Student Learning Services (SLS) run a confidential service where students can discuss their academic issues with SLS tutors. It is essential for SLS Tutors to keep brief notes on their engagement with students. This is to ensure that we provide continuity of service and also, so that we can monitor uptake and use of the service. Notes may include limited personal information, key issues discussed with the tutor and any agreed actions. All student notes are stored securely within the case management system operated by SLS and are available to a limited number of appropriate support staff. These notes are not available to academic staff, except under exceptional circumstances.
Exceptional circumstances might include:
Wherever possible, we will seek the consent of students to share information and we will encourage them to disclose this themselves where appropriate. However, if there is no indication that this has happened, or is likely to happen, or if the risk of harm is sufficiently acute, we may pass on the information directly to relevant staff or to external parties.
SLS produces reports on trends, for example who accesses our services and how satisfied students are with the support they receive. Student information may at times be used for these statistical monitoring purposes, but no individual student will be identifiable from reports produced using that data.
Please let us know if you are not willing for us to keep your record. If this is the case, it may be more difficult to provide adequate support.
If you would like more details, please ask a member of SLS staff or email firstname.lastname@example.org
Data Protection: Access to notes
Under the Data Protection Act 1998, students have a right of access to notes kept on them by making a Subject Access Request. Find out how to access this information.
Details of case notes containing personal information are exempt from disclosure to third parties under Freedom of Information legislation.