Collecting data through surveys

When collecting personal data we are required to supply the person providing the data with certain pieces of information explaining why we are processing their data, how we will process it, if we will share it outside of the University, what their data protection legislation rights are, and who to contact with any questions or concerns.

One of the easiest ways to collect data is by using a survey tool. Whenever you set up a survey, you should only collect the data that you definitely need to meet your purpose. And you must include a Privacy Notice at the point of collection, normally this is achieved by including a link to the Notice in the survey itself.

We have produced some Privacy Notice Guidance, which includes a checklist to use to audit existing Privacy Notices, and a Privacy Notice template to use to produce your Notice if one covering your processing doesn’t currently exist.

Collecting data in the form of photographs / video recordings

Personal data includes a person’s image so when taking photographs or recordings of events on campus we need to highlight to those whose images might be captured that we are collecting this data and to explain what we are going to use it for. You don’t necessarily need consent as the lawful basis under UK GDPR to use the photos / videos but you do need to provide clear details (ideally in advance) of how the individual can ask that their image is not used. Best practice is to obtain permission even if you are relying on another lawful basis under UK GDPR. For some purposes (such as marketing) you will need to obtain written permission in advance in any event.

If the event is by invitation only, a Privacy Notice should be included with the invitation explaining that photographs / video recordings may be taken. If the event is open to all, a Privacy Notice should still be made available and appropriate for the intended audience and one easy way of doing this is by posting QR codes in the area of the event (although a paper copy should also be on display for those without their phones).

When the events include anybody under the age of 18 years old, their parents / guardians also need to be made aware and give their permission for the use of the images.

Mailing Lists – moderated, even for moderators

The cause of many data breaches is sending an email containing personal data to the wrong recipient. If this email is sent to an unmoderated mailing list, it is potentially even worse as it will be sent to multiple wrong recipients!

One control that can be put in place is to use Sympa to manage your mailing list. Sympa gives you an option to require all emails – even those written by a moderator – to be sent to the moderators for distribution. By having this control in place, the risk of sending an email to an entire mailing list of incorrect recipients is significantly reduced.

If you are a moderator of a mailing list, please select this option in Sympa. If you manage a mailing list outside of Sympa, please contact IT Helpdesk <helpdesk@kent.ac.uk> for assistance with the initial set up.

If you have any questions not answered on the Assurance and Data Protection sites, or if you need further support and guidance please do get in touch with the team by emailing dataprotection@kent.ac.uk.

Laura Pullin
Head of Data Protection / Data Protection Officer (DPO)

We are delighted to announce that Professor Iain Wilkinson has been appointed the Director of Division for the study of Law, Society and Social Justice (LSSJ).

LSSJ is a large, diverse, multidisciplinary Division comprised of the Kent Law School (KLS) and the School of Social Policy, Sociology and Social Research (SSPSSR), plus the Centre for Journalism, the Centre for Health Service Studies (CHSS), the Personal Social Services Research Unit (PSSRU), the Tizard Centre, the Centre for Child Protection and the Centre for Philanthropy. LSSJ provides some of the largest undergraduate and graduate teaching programmes in the University. It also has a strong research culture with Kent Law School currently ranked 2nd and Social Policy and Social Work (including the submissions from Sociology and Criminology) ranked 3rd in the UK for their research quality.

Professor Wilkinson is a Sociologist by training and his research and teaching interests concern problems of social suffering, the social history and politics of humanitarianism, sociological theory, and the sociology of health and health care. He is also currently involved in developing the Kent’s civic mission to promote food justice, tackle food insecurity and become the world’s first Right to Food University.

Happy New Year to all of you and I hope everyone felt the benefit of some time off over the winter break.  

Before the new term gets going in earnest I wanted to touch on a few of our priorities for the coming months – do also join our Community Catch-Up on Teams on Tuesday 17 January from 12.00 – 13.00 where I will expand on these further, highlight other positive initiatives on the way and answer any questions you may have.  

This year’s National Student Survey is an obvious place to start, with it launching at Kent on 23 January – my thanks to all of you who will be helping encourage final-year students to complete this, it is really important we get a good response early in the year. Student experience is a major focus at the moment and it’s been great to see Nexus, our new one-stop shop for student queries in the Templeman Library, getting off to a fantastic start last term with lots of student interest; we will be promoting this further this term to build on its success. 

Before Christmas we published our annual accounts, so do read the summary of these from the Finance team which give the context for our wider financial situation. As I’ve updated previously, alongside the work this year to reduce non-pay spend to cover reduced student retention, the accounts show how the challenges of both inflation and the flat tuition fee mean we have a continued need to look at our ways of working to see how we can be more effective. With that in mind there will be a number of discussions in the weeks ahead to reflect on how Divisions have bedded in, and their interface with professional services, and see how and where we can improve our operating model. 

Executive Group has also been looking at our upcoming Teaching Excellence Framework (TEF) submission, which is the result of a great deal of work across teams. This has come together well and will be another important marker in terms of what we deliver at Kent, with more updates to follow on this in due course. Employability is another area where we increasing our efforts to ensure we are doing all we can to help our graduates meet local and national need. 

Over the months ahead there are also a number of other opportunities to get together with colleagues, with events and initiatives being planned for LGBTQ+ History Month, Time to Talk Day on 2 February, and Kent Giving Week which follows at the end of March. While I know it gets busy, do watch out for communications around these and find the time to take something in outside of the day-to-day if you can – I look forward to seeing as many of you as possible and wish you the very best for the term ahead.  

Yours sincerely

Karen

Staff and students are invited to the launch of the fourth volume of Kent Review in Keynes Senior Common Room on Tuesday 17 January at 18.00.

Like its predecessors, this latest anthology will showcase some of the best work emerging from the University’s postgraduate writers in Creative Writing. The edition will also feature the winning entries to the new School of English undergraduate writing competition, and an editorial by Professor David Herd.

To celebrate the launch there will be a number of readings, as well as a drinks reception, and copies of the Review available to purchase. Everyone is welcome to help celebrate the launch.

Kent Review, Volume 4 is home to a remarkable selection of poetry, short stories, non-fiction and novel extracts. The collection demonstrates the skill and artistic ambition of the writers at the University, with pieces that are each surprising, disarming, transporting, fresh; and collectively indicative of the vibrant, diverse work emerging from the Centre for Creative Writing.

Ever wondered how events and meetings could be made more sustainable? Whether your job involves planning small meetings or large-scale events, or you’re simply interested in the topic and have ideas from an attendee’s perspective – come along to learn, ask questions and help to think through how we can drive the sustainability agenda at Kent forward together.

University of Kent Sustainability Team and staff Sustainability Champions welcome you to come and share your ideas and good practice about how to improve sustainability across all aspects of event planning.

Key staff from services across the University will be there to take part in this dialogue – from catering, design and print, communications and branding to answer your questions. We’ll be launching our new online sustainable events guide – a handbook to help you plan and deliver sustainable events with confidence.

Staff from the Gulbenkian will also share their sustainability ambitions for the Boing festival and how you can be part of that work to shape the future of a large community event on campus.

Book now on Eventbrite to find out more about sustainability at Kent, discover sustainability actions you can take in your work when planning meetings and events, and meet like-minded colleagues across the University.

The last part of the workshop will involve food and drink tasters showcasing our local suppliers and sustainable catering options in the cafe area of the Gulbenkian. This will give us an opportunity to talk about how venues like the Gulbenkian can support sustainable events and give us more time to chat informally.

If you have any questions about the event including accessibility requirements, please email sustainability@kent.ac.uk as soon as possible so we can seek to accommodate these as well as we can. You can also view accessibility information about the venue.

Accessibility considerations:

The workshop will take place in the Gulbenkian theatre which is on the ground floor and has step free access with automated doors. Accessible and gender neutral toilets are available nearby, as well as baby changing facilities, and everyone is welcome to come and go from the session as they need to for their comfort.

If you have any questions about the event including accessibility requirements, please email sustainability@kent.ac.uk as soon as possible so we can seek to accommodate these as well as we can.

Recruitment for the Summer Vacation Research Competition 2023 has now begun. Watch the Q&A session to learn more.

Details of how to apply, including the application form, are available via the GRC KentNet – the closing date for applications is 10 February 2023.

The Summer Vacation Research Competition was developed for PDRAs, RAs and Research Associates wanting to gain additional research project and line management experience, and enthusiastic and motivated undergraduate students wishing to gain research experience through an established scheme where they are supported by University staff. For the first time, there are also two opportunities for Professional Services staff.

The competition, now in its sixth year, was initiated and is led by Dr Jennifer Leigh with a team including academic and professional services colleagues from across the University. Participating in the competition is an excellent way to boost your career and you can gain transferable skills by developing a research proposal, shortlisting, and interviewing students, and managing your own project, budget, and intern for 4-7 weeks with funding worth up to £2,500.

To contact the competition organisers, please email svrc@kent.ac.uk.

Good luck with your application!

The Vice Chancellor’s Cup is off to a flying start with 14 events scheduled throughout the year.

Staff teams recently completed in a series of team events to claim their spot on the leader board.

With ‘It’s a Knock-out’ taking place first, teams were set four timed challenges to complete, scoring points in each round.

Challenges included blindfolded games, agility courses and communication skills. Liquorice All Sports took the top spot, closely followed by LeJendSS and Living La Vida Mocha.

The second VC Cup event ran over two lunches in December, with a host of teams competing in a Volleyball tournament. Teams gave it their all, with CEMS dominating the competition with just two players!

Following these events, the top 4 teams are:

1^st place – Liquorice All Sports (35pt)

2^nd Place – Marlowe’s Marauders (34pt)

3^rd place – Campus Sporting Exploits (34pt)

4^th place – Living La Vida Mocha (30pt)

Find out more about the VC Cup, read the event highlights, check out the leader board and view our upcoming events online.

Ready to dust off your racquet, or just looking to take up a new sport, the tennis centre has you covered!

Kent Sport is home to one of the largest indoor tennis centres in Kent, boasting four, full-size acrylic tennis courts, suitable for all levels of tennis from competitive to recreational, alongside high-quality, professional LTA coaching. Based at The Pavilion, our Tennis and Events Arena is open to Kent Sport members throughout the year. Tennis is a great way to meet new people and improve your physical and mental health!

There are a couple of ways you can get involved. For those of you who feel semi confident to just have a go, take out a free Pay to Play membership with Kent Sport. This enables you to book a court through the online portal whenever you fancy a game. Staff Pay to Play sessions are just £5.50! Kent Sport also offers Premium Plus, Premium, and Plus membership packages, all offering different levels of membership access. You can check these out on our website.

Alternatively, if you would like a little more input, book a place on one of our LTA group coaching sessions for just £10 per session. Develop your tennis skills with our fully qualified LTA coaches. Nick Skelton is an LTA Level 5 Coach and leads the team of LTA-qualified coaches at Kent Sport. Sessions run over one hour and are the perfect place to meet new people and enhance your technique.

To find out more about these sessions, read our latest blog!

It was lovely to welcome Rabbi Zalman Lewis to campus this week to conduct a pre-Hannukah celebration. Rabbi Lewis lit a Hannukah candle, shared some welcome doughnuts and brought people together at this important time of year in the Jewish calendar.

Rabbi Lewis praised the university for its support and encouragement of the annual celebration. He said, “an essential Hanukkah message is the rights of all to wear their religion and identity proudly and publicly”.

“It was wonderful to promote a meaningful message to so many students via our pre-Hannukah celebration. As a small community at Kent, events like this are so important to raise the profile of Jewish students at the University and to help young Jews to connect with each other at this special time of year. There were also lots of warm interactions with students and staff from many backgrounds which is exactly what festivals like this are all about.”

Chabad at South East Coast Universities was established in 2006 as part of the expansion of Chabad at University Campuses across the UK to be a presence for Jewish students and provide the security and confidence they need. Since then, many social events, meals, lunch n learns and more have taken place at the University of Kent and other universities based across the South East.

Dear Colleagues, 

My warmest wishes to all of you as we come to the end of another busy term and look ahead to Christmas and the New Year break. This is always a special time of year – this week alone has shown the breadth of what it means to people through our traditional carol service in Canterbury Cathedral, carols round the tree, our local rabbi lighting a pre-Hannukah candle on campus, and our archive growing with materials from the world’s first Muslim pantomime! My thanks also to everyone who has been out early in the mornings making our campuses safe through the recent icy conditions. 

Lots to celebrate in 2022 

Before we all head off for a well-deserved break, I wanted to pause and reflect on a year that has once again seen some real successes for Kent. The REF is an obvious place to start, with our excellent results standing us in good stead for the years ahead. We were also able to invest further in STEM through a £1m grant from the Office for Students, supporting key areas where we are looking to grow. 

Community has been a major focus this year, with our first ever Kent Giving Week raising tens of thousands for the Parkinson’s Centre for Integrated Therapy, and our inaugural Youth Summit bringing schools together from across the county. We’ve also shown what a wider university community is all about through our twinning with Kherson State University in Ukraine. Our commitment to our role within wider society will develop further next year with our application to be a University of Sanctuary and the development of our Right to Food initiative. 

The return of in-person graduations was another big highlight, with the smiles and hugs across multiple ceremonies a real boost for everyone. It’s also been great to see our new brand identity centred on ambition rolling out across our campuses and marketing material. 

Looking ahead to 2023 

So there is lots to build on as we look ahead to next year. As I have updated previously, we do have bumps in the road to negotiate, particularly linked to our in-year issue with student retention – on Wednesday we held a dedicated session with senior leaders to focus on this and the practical steps we can take to ensure we don’t face this issue again. Linked to this will be a concerted focus on the National Student Survey.  

Our annual accounts have now been published, which set out some of the challenges ahead, including our continued need to think about our ways of working and how we can be more effective. Income is what we need to remain focussed on and we have an Executive Group strategy session next week and a Council strategy session in January, where we will be thinking about what else we can do to move the University forwards. I was also pleased to see the new Education Secretary Gilian Keegan row back on recent comments regarding international students; it goes without saying that our international community brings so much to our University and our region and is of huge value socially and culturally. We are proud to welcome so many people from around the world to Kent. 

Making ambition count 

While the sector is still facing challenges, we should remain proud of what we do and the impact we have for so many. Our University supports thousands of students each year to make their ambition count, finding their way in the world in a supportive environment through the huge talent and effort of every one of you. There are successes big and small every day and while I don’t underestimate how much work that takes, I want to thank all of you for your continued commitment to the University.  

I hope all get some down time over the coming weeks and wish you all the very best as we head towards 2023. 

With all good wishes for Christmas and the New Year. 

Yours sincerely 

Karen 

All staff are invited to join the Vice-Chancellor for a Community Catch-Up on 17 January 2023 between 12.00-13,00, where Karen will be providing a mid-term review and a look ahead to the rest of the year. Sign up now and a calendar invite will be sent to all attendees beforehand with information on how to join.