Apply for Department for Education (DfE) personal data

Background

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

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

• Officemanage forproject Nationalapproval Statistics Securethrough Researchthe Office Servicefor National Statistics (ONS SRS)) Research Accreditation Service
• share it via the ONS IntegratedSecure DataResearch Service (ONSor IDS)
• UKIntegrated Data Service (UKDSIDS)

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

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

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

Apply for access to linked linked DfE and and Ministry of Justice data

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

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

Apply to the Officethe for National Statistics (ONS) Research Accreditation Service for access to to DfE personal personal data

You can find out which datasets you can apply directly to the to the ONS for Research Accreditation Service for in the How to apply for DfE datasets (PDF, 279237 KB, 97 pages).

Apply to the UK Data Service for access to linked DfE data 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, 279237 KB, 97 pages).’.

Apply to the the DfE data data sharing service

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

• you cannot currently get access to throughvia the ONS or UKDS Research Accreditation Service
• dohas not include the data variables younot needincluded within the datasets available from the the ONS or theResearch UKDS
• youAccreditation would like to match or link to your datasetService

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

Where the ONS Secure 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 by DfE and 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 to DfE Data Data Sharing service for in the How to apply for DfE datasets (PDF, 279237 KB, 97 pages). If you are still unsure, contact data.sharing@education.gov.uk.

Application process

To apply, you need to:

• complete the the application form (MS Word Document, 473197 KB) using using the accompanying  DfE data sharing service application form guidance (PDF, 311474 KB, 4041 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 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 (MS Excel Spreadsheet, 67.4Spreadsheet, KB)67.4 KB)

• individualised learner record (ILR)  (MS (MS Excel Spreadsheet, 259Spreadsheet, KB)259 KB)

• national pupil database (NPD) (MS Excel Spreadsheet, 1.241.23 MB)

• school workforce census (SWC) (MS Excel Spreadsheet, 314207 KB)

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

ApplyingFurther forinformation on accessing the ONS ResearcherSecure AccreditationResearch Service or the Integrated Data Service

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

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

Applying

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 outputsapproved fromresearchers, 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 project outputs from from ONS, your data must meet meet DfE and  and ONS  statistical disclosure control (PDF, 449348 KB, 18 pages) rules for accessing outputs.

Further information on direct access to to DfE personal personal data

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

• satisfy one of the 3 exemptions
• submit the the information security questionnaire  (MS (MS Word Document, 85Document, KB) with85 KB) with all completed applications
• provide evidence of appropriate background checks on staff handling handling DfE personal 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 to DfE

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