Data Contents
Contents
What Data is Collected?
A broad scope of personal data is being collected, along with some special category data. All data collected adheres to GDPR regulations and other legal requirements (such as the Further and Education Act 1992) including the specific exceptions required for special category data.
Special Category Data
The special category data collected is staff member disability and staff member ethnicity.
Relevant Data
The data collected has been focused so that only information that is relevant to specific members of staff. For example if a member of staff has teaching responsibilities, then data will be collected on that staff member around their teaching experience and qualifications.
For members of staff with no teaching responsibilities, no additional data is collected.
Use of the 'Not known' answer
‘Not known’ answer options are available for some questions within the collection.
This should only be utilised where a provider is unable to collect the data, e.g., the member of staff left during the academic year that the data is being collected for. The use of not known answers by providers will be monitored and would only be expected to be used in a minority of cases.
The not known option has been split into two distinct categories:
• Not known – Employee chose not to disclose
• Not known – Unable to find the answer (e.g the staff member has left the organisation)
Is the collection a mandatory requirement?
Yes
Collection Frequency
Annual Collection
The data is collected annually for the academic year specified. There will be a collection window at the end of each academic year allowing reasonable time to return data.
Privacy and Data Uses
Security of Data
Refer to the FE Workforce Privacy Notice about how data is used.
The development of the collection has been security assured through standard DfE policy and process, including authority to operate (AtO).
The personal data will be held within the Submit Learner Data (SLD) environment which is an existing secure platform. Only staff that manage the data will have access granted to them to various data fields.
The specific access to the data will be agreed with analysts and similar (who do it already for the Staff Individualised Record collection (SIR)) as to what they will have and where they will be doing it. The data will be pseudonymised before analysis similar to what is already implemented for the Individual Learner Record (ILR) collection.
There will be a named data set, but analysts will see a pseudonymised / pseudo-anonymous version of the data set only holding the information that the downstream staff will require. This is implemented within SLD to populate
the analysis and stats databases. Pseudo-anonymous data is where personally identifiable information such as first name and last name within a data record that are replaced by one or more artificial identifiers.
For avoidance of doubt, analysts will not have access into the production databases.