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Useful InformationIndividuals have a right to obtain confirmation as to whether their data is being processed along with a right of access to their personal data by making a Subject Access Request (SAR). GDPR stipulates that SARs need to be responded to within 1 month of the request. It is the school’s responsibility to ensure all relevant information is provided to the individual in compliance with GDPR requirements. Below is a guide to demonstrate how some of that information might be generated from within SCO. This list is not exhaustive. You may need to pull data from other reports or areas of the system too, depending on your particular use e.g. if you have uploaded photos for Classroom Edition, or you collect consent notes against trips. Note that some of these steps may not be relevant and data should only be provided to the individual at the school’s discretion. |
Generate a Subject Access Request for a Parent
1. Subject access request report
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In SCO
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click on
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the Admin
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tab
Click
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on Subject access request
Carefully read the information on the screen and
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tick I understand that I need to review the data provided and, if necessary, edit the exported file to remove data which does not apply to this data subject
Click
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on Start
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Select Pupil, Staff
...
or Hirer as appropriate
Select the
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relevant Account (tick
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to Show deleted accounts
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if necessary)
Click
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on OK
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Click Export
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to send the report to Excel
Carefully review the data (especially within
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the Notes
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section which may have brought notes through from the Dinners, Extended day and Trips screens)
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2. Parent contact information (schools with SCO Communications only)
In SCO click on the Communications tab
Select Account contact report
Select All dates
Select Pupil or Staff
Select the name from the dropdown
Select Show accounts with no contact
Click on OK
...
3. Transaction history - all payments made against this individual's account
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In SCO
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click on
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the Accounts
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tab
Click
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on View pupils, View staff, View hirers
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as appropriate
Double-click
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on the
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relevant account, transaction history will be displayed
Click
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on Print
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to print a copy of the transaction list or
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click Export
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to Excel (bottom left of SCO) to send the data to Excel
If your school is using a link
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to Cashless catering, switch the account
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from General pre-payment account
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to Cafeteria account
Click
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on Print
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to print a copy of the transaction list or
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click Export
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to Excel (bottom left of SCO) to send the data to Excel
...
4. Dinner money meal history
On
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the Dinners
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tab click
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on Reports
Select
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the Dinner money statement report
Select the
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required date range
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Select Pupil or Staff
Select
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the name
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from the dropdown
Click
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on OK
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5. Extended day club session history
On
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the Extended day
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tab click
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on Reports
Select the
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first club
Select
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the Club statement report
Select the
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required date
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range
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Select Pupil or Staff
Select
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the name
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from the dropdown
Click
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on OK
Repeat for any other clubs
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6. Trips and event history
Payment transactions for all trips will show in the above above Transaction history statement report
To show which current trips a pupil is on
Click on
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the Trips and events
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tab
At the bottom of the screen
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select Trip grid
Use
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the Filter class
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option to select
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the pupil’s class
Click
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on Export
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to Excel (bottom left of SCO)
Delete
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any rows not required