Privacy Impact Assessment (PIA) for the 

Impact Study of Feedback for Teachers Based on Classroom Videos 

May 3, 2017 

This PIA was approved on Oct 3, 2017 and reviewed on Sep 27, 2017 by the system owner 

certifying the information contained here is current and up to date. 

Contact Point 

Contact Person/Title: Elizabeth Warner 

Contact Email: Elizabeth.warner@ed.gov 

System Owner 

Program Office: Institute of Education Sciences (IES) 

Name/Title: Mathematica Policy Research 

Reviewing Official 

Kathleen Styles 

Chief Privacy Officer 

U.S. Department of Education 

Please submit completed Privacy Impact Assessments to the Privacy Safeguards Division at 

privacysafeguards@ed.gov. 
Please complete this Privacy Impact Assessment (PIA) on how personally identifiable information (PII) is 

collected, stored, protected, shared, and managed electronically by your system. You may wish to consult 

with your ISSO in completing this document. If a question does not apply to your system, please answer 

with N/A. 

All text responses are limited to 2,000 characters. If you require more space, please contact the 

Privacy Safeguards Team. 

1. Introduction 

1.1 N/A Describe the system including the system name, system acronym, and a brief description of 

the major functions. 

The system, “Impact Study of Feedback for Teachers based on Classroom Videos,” is an application 

hosted in the IES Data Center. The system will be used to conduct a rigorous study of the effectiveness of 

support to teachers based on their teaching practices within their classroom. The system will include 

personally identifying information of teachers who voluntarily participate in the evaluation and will 

include the following information about the teachers: background characteristics, teaching experience, 

teacher preparation experiences, knowledge of teaching practice, and experience with professional 

development and feedback to support their teaching practice. The system will also include personally 

identifying information of the students in the participating teacher classrooms, including demographic 

information such as race, ethnicity, gender, age, eligibility for free- or reduced-price lunch, English 

language learner status, and test scores on standardized English/Language Arts and mathematics 

achievement tests. Teacher survey responses will be collected electronically in order to improve the 

efficiency of the data collection effort and for the convenience of teachers. 

1.2 N/A Describe the purpose for which the personally identifiable information (PII)1

 is collected, 

used, maintained or shared. 

Data will be used to describe the support provided to the teachers participating in the study and the impact 

of providing the study’s provided coaching on teachers’ classroom practice and the achievement of their 

students. Teacher survey responses will be collected electronically in order to improve the efficiency of 

the data collection effort and for the convenience of teachers. Data from district records will also be 

collected through a secure electronic transfer. Ultimately the findings from this evaluation will be used to 

inform improvements to teacher preparation and professional development. The findings from the study 

will be presented in a written report and will be shared with the Congress and relevant Department of 

Education offices. The data from the evaluation with personally identifiable information will not be shared, 

either internally or externally. 

Data analyses will be conducted using data that have been stripped of all individual identifiers (e.g., 

names), other than encrypted identifiers. Data and results that are reported or released will contain no 

individually identifying information. Any disclosures will be made only to the extent that they are 

compatible with the statutory and program purposes for which the records were collected or are otherwise 

authorized by the Privacy Act. 

The term “personally identifiable information” refers to information which can be used to distinguish or trace an individual's identity, such as 

their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is 

linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. 

https://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2007/m07-16.pdf 

Page 2 of 14 

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1.3 

1.4 

1.5 

2.1 

N/A Is this a new system, or one that is currently in operation? 

New System 

N/A Is this PIA new, or is it updating a previous version? If this is an update, please include the 

publication date of the original. 

New PIA Original Publication Date: 

N/A Is the system operated by the agency or by a contractor? 

Contractor 

2. Legal Authorities and Other Requirements 

If you are unsure of your legal authority, please contact your program attorney. 

N/A What specific legal authorities and/or agreements permit and regulate the collection and use of 

data by the system? 

The study is authorized under sections 171(b) and 173 of the Education Sciences Reform Act of 2002 

(ESRA)(20 U.S.C. 9561(b) and 9563) and section 8601 of the Elementary and Secondary Education Act 

of 1965, as amended by the Every Student Succeeds Act (ESSA). 

The term “personally identifiable information” refers to information which can be used to distinguish or trace an individual's identity, such as 

their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is 

linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. 

https://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2007/m07-16.pdf 

Page 3 of 14 

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2.2 

3.1 

SORN
 

N/A Is the information in this system retrieved by an individual's name or personal identifier such 

as a Social Security Number or other identification? Please answer YES or NO. 

Yes 

N/A If the above answer is YES this system will need to be covered by a Privacy 

Act System of Records Notice(s) (SORN(s)).2 Please provide the SORN name 

and number, or indicate that a SORN is in progress. 

A system of records notice, “Impact Study of Feedback for Teachers based on Classroom Videos,” 

18-13-40, is currently under review in preparation for publication. 

2.2.1 

Records Management 

If you do not know your records schedule, please consult with your records liaison or send an email to 

RMHelp@ed.gov. 

N/A Does a records retention schedule, approved by the National Archives and Records 

Administration (NARA), exist for the records contained in this system? If yes, please provide 

the NARA schedule number. 

Records are maintained and disposed of in accordance with the Department’s Records Disposition 

Schedules (ED/RDS, Part 3, Item 2b and Part 3, Item 5a). 

2.3 

N/A Is the PII contained in this system disposed of appropriately, and in accordance with the 

timelines in the records disposition schedule? Please answer YES or NO. 

2.4 

Yes 

3. Characterization and Use of Information 

Collection 

N/A List the specific personal information data elements (e.g., name, email, address, phone 

number, date of birth, Social Security Number, etc.) that the system collects, uses, 

disseminates, or maintains. 

The system will collect PII about the students in the participating classrooms, including demographic 

information such as race, ethnicity, gender, age, eligibility for free- or reduced-price lunch, English 

language learner status, and test scores on standardized English/Language Arts and mathematics 

achievement tests. It will also collect PII about the teachers participating in the evaluation, including 

demographic information, such as race, ethnicity, gender; certifications, degrees, years of teaching 

experience, teacher preparation experiences, knowledge of teaching practice, and experience with 

professional development and feedback to support their teaching practice. Finally, the PII will include 

contact information such as name, home address, and home phone number to facilitate follow-up date 

collection. 

A System of Records Notice (SORN) is a formal notice to the public that identifies the purpose for which PII is collected, from whom and what type of PII is 

https://connected.ed.gov/om/Documents/ 

collected, how the PII is shared externally (routine uses), and how to access and correct any PII maintained by ED. 

SORN-Process.pdf 

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3.2 

3.3 

N/A Does the system collect only the minimum amount required to achieve the purpose stated in 

Question 1.2? Please answer YES or NO. 

Yes 

N/A What are the sources of information collected (e.g., individual, school, another agency, 

commercial sources, etc.)? 

The study includes data from individuals (teachers) who teachers who voluntarily participate in the 

evaluation. The system will also include personally identifying information of the students in the 

participating teacher classrooms, including demographic information such as race, ethnicity, gender, age, 

eligibility for free- or reduced-price lunch, English language learner status, and test scores on standardized 

English/Language Arts and mathematics achievement tests, collected from their district’s administrative 

records. The districts have volunteered to participate in the evaluation. 

A System of Records Notice (SORN) is a formal notice to the public that identifies the purpose for which PII is collected, from whom and what type of PII is 

https://connected.ed.gov/om/Documents/ 

collected, how the PII is shared externally (routine uses), and how to access and correct any PII maintained by ED. 

SORN-Process.pdf 

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3.8 

3.4 N/A How is the information collected from stated sources (paper form, web page, database, etc.)? 

Teacher survey responses will be collected electronically in order to improve the efficiency of the data 

collection effort and for the convenience of teachers. 

3.5 N/A How is this information validated or confirmed?3 

All data undergo consistency and quality control checks. 

Use 

N/A Describe how and why the system uses the information to achieve the purpose stated in 

Question 1.2 above. 

The information collected will be used to describe the support provided to the teachers participating in the 

study and the impact of providing the study’s provided coaching on teachers’ classroom practice and the 

achievement of their students. The study will address the following research questions: What is the impact 

on teaching practices and student achievement of providing novice teachers with feedback on their 

teaching using multiple videos of their classroom practices? What is the impact on teaching practices and 

student achievement of providing early career teachers (those in their second, third, or fourth year of 

teaching) with feedback on their teaching using multiple videos of their classroom practices? Secondary 

research questions for the study are: Is intensive feedback more effective for certain types of teachers or 

students? Which teaching practices should feedback interventions focus on? 

3.6 

N/A Is the project using information for testing a system or for training/research purposes? Please 

answer YES or NO. 

3.7 

No 

N/A If the above answer is YES, what controls are in place to minimize the risk and 

protect the data? 

Enter text here. 

3.7.1 

N/A Does the system use "live" PII for the development or testing of another system? Please 

answer YES or NO. 

No 

3.8.1 N/A If the above answer is YES, please explain.

Enter text here. 

Examples include form filling, account verification, etc. 

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3.9 

Social Security Numbers 

It is the Department's Policy that, in order to collect Social Security Numbers, the System Owner must state 

the collection is: 1) authorized by law, 2) necessary for an agency purpose, and 3) there is no reasonable 

alternative. 

N/A Does the system collect Social Security Numbers? Please answer YES or NO. 

No 

Examples include form filling, account verification, etc. 

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N/A If the above answer is YES, explain the purpose for its collection, and how the 

SSN will be used. *Please note if the system collects SSNs, the PIA will 

require a signature by the Assistant Secretary or equivalent.* 

3.9.1 

Enter text here. 

N/A Specify any alternatives considered in the collection of SSN and why the alternatives were 

not selected. 

3.10 

Enter text here. 

4. Notice 

4.1 N/A How does the system provide individuals notice about the collection of PII prior to the

collection of information (i.e. written Privacy Act notice, link to a privacy policy, etc.)? If 

notice is not provided, explain why not. 

The teacher surveys will contain the following language: According to the Paperwork Reduction Act of 

1995, no persons are required to respond to a collection of information unless such collection displays a 

valid OMB control number. The time required to complete this information collection is estimated to 

average 30 minutes. Your answers will be completely confidential; no information that identifies you, your 

school, or your students will be reported. Your responses are protected from disclosure per the policies and 

procedures required by the Education Sciences Reform Act of 2002, Title I, Part E, Section 183. 

Mathematica Policy Research will present the information collected as part of this study in an aggregate 

form, and will not associate responses to any of the individuals who participate. We will not provide 

information that identifies you, your school or district to anyone outside the study team, except as required 

by law. Your responses will be used only for statistical purposes. The reports prepared for this study will 

summarize findings across the sample and will not associate responses with a specific district, school or 

individual. Any willful disclosure of such information for nonstatistical purposes, without the informed 

consent of the respondent, is a class E felony. 

4.2 N/A Provide the text of the notice, or the link to the webpage where the notice is posted.

The notice is currently undergoing internal ED review. 

N/A What opportunities are available for individuals to consent to uses, decline to provide 

information, or opt out of the project? 

4.3 

Participation in the study is voluntary at the district and teacher level. 

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5.1 

5. Information Sharing 

Internal 

N/A Will information be shared internally with other ED organizations? Please answer YES or 

NO. If the answer is NO, please skip to Question 5.4. 

Yes 

5.2 N/A	 What information will be shared and with whom? 

Findings from the study will be provided in a written report in aggregated form and available publicly. All 

from the “Impact Study of Feedback for Teachers based on Classroom Videos” evaluation that are reported 

or released will contain no individually identifying information. 

5.3	 N/A What is the purpose for sharing the specified information with the specified internal 

organizations? Does this purpose align with the stated purpose in Question 1.2 above? 

Findings from the study will be provided in a written report in aggregated form and available publicly. 

The data from the evaluation with personally identifiable information will not be shared, either internally 

or externally. Data will be used to describe the support provided to the teachers participating in the study 

and the impact of providing the study’s provided coaching on teachers’ classroom practice and the 

achievement of their students. Ultimately the findings from this evaluation will be used to inform 

improvements to teacher preparation and professional development. This purpose aligns with the stated 

purpose of question 1.2 above. 

External 

5.4	 N/A Will the information contained in the system be shared with external entities (e.g. another 

agency, school district, etc.)? Please answer YES or NO. If the answer is NO, please skip to 

Question 5.8. 

Yes 

5.5	 N/A What information will be shared and with whom? Note: If you are sharing Social Security 

Numbers, externally, please specify to whom and for what purpose. 

Findings from the study will be provided in a written report in aggregated form and available publicly, 

including Congress and relevant Department of Education offices. 

As required by the Education Sciences Reform Act of 2002 (ESRA) (20 U.S.C. 9561(b) and 9563), a 

restricted use data file with study created identifiers will be available to researchers who are approved 

license holders and are in compliance with NCES data security procedures. 

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5.6 

5.9 

N/A What is the purpose for sharing the specified information with the specified internal 

organizations? Does this purpose align with the stated purpose in Question 1.2 above? 

Data will be used to describe the support provided to the teachers participating in the study and the impact 

of providing the study’s provided coaching on teachers’ classroom practice and the achievement of their 

students. Ultimately the findings from this evaluation will be used to inform improvements to teacher 

preparation and professional development. This purpose aligns with the stated purpose of question 1.2 

above. 

As required by the Education Sciences Reform Act of 2002 (ESRA) (20 U.S.C. 9561(b) and 9563), a 

restricted use data file with study created identifiers will be available to researchers who are approved 

license holders and are in compliance with NCES data security procedures. 

5.7 N/A How is the information shared and used by the external entity?

Findings from the study will be provided in a written report in aggregated form and available publicly on 

the IES website. Data will be used to describe the support provided to the teachers participating in the 

study and the impact of providing the study’s provided coaching on teachers’ classroom practice and the 

achievement of their students. Ultimately the findings from this evaluation will be used to inform 

improvements to teacher preparation and professional development. 

As required by the Education Sciences Reform Act of 2002 (ESRA) (20 U.S.C. 9561(b) and 9563), a 

restricted use data file with study created identifiers will be available to researchers who are approved 

license holders and are in compliance with NCES data security procedures. Access to these data are for 

replication of the IES report and for further research purposes. 

N/A Is the sharing pursuant to a Computer Matching Agreement (CMA), Memorandum of 

Understanding (MOU) or other type of approved sharing agreement with another agency? 

Please answer YES or NO. 

5.8 

No 

N/A Does the project place limitation on re-disclousre? Please answer YES or NO. 

Yes 

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6. Redress4 

6.1 N/A What are the procedures that allow individuals to access their own information?

A system of records notice will be published and procedures according to the SORN will be followed. The 

notice is currently undergoing review. 

N/A What procedures are in place to allow the subject individual to correct inaccurate or erroneous 

information? 

6.2 

A system of records notice will be published and procedures according to the SORN will be followed. The 

notice is currently undergoing review. 

6.3 N/A How does the project notify individuals about the procedures for correcting their information?

A system of records notice will be published and procedures according to the SORN will be followed. The 

notice is currently undergoing review. 

7. Safeguards 

If you are unsure which safeguards will apply, please consult with your ISSO. 

N/A Does the principal office work with their CSO/ISSO to build privacy & security into the 

system and build privacy extensions to the extent feasible? Please answer YES or NO. 

7.1 

Yes 

N/A What procedures or access controls are in place to determine which users may access the 

information and how does the project determine who has access? 

7.2 

All physical access to the IES Data Center, where this system of records is maintained, is controlled and 

monitored by security personnel. The IES Data Center offers a high degree of resistance to tampering and 

circumvention. The contractor limits data access to the IES Data Center to contract staff on a need-toknow basis, and controls individual users’ ability to access and alter records within the system and other 

procedures to ensure confidentiality of data. By hosting this system in the IES Data Center the contractor 

is in compliance with the IT security requirements of the Department. Access to individually identifying 

data will be strictly controlled. The contractor’s employees who “maintain” (collect, maintain, use, or 

disseminate) data in this system shall comply with the requirements of the confidentiality standards in 

section 183 of the ESRA (20 U.S.C. 9573). 

N/A What administrative, technical, and physical safeguards are in place to protect the 

information? 

7.3 

If the system has a System of Records Notice (SORN), please provide a link to the SORN in Question 6.1 and proceed to Section 7 - Safeguards. 

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7.4 

7.5 

All physical access to the IES Data Center, where this system of records is maintained, is controlled and 

monitored by security personnel. The IES Data Center offers a high degree of resistance to tampering and 

circumvention. The contractor limits data access to the IES Data Center to contract staff on a need-toknow basis, and controls individual users’ ability to access and alter records within the system and other 

procedures to ensure confidentiality of data. By hosting this system in the IES Data Center the contractor 

is in compliance with the IT security requirements of the Department. Access to individually identifying 

data will be strictly controlled. The contractor’s employees who “maintain” (collect, maintain, use, or 

disseminate) data in this system shall comply with the requirements of the confidentiality standards in 

section 183 of the ESRA (20 U.S.C. 9573). 

N/A Is an Authority to Operate (ATO) required? Please answer YES or NO. 

Yes 

N/A Is the system able to provide account of any disclosures made? Please answer YES or NO. 

Yes 

If the system has a System of Records Notice (SORN), please provide a link to the SORN in Question 6.1 and proceed to Section 7 - Safeguards. 

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7.6 

7.7 

N/A Is the information in the system appropriately secured in accordance with the IT security 

requirements and procedures as required by federal law and policy? Please answer YES or 

NO. 

Yes 

N/A Has a risk assessment been conducted where appropriate security controls to protect against 

that risk been identified and implemented? Please answer YES or NO. 

Yes 

N/A Please describe any monitoring, testing or evaluation conducted on a regular basis to ensure 

the controls continue to work properly at safeguarding the information. 

7.8 

All data undergo consistency and quality control checks. 

8. Auditing and Accountability 

N/A How does the system owner ensure that the information is used in accordance with stated 

practices in this PIA? 

8.1 

All physical access to the IES Data Center, where this system of records is maintained, is controlled and 

monitored by security personnel. The IES Data Center offers a high degree of resistance to tampering and 

circumvention. The contractor limits data access to the IES Data Center to contract staff on a need-toknow basis, and controls individual users’ ability to access and alter records within the system and other 

procedures to ensure confidentiality of data. By hosting this system in the IES Data Center the contractor 

is in compliance with the IT security requirements of the Department. Access to individually identifying 

data will be strictly controlled. The contractor’s employees who “maintain” (collect, maintain, use, or 

disseminate) data in this system shall comply with the requirements of the confidentiality standards in 

section 183 of the ESRA (20 U.S.C. 9573). 

8.2 N/A What are the privacy risks associated with this system and how are those risks mitigated?

All physical access to the IES Data Center, where this system of records is maintained, is controlled and 

monitored by security personnel. The IES Data Center offers a high degree of resistance to tampering and 

circumvention. The contractor limits data access to the IES Data Center to contract staff on a need-toknow basis, and controls individual users’ ability to access and alter records within the system and other 

procedures to ensure confidentiality of data. By hosting this system in the IES Data Center the contractor 

is in compliance with the IT security requirements of the Department. Access to individually identifying 

data will be strictly controlled. The contractor’s employees who “maintain” (collect, maintain, use, or 

disseminate) data in this system shall comply with the requirements of the confidentiality standards in 

section 183 of the ESRA (20 U.S.C. 9573). 

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