Download the ECC Policy & Procedure [pdf]

Policy development

This policy has been developed with input from staff and student stakeholders from across College, led by: John Seddon (Faculty Senior Tutor, FoNS); Benita Cox (Principal Teaching Fellow, ICBS); Trisha Brown (Head of School of Medicine Secretariat, FoM); Rebecca Middleton (Faculty Eduation Manager, FoNS); Shervin Sabeghi (Student Union Deputy President (Welfare); Kirstie Ward (Quality Assurance); Debra Ogden (Student Services). 

Message from the Sponsor:

Omar Matar, Vice-Dean (Education), Faculty of Engineering

The College requires all students to provide details of an emergency contact when they register and enrol annually for their programme using the My Imperial student portal. These details are used in circumstances that are in a student’s vital (life or death) interests. Students will additionally be asked for their opt-in consent for the College to be able to use their emergency contact details in situations where there are serious concerns about their wellbeing and it is considered to be in their best interests that we do so.

The new Student Emergency Contact policy and procedure was approved by Senate in Autumn 2020 for implementation in Spring term 2021.  

What is changing for students?

Imperial has a duty of care to protect the health and safety of its students. The College currently requires all students to provide details of an emergency contact when they register and enrol/re-enrol annually on their programme using the My Imperial student portal. These details are currently used in circumstances that are in a student’s vital interests. Students will additionally be asked for their opt-in consent for the College to be able to inform their nominated contact of a serious wellbeing concern.

What do students need to do?

From 25 Feb, students will be asked to provide their emergency contact consent preference in event of a serious concern when they next login to My Imperial. They are able to update this, alongside their personal and nominated emergency contact details, at any time during their academic year. All students are required to review/complete these details as part of their annual programme re-enrolment.

How do I raise a concern?

If you have a serious concern about a student that may warrant the College informing their emergency contact you should alert your Senior Tutor or Faculty Senior Tutor, who will contact Student Services to arrange a case discussion on the same or next working day. The professional judgement of the Faculty Senior Tutor, Academic Registrar and Director of Student Services will be used to decide whether a student’s emergency contact is informed and by whom. This will also depend on whether the student has provided their consent for the College to inform their emergency contact of a serious concern.

If you have a student emergency where the immediate health and safety of a student (or others) is at risk you should take urgent steps to alert the emergency services through College Security. In a vital interest situation, the Security team are authorised to provide a student’s emergency contact details directly to the emergency services. You should also alert your Senior Tutor or Faculty Senior Tutor who will contact Student Services to arrange a case discussion.

Who has access to a student’s emergency contact details?

Students’ emergency contact details are held securely and confidentially in line with data protection regulation. To ensure that we meet these obligations only a limited number of staff have access. This includes Faculty Senior Tutors, Academic Registrar, Director of Student Services and College Security.

Where can I access Student Emergency Contact policy and procedure details?

The new Student Emergency Contact policy and procedure aims to provide clarity for how and when Imperial will act in a student’s vital and serious concern interests. The Student Emergency Contact policy and procedure is available to staff from the Central Secretariat Policies, Regulations and Codes of Practice webpage. 

Policy Overview

Student working on laptop

Policy Content

* Why the College requires its student members to provide an emergency contact’s details
* How the College will use a student’s emergency contact details where it is in their vital or wellbeing interest
* The circumstances for which the College does or does not require student consent to inform their emergency contact
* The procedure for staff who consider that a student’s emergency contact needs to be informed
* The designated staff responsible for the decision to inform a student’s emergency contact
* Out of hours advice and emergency contact provision

Student sat working on a laptop

Policy Goals

1. To clarify the circumstances under which the College will use a student’s emergency contact details
2. Student understanding for how to provide their emergency contact’s details and make any changes
3. Student awareness of their responsibility to inform their emergency contact of the circumstances they may be contacted
4. To clarify the actions that may be taken and by whom when it is considered an emergency contact should be informed
5. To supersede the interim Vital Interest policy when the Emergency Contact Consent policy and procedure is approved by Senate