If you have to, don't use their names or use generic names such as John and Mary. Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. Note: The following form is designed to be adapted according to your school and/or district policies and practices. This means you are responsible for ensuring that it is not lost, accessed, or shared without proper authorization. Data, Data Use, and Data Sharing: Schools and districts can mitigate some privacy concerns by devising effective strategies to explain the lifecycle of student data, including collection, use, sharing, and maintenance. Students that lack confidence and self-efficacy don't complete work, much less do so with "quality" (a troublesome word here that we'll just leave alone for now). As educators, you are constantly seeking the best tools to help your students learn and thrive. If a student under 18 is enrolled in both high school and a local college, do parents have the right to inspect and review his or her education records? FPF frequently collaborates withF3 Laws eMatters legal team, whose expertise in the areas of edtech helps us to ensure the resources we provide to educators are legally compliant. In addition to ensuring strong student privacy, safety, and security policies and practices are in place, this shift requires effective communication with stakeholders about student data collection and use. Considering the amount and sensitivity of the personal information collected, used, and maintained by schools and districts, establishing a robust data governance program is critical to protect student privacy and to ensure all stakeholders are engaged and invested in creating a culture of privacy. Data about groups of students at a summary level (e.g., data shared as part of the schools federal reporting requirements). Be mindful that some of your students and their families may face significant barriers when accessing communications about student privacy. Share examples of state and federal funding shifts; Record and amplify educator and student success stories with specific edtech; Invite and document parent and educator stories highlighting individual student improvement; and. Alongside a robust student privacy program, schools and districts should develop a clear and comprehensive communications strategy to share information on student data collection and use and student privacy policies. Online privacy brings up a host of unique considerations and concerns, and in the digital context, many conflate student privacy with data security. There are serious consequences if these policies are not followed the entire district/school could lose public trust and face other repercussions, such as costly lawsuits. Prioritizing data governance can dispel some suspicion by signaling a commitment to protecting student privacy. Providing communications across multiple channels to ensure accessibility by all parents, educators, and students. Scenario: An increasing number of your students appear to have more mental health concerns since the start of the pandemic. Schools and districts rely on dozens, if not hundreds, of third-party partners to enhance teaching and learning. Schools and districts should also consider integrating digital citizenship and literacy into their curriculum to help students develop skills necessary to manage their own privacy and security. Without a clearly articulated and well-executed data governance program, school and district leaders may face suspicion and opposition to student data use for legitimate educational purposes. Selecting safe and approved tools is an important part of protecting student privacy. Through this outreach, invite feedback and encourage participation from your audience to establish a respectful dialogue. Here are more resources for providing edtech privacy vetting training to teachers: Note: The following email is designed to be adapted according to your school and/or district policies and practices. Therefore, it should be a priority for school and district leaders to ensure parents and students from marginalized groups are proactively engaged in conversations about student privacy and that schools and districts are employing different strategies to broaden the reach of their communication efforts, such as: Fairfax County Public Schools (VA) is an example of this practice. For example, Cambridge Public School District (MA) has created this effective and user-friendly landing page. Necessary cookies are absolutely essential for the website to function properly. Private schools that choose to participate may purchase the secure spring 202 3 state assessments. Consent & Confidentiality | California School-Based Health Alliance Data Quality Campaign (DQC): What is Student Data? Student Data Privacy Communications Toolkit, Excellence in Education (April 2016). Family Educational Rights and Privacy Act (FERPA) - U.S. Department of Click the image below to download. Student data is student information that is collected and used in the educational context. This includes managing their digital identities and reputations; engaging in positive, safe, legal, and ethical behavior online; and being aware of how their data is collected and used in the school environment. It's the Law: Confidentiality and Access of Student Records Schools should have a solid technical understanding of how they are measuring logins before proceeding down this path, as this can differ between applications and between web and mobile versions of the same tool. Schools and districts need student data to perform their duties and to better serve students. To improve a students educational experience, including allowing educators to track student progress and plan appropriate interventions if or when they are needed; To protect a students health and safety, including maintaining medical forms, allergy information, and emergency contact information; To fulfill the basic administrative functions of the school, including collecting, maintaining, and reporting basic enrollment, attendance, and academic records for a student; and. Student Privacy Communications Toolkit: For Schools & Districts Without thinking through the ethical and equitable use of student data associated with increased data collection and use, schools and districts may unintentionally put student privacy at risk. School and district leaders should be thoughtful and intentional about what they are trying to achieve when communicating about privacy protections and responsible data use to both educators and parents. Find more general advice on effective communication strategies tailored by audience and ways to build trust in our Nothing to Hide Toolkit, developed by the Future of Privacy Forum (FPF) and Actionable Intelligence for Social Policy (AISP) in order to help Integrated Data Systems (IDS) and government leaders engage stakeholders and increase communities trust in the value of IDS. To fulfill the basic administrative functions of local, state, and federal governments, including tracking school and district performance, assessing how funding is being used, and informing the public. Monitoring student attendance and engagement in person was relatively straightforward through physical observations in traditional classrooms. Setting goals for your communications strategy will keep your message clear and consistent. Name, age, gender, race, ethnicity, socioeconomic status, and other demographic data requested or required when registering a student for school at the beginning of the school year; Grades, test scores, attendance, discipline and health records, and college and career goals that are tracked to help schools follow the progression of a student throughout their educational career; Observational data about a students behavior or interests generated by educators throughout the school day; and. Educators and other school officials, such as district administrators, are authorized to provide consent on behalf of parents for the use of online tools in the context of educational programs. You are also on the frontlines of communicating with students and parents about the importance of student privacy and our school/district policies and practices. Does the product show advertisements to student users? This section identifies some key elements of a data governance program and important student privacy policies and procedures for schools and districts. However, the loss of trust due to insufficient privacy protections and poor communication can impede access through fierce parental opposition, restrictive federal and state regulations, and a general lack of cooperation. The trusted legal team atF3 Lawreviewed and contributed to this toolkit. Jasmine Park, Juliana Cotto, Ann Waller Curtis, Carrie Klein, Anisha Reddy, Jim Siegl, Alexandra Sollberger, Jennifer Triplett, Amelia Vance, GOAL: Building and maintaining credibility and trust, GOAL: Educating about data collection, privacy, protections, and data use, GOAL: Demonstrating the impact of collected data on educational systems and individual students, GOAL: Alleviating concerns about how the school or district is using and protecting student data, GOAL: Gaining approval from decision makers on new data-driven approaches, GOAL: Increasing participation by educators and parents in student privacy learning sessions, Cambridge Public Schools (MA) Student Data Privacy. If a third-party service provider needs access to limited student data to successfully perform its role with our school/district, our contract includes strict controls and consequences to ensure the protection of student data. Schools | ALRC Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors. If your school or district does not yet have a data governance program in place, the Forum Guide to Data Governance from National Center for Education Statistics (NCES) provides a comprehensive review of important elements to include in an effective data governance program that addresses both ethical and equitable student privacy and security requirements and the need for student data accessibility and sharing. Useful websites, apps, and other tools are readily available to assist you in monitoring student progress and improving student learning. What does privacy mean to you? Student data provides important information to support our role in your students educational journey, so they are prepared to succeed in college, career, and life. Student data can help us monitor performance and appropriately and equitably allocate limited resources. One person may think of privacy as being alone in a private space, such as their bedroom. The Family Educational Rights and Privacy Ac t (FERPA) protects the confidentiality of student records and provides rights to parents and students to access those records. For those programs and policies to be most effective, schools and districts must also clearly and effectively communicate to their stakeholders educators, parents, and students the value of student data to better support students. Writing a Responsible Use Policy, Computer Explorers. By better understanding stakeholder concerns regarding student privacy and adopting good data governance policies and practices, school and district leaders can create a culture where the entire school community works together to support better educational outcomes while protecting student privacy. If your school or district determines that administering social, emotional, and behavioral screeners are necessary in order to assess the impact of the COVID-19 pandemic and national events related to systemic racism on student wellbeing, be sure to notify parents and guardians of their rights, explain the purpose of the survey, describe what student data will be collected, and detail potential follow-up measures based on the results. Educators, parents, and students need clear and easy to understand messages from schools and districts that convey a commitment to acting in accordance with ethical and equitable student privacy principles and that outline the schools or districts roles and responsibilities in adhering to and upholding them. Schools and districts should employ more than one of these approaches as it can be assumed that the community is diverse with different communication preferences. Another person may associate privacy with being free from surveillance, whether by their parents, their schools, or the government. The school or district, as well as educators, will often point to the website when communicating with various stakeholders, so a well-made central resource should serve all of these audiences. When communicating about privacy, and particularly student privacy, it is important to consider the multiple perspectives that different audiences bring to the conversation and work to mitigate any concerns clearly and confidently. 4. With the COVID-19 pandemic and the shift to online learning, many schools and districts rapidly adopted new edtech tools to continue teaching students remotely and to assist with return-to-school efforts. A confident, positive communications posture is key to building long-term trust with stakeholders. Schools Schools and the Privacy Act 69.41 School is the most significant institution in the lives of the majority of children and young people. Protecting Student Privacy While Using Online Educational Services: Requirements and Best Practices, Privacy Technical Assistance Center, US Department of Education (February 2014). Does the vendor say that if the company is sold, the service to the school or district is terminated? The Ethics of Student Confidentiality & Student Affairs Creating procedures for compliance with the. How such policies can be put into practice. The beginning of the school year is a critical time to set clear expectations with parents around ethical and equitable practices for student privacy and online learning for the year ahead. Transparent student privacy policies and practices are necessary to effectively protect privacy in the educational context. FPF thanks the following individuals and their respective organizations for contributing their time, insight, and work in providing feedback on the information in this toolkit: Join our mailing list to learn about privacy news and resources. Confidentiality in schools "The way in which the issue of confidentiality is handled within a school will be seen by staff, pupils and parents as an indicator of the respect for and value given to the needs and wishes of each individual." Confidentiality in Schools', Sheila White, Brook What are some steps you can take to protect your own privacy and the privacy of others? When speaking about student privacy, it is important to be specific and tailor your message to your audience. While some think of privacy as secrecy, others interpret it as confidentiality, security, or safety. The Family Educational Rights and Policy Act (FERPA) is a federal law passed in 1974. Today, technologies, like smartphones that people carry in their pockets and the trackers that load invisibly online whenever people open a webpage, can make it feel like privacy no longer exists. Educators should proactively share information about the purpose and mechanisms of student data collection and use in the classroom with students and their families, and take precautions to ensure the tools they use adequately protect student privacy. PDF To tell or not to tell: The fine line between minors' privacy and Thank you to the Data Quality Campaign for allowing us to use this infographic. -Pupils and colleagues may not feel valued or able to keep their self-esteem if their private details are shared with others. National Center for Education Statistics (NCES): Forum Guide to Education Data Privacy, DQC: Student Data Collection, Access and Storage: Separating Fact from Fiction, Virtru: Educate the Educators A Lesson in Training Teachers and Staff toProtect K-12 Student Data, CoSN: Trusted Learning From the Ground Up: Fundamental Data Governance Policies and Procedures, including the list of approved tools that require parental consent, Actionable Intelligence for Social Policy (AISP), FPF: Effectively Communicating Student Data Privacy to Parents and Communities, ExcelinEd: Student Data Privacy Communications Toolkit, New Zealand Government: Online Engagement, Ventura County Office of Education, California, Wisconsin Department of Public Instruction, FAQs: The Protection of Pupil Rights Amendment, Family Educational Rights and Privacy Act (FERPA), Childrens Online Privacy Protection Rule (COPPA), US Department of Education Privacy Technical Assistance Center (PTAC): Protecting Student Privacy While Using Online EducationalServices: Model Terms of Service, Consortium for School Networking (CoSN): Vetting Online Tools, Ventura County Office of Education: TeacherFlowchart: Student Data Privacy Check List, PTAC: FERPA and Virtual Learning During COVID-19, PTAC: FAQs on Photos and Videos under FERPA, CoSN: Video Conferencing Tools in the Age of Remote Learning: Privacy Considerations for New Technologies, Center for Democracy and Technology (CDT): Protecting Students in Virtual Classrooms: Considerations for Educators, International Society for Technology in Education (ISTE): Standards for Students, Common Sense: Digital Citizenship Curriculum, Montgomery County Public Schools Responsible Use of Technology Student Expectations, DQC: Student Data Collection, Access and Storage, Separating Fact from Fiction, Virtru: Educate the EducatorsA Lesson in Training Teachers and Staff to Protect K-12 Student Data, US Department of Education Privacy Technical Assistance Center (PTAC): Data Governance and Stewardship, Consortium for School Networking (CoSN): Trusted Learning From the Ground Up: Fundamental Data Governance Policies and Procedures, Brandon-Evansville Public Schools: Responsible Technology Use Policy for Students, Denver Public Schools: Regulation of Use of Electronic Mail and Internet Systems, Louisiana Department of Education: Parental Consent Form for Universal Social, Emotional and Behavior Screener, https://dataqualitycampaign.org/wp-content/uploads/2017/12/DQC-EducationData101.pdf, https://studentprivacycompass.org/schneiderman1/, https://studentprivacy.ed.gov/sites/default/files/resource_document/file/FERPAandVirtualLearning.pdf#a=, https://nces.ed.gov/pubs2020/NFES2020083.pdf, https://fpf.org/wp-content/uploads/2018/09/FPF-AISP_Nothing-to-Hide.pdf, https://studentprivacy.ed.gov/sites/default/files/resource_document/file/Student%20Privacy%20and%20Online%20Educational%20Services%20%28February%202014%29_0.pdf#a=, https://www.montgomeryschoolsmd.org/uploadedFiles/schools/travilahes/mediacenter/Responsible%20Use%20of%20Technology%20-%20Student%20Expectations.pdf, https://irp-cdn.multiscreensite.com/20c06e5c/files/uploaded/Student-Data-Privacy-Comms-Toolkit%5B11217%5D.pdf, https://computerexplorers.com/Responsible-use-Policy-Template.pdf. To help parents understand the importance of protecting student privacy and encourage their participation in cultivating a culture of privacy, schools and districts may wish to consider sharing a tailored version of the following letter with parents: While educators may have the best intentions, without proper training and support from schools and districts on student privacy, student data may be unwittingly put at risk. in the school district. When responding to such incidents, school and district leaders can use the following questions to guide a conversation about the need to respect and protect privacy and security. 3. Ensuring student safety and privacy is the right thing to do and part of our obligation as educators/school staff. What are my responsibilities in protecting student data? PDF Understanding the Confidentiality Requirements Applicable to IDEA - ed Teachers should also prioritize student security when handling login information or passwords. In addition, we provide technical assistance to help schools and school districts safeguard information about students. If you have any questions about how data can or should be best used and protected, let us know and were happy to help. The example below was adapted from Montgomery County Public Schools Responsible Use of Technology Student Expectations. Data about individual students that have enough information removed so that a student cannot be identified (e.g., data that has been subjected to statistical techniques to limit disclosure). Data gathered by LearnPlatform indicated that 1,327 ed-tech tools were accessed on average each month after the coronavirus-related closures. 1. Each year, schools and districts should provide notice to parents and guardians regarding student use of various edtech tools and platforms. Does the vendor create a profile of students, other than for the educational purposes specified? You can also follow us on Twitter (@SPrivacyCompass) for real-time updates on our work and reach out to us with questionsat this link: https://studentprivacycompass.org/contact-us/. To learn more about digital citizenship and cybersecurity for students, refer to the resources below: Students may engage in behaviors that place their own privacy or the privacy of others at risk. issues of student confidentiality, parent's right to knowledge about their child, dual relationships with faculty, and deciding whether to act on knowledge of dangerous student behavior to be the most common and challenging ethical dilemmas. Why should you care about privacy and security? 2. International Association of Privacy Professionals (IAPP): What is Privacy? At a minimum, schools and districts should include information about privacy in student rights and responsibilities handbooks or paperwork that may be sent home at the beginning of the year as a way to begin conversations about privacy among educators, parents, and students. The US Department of Education recommends that schools and districts should be clear with both teachers and administrators about how proposed online educational services can be approved, and who has the authority to enter into agreements with providers; this includes free services. Data help school and district leaders make informed decisions on how to allocate resources and best serve each student. However, communications with students should also be designed in a manner that is suitable for each age group. We hope you will use this toolkit to better understand the value of student data, inform privacy practices in an educational setting, raise awareness of the risks and challenges that come with increased data collection, take steps to help safeguard student information, and create a culture of privacy in your schools and districts. Further, messaging to educators should look different from messaging to students. With the adoption of new methods for tracking attendance and engagement, students should be informed of the schools or districts policies and be provided an opportunity to ask questions and request alternative strategies. PDF Private Schools Test Administration Information 2022-2023 In an online setting, it is justifiable that teachers and schools are turning to new tools and types of measurements, but this also means schools and teachers must set baseline expectations for parents and students. Some schools and districts plan to rely on learning analytics, such as tracking the minutes spent logged into a particular website, to assess engagement and participation. A Service of the Student Privacy Policy Offices Privacy Technical Assistance Center. The Family Educational Rights and Privacy Act or FERPA provides certain rights for parents regarding their childrens education records. How is the school/district protecting my child's data? Some of your personal information like your name, age, and grades are needed by the school or district for basic administrative purposes and to help you on your educational journey. Consent & Confidentiality. A diverse coalition of national education organizations created the Student Data Principles: 10 Foundational Principles for Using and Safeguarding Students Personal Information, which outlines ethical standards by which student data should or should not be used. Thats a nearly 90 percent increase over the previous monthly average for the 2018-2019 academic year, when just 703, were accessed. As part of a robust data governance program, schools and districts should have a process in place to vet edtech tools, regularly inventory all of the tools used within their school/district, and practice transparency by making a list of pre-vetted tools and tools currently in use available to educators, parents, and students. To kickstart a proactive, positive conversation with parents about the collection and use of their students personal information, school and district leaders may find the following elevator speech useful: Our school/district cares deeply about our students and seeks to help them succeed in school and in life.