Data watchdog assessing university redundancy letters

The University of Derby sent out letters with the words "proposed redundancy process" visible in the envelope window

The University of Derby has reported itself to the UK's data watchdog and apologised after sending letters that revealed which staff members were at risk of redundancy.

The BBC understands the university's redundancy plans could result in the loss of 265 full-time equivalent jobs.

Francesco Belcastro, chair of the University and College Union (UCU) Derby branch, said about 40 staff were left "heartbroken and angry" after receiving letters with the words "proposed redundancy process" visible through the envelope window.

A university spokesperson said they "appreciate how concerning this was" and "apologised for any distress caused", with the Information Commissioner's Office (ICO) investigating.

An ICO spokesperson said: "We have received a report from University of Derby, and we are assessing the information provided."

The university has apologised for sending out letters that identified people who are at risk of redundancy

The BBC understands the redundancy proposals involve 166 full-time equivalent roles in professional services, 17 in leadership roles, and 82 in academic positions.

The university said it was facing financial pressures due to "frozen funding levels" and "rising operational costs" on 15 October.

Mr Belcastro, who is also a senior lecturer in international studies, said the way the university had dealt with the process had been "flawed from the beginning".

The UCU represents academic and some professional services staff, and Mr Belcastro said the university made a "massive mistake" by not immediately telling staff who were at risk and those that were not, either in person or over email.

'Extreme embarrassment'

Mr Belcastro said he was aware of "at least 40 people" who had received letters showing the words "proposed redundancy process" on the front.

A university spokesperson said: "In the letters sent to the affected staff, it appears that, for some, the subject line was visible through the envelope window.

"As soon as the issue was identified, we began a review of the mailing process and reported the situation to the Information Commissioner's Office."

A current staff member, who wishes to remain anonymous, said her letter was picked up by a tradesperson undertaking work at her house, who placed it on the side "in clear and full view for them to read".

"This caused me extreme embarrassment and thoughts of being judged by the person who was in my home," she said.

She added her husband sent a picture of the letter to her because he saw it before she did.

"Sending a confidential letter is a basic task, they should be embarrassed about their incompetence," said the woman.

"The university expects excellence from us, but they are not demonstrating it themselves."

Another staff member, who has worked at the university for 13 years, said her neighbour knew about the redundancy after the letter was delivered to the wrong address.

"My son answered the door to a neighbour who was expressing their sympathy, and hoping we would be OK. They were holding my notice of potential redundancy that had been delivered to them in error because my name and house number weren't visible in the envelope's window," she said.

A third university employee who received one of the letters said envelopes with windows should never have been used for letters containing sensitive information.

"I think it's a complete lack of care and it's obviously a big mistake. That makes me concerned about how the whole process is going to be handled," they said.

The university said it was facing "financial pressures"

"It's outrageous that the university wouldn't even care for the well-being of members of staff to this level. No-one bothered doing this in an appropriate way," said Mr Belcastro.

"It's been managed terribly, and we hope that people who are responsible for this take responsibility. It's incredibly unfair."

The UCU began balloting for strike action on Tuesday and will make a decision after the ballot closes on 10 November.

UNISON East Midlands head of higher education, Elliot Dean, added: "The impact of these proposed redundancies on staff and students should not be understated.

"The workers affected play a crucial role in keeping the university running, supporting teaching, research, and the wellbeing of students who rely on them every day.

"These are dedicated employees who already face increasing workloads and years of below-inflation pay. They do this work because they care deeply about students and the university community.

"To now threaten staff with redundancy is not only short-sighted but damaging to the quality of education and the student experience.

"It is vital the University of Derby finds another way to save money, one that protects jobs, services, and the people who make this institution what it is.

"We are continuing to consult with staff about next steps in response to the University of Derby's mishandling of this situation."