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Students on Placement in Schools and Appropriate Settings*

Technical Services / Cyber Security and Information Governance / Information Governance / GDPR / Students on Placement in Schools

Students on Placement in Schools and Appropriate Settings*

As part of your preparation for placement, we have produced the following guidance.  This should be in conjuntion with Canvas training.

Students on Placement in Schools and Appropriate Settings*

Each school, or setting, should have a Confidentiality Policy in place – ensure you read and understand the school’s Confidentiality Policy. If you are in any doubt, ask for clarification or further instruction.

In relation to GDPR, information security is probably the most important area for schools to concentrate on. The loss of or unauthorised access to personal information is likely to cause most harm to pupils, parents or staff and is most likely to result in the Information Commissioner’s Office (ICO) taking action.

Ensure you are aware of the physical security of buildings and storage systems, and how to access them. This includes storage of paper records and the equipment used to store and process information electronically. 


Electronic Devices:

All portable electronic devices should be kept as securely as possible whilst on your placement. If they contain personal information, they should be kept under lock and key when not in use. Do not take electronic devices off school premises which belong to the placement provider.

Strong passwords, i.e. at least eight characters long and containing special symbols, should be used if any electronic equipment holds personal information.

Memory sticks are one of the main routes of data loss. They are convenient, portable and easy to lose or mislay. Memory sticks should not be used to hold personal information routinely, however if there is no alternative they should be password protected and fully encrypted.

Do not use your own privately owned computer equipment for school business.


Hard Copy/Paper Documents:

Maintain security of paper-based personal data. Whenever possible, storage rooms, strong cabinets, and other storage systems with locks should be used to store paper records.

Papers containing personal information should not be left on office and classroom desks, on staffroom tables or pinned to noticeboards.

As with memory sticks and electronic devices, do not take paper documents containing personal information away from your placement setting.


Personal/Confidential Information:

Do not disclose personal information to any third party (this however does not apply in safeguarding situations, in which case report any disclosures to the designated child protection co-ordinator and follow protocols of both the University and the placement setting).

Keep confidential any information heard, read or shared between staff members, outside agencies and parents/carers regarding a child or the child’s family.


Social Media:

Do not post personal information regarding children, staff members or parents on social networking sites such as Facebook and Twitter. Do not contribute to discussions or conversations on social networking sites regarding the school and anyone associated with it.


Academic Work:

Should you need to reference data obtained from your placement in any aspect of your academic work at University you must ensure that it is sufficiently anonymised so no setting or individual can be identified from any element, or any combination of elements within the data you are using.


*The term "Settings" includes, but is not limited to; colleges, academies, prisons and approved training providers (in the private and public sector).