Purposes
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Type of students this affects
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Legal basis
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External recipients
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Higher Education Achievement Report (HEAR) and Record of Agreed Results (ROAR)
The university will provide data about taught students to Gradintel (part of the Tribal Group) for the purposes of setting up a Higher Education Achievement Report (HEAR) and an online Record of Agreed Results (ROAR). The HEAR provides detailed information about a student’s learning and achievement to supplement the traditional degree classification and standard transcript. The ROAR serves as an interim transcript and proof of results earned prior to a student’s final award or transcript.
Eligible students can register with Gradintel to access their HEAR and ROAR and to share these with third parties such as potential employers and universities.
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Undergraduate and postgraduate taught students
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To perform our contract with you
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Gradintel
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HESA student record and Graduate Outcomes survey
The university is required by law to send information about students to the Higher Education Statistics Agency (HESA), where it forms part of the student’s HESA record and is used for statistical analysis.
Data may also be passed by HESA to various government departments and agencies to enable them to carry out their statutory functions.
After you graduate you will receive e-mails from the university notifying you about the Graduate Outcomes Survey, you can opt out of receiving these e-mails (this is not opting out of the survey itself). The university is required to pass on your contact details (e-mail addresses, phone numbers, and postal address if UK resident and uncontactable by e-mail or phone) to HESA about fifteen months after you completed your programme. HESA or its contractors will then contact you to complete the Graduate Outcomes Survey, which is designed to gather data about your career and other activities at the time, and the relevance of the course which you took. You can opt-out of the Graduate Outcomes Survey by contacting HESA on info@graduateoutcomes.ac.uk. See HESA’s student collection notice for further details.
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All students (HESA record)
Graduates (Graduate Outcomes survey)
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To comply with legal obligations
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Higher Education Statistics Agency (HESA)
The Careers Group, University of London may act under the direction of King's College London as a processor to help compile the Graduate Outcomes Survey data.
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National Student Survey (NSS)
This is an annual survey of final year undergraduate students, carried out to gather students’ views on the quality of the teaching, assessment and support which they have experienced. The survey is commissioned by the Office for Students (OfS) on behalf of other government agencies. The university will pass contact details of eligible students to the organisation contracted by OfS to carry out the NSS. Further information is available on the NSS website.
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Final year undergraduates
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To comply with legal obligations
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Office for Students (OfS)
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Safeguarding vulnerable groups
For individuals engaged in 'regulated activity' with children or vulnerable adults, the university is required by the Safeguarding Vulnerable Groups Act 2006 to notify the Independent Safeguarding Authority (ISA) where permission to engage in the regulated activity has been withdrawn, and the university has reason to believe that the individual has engaged in 'relevant conduct' (e.g. conduct with endangers or would be likely to endanger a child or vulnerable adult), satisfies the 'harm test' (e.g. the College has reason to believe that the individual may harm a child/vulnerable adult or put them at risk of harm), or has received a caution or conviction for a relevant offence.
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Students on some work placements; students who interact with children in work with schools; or vulnerable groups through academic research
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To comply with legal obligations
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Independent Safeguarding Authority (ISA)
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Immigration compliance
As a licensed sponsor under the points-based immigration system, the university must share certain information about international students with UK Visas and Immigration (UKVI) to comply with immigration requirements.
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International students from outside the EEA or Switzerland
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To comply with legal obligations
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UK Visas and Immigration (UKVI)
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GMC registration
We will share your information with the General Medical Council (GMC) to register you after graduation to practise medicine. We will also share your information with the GMC in order to assist in its statutory functions. This will include:
- Registration: In your final year we will share information with the GMC to grant you provisional registration. This may include information about Fitness to Practise incidents which the university investigated while you were a student.
Research: We will share information about applicants and students which will help the GMC to conduct research into medical education, through the UK Medical Education Database (UKMED). This may include demographic data, attainment and exam data, and fitness to practise information. This information will not be used for other purposes by the GMC, will not be used to make decisions about you, and will not be published in a way which could identify you.
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Students on medical courses
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To perform our contract with you
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General Medical Council (GMC)
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Lecture capture
To support the educational objectives of the university, the university has an opt-out Lecture Capture and recording of other educational activities policy. In practice, this means all timetabled lectures will be automatically recorded and shared on the Virtual Learning Environment KEATS unless an opt-out request has been received from the individual leading the lecture.
Students wishing to opt-out of recordings should speak first to the person(s) responsible for recording the educational activity, e.g. the module or programme leader, who will attempt to find a suitable solution.
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All students
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In pursuance of our legitimate interests
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Data is hosted by Echo 360
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Learning analytics
To support the new Education Strategy 2017-2022, there is an identified need to make better use of the data we gather on students to support their learning aims. This is twofold; data will be analysed in order to help academic staff improve the education experience of their students and also allow students to take ownership of their own learning journey by giving them manageable access to their own data.
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All students
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In pursuance of our legitimate interests
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Data is transferred to JISC, who host the learning analytics platform.
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Disability support
The university’s Disability Support team will contact students who have disclosed a disability to inform them of the disability support service and how they can access support. Any personal data collected by the Disability Support team will be stored electronically within a confidential records system accessible to the Disability Support staff and the team’s administrative support staff only. Records are destroyed at completion of study +7 years.
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Students who have disclosed a disability
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To comply with legal obligations
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N/A
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Postgraduate Taught Enhancement Survey (PTES)
King's takes part in this survey on an annual basis, asking final year postgraduate students on Taught courses to gather their views on the quality of the teaching, assessment and support which they have experienced. The survey is organised by the charity organisation AdvanceHE, who benchmark King's results alongside other institutions. The university will contact eligible students directly and use the Online Surveys system to carry out the PTES. Data is shared with AdvanceHE for the purposes of benchmarking on a wider scale, but otherwise kept within the institution. It is presented to academics and staff in a way that prevents individual respondents from being identified, and comments are checked to preserve anonymity.
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Final year taught postgraduates
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In pursuance of our legitimate interests
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Data is hosted by Jisc and analysed by Advance HE
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Postgraduate Research Enhancement Survey (PRES)
King's takes part in this survey every two years, asking all postgraduate students on research courses to gather their views on the quality of the learning, supervision and support which they have experienced. The survey is organised by the charity organisation AdvanceHE, who benchmark King's results alongside other institutions. The university will contact eligible students directly and use the Online Surveys system to carry out the PRES. Data is shared with AdvanceHE for the purposes of benchmarking on a wider scale, but otherwise kept within the institution. It is presented to academics and staff in a way that prevents individual respondents from being identified, and comments are checked to preserve anonymity.
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All Postgraduate research students who have been at King's for more than three months. |
To comply with legal obligations |
Data is hosted by Jisc and analysed by Advance HE |
Study abroad and exchange schemes, and Summer programmes
If you have come to King’s as a visiting, exchange or fee-paying semester, full-year or summer student, we may need to share information about you with your home institution or third party provider to enable it to carry out its administrative functions and responsibilities towards students. This information may include but is not limited to sharing your module results and transcript.
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Exchange students, Study Abroad students, and Summer Programmes students |
In pursuance of our legitimate interests and to comply with your student contract.
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Your home institution, exchange institution or third party provider. |