Student Emergency Contact Procedures

1. Introduction & Context

1.1 These procedures outline how the University encourages its students to provide details of their next of kin/emergency contact when enrolling on to their course of studies, and how this information will be collated.

1.2 Students can nominate anyone they choose to be their nominated emergency contact, with the majority selecting a parent or guardian.

1.3 These procedures also outline the circumstances in which the University may use emergency contact details, and who is likely to make contact.

2. Providing Emergency Contact Details

2.1 When enrolling each academic year, every student is required to submit their emergency contact, which will be held within the student records system. This is a mandatory part of the enrolment process, and as such students are unable to leave the details blank.

2.2 As part of this process, students will be made aware that by sharing these contact details that they are agreeing to the University making contact with their nominated emergency contact when there is an emergency situation related to their personal wellbeing.

2.3 Students will be encouraged to inform the contact that they have been nominated, and that their details have been shared with the University.

2.4 Information about this process will form part of the guidance section related to student enrolment, and will be available on-line for students and advisers at the time of enrolment (both for new and returning students).

3. Circumstances When the University may use the Emergency Contact

3.1 The University will only contact a student’s emergency contact when there is a significant concern about their wellbeing or safety. The University will always seek to gain agreement from the student on every occasion prior to making contact.

3.2 The University reserves the right to use the emergency contact without prior agreement when it is in the student’s vital interest to do so; this will usually be a significant scenario where there are demonstrable concerns over their wellbeing, such as:

• Where the University is made aware that the student is an emergency admission to hospital, or detained by police, and when NHS/police staff ask the University to make contact with, or supply them with the student’s emergency contact
• When a student is seemingly ‘missing’, and is not responding to direct requests for contact from the University, and after efforts to locate the student have been unsuccessful.
• In the event of a suspected or confirmed death of a student, the University will ordinarily pass the contact details to emergency services to enable them to contact the student’s emergency contact

3.3 Should a student choose to not submit an emergency contact, the University cannot be held liable for not being able to pass on critical information to either emergency services or family members.

4. Decision-Making

4.1 If any member of staff considers that the student’s emergency contact needs to be communicated with, then they should in the first instance discuss with colleagues within the Student Services Department (through the Student Helpzones).

4.2 It should be recognised that each incident will be judged independently. The decision will be taken by a senior manager within the Student Services Department. Deciding to use the emergency contact is never taken lightly, and each decision will be reached based on professional judgement and taking into account the facts available and the wishes of the student. The University cannot be held liable should the decision be taken to not contact a student’s emergency contact.

4.3 Any contact will be made by a senior manager within the Student Services Department, and normally either the Head of Student Wellbeing or the Student Registrar.