Download DP11 Flow chart for disclosureFinal, 44 kb

LIST A – EVERYDAY WORK
LIST B – SPECIAL CIRCUMSTANCES
Examples of official organisations to which staff can make
disclosures
as
part
of
their
everyday
work.
No
explicit
authorisation is needed from the student because students have
been generally alerted to the possibility of this type of disclosure
at an earlier time.
Examples of third parties where disclosure may be made on special
occasions but without the consent of the student. For example, the
particular circumstances may require disclosure to protect the
safety or well being of the student or of someone else. Or it may
be to further the interests of the student. In the event of a query,
discuss the matter with the University Data Protection Officer
([email protected])
External
admissions
agencies
(e.g.
UCAS,
SWAS, ENMSA and GTTR)
Professional
bodies
for
the
purpose
of
registration
Council Tax Registrations Officers for the
As these cases are usually sensitive, the Data Protection Officer or
head of school/department must consent to the disclosure, and
may also need to seek the consent of an appropriate member of
the senior management team.
district where the student is registered
UK Funding Councils and HESA
Sponsors, where there is a formal contract
with the student
Student Loans Company, where the student is
receiving
support
administered
by
these
bodies
Other educational establishments where a
student has made an application where it is
clear that the student has applied for a course
Employers and Recruitment Agencies, where it
is clear that the student has applied for
employment
Debt collection agencies, where is has been
to
the
student
at
Solicitors or insurers acting on behalf of the
student, where it is clear that the student has
Bodies concerned with health and safety
Police officers or those concerned with the
prevention or detection of crime, where a
written
application
has
been
made
for
exemption under the Data Protection Act 1998
________________________________________________________
the
commencement of recovery proceedings that
this will be the case
consent for data to be released
to be released
University Auditors
clear
student has given explicit (normally written)
given explicit (normally written) consent for data
Work placements
made
Parents and Guardians, where it is clear that the
LIST C – WHAT IS RECORDED?
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 the staff authorising the disclosure;
 the student’s name;
 what was disclosed;
 the third party’s name;
 the date of the disclosure; and
 the reason for disclosure.
Disclosure of data regarding individual students
Is the enquirer
YES
entitled to receive
the data?
If….
a) The enquirer is the
student and you are
If you make a
able to verify this, e.g.
non-
by checking personal
NO
Because….
NOT
SURE
permitted
data.
b) Disclosure is permitted
disclosure by
mistake,
even without the express
inform your
authorisation of the student.
manager.
See list A of relevant
Are there special
permit the disclosure without
organisations overleaf.
c) The enquirer is a third party to
whom the student agreed we may
disclose information and you are
able to verify their identity.
The enquirer is a third party
circumstances that might
the student’s express
permission at that time? See
list B overleaf.
without disclosure
NO
permissions and so must be
refused access to data. This
includes parents, friends, the
Police.
YES
Check that this is recorded as
permitted, especially if you are
aware that this information is not
routinely passed to the Third
Party concerned.
Is the disclosure routine?
YES. The disclosure need
not be logged though
records should be kept.
Check that disclosure is
permitted with your manager
Explain politely that it is not
or the Data Protection Officer.
possible to give any
information, but they may put
NO
Enter into the department log. See list
their request in writing,
C overleaf for the information that
goes into the log.
Third Party to your manager
including email. Refer the
or the Data Protection Officer