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Colleagues,

Your opinion would be welcome on the following scenario:

When students first register at Lancaster University they are given a
Fair Processing notice that makes clear to them that data collected by
any part of the university may be used in support of all the
typical/routine functions of the university, including the management of
academic programmes, the operation of disciplinary and welfare services
etc. It is also made clear that information will be shared amongst staff
when (but only when) there is an operational need.

Student X performs poorly in his chosen course, and asks to restart on a
new course. In considering X's restart request the admissions office
collates information on X's status, performance and personal history to
date, including formal records of disciplinary action taken against X on
one occasion.

In my role as DP office, I am then approached by X's original academic
department, who indicate they have had several conversations with the
student, which the student believed to be confidential, and which were
conducted so that the department could better understand what was
affecting X's academic performance. The information gleaned from those
conversations suggest that X could potentially be (a) involved in some
illegal activity and/or (b) that they might pose a threat to the
wellbeing of other students he may come into contact with.

Do I advise the department to pass this information to the admissions
operation? The main argument against would be that of Fair Processing -
the data (some of it possibly sensitive) was collected for one purpose,
and is now to be used for a very different one, with the student not
having been approached about this (and, because the data is probably at
least partly sensitive, that means we need consent, which I doubt will
be forthcoming).

The main argument in favour would be that we have a broader duty to
protect other students, which means we have to use this data to inform
our decision about restart. This course of action places more weight on
our duty of care than on our observance of DP law - after all, X is not
a threat to HIMSELF, so we can't  use the "vital interests" argument.

Anyone want to comment on which of the two issues we'd be better off
being sued for? Or is there a way out of this mess?

Thanks


Andrew Okey
Administrative Officer
Student Registry
Lancaster University
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01524-592138 (internal ext: 92138)


 

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