Safeguarding children is a highly regulated area, and schools will be familiar with the record‑keeping and reporting arrangements required for vulnerable pupils. Schools are obliged to transfer safeguarding records when a child under 18 moves between educational establishments. This requirement ends once the young person turns 18.

At that point, sharing records or personal information without the young person’s explicit consent is likely to breach confidentiality and data‑protection obligations, unless there is an overriding concern relating to substantial personal safety.

Designated Safeguarding Officers/Leads (DSOs) in schools may understandably have concerns about the transition to university for a young adult who has accessed support systems during sixth form. Moving to Higher Education is a significant step, and Imperial is committed to supporting students as they navigate this transition.

Support for New Students

We clearly signpost the support available to incoming students throughout our recruitment and induction materials, including:

Transferring Safeguarding Information

Safeguarding records should only be transferred to Imperial with the prospective student’s written permission. Where permission is provided, safeguarding information and the student’s contact details should be sent to Hannah Bannister, Chief Student Services Officer, as the university’s Lead Safeguarding Officer for students.

The information will be reviewed and shared strictly on a ‘need‑to‑know’ basis to ensure appropriate transition support is put in place. This will always be done in consultation with the student. All information is held securely in line with GDPR requirements.

If Permission Is Not Given

If the student has not consented to the transfer of their records, a no‑names conversation can still take place between Hannah Bannister (or a Safeguarding Deputy) and the school DSL. This allows us to outline the support available at Imperial without sharing personal data.

Working with Prospective Students and Families

We aim to support all students in developing independence and taking responsibility for their support needs. As prospective students progress through the admissions and onboarding process, our relationship is built directly with them.

While we take due note of information shared by parents or guardians, we expect prospective students to contact us themselves. Where a student requests that a parent or guardian be involved in discussions, we will accommodate this as far as practical.

Once a student registers with Imperial, we usually engage directly with parents or guardians only in exceptional circumstances. Our Emergency Contact guidance provides further context on how and when family involvement may be appropriate.

 

Members of Imperial who are contacted by a school DSO should direct the query to Hannah Bannister, Chief Student Services Officer, as the university’s Lead Safeguarding Officer for students.

 

Louise Lindsay, Director of Safeguarding, August 2022
Agreed by Safeguarding Committee, August 2022
Reviewed May 2024, August 2026. Next review August 2028