What does that have to do with me? Student Data Privacy What does that have to do with me?

What constitutes student data? Information that is tied to individual students is referred to as personally identifiable information, or PII, and is subject to additional restrictions in laws and regulations. Student personal information includes any information about a student’s identity, academics, medical conditions, or anything else that is collected, stored, and communicated by schools or technology vendors on behalf of schools that is particular to that individual student. This includes: name, address, names of parents or guardians, date of birth, 5. grades, 6. attendance, 7. disciplinary records, 8. lunch eligibility, special needs.

District School Teacher App Software Online Tool MOA Type of Purchaser District School Teacher Type of Software App Software Online Tool District Purchasing Process Type of Subscription Paid Online Subscription Free Online Subscription District Data Privacy Practice MOA Anonymity method (Student1, Student2) First Name and first initial of Last Name Parent consent   Google Login  

What about companies that provide online tools to schools? Schools/districts are allowed to rely on technology companies to provide products and services, but have the responsibility to ensure that those vendors have appropriate protections in place for student data. The school/district must ensure that it, retains direct control over the information the company collects, uses, and maintains. These companies have access to this data under the “school official” exception, for the limited purpose of using student information for educational purposes only.

What is the Teacher Practice on Student Data Privacy? Process #1: All teachers MUST use an anonymity method that masks the students’ personal identifiable information. (Student1, Student2, or at most - first name and first initial of last name can be used.) Process #2: Some tools, apps, web sites require parent consent but in all cases all teachers MUST provide parents with an opt out option for their student. Process #3: If the District, School and/or Teacher purchases licenses or subscription please send an email to the Director of Technology with the contact information at the company so that a Memorandum of Agreement maybe sent to the company.

When Can The District Use The Memorandum of Agreement? Only when the District , School or Teacher has a subscription service* to an app, software or online tool, does the Technology Department have the ability to compel the company, providing the service, to sign the district’s Memorandum of Agreement. *In any case where the district, school, or teacher (acquired through the district PO purchasing process) In the event that the app, software or tool was not acquired through the district PO purchasing process, then it is the responsibility of the district, school and teacher to NOT send personal identifiable information.

PII How can we Use Email? Student PII can only be sent to via email:   Student PII can only be sent to via email: Child’s Teacher(s) District contracted Consultant Service (PPS) Child’s Parent College and University Emails with Student PII between members of the district Faculty and administration is secure, encrypted and appropriate. Caution must be taken because an email with PII could be sent to inadvertently outside the district and not to the child’s parent.  Email with student PII between faculty or administrators with the Child’s parent is appropriate and necessary. Caution must be taken because an email with PII could be sent to inadvertently outside the district and not to the child’s parent .  Emails with Student PII between faculty or administrators with the district contracted outside consultant, college and university or district counsel (PPS for example) is appropriate and necessary. Caution must be taken because an email with PII could be sent to inadvertently outside the district and not to the child’s parent, or outside the district and not to the child’s parent .

What is our Obligation to Education Law 2-d? 1. Purpose The exclusive purposes for which the student data or teacher or principal data will be used; 2. Protection How the third party contractor will ensure that the subcontractors, persons or entities that the third party contractor will share the student data or teacher or principal data with, if any, will abide by the data protection and security requirements; 3. Disposal When the agreement expires and what happens to the student data or teacher or principal data upon expiration of the agreement; 4. Correction If and how a parent, student, eligible student, teacher or principal may challenge the accuracy of the student data or teacher or principal data that is collected; and 5. Location Where the student data or teacher or principal data will be stored (described in such a manner as to protect data security), and the security protections taken to ensure such data will be protected, including whether such data will be encrypted.

What if I want to use an education app or tool and I don’t know if my school/district has vetted it? Currently, the Technology Department is working with central office, schools and teachers to generate a definitive list of software that the has been approved for use in the classroom. The list of district/building approved software is comprised of software the district has subscription service (i.e. ThinkCentral) and software that has been approved for use but the district does not have a subscription service with (i.e. Khan Academy).

What should I do if a student suggests an unvetted education app to use for a project? As a teacher, you cannot officially endorse use of an outside product, but you can explain to the student the considerations they should take into account, including recommending the student let their parents know too. It’s quite common for students to find education apps on their own to use for projects, and educators should encourage students to be creative and take their suggestions seriously. This is a teachable moment—a great opportunity to talk with the student about data privacy and review that digital citizenship curriculum.