Background

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

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

• manage project approval through the Office for National Statistics (ONS) Research Accreditation Service
• share it via the ONS Secure Research Service or Integrated Data Service (IDS)

DfE will only share personal data under the DEA when ONS has already de-identified it, for individuals and body corporates. ONS is the service provider and DEA-accredited processor for disclosure.

Where we cannot share data under the DEA, the DfE data sharing service will manage project approval under DfE legislation. DfE’s default route for this is the ONS Secure Research Service.

Some linked datasets are also available in the UK Data Service and in some circumstances, DfE may allow personal data to be shared with some organisations via a direct supply of data to that organisation.

Apply for access to linked DfE and Ministry of Justice data

Visit Ministry of Justice (MoJ) data first for access to the linked MoJ and DfE dataset.

You will need to complete the MoJ application form.

Apply to the ONS Research Accreditation Service for access to DfE personal data

You can find out which datasets you can apply directly to the ONS Research Accreditation Service for in the How to apply for DfE datasets (PDF, 237 KB, 7 pages).

Apply to the UK Data Service for access to linked DfE data

You can apply for access to some linked datasets from the UK Data Service. You can find out which datasets you can currently apply directly to the UK Data Service for in the How to apply for DfE datasets (PDF, 237 KB, 7 pages)’.

Apply to the DfE data sharing service

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

• you cannot currently get access to via the ONS Research Accreditation Service
• has data variables not included within the datasets available from the ONS Research Accreditation Service

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

Where the ONS 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’s services
• you are doing research funded or commissioned by DfE and its executive agencies or other government departments
• you are doing research that is sponsored or supported by DfE and its executive agencies as it adds significant value to the evidence base supporting education or children’s services

You can find out which datasets you can apply to DfE Data Sharing service for in the How to apply for DfE datasets (PDF, 237 KB, 7 pages). If you are still unsure, contact data.sharing@education.gov.uk.

Application process

To apply, you need to:

• complete the application form (MS Word Document, 197 KB) using the accompanying  DfE data sharing service application form guidance (PDF, 474 KB, 41 pages)
• submit your data requirements on the relevant data tables

You may also find the digital find and explore NPD tool helpful when working out which data items you need from the national pupil database (NPD).

If you are a DfE contractor who wants to apply for personal data for a DfE-commissioned research project, contact your contract manager or research project lead to discuss how to complete the DfE 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 -– contact data.sharing@education.gov.uk 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, 67.4 KB)

• individualised learner record (ILR) (MS Excel Spreadsheet, 258259 KB)

• national pupil database (NPD) (MS Excel Spreadsheet, 1.211.23 MB)

• school workforce census (SWC) (MS Excel Spreadsheet, 207 KB)

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

Further information on accessing the ONS Secure Research Service or the Integrated Data Service

Anyone who needs to access DfE personal data via the ONS Secure Research Service or Integrated Data Service must be accredited under the ONS approved researcher scheme. We recommend you begin this process as soon as possible and take steps to become accredited by ONS in parallel to your application.

Contact srs.customer.support@ons.gov.uk or IDS.customer.support@ons.gov.uk if you have any questions.

Only ONS-approved researchers with an application approved by the ONS Research Accreditation Service or DfE Data Sharing Service are permitted to access DfE data via the ONS Secure Research Service or Integrated Data Service.

There are 3 ways you can access this data:

• physical labs: you can book a session to access DfE data at 1 of 5 ONS locations across the UK
• SafePod: this is available for approved researchers, and there is a list of currently available locations
• remote access: once your organisation meets security standards and has organised connectivity with ONS, you can access data online using your own equipment, subject to specified conditions

Before gaining access to DfE personal data shared in the ONS, you will be asked to sign:

• an individual declaration form (for access through ONS SRS or IDS under DEA legislation)
• a data sharing agreement, memorandum of understanding or commercial contract (for access through ONS SRS under DfE legislation)

Contact data.sharing@education.gov.uk to request a copy of our standard terms and conditions.

Before gaining access to your outputs from ONS, your data must meet DfE and ONS  statistical disclosure control (PDF, 348 KB, 18 pages) rules for accessing outputs.

Further information on direct access to DfE personal data

Before applying for DfE personal data, you must:

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

Submitting your research outputs to DfE

Ensure that you email the URL (or other location) of your outputs to us at data.sharing@education.gov.uk so that we can share your findings with the relevant policy colleagues.