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«Fair Processing Notice to explain how some of the personal data of pupils in primary and special schools will be recorded on the proposed Primary ...»

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The Department is continually reviewing its retention policy for pupil data in consultation with the Office of the Data Protection Commissioner and will update its retention policy from time to time. Any amendments will be available on the Department’s website, www.education.ie 7- Retain it for no longer than is necessary for the purpose or purposes.

The Department will retain personal data in categories 1 and 2 for each pupil on POD for the longer of either the period up to the pupil’s 30th Birthday and subject to review thereafter or for a period of ten years since the student was last enrolled in a primary school.

The ten year period is required for audit and accounting purposes as pupil’s data is used in the allocation of teaching posts and funding to schools.

The purpose of the Department’s retention policy also serves to trace retention trends in the education system, is important for longitudinal research and policy formation, as well as being an important statistical indicator nationally and internationally. Again aggregate and not individual data is used for the majority of these purposes.

Individual student records are also retained to meet individual requests from former students who may require them for employment or other purposes.

In respect of Category 3 data, i.e. data on students which is only accessible to schools, this data is removed from the POD system where a student’s record had been inactive for two school years, i.e. there have been no further enrolments for that student in the primary sector for the previous or current school years.

8- Give a copy of his/her personal data to an individual on request A copy of a pupil’s individual data held on POD can be obtained by his/her guardian or the pupil, in line with the school’s Data Protection Policy, by contacting the school in which the student is currently enrolled.

Pupils, through their parent\guardians, also have the right under Data Protection legislation to request a copy of their details currently held on file within the Department of Education and Skills. This request should be made in writing to Statistics Section, Department of Education and Skills, Marlborough Street, Dublin 1. The Department will require proof of identity to be furnished before releasing any information in relation to an individual pupil.

Jointly Meeting the Data Protection Requirements for the Annual Census of Primary Schools Each year the Department will require school authorities to sign a declaration that they have fulfilled their data protection obligations in relation to the collection and sharing of their pupil data via POD. The Department will make available on its website the relevant data protection information for parents in relation to its use and purpose of the data recorded by schools on POD.

The Department has consulted with the management bodies for primary schools and will jointly agree a data protection protocol for the processing of pupil data on POD. Details of this protocol, as well as outlines of the Department’s general data protection guidelines to schools, and a copy of this fair processing notice will be made available on the Department’s website www.education.ie The Department has met with officials from the Data Protection Commission Office to inform the approach to be taken.

To assist both schools and the Department to comply with their respective data protection requirements for POD, primary schools are asked to bring this circular to the attention of parents/guardians, students and school staff.

Diarmuid Reidy Senior Statistician Statistics Section January 2014 Appendix A Listing of Personal Data to be stored on the Primary Online Database (POD) Category 1 Data - Personal Data Transferred to Department of Public Expenditure and Reform PPSN Validation Service\ Department of Social Protection for Pupil PPSN Validation Purposes

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Category 1 Data - Other Personal Data stored on POD necessary to assist with the Department’s Policy, Statistical, Research and Planning Functions.

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Data Collected on each Purpose Student Standardised test scores in For the purposes of monitoring proficiency levels by the English Irish and Qualifications, Curriculum and Assessment policy area of the Mathematics Department Pupil Retained Indicator Used to monitor repeat levels nationally Pupil Integrated Indicator Used to monitor pupils with special education needs that are integrated into mainstream classes, and to monitor class sizes including integrated pupils.

Indicator for receipt of Used to liaise with the NCSE and monitor the progress of pupils Learning Support under the with special education needs and underpin future resource General Allocation Model allocations in this area.

and through the NCSE (4 categories) Pupil Deceased Indicator Flag to indicate to POD if a pupil is deceased, and to ensure that correspondence is not sent inadvertently DPIN (Department Pupil Internal Department Identifying number used to track pupils Identifier) through the education system.

Pupils taking Junior and For pupils in special schools only that may be taking subjects and Leaving Certificate subjects, Junior and Leaving Certificate levels, or subjects which lead to a or subjects leading to a QQI QQI further education award.

further education accreditation.

Pupil Special Class Type For pupils in special classes and schools only. Used to monitor resource allocation and the level of take up of different resource types Pupil Primary Special Need For pupils in special classes and schools only.

type Indicator of pupil SEN Indicates whether an assessment is available for a child availing assessment of SEN resources Mother tongue Indication of the primary language the pupil speaks in their home environment Year of Arrival in Ireland Statistical and policy planning purposes Category 2 Data – Sensitive personal data use by the Department to allocate resources to the school for certain categories of students and in aggregate form for statistical and policy reports

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Category 3 Data –Pupil level data accessed solely by schools for use in school administration. This list will be defined by the schools themselves and will only be accessible at the school level. Examples of the most common type of information that may be kept


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Appendix B


Suggested Consent Form for Sensitive Personal Data to be stored on the Primary Online Database (POD) and shared with the Department of Education and Skills There are three categories of pupil data which will be shared by schools with the Department of Education and Skills. Category 1 information covers data that is required to validate the pupil’s identity. This information will be transferred to the PPSN validation service of the Department of Expenditure and Reform or the Department of Social Protection for validation purposes only. Category 1 information also covers pupil level data which is necessary for policy and planning purposes within the Department of Education and Skills. A full listing of the variables collected, along with the purpose for each piece of information, can be found in Appendix A of the Fair Processing Notice for the Primary Online Database, available at www.education.ie Category 2 covers sensitive personal data which the Department asks primary schools to furnish, and which requires your written consent for your child’s school to record this information and for the school to forward this information to the Department for purposes as outlined in circular 001/2014 a copy which is available at www.education.ie or on request from your child’s school. Your consent is also required for this information to be forwarded to any other primary school your child may transfer to during their time in primary school.

Category 3 data is information which is required at school level only and will not be accessible to the Department of Education and Skills. This data will be kept on your child’s POD record for the duration of their primary schooling and for two years afterwards.

Please note that the reference to “you” in this consent form means a parent or a guardian of a pupil, or a pupil aged 18 years and over who is attending a recognised primary school.

Please enter the following details in BLOCK CAPITALS Name of School: ____________________________________________________

Name of Parent/Guardian: ____________________________________________________

Name of Student: ____________________________________________________

1. What is your child’s religion?


2. To which ethnic or cultural background group does your child belong (please tick one)?

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I consent for this information to be stored on the Primary Online Database (POD) and transferred to the Department of Education and Skills and any other primary schools my child may transfer to during the course of their time in primary school.

Signed: ___________________________

Parent/Guardian/Student Date: ____________________________

Please complete this form and return to your primary school. This form will be retained by the primary school and will be made available for inspection by authorised officers of the Department or from the Office of the Data Protection Commissioner.

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