Graduate access policies | Graduate access | University of Oxford
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Graduate access policies

Applicant privacy notice

The information below is intended for those applying in 2021 for a place on a graduate access programme at the University of Oxford.

In the course of completing the Graduate Access Programmes application form, you have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation.

How we use your personal data

We will use the personal data you have provided (which may include sensitive or "special category" data such as health data, or data revealing racial or ethnic origin) to process and assess your Graduate Access Programmes application.

We will add some of your data to the Higher Education Access Tracker database (HEAT), which we use to record information about our outreach activities and those who take part in them. HEAT is a shared database used by a variety of organisations to identify which activities are most helpful in preparing students for higher education and progressing to employment. Users include the University, its colleges, student organisations, educational charities and relevant public bodies (eg UCAS). The data added to HEAT comprises your personal details (name, gender, date of birth, postcode and school) and the events or activities in which you have participated. You can read further details about how your data on HEAT is used in the HEAT privacy notice.

We will use your personal data to monitor the effectiveness of our Graduate Access Programmes. To achieve this objective we may use your contact details in the future to request details of whether you applied to graduate study and/or details of your employment. We may also compare any data you have provided with user account data from our Graduate Application Form and the HEAT database to understand how many applicants/participants subsequently go on to make an application for, or enrol in postgraduate study.

We need to process your data for these purposes in order to meet our legitimate interests in promoting access for postgraduate study at the University. This is known as our legal basis for processing personal data under data protection law.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above and to Oxford’s colleges participating in the University of Oxford’s Graduate Access Programmes.

Anonymised information will be provided to the Wellcome Trust for those allocated a place on the Wellcome Biomedical Vacation Scholarships. This will include demographic information: institution attended for undergraduate degree, gender, age, race and ethnicity, and socio-economic diversity information. Details of projects undertaken will also be shared with the Wellcome Trust and scholarship-recipients asked to complete a survey.

We may also disclose your personal data to our third party service providers or subcontractors in connection with both programmes. Activities that may be carried out by third-party service providers include IT services and survey provision services. All our third-party service providers are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes, but rather to only process your personal data for specified purposes and in accordance with our instructions.

Your personal data may be transferred to, and stored at, a destination outside the European Economic Area, in accordance with the law. For example, this may happen where we use IT systems which are hosted outside the EEA. We will make sure that identifiable data is removed whenever possible and that any data transfer is done securely. If any foreign country to which data is transferred does not have equivalent data protection standards to those required in the UK, appropriate safeguards will be adopted to protect and maintain the confidentiality of your data (including using standard data protection clauses adopted by the European Commission, where relevant). If you require any information about these safeguards, you may contact us (see the Data Protection Officer's email address below).

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements. Details of the retention periods for different types of student and applicant data can be found in the University’s student records data retention policy.

If you enrol as a participant on a Graduate Access Programme, your data will be processed in accordance with our Graduate Access Programme participant privacy policy.

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Information Security website.

Your rights

You have certain rights with respect to your personal data. These include being able to request access to it, correction of any mistakes in it, deletion of it, restriction of its use, as well as being able to object to any processing of it (ie any use of it), or request that it be transferred elsewhere. Information on your rights in relation to your personal data are explained on the Individual rights page of our Compliance website.

However, depending on the circumstances, we may have grounds for not complying with your request, for example, where we consider that deleting your information would seriously harm the research or where we need to process your data for the performance of a task in the public interest.

Keeping your data up-to-date

It is important that the data we hold about you is accurate and current. Please contact us at uniqplus@admin.ox.ac.uk to keep us informed of any changes after you submit your application.

Changes to this privacy policy

We reserve the right to update this privacy policy at any time, and will seek to inform you of substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

Contact details

If you wish to raise any queries or concerns about our use of your data to assess your application, please contact us at uniqplus@admin.ox.ac.uk. If you would like to exercise any of your rights mentioned above or if, for any reason, you are not happy with the way that we have handled your data, please contact the University’s Information Compliance Team at (data.protection@admin.ox.ac.uk). The same address can be used to contact the University’s Data Protection Officer.

If you are still not happy, you have the right to make a complaint to the Information Commissioner’s Office.

Criminal convictions policy

The information below is intended for those who are applying for, or have been offered a place on a graduate access programme at the University of Oxford in 2021.

In accordance with the University’s obligations towards students and staff, we will request information about relevant, unspent criminal convictions after an offer has been made for a place on the UNIQ+ internship programme, UNIQ+ Digital programme or a Wellcome Biomedical Vacation Scholarship (BVS) at Oxford. This will enable us to take appropriate steps to facilitate effective support and/or assess whether a prospective student poses an unacceptable risk to students and staff.

The University has adopted a policy for any case where an offer-holder for a place on a graduate access programme has a relevant, unspent criminal conviction which has either been declared by an applicant to the University or which has otherwise come to the University’s attention (such as where information is disclosed by a third party).

What has to be declared?

The University will only ask about relevant, unspent criminal convictions.

'Relevant' convictions are:

  • any kind of violence including (but not limited to) threatening behaviour, offences concerning the intention to harm or offences which resulted in actual bodily harm;
  • offences listed in the Sex Offences Act 2003;
  • the unlawful supply of controlled drugs or substances where the conviction concerns commercial drug dealing or trafficking;
  • offences involving firearms;
  • offences involving arson; and
  • offences listed in the Terrorism Act 2006.

Convictions that are 'spent' (as defined by the Rehabilitation of Offenders Act 1974) or will be spent at the point of starting a graduate access programme do not need to be declared. If you are uncertain as to whether your conviction is spent, please seek independent advice.

Process for handling cases of declared relevant convictions

If you have declared a criminal conviction, the Director of Graduate Admissions and Recruitment will contact you to seek further information on the conviction and to explain the procedure to you. It may also be necessary to approach third parties in order to request additional information (for example referees or your probation officer). Your permission will always be obtained before approaching such third parties.

Criminal Conviction Panel

Details of any relevant, unspent offence will be considered by a Criminal Conviction Panel (CCP), comprising the Director of Graduate Admissions and Recruitment, the Director of Student Welfare and Support Services, a representative from the Department and a representative from the college, where possible. In the event that a college has not yet been determined, the recommendation of the CCP will be considered by a college representative when the college is known. A representative of Legal Services will be available to provide advice to the CCP.

The CCP will assess, in light of the documentation gathered by the Director of Graduate Admissions, whether the declared conviction(s) is/are such that the applicant ought not to be admitted to a graduate access programme, or whether special measures ought to be put in place to facilitate effective support for the applicant and/or to protect other students and staff from perceived risk. The CCP may reach its decision at a meeting or teleconference.

The CCP will reach a decision on behalf of the University and will convey this decision to the academic department. It will also issue this decision as a recommendation to the college. If the college requires further information before accepting the recommendation of the CCP, the Director of Graduate Admissions will obtain the applicant's consent to share the documents available to the CCP with the college.

Information on the criminal conviction will be gathered and a decision reached by the CCP as promptly as possible, to ensure that delays to the graduate access programme admissions process are minimised.

The following factors are among those that are likely to be taken into account by the CCP:

  • the nature of the offence(s);
  • the time that has passed since the offence was committed; and
  • any additional information provided by other sources, such as the Probation Service, Social Services or senior prison officers, in the form of independent references or reports.

If more than one offence was committed, the number of offences and whether each was a separate offence or part of a series of similar offences.

One of the following decisions will be made by the CCP:

  • To require further information from the applicant or a third party;
  • To confirm that the applicant has satisfied the criminal convictions process with no further conditions relating to the criminal conviction. In such cases the Director of Graduate Admissions will advise the applicant accordingly;
  • To confirm that the applicant has satisfied the criminal convictions process but that further measures are imposed should the applicant be made an offer of a place on a graduate access programme, for example specific support for the applicant, restrictions to accommodation, etc. In such cases the Director of Graduate Admissions will contact the applicant to outline the additional conditions set by the CCP; or
  • To withdraw the application. In this case the Director of Graduate Admissions will contact the applicant to inform them of the decision.

The reasons for the decision will be recorded by the Director of Graduate Admissions and Recruitment who will chair the CCP. In the event that the offer-holder becomes a graduate access programme student the CCP must determine who, if anyone, within the University and/or the college should be provided with details of the conviction in order to facilitate effective support for the applicant and/or to protect other students and staff from perceived risk.

Record retention

The Director of Graduate Admissions and Recruitment will keep a record of all cases dealt with in accordance with the University’s Data Protection policy. This record will ensure that any decision can be verified, to show that procedures have been correctly followed and to allow any feedback to the applicant if required. All records and correspondence relating to an applicant declaring a relevant criminal conviction will be securely stored in accordance with the University’s Data Protection policy.

If a criminal conviction is declared and the applicant becomes a graduate access programme student, all records and correspondence relating to the application and supporting materials will form part of the student's personal record and will be kept in the same way as all other graduate access programme student records. However, any information and correspondence relating to the applicant's conviction will be stored separately and securely.

If a criminal conviction is declared and the offer-holder does not become a graduate access programme student, the Director of Graduate Admissions will keep a copy of the information relating to the conviction and this will be securely stored in accordance with the University’s Data Protection policy. The University will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements. Data will be retained in accordance with the University’s student records data retention policy.

Contact details

If you are an applicant who has been asked to provide information about any relevant, unspent criminal convictions and you have any concerns or queries relating to process or whether the conviction is relevant, you can contact the Director of Graduate Admissions and Recruitment confidentially at director.graduateadmissions@admin.ox.ac.uk.

Mailing list privacy notice

The information below is intended for those who have registered to receive email notifications about future UNIQ+ summer schools and similar graduate access schemes at the University of Oxford.

The University of Oxford (the ‘University’), the University is the ‘data controller’ for the information you have provided, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation.

How the University uses your data

Graduate Admissions will use your data to send you emails with information about future UNIQ+ summer schools and similar graduate access initiatives at the University of Oxford as and when news is announced. The University is processing your data for this purpose because you have given us your consent to do so. You can withdraw your consent at any time by contacting uniqplus@admin.ox.ac.uk. If you withdraw your consent, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent.

We may also compare the data you have provided with user account data from our Graduate Access Programme application  form to understand how many email subscribers subsequently go on to make an application for a place on a graduate access programme at the University. This processing occurs because it is necessary to meet our legitimate interests in monitoring the outcomes of our recruitment activity and improving our service.

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

We may share your data with companies who provide services to us, such as providers of email and mailing list services. These companies are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

Retaining your data

We will store your data for up to two years to meet our purposes, including relating to legal, accounting, or reporting requirements. If you apply to study on a Graduate Access Programme at the University of Oxford, your data will be processed in accordance with our Graduate Access Programme applicant privacy policy. If you enrol on a graduate access programme, your data will be processed in accordance with the relevant graduate access programme participant privacy policy.

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information about information security is available on the University’s Information Security website.

Where we store and use your data

We store and use your data on University premises, in both a manual and electronic form. Data will also be processed and stored electronically, both at the premises and in the online systems of companies that provide services to us, such as providers of email and mailing list services.

Your rights

You may request access to any of your data, request that our processing is restricted, object to our processing or request that your data be corrected or transferred to another party, subject to certain restrictions.

You may also request that your data be deleted or ask for us to stop using it, and we will comply with your request as soon as possible. Depending on the circumstances, however, we may have legal grounds for continuing to process your data, for example where processing is necessary for the performance of a task carried out in the public interest, or where the data is being further processed for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, in accordance with applicable data protection laws.

If you would like to exercise any of the rights mentioned above or if for any reason you are not happy with the way that we have handled your data, please contact the University’s Information Compliance Team at data.protection@admin.ox.ac.uk. The same address can be used to contact the University’s Data Protection Officer. If you are still not happy, you have the right to make a complaint to the Information Commissioner’s Office.

If you wish to raise any queries or concerns about our use of your data, please contact us by sending an email to uniqplus@admin.ox.ac.uk, or by writing to Graduate Admissions, University Offices, Wellington Square, Oxford, OX1 2JD.

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