Contact with Third Parties Policy

1) Each student of DCU has entered a contract with the University. Third parties are not parties to this contract in any way. In cases where third parties (e.g. parents) have paid fees or have had their means assessed for purposes of the Higher Education Grant, the relationship remains between the University and the student only.

2) All information held on all systems, whether manual or electronic, about a student (e.g., name, address, course of study, examination results, disciplinary matters, debts owed to the University) is confidential.

3) All information is confidential regardless of the student’s age, including those under 18. Similar to students under 18 entering into a contract with an employer, they can enter into a contract with the University. However, the University is not in loco parentis.

4) Student data will never be made available in such a way as to make individual students identifiable.  

There are five exceptions to this confidentiality:

●    in cases of emergency, or in cases where the student has given express permission in writing/email;
●    in cases where personal data is shared: 
(a) with another statutory body, a public body, or a government Department where there is a lawful basis to do so; 
(b) with selected third parties including subcontractors or partner exchange universities; 
(c) if we are under a legal obligation to disclose Personal Data (e.g. to the Gardaí).
●    when, in accordance with legislation, student data is provided on a confidential basis to the Department of Social Protection for the purpose of identifying possible abuses of the Social Welfare System;
●    when a written signed request is made by the Gardaí stating that the information is needed to prevent, detect or investigate a criminal offence; &
●    in compliance with an Order for Discovery by the Courts.

5) Inappropriate or unwarranted contact with third parties or disclosure of student data can be a breach of data protection legislation. Further guidance on this can be obtained from the DCU Data Protection Unit.

6) This policy is binding on all university employees. However, some university employees (e.g. Counsellors, medical staff, etc.) will have their own professional code of ethics, including stipulations on confidentiality and contact with third parties, but it is not envisaged that there will be any conflict between such codes and this policy.

7) All mailings to students (for example, posting of examination results) should be marked ‘Confidential’ and sealed, as the addresses used in such mailings are frequently the parental address.

8) Students wishing to have a third party accompany them to a meeting with an Officer of the University and therefore may need to discuss data or information related to their student record, must confirm the third party’s attendance in advance of the meeting with the University Officer.  

1) The University is committed to ensuring all students have a positive university experience.  To achieve this, a student has the right to decide who should have access to confidential information. A student who wishes to give consent for a third party to discuss their records can email the relevant University unit to find out what local arrangement is in place. In most cases, a request is emailed via the DCU email account. Any third party contacting the University seeking general information about a DCU student can expect to be met with professionalism, courtesy and respect. 

2) The University will normally not initiate contact with a student, if a third party is concerned about their welfare. Students are encouraged to contact the University themselves to seek support from, for example, Registry, Student Support Services or Academic staff. The Dean of Students or the Chief Operating Officer can, however, on a discretionary basis, initiate contact with a student.

3) Third parties trying to trace or contact a student cannot be provided with any contact details such as an address, email or telephone number. However, the University can offer to attempt to pass on a letter or a message to a student, with the proviso that the student may not have provided us with up-to-date data. In this case, DCU will not confirm or deny that the student is a student at the University. If a letter is passed on, it should be accompanied by a covering note explaining that the address has not been conveyed to the third party. Remember that the student may have severed links with the third party for very good reasons; whatever the reason, the decision is the students.

4) In the case of students with a disability, and where a third party is heavily involved in their life, normal confidentiality and data protection legislation are still applicable. However, as per section 1 above, a student can contact the Disability and Learning Support Unit to arrange for consent to be provided, if needed.

5) For third party complaints, the University does not provide scope for a complaint to be made by a third party on behalf of a student. If a student wishes to make a complaint to the University, the Student Policy Officer can provide guidance based on the nature of the complaint. 

1) For staff who wish to contact a third party connected to a student, normal confidentiality and data protection legislation are still applicable. Students have at registration, given the name and address of their next of kin (normally, a parent) for use in emergencies only.

2) In the first instance, advice should always be sought from the Dean of Students or the Chief Operations Officer to determine if a situation is an emergency or not. 

3) If it is agreed, contact can be made as per section 2 above, if practicable, permission should be sought from the student in advance of contact being made with a third party or next-of-kin. 

4) If a student withholds permission to contact a third party/next of kin and this decision is against his or her best interests (for example, after admission to hospital), it is the judgement of the Dean of Students or the Chief Operations Officer to determine how to proceed.

5) Emergency cases where contact can be made could include the following:

• where there are good grounds for believing that serious harm may occur to the student or to others;

• where a student appears to have disappeared; &

• serious concern is being expressed by classmates or friends and the student is not engaging or is unable to engage in the support available.

6) Situations where contact with next of kin is not warranted includes the following:   

• to pursue debts;

• check on a student’s whereabouts;

• discuss cases of unacceptable behaviour or breaches of the code of discipline;

• fundraising; &

• publicising events or facilities on campus (e.g. concerts, Open Days, DCU Sport membership, Campus Residences, etc.).

7) In situations where a student dies on campus, or the University receives news about a student death, please refer to the Death of a Student policy. There are specific procedures to follow in relation to contacting family/next of kin.