Information for Ambassadors—Please note:

 Please ensure that the students understand what their data will be used for by reading the following statement—

The Partnership Development Office (PDO) monitors and evaluates the ’s Widening Participation Outreach activi- ties—activities like this that are designed to raise the aspirations and attainment of people that may not otherwise consider going to university. We have a responsibility to provide evidence to the Office for Students (OfS) about the value of the work we do. We need to show that we are working effectively and that the work we do has a positive impact on the students that we work with (by moni- toring data for a prolonged period of time). The University may also use this data to inform and support its decision making process regarding applications to undergraduate degrees; we may use contextual information and data to help inform final confirmation de- cisions. This will only provide support to your application and will not reflect negatively on you. You do not have to leave your person- al details if you do not want to, but we would be grateful if you could provide us with this information so that we can continue run- ning activities like this one. If you would like further information on how your information is used, safely stored and how you can ac- cess the information we hold on you please email [email protected]

 If students have consented to share their personal information, please ensure that all fields are completed correctly.

 Please ask students to write their full name (we cannot process records that only contain a first name).

 If a student does not know their home postcode, they should leave the field blank. Please do not enter school postcode.

How we use and manage your data Why are you collecting my information? The legal basis for processing your data is public task. The University of Kent is required to provide evidence to the Office for Students (OfS) on the benefit of the activities that we run. We collect our data for three main purposes: For the purpose of monitoring, which allows us to fulfil compulsory external reporting requirements to regulatory bodies such as the Office for Students (OfS), as well as giving us a clear picture of the activities we deliver and people we work with. For the purpose of evaluation, which helps us understand whether the activities that we offer have been effective and actually benefit students like yourself, so we can see how to improve in the future. For the purpose of improving the universities application process if you choose to apply to study at the University of Kent in the future, we may use your information to inform and support your application.

What will happen to the information that you hold about me? This register will be safely destroyed once the information has been entered onto the Higher Education Access Tracker (HEAT) database, where it will be stored in accord- ance with current data protection legislation. Via this database, we can track your journey through education to see whether you go on to study at university, and future employment, to try and understand what impact (if any) our activities had on this.

Will other institutions be able to access my data? Yes. For research and monitoring purposes only, your data may be shared with the Office for Students, Higher Education Statistics Agency, the University and Colleges Ad- missions Service (UCAS), the , Higher Education Funding Council for England (HEFCE) and our partners including colleges, Higher Education Ac- cess Tracker service subscribers, the Kent and Medway Progression Federation and the National Data Service. We will not release data to any unauthorised third parties.

How long will you hold my data for? Data stored on the database will be securely anonymised once it is no longer required. If you are under 21, your information will be kept until you are 30 years old and if you are over 21, your information will be kept for 10 years. If you enter university within this time, your data will be kept for an additional 15 years after you graduate.

What happens if I want you to remove my data? You have the right to request your data be deleted at any time, please contact [email protected] to do this. You also have the right to a copy of the data held about you by us. Requests should be made in writing to The Data Protection Officer, P1.03 Darwin College, University ofKent, Canterbury CT2 7NY.

Page 1 of 2

HEAT Database Code: Date of Activity:

EVENT REGISTER

Full Name School/College Gender Date of Birth Home Postcode Have either of your parents/ (not school post- carers attended university? code) (Yes/No)

Example… Joe Bloggs Name of your school M 01/01/1990 CT6 1DE Y

1

2

3

4

5

6

7

8

9

10

11

12

Page 2 of 2