Support arrangements under nominations agreements
5.1 Where they provide accommodation as part of a nominations agreement, Members must:
Make clear what and how much student support are offered to occupants and how to access it; and provide occupants with information on all the student support services available to them. (This may include, but not be limited to, wellbeing, financial and disability support).
Put in place an appropriate information sharing agreement to underpin the sharing of occupants’ personal information. This agreement should outline clearly what personal information the Member wants to share and why. Members must seek to secure the consent of each occupant for such sharing as part of the overall contractual arrangements with them. Where such an agreement is not in place or where the occupant has not given their express consent, no information sharing shall take place. Exceptionally, the Member, as data controller, may share personal information without consent, but only where they have satisfied themselves that they have legitimate reason to cite an exemption(s) provided for in the Data Protection Act 2018;
Wherever possible, have a named individual within each nominating educational establishment who serves as a contact in the event of a crisis or emergency and who will ensure that information provided to occupants on wellbeing issues is up to date and correct. Where an institution has, for whatever reason, not provided a named individual for these purposes, a Member must secure from the institution a job title or particular departmental address to serve in lieu of this omission.
Information for occupants on support services
5.2 Irrespective of whether they provide accommodation through direct letting or as part of a nominations arrangement), Members must provide occupants with information on:
Student support and sources of help relating to wellbeing and mental health issues. This information should be provided either on a prominently sited noticeboard accessible to all residents; on an occupant website portal; or, ideally, both; and
How occupants can register with a local GP practice, or any other appropriate medical service. This information should also encourage occupants to register as soon as possible after they have moved in.
Formalising contact with relevant agencies
5.3 Members must develop and put in place procedures to ensure that relevant organisations can be contacted in instances where Members have formed legitimate concerns that a student may either be at immediate risk of harm or pose such a risk. Relevant organisations here include NHS crisis teams or mental health crisis teams; any educational institution with a legitimate interest; and the police. Members will ensure that the disclosure of any sensitive personal data is made in accordance with UK data protection law and regulation. Wherever possible, Members should inform the occupant concerned that they have made such a disclosure(s). Members should review these procedures annually.
Training
5.4 Members will provide appropriate training for managers to help them (the managers) act appropriately in situations where an occupant’s behaviour gives reasonable cause for concern. This training should take place within 12 weeks of a manager taking up their post. Members will ensure that out-of-hours staff (i.e., anybody employed outside the 9am-5pm period) have access to information on common types of mental health conditions and the support available. Such training and information will help staff to signpost appropriate services/support for occupants who may be experiencing a health or wellbeing issue.
5.5 Members will provide staff with specific training on crisis management to help them deal with incidents. As a minimum, this training will cover:
What practical actions should be taken.
What help and assistance can be offered to the occupants and staff affected; and
What practical actions should be taken after the incident.
Members will ensure that a record of on-site incidents/crises and associated narrative outcomes is maintained.