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Security Of Data and Structure of the EHE Department

We're waiting for Lisa Fenwick to read recent responses and update the status.

Dear Nottinghamshire County Council,

FOI Regarding Elective Home Education Department & Advisors
Please could you answer the following questions in relation to EHE in Nottinghamshire

Question 1 – An Explanation of the structure of Nottinghamshire County Council, EHE Department?
Including but not exclusive to)
i. The Departments official name, and contact details – address, telephone/fax number, and email addresses
ii. The hierarchy within the EHE department and direct line management of the self-employed EHE advisors. (Their names, job title, address, telephone numbers and email address?
iii. The complaints procedure for EHE families and the personal responsible for
iv. The Elective Home Education Policy"

Question 2 - What policies and procedures are in place in relation to personal data held by EHE Advisors in regard Elective Home Educators in Nottinghamshire? Including but not exclusive to:
i. Security provisions for the computer systems
ii. Security software (ie Anit-virus, Anti-Malware, Anti-Spyware)
iii. Data encryption for static and mobile devices
iv. Plans to enforce these policies
v. Plans to audit these policies and procedures, what they are and the frequency of such procedures.

Question 3 - Access to Private and Personal Data
i. Who has the ultimate responsibility regarding the collection, storage and sharing of our personal data - Their names, job title, address, telephone numbers and email address?
ii. Their names, job title, address, telephone numbers and email addresses of all EHE Advisors and those with responsibility for collection, storage, use and sharing of all personal data in relation to EHE Families?
iii. What provision is made to keep our personal data private from the children, partners and colleagues of the advisors and visitors while they are working from home?
iv. What plans are in place to monitor, appraise advisors and their safeguarding of our information.
v. What plans are in place to audit and enforce policies and procedures in relation to the safeguarding of personal data held by advisors.
vi. How does NCC control visitors to advisors personal address when they may be working on sensitive information?

Question 4 – Explanation of the Recruitment Process
i. Who is in charge of the recruitment process - Their names, job title, address, telephone numbers and email address?
ii. Where do they advertise and recruit from and how?
iii. The qualification, training and experience of recruits ?
iv. What policies and procedures are in place for the effective vetting of potential recruits and their partners, children et al. via CRB/DBS checks

Question 5 – Information regarding advisors suitability to hold the position
i. What qualifications, training and experience the advisors have or are expected to have in regard to EHE and of educating children otherwise than at school. – (specifically home education of any form - NOT experience of the education of children in special schools, PRU's or any other educational establishment, state or independently run?
ii. What training or information is given to advisors in relation to the law in relation to EHE ?
iii. What plans or procedures are in place for retraining and appraisals for the advisors?
iv. Who is responsible for enforcing these plans and procedures?

Question 6 - Payment Structure of EHE Advisors.
i. How many advisors are employed in this department and what are the terms of their employment? (ie employed/self-employed/contracted etc)
ii. What are the hours that these advisors are employed for per week (or month) and per annum?
iii. How many hours each advisors works, whether full or part-time?
iv. Are these advisors paid per visit (this includes cold calling and agreed/scheduled visits)?
v. Are they paid per letter they write and read?
vi. Are they paid to monitor home educators?
vii. How much are they paid for their monitoring responsibilities?
viii. If they are not paid per visit/contact attempt, are they paid an annual salary and if so how much?

Yours faithfully,

Lisa Fenwick

enquiries, Nottinghamshire County Council

Thank you for emailing Nottinghamshire County Council.

 

We aim to respond to all emails within one working day. If we cannot give
you a full response within that time, we will contact you to let you know
when a full response can be expected.

 

If your enquiry is of an urgent or critical nature (i.e. relating to the
social care of an adult or child) we would advise that you use our
telephone service rather than contacting us by email so the matter can be
dealt with is a quicker timeframe.

Please contact us on 0300 500 8080, we are open Monday to Friday 8am to
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these hours, please follow this link to our website which gives full
details of our emergency contacts.
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Nottinghamshire County Council

Dear Ms Fenwick,

Thank you for your email. I have forwarded this to the Freedom of Information team for their attention.

For any other information and advice on all County Council services please visit our website at http://www.nottinghamshire.gov.uk or email us at [Nottinghamshire County Council request email]

Yours faithfully,
Martin Casterton
Customer Services
Nottinghamshire County Council

show quoted sections

FOIA EIR DPA, Nottinghamshire County Council

1 Attachment

Dear Ms Fenwick

 

FREEDOM OF INFORMATION ACT 2000 – REQUEST FOR INFORMATION  (Ref
NCC-014846-14)

 

Thank you for your request for information relating to HR Data &
Education. Your request was received on 03 October 2014 and I am dealing
with it under the terms of the Freedom of Information Act 2000.

 

You will receive the information you have requested within 20 working days
beginning the day following receipt of your request, unless the Council
does not hold the information or there is a reason for it to be withheld.
Therefore, you should receive a response by 31 October 2014

 

In some circumstances a fee may be payable to cover the cost of copying
and postage and if that is the case I will let you know before I proceed
with your request.

 

If you have any queries or concerns, please do not hesitate to contact me.

 

Further information about your rights is also available from the
Information Commissioner at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire         

SK9 5AF

Tel: 0303 123 1113 or 01625 54 57 45

www.ico.gov.uk

 

Yours sincerely

 

 

 

 

Complaints & Information Team

 

[1]cid:image001.png@01CF5004.8A43BCA0

 

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Michelle Batchelor (Mrs) left an annotation ()

Following with interest. I am concerned by many of the issues you've raised here.

Fiona Nicholson left an annotation ()

I have a related FOI in here as well
https://www.whatdotheyknow.com/request/w...

Andy J left an annotation ()

Following too

FOI, Nottinghamshire County Council

Dear Ms Fenwick

 

Request for Information: Ref NCC-014846-14: Elective Home Education

 

I am writing to apologise to you for the fact that we have not yet
responded to your request for information and have missed the statutory
deadline.  I would like to assure you that we are dealing with your
request and I hope to be able to respond shortly.

 

Please accept my apologies for the delay.  I hope this does not cause you
any inconvenience.

 

Yours sincerely

 

Wendy Hallam
Information Officer

Complaints and Information Team
Policy, Planning and Corporate Services
0115 977 2788

 

Nottinghamshire County Council

County Hall, West Bridgford, Nottingham, NG2 7QP
[1]http://www.nottinghamshire.gov.uk/

 

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Fiona Nicholson left an annotation ()

My FOI to Notts is delayed too https://www.whatdotheyknow.com/request/w...

Fiona Nicholson left an annotation ()

My request has just been answered here https://www.whatdotheyknow.com/request/w...

I've emailed Mike Sharpe to ask for the contact details of the 14 advisors

FOI, Nottinghamshire County Council

2 Attachments

Dear Ms Fenwick

 

Request for Information: Ref NCC-014846-14: Elective Home Education

 

I refer to your request for information relating to the Elective Home
Education team.  I am sorry that it has taken some time to come back to
you.  I can now let you have the following information in response to most
of the questions you raised.

 

Question 1   An Explanation of the structure of Nottinghamshire County
Council, EHE Department?

Including but not exclusive to):

 

i.      The Departments official name, and contact details   address,
telephone/fax number, and email addresses

 

Elective Home Education

Support to Schools Service

County Hall

West Bridgford

Nottingham NG2 7QP

 

Email: [1][email address]

 

Tel: 0115 9772573

 

ii.     The hierarchy within the EHE department and direct line management
of the self-employed EHE advisors. (Their names, job title, address,
telephone numbers and email address?

 

The L A’s responsibilities are set out clearly in the EHE policy
(attached); currently this responsibility sits within the Support to
Schools Service which is within the Children’s and Family and Cultural
services department. 

 

Strategic responsibility lies with John Slater, Service director for
Education Standards and Inclusion: Tel 0115 9773589 
[2][email address].uk 

 

Operational responsibilities are located with Marion Clay, the group
manager. The direct line manager of the EHE advisers is the Mike Sharpe,
Place, Planning and Admissions Team Manager within the Support to Schools
Service.  They can be contacted through the generic email or phone number
above.

 

iii.    The complaints procedure for EHE families and the person
responsible

 

Details about the Council’s complaints procedure, including elective Home
Education, are available on our website at:

 

[3]http://www.nottinghamshire.gov.uk/thecou...

 

iv.     The Elective Home Education Policy

 

Please find this attached.

 

Question 2 - What policies and procedures are in place in relation to
personal data held by EHE Advisors in regard Elective Home Educators in
Nottinghamshire? Including but not exclusive to:

 

i.      Security provisions for the computer systems

ii.     Security software (ie Anit-virus, Anti-Malware, Anti-Spyware)

iii.    Data encryption for static and mobile devices

iv.     Plans to enforce these policies

v.      Plans to audit these policies and procedures, what they are and
the frequency of such procedures.

 

All work carried out by EHE advisers is conducted in compliance with the
Council’s Data Protection Policy.  Please find attached a copy of the Data
Protection Policy.

 

Question 3 - Access to Private and Personal Data

 

i.      Who has the ultimate responsibility regarding the collection,
storage and sharing of our personal data - Their names, job title,
address, telephone numbers and email address?

 

The ultimate responsibility for all data collected, stored and shared
rests with the Council’s Legal services.  Currently this responsibility
sits within Policy, Planning and Corporate Services.  Strategic
responsibility lies with Tim Gregory, Corporate Director Environment and
Resources who is the Council’s Senior Information Risk Owner.  Tel 0115
9773404: [4][email address]

 

ii.     Their names, job title, address, telephone numbers and email
addresses of all EHE Advisors and those with responsibility for
collection, storage, use and sharing of all personal data in relation to
EHE Families?

 

We are withholding this information under S40(2) of the Freedom of
Information Act which prevents the disclosure of personal information
relating to third parties in line with the principles of the Data
Protection Act.

 

You have the right to ask us to review the decision to withhold this
information.  If you wish to do so then please write to the Team Manager,
Complaints and Information, County Hall, West Bridgford, Nottingham, NG2
7QP or e-mail [email address] quoting the reference number
above.

 

iii.    What provision is made to keep our personal data private from the
children, partners and colleagues of the advisors and visitors while they
are working from home?

 

Please refer to the Data Protection Policy attached.

 

iv.     What plans are in place to monitor, appraise advisors and their
safeguarding of our information.

 

Safeguarding of information forms part of the regular review of the
working practices of EHE advisers and as such is the responsibility of the
Line Manager.

 

v.      What plans are in place to audit and enforce policies and
procedures in relation to the safeguarding of personal data held by
advisors.

 

Please see answer to  3iv above.

 

vi.     How does NCC control visitors to advisors personal address when
they may be working on sensitive information?

 

EHE advisers do not work in environments where sensitive information
relating to families and students can be shared with visitors who are not
permitted to have access to such data.

 

Question 4   Explanation of the Recruitment Process

 

i.      Who is in charge of the recruitment process - Their names, job
title, address, telephone numbers and email address?

 

Recruitment and selection is the responsibility of the Group and Team
Managers, contact details above.

 

ii.     Where do they advertise and recruit from and how?

 

I am still waiting for this information.

 

iii.    The qualification, training and experience of recruits ?

 

EHE advisers, by definition need to be experienced educators with a wide
range of qualifications, experience and training.  As such, typically,
they are often former Head teachers, senior leaders in primary and
secondary schools and education specialists in such disciplines as Autism
and Special Education.

 

iv.     What policies and procedures are in place for the effective
vetting of potential recruits and their partners, children et al. via
CRB/DBS checks

 

All EHE advisers past, present and future are and will be subject to the
appropriate recruitment and selection checks this would include the checks
referred to above.

 

Question 5   Information regarding advisors suitability to hold the
position

 

i.      What qualifications, training and experience the advisors have or
are expected to have in regard to EHE and of educating children otherwise
than at school.   (specifically home education of any form - NOT
experience of the education of children in special schools, PRU's or any
other educational establishment, state or independently run?

 

Please see the answer to 4iii above.

 

ii.     What training or information is given to advisors in relation to
the law in relation to EHE  ?

 

All EHE advisers are subject to a programme of induction which includes
the legal framework within which Elective Home Education sits.

 

iii.    What plans or procedures are in place for retraining and
appraisals for the advisors?

 

EHE advisers are the subject of line management review and as such
training and appraisal is a part of this process.

 

iv.     Who is responsible for enforcing these plans and procedures?

 

The Team Manager.

 

Question 6 - Payment Structure of EHE Advisors.

 

i.      How many advisors are employed in this department and what are the
terms of their employment? (ie employed/self-employed/contracted etc)

 

Currently, there are 14 EHE advisers. Approximately half are self
–employed associates with the other half being employed by NCC directly.

 

ii.     What are the hours that these advisors are employed for per week
(or month) and per annum?

iii.    How many hours each advisors works, whether full or part-time?

 

The pattern of employment is variable and is determined by caseload,
geography, specialism and the age profile of the students seeking home
education support

 

iv.     Are these advisors paid per visit (this includes cold calling and
agreed/scheduled visits)?

 

Advisers are allocated by the programme manager in response to the nature
of the student in question.  Advisers do not cold call.  The payment
arrangements are in accordance with NCC associate procedures and as such
are only in relation to scheduled visits whether completed or failed.

 

v.      Are they paid per letter they write and read?

 

No.

 

vi.     Are they paid to monitor home educators?

 

No, the adviser’s role is to support and guide students wherever needed,
in addition they will support home educator parents/carers.

 

vii.    How much are they paid for their monitoring responsibilities?

 

Not applicable.

 

viii.   If they are not paid per visit/contact attempt, are they paid an
annual salary and if so how much?

 

We are currently deciding whether this information is exempt from
disclosure under S40(2) of the Freedom of Information Act on the grounds
that it is personal information.  I will write to you again as soon as a
decision has been made.  I will also let you have the missing information
at 4ii.

 

I hope the continued delay does not cause you any inconvenience.

 

If you wish to raise any concerns about the way your request was dealt
with then please write to the Team Manager, Complaints and Information,
County Hall, West Bridgford, Nottingham, NG2 7QP or e-mail
[email address] quoting the reference number above.

 

Yours sincerely

 

Wendy Hallam
Information Officer

Complaints and Information Team
Policy, Planning and Corporate Services
0115 977 2788

 

Nottinghamshire County Council

County Hall, West Bridgford, Nottingham, NG2 7QP
[5]http://www.nottinghamshire.gov.uk/

 

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Fiona Nicholson left an annotation ()

"Advisers are allocated by the programme manager in response to the nature of the student in question. Advisers do not cold call. The payment arrangements are in accordance with NCC associate procedures and as such are only in relation to scheduled visits whether completed or failed."

Sounds like the associates are paid per visit?

Also sounds like it's divvied up by postcode and possibly by primary/secondary and SEN, and that one Advisor could be saying something completely different - or reaching a completely different judgement - from another.

Is there any plan to meet the manager and the people in charge of the relevant department to discuss this further?

It would also seem that not all Advisors are associates, ie some may already be working for the council in a related field, so even if some Advisors are paid per visit, not all are.

Michelle Batchelor (Mrs) left an annotation ()

Local home educators have formed a working group and are currently discussing actions.

Fiona Nicholson left an annotation ()

Brilliant, thanks

FOI, Nottinghamshire County Council

Dear Ms Fenwick

 

Request for Information: Ref NCC-014846-14: Elective Home Education

 

I refer to your request for information and my response to you dated 18
November.  I am sorry that it has taken some time to come back to you with
the outstanding information. 

 

You asked where the council advertises for advisors.  Advisers are
currently recruited to the associate adviser register of the Support to
Schools Service.  This includes advisers who will have a broad range of
specialisms.  In the past internal adverts have been used to recruit
associate Advisers.  However, a contract for the recruitment of advisers
will be commissioned in the future.

 

Associate Advisers allocated to EHE Advisory work are paid per visit.  
The rates have recently been reviewed, having remained unchanged since
1999.  The current rates are now £220 for a completed visit and £110 for
failed visits.

 

I hope this is helpful.

 

If you are unhappy with the way your request was dealt with and wish to
make a complaint, please write to the Team Manager, Complaints and
Information, County Hall, West Bridgford, Nottingham, NG2 7QP or e-mail
[email address] quoting the reference above. 

 

Yours sincerely

 

Wendy Hallam

Information Officer

 

Complaints and Information Team

Planning, Policy and Corporate Services

0115 977 2788

 

Nottinghamshire County Council

County Hall, West Bridgford, Nottingham, NG2 7QP
[1]http://www.nottinghamshire.gov.uk/

 

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Fiona Nicholson left an annotation ()

We don't know whether the most recent response to this request contains information or not – if you are Lisa Fenwick please sign in and let everyone know.

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