Cork Education and Training Board (Register of Users)

Updated: December 2017

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

PPS numbers are used as unique identifiers for staff, students, applicants, and so on in their dealings with CETB and in CETB’s dealings with the Department of Education and Skills.

These purposes would include:

Staff: Payroll processing.

Students or Learners: Student registration and management systems operated by the ETB’s schools, colleges, education and training centres for day-to-day information management purposes and for communication with the DES, the State Examinations Commission, Solas and QQI.

Applicants: Prospective learners to verify eligibility for participation in training courses, for receipt of training allowances and for assessment and certification purposes. Student grant applicants and, in some instances, their parent/guardians so that they can be means-tested for eligibility.

Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange

Yes.

Department of Social Protection – to help validate social welfare claims, verify allowances payable and records of allowances paid; confirmation of students’ identity.

Department of Education and Skills - statistical returns (October Returns).

National Council for Special Education/National Access Office – processing applications for resources and funding for students with disabilities.

CAO – data tracking of CAO applicants.

SOLAS – to facilitate student/apprentice registration, certification and progression.

QQI – to facilitate learner assessment and certification.

Teaching Council – to verify membership of teaching staff.

Central Statistics Office – Statistical Returns.

IT Software Companies – Shared Payroll Services, management of staff records, timesheets and processing of payroll.

Core Financial Systems; Core International; DCS Ltd – payroll and accounts system suppliers and support services.

SUSI – Student Grant Administration.

Third-Level and PLC Colleges – Student Grant Administration.

Revenue Commissioners – payroll and taxation administration for employees.

Does your organisation have any other plans involving the use of the PPS number?

No.

There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

• obtain and process the information fairly
• keep it only for one or more specified, explicit and lawful purposes
• process it only in ways compatible with the purposes for which it was given to you initially
• keep it safe and secure
• keep it accurate, complete and up-to-date
• ensure that it is adequate, relevant and not excessive
• retain it no longer than is necessary for the specified purpose or purposes
• give a copy of his or her personal data to an individual, on request

Have you measures in place to ensure that the Public Service Identity data you hold or collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes.

CETB has a Data Protection Policy and a Records Management Policy in place which provide for the following security measures:

• Access to information systems is restricted to authorised users
• All electronic data is securely stored and protected by user passwords with networked group rights regime in place
• All files containing personal data are destroyed by confidential means prior to disposal