schools- Web viewECC will accept secure information, either in Excel or Word format, at any convenient point in the month via email to . ... ([email protected]) 033301 30952

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Whole Essex Information Sharing Framework (WEISF) 2015-2016Education and Learning Service Addendum

Service Area Addendum contents

1. Alternative education

2. Admissions

3. Children in Care

4. Data Collections

5. Education Welfare

6. Education Transport and Awards - Free School Meals

7. Education Transport and Awards – Pupil Premium (Infants)

8. Education Transport and Awards -Home to School Transport

9. Employability and Skills – Pre-16 (Schools and Schools with sixth forms)

10.Youth Offending

11.Special Educational Needs

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Whole Essex Information Sharing Framework (WEISF) 2015-2016Service Addendum

Alternative Education Commissioning Service

1. Purpose for Information Sharing The purpose of sharing information between ECC AECS, schools, PRUs and alternative education providers is to ensure ECC fulfils its statutory responsibility of ensuring that provision is made for those pupils unable to access education, either because of permanent exclusion or because they are unable to access mainstream schools for medical reasons.

Information is also shared between ECC, schools and PRUs regarding pupils who are not attending an educational placement on a full time basis. This is in line with requirements of the Ofsted framework and evaluation schedule.

2. LegalityData sharing is undertaken in compliance with the Data Protection Act 1998 - Schedule 2 and Schedule 3 and other relevant legislation including:

Section 19 of The Education Act 1996 (as amended by the Children and Families Act 2010) for commissioning suitable education for pupils who are unable to attend school.

Requirements of Ofsted framework and evaluation schedule The Freedom of Information Act 2000

3. Information Governance3.1 Data to be shared

Information to be shared by ECC Name of young person Home address of young person Date of birth and year group of young person Name of guardian Contact telephone numbers of guardian Attendance records Timetabled hours Date of exclusion Reasons for permanent exclusion Behaviour log CiC status Entitlement to free school meal information Gender Ethnicity Language spoken at home UPN Medical evidence where relevant Details of other agencies involved with young person Appropriate Key Stage test results and current levels GCSE’s being taken if relevant Alternative education details UCI number Risk assessment

Information shared by schools/ PRUs with ECC

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Name of young person Home address of young person Date of birth and year group of young person Name of guardian Contact telephone numbers of guardian Attendance records Timetabled hours Date of exclusion Reasons for permanent exclusion Behaviour log CiC status Entitlement to free school meal information Gender Ethnicity Language spoken at home UPN Medical evidence where relevant Details of other agencies involved with young person Appropriate Key Stage test results and current levels GCSE’s being taken if relevant Alternative education details UCI number Risk assessment

3.2 ConsentInformation shared is with the consent of the Parent/carer. Schools will consult with Parent/carers to gain consent to share the prescribed data.

ECC will not share personal information included within this agreement with anyone outside the Council without consent unless required to do so by law in delivering our statutory functions. Examples where information would be shared include:

Where there are concerns about the safety of a child or young person The Crime and Disorder Act 1998 allows information to be shared when there is a

reason to believe that sharing information may prevent or detect a crime.

3.3 How to share informationStore information and share securely with ECC’s IT infrastructure.

Ensure that any users are made aware of their responsibilities in using the information provided.

3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and young people in line with the DfE’s Management Information guidance.

3.5 OtherPlease also refer to the overarching Education and Learning Service Information Sharing Protocol for information quality: Keeping Information Secure and Confidential.

4. Essex County Council Local ContactsPerson/s responsible for sharing information within Essex County Council

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Name Role Contact email Contact no.

Ralph Holloway

Commissioner for Alternative Education Provision

[email protected] 03330131946

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School Admissions Team

1. Purpose for Information Sharing The purpose of sharing information between Essex County Council’s School Admissions Service and schools is to administer the statutory co-ordinated admission schemes for parental applications for primary and secondary school places.

A separate addendum including data sharing for special school admissions will be drafted over the next few months.

2. LegalityData sharing is undertaken in compliance with the Data Protection Act 1998 - Schedule 2 and Schedule 3 and other relevant legislation including:

The School Admissions Code 2014 The School Admissions (Admission Arrangements and Co-ordination of Admission

Arrangements) (England) Regulations 2012 The School Standards and Framework Act 1998 The Freedom of Information Act 2000


Information shared by ECC Child Student ID (as recorded in Capita ONE) Child Forename Child Surname Child date of birth Child NCY School Name Guardian Surname Child Home Address Applicant Home Address Applicant contact numbers Preference / Reasons for preference Medical evidence where requested by applicant Other information about the child where required to process an application The determination letter showing school(s) offered and refused.

Information shared by schools with ECC Details of any applications received directly Numbers on roll Class organisation and staffing data in the event of admission appeals

administered by ECC Admission policies

3.3 ConsentInformation shared is with the consent of the data subject/parent/carer. Parents/carers are made aware of how ECC makes use of their information when making their application either by paper form or by making an application online. The paper application form includes a section for parents/carers to sign, thus giving their consent for their information to be used by

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ECC as stated on the form. This is replicated in the online format by parents/carers having to tick a box to indicate they have read the disclaimer – the system does not allow for the application to be submitted before this box is ticked.

3.3 How to share informationStore information and share securely with ECC’s IT infrastructure. For the School Admissions Team, this is currently the Capita ONE software system.

Ensure that any users of the Council’s database are made aware of their responsibilities in using the information provided.

3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and young

people in line with the DfE’s Management Information guidance.

3.5 Other Please also refer to the overarching Education and Learning Service Information

Sharing Protocol for information quality: Keeping Information Secure and Confidential.



Shamsun Noor

Head of School Admissions and Transport

[email protected]

[email protected]

0330132246

mailto:[email protected]

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Achievement Service for Children in Care

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Achievement Service for Children in Care and schools, academies and Education and Learning Providers are:

The purpose of sharing information is to safeguard the welfare of children in care through monitoring of attendance

Schools and learning providers have the basic information about pupils on their roll, additional information about care status and the professionals that support the child in care is shared to support partnership working

Information about the child in care’s education attainment and progress will be shared with the current education provider to support improved educational outcomes and to ensure appropriate support for learning

Ensure sufficient and appropriate learning provision is available to meet the needs of young people up to the age of 18 years old

Support in the short and long term strategies to reduce young people NOT in employment, education or training (NEET) and those who are ‘Unknown’ to the local authority

Enable all learning providers to utilise data to enhance their current learning provision and offer young people appropriate learning provision.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and Schedule 3 and other relevant legislation:

Education Act 2011 Education Act 1990 s537 Statutory Instrument 2009 No.1563 Education (England)


Information shared by education providers with ECC Name Date of birth Children in Care status SEN information Attendance and exclusion information Attainment and progress information Personal Education Plans (PEP1 & PEP2) Provide information on financial support through the 18 – 19 Bursary Fund (if

appropriate)

Information Shared by ECC Name Date of birth Children in Care status SEN information Attendance and exclusion information Attainment and progress information Personal Education Plans (PEP1 & PEP2) Ethnicity/ English as an additional language Qualifications gained

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Previous schools Designated person to have access to information about children in care attending

the provision and the ability to update the CLA Tracker.

3.2 Consent Information shared is in agreement with ECC Corporate Parenting responsibilities Information shared is with the consent of the Service Users If a young person has been offered a place or enrolled with a Post 16 Learning

Provider; additional appropriate information (for example relating to attendance, exclusion, SEN status, Care status, Youth offending status) can only be shared with the consent of the young person and or their parent/carer if a young person should be regarded under the Mental Capacity Act 2005.

3.3 How to share informationBy providers Information is shared via CLA Tracker and Welfare Call Ltd, a secure portal

By Essex County Council Information is shared via CLA Tracker, a secure portal

3.4 Data retention and deletion ECC is required to retain information on Children in Care for a period of 75 years.



4. Essex County Council Local Contacts


Cathryn Adams

Lead Commissioner for Children in Care and Safeguarding

[email protected]

[email protected]

03330131077

Clare Davis Inclusion Commissioner for Children in Care

[email protected]

03330131092

Appendix 1

Children in Care Information Requirements

Activity Info. Required FrequencyAttendance records of CLA

Extracted from the Children Looked After Tracker system. Weekly



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Data Collections – Schools and maintained Early Years providers This addendum includes data collections as appropriate to early years settings (maintained), primary, secondary and special schools.

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Organisational Intelligence and Commissioning Delivery Service and schools are as follows:

Ensure sufficient and appropriate learning provision Support the delivery of statutory functions relating to home to school transport

(including SEN); education psychology; SEN statementing and assessment; monitoring of SEN provision, provision of alternative provision

Supporting school improvement and improved educational outcomes Ensuring effective planning, commissioning and delivery of services to children and

families, in particular to support vulnerable young people and their families.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and Schedule 3, and other relevant legislation:

The Children Act 1989, 2004 The Education Act 1996 Part IV – 321, 322, 323 The Learning and Skills Act 2000 (S117) Education and Skills Act 2008 Education and Inspections Act 2006, Academies The Education Act 2002 Part 11 Miscellaneous and General - 175

3. Information Governance3.1 Data to be sharedInformation Shared by maintained Early years providers and schools with ECC

Early Years HeadcountsThe early years headcount is completed every term by all early years settings that have children aged 2, 3 or 4 who are receiving the free early education entitlement. Headcount data is collected in January, May and September and includes the name, date of birth and home address of every child for whom the setting is claiming free entitlement funding. It also includes personal data about the child’s parent/carer if they meet the eligibility criteria for the Early Years Pupil Premium. School CensusThe School Census is a statutory return completed by schools in January, May and October. The data collected varies according to each census but all three census returns include child level personal data. This data sharing agreement covers all school census data items as defined by the DfE, within the schema for each return. The data items included in the schema are included in Appendix 1. The DfE may update the schema. This agreement covers all data items in the current schema in place at the time of data transfer.

Primary Assessment DataStatutory assessment data is collected by the Council from all primary schools. The data collected includes the Early Years Foundation Stage Profile, Key Stage 1 Teacher Assessments, Key Stage 2 Teacher Assessments, and Phonics Screening Check results. All data is collected at pupil level.

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The School is required by law to notify pupils/parents, as data subjects, which organisations their personal data may be shared with by the issuing of a Privacy Notice.

Secondary Attainment dataSummary school level GCSE and ‘A’ level ‘results day’ data.Pupil level GCSE and ‘A’ level data.

Information Shared by ECCThe following are examples of data to be shared:Key stage assessment data / analysis will be shared either directly from the LA or via government office systems such as NCER (National Consortium for Examination Results), FFT (Fischer Family Trust, or RaiseOnline).

School performance data will be available across the Essex school partnerships and collaborative arrangements to be used for comparative purposes for school improvement (in line with the previously agreed Headteacher Association’s protocols for data sharing) such as:

Attainment / Attendance reports Exclusion reports SEN status/ English as an additional language

3.2 ConsentInformation shared is with the consent of the Data subject/parent/carer (if there are concerns regarding capacity to consent, please refer to Mental Capacity Act 2005).

ECC will not share personal information included within this agreement with anyone outside the Council without consent unless required to do so by law in delivering our statutory functions. Examples include:

Where there are concerns about the safety of a child or young person The Crime and Disorder Act 1998 allows information to be shared when there is a


3.3 How to share information

By schools:Local authority maintained schools will upload their School Census return to the DfE COLLECT secure website. School Census data for academies will be made available to the Council by the DfE.

Early years headcount data will be entered by schools into the Council’s secure on-line Early Years & Childcare Provider Portal.

Primary assessment information will be shared either directly by schools through the submission of xml or csv files to the school to school (s2s) DfE secure data transfer service or, for KS2 test results, by data feeds from the DfE via the Key to Success website.

Secondary pupil level attainment data will be shared via data feeds from the DfE or via systems such as the National Consortium for Examination Results (NCER).Results day school level examination data for secondary schools will be shared by completing a secure on-line form provided by the local authority.

By Essex County Council:

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Where appropriate, ECC will make the data available to children’s services professionals via Council systems to remove the need for schools to supply directly.

Store information securely within the Council’s IT infrastructure.


3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and

young people in line with the DfE’s Management Information guidance. As the Data Controller ECC will retain children and young people’s information up to the age of 25 should the young person have learning difficulties or disabilities.




Name Role Contact email

TBC Data Collection & Maintenance Team Leader

[email protected]

[email protected]



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Appendix 1

Dataset collected by the School Census (as at 2015)

Pupil level

Pupil identifiers module Pupil characteristics module Pupil status module SEN module Termly exclusions module Home information module

Termly attendance

School level

School characteristics module

School location module

Admissions appeals module

Infant admission appeals module (as appropriate)

Admission appeals heard by Independent Admissions Committee (as appropriate)

Pupil reconciliation module

Class information module

Appendix 2 (Information to be shared by ECC with schools, early years providers)

The types of school level data shared include:

School performance data Attendance/ Exclusions FSM/ Contextual data (including EAL and ethnicity) Ofsted/ RaiseOnline FFT Online

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Education Welfare Service Area

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Education Welfare Service (EWS) and Schools and Academies are:

To ensure Schools/Academies and Local Authority (LA) fulfil their statutory responsibilities in relation to irregular school attendance patterns and children missing education

To enable swift response to referrals received from schools and academies by the EWS

To allow the EWS to monitor and report on the effectiveness of EWS interventions with families for whom we receive referrals

To allow EWS to support schools to reduce overall absence and persistent absence rates by monitoring attendance patterns within localities and allocating resources as needs are identified.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and Schedule 3, and other relevant legislation:

Education Act, 1996 Children Act, 1989 Anti-Social Behaviour Act, 2003 Education Penalty Notices (England) Regulations, 2004 Education (Pupil Registration) (England) Regulations, 2006 Education and Inspection Act, 2006

3. Information Governance

3.1 Data to be sharedInformation shared by schools/academies with ECC

Cases referred to EWS; Intention to remove from roll (Appendix I); Missing Pupil Checklist (Appendix A)

Absence data collection Attendance data collection

Information shared by ECC Copies of correspondence relating to cases referred to EWS Confirmation as to whether a payment is made to discharge the offence in

question Relevant information that is obtained through the EWS investigation into a case,

where further discussion is required in relation to the findings Where prosecution or Education Supervision Order (ESO) is to be pursued, any

court date which is booked in relation to a case and the resultant outcome Information/ analysis in support of Behaviour and Attendance Partnership

meetings

3.2 ConsentInformation shared is with the consent of the Data subject/ parent/ carer (if there are concerns regarding capacity to consent, please refer to Mental Capacity Act 2005).


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- Where there are concerns about the safety of a child or young person- The Crime and Disorder Act 1998 allows information to be shared when there is a


3.3 How to share informationBy providers

Verbally (face to face meetings or via the telephone) Electronically – via secure email, or by secure information management system Hard copy – via internal mail Fax

By Essex County Council Verbally (face to face meetings or via the telephone) Electronically – via secure email Hard copy – via internal mail

3.4 Data retention and deletion All records will be held by Essex County Council in line with current specified

archiving guidelines.





Julie Weddell County Manager [email protected]

[email protected]

0333 0131089

Valerie Pryor Strategic Attendance Leader [email protected] 0333 0134649

Anita Patel-Lingam

Strategic Attendance Leader [email protected] 0333 0131079

Rachel Anderson

Attendance Leader [email protected] 0333 0131195

Kay Chapman

Senior Education Welfare Officer

(northeast quadrant)

[email protected]

[email protected]

03330139983

Susan Kyle Attendance Leader [email protected] 03330133338

Jo Hickey Senior Education Welfare Officer

[email protected]

[email protected]

03330139944








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(mid quadrant)

Sue Elliott


(south quadrant)

[email protected]

[email protected]

03330 134626

Cheryl Vickers


(west quadrant)

[email protected]

[email protected]

0333 013 9910



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Appendix 1 Information shared by schools/academies with ECC

Cases referred to EWS Pupil attendance record in line with EWS referral process Child name, home address and date of birth School at which child is on roll Full names of parent/carer(s) and address (where different from that of their child)

– where a parent/carer’s first name is not known, EWS must be provided with at least the first initial

Date of birth of parent(s), where known (needed in line with Education Act S4441 and S4441a – prosecution of parents)

Updated attendance data on a weekly basis throughout the EWS monitoring period (where schools are exporting their day via secure information management system they are not required to provide this)

Any other Services working with the family that may need to be a party to meetings chaired by EWS

Any key information which may impact on the suitability of a case being put forward for prosecution by EWS eg. Child being made subject to a Child in Need Plan.

Intention to remove from roll (form) needs to be completed in the following circumstances

Parents elected to home educate Ceased to attend school and no longer resides within a reasonable distance

and the destination school is not known.

Missing Pupil Checklist (form) needs to be completed in the following circumstances

Pupil has been absent for 10 or more days and contact cannot be made with parent/carer and the absence is unauthorised

Pupil does not return to school within 10 days of the expiration of an extended leave of absence that has been authorised.

Half termly absence data collection Overall absence for previous half term period Number of students recorded as being persistently absent (PA) (below 85%) for

previous half term Percentage PA rate Full name and address of every registered pupil who fails to attend the school

regularly Where schools export their data via secure information management system (on

weekly basis) they are not required to provide the above half termly information.

App 2 – Information shared by ECC Copies of correspondence relating to cases referred to EWS Confirmation as to whether a payment is made to discharge the offence in

question Relevant information that is obtained through the EWS investigation into a case,

where further discussion is required in relation to the findings Where prosecution or Education Supervision Order (ESO) is to be pursued, any

court date which is booked in relation to a case and the resultant outcome Information/ analysis in support of Behaviour and Attendance Partnership

meetings.

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Education Transport & Awards Team (Free School Meals Entitlement)

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Education Transport and Awards team and schools within ECC are:

To inform schools of a child’s entitlement to receive a free school meal whilst attending the school

To ensure that schools have accurate information available when collating their termly School Census returns.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998, Schedule 2 and Schedule 3, and other relevant legislation as follows:

The Children Act 1989, 2004 The Education Act 1996 Part IV – 321, 322, 323 The Learning and Skills Act 2000 (S117) Education and Skills Act 2008 Education and Inspections Act 2006, Academies The Education Act 2002 Part 11 Miscellaneous and General – 175 The Freedom of Information Act 2000


3.1 Data to be sharedThe fields of data ECC shares with its schools with regards to free school meals eligibility:

Child Student ID (as recorded in Capita ONE) Child Forename Child Surname Child NCY School Name Guardian Surname FSM Status FSM Start Date FSM End Date FSM Review Date

This information is accessed by schools when they log into Essex Schools Infolink via a secure login system.

3.2 ConsentParents/carers are made aware of how ECC makes use of their information when making their application either by paper form or by making an application online. The paper application form includes a section for parents/carers to sign, thus giving their consent for their information to be used by ECC as stated on the form. This is replicated in the online format by parents/carers having to tick a box to indicate they have read the disclaimer – the system does not allow for the application to be submitted before this box is ticked.


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By providers

For local authority schools, School Census data will be made available to the Council once the school submits its return to the Department of Education (DfE) COLLECT secure website. School Census data for academies will be made available to the Council by the DfE.

School’s access to free school meals information is restricted to school-based colleagues having a secure login to ECC’s Infolink system.

By Essex County Council

Store information securely within ECC’s IT infrastructure. For the Education Transport and Awards team, this is currently the Capita ONE software system.


3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and young

people in line with the DfE’s Management Information guidance. As the Data Controller ECC will retain children and young people’s information up to the age of 25 should the young person have learning difficulties or disabilities

Education Transport and Awards team are currently reviewing their data retention and deletion policy as part of an overarching systems architecture review. At time of writing, the data held within the Capita ONE software system is not deleted.





Chris Hartshorn

Clare Ovenden

Lee Curry

Systems and Software Development Officer

Education Transport & Awards Project and Development Manager

Education Transport and Awards Team manager

[email protected]

[email protected]

[email protected]

[email protected]

03330 131123

03330 131088

03330 131111

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Education Transport & Awards Team (Infant Pupil Premium Identification)

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Education Transport and Awards team and infant and primary schools within ECC are as follows:

To assist schools in identifying which of their children on roll will secure pupil premium for their school.

2. LegalityData sharing is undertaken in compliance with the Data Protection Act 1998, Schedule 2 and Schedule 3, and other relevant legislation as follows:


3. Information Governance3.1 Data to be sharedThe fields of data ECC requires from schools in this regard are:

Parent SurnameParent Date of BirthParent National Insurance Number

3.2 ConsentInformation shared is with the consent of the Parent/carer. Schools will consult with Parent/carers to gain consent to share the prescribed data. Parents/carers will be advised by the Schools that data submitted to ECC will be provided by ECC to the Department for education (DfE) for eligibility checking.


- Where there are concerns about the safety of a child or young person- The Crime and Disorder Act 1998 allows information to be shared when there is a


3.3 How to share informationBy providers

Information will be shared between Schools and Essex County Council using the Department for Education’s School 2 School (S2S) secure transfer system. S2S DfES Secure Messaging system is a Government Secure Website which contains a secure login with Winzip file encryption of 256-Bit AES or stronger. It encompasses file formats and

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naming conventions which are specified for file transfer and incoming and outgoing files. This enables files to be tracked and deleted if sent to the wrong recipient. The system also contains audit functionality with email confirmation sent to the sending school and a tracking facility to advise them when the receiving school has downloaded or rejected the file.

By Essex County Council

The collected information will be stored securely within ECC’s IT infrastructure using encrypted excel/CSV files within folders that have a restricted access protocol. ECC will transmit the data to DfE via the DfE Free School Meals Eligibility Checking services secure portal.Any ECC officers likely to be working with schools on this project will be made aware of their responsibilities in using the information provided.

3.4 Data retention and deletion The intention of ECC is that this specific information will be kept until it is

established that the individual schools have received the completed excel/CSV files, at which point ECC will destroy their electronic copy.

3.5 Information qualityEducation Transport and Awards officers working on this project will only view the files received from the schools to ensure that the correct formatting is in place before the data is sent to DfE for online eligibility checking. Individual errors identified as a result of this format checking will be referred back to the appropriate school for further action.

3.6 Keeping information secure and confidential As noted above, the collected information received from schools will be stored securely within ECC’s IT infrastructure using encrypted excel/CSV files within folders that have a restricted access protocol.

Only officers with a role on this project will be given access to the specific files and folders with support from ECC’s Information Services team. The officers working on this project will be identified by the Head of School Admissions and Transport.

3.7 Managing the Protocol Please also refer to the overarching Education and Learning Service Information


4. Essex County Council Local ContactsName Role Contact email Contact no.

Chris Hartshorn

Clare Ovenden



Education Transport and Awards Team

[email protected]

[email protected]

[email protected]

[email protected]

03330 131123

03330 131088

03330 131111

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Lee Curry manager

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Education Transport & Awards Team (Home to School and College Transport Assessment)

1. Purpose for Information Sharing The purposes for sharing information between Essex County Council’s Education Transport and Awards team and schools within ECC are to inform schools of which children on roll at their school are entitled to home to school/college transport.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998, Schedule 2 and Schedule 3, and other relevant legislation:



The fields of data ECC shares with its schools with regards to home to school/college transport entitlement are:

Child Student ID (as recorded in Capita ONE) Child Forename Child Surname Child NCY School Name Transport entitlement code (as recorded in Capita ONE) Transport End Date Transport Route Code (as recorded in Capita ONE)

This information is accessed by schools when they log into Essex Schools Infolink via a secure login system.

3.2 ConsentParents/carers are made aware of how ECC makes use of their information when making their application either by paper form or by making an application online. The paper application form includes a section for parents/carers to sign, thus giving their consent for their information to be used by ECC as stated on the form. This is replicated in the online format by parents/carers having to tick a box to indicate they have read the disclaimer – the system does not allow for the application to be submitted before this box is ticked.

3.3 How to share informationBy Essex County Council

Store information securely within ECC’s IT infrastructure. For the Education Transport and Awards team, this is currently the Capita ONE software system.

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3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and young people in line with the DfE’s Management Information guidance. As the Data Controller ECC will retain children and young people’s information up to the age of 25 should the young person have learning difficulties or disabilities.

Education Transport and Awards team are currently reviewing their data retention and deletion policy as part of an overarching systems architecture review. At time of writing, the data held within the Capita ONE software system is not deleted.



4. Essex County Council Local Contacts

Person/s responsible for sharing information within Essex County Council.


Chris Hartshorn

Clare Ovenden

Lee Curry



Education Transport and Awards Team manager

[email protected]

[email protected]

[email protected]

[email protected]

03330 131123

03330 131088

03330 131111


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Pre 16 – Employability and Skills Unit and Children and Young People with Disabilities Service (CYwDS) - Information, Advice and Guidance (IAG)Team

1. Purpose for Pre 16 Information Sharing The purpose for sharing information between Essex County Council’s Employability and Skills Unit, CYwDS (IAG Team) and the Pre 16 Schools including those with Sixth Forms are as follow:

ensure sufficient and appropriate learning provision is available to meet the needs of young people up to the age of 18 years old

support in the short and long term strategies to reduce young people aged 16-19 and NOT in employment, education or training (NEET) and those who are ‘Unknown’ to the local authority

enable all learning providers to utilise data to enhance their current learning provision and offer young people appropriate learning provision.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and Schedule 3, and other relevant legislation as follows:

Education and Skills Act 2008 s10 and s72To encourage, enable and assist young people into education, employment and training, through the provision of data.

Apprenticeship, Skills Children and Learning Act 2009 Children and Families Bill 2013

3. Information Governance3.1 Data to be shared - Information shared by Pre-16 Providers with ECC Appendix 1 outlines the information to be shared e.g. name, DOB, address etc. and when the information is required.

All Young People Intended Destinations Offers of Learning Non Participation in Learning (Non Statutory*) Annual Activity Survey data Starters and Leavers List of Unknowns (Non Statutory *), UCAS Lists (for schools with sixth forms) (Non Statutory*) Changes in addresses and phone numbers

*Information collected will be used to support early intervention and assist young people to engage in learning and employment.

Information shared by ECCAppendix 2 Information shared by ECC with relevant Schools and Schools with Sixth Forms

Relevant information relating to young people who do not have a confirmed place between Year 11 into their post 16 opportunity.

Consideration by the local authority will be given to learning providers requesting additional information

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All local authorities (LA) share non-resident student data with other local authorities to enable them to fulfil their statutory duties. Data Agreement Protocol’s between bordering LAs are currently being developed to ensure all LAs work within the Data Processing Laws.

3.2 Consent Information shared is with the consent of the Service Users. If a young person has been offered a place or enrolled with a Post 16 Learning

Provider; additional appropriate information (outlined below) can only be shared with the consent of the young person and or their parent/carer if a young person should be regarded under the Mental Capacity Act 2005.

Attendance /Exclusion reports SEN Status / Children in Care Status English as additional language Travellers Youth Offending Status.


Essex County Council will be fully introducing a new secure system for sharing information titled – EGRESS early in 2016. As further information becomes available schools will be informed. In the meantime:

By providers:- ECC will accept secure information, either in Excel or Word format, at any

convenient point in the month via email to [email protected] , or in hard copy, via a secure method, using safe handling procedures, to the address below through registered post marked ‘Private & Confidential’:Participation and Tracking Team Ely House,Churchill Avenue, Basildon, Essex, SS14 2BW

Verbally (e.g. either face to face meetings or via the telephone).

By Essex County Council:- Information will be sent within 10 working days of the receipt at:

[email protected]. It will only be sent to the designated person, listed in the learning provider’s contact details, using the safe handling procedures.

3.4 Data retention and deletion Essex County Council is required to keep information on young people in line with

the DfE’s Management Information Guidance. As the Data Controller ECC will retain young peoples’ information up to the age of 23 or 28 if the young person should have learning difficulties or disabilities.

ECC requests that the data shared with providers is used within one month and is securely destroyed within 3 months of using the data.

3.5 Other

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Please also refer to the overarching Education and Learning Service Information Sharing Protocol for information quality: Keeping Information Secure and Confidential.

4. Essex County Council Local ContactsName Role Contact email Contact no.

Tracy Eve IAG Manager [email protected] 03330130935

Christine Fitzsimmons

IAG Manager for Children and Young People with Disabilities Service

christine.fitzsimmons@ essex.gov.uk

03330131412

Bojan Stankovic Participation and Tracking Team Manager

Bojan Stankovic Provider Relationship Manager ([email protected])

033301 30952

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Data Collection Dates Appendix 1

Statutory Collection of data with Schools and Schools with Sixth Forms

Activity Information RequiredYear group of students Dates

Intended Destinations

Name, address, date of birth, phone & mob no. email address, option choices and occupational areas of interest.

Year 11 October - January

Year 10 Data Cleanse

Names, gender, date of birth, address and phone no and ULN/UPN

Year 10 April

Offers of LearningName, address, gender, dob, previous school, course & level and ULN/UPN

Year 11 and 12

Monthly from May to September.

Activity Survey Name, address, date of birth, telephone no., course, level & expected end date and ULN/UPN

Year 11,12,13 and 14

September

Starters and Leavers

Name, address, date of birth, Telephone No.,previous school, course, level,Expected end dateIf leaver - reasons for leaving and destination if known

Year 11,12,13 and 14

Monthly

Changes in addresses Name, dob and new address

Year 10 onwards

Termly

Non Statutory Collection of Data

Activity Information Required Year group of students

Dates

Non participation in learning for the following year.

Year 12 students not progressing onto year 13Year 12 students

By the end of June

UCAS Lists UCAS lists supplied to schools/colleges NovemberUpdate on Unknowns

Information supplied for schools/colleges to check against student data

Unknowns 30th November

ECC will share the following data with Schools and Schools with Sixth Forms (based on Consent) Non Statutory Appendix 2

Activity Information Required Year group of students

Dates

Intended Destination

Names, addresses, Occupation Interest Year 11 June

NEET Data Name and DOB Leavers MonthlyEssex Young people (Year 11) Destinations Data

Name, DOB, destinationi.e. education, employment and training

February

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Youth Offending Service

1. Purpose for Information Sharing To reduce bureaucracy which surround the potential release, actual release and

engagement of young people who offend into new opportunities. To ensure a consistent and streamlined approach between ECC and Education and

Learning Providers relating to the recruitment of Young People under police or court ordered interventions into mainstream education, further education, apprenticeship and traineeship programmes.

To improve the potential educational outcome for the group outlined above. Targeted Youth Advisors (TYAs) are seconded from the Targeted Youth Service, and

are included within this addendum.

2. LegalityData sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and Schedule 3, and other relevant legislation as follows:

Education and Skills Act 2008 s10 and s72To encourage, enable and assist young people into education, employment and training, through the provision of data.

Apprenticeship, Skills Children and Learning Act 2009 (ASCL 09) Crime and Disorder Act 1998 Rehabilitation of Offenders Act 1974 Legal Aid, Sentencing and Punishment of Offenders Act 2012


3.1 Data to be sharedIn addition to information to be shared outlined in the overarching protocol, Essex YOS and/or Essex Targeted Youth Service (TYS) may, where it is appropriate and necessary, share information about young people which is sensitive. This may include:

Offence details Police or court ordered interventions Risk of harm to self and to others Vulnerability issues Any other information to ensure the safety of the young person, staff and other

students.

3.2 Consent Information shared is with the consent of the Service Users.

YOS will only share this information:1. with the express written consent of the young person and/or the young person’s

parent/carer (see below), and 2. where YOS deems it necessary to do so in the interests of public safety and in

accordance with relevant legislation.

Information will NOT be shared where:1. YOS deems it inappropriate to do so, or 2. Where legislation does not allow information to be shared, or3. Consent to share information has been withheld.

Young people’s consent to share information is gained at Court or at an initial planning meeting with the young person and his/her parent/carer following a court appearance or

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following an out-of-court disposal (such as a Youth Conditional Caution). The purpose of information gathering at this stage is to inform a YOS assessment.

Additional consent is sought to share information with wider services, including mainstream providers of education and training.

Children and Young people taken into custodySpecific information sharing requirements exist under ASCL 09 to share information on children and young people placed in custody in Secure Children’s Centres (STCs) and Young Offender Institutes (YOIs). For full details, please contact [email protected]

3.3 How to share information – Working practice

a) Post 16YOS/TYS will

inform the individual learning establishment /the named College Champion of young people, with their consent and/or their parent/carer’s consent and paying due regard to the Rehabilitation of Offenders Act 1974 (Appendix 1), currently subject to either Court Orders or a remand managed by YOS

include an assessment of risk, the type of and length of intervention, the name and details of the key contact person (either the YOT TYA or the YOT Case Manager) and the level of support required to support their training needs

inform and involve individual colleges in the planning relevant to the release of a young person leaving the secure estate and jointly identify training needs

inform and work with colleges in terms of the additional support that may be provided to the young person within the multi-agency framework (e.g. parenting, mental health etc)

provide information and advice regarding the Youth Justice System and the prevention of offending, and arrange appropriate updating activities for College Champions, as agreed between them and their managers

prioritise any appropriate meetings ensure that a dialogue is maintained with the College Champion before and during

the educational offer about the status, behaviour and any other developments in relation to the young person.

The Targeted Youth Service YOS TYAsYOT TYAs are seconded to each locality Youth Offending Team to:

support Year 11 and Post 16 young people through working alongside YOS practitioners and the College Champion to ensure equality of access at point of referral, during the programme and at end of their programme where appropriate

act as the gatherer and sharer of information concerning the young person and share this accordingly with the College Champion and vice versa the College Champion with the YOT TYA

act either as the single point of contact within a particular Youth Offending Team (YOT), or act as co-worker with the YOT practitioners for specific hard-to-manage young people.

3.3 b) School ageThe YOT case manager


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inform the school of a young person, with their consent and/or their parent/carer’s consent and paying due regard to the Rehabilitation of Offenders Act 1974 (Appendix 1), currently subject to either an out-of-court-disposal, Court Orders or a remand episode managed by YOS

include an assessment of risk, the type of and length of intervention, the name and details of the key contact person (normally the YOT Case Manager) and the level of support required to support their training needs

inform and work with the school in terms of the additional support that may be provided to the young person within the multi-agency framework (e.g. parenting, mental health etc)

provide information and advice to schools regarding the Youth Justice System and the prevention of offending, and arrange appropriate updating activities as agreed by YOS Head of Service

ensure that a dialogue is maintained with the College Champion before and during the educational offer about the status, behaviour and any other developments in relation to the young person.

Schools can support young people through working alongside YOS case managers/YOT

EWOs to increase attendance and achievement inform the YOT case manager and/or the YOT EWO of attendance, behaviour and

attainment of relevant young people inform YOT case manager and/or the YOT EWO of any significant change in the

educational status of a young person who has offended in order to target support inform the YOT case manager and/or the YOT EWO of any identified learning

and/or behavioural issues of relevant young people invite representatives from YOS to appropriate meetings.

Custody for school age – planning for release and release The YOT case manager/YOT EWO will inform and involve schools in the planning

relevant to the release of a young person leaving the secure estate and jointly identify an appropriate timetable of learning

schools should consider retaining on roll young people who will still be of statutory school age on release from custody (see appendix 2 letter to schools)

3.4 Data retention and deletion YOS holds data on young people until their 18th birthday (or whilst they are still active

with YOS beyond this point) at which point YOS depersonalises and archives case level data

ECC requests that the data shared with providers is used within one month and is securely destroyed within 3 months of using the data.



Essex County Council Local Contacts

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Jethro Bogdanov

Education, Training and Employment Manager

[email protected] 01245 265151 (office)

07717867057

03330 139742 (direct)


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Special Educational Needs Service

1. Purpose for Information SharingThe purpose of sharing information between ECC and schools is to ensure ECC fulfils its statutory responsibility of ensuring that appropriate provision is made for those pupils who have special educational needs

2. Legality Data sharing is undertaken in compliance with the Data Protection Act 1998 - Schedule 2 and Schedule 3 and other relevant legislation including:

Requirements of Ofsted framework and evaluation schedule The Freedom of Information Act 2000 SEN Code of Practice 2001 Sen Code of Practice Jan 2015 Children & Families Act 2014


Information to be shared by ECC Name of young person Home address of young person Date of birth and year group of young person Name of guardian Contact telephone numbers of guardian Entitlement to free school meal information Gender Ethnicity Language spoken at home UPN Medical evidence where relevant Details of other agencies involved with young person Appropriate Key Stage test results and current levels GCSE’s being taken if relevant Needs & SEN Assessment Status

Information shared by schools with ECC Name of young person Home address of young person Date of birth and year group of young person Name of guardian Contact telephone numbers of guardian Behaviour log Entitlement to free school meal information Gender Ethnicity Language spoken at home UPN Medical evidence where relevant Details of other agencies involved with young person Appropriate Key Stage test results and current levels

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GCSE’s being taken if relevant Needs & Actions taken to support SEN One Planning

3.4 ConsentInformation shared is with the consent of the Parent/carer. Schools will consult with Parent/carers to gain consent to share the prescribed data.

ECC will not share personal information included within this agreement with anyone outside the Council without consent unless required to do so by law in delivering our statutory functions.

3.3 How to share informationStore information and share securely with ECC’s IT infrastructure.

Ensure that any users are made aware of their responsibilities in using the information provided.

3.4 Data retention and deletion Essex County Council (ECC) is required to keep information on children and young people in line with the DfE’s Management Information guidance.

3.5 OtherPlease also refer to the overarching Education and Learning Service Information Sharing Protocol for information quality: Keeping Information Secure and Confidential.



Elaine White

Strategic lead – Education Psychology and Statutory Assessment services

[email protected] 03330 131192

Alison Stanford

Head of Statutory Assessment services


Gary Bloom SEN Provision Development team


Documents

schools- Web viewECC will accept secure information, either in Excel or Word format, at any convenient point in the month via email to . ... ([email protected]) 033301 30952