- Why do I need an emergency contact?
- How do I update my emergency contact?
- Who can be an emergency contact?
- What details should I provide?
- Important
- When might the University contact my emergency contact?
- How does the University decide whether to contact my emergency contact?
Why do I need an emergency contact?
All students must provide an emergency contact. The University may contact this person if there are serious concerns about your wellbeing, safety or welfare.
Family members, carers and trusted individuals can play an important role in supporting students during difficult situations.
How do I update my emergency contact?
You must provide an emergency contact when you register for your programme at the start of each academic year.
Keep these details up to date so the University can contact the right person if there is a serious welfare concern.
To update your emergency contact details, visit one of the Ask Herts Hubs.
Your information is stored in line with the University's Data Protection Policy and UK data protection legislation.
The University will assume your emergency contact details are accurate and may need to use them without being able to check with you first. It is therefore important that you review and update your details whenever they change.
Who can be an emergency contact?
Who can I nominate?
You can nominate any responsible adult who:
- knows they have been nominated
- is willing to support you if contacted
- understands your circumstances
- can be contacted promptly if needed
This is often a:
- parent or guardian
- partner or spouse
- other family member
- close friend
What details should I provide?
Please provide your emergency contact's:
- mobile phone number
- landline number (if available)
- email address
- full postal address, including postcode
Important
Before giving someone's details, make sure they:
- know you have nominated them
- agree to act as your emergency contact
- understand that the University may contact them if there is a serious concern about your wellbeing or safety
Where possible, provide a mobile phone number so they can be contacted quickly if needed.
When might the University contact my emergency contact?
Under UK data protection legislation, the University may share information without consent when it is necessary to protect a student's vital interests, such as in serious or life-threatening situations.
Read the ICO guidance on Vital Interests.
The University may contact your emergency contact in exceptional circumstances where there are serious concerns about your safety, wellbeing or welfare. Each situation is considered individually and decisions are made using the professional judgement of Student Wellbeing & Safeguarding staff.
Examples include when:
- you have attended or been admitted to hospital in an emergency
- you have suffered a serious physical injury, including self-harm
- you stop engaging with your studies and we have been unable to contact you
- you have not been seen recently in University accommodation and we have been unable to contact you
- you have an ongoing illness and your condition appears to be deteriorating
- you are experiencing a mental health crisis
- you ask the University to contact your emergency contact on your behalf
In some situations, the University may also provide your emergency contact's details to emergency services so they can support you appropriately.
How does the University decide whether to contact my emergency contact?
Decisions are made on a case-by-case basis and authorised by senior staff within the Office of the Dean of Students.
Where possible, we will tell you before contacting your emergency contact. However, there may be situations where this is not possible or where doing so could cause an unsafe delay.
For full details, see the Student Emergency Contact Procedure UPR EQ07 Apx 2 (PDF).