DEPARTMENT FOR
CHILDREN, SCHOOLS AND FAMILIES News Release (2007/0138) issued by
The Government News Network on 23 July 2007
Guidance on how
the Data Protection Act 1998 applies to the use of biometric data
in schools is published today by Becta, the Government's
schools ICT agency.
It advises schools to fully involve parents in any decision to
introduce biometric or fingerprint technology to run cashless
lunch queues, school libraries and attendance systems.
It restates schools' freedom to run their own affairs -
including introducing new technology to free up teacher time and
making day-to-day administration easier.
Schools choose biometric systems because they can speed up lunch
queues; remove the need for children to take money into schools
and remove any stigma with peers from pupils claiming free school
meals because they are not identified. They also mean schools do
not have to pay for the replacement of lost swipe cards and other identification.
Head teachers also choose to introduce biometric attendance
systems at the school gate to save teachers time in taking
registers and prevent unauthorised access to school premises.
Similar systems can be used to record pupils' attendance at
each class to identify whether particular pupils are not attending
particular classes - and prompting schools to take action.
Today's guidance underlines that headteachers and governing
bodies should be clear and open with all parents and pupils about
this and all aspects of their education.
This could involve explaining what biometric technology is; how
it will be used; what is involved; what data will be held and
stored; why it is required; how it will be secured; and how long
it will be retained.
It also advises that schools should recognise some parents'
or pupils' concerns over the introduction of biometric
technology and offer alternative systems, like smartcards, to
access the same services if they want to opt out.
The guidance also describes how biometric systems are designed
simply to validate a pupil's identity - not hold any other
data. It is stored as complex algorithms or number streams, from
which it is currently technically impossible to recreate an actual
fingerprint image.
The guidance, produced in conjunction with the Information
Commissioner, sets out how Data Protection Act 1998 applies to the
use of biometric data in schools - building on Becta's
existing guidance on data security and the data protection law.
The Data Protection Act requires that:
* schools cannot use biometric information other than for the
express purpose for which it was collected. This means that data
taken for the use on in a library, can only be used for that purpose;
* schools process all personal data fairly and lawfully. This
means that schools ensure that all pupils, or their parents if
schools judge they cannot understand, know what personal
information they have on record and how they intend to use it;
* schools cannot pass on biometric information to any outside
organisation nor can third parties access this information;
* schools cannot keep personal data for longer than it is needed
for its specified purpose. Pupils' biometric data should
therefore be destroyed when they have left the school.
* schools put appropriate security in place to safeguard personal
data from unauthorised processing and accidental loss, destruction
or damage. Becta gives clear guidance to schools on data and ICT security.
Schools Minister Jim Knight said:
"Becta and the Information Commissioner already give schools
clear guidance on how to comply with the Data Protection Act. This
additional guidance helps schools by confirming how the law
relates to biometric data and advice to schools on operating
within it.
"I have seen at first hand how well these systems work. They
can speed up lunch queues, remove the need for children to carry
money and take away the stigma of singling out those on free
school meals. Moreover, they can enable schools to register pupils
more easily as they move from class to class.
"I want parents to be fully engaged with every aspect of
their children's education - this is at the heart of
today's guidance. We give schools complete freedom to run
their own affairs and I back every head teacher's right and
professional judgement to choose technology to improve their
day-to-day running. But it's plain common sense for them to
talk to parents about this and all issues relating to their pupils
to demystify how schools operate.
"Schools are well used to handling sensitive information
like attendance registers, behaviour records and home addresses.
But we are absolutely clear that they have to comply with data
protection laws. That means that this data can only be used for
its stated purpose; cannot be shared with third parties beyond
this stated purpose; and it must be destroyed when a pupil leaves
their school".
Becta Chief Executive Stephen Crowne said:
"This guidance makes it clear to schools what their
responsibilities are under the Data Protection Act.
"Each school must make their own decisions over the systems
they employ. Biometric technology can offer a means for
streamlining the day to day running of the schools, but they must
be aware of the sensitivities that surround this technology.
Schools must ensure that they engage fully with parents and pupils
and consider the provision of alternative systems if there are
strong objections to the use of biometric technology.
"Becta and the Information Commissioner give clear advice to
schools on data protection and ICT security. Becta leads the
national drive to improve learning through technology. We do this
by working with industry to ensure we have the right technology
for education in place."
NOTES TO EDITORS
1. The guidance is published at: http://industry.becta.org.uk/display.cfm?resID=14615
2. The guidance sets out how biometric technology can underpin a
range of systems supporting the efficient management and security
of schools and other educational establishments. There follows
some examples of such systems showing the role that biometric
technologies can play in them. However such systems do not have
to be supported by biometric systems and identification mechanisms
(such as smartcards) can provide similar benefits.
Example 1 - Cashless catering
School A uses a cashless catering system for school meals.
Parents pay in advance for pupils' school lunches, crediting
the pupils' accounts with the amount paid in. Pupils then
use this credit to pay for their school lunches. Individual
pupils are identified at the till by an automated mechanism, with
the cost of their lunch being deducted from the credit paid for by
the parent.
There are several advantages to cashless catering. Pupils in
receipt of Free School Meals are not identifiable, which can help
to avoid a pupil being stigmatised. In addition, pupils do not
need cash to pay for their lunches, reducing the opportunity for
bullying and theft. Such systems can also speed up service in
canteens and dining rooms.
In this instance, biometric technologies can offer some
additional advantages over other identification mechanisms:
* pupils do not need to remember to bring anything with them to
the canteen and there is nothing that can be lost;
* costs can be reduced as, for example, there is no requirement
to replace lost or damaged smartcards;
* the risk of bullying and theft may be further reduced, as there
is no opportunity for pupils to steal and use other pupils'
smartcards to pay for meals.
Example 2 - Automated attendance and registration
School B uses an automated system for recording attendance.
Pupils register via an automated mechanism at the school gate or
entrance at the start and end of each day. Such systems can save
considerable staff time and effort in taking registers. They can
also help prevent unauthorised access to school premises.
School C takes this one step further by recording pupils'
attendance at each class, so that truancy on the premises (which
can be a problem in a large school) is recorded and can be dealt
with, including by informing parents. The time spent while each
pupil "keys in" for each class is minimal. Attendance
data can also be used to help assess the impact of truancy on
performance allowing any necessary steps to be implemented rapidly.
The advantages of employing biometric systems over other
technologies are similar to those in the previous example. In
addition, in this particular example, there is no opportunity for
pupils to register absent pupils using their smartcards. Pupils
must be physically present to register their attendance.
Example 3 - School library automation
School D uses biometric technology to help manage lending from
the school library. An automated system identifies and records
the pupil's name and the items they have borrowed or are
returning. The advantages are similar to those outlined in the
previous examples, in that,
* pupils do not need to remember to bring anything with them to
use the library and there is nothing that can be lost, stolen or exchanged;
* there is reduced opportunity for bullying and theft; pupils
must be physically present to borrow items and cannot use another
pupil's identity to do so.
3. Further sources of information include:
* The ICO has also published technical guidance notes for schools
in England, Wales and Northern Ireland on their responsibilities
under the Data Protection Act regarding requests for access to
pupils' information. This is available at: http://www.ico.gov.uk/tools_and_resources/document_library/data_protection.aspx
* Data processing and sharing: DCSF guidance to the law
(Information on Data protection, the Human Rights Act and other
related areas of law, largely in chapter 2 and Appendix 1: http://www.teachernet.gov.uk/management/atoz/d/dataprocessing
* Functional specification: institutional infrastructure,
published by Becta, November 2005. http://industry.becta.org.uk/display.cfm?resID=14612
* Technical specification: institutional infrastructure,
published by Becta, January 2007. http://industry.becta.org.uk/display.cfm?resID=14615
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