Pupil records - Fair Processing Notice - layer two
Schools, Local Authorities (LAs), the Department for Children,
Schools and Families (DCSF), the Qualifications and Curriculum
Authority (QCA), Ofsted, the Learning and Skills Council (LSC) and
organisations that require access to data in the Learner
Registration Scheme as part of the MIAP (Managing Information
Across Partners) Programme all process information on pupils in
order to run the education system; and Department of Health (DH)
and Primary Care Trusts (PCTs) process information on pupils in
order to tackle the year on year rise in obesity among children,
and in doing so have to comply with the Data Protection Act 1998.
This means, among other things, that the data held about pupils
must only be used for specific purposes allowed by law. We are
therefore telling you about the types of data held, why that data
is held, and to whom it may be passed on.
The school holds information on pupils in order to support their
teaching and learning, to monitor and report on their progress, to
provide appropriate pastoral care, and to assess how well the
school as a whole is doing. This information includes contact
details, national curriculum assessment results, attendance
information, characteristics such as ethnic group, special
educational needs and any relevant medical information. From time
to time schools are required to pass on some of this data to LAs,
the DCSF and to agencies that are prescribed by law, such as QCA,
Ofsted, LSC, DH and PCTs.
The Children Act 2004 Information Database (England) Regulations
2007 requires maintained schools to supply basic contact
information to ContactPoint.
The Local Authority
The Local Authority (LA) uses information about children for
whom it provides services to carry out specific functions for which
it is responsible, such as the assessment of any special
educational needs the child may have. It also uses the information
to derive statistics to inform decisions on (for example) the
funding of schools, and to assess the performance of schools and
set targets for them. The statistics are used in such a way that
individual children cannot be identified from them. The LA have a
duty under the Childrens Act 2004 to co-operate with their partners
in health and youth justice to improve the well being of children
in their areas. As part of this duty they will be required to
maintain the accuracy of the information held on ContactPoint about
children and young people in their area.
Contact: The Data Protection Officer at:
education@rochdale.gov.uk
The Qualifications and Curriculum Authority (QCA)
The Qualifications and Curriculum Authority (QCA) uses
information about pupils to administer the national curriculum
assessments portfolio throughout Key Stages 1 to 3. This includes
both assessments required by statute and those that are optional.
The results of these are passed on to DCSF to compile statistics on
trends and patterns in levels of achievement. The QCA uses the
information to evaluate the effectiveness of the national
curriculum and the associated assessment arrangements, and to
ensure that these are continually improved.
The Qualifications and Curriculum
Authority
Contact: Data Protection Officer, QCA, 83
Piccadilly, LONDON, W1J 8QA
Ofsted
Ofsted uses information about the progress and performance of
pupils to help inspectors evaluate the work of schools, to assist
schools in their self-evaluation, and as part of Ofsted’s
assessment of the effectiveness of education initiatives and
policy. Ofsted also uses information about the views of children
and young people, to inform children’s services inspections in
local authority areas. Inspection reports do not identify
individual pupils.
Ofsted
Contact: Data Protection Officer, Alexandra
House, 33 Kingsway, London WC2B 6SE
The Learning and Skills Council (LSC)
The Learning and Skills Council (LSC) uses information about
pupils for statistical purposes, to evaluate and develop education
policy and monitor the performance of the education service as a
whole. The statistics (including those based on information
provided by the QCA) are used in such a way that individual pupils
cannot be identified from them. On occasion information may be
shared with other Government departments or agencies strictly for
statistical or research purposes only. The LSC or its partners may
wish to contact learners from time to time about courses, or
learning opportunities relevant to them.
The Learning and Skills
Council
Contact: Data Protection Officer ,Cheylesmore
House, Quinton Road, Coventry, Warwickshire CV1 2WT
Learner Registration System (LRS)
The Learning and Skills Council (LSC) also administers the
Managing Information Across Partners (MIAP) Programme on behalf of
the MIAP membership.
LSC is responsible for the development and operation of the
Learner Registration Service (LRS) and also the creation of a
learner record.
For pupils of 14 years and over and for pupils registering for
post-14 qualifications, the school will pass on certain
identification information to the LRS to create and maintain a
unique learner number (ULN), and achievement information to the
MIAP Service to create and maintain a learner record.
The Learner Registration Service will enable organisations
allowed by law and detailed on the MIAP website to access the ULN
and contain it in their systems, thereby saving individuals having
to supply the same information repeatedly to different
organisations.
Details of how an individual may opt-out of sharing achievement
data in their learner record with those organisations
detailed on the MIAP website
Managing Information Across
Partners
Contact: Data Protection Officer ,Cheylesmore
House, Quinton Road, Coventry, Warwickshire CV1 2WT
Primary Care Trust
Primary Care Trusts (PCT) use information about pupils for
research and statistical purposes, to monitor the performance of
local health services and to evaluate and develop them. The
statistics are used in such a way that individual pupils cannot be
identified from them. Information on the height and weight of
individual pupils may however be provided to the child and its
parents and this will require the PCTs to maintain details of
pupils’ names for this purpose for a period designated by the
Department of Health following the weighing and measuring process.
PCTs may also provide individual schools and LAs with aggregate
information on pupils’ height and weight.
NHS
Heywood, Middleton & Rochdale
Contact: haveyoursay@hmrpct.nhs.uk
The Department of Health
The Department of Health (DH) uses aggregate information (at
school year group level) about pupils' height and weight for
research and statistical purposes, to inform, influence and improve
health policy and to monitor the performance of the health service
as a whole. The DH will base performance management discussions
with Strategic Health Authorities on aggregate information about
pupils attending schools in the PCT areas to help focus local
resources and deliver the Public Service Agreement target to halt
the year on year rise in obesity among children under 11 by 2010,
in the context of a broader strategy to tackle obesity in the
population as a whole. The Department of Health will also provide
aggregate PCT level data to the Healthcare Commission for
performance assessment of the health service.
The Department of Health
Contact: Data Protection Officer at Skipton
House 80 London Road London SE1 6LH;
The Department for Children, Schools and Families (DCSF)
The Department for Children Schools and Families (DCSF) uses
information about pupils for research and statistical purposes, to
inform, influence and improve education policy and to monitor the
performance of the education service as a whole. They will feed
back to LAs and schools information about their pupils for a
variety of purposes that will include data checking exercises, use
in self-evaluation analyses and where information is missing
because it was not passed on by a former school.
Contact Point
DCSF with the participation of local authorities, operates the
database known as ContactPoint. ContactPoint is an online
directory available to authorised staff who need it to do their
jobs. It is designed to allow pratitioners to find out who
else is working with the child or young person, making it easier to
deliver more coordinated support. Schools are under statutory
duty to pass onto ContactPoint certain information about the child
or young person, the contact details of the school and the contact
address and telephone numbers for the parents or carers with
parenbtal responsibility of the child or young
person.
The DCSF will also provide Ofsted with pupil data for use in
school inspection. Where relevant, pupil information may also be
shared with post 16 learning institutions to minimise the
administrative burden on application for a course and to aid the
preparation of learning plans.
Pupil information may be matched with other data sources that
the Department holds in order to model and monitor pupils’
educational progression; and to provide comprehensive information
back to LAs and learning institutions to support their day to day
business. The DCSF may also use contact details from these sources
to obtain samples for statistical surveys: these surveys may be
carried out by research agencies working under contract to the
Department and participation in such surveys is usually voluntary.
The Department may also match data from these sources to data
obtained from statistical surveys.
Pupil data may also be shared with other Government Departments
and Agencies (including the Office for National Statistics) for
statistical or research purposes only. In all these cases the
matching will require that individualised data is used in the
processing operation, but that data will not be processed in such a
way that it supports measures or decisions relating to particular
individuals or identifies individuals in any results. This data
sharing will be approved and controlled by the DCSF’s Chief
Statistician.
The DCSF may also disclose individual pupil information to
independent researchers into the educational achievements of pupils
who have a legitimate need for it for their research, but each case
will be determined on its merits and subject to the approval of the
Department’s Chief Statistician.
The
Department for Children, Schools and Families
Contact: Data Protection Officer, DCSF, Caxton
House, Tothill Street, LONDON, SW1H 9NA
Pupils under 12 yeras old as data subjects have rights
under the Data Protection Act , including a general right of
access to personal data held on them, with parents exercising this
right on their behalf if they are too young to do so
themselves. If you wish to access the personal data held
about your child, then please contact the relevant organisatioin in
writing.
Pupils over 12 years old as data subjects, have certain rights
under the Data Propection Act, including a general right of
access to personal data held on them. If you wish to access
your personal data, or you wish your parents to do so on
your behalf, then please contact the relevant organisation in
writing.
Providing information to Connexions services providers and the
right to opt out
Connexions is the government's support service for all young
people aged 13 to 19 in England. It also provides support up to the
age of 25 for young people who have learning difficulties or
disabilities (or both).
For pupils of 13 years and over, the school is legally required
to pass on certain information to Connexions services providers on
request. This information includes the name and address of the
pupil and parent, and any further information relevant to the
Connexions services’ role. However parents, or the pupils
themselves if aged 16 or over, can ask that no information beyond
name and address (for pupil and parent) be passed on to Connexions.
If as a parent, or as a pupil aged 16 or over, you wish to opt-out
and do not want Connections to receive from the school information
beyond name and address, then please contact the school.
The LA and DCSF may supply to Connexions services providers
information which they have about children, but will not pass on
any information they have received from the school if parents (or
the children themselves if aged 16 or over) have notified the
school that Connexions should not receive information beyond name
and address.