DATA GOVERNANCE AND
FERPA
Data Governance
Data Procedures and Professional Development MOUs, MOAs, and Contracts
FERPA Q&A
FOUR THINGS YOU CAN DO RIGHT
NOW
Communicatethe Value of Data
Improve Privacy, Security, and Communications
Polices and Practices
Establish Data Governance
COMMUNICATION IS KEY
Start with the Value of Data
Used for meaningful change for instruction Communicate to Parents and the Public Transparent
Information on your website
Greater awareness around data access and use are driving conversations about purpose and privacy.
POLICIES & PROCEDURES
School Board Policy for Data Governance and Use Physical Security
Controls and Possible Sanctions (Employee Policies and Permissions, Student AUP, etc.)
Data Quality Controls and Professional Development
Data Exchange and Reporting (Contracts, MOUs, MOAs, Non-Disclosure Agreements, etc. should include FERPA, Data Destruction, and Data Physical Security
INOW WINTER RELEASE - 2015
Example:
Pop-up window that has to be acknowledged by a user logging into the INow system.
By logging into INOW, I agree to abide by all local, state, and federal rules, policies and laws regarding data privacy/governance. This includes, but is not limited to the Family Educational Rights and Privacy Act (FERPA). I understand that I may not access INOW using any other person’s login credentials or give my login in credentials to any other person. Further, I will protect the data contained in INOW by never leaving my device unattended and by not allowing unauthorized persons to view confidential information while I am logged into INOW. Further, I will ensure that any confidential information that I export from INOW is always stored and transmitted in a secure manner. I understand that if I
ESTABLISH DATA GOVERNANCE
What is Data Governance?
An organizational approach to data and information management that is formalized as a set of policies and procedures that encompass the full life cycle of data, from
acquisition to use to disposal.
CREATE A DATA GOVERNANCE COMMITTEE
Superintendent Data Manager Legal Counsel School Leaders Chief Financial Officer Data System Administrator Data Owners
Data Stewards
Technology Coordinator
BUILD CAPACITY AND A CULTURE OF
RESPONSIBILITY
Appoint a Data Manager
Communicate and Train on Policy and Procedures
Everyone has a job to do – Support Data Use and Protect Privacy
PROCEDURES AND PROFESSIONAL
DEVELOPMENT
PD on Data Governance and Policies/Procedures PD on Data Quality
Changes in Data Collection (Procedures) Plan for Implementation
Professional Development (Hands-on, Manuals, Short Videos, Memorandum)
KNOW YOUR LAWS
The Family Education Rights and Privacy Act (FERPA)
Children’s Online Privacy Protection Act (COPPA) Children’s Internet Protection Act (CIPA)
Health Insurance Portability and Accountability Act (HIPAA)
Payment Card Industry Data Security Standard (PCI DSS)
REAL WORLD EXAMPLE
Change in collection of Race/Ethnicity Overview to Superintendents October 2014 Official memorandum to Superintendents January 2015 Emails to Technology Coordinators and Data Managers Included in as many conference presentations to various
groups as possible
LEA FOCUS - CALIFORNIA ENACTS
STUDENT DATA PROTECTION LAW
Prohibition of data use at LEA level by third parties vendors, not collection and governance.
Contracts, MOUs, and MOAs
Prohibits online education service operators from selling student data, using student data to target advertising or from “amassing a profile” on students for non-educational purposes.
CONTRACTS, MEMORANDUM OF
UNDERSTANDING, AND MEMORANDUM OF
AGREEMENTS
Should;
Review all local Contracts, MOAs and MOUs Are there verbal agreements in place that should
be formalized?
Ensure your legal counsel signs off on all agreements
FERPA, COPPA, CIPPA, etc… language
CONTRACTS, MEMORANDUM OF
UNDERSTANDING, AND MEMORANDUM OF
AGREEMENTS (CONT)
Should include; A begin date Duration
Termination language Is data being exchanged? Data destruction
Where can Superintendents, Data Managers, and
Technology Coordinators get all of this information
and more?
https://connect.alsde.edu/sites/datagov101
Login Information:
Username and password that you use for Education Directory login Sample polices, procedures, contracts, MOUs, and other resources
FERPA
OVERVIEW
HOW DO I CODE IN INOW WHEN A STUDENT HAS TWO DIFFERENT RACES MARKED? INOW WILL NOT LET ME MARK MORE THAN ONE RACE FIELD.
A. Choose the first race they marked.
B. Choose the option “Two or more races”.
THE TOP 10 IT ISSUES IN HIGHER ED FOR 2015
WWW.CENTERDIGITALED.COM/NEWS/THE-TOP-10-IT-ISSUES-IN-HIGHER-ED-FOR-2015.HTM1. Hiring and retaining qualified staff, and updating the knowledge and skills of existing technology staff.
2. Optimizing the use of technology in teaching and learning in collaboration with academic leadership, including understanding the appropriate level of technology to use.
3. Developing IT funding models that sustain core services, support innovation and facilitate growth.
4. Improving student outcomes through an institutional approach that strategically leverages technology.
5. Demonstrating the business value of IT and how IT can help the institution achieve its goals.
THE TOP 10 IT ISSUES IN HIGHER ED FOR 2015
WWW.CENTERDIGITALED.COM/NEWS/THE-TOP-10-IT-ISSUES-IN-HIGHER-ED-FOR-2015.HTML
6. Increasing the IT organization's capacity for managing change, despite differing community needs, priorities and abilities.
7. Providing user support in the new normal -- an environment rich with mobile, online education, cloud and BYOD.
8. Developing security policies for mobile, cloud and digital resources that work for most of the institutional community.
9. Developing an enterprise IT architecture that can respond to changing
conditions and new opportunities.
10. Balancing agility, openness and security.
CONTACT INFORMATION
Scott Crews
Coordinator, Networking and Operations
334-242-4645 screws@alsde.edu
Juliana Dean Associate General Counsel 334-242-1899
jdean@alsde.edu
Melinda Maddox, Ed.D. Assistant State Superintendent of Education Research, Information, and Data Services 334.242.9716
334.467.7521 (cell) mmaddox@alsde.edu