Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Appendix 1 Service Area Addendum contents page
1. Children in Care
2. Employability and Skills Post 16
3. Essex Youth Offending Service
1
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Virtual School for Children in Care
1. Purpose for Information Sharing
The purposes for sharing information between Essex County Council’s Virtual School for
Children in Care and Education and Learning Providers are:






to safeguard the welfare of children in care through monitoring of attendance;
to ensure education providers have the basic information about pupils on their roll
and additional information about care status and the professionals that support the
child in care is shared to support partnership working;
to maintain information about the child in care’s education attainment and progress
and enable the sharing of information with the current education provider to support
improved educational outcomes and to ensure appropriate support for learning;
ensure sufficient and appropriate learning provision is available to meet the needs of
young people up to the age of 18 years old;
to support in the short and long term strategies to reduce young people NOT in
employment, education or training (NEET) and those who are ‘Unknown’ to the local
authority;
to enable all learning providers to utilise data to enhance their current learning
provision and offer young people appropriate learning provision.
2. Legal basis for sharing information
Data sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and
Schedule 3 and other relevant legislation:
 Education Act 2011
 Education Act 1990 s537
 Statutory Instrument 2009 No.1563 Education (England)
2.1. Fair Processing Arrangements

All Children in Care aged 16 or in Year 11 are sent a privacy notice informing them
of their right to opt-out of ECC sharing relevant education data with Post 16
Institutions

New Post 16 clients loaded onto the database will be sent an ECC Fair Processing
Letter as the Data Controller
3. Information Governance
3.1 Data to be shared
Information shared by education providers with ECC
 Name
 Date of birth
 Children in Care status
 SEN information
 Attendance and exclusion information
 Attainment and progress information
 Personal Education Plans (PEP1 & PEP2)
 Provide information on financial support through the 18 – 19 Bursary Fund (if
appropriate)
2
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Information shared by ECC with relevant schools, Colleges, Sixth Forms and
Training Providers
 Name
 Date of birth
 Children in Care status
 SEN information
 Attendance and exclusion information
 Attainment and progress information
 Personal Education Plans (PEP1 & PEP2)
 Ethnicity/ English as an additional language
 Qualifications gained
 Previous schools
 Designated person to have access to information about children in care attending
the provision and the ability to update the CLA Tracker.
3.2 Consent
 Information shared is in agreement with ECC Corporate Parenting responsibilities
 Information shared is with the consent of the Service Users
 If a young person has been offered a place or enrolled with a Post 16 Learning
Provider; additional appropriate information (for example relating to attendance,
exclusion, SEN status, Care status, Youth offending status) can only be shared with
the consent of the young person and or their parent/carer if a young person should
be regarded under the Mental Capacity Act 2005.
4. Information format, method (s) and frequency of sharing
By providers
 Information is shared via CLA Tracker and Welfare Call Ltd, a secure portal
By Essex County Council
 Information is shared via CLA Tracker, a secure portal.
5. Data retention and deletion
 ECC is required to retain information on Children in Care for a period of 75 years.
6. Responsibility for exchanging data and ensuring data are accurate



Data is shared through key contacts with responsibility for accessing and sharing
information
A weekly monitoring schedule ensures that client data is systematically checked
on a weekly basis to monitor duplicates, omissions, potential errors and
inaccurate records
Deceased clients are removed from the data base immediately.
7. Other
 Please refer to the overarching Education and Learning Service Information Sharing
Protocol for Information quality sections 3,4,5,9 and 10.
4. Essex County Council Local Contacts
3
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Name
Role
Contact email
Contact no.
Cathryn
Adams
Lead Commissioner for
Children in Care and
Safeguarding (Virtual School
Head)
[email protected]
03330131077
Clare
Davis
Inclusion Commissioner for
Children in Care
03330131092
[email protected]
Appendix 1
Children in Care Information Requirements
Activity
Info. Required
Frequency
Attendance records of
CLA
Extracted from the Children Looked After
Tracker system.
Weekly
4
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Post 16 Learning Providers - Employability and Skills Unit and
Children and Young People with Disabilities Service (CYPwD) Information, Advice and Guidance (IAG)Team
1. Purpose for Post 16 Information Sharing
The purposes for sharing information between Essex County Council’s Employability and
Skills unit and CYPwD (IAG Team) and Post 16 Learning Providers are as follow:
 ensure sufficient and appropriate learning provision is available to meet the needs of
young people up to the age of 18 years old and upto the age of 25 for those with
Learning Difficulties or Disabilities;
 support in the short and long term strategies to reduce young people aged 16-19 and
NOT in employment, education or training (NEET) and those who are ‘Unknown’ to
the local authority;
 enable all learning providers to utilise data to enhance their current learning provision
and offer young people appropriate learning provision.
2. Legal basis for sharing information
Data sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and
Schedule 3, and other relevant legislation as follows:



Education and Skills Act 2008 s10 and s72
To encourage, enable and assist young people into education, employment and
training, through the provision of data
Apprenticeship, Skills Children and Learning Act 2009.
Children and Families Bill 2013
2.1 Fair Processing Arrangements

Year 11 students will be sent a privacy notice informing them of their right to opt-out
of ECC sharing relevant data.

New Post 16 clients loaded onto the database will be sent an ECC Fair Processing
Letter as the Data Controller

Detailed Fair Processing Information will be held on Essex County Council’s website.
3. Information Governance
3.1 Information shared
By Post-16 providers with ECC
Appendix 1 outlines the information to be shared e.g. name, dob, address etc. and
when the information is required.
All Young People





Offers of Learning
Not Participation in Learning
Annual Activity Survey data
Starters and Leavers
NEET Not accepted onto programmes UCAS Lists List of Unknowns Changes in
addresses and phone numbers.
5
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Information shared by ECC
Appendix 2 Information shared by ECC with relevant Colleges, Sixth Forms and
Training Providers


Relevant information relating to young people who do not have a confirmed place
between Year 11 into their post 16 opportunity
Consideration by the local authority will be given to learning providers requesting
additional information using the attached proforma-Appendix 3.
3.2 Consent
 Information shared is with the consent of the Service Users
 If a young person has been offered a place or enrolled with a Post 16 Learning
Provider; additional appropriate information (outlined below) can only be shared with
the consent of the young person and or their parent/carer if a young person should
fall into the Mental Capacity Act 2005.







Attendance reports
Exclusion reports
SEN Status
Children in Care Status
English as additional language
Travellers
Youth offending Status.
4.Information format, method(s) and frequency of sharing
Essex County Council will be introducing a new secure system for sharing
information titled – EGRESS. When further information becomes available
schools will be informed.
By providers: ECC will accept secure information, either in Excel or Word format, at any
convenient point in the month via email to
[email protected], or in hard copy, via a secure method,
using safe handling procedures, to the address below through registered post
marked ‘Private & Confidential’:
Participation and Tracking Team
Ely House,
Churchill Avenue,
Basildon, Essex,
SS14 2BW


Verbally (e.g. either face to face meetings or via the telephone).
By Essex County Council:Information will be sent within 10 working days of the receipt at:
[email protected]. It will only be sent to the designated person, listed in the
learning providers contact details, using the safe handling procedures.
6
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
4.1 Additional Information to request

Any additional requests for information should be made through Appendix 3.
5. Data retention and deletion
 Essex County Council is required to keep information on young people in line with
the DfE’s Management Information Guidance. As the Data Controller ECC will retain
young peoples’ information up to the age of 23 or 28 if the young person should have
learning difficulties or disabilities
 ECC requests that the data shared with providers is used within one month and is
securely destroyed within 1 month of receiving the data. ECC will check to ensure
this action has been completed.
6. Responsibility for exchanging data and ensuring data are accurate



Data is shared through key contacts with responsibility for accessing and sharing
information
A weekly monitoring schedule ensures that client data is systematically checked on a
weekly basis to monitor duplicates, omissions, potential errors and inaccurate
records
Deceased clients are removed from the data base immediately.
7. Other
 Please refer to Section 3, 4, 5, 9 and 10 of the overarching Education and Learning
Services Information Sharing Protocol.
8. Essex County Council Local Contacts
Person/s responsible for sharing information within Essex County Council.
Name
Role
Contact email
Contact no.
Tracy Eve
IAG Manager
[email protected]
03330130935
Christine
Fitzsimmons
IAG Manager for Children and
Young People with Disabilities
Service
[email protected]
v.uk
03330131412
Bojan Stankovic
Participation and Tracking Team
Manager
[email protected]
033301 30952
Employability and Skills
Intervention Team Manager
[email protected]
03330134618
Works with
Colleges to
supply
information.
Mark Shorter
Works with
Training
Providers only
request for
7
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
information
only.
8
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Non participation
in learning for the
following year.
Activity Survey To
include new
course entrants.
UCAS Lists
Starters and
Leavers
Update on
Unknowns
Changes
Addresses and
phone nos.
1
st
.
Monthly
3
0
th
3
0
t
h
Termly
or
Monthly
In addition Referral Systems are also in place between the Institutions’’ IAG Teams and the
Employability and Skills Unit.
Colours denote the year groups for which information is required:Red – Years 11 and 12.
Green – All years groups undertaking learning through the establishment.
9
March
Feb
Jan
Dec
Nov
Oct
Monthly
Once
Information supplied
for colleges to check
against student data.
Name, DOB and New
address and phone
no.
Sept
Novemb
er
Aug
UCAS lists supplied to
schools/colleges.
Name, Address,
DOB,
Tele. No.,
Pre. School,
Course, Level,
Expected end date
If leaver, reasons for
leaving
July
Freq.
June
Info. Required
Name, Address DOB,
Previous School,
Course & Level
Year 12 Students not
progressing onto year
13.
Name, Address, DOB,
Telephone no.,
Course, Level &
Expected end date.
May
Activity
Offers of Learning
Appendix 1
April
Post 16 Information Provision
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
May
Dependent
on relevance
and need
Essex Young Name, DOB, Address, Providers will
people
Destination
need to send a
Destinations
i.e. Education,
list of leavers
Data
Employment and
with Name,
Training
DOB, and ULN
when this data
is required.
In addition Referral Systems are also in place between the Institutions’’ IAG Teams and the
Employability and Skills Unit.
Colours denote the year groups for which information is required:Red – Years 11 and 12.
Green – All years groups undertaking learning through the establishment
10
March
Feb
Jan
Dec
Nov
Oct
Sept
Aug
July
Freq.
June
Info. Required
Names, Addresses,
Occupation Interest
Name, contact details,
dob, occupation code.
May
Activity
Intended
Destination
NEET Data
April
ECC will share the following with Post 16 Learning Providers (based on Consent)
Appendix 2
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Appendix 3
Request for additional information through the data sharing agreement
To comply with the Data Protection Act 1998, Essex County Council (ECC) and Learning
providers must work together to enable the effective and efficient sharing of relevant
information within the law. ECC has put in place processes to understand the purpose for
which learning providers require data i.e. it must be associated with a training programme
that will support young people seeking specific learning opportunities.
Contact name:
Organisation:
Please tick whether you require:
Data:
Named Information:
( Data – For provider identifying the level of need for a programme. Named information:
This will only be supplied when the course has been agreed to operate).
Purpose for which information is being requested.
Please state the information the school requires.
Please outline how the information will be used.
Signature of sender:………………… Date: ……………………………………….
Name: …………………………………………………………………
Contact Number: …………………………………………………….
Please send requests for information to Mark Shorter – [email protected]
or call 03330134618
11
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
ESSEX YOUTH OFFENDING SERVICE
1.Purpose for Information Sharing
 To reduce bureaucracy which surround the potential release, actual release and
engagement of young people who offend into new opportunities
 To ensure a consistent and streamlined approach between ECC and Education and
Learning Providers relating to the recruitment of Young People under police or court
ordered interventions into mainstream education, further education, apprenticeship
and traineeship programmes
 To improve the potential educational outcome for the group outlined above
 Education Welfare officers (EWOs) and Targeted Youth Advisors (TYAs) are
seconded from Education Welfare Service (EWS) and Targeted Youth Service
respectively, and are included within this addendum.
2. Legal basis for sharing information
Data sharing is undertaken in compliance under Data Protection Act 1998 - Schedule 2 and
Schedule 3, and other relevant legislation as follows:
 Education and Skills Act 2008 s10 and s72
To encourage, enable and assist young people into education, employment and
training, through the provision of data.
 Apprenticeship, Skills Children and Learning Act 2009 (ASCL 09)
 Crime and Disorder Act 1998
 Rehabilitation of Offenders Act 1974
 Legal Aid, Sentencing and Punishment of Offenders Act 2012
2.1 Fair Processing Arrangements
Young people and their parent or carer must sign written consent before data is shared
between agencies for the purpose of assessment and risk management.
3.Information Governance
3.1 Data to be shared
In addition to information to be shared outlined in the overarching protocol, Essex YOS
and/or Essex Targeted Youth Service (TYS) may, where it is appropriate and necessary,
share information about young people which is sensitive. This may include:
 Offence details
 Police or court ordered interventions
 Risk of harm to self and to others
 Vulnerability issues
 Any other information to ensure the safety of the young person, staff and other
students.
3.2 Consent
 Information shared is with the consent of the Service Users.
YOS will only share this information:
1. with the express written consent of the young person and/or the young person’s
parent/carer (see below), and
2. where YOS deems it necessary to do so in the interests of public safety and in
accordance with relevant legislation.
12
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
Information will NOT be shared where:
1. YOS deems it inappropriate to do so, or
2. where legislation does not allow information to be shared, or
3. consent to share information has been withheld.

Young people’s consent to share information is gained at Court or at an initial planning
meeting with the young person and his/her parent/carer following a court appearance or
following an out-of-court disposal (such as a Youth Conditional Caution). The purpose of
information gathering at this stage is to inform a YOS assessment.
Additional consent is sought to share information with wider services, including
mainstream providers of education and training.
Children and Young people taken into custody
Specific information sharing requirements exist under ASCL 09 to share information
on children and young people placed in custody in Secure Children’s Centres (STCs)
and Young Offender Institutes (YOIs). For full details, please contact
[email protected].
4.Information format, method(s) and frequency of sharing
YOS/TYS will use the ‘YOS, TYS and College Information Sharing Form’ to







inform the individual learning establishment /the named College contact of young
people, with their consent and/or their parent/carer’s consent and paying due regard
to the Rehabilitation of Offenders Act 1974 (Appendix 1), currently subject to either
Court Orders or a remand managed by YOS
include an assessment of risk, the type of and length of intervention, the name and
details of the key contact person (either the YOT TYA or the YOT Case Manager)
and the level of support required to support their training needs
inform and involve individual colleges in the planning relevant to the release of a
young person leaving the secure estate and jointly identify training needs
inform and work with colleges in terms of the additional support that may be
provided to the young person within the multi-agency framework (e.g. parenting,
mental health etc.)
provide information and advice regarding the Youth Justice System and the
prevention of offending, and arrange appropriate updating activities for College
contact, as agreed between them and their managers
prioritise any appropriate meetings
ensure that a dialogue is maintained with the College contact before and during the
educational offer about the status, behaviour and any other developments in
relation to the young person.
The Targeted Youth Service YOS TYAs
YOT TYAs are seconded to each locality Youth Offending Team to:
 support Year 11 and Post 16 young people through working alongside YOS
practitioners and the College contact to ensure equality of access at point of
referral, during the programme and at end of their programme where appropriate
13
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum


act as the gatherer and sharer of information concerning the young person and
share this accordingly with the College contact and vice versa the College contact
with the YOT TYA
act either as the single point of contact within a particular Youth Offending Team
(YOT), or act as co-worker with the YOT practitioners for specific hard-to-manage
young people.
The FEDEC colleges can support by
 nominating a named contact within its Student Services Team to receive information
and to offer a first point of contact on all YOS related issues
 supporting young people through working alongside YOS practitioners/YOT TYAs to
ensure equality of access at point of referral, during the programme and at the end of
their programme
 informing YOS of any significant change in the educational status of a young person
who has offended in order to target support and increase retention
 ensuring the College contact is up to date with the Youth Justice System and able to
give advice and guidance within the college
 ensuring the College contact attends YOS based meetings as and when required to
share practice, information and to remain cognisant of youth justice issues, trends
and themes
 setting up an internal process around the dialogue between key YOS workers, key
stakeholders and the young person to identify an appropriate learning programme,
assess competency levels, understand levels achieved to date and what current
programmes have recently been studied/completed to ensure appropriate progression
pathways
 ensuring the young person consents to information being shared with organisations
outside the College
 inviting representatives from YOS to appropriate meetings
 providing key YOS workers with regular updates on programme provision, particularly
those relevant to the target group, and inform them of changes in local and national
education legislation.
Custody for post 16 – planning for release
The YOT case manager/YOT TYA will inform and involve the college/College contact in the
planning relevant to the release of a young person leaving the secure estate and jointly
identify an appropriate offer of learning or training.
5. Data retention and deletion
 YOS holds data on young people until their 18th birthday (or whilst they are still active
with YOS beyond this point) at which point YOS depersonalises and archives case
level data.

ECC requests that the data shared with providers is used within one month and is
securely destroyed within 3 months of using the data.
14
Whole Essex Information Sharing Framework (WEISF) 2016-2019
Service Addendum
6. Responsibility for exchanging data and ensuring data are accurate



Data is shared through key contacts with responsibility for accessing and sharing
information
Regular monitoring ensures that client data is systematically checked to monitor
duplicates, omissions, potential errors and inaccurate records
Deceased clients are removed from the data base immediately.
7. Other
 Please refer to Section 3,4,5,9 and 10 of the overarching Education and Learning
Services Information Sharing Protocol.
WEISF Local Contacts
Designated Person/s responsible for managing data on behalf of the WEISF Member. To be
completed by the learning establishment.
Name
Role
Contact email
Contact no.
Designated person
responsible for
working with the
Youth Offending
Service contact
Persons/ responsible for sharing information within Essex County Council.
Name
Role
Contact email
Contact no.
Jethro
Bogdanov
Education, Training
and Employment
Manager
[email protected]
01245 265 151
Changes in the staff listed within this protocol should be emailed to
[email protected]
15