Policy Coversheet
Policy Title:
Policy Statement on the University’s Communications with
Parents
SEC reference number:
SEC/2012/2/1265
Committee/ Office- assigned
reference number:
(if applicable)
Name of Committee/ Office which
approved the policy:
-
Date of approval:
19th November 2012
Policy review date:
November 2015
Name of the person completing this
coversheet:
Claire Stevenson
Policy web address if available:
(IN ADDITION A COPY MUST BE
ATTACHED IN WORD/ PDF FORM)
Classification category of Policy:
(select from list below)
Pro-Vice Chancellor for Colleges and the Student Experience
iii) Student services
Policy classification categories
Policies & procedures for or relating to:
i)
ii)
iii)
iv)
v)
vi)
vii)
Conducting University Business
Academic services
Student services
Human resources
Recruitment
Resources
Equality and diversity
viii)
ix)
x)
xi)
xii)
xiii)
xiv)
Health and Safety
Estate management
Complaints
Records management and data
Research
Charging regimes and policies
Other (please describe above)
Please email a copy of the policy with a completed coversheet attached to: compliance@lancs.ac.uk
Form ref. SEC/2011/4/0085
SEC/2012/2/1265
THE UNIVERSITY OF LANCASTER
Policy Statement on the University’s Communications with Parents
1.
Introduction
The beginning of university is typically a period of transition from living at home under the
supervision of parents or guardians through to independent adult life. It is unlikely that the
University will need to engage directly with the parents of students regarding their son or daughter;
however the precise expectation around parental contact has not previously been clearly defined in
policy or guidance. UK Data Protection legislation and the common law duty of confidentiality
require that such contact is with the explicit consent of the student. To date, within legal
requirements, requests for direct parental contact have been considered on an individual basis.
There has recently been a growing phenomenon of requests for the University to provide direct and
enduring communications with parents, for example reporting on attendance and/or academic
performance.
This policy statement clarifies Lancaster’s position regarding communications with parents and
guardians.
2.
Policy statement
The University, in support of student personal development, upholding our legal obligations, and in
recognition of the student as an adult, will not ordinarily engage in direct communications with
parents or guardians regarding their son or daughter, whether or not consent has been given by the
student.
3.
i.
Exceptions to the Policy Statement
Vital Interests (Emergency)
Where it is in the students’ vital interests, such as in the case of serious injury or illness
incapacitating the student from the ability to communicate his or her wishes, or concern for
the welfare of a missing student, parents can be contacted by the university without student
consent, as permitted under relevant legislation.
ii.
Finance
The Finance department has an operational need to discuss fees with parents and guardians
who often pay invoices on behalf of their child. The University will allow students to indicate
their preference regarding the University’s engagement with inbound communications from
parents, limited to the settling of invoices and related financial enquiries.
iii. Alumni Programme
Students and families benefit from the institutional news and (non-personal) information
supplied by the Family Programme. The University will enable students to invite parents,
guardians and relatives to take part in the Family Programme enabling University
information and news to be communicated to family members. No communications
regarding the related student will be entered into.
iv. Needs Arising from Ill Health and Disability
Any exceptions to this policy beyond those identified above must be negotiated with the
University and made upon the basis of exceptional need arising from disability, physical or
mental health issues. Judgements on this will be made by properly qualified professionals
and will be in the best interests of the student. In all cases such communications will be with
the explicit and full consent of the student.
Staff should contact the Compliance Team in the first instance for advice on initiating this
process*.
4. Definitions and responsibilities
i.
For the purposes of this policy a ‘Properly Qualified Professional’ is a member of Lancaster
University staff within Student Based Services, or a contracted provider, with expertise in
assessment of mental, physical health or disability needs.
ii.
Student preferences regarding communications with parents for financial purposes will be
captured during the pre-registration/ registration process and may be revised following a
request in writing from the student at any time during the period of registration, subject to
an appropriate period of time to administer the change of preferences.
iii. Within suitable mechanisms, the requirements of this policy will be communicated to
employees of Lancaster University and incorporated within appropriate training.
3.
Eligibility and scope
This policy statement is intended for the Bailrigg campus of Lancaster University only. Liaison with
parents of the students of Lancaster’s Associated Institutions or other teaching partners is not
affected by this policy statement.
A Lancaster student is defined as a registered Lancaster University student as confirmed by the
Student Registry.
This statement relates only to communications with parents and guardians. The University is obliged
to share student data and information with various bodies and authorities, in compliance with UK
legislation, in order to carry out its functions as an institution of higher education.
4.
*Advice
Guidance on processing personal data, Data Protection legislation, and interaction with this policy
may be sought from the Compliance Team within the Secretariat, email compliance@lancaster.ac.uk
or telephone ext. 94271.
5.
Monitoring and review
This policy statement will be periodically reviewed in line with the University’s approach to policy
review and good governance.
Claire Stevenson
Head of Compliance, Secretariat
November 2012