This request is for information that is processed about "children not in education". It is in regards to existing practice on recording and retaining personal data at individual named child level, whether data is collected on a voluntary basis from the person, or otherwise.

Definitions:

Child (anyone aged under 18)
Records (data in any digital format, ie. spreadsheets, databases etc)
Educational setting (Any provider of state funded education: nursery, infant, primary, secondary, FE, AP, Hospital school, YOI etc)

1. On what grounds is a child’s personal data processed in or on behalf of the Council;

1.1 When a child is deregistered

a) To receive an education otherwise than at school
b) Due to permanent exclusion
c) Due to unauthorised and unexplained absence (authorised absence plus ten days or 20 days) for which reasonable enquiries have been unable to resolve
d) To move from state into independent (private) education
e) To move out of independent (private) education to anything else
Underpinned by all:
• CME Statutory Guidance September 2016
• The Education Pupil Registration Regulations 2006 & 2016
• Children’s Act 1989
• School attendance: guidance for schools Aug 2020
• Improving schools attendance: support for schools and local authorities Dec 2021
• Fair Access Protocols Aug 2021
• Admissions Code 2021
• Keeping Children safe in education Sept 2021
• Elective Home Education Guidance April 2019
• Children who run away or go missing Jan 2014
• Common Transfer File Guidance August 2020, Education Act 1996
• Education Inspections Act 2006
• Children Act 2004
• Education Act 2002
• Every Child Matters HM treasury Policy Paper 2003
• Education and Skills Act 2008 Part 1 Duty to participate in education or training: England
• supporting pupils with medical conditions at school – Dec 2015
• Exclusion Guidance Sept 2017

1.2 When the destination from the following is unknown;
f) Nursery
g) Alternative provision
h) Custody
i) Post-16 education
Underpinned by all:
• CME Statutory Guidance September 2016
• The Education Pupil Registration Regulations 2006 & 2016
• Children’s Act 1989
• School attendance: guidance for schools Aug 2020
• Improving schools attendance: support for schools and local authorities Dec 2021
• Fair Access Protocols Aug 2021
• Admissions Code 2021
• Keeping Children safe in education Sept 2021
• Elective Home Education Guidance April 2019
• Children who run away or go missing Jan 2014
• Common Transfer File Guidance August 2020, Education Act 1996
• Education Inspections Act 2006
• Children Act 2004
• Education Act 2002
• Every Child Matters HM treasury Policy Paper 2003
• Education and Skills Act 2008 Part 1 Duty to participate in education or training: England
• supporting pupils with medical conditions at school – Dec 2015
• Exclusion Guidance Sept 2017

1.3 When the authority becomes aware of;

j) A child being educated otherwise than at school
k) A child about whose education there is nothing known
l) A child whose parents the authority considers to be failing to provide a suitable education
Underpinned by all:
• CME Statutory Guidance September 2016
• The Education Pupil Registration Regulations 2006 & 2016
• Children’s Act 1989
• School attendance: guidance for schools Aug 2020
• Improving schools attendance: support for schools and local authorities Dec 2021
• Fair Access Protocols Aug 2021
• Admissions Code 2021
• Keeping Children safe in education Sept 2021
• Elective Home Education Guidance April 2019
• Children who run away or go missing Jan 2014
• Common Transfer File Guidance August 2020, Education Act 1996
• Education Inspections Act 2006
• Children Act 2004
• Education Act 2002
• Every Child Matters HM treasury Policy Paper 2003
• Education and Skills Act 2008 Part 1 Duty to participate in education or training: England
• supporting pupils with medical conditions at school – Dec 2015
• Exclusion Guidance Sept 2017

1.4 When the authority has children in its geographical area that may be passing through but not in education;
m) child born outside England
n) a child of a service family (army, navy etc)
o) a child of a family without permanent address
Underpinned by all:
• CME Statutory Guidance September 2016
• The Education Pupil Registration Regulations 2006 & 2016
• Children’s Act 1989
• School attendance: guidance for schools Aug 2020
• Improving schools attendance: support for schools and local authorities Dec 2021
• Fair Access Protocols Aug 2021
• Admissions Code 2021
• Keeping Children safe in education Sept 2021
• Elective Home Education Guidance April 2019
• Children who run away or go missing Jan 2014
• Common Transfer File Guidance August 2020, Education Act 1996
• Education Inspections Act 2006
• Children Act 2004
• Education Act 2002
• Every Child Matters HM treasury Policy Paper 2003
• Education and Skills Act 2008 Part 1 Duty to participate in education or training: England
• supporting pupils with medical conditions at school – Dec 2015
• Exclusion Guidance Sept 2017

1.5 Please provide any other circumstances or grounds in which the authority becomes aware of children not in education, about which they may make a record, for any other reason not listed.
A child past the statutory school leaving date up to 18 birthday or 25th birthday if LDD or care leaver.

2. About the databases or registers currently processed. For each scenario and/or separate records used, please provide

a) the relevant Data Protection Impact Assessment
Not held, in before written DPIAs were required.

b) If no DPIA exists, the name/title of the database/spreadsheet used.
Participation in Education or Learning – IYSS database
Exclusion’s spreadsheet
CAPITA ONE – LA Database
EHE Database
CME Register
EDRMS Database

c) If no DPIA exists, the field names (ie which data items may be collected)
IYSS Database
Name, DOB, Address, gender, ethnicity, current destination details (institution, course/job/ start date, SEND status, characteristics

UPN (Perf Team) Surname Name Known as other name GRT Gender DOB (00/00/0000) Age NCY NCY Notes ETHN SEN (E / K / N / Not known) Primary Need Home Language EAL (Perf Team) FSM Date of Notification Previous School Left Yr Group left (formula) Home Postcode ONE Ward (Perf Team) Initial Visit Last Visit Provision Suitable 15 day notice/SAO S'guarding concerns? Next Action Due Comments/ Other Information Date Removed Other When Aware of EHE? Who discussed with? Were you directed to EHE Officer? Attendance % Fixed Exclusions

SURNAME FORENAME DOB LEA School FIRST DAY OF EXCL. REASON SEN GDC DUE BY ACTUAL GDC MTG DATE GDC RESULT APPEAL DUE BY IRP DATE IRP RESULT DATE OFF ROLL OLA ADVISED SEN TEAM ADVISED UPDATED IN ONE SAVED IN EDRMS COMMENTS

NAME Gender DOB AGE NCY 21/22 Ethn SEN (E / K / none) UPN Date Notified CME Criteria Met Referrer Previous Sch/Yr Grp Ward FSM Vulnerabilty Factor Update Agreed Actions & Responsible Officer GENERAL INFORMATION Date removed Reason for removal

d) If not listed in the DPIA or none exists, please state on which legislation does each data collection rely? i.e The Children Act 1989, Duty to identify ‘Children Missing Education’ (s436a Education Act 1996), Education (Pupil Registration) Regulations (England) 2006, Children Missing Education Statutory guidance for local authorities 2016, the Elective home education: departmental guidance for local authorities 2019 or state which if something else.)
As above.

e) The numbers of individuals in each database as of June 30, 2021.
IYSS database - 25,000
Capita One - Unable to report on.
EDRMS - Unable to report on.

f) The numbers of individuals in each database who are children on June 30, 2021.
IYSS database - 8,500 15–18-year-olds
Capita One – Unable to report on.
EDRMS - Unable to report on.
Exclusions – 16
CME - 40
EHE - 226

g) The earliest record start date that is still retained by the authority for any of the above (i.e what is the oldest record currently processed includes those who may no longer be children)
IYSS database - 02/09/2011
CAPITA ONE - Unknown.
EDRMS - Unknown.

h) where children are listed as ‘unknown’ (at any age including post-16 in Youth Employability Services) what data sources are used to create a record or make an intervention? (ie Revenue and Benefits data, Pre 16 Risk of NEET Indicator, UCAs, social media etc)
Risk of NEET Indicator, IYSS database, Learner Records Service, School Census, NCCIS

3. Does the Local Authority maintain a record of other parties to whom such data has been distributed or shared?
Yes, a record is kept of all parties where data has been shared. All data sharing falls under a data privacy agreements.

4. Where does responsibility (Job title, Department no personal details requested) for;
a) processing and b) the oversight of the above processing sit?
AD Learning & Achievement Partnerships - Interim Heather Thompson.