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► Postgrad Service - Confidentiality Policy
ULU Postgraduate Academic Welfare Service
CONFIDENTIALITY POLICY
1. The advice service holds in confidence information given by or about our clients and we guarantee a confidential service. Confidential space will be made available to clients for them to discuss their problem with the adviser. The advice service is designed to facilitate confidentiality as much as possible. It consists of one large interview room so that the interview cannot be easily overheard. The waiting area is located behind the main reception away from the common areas of the union building. The receptionist will protect the nature of the client’s visit from other users of the building except the adviser.
2. Information relating to a client will not be disclosed by an employee unless there is:
- a legal requirement, i.e. a court subpoena;
- an overriding moral consideration, e.g. the actions or behaviour of a person could put another’s or their own well being or life at serious risk;
- a conflict of interest.
In such cases where a breach of confidence may be necessary there is a strict procedure to follow.
THE PROCEDURE
i) Discuss the problem with the vice-president (welfare & student affairs), casework supervisor and membership services manager.
ii) Should further action be under consideration the adviser will inform the general manager, who may decide to seek legal advice before acting.
UNDER NO CIRCUMSTANCES SHOULD A ADVISER TAKE IT UPON THEMSELVES TO BREACH A CONFIDENCE.
iii) The decision and action taken will be recorded along with the reasons for the decision which will be communicated to the members of staff involved.
iv) Where practical, the client will be informed that information could be released.
3. An unauthorised breach of confidentiality would be gross misconduct leading to instant dismissal. Any breach of confidentiality taken by a member of staff outside the stated procedure will lead to disciplinary action being taken against them by ULU.
4. Casework files are securely stored in a filing system which only the adviser has access to.
5. Keys to all the adviser’s casework filing cabinets are stored under lock and key to enable work on behalf of clients to continue in the event of one adviser’s absence.
6. Confidential records are retained to assist the adviser to undertake effective casework on behalf of the client. Only in the exceptional cases with the client’s permission, will the information be used for any purposes, e.g. student campaign work.
7. Casework files are stored for seven academic years and then destroyed by shredding.
8. The details of a client's case will only be passed to another agency for further, or specialist help with the express permission of the client.
9. The vice-president (welfare & student affairs), casework supervisor, receptionist and any other person who may gain access to the advice service client data must sign a confidentiality undertaking for each academic year of service/contact (see confidentiality undertaking).
10. All members of the advice service will ensure that they are fully conversant with and adhere to the principles laid down in this policy.