible scenarios:

• Where we become aware a student is (or will be) hospitalised due to an emergency.
• Where we become aware a student has suffered a serious injury (this could include self-harm; or use drugs and/or alcohol in high-risk amounts or combinations).
• Where there is a risk to the student concerned, or someone else from that student, and the student concerned; cannot physically or legally give consent.
• Where there is evidence to suggest that a student is experiencing a mental health crisis, of a nature and degree that warrants third-party intervention.
• If we think a student cannot protect themselves against harm, neglect or the risk of it.

1. The University becomes aware of a significant welfare concern for a student.
2. In all cases, information needs to be shared with Student Services by emailing [email protected]. For out of hours urgent risk cases, call University Security 0161 247 2222.

3. The Director of Student Services, or designated alternative, will assess the concerns, which may include an advisor contacting the student to identify the support currently in place and further information about the student’s circumstances (in this engagement the student will be advised about the confidentiality policy and engaged in a discussion about trusted contact use).

4. Where there is evidence that a risk of harm could occur to self or others, the Director of Student Services, or designated alternative, will review who, if anyone, that risk information should be shared with to support the student and mitigate against the identified risk. The student will be asked if we have consent to share the information with an external party where possible (including a trusted contact).

If consent is given:

• Contact will be made and the relevant information shared.
• A record of sharing with consent will be kept on the Trusted contact information sharing log held by Student Services.

If consent is not given (including where it cannot be given):

• A case review and risk assessment will be undertaken by the lead practitioner involved in student support and the relevant Head of Service. This will be reviewed or authorised by the Director of Student Services or a designated alternative.
• Unless the risk assessment identifies otherwise, the student will be informed of the decision and given an opportunity to be involved in information sharing. 
• Contact will be made and the relevant information shared.
• A record of sharing without consent will be kept on the Trusted contact information sharing log held by Student Services.