- About Action Tutoring
Action Tutoring is a registered education charity, supporting pupils from disadvantaged backgrounds to achieve a meaningful level of academic attainment, with a view to helping them progress to further education, employment or training. We provide high-quality volunteer tutors to work with pupils, increasing their subject knowledge, confidence and study skills.
Action Tutoring particularly focuses on supporting secondary school pupils on the grade 3-4-5 borderline in English and maths. We aim to help them achieve a grade 4 and above in maths and English GCSEs. In primary schools, we aim to help pupils work towards expected standards in maths and reading.
- Purpose of Action Tutoring’s Data Policy
Action Tutoring has a policy on data in order to ensure that data is:
- recorded and used fairly and lawfully;
- used for specific, stated purposes;
- used in a way that is adequate and relevant;
- handled according to individual’s data protection rights;
- kept safe and secure.
The policy serves to:
- make clear to schools and all stakeholders what information may be requested and how it will be recorded and used;
- guide Action Tutoring employee use of data collection, ensuring data is being used solely for appropriate purposes;
- guide funding bodies, grant making trusts and researchers about the data Action Tutoring may reasonably be able to provide.
The current version of this policy is effective from 25th May, 2018.
- Data Purpose
Action Tutoring asks schools to provide data on the pupils taking part in the tutoring programme for the following reasons:
- to effectively coordinate its programme delivery in schools;
- to enable the monitoring and evaluation of Action Tutoring’s impact and improve programme delivery;
- to enable Action Tutoring to share evaluation with schools for their own internal monitoring purposes;
- to enable Action Tutoring to successfully fundraise, to keep costs to schools low.
- Data Collection
Action Tutoring provides schools with a data collection spreadsheet and asks schools to provide, in advance of the first scheduled tutoring session, information for each pupil taking part in the programme. This may include their name, gender, date of birth, pupil premium status, other circumstances of disadvantage, subject ability, unique pupil reference number and any additional pupil engagement-related guidance which the school feels is relevant to share.
In secondary schools, Action Tutoring may ask schools to provide pupils’ final GCSE results in both English and maths.
In primary schools, Action Tutoring may ask schools to provide pupils’ final SAT results in reading, writing and maths.
Action Tutoring tracks pupil and tutor attendance, as well as their engagement on tutoring programmes and the academic topics they have covered during their sessions. Pupils, tutors and teachers are also invited to complete surveys during the course of their engagement with Action Tutoring.
- Data Storage and Retention
We are committed to ensuring that any data provided by schools is stored securely. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure it, including:
- the use of a limited access and password protected database;
- suitable cyber-security safeguards and best practices;
- secure and timely destruction of any additional digital or hard-copies of sensitive data excluding that which is recorded on our database.
The initial pupil data provided by schools, alongside the additional attendance and engagement data recorded on our database during their participation with Action Tutoring will be pseudonymised and put under restricted access approximately two academic years after their time on the programme ends.
6. Access and sharing of data
Access to individual pupil-level data will not be open to or shared with third parties with the exception of;
- where standard pupil information (e.g. pupil name, year group, subject ability and engagement guidance from the school) is shared with tutors where relevant for tailoring their tutoring toward pupil needs. If voluntarily provided by the school, GCSE/SAT results may be shared with tutors, but only in relation to those pupils they directly supported;
- where Action Tutoring works closely with certain funders and consultants who provide ongoing management and consultancy support to improve our programme delivery and drive impact. Unless an agreement of confidentiality is in place, data will be anonymised.
- Publication of data
Anonymous and aggregated data may be published on the Action Tutoring website and used in published materials, such as Action Tutoring’s annual report for funders.
Partner schools agree to being named as working with Action Tutoring.
Individual pupil-level data will not be published.
Action Tutoring asks that partner schools first distribute the ‘Action Tutoring Parent Letter’ (detailed below) to the parents/guardians of pupils they intend to invite onto the tutoring programme. The school must then provide the requested data for pupils participating on the programme to Action Tutoring in advance of the first tutoring session, and agree to it being used as detailed in this policy.
8.2 Pupils and parents
All parents/guardians should receive an ‘Action Tutoring Parent Letter’, prepared by Action Tutoring but distributed to them via the school, which details the way in which Action Tutoring and the school plan to exchange, store and use information about their child for the purposes detailed in this policy. The letter will prompt parents/guardians to confirm with their child’s school whether their child takes part in the programme.
During the course of their engagement with Action Tutoring, pupils are invited to complete feedback surveys, which may also invite them to provide an endorsement or quotation relating to their experience of the programme. They can choose whether they wish their first name and school to be used, or whether they wish this to be fully anonymous.
- External Impact Evaluation
Action Tutoring have worked with external evaluators to carry out impact evaluations, comparing the results of pupils supported by Action Tutoring against a control group of similar pupils who have not received Action Tutoring support. The control groups were constructed using the National Pupil Database (NPD). Action Tutoring may request unique pupil numbers (UPNs) from partner schools in order for current and future evaluators to match tutored pupils with a control group on the NPD. This data will not be used for any other purposes than those stated in this policy and will be subject to the same data protection regulations.
To contact us in relation to any of the information contained in Action Tutoring’s data policy for schools, please email email@example.com; or the alternative contacts below:
Will Hine – Data and Evaluation Manager; firstname.lastname@example.org
You can download this full policy here: Action Tutoring Privacy and Data Policy for Schools