Apply for Department for Education (DfE) personal data

Question

Accepted Answer

Background

DfE听can share personal data with external organisations through certain channels.

Where we can share data under听the Digital Economy Act 2017 (DEA), we will do so through the:

DfE听will only share personal data under the听DEA听飞丑别苍听ONS听辞谤 UKDS has already de-identified it, for individuals and body corporates.听ONS听补苍诲 UKDS are the service providers and听DEA-accredited processors for disclosure.

Where we cannot share data under听the听DEA, the听DfE听诲补迟补 sharing service will manage project approval under听DfE听濒别驳颈蝉濒补迟颈辞苍.听DfE鈥檚 default route for this is the听ONS听Secure Research Service.

DfE听may allow personal data to be shared with some organisations via a direct supply of data to that organisation.

How DfE shares personal data has more information on data sharing.

DfE external data shares has previously approved shares.

Apply for access to linked听DfE听补苍诲 Ministry of Justice data

痴颈蝉颈迟听Ministry of Justice (MoJ) data first听for access to the linked听MoJ听补苍诲听DfE听诲补迟补蝉别迟.

You will need to complete the听MoJ听application form.

Apply to the听Office for National Statistics (ONS) for access to听DfE听personal data

You can find out which datasets you can apply directly to听the听ONS听for in How to apply for DfE datasets (PDF, 277 KB, 10 pages).

Apply to the UK Data Service for access to DfE听诲补迟补

You can find out which datasets you can apply directly to the UK Data Service for in How to apply for DfE datasets (PDF, 277 KB, 10 pages).

You can apply for access to any听DfE听personal data that:

you cannot currently get access to through ONS听辞谤 UKDS
do not include the data variables you need within the datasets available from the听ONS听辞谤 the UKDS
you would like to match or link to your dataset

By default, all听DfE听personal data shared under听DfE听legislation will be made available via the听ONS听Secure Research Service.

Where the听ONS听Secure Research Service is not suitable and you provide evidence to support this, we will consider the following exemptions on its use for sharing data:

data is being processed to fulfil an essential public task, such as the running of education or children鈥檚 services
you are doing research funded or commissioned by听DfE听补苍诲 its executive agencies or other government departments
you are doing research that is sponsored or supported by听DfE听补苍诲 its executive agencies as it adds significant value to the evidence base supporting education or children鈥檚 services

You can find out which datasets you can apply to听DfE听Data Sharing service for in How to apply for DfE datasets (PDF, 277 KB, 10 pages). If you are still unsure, contact听data.sharing@education.gov.uk.

Application process

To apply, you need to:

complete the听 application form (MS Word Document, 473 KB) using the accompanying听 DfE data sharing service application form guidance (PDF, 311 KB, 40 pages)
submit your data requirements on the relevant听data tables

You may also find the digital听find and explore听NPD听迟辞辞濒听helpful when working out which data items you need from the national pupil database (NPD).

If you are a听DfE听contractor who wants to apply for personal data for a听DfE-commissioned research project, contact your contract manager or research project lead to discuss how to complete the听DfE听commissioned research application form.

The data sharing service is here to help you:

progress your application through the data sharing service
access the right data for your project
document the data share through a signed data sharing agreement, memorandum of understanding, or commercial contract 鈥� contact听data.sharing@education.gov.uk听for a copy of our standard terms and conditions

Data tables

Use these data tables to provide your data requirements:

higher education (MS Excel Spreadsheet, 69.1 KB)
individualised learner record (ILR) (MS Excel Spreadsheet, 265 KB)
national pupil database (NPD) (MS Excel Spreadsheet, 1.23 MB)
school workforce census (SWC) (MS Excel Spreadsheet, 314 KB)

All completed applications must be submitted to听data.sharing@education.gov.uk.

Applying for ONS Researcher Accreditation

Anyone who needs to access听DfE听personal data via the听ONS听Secure Research Service must apply for researcher accreditation. We recommend you begin this process as soon as possible and take steps to become accredited by听ONS听in parallel to your application.

颁辞苍迟补肠迟听srs.customer.support@ons.gov.uk听if you have any questions.

Applying for outputs from the ONS

Before gaining access to your project outputs from听ONS, your data must meet听DfE听补苍诲听ONS听 statistical disclosure control (PDF, 439 KB, 19 pages) rules for accessing outputs.

Further information on direct access to听DfE听personal data

Before applying for听DfE听personal data, you must:

satisfy one of the 3 exemptions
submit the听information security questionnaire听(MS Word Document,听85 KB)听with all completed applications
provide evidence of appropriate background checks on staff handling听DfE听personal data
provide evidence of any data sharing agreements with other organisations involved in the data share
submit a completed application form

Submitting your research outputs to听DfE

Email the URL (or other location) of your research outputs to data.sharing@education.gov.uk听so that we can share your findings with the relevant DfE policy colleagues.

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