Hospitalisation Procedure

Procedures to follow in the event of a student being seriously injured or ill and/or admitted to hospital.

1. Introduction: 

The health and wellbeing of our students is always our priority. If a Newcastle University student admitted to hospital, it is important that appropriate departments of the University are informed to ensure that effective student support is in place. Receiving medical care for any reason can be a frightening experience for any student especially if their loved ones are not with them, so a compassionate, student focused response must inform all our actions.  

2. Scope 

This procedure applies to all colleagues and covers all students, regardless of whether they are studying remotely, on campus, or participating in any other University-related activity. This includes UK and international work placements, field trips, and student exchanges—both domestic and abroad. For further details on the emergency contact procedure for students off campus and participating in an exchange, please refer to Appendix A at the end of this document. 

News of such an incident might be received through a variety of channels and by any member of the University's staff or student body. This document is designed to make clear who you should contact if you receive news of this nature, and to provide an outline of who does what within the University once that news has been passed on. 

It is difficult to describe a procedure that will fit every case as circumstances vary so much. The information provided in this document is to be used as a guide and is not meant to be prescriptive.  

However, in all cases for students registered at Newcastle campus, during office hours you must inform the  

• SHWS Wellbeing Consultancy  

• 0191 208 3333 

• wellbeingconsultancy@newcastle.ac.uk 

Out of hours always inform University security  

• 0191 208 6817 

International ventures: 

• If a student in our Singapore campuses is seriously injured or ill and/or admitted to hospital the Dean of Newcastle University in Singapore will lead the coordination of the response in line with the Operational framework and the local context. 

• If a student at our Malaysia campus is seriously injured or ill and/or admitted to hospital the Academic Dean will lead the response using this document as a basis for that response but amending according to local circumstances. 

• If student is a Loyola Study Abroad student, the Loyola Centre Manager must be informed and will, in liaison with the Director of Student Health and Wellbeing (or their nominee), take responsibility for contacting the hospital, Loyola University Maryland and any emergency contacts. 

3. Procedure 

If you learn of a student’s hospital admission from any source other than the Student Health and Wellbeing Service, you must notify the service—unless you are certain it has already been informed. Provide full details, including the location of treatment and any affected students or staff.  

a) The Wellbeing Consultancy Team (SHWS) will: 

• Contact appropriate school, services, or institutes (depending on the circumstances) to advise them of the incident (See Appendix B). 

• Contact the student, or if not possible, the hospital to enquire into the student’s wellbeing, whether that be in the UK or abroad. 

• Ensure appropriate support is put in place for students and colleagues who may be affected.  

• Liaise with student’s trusted contact if appropriate and with consent. If the student is unable to give consent and if appropriate, liaise with trusted contact without consent.  

• Appropriate SHWS colleagues will liaise with the student during their recovery and prior to their return to study, to offer an appointment with the relevant member of SHWS staff to ensure that arrangements are made for the appropriate support to be put in place for their return.  

SHWS leadership team will 

• Where required, convene a group of colleagues to manage and monitor the situation.  

• Update Executive Board as appropriate and necessary. 

b) The Head of School: 

• Ensure that School records are amended accordingly and ensure that measures, such as adjustments or Support to Study processes, are put in place to allow the student to return following their period of recovery. 

• If the illness or injury necessitates a long-term break from study or results in disability, be prepared to discuss with the student and/or their trusted contact(s), the options and process of return to university with the support of colleagues from SHWS. 

• Liaise with Wellbeing Consultancy if the school receives further information or if advice is required on best next steps regarding contact with the student or their family. Contact should not be made with a student or their family without consent or checking with SHWS.  

c) The Student Data Team will, where necessary: 

• Issue a notice of 'Suspension of Studies' and update the student record 

• Where appropriate inform Student Finance 

• For International students, where appropriate, notify UK Visa and Immigration 

d) The University Health and Safety Team will: 

• Liaise with the Health and Safety Executive if necessary and support the University in any accident investigation. 

e) The Insurance Team will: 

• Liaise with Student Health and Wellbeing to ensure that the school and the student’s trusted contact(s) are fully aware of the insurance cover available. 

f) The Head of Accommodation Services will: 

• Ensure that an appropriate member colleague is available when required to provide the student's trusted contact(s) or other individuals nominated by the student to collect belongings 

g) International Office will: 

• Liaise with the Head of Student Health and Wellbeing (or their designate) to contact key international parties such as a Sponsor, embassy etc where relevant. 

h) Global Opportunities will: 

• Make any needed amendments to their records if the student is on an exchange or study abroad programme. 

• Liaise with any key external bodies to ensure other external administrative procedures are followed. 

• If student is a Loyola Study Abroad student, the Loyola Centre Manager must be informed and will, in liaison with the Director of Student Health and Wellbeing (or their nominee), take responsibility for contacting the hospital, Loyola University Maryland and any emergency contacts. 

See Appendix A for further information on students who are on Exchange overseas.  

i) The OHSS Faculty Lead/School Safety Officer will: 

• Investigate the incident if the accident or illness occurred whilst the student is on campus. 

j) Sport and Physical Recreation (if related to a sports injury) will: 

• Inform the Athletic Union office at the Students’ Union 

• Liaise with any external sporting bodies, such as BUSA or local clubs, to ensure any insurance claims or other external administrative or pastoral procedures are followed. 

k) The Placement Team will: 

• Amend their records if the student is on work placement 

• Will check and see when the student may be able to return to work and liaise with the employer where relevant.   

• They will check to see if there is any impact on the students’ scope to meet the minimum placement duration and advise on PEC processes where relevant 

• Liaise with Global Opportunities if the placement is an international placement 

4 - Key contact details

Department	Key Contact	Contact Details
Student Health & Wellbeing Services	Wellbeing Consultancy Team	0191 208 3333  Wellbeingconsultancy@ncl.ac.uk
Accommodation Services	Head of Accommodation	0191 208 5171  Helen.davis@ncl.ac.uk
Student Engagement Team	Manager/Team Leader	0191 208 1917  Claire.Beadling@ncl.ac.uk   Michelle.Monaghan@ncl.ac.uk
International Office	Director of International Office	Helen.Challis@newcastle.ac.uk
Global Opportunities		0191 208 8275
Global Opportunities	Loyola Centre Manager	Grace.barker@ncl.ac.uk
Insurance	Insurance Manager	0191 208 6520  Insurance@ncl.ac.uk   Kelly.lovelock@ncl.ac.uk
Occupational Health & Safety Service	Head of occupational health & safety	0191 208 6324  Chris.walton@ncl.ac.uk
Estates	Estates Security Manager	0191 208 6435
Sports Services	Sports Operation Manager	0191 208 5159  Nick.Beall@ncl.ac.uk
Student Data Team	Senior Student & Systems Manager	Student-data@ncl.ac.uk
NUISC	NUISC Director of Support Services	Alfie.wilkinson@ncl.ac.uk   07766 792 438
NUISC	NUISC Centre Director	Clare.McKeague@ncl.ac.uk
Careers Service	Placements Team	cs.placementyear@ncl.ac.uk
University of Law (Newcastle)	Head of Student Support & Wellbeing	Keith.houghton@law.ac.uk   01483959770

Appendix A

Global Opportunities Emergency Contact Procedure for outgoing students 

Introduction 

The procedure applies to students on the University’s Exchange Programmes which are administered by Global Opportunities and where data is held in the University’s mobility management database Terra Dotta. 

Pre-departure information for students 

In advance of undertaking an exchange placement, students receive a full briefing via Canvas which contains information from Health and Safety, Insurance, Student Health and Wellbeing, and Global Opportunities. They are also required to complete a risk assessment (via Terra Dotta) in order to understand potential risks they may face whilst abroad and what they may need to do in the event of an accident or emergency. Students also need to provide their itinerary, contact details, address and emergency contact(s) information as part of the risk assessment. Students will also be given access to the relevant country-specific risk profiles (produced by Insurance and Global Opportunities) for their placements to assist them in completing their risk assessments and raise their awareness of potential risks in their placement destinations. 

Insurance  

Students participating in an overseas placement are covered by the University’s travel insurance (AIG). A variety of travel tools are available via AIG, e.g., a Travel App which provides access to travel information (including a travel alert functionality) and which enables one touch calling to 24/7 emergency assistance; and a e-learning package with modules on e.g. ‘Getting Around While Abroad’, ‘Staying Healthy’, ‘Travel Safety for Women’, etc. 

University emergency contact number 

In addition, the University has a 24-hour emergency contact number. Details of the emergency numbers are provided to all students. If a student or relative were to contact the 24-hour emergency number, whether in or out of office hours, a procedure is in place which informs security staff who to contact regarding the situation. 

Procedure 

In the event of receiving information regarding a student on Exchange, the following people in Global Opportunities should be contacted immediately: 

Contact details for incidents involving students on Exchange
Global Opportunities	Global Experience Manager	Lucy.Stock@newcastle.ac.uk  86689
	Rachel Barnett  International Administration Manager	rachel.barnett2@ncl.ac.uk, 86108

Appendix B

List of schools, services and institutes who may be contacted to inform them of a student in hospital: 

• The Head of School  

• Degree Programme Director   

• Personal tutor/Supervisor   

• School Wellbeing Adviser 

• The Student Data Team 

• Student Engagement Team 

• Insurance  

• Press Office 

• Occupational Health & Safety  Service 

• Finance Office 

• The Accommodation Office  

• The President of the Students Union  

• International Office (if student is international on full degree course) 

• Global Opportunities (if student is on a Study Abroad or Exchange) 

• Year Abroad Director (if student is on a Study Abroad or Exchange) 

• Year Abroad Deputy Director (if student is on a Study Abroad or Exchange) 

• The Placement Team (if the student is on a Work Placement) 

• Sports and Physical Recreation (if related to a sporting accident)  

• The Estates Office (if accident/illness occurred on campus)