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2.1. To whom does the protocol apply?

This protocol applies to all UL students with respect to nominating an Emergency Contact on the Student Records System. It also applies to all university staff with respect to accessing and using students’ Emergency Contact information. 

UL Student Life and UL Sport apply separate procedures for collecting, authorising and using students’ Emergency Contact / In Case of Emergency (ICE) details for activities related to Clubs and Societies and sporting activities.

2.2. In what situations does the protocol apply?

This protocol applies if the University needs to contact somebody close to a UL student due to an emergency situation, where there is evidence of an urgent risk to the immediate health or safety of the student and where the student cannot provide this information, or cannot give permission to access this information, directly themselves. Examples of situations in which this may apply are given in 3.1 below. 

3.1 Emergency

In the context of this protocol, an emergency is typically something that requires immediate action and intervention often, but not exclusively, from the emergency services (e.g. Gardaí, Ambulance Service, Fire Service, Coast Guard). It may also involve a response by relevant UL support services to the death of a student as per the University’s Student Death Policy. Examples might include (but are not necessarily limited to):

• Student death on or off campus
• Student expressing suicidal intentions with immediate intent
• Serious and immediate injury or illness (physical or mental) to a student that requires emergency medical intervention
• Crisis incident such as a serious accident, fire etc. in which a student is involved
• Missing person
• Student has been the victim of a serious crime
• Other extreme circumstances where the University has justifiable concerns with respect to immediate risk to the life, health or wellbeing of the student.

If in doubt, please contact one of the authorised users listed under 5.3 below to seek advice as to whether a situation may be deemed an emergency under this protocol. 

3.2. Emergency Contact

An Emergency Contact is an individual whom a student nominates to be notified in the event of an emergency, such as those defined in 3.1 above.

3.3. Authorised User

Authorised users are UL staff who have been granted permission by the Office of the Director of Student Affairs to access and use a student’s Emergency Contact information, in accordance with this protocol.

Decisions to contact a student’s emergency contact will be made on a case-by-case basis, in accordance with the emergency situations outlined in 3.1. Instances in which the University may access and use a student’s Emergency Contact information are given below.

Under data protection legislation, the University may process a student’s personal data without their consent in specific circumstances—for example, where it is necessary to protect the student’s vital interests, such as in a life-threatening situation where the student is unable to give or withdraw consent. See 5.2 below for how such decisions are made. 

4.1. Immediate risk to life, health or wellbeing of a student

The University may use Emergency Contact details in circumstances where UL staff have justifiable concerns with respect to immediate risk to the life, health or wellbeing of a student. Examples of such circumstances include, but are not limited to: 

• admission of a student to hospital for serious illness or injury, as an emergency or in what may be a life-threatening condition (where the University is aware that a student has been admitted)

• serious illness (including psychiatric illness) where there is a risk to the life of a student and/or to the lives of others

• when a student is 'missing', providing there are no reasons for believing that this would increase the risk to the student’s own safety.

4.2. Death of a student

In the event of a suspected or confirmed death of a student of which a family is not already aware, it is the responsibility of the Gardaí to contact the Next of Kin. In such circumstances, if requested the University will pass the student’s Emergency Contact details, including the relationship of the contact to the student if known, to the Gardaí or other emergency services to assist them in this, but will not make initial contact. This adheres with the University’s Student Death Policy. As in 3.1 above, accessing a student’s Emergency Contact details may also ultimately form part of the response by relevant UL support services to the death of a student in accordance with the policy.

4.3. Use of Emergency Contact details in other situations of serious concern

The University may also contact a student’s Emergency Contact in situations where there are serious concerns about a student’s health, safety or wellbeing and where it may be in the student’s best interests to do so. Such circumstances may include:

• When a student is experiencing serious physical or mental ill-health, or when there are concerns about behaviour that might indicate the student is seriously unwell, or when there is evidence of significant self-harm or addiction, or evidence of possible harm to others.

• When the University is aware a student has been admitted to hospital in a serious but non-life-threatening condition; in such circumstances the University may also pass the Emergency Contact details to the emergency services so that they can provide support.

4.4. Circumstances that are not deemed emergency situations

The examples above are provided to give a benchmark of the seriousness of a concern that falls under this protocol and are not exhaustive. 

Examples of circumstances that do not constitute an emergency include a student not replying to UL staff or a student not attending classes or work placements, where there is no obvious or serious cause for concern.

• Nominating an Emergency Contact
• Authorising use of a student’s Emergency Contact information
• Accessing a student’s Emergency Contact information
• Using a student’s Emergency Contact information

5.1. Nominating an Emergency Contact

5.1.1. All UL students are asked to provide details of an Emergency Contact when enrolling for their course. Students can nominate anyone they choose to be their Emergency Contact - it need not necessarily be their legal next of kin. For many students their emergency contact is likely to be a parent or guardian, but could also be a sister, brother, spouse, partner, another relative, or friend. When a student is considering who they wish to nominate they need to consider how that person would be able to provide support in the event of an emergency e.g. 

• How easy is it to contact the person? 

• Are they usually responsive when contacted by phone? 

• Will they be able to respond to the circumstances listed in 3.1?

• Where possible, a student’s Emergency Contact should be able to understand and speak English so they can engage in discussions with the University and/or health care practitioners or emergency services about emergency situations. Where an Emergency Contact does not speak English, the University will work with colleagues internally as quickly as possible to ensure appropriate communication can take place. However, this may result in a delay in communications.

• Students should let that person know that they have been nominated as their Emergency Contact and that they have given the University that person's details. 

By providing this information, the student understands that the University may contact their Emergency Contact in accordance with the provisions of this protocol. 

5.1.2. Emergency Contact information is held on the University’s student records system, in accordance with the Student Data Protection Privacy Notice and relevant Irish data protection legislation. It may be used by the University in extreme circumstances such as in emergency situations as outlined in this protocol. Emergency Contact details will be used very rarely by the University and will only be accessed by authorised users. 

5.1.3 It is essential that Emergency Contact details are kept updated. It will be assumed that the information is up to date as authorised users may need to access and use these details without being able to check with the student first. Students can review and update their Emergency Contact details at any time by logging into their student portal. If the details are incorrect or out of date, the default contact information will be the student’s most recent home address and phone number on the Student Records System.

5.2. Authorising access to and use of a student’s Emergency Contact information

5.2.1 The University may become aware of emergency situations regarding an individual student or students through any one of several different routes including, but not limited to:

• One of the University’s student support services (e.g. Counselling, Chaplaincy, Student Health Centre, Student Engagement and Support Officers)

• A staff member of Campus Life Services, UL Sport, UL Global, departmental, other staff or UL Security

• A fellow student or a student’s family member

• A member of UL Student Life or Postgraduate Students Union

• The University receiving notification of a student’s involvement in an accident or other incident by the emergency services

• A work placement employer or overseas partner university

• Media reports. 

5.2.2 The decision to contact a student’s Emergency Contact should normally be made by more than one person. Where possible and where time allows this decision should be made by an authorised user in consultation with a senior manager from their own department and/or a senior manager from another department with knowledge of this protocol. See 5.4.2 below with respect to matters related to mental health/suicidal risk grounds – contact in this case must be made where possible, by the Head or Deputy Head of Counselling. For other situations, where additional guidance would be beneficial, an additional UL staff member from professional services, such as the Head or Deputy Head of Counselling, or a staff member from the student’s academic department with knowledge of the student, such as the Course Director or Head of Department, may be consulted. This group will consider the details of the circumstances in which the emergency has arisen, and the accuracy and sufficiency of information provided to decide on accessing the student’s Emergency Contact information. In the discussion, agreement will be reached about who is the appropriate person to contact the student’s Emergency Contact, if applicable. Guidance on informing the student’s Emergency Contact is provided in Appendix B. See also 5.4.1 below.

5.2.3 In all instances where the formal emergency services are involved, a student’s Emergency Contact details may be accessed by any authorised user without wider consultation where this need has been identified by the emergency service. The authorised user will subsequently notify the Office of the Director of Student Affairs that the student’s Emergency Contact has been accessed and authorised for use, using the form in Appendix C. 

5.3. Accessing a student's Emergency Contact information

Access to a student’s Emergency Contact information on the Student Records System is restricted to authorised users in the following areas:

• Associate Vice President for Student Engagement

• Student Affairs Division (Director, Head of Counselling, Deputy Head of Counselling, Head of Access and Widening Participation, Disability Support Services Manager, Student Health Centre Practice Manager, Chaplain)

• UL Global (Director, Deputy Director, Erasmus+ Mobility Officer, Erasmus+ Projects Manager, Erasmus+ and Non-EU Exchange Manager, Student Engagement Manager, International Recruitment Manager, Americas Recruitment Manager, Study Abroad Executive Administrator)

• Campus Life Services (Director of Residential & Hospitality Services, Residence Life & Operations Manager)

• Buildings and Estates (Buildings Officer, Security and Events Manager)

• Health and Safety Office (Health and Safety Officer, Health and Safety Technical Officers)

• Academic Registry (Director, Head of Operations, Head of Customer Service, Customer Service Manager, Head of Student Records, Student Records Manager, Relevant staff to manage and process requests from students and staff)

All authorised users commit that they have reviewed and understand the provisions and procedures of this protocol and will report to the Office of the Director of Student Affairs all instances when a student’s Emergency Contact details are accessed, using the form in Appendix C.

5.3.1 Out of hours

• Where a UL student or staff member needs assistance outside of normal office hours in relation to this protocol (5pm to 9am Monday to Friday, or any time at weekends and during university closures) they can contact the UL Security duty supervisor on 061 234600 who will provide support and guidance. If required, the duty supervisor will follow the agreed escalation process to the Buildings and Estates Security management team to gain access to the Emergency Contact database outside normal office hours. As in 5.2 above, the decision to contact a student’s Emergency Contact out of hours should normally be made by more than one person, where possible and where time allows. This decision should be made by an authorised user, in consultation with a senior manager from their own department and/or a senior manager from another department with knowledge of this protocol. For out of hours occurrences, a list of relevant phone numbers is maintained by the Buildings and Estates Security management team. Guidance on informing a student’s Emergency Contact is provided in Appendix B.

• In an emergency that occurs out of hours, the Buildings & Estates Security management team are authorised to provide a student’s Emergency Contact details directly to the emergency services (or contact one of the nominated staff above to access the details) without wider consultation, where this need has been identified by the emergency service. The authorised user will subsequently notify the Office of the Director of Student Affairs that the student’s Emergency Contact has been accessed and authorised for use, using the form in Appendix C. See also 5.4.2 below.

5.4. Using a student's Emergency Contact information

5.4.1 An authorised user will normally contact the student’s Emergency Contact, or another agreed staff member as under 5.2.2. This will apply except in situations involving the death of a student (see 4.1.1) or any situation which involves the formal emergency services. In these cases, it is the relevant emergency service (Gardaí, Ambulance Service, Fire Service, Coast Guard), either in Ireland or abroad, that contacts the student’s Emergency Contact.

The University will normally inform the student of the decision to contact their Emergency Contact, unless it is not possible to do so or unless to do so would increase the risk of harm to the student or another person. 

5.4.2 In situations where it is necessary for someone other than the Head or Deputy Head of Counselling to contact a student’s Emergency Contact on mental health/suicidal risk grounds, protocols that are in place for crisis situations must always be followed by all staff - Identifying and Responding to Distressed Students - including out of hours. In such instances the Student Counselling and Wellbeing Service must be made aware if this occurs as the student could already be engaged with the service, and the relevant counsellor would need to be aware of any risks. The student may subsequently contact the Student Counselling and Wellbeing Service for support, and the communication will inform the service’s work and ensure appropriate supports are in place.  This will be done via the report that is returned to the Office of the Director of Student Affairs.  

6.1. A confidential record will be kept by the Office of the Director of Student Affairs of all instances in which Emergency Contact details are accessed and used (Appendix C). The record will give sufficient detail of the discussion and agreed actions, including the final decision and, if necessary, who is authorised to make contact e.g.

• Who accessed the information

• Who it was shared with

• The date it was shared

• The method of sharing (e.g. email, phone call etc.)

• The basis on which the information was shared

• If the student was advised that their Emergency Contact was contacted and by whom

• Who contacted the student’s Emergency Contact

The record will be held securely and confidentially in line with ±«³¢â€™s&²Ô²ú²õ±è;Records Classification and Retention Schedule. The University may use anonymised data for internal reporting purposes to support the wellbeing of students. No individual will be identifiable in such reports.

6.2      Deletion of records

A student’s Emergency Contact details are only held on the Student Records System for the duration of a student’s studies in UL. The Emergency Contact details are currently deleted on occurrence of any the following:

• After a student has graduated

• Where a student is deceased 

Additional student statuses which trigger the deletion of a student’s Emergency Contact details will be identified and agreed during the 2025-26 academic year.

• Critical Incident Management Plan 

• Emergency Medical Response Procedure

• Student Death Policy

• Identifying and Responding to Distressed Students Protocol

• Student Fitness to Study Policy

• Student Fitness to Practise Policy

Questions about the Student Emergency Contact Protocol can be directed to: studentaffairscontact@ul.ie.

Please note that this flowchart solely guides on the decision to access and use a student’s Emergency Contact details. It is not intended to guide general responses to an emergency. 

1. Stay calm

2. Explain who you are, where you are calling from, why you are calling 

   1. Student X has disclosed risk / suicide / is in distress / is unwell

   2. Student X has requested that you advise their Emergency Contact of the situation OR Emergency services have requested that a student’s Emergency Contact be informed

3. Explain why this matters (this is of concern to the service / to UL) as we wish to ensure the student’s safety and wellbeing 

4. Explain the plan (assessment, ambulance to hospital, Gardai, etc)

5. Communicate any needs or requests of the student (can they meet x at hospital, contact x etc.)

Do not advise the Emergency Contact on what they should do. Our role in this instance is to ensure that the Emergency Contact is informed of the situation, as per the student’s own or the emergency services request, or on the decision of the consultation group. 

If the Emergency Contact can attend to be present with and support the student, they may do so. However, not all Emergency Contacts may be able to attend the situation immediately and may request to be kept informed either by the UL staff member or by the intervening emergency service.

Please contact the Office of the Director of Student Affairs (Susan.Niven@ul.ie) for a copy of this form.