University Calendar for Postgraduate Students 2012/13 - Queen's ...

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Policies and Procedures 97 1. Introduction As part of its focus on supporting student attainment, the University established a Students at Risk Review Group in 2007. The Group brought forward a proposed Protocol for the identification of risk and categories of risk in June 2008, with implementation pending the appointment of the Head of Student Welfare. This role was established to act as a central co-ordinating point between Schools and Services, operating a University-wide Protocol that: (a) Enables early identification of students potentially needing additional support to maximise their academic attainment while at Queen’s (b) Sets out a clear process for responding to concerns raised about students within Schools or service areas, and (c) Establishes the steps taken when a student is identified as being at risk of harm to self or others. The Protocol is intended to sit alongside School procedures for addressing student academic progression and student well-being, ensuring appropriate communication and intervention. 2. Principles of the Protocol The following principles underpin the development and implementation of Queen’s Student Care Protocol: • Actions, including the decision to support a student through the Protocol, will be undertaken with the student’s knowledge and consent, and where practicable, the student’s involvement. • As adult learners, students should be supported in making decisions about their welfare. The University will only act on their behalf when it is clear that the student is not capable of making a rational decision for themselves, and if there is a risk perceived to the student and/or others. Such circumstances would be discussed with the University Medical Officer before any action is taken. • Responses to academic progress concerns will be led by Schools and their established procedures. Where the School is not already aware, students will be advised to discuss these matters with their School to ensure that they are taken into consideration in progression decisions. • All staff working with students will apply appropriate confidentiality, as outlined in section 3. • Every situation and student is individual, and therefore there is no one solution to a concern or crisis. The Protocol attempts to ensure appropriate staff involvement and flexibility to respond to circumstances. • All staff listed as key contacts operate on the basis of 24 hour availability to a crisis situation. They can be contacted through the University Security Control. • The Protocol may be overtaken by the University’s Serious Incident Protocols, though it is intended that the processes are able to sit within the wider University response as much as possible. 3. Confidentiality Policy All staff must comply with the Data Protection Act 1998 and the University’s Data Protection Policy. This includes the handling of sensitive personal data, which includes information on: • medical conditions and disabilities • racial or ethnic origin, • political opinions, religious or similar beliefs, • trade union membership, • physical or mental health, • sexual life, • the (alleged) commission of any offence, subsequent proceedings or sentence • the information has been given in circumstances where the confidant must reasonably have understood that what was said was confidential. Disclosure of sensitive personal data without consent is permitted only where: • The person receiving the information considers that the student is a danger to them self or others; • Anyone under the age of 18 appears to be at risk of abuse; • The University is called upon in legal circumstances to give information. A member of staff must make every reasonable effort to gain the student’s permission to discuss their concerns with another member of staff, indicating that they are worried about the student and would like to seek advice. Staff may discuss student situations with a member of the Student Care Forum to determine the best way forward. This can be done without using the student’s name or personal details. There are particular confidentiality issues relating to students attending the Counselling Service or registered with Disability Services, which are established through professional requirements and law. In most instances, staff in these areas will not be able to confirm whether a student is using the service if the student has not disclosed this themselves. The Head of Student Welfare has oversight of these two areas, and can take decisions informed by her knowledge of services accessed, working closely with relevant staff. In following the procedures set out in this protocol, and with a student’s consent, a circle of confidentiality is required to enable relevant and appropriate staff to meet and determine an appropriate course of action. This means that members of staff involved in interdisciplinary meetings may be party to confidential information relating to the student, and are expected to maintain confidentiality. This includes not disclosing information to other members of staff, friends and relatives of the student. To protect confidentiality, records relating to the Student Care Protocol are held within Student Affairs, with access only possible by the Head of Student Welfare, Head of Student Affairs or their designate.
98 Policies and Procedures Indicators and Interfaces Red Amber Green Potential Indicator One/several of: Self-harm actions Violent threat to others Anti-social behaviour (repeated) Criminal Conviction (not previously dealt with) Missing (out of contact with friends / family) AND Student thought to be at risk of harm to self or others. A combination of factors including: Poor attendance at scheduled classes Absence from formal exams Poor performance in assessments / exams Recurrent sickness Breach of Conduct Regulations Recurrent Accident Reports Non-payment of Tuition fees Visa difficulties Absence from Halls of Residence or private accommodation Engaging with University or external support services Improved attendance or academic performance Interface Schools Accommodation & Hospitality Community Youth Workers Students’ Union Counselling Service Chaplains Community Liaison Officer Occupational Health Chaplaincies External person (parent, friend) Schools Student Administrative Services Community Liaison Officer Accommodation & Hospitality Community Youth Workers Income and Student Finance International Office Occupational Health External person (parent, friend) Chaplaincies 4. Identifying Concerns The table below sets out the potential indicators and interfaces where a concern about student progress or well-being may be identified. Actions and processes are in place to handle each of these elements individually (e.g. visa difficulties, breach of conduct regulations), though these processes may not take into account implications for a student’s academic performance or personal well-being. The use of the indicators allows the University to proactively identify students who may be facing difficulties which may be impacting on their studies or general well being, and make them aware of support available to them. This is especially true when a number of indicators are triangulated, recognising that the presence of any one indicator may not equate to a student at risk. In addition to concerns being raised by Schools or Services, the Head of Student Welfare will collate data relating to the potential indicators and target information about support available to those students with more than one indicator. A combination of a number of indicators may cause concern on the part of a member of staff and lead to commencement of the University-level process set out in section 5 and related appendices. Staff can contact the Head of Student Welfare to discuss an appropriate course of action, and to determine whether the student should be recorded and monitored through the Student Care Protocol. 5. Acting on Concerns A table and flow chart of the process for taking forward concerns about student well-being (Student Care Protocol) are set out at the end of this document. This process tries to recognise that every situation will be unique, and that responses must take into account the individual situation faced by the student and/or those who have raised concern about the student’s well being. These processes are intended to operate as an extension of School procedures and processes for monitoring academic performance and progression, providing School staff with a clear mechanism for communicating their concerns to support providers. Many support services will monitor and manage certain levels of concern before escalating through the Student Care Protocol. These services include Accommodation Services, Counselling Service, Disability Services, International Student Support, Occupational Health and the Students’ Union. It is important that staff in these areas are aware of the boundaries and limitations around their roles, and seek support and guidance from other staff in similar roles. The processes and monitoring established by the Student Care Protocol are intended to ensure that while Schools or support services may be supporting a student to manage a particular incident or situation, the University (through the Head of Student Welfare) has an overview of a range
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