For information This is posted on behalf of Ian Gross, HEFCE in response to e-mail from Sally Justice on what happens to the FDS audit data after it is completed. The audit of the FDS this year has finished, except for the presentation of a final report to the Performance Indicators Steering Group. The data cannot be destroyed until that group confirms it does not want any more analysis of the data. Subject to that, the agent used by HEFCE has downloaded the data to a back-up CD and it is not kept on their servers any more. The CD will be destroyed by our agent when I ask them to. In terms of participation, ALL 33 HEIs asked to participate this year supplied the data we asked for. I have recently sent audit reports to each of the institutions involved. In addition, we kept records of graduates declining to participate in our telephone survey. These totalled just 27 people from 13 of the 33 HEIs, compared with over 6000 successful calls (a rate of less than 0.5%). HESA will soon make available a generic copy of the report letter to their listed FDS contacts. The proposed good practice guidance we are developing jointly with HESA is to be presented at the AGCAS sub-group on 2 Nov for their final comments and observations, before it is published on the web. Can I finally take this opportunity to remind HEIs that the audit of the FDS is planned to continue for a further 4 years, until we have audited all HEIs. This means that around 35 HEIs will be asked to participate in the audit next Spring. __________________________ Ian Gross Head of Internal Audit & Projects HEFCE Audit Service Tel 0117 931 7169 Fax 0117 931 7396 email: [log in to unmask] -----Original Message----- From: Sally Justice [mailto:[log in to unmask]] Sent: Tuesday, October 16, 2001 1:18 PM To: [log in to unmask] Subject: FDS Survey for HE's Members may rember this discussion back in April on this year. Does anybody have an update please? Did the data get destroyed? Where there any problems? Etc... thanks Sally Justice .................................................................... [log in to unmask] Carol Thompson 24-APR-2001 12:16:36.50 > We are being 'encouraged' to provide information to HEFCE we feel > contravenes DP legislation. Other institutions have been put in the same > position and I know some have declined. The following might be of some > interest to HE institutions. Comments welcome! > > Audit of the 2000 First Destination Survey (FDS) Note on Data Protection (DP) issues Some institutions have expressed concern about the data protection act implications of passing personal information to HEFCE for the purpose of the FDS audit. This note describes HEFCE's interpretation of the issue, and takes into account legal advice we have specifically procured in respect of the FDS. We accept that some of the information passed to HESA and forwarded to HEFCE, and the information sought directly by HEFCE from institutions, is 'personal data' and that HEFCE is 'processing' it. Consequently, HEFCE accepts that it must comply with the DP principles. Looking at the most relevant DP principles: First DP principle Personal data . . . . .shall not be processed unless at least one of the conditions in schedule 2 is met . . . . . One of the conditions is that the data subject (i.e. the graduate) has given his/her consent to the processing of the data. However, the consent of the graduate is not necessary if one of the other conditions of schedule 2 applies. In this case, the relevant condition is that the processing is necessary for compliance with any legal obligation to which the data controller (i.e. the institution) is subject. In this case, section 79 of the Further & Higher Education (FHE) Act 1992 places an obligation upon HEIs to give the Council such information as it may require to carry out its functions. Consequently, institutions do not need the consent of their graduates to pass on the information to the Council (or HESA acting on the Council's behalf). However, institutions may wish to advise prospective students in future that personal information may be required to be provided to HEFCE and other bodies. Supplementary to the above condition of schedule 2, the Council can rely on another condition (5b), which states that the processing is necessary for the exercise of any functions conferred on any person by or under any enactment. In the Council's view, this information is required in connection with our statutory functions. Schedule 1 of FHE Act 1992 states that the Council may do anything which appears to them to be necessary or expedient for the purpose of or in connection with the discharge of their functions. The Council's rights under the FHE Act to ask for information are also stated in the Financial Memorandum (ref 00/25; this is the funding contract each institution has with HEFCE) and the Audit Code of Practice (ref 98/28). Relevant extracts from these documents are available on request. Third DP principle Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed. In this case, HEFCE is asking for names, addresses and telephone numbers. It could be argued that telephone numbers are not necessary for a survey, which could be conducted by post. This might be considered less intrusive. However, as HEIs themselves find, telephone surveys are usually necessary to complete the FDS anyway. Some HEIs have identified that, once they have graduated, the graduates are private citizens. This fact does not normally prevent the HEI telephoning them for FDS purposes if this proves necessary. For both HEFCE and the HEI therefore, there is a risk that the use of a telephone call would breach the DP Act. To prove a breach and bring a claim for damages would require a graduate to show they had suffered distress or damage. Our advice is that a single (or a few) unsolicited telephone calls is unlikely to result in compensation. Similarly our advice is that a telephone call is unlikely to interfere with a graduate's rights under the Human Rights Act 1998. Other information HEFCE is using an agent to conduct its telephone re-survey work. Our understanding is that this does not affect the position as the Council has a clear right in law to contract out the performance of any of its statutory functions so long as it retains discretion as to how the function is exercised and it acts reasonably in doing so. Our contractual arrangements with our agent provide for adequate confidentiality. The telephone numbers provided will be checked against those held by the Telephone Preference Service so that people who have indicated they do not wish to be contacted by phone can be excluded from the re-survey. The personal data provided (name, address and telephone number) will be destroyed at the end of the audit process (around July 2001), in accordance with the DP requirement not to hold data any longer than is necessary. None of the personal data will be used in a report. We intend to use the data only to test the original survey results. These results will be analysed anonymously by institution. Once anonymised, they are no longer personal data and will not be subject to the data protection act. Summary Institutions do not need the consent of their graduates in order to pass the information requested to HEFCE. However, for their own assurance, institutions may wish to: * Advise their existing and prospective students (and staff if this does not already happen, e.g. for RAE purposes) that some personal data may be transferred to HESA, HEFCE and other bodies to enable them to carry out their statutory functions. * Update their own DP registration to ensure that the obligation to provide data to such bodies is more clearly described. Institutions are required to provide HEFCE with any information it reasonably requires. Further information If further information or clarification of any of the above is required, please contact Ian Gross, Head of Internal Audit & Projects at HEFCE on 0117 931 7169, [log in to unmask] > -------------------------------------------- > Carol Thompson Tel: 0191 215 6546 > Information Officer Fax: 0191 215 6560 > & Data Protection Supervisor > University of Northumbria > Coach Lane Learning Resources Centre > Benton > Newcastle Upon Tyne > NE7 7XA e-mail: [log in to unmask] > > ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ If you wish to leave this list please send the command leave data-protection to [log in to unmask] All user commands can be found at : - www.jiscmail.ac.uk/user-manual/summary-user-commands.htm all commands go to [log in to unmask] not the list please! ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ If you wish to leave this list please send the command leave data-protection to [log in to unmask] All user commands can be found at : - www.jiscmail.ac.uk/user-manual/summary-user-commands.htm all commands go to [log in to unmask] not the list please! ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ If you wish to leave this list please send the command leave data-protection to [log in to unmask] All user commands can be found at : - www.jiscmail.ac.uk/user-manual/summary-user-commands.htm all commands go to [log in to unmask] not the list please! ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^