Swansea University Mentoring Service

Welcome to the Swansea University Mentoring Service. The university employs a team of Specialist Mentors who are there to support you so that you may achieve your full academic potential.  

In order to access the service effectively, we need to know a little about you, such as your preferences for when and where you would like to receive mentoring sessions. We also require some important safeguarding information such as your location, emergency contact, and your G.P.'s details. Information on why we collect this and how your data is stored is detailed in the Inclusive Student Support Services' privacy statement.

As the cost of the mentoring sessions are covered by your funding body, we also require you to review the Student Handbook attached to the initial email sent to you and agree to the terms set out. We use an online invoicing service called Clearlinks Connect which allows us to recover the cost of mentoring from your funding body, and in turn, pay the mentor for their time. Prior to being able to access the mentoring service we require your agreement that you will: 

• Register for a Clearlinks Connect account prior to having a mentoring session. The link to register will be sent following the return and review of this form.
• Authorise the Mentor’s timesheets on the Clearlinks Connect system within 72 hours of the meeting. 
• Acknowledge that the failure to authorise two consecutive timesheets could result in a temporary suspension of Mentor support. 
• Acknowledge that if you fail to attend, or cancel a mentoring session with less than 24 hours notice on two occasions during a term, mentoring support will need to be suspended. Mentoring will become available again at the start of the next new term. 

Finally, the Mentoring Service is audited annually to ensure that we are providing support in a manner compliant with your funding body. Your funding body requires your consent so that your information may be used in these audits. Please refer to the information on Page 4 and indicate whether or not you agree to the data processing required to be included in an audit. 

Please note, due to high demand we currently have limited capacity for in-person support. Please let us know if you are able to try remote support as this will help us with allocation. You can select more than one option above.

Before completing the below section please ensure you have read and understood the Student Mentoring Handbook attached to the email from which you received this link and the Inclusive Student Support privacy statement.

If you require clarification regarding the student agreement, or any of the required terms, then please email nmh@swansea.ac.uk 

INCLUSIVE STUDENT SUPPORT SERVICES PRIVACY STATEMENT

In addition to the normal data processing carried out by Swansea University] ("the provider") the transfer of a copy of your DSA2 letter, study workplan, or other relevant information contained within your student record, to the Disabled Students Allowance Quality Assurance Group (“the Auditor”) may be required so that the Auditor can audit the provider’s internal processes for dealing with the delivery of non-medical help support. These audits play an important part of ensuring that the provider is complying with all relevant legislation, internal and external guidance. Such compliance is vital to the provider, so it can properly assess the delivery of this support. 

The information that the provider is proposing to transfer to the Auditor is a copy of your DSA2 letter, study workplan, or other relevant information contained within your student record. As you will be aware, this includes the following Personal Data about you:

• Identity and age;
• Type of support awarded
• Timesheets confirming delivery of support
• Communications between you and the provider
• Higher education institution and course information.

The Centre is also proposing to transfer information which could be classified as sensitive personal data under the General Data Protection Regulations, including: 

• the fact that you receive a disability allowance;
• letter of award of support;
• Timesheets which indicate the type of support being delivered

As the proposed transfer includes sensitive personal data (in this instance, health information about you), we require your consent before we are legally permitted to provide the Auditor with your sensitive personal data (but not other types of personal data), if selected as a student sample. 

The personal data provided to the Auditor would only be processed for the specific purpose of carrying out the audit of the provider. The data would not be retained by the Auditor once the audit of the provider had been completed and accredited. This consent will be held by the provider for the duration of the audit process, alongside any other forms of consent you have provided to the provider in relation to other current data processing activities carried out by the provider in relation to your personal and sensitive personal data. 

You are free to refuse to give your consent or to later withdraw your consent. Any refusal or withdrawal of consent will not affect any element of any service provided to you by the provider. 

By signing this form and ticking each of the separate boxes below, you are giving your consent to the transfer of your sensitive personal data set out below from the provider to the Auditor and to the processing of this data by the Auditor for the purpose described above.  

• The fact that you receive a disability allowance;
• Letter of award of support;
• Timesheets which indicate the type of support being delivered