Outreach Events Form

Outreach Events Form

All participants in Outreach Events organised by St Peter’s College are asked to complete this form

Before completing, please make sure you have read carefully and understood the conditions under which information supplied as part of this form will be collected and used. You will be asked to agree to these conditions in completing the form.

An asterisk (*) indicates that the question is mandatory.

University of Oxford Outreach and Your Data 
The University of Oxford uses the Higher Education Access Tracker (HEAT) service and database (www.heat.ac.uk) to record information about its outreach activities and the students who take part in these activities. HEAT helps us identify which activities are most helpful in preparing students for higher education and progressing to employment. 
HEAT is, or may be, used by different parts of the University, including colleges, faculties, departments or administrative units, as well as by other entities associated with the University, for example, Oxford student led organisations involved in outreach, educational charities with whom Oxford partners to deliver outreach and schools/colleges with whom we partner to deliver outreach (described as “Users” in this document). 
Information collected about you 
Most personal data held about you in HEAT is collected when you apply for and/or participate in an outreach activity organised by one or more Oxford Users. The type of data collected varies, but in most cases we collect their name, date of birth, postcode and school. Some activities may require more information and this will be clear from the registration form you are asked to complete. Additional data may also be obtained from other organisations: www.ucas.com www.education.gov.uk www.skillsfundingagency.bis.gov.uk www.acorn.caci.co.uk. This data can contain information about the area in which you live, for example, how many people from your area go on to higher education. Data from these sources will also let us know about your educational journey from school to higher education, for example, which university you end up at and what type of degree they obtain. 
How we use your information 
The University and its Users may use the data held in HEAT: 
  • To process your  application for an outreach activity. 
  • To administer the outreach activity in which you participate. 
  • To inform you of outreach activities or events that may be of interest. 
  • To compare outreach activities across Oxford, to enable different Users to better co-ordinate their activities and to avoid duplication of records. To do this their data is available to all HEAT Users at the University. 
  • To help determine whether our activities are helping participants move on from school into Further Education, Higher Education and employment. To do this HEAT may share their data with some of the organisations mentioned above (HESA, UCAS, DfE and SFA). 
  • To administer outreach activities with other HEAT member institutions. This would involve sharing their data with those institutions who may also use HEAT to follow their progression from school into Higher Education and employment (see www.heat.ac.uk for a list of other member institutions). 
  • To publish anonymised reports that do not identify individuals. 
Your data will not be passed without your permission to external organisations or individuals not already mentioned above. The University does not sell any data to third party organisations. 
How long we keep your information 
Providing high-quality outreach activities means being able to compare our activities and to determine which ones best help students to move on to Higher Education and employment. How long this takes will vary depending on your age at the time of participation in an outreach activity. Once you have reached the age of 27 personal information about you in HEAT will either be deleted or anonymised so that you are no longer personally identifiable.
Your right to access your personal information 
You have the right to see the data that is held about you on HEAT. If you wish to have a copy of this data please email oxfordheat@admin.ox.ac.uk
Further information 
If you have any questions about the use of your child’s data on HEAT, wish to update it or to request changes in the way it is used please email oxfordheat@admin.ox.ac.uk.
Data Protection
The information that has been provided in this form is confidential and will be treated in accordance with the Data Protection Act (1998). Only organisations that require the information for the funding, delivery, evaluation and tracking of the programme, the student’s school / college, and the Higher Education Statistics Authority will be given access to the data. The data will form no part of Oxford’s admissions process, but may be used to inform you/your child of outreach activities or events that may be of interest.
In order to fulfil our targeting for this programme we would be grateful if you could please select 'Yes' or 'No' for each of the questions below. This information will be used for selection purposes and for evaluation and monitoring of the programme. (This information is important as it ensures the programme is benefitting the most appropriate groups and allows us to shortlist effectively if we have more than 15 applications.) If you would like to talk further about this criteria, please contact us on +44 (0)1865 614699.
We may also wish to take photographs of the visit, which could include you. These photographs could be used for marketing and publicity purposes, to publicize and advertise the college and events in the future.