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Personal Tutor

What should be recorded as confidential?

The University has produced guidance with advice on recording notes, which can be open or confidential.  The guidance also provides information about what to do if a student does not wish information to be recorded in the online system, but is happy for it to be stored securely elsewhere, and information on what to do if a student does not wish the information to be held at all.

All notes are ‘open’  and can been seen by all authorised users of the software unless marked confidential. Marking notes confidential limits access to the student, their Personal Tutor, Senior Tutor(s), Student Support Team, the creator of the note and the Dean of Students

NB The MBChB programme uses EEMeC, where all notes are visible only to the student, the Personal Tutor, the note creator and the Student Support Team. The BVM&S programme uses EEVeC, where all notes are visible only to the student, the Personal Tutor, the Student Experience Officer and the Senior Tutor.

Where a student has raised an issue of concern or a personal matter, which may include information relevant for special circumstances case, a note should be recorded and marked confidential.  In general, the details should not be recorded unless the student specifically requests otherwise. The information recorded should be adequate to reflect the situation so that those supporting the student are able to do so but it should not reveal intimate details.

The University cannot keep sensitive information without a student’s consent. The student may agree that information can be stored securely by the member of staff, so long as it is not on the public record.  Guidance on how to do this and on writing records is provided in the Brief on Confidentiality Issues.