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Pupil Data N. Ireland: the national database characteristics (DENI)

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Dear Department of Education (Northern Ireland),

Please could you confirm with reference to the pupil database of school children in N.Ireland created from the Northern Ireland Schools Census.

1. As a snapshot of data on the date of June 30, 2017: the total number of unique individuals' data stored in the database for all time. This may be the total quantity of unique pupil numbers (UPN) (please confirm that this is UPN not pupil reference matching numbers or list the quantity of both separately).

2. Provide the document / terms of reference that state the retention period of the records (please state the retention period simply in free text if no document exists).

3. Please provide the table of any charges which an applicant must meet in order to receive data, for example standard or bespoke extracts of NPD data.(For reference please see the health data model equivalent: http://www.hscic.gov.uk/media/14839/DARS... )

4. Does your release process standardly or as an exception supress or releases small numbers? If so, to how many?

5. How many audits were made of receiving data organisations since April 2012, pertaining to the data provided to them?

I would be grateful if you are able to provide these as soon as possible and within the maximum 20 days permitted under the FOI act (ref: https://ico.org.uk/media/for-organisatio....

Thank you for your consideration.

Sincerely,

Jen Persson

Freedom of Information (DENI),

2 Attachments

 

Dear Ms Persson

 

Thank you for your email requesting information with reference to the
pupil database in NI created from the NI schools census.

 

Your request was received on the 4 July 2017 and the leaflet enclosed
tells you about the legislation and the procedures which will be followed
in handling your requests.

In some circumstances a fee may be payable but if that is the case, you
will be advised of the likely charges before proceeding.  If you have any
queries about this email, please contact the Department. Please remember
to quote the reference number above in any future communications.

 

Regards

 

Administrative Support Unit

Departmental Business Services Team

Department of Education

 

[1]http://nics.intranet.nigov.net/sites/def...

 

 

 

 

 

 

 

 

 

 

 

 

References

Visible links

Freedom of Information (DENI),

2 Attachments

 

Dear Ms Persson

 

Thank you for your email requesting information regarding pupil data in
Northern Ireland – releases to third parties.

 

Your request was received on the 4 July 2017 and the leaflet enclosed
tells you about the legislation and the procedures which will be followed
in handling your requests.

In some circumstances a fee may be payable but if that is the case, you
will be advised of the likely charges before proceeding.  If you have any
queries about this email, please contact the Department. Please remember
to quote the reference number above in any future communications.

 

Regards

 

Administrative Support Unit

Departmental Business Services Team

Department of Education

 

[1]http://nics.intranet.nigov.net/sites/def...

 

 

 

 

 

 

 

 

 

 

 

 

References

Visible links

Matthews, Paul (DE),

Dear Ms Persson

 

Freedom of Information Act 2000

           

I wish to confirm that the Department has now completed its search for the
information which you requested on 3 July 2017.  The response to your
questions are as follows:

 

1. As a snapshot of data on the date of June 30, 2017: the total number of
unique individuals' data stored in the database for all time. This may be
the total quantity of unique pupil numbers (UPN) (please confirm that this
is UPN not pupil reference matching numbers or list the quantity of both
separately).

Information is collected by the Department on the Friday of the first full
week in October every year.  A breakdown of school enrolments on this date
can be found here:
[1]https://www.education-ni.gov.uk/sites/de...
Individual pupil level information is collected from primary, post-primary
and special schools only – therefore there are 327,122 pupil records on
the School Census database for October 2016.  The Department uses UPNs
(unique pupil numbers).

 

2. Provide the document / terms of reference that state the retention
period of the records (please state the retention period simply in free
text if no document exists).

Individual school level data is retained for seven years.  Historic
databases are held indefinitely for statistical purposes. 

 

3. Please provide the table of any charges which an applicant must meet in
order to receive data, for example standard or bespoke extracts of NPD
data.(For reference please see the health data model equivalent:
[2]http://www.hscic.gov.uk/media/14839/DARS... )

Each request is considered on a case by case basis.  Generally speaking,
no charges apply for any request for aggregated information that is deemed
reasonable in terms of workload.  Any requests for record level extracts
of school census data should be considered by the Administrative Data
Research Centre.

 

4. Does your release process standardly or as an exception supress or
releases small numbers? If so, to how many?

Typically the Department suppresses information of fewer than five pupils
for any data that is deemed as potentially identifiable.  Any figures
greater than five can also be “counter-suppressed” to avoid working out a
suppressed figure by subtracting it from a total.

 

5. How many audits were made of receiving data organisations since April
2012, pertaining to the data provided to them?

The Department does not hold this information.

 

If you are unhappy with the level of service you have received in relation
to your request, you may ask for an internal review within two calendar
months of the date of this email.  You may write to the Departmental
Information Manager, Rathgael House, Balloo Rd, Bangor, BT19 7PR, or send
an email to [3][email address]  if you wish to make a
complaint.

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a review
of our original decision.  The Information Commissioner can be contacted
at:

                Information Commissioner’s Office

                Wycliffe House

                Water Lane

                Wilmslow

                Cheshire

                SK9 5AF

 

If you have any queries about this email please contact me. Please
remember to quote the reference number above in any future communications.

 

 

Kind Regards

Paul

___________________________________________

 

Paul Matthews

Assistant Statistician

Analytical Services Unit

Department of Education

 

Ph: (028) 9127 9717

 

 

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