Academic Services

Communicating with students

Information for schools on communication between Student Representatives and students.

All Schools are expected to facilitate communication between Student Representatives and the students they represent. Schools should either share with Student Representatives the University student email address of the students they represent (following the guidelines in the attached guidance below), or facilitate alternative ways for representatives to contact all classmates, for example via m-list.


Schools will ask Student Representatives to comply with the following data protection guidelines:

  • you should only use the university student email addresses for Student Representation purposes
  • you should use your university email address to get in contact with students you represent (it is not appropriate to use your personal email address)
  • you should store the email addresses securely in your university email account, not on a hard drive
  • you should not pass other students’ University student email addresses to anyone inside or outside the University
  • when sending an email you should ensure that you use the ‘bcc’ function to ensure that the email addresses are not shared and to ensure that other students do not reply to all
  • if a student who you represent opts out of receiving emails, the School will contact you and ask that you remove the email address from future circulations and you must delete promptly the details of any student who asks you to do so
  • you will delete the email addresses when you stop being the representative for the group. (usually at the end of the course or the academic year)


For further information please refer to the Guidance for Schools regarding communication between Student Representatives and students and to the University’s Privacy Statement.

University Privacy Statement