It is important that you manage the data of the students you represent responsibly and subject to data protection laws.
As a student representative, it is important that all the students you represent have the opportunity to share their feedback with you.
The Students’ Association recommends using a range of in person and online approaches to gathering feedback, and advice on popular platforms can be found in the Students’ Association’s training for programme and elected representatives.
If you are a programme or school representative, then your school can support you in reaching the students you represent. This might be by sending emails on your behalf, or by sharing students’ contact details with you in the form of an m-list or spreadsheet containing students’ University email addresses.
- Send any email communication regarding your student representative role from your student email account, and not a personal email account
- Ensure that the contact details of students you represent, as well as any information they share with you, are stored securely, preferably on your University OneDrive account, or in a password-protected file format
- Only use the contact details of students you represent to communicate with them about information relevant to your student representative role
- Never share the contact details of students you represent with anyone else, within or outside the University
- Always use the bcc function when sending emails to avoid sharing the contact details of students you represent
- Ensure that if a student requests to opt-out of communication, whether directly or via your School, that you delete their contact information and do not communicate with them further
- Delete all contact details and other information relevant to your student representative role at the end of your term, usually at the end of the academic year