Applications and eligibility for outreach activities:
We will process the personal data you or your school provides to us when either you or your school/college make an application for your participation within an outreach activity/programme. This data will form the basis of your outreach engagement record and depending on the nature of the activity/programme this data will include some or all of the following:
- your name, home address and other contact details;
- your date of birth and year group;
- your gender;
- your learner ID number (UPN/ULN)
- the name of your school/college and in some cases, your previous school/college (e.g. if you took your GCSEs there),
- your qualifications/grades;
- whether you are entitled to free school meals;
- whether you are in care or are a care leaver;
- whether you are a young carer;
- information about your parents/carers (e.g. whether they have been to university/household income). We will assume that you have obtained consent from those individuals before you supply their contact details to us.
If your school or college provides this information to us, we will assume that they have your consent to do so.
In addition to this, we may need to process some data about you that is classed as ‘special category’ or sensitive personal data. This data includes data about your ethnicity and health/disability data. Ethnicity data is important, as it enables us to carry out our statutory obligations/conditions of funding as we need to ensure our outreach activities are targeted at learners who are under-represented in higher education. We may also request data about your health or any disability you have which will be used to provide help or reasonable adjustments at events. Access to, and the sharing of, your special category personal data are controlled very carefully. Special category data is also used for research and statistical purposes, but not in a way which will involve making any decisions about you personally or putting measures in place which relate to you personally.
Engagement data and tracking outcomes:
If you are accepted on to an outreach activity, we willmonitor your engagement within the activities and evaluate the impact these activities have had in terms of your attainment, aspirations and your post 16 progression (i.e. where you go after school/college).
- We will collect the outreach engagement data using registers within events.
- From time-to-time you may be asked to complete evaluation forms, so that you can provide feedback on outreach activities.
Obtaining information about you from third parties:
At key points in your educational career we may ask for your school/college to provide us with information about you (as outlined above). We may also ask third parties that hold national learner data sets to provide us with information about you; these will be the Higher Education Statistics Agency (HESA), University Central Admissions Service (UCAS), the Student Loans Company (SLC), the National Pupil Database (NPD). We may also ask for college/further education data from the Individual Learner Record (ILR). When requesting these national learner data sets will ask for information such as:
- your attainment at school/college;
- if you have/are receiving free school meals;
- if you have a disability and your ethnic group;
- the type/level of course you are studying; and
- whether you went to university.
We may also monitor and track your outcomes from these data sets if have not engaged in outreach activities. This will allow us to compare your outcomes against outcomes of learners that have not engaged to support planning and provide a robust evidence base in terms of which outreach activities are most effective.
We may ask these third parties and/or your school/college to provide data on your background characteristics (e.g. from the school census), attainment and post 16 progression data (e.g. did you stay on in 6th form/go to college/go to university).
How is Data Processed within Your Outreach Engagement Record?
Upon applying for outreach programme/ activity, we:
- Check if you are eligible to attend
- Track your engagement within activities
- Track your outcomes via local and national data sets
- Evaluate the impact of your engagement within outreach activities.