Confidentiality Policy

1. Confidentiality Statement

The Cambridge University Graduate Union (GU) is committed to providing its members with information in all areas pertaining to their academic and welfare needs. This service will be confidential (nothing told to an Officer during a meeting will be revealed to anyone outside the service without the individual’s express permission), except in certain situations listed below. The GU believes that all its members have the right to this confidentiality. All GU Board members may be Officers, although the primary Officer is usually the GU President. Officers from the Board and the GU President may confidentially share anonymous information amongst themselves if they believe this is in the user’s best interest.

The President of the GU may work with the Cambridge University Students’ Union (CUSU) and their three caseworkers (currently their Welfare & Graduates Officer, Education Officer and Women’s Officer). Similarly, these four Officers may anonymously share information about a case amongst themselves, if they believe this is in the user’s best interest or if it is appropriate. This will remain confidential within the group.

2. Procedure for Breaching Confidentiality

In very rare circumstances GU Officers may feel the need to break confidentiality. There are only two situations in which confidentiality will be breached:

1. Where there appears to be a serious and imminent risk to the student’s own or to others’ safety, for example, suicide;
2. Where the law requires disclosure for the prevention and detection of terrorism.

The GU recognises that breaching confidentiality will only be done in extreme cases, and when those Officers involved believe it is in the student user’s best interest to do so. If confidentiality is to be breached at least one other Officer should both be informed and asked for their advice (the GU President must be one of the Officers involved in this process). Ultimately it is up to the Officer involved to make the final decision as to whether confidentiality should be breached under the requirements made above.

The breach of confidentiality must be recorded with the following information provided:

1. Name of the student and brief outline of the situation, specifying the reason that confidentiality is being breached;
2. Who has been asked for advice before making this decision;
3. What would be achieved by breaching confidentiality;
4. To whom confidentiality has been breached.

3. Records Policy

Officers keep detailed records of the work they do and the contact they have with students. Personal records will always be kept in a secure manner, either in a locked filing cabinet, or electronically protected. This includes any paperwork or supporting documents which go with the records. These records may be shared with other Officers if the original Officer believes it to be of benefit to the user, or wishes to receive advice on a case. Once the case is resolved, records will be kept for up to 3 years and then destroyed. Before this time, the records can be returned to the user or destroyed upon their request.

The GU President may keep statistical records of the work they are doing in order to monitor their workload. It is the responsibility of the President to ensure that statistical records are anonymous, so that users cannot be recognised if they are given to a third party for reasons such as monitoring or to support funding applications.

4. Definitions and Explanations

Officers keep detailed records of the work they do and the contact they have with students. Personal records will always be kept in a secure manner, either in a locked filing cabinet, or electronically protected. This includes any paperwork or supporting documents which go with the records. These records may be shared with other Officers if the original Officer believes it to be of benefit to the user, or wishes to receive advice on a case. Once the case is resolved, records will be kept for up to 3 years and then destroyed. Before this time, the records can be returned to the user or destroyed upon their request.

The GU President may keep statistical records of the work they are doing in order to monitor their workload. It is the responsibility of the President to ensure that statistical records are anonymous, so that users cannot be recognised if they are given to a third party for reasons such as monitoring or to support funding applications.

Confidentiality.

The GU understands confidentiality to mean that no information given to an Officer shall be given directly or indirectly to any third party that is external to those included in this policy, without the user’s express consent to do so. This consent can be verbal, but must be made completely clear. In most cases, written consent is preferred. Confidentiality includes not confirming a user’s presence at the service.

The Service Provided.

The GU gives non-directional information to its members. The relevant GU Officer is primarily the President, however the GU recognises that occasionally other members of the GU Board will carry out similar activities and in such cases will also be bound under this confidentiality policy.

Members to whom this service is available.

The GU provides information to all Full Members as defined by the Constitution (section 5.1). This includes all registered Graduate Students at the University of Cambridge, candidates for postgraduate degrees, diplomas and certificates at the University, clinical students, undergraduates in their fourth or higher year of residence, affiliated students and undergraduate Mature Students.

Casework.

Casework is the individual support, by the provision of information, that GU Board members give in order to fulfill the aims of our constitution (to advance the education and welfare of its members).

Conflicts of Interest.

There may be a situation in which an Officer may not feel able to act impartially due to a conflict of interests. In these cases, the GU member will be advised to see another Officer.