Source: https://www.piutek12.org/board-of-education/pcsd-policies/37-7000-technology-security-buildings/359-board-of-education.html
Timestamp: 2017-10-18 16:22:45
Document Index: 489016594

Matched Legal Cases: ['§53', 'art;\n2', 'art 99', '§53', '§ 1232', '§53', '§53']

7010 Data Governance Plan - Piute County School District
7010 Data Governance Plan
Data governance is 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. The Piute County School District takes seriously its moral and legal responsibility to protect student privacy and ensure data security. Utah’s Student Data Protection Act (SDPA), U.C.A §53A-1-1401 requires that Piute County School District adopt a Data Governance Plan.
This policy is applicable to all employees, temporary employees, and contractors of the Agency. The policy must be used to assess agreements made to disclose data to third-parties. This policy must also be used to assess the risk of conducting business. In accordance with Agency policy and procedures, this policy will be reviewed and adjusted on an annual basis or more frequently, as needed. This policy is designed to ensure only authorized disclosure of confidential information. The following 8 subsections provide data governance policies and processes for Piute County School District:
Furthermore, this Piute County School District Data Governance Plan works in conjunction with the Agency Information Security Policy, which:
Designates Piute County School District as the steward for all confidential information maintained within Piute County School District.
Requires Data Stewards to maintain a record of all confidential information that they are responsible for.
Provides the authority to design, implement, and maintain privacy procedures meeting Piute County School District standards concerning the privacy of data in motion, at rest and processed by related information systems.
Ensures that all Piute County School District board members, employees, contractors, and volunteers comply with the policy and undergo annual privacy training.
Provides policies and process for
3 Data Advisory Groups
Piute County School District has a three-tiered data governance structure to ensure that data is protected at all levels of Utah’s educational system.
3.2 Group Membership
Membership in the groups require board approval. Group membership is for two years. If individual members exit the group prior to fulfilling their two-year appointment, the board may authorize Piute County School District’s Chief Officer to appoint a replacement member.
3.3 Indivivual and Group Responsibilities
The following outlines individual Piute County School District staff and advisory group responsibilities.
LEA STUDENT DATA MANAGER RESPONSIBILITIES
1. Authorize and manage the sharing, outside of the education entity, of personally identifilable student data from a cumulative record for the education entity.
2. Act as the primary local point of contact for the state student data officer.
3. A student data manager may share personally identifiable student data that are:
a.of a student with the student and the student's parent
b. required by state or federal law
c. in an aggregate form with appropriate data redaction techniques applied
d. for a school official
e. for an authorized caseworker or other representative of the Department of Human Services or the Juvenile Court.
f. in response to a subpoena issued by a court.
g. directory information
h. submitted data requests from external researchers or evaluators,
4. A student data manager may not share personally identifiable student data for the purpose of external research or evaluation.
5. Create and maintain a list of all LEA staff that have access to personally identifiabe student data.
6. Ensure annual LEA leveltraining on data privacy to all staff members, including volunteers. Document all staff names, roles, and training dates, times, locations, and agendas.
1. Act as the primary point of contact for state student data seurity aministration in assisting the board to adminster this part;
2. Ensures compliance with security systems laws throughout the public ediucation system, including:
a. providing training and support to applicable Piute County School District employees; and
b. producing resource material, model plans, and nodel forms for LEA systems security;
3. Investigates complaints of alleged violations of systems breaches;
4. Provides an anual report to the board on Piute County School District's systems seurity needs.
4 Employee Non-Disclosure Assurance
All Piute County School District board members, employees, contractors and volunteers must sign and obey the Piute County School District Employee Non-Disclosure Agreement (See Appendix A), which describes the permissible uses of state technology and information
Non-compliance with the agreements shall result in consequences up to and including removal of access to Piute County School District network; if this access is required for employment, employees and contractors may be subject to dismissal.
All student data utilized by Piute County School District is protected as defined by the Family Educational Rights and Privacy Act (FERPA) and Utah statute. This policy outlines the way Piute County School District staff is to utilize data and protect personally identifiable and confidential information. A signed agreement form is required from all Piute County School District staff to verify agreement to adhere to/abide by these practices and will be maintained in Piute County School District Human Resources. All Piute County School District employees (including contract or temporary) will:
Complete a Security and Privacy Training for Researchers and Evaluators, if your position is a research analyst or if requested by the Chief Privacy Officer.
Consult with Piute County School District internal data owners when creating or disseminating reports containing data.
Store sensitive data on appropriate-secured location. Unsecured access and flash drives, DVD, CD-ROM or other removable media, or personally owned computers or devices are not deemed appropriate for storage of sensitive, confidential or student data.
Keep printed reports with personally identifiable information in a locked location while unattended, and use the secure document destruction service provided at Piute County School District when disposing of such records.
Redact any personally identifiable information when sharing sample reports with general audiences, in accordance with guidance provided by the student data manager, found in Appendix B (Protecting PII in Public Reporting).
NOT use email to send screenshots, text, or attachments that contain personally identifiable or other sensitive information. If users receive an email containing such information, they will delete the screenshots/text when forwarding or replying to these messages. If there is any doubt about the sensitivity of the data the Student Data Privacy Manager should be consulted..
Use secure methods when sharing or transmitting sensitive data. The approved method is Piute County School District ’s Secure File Transfer Protocol (SFTP) website. Also, sharing within secured server folders is appropriate for Piute County School District internal file transfer.
4.4 Data Security and Privavy Training
Piute County School District will provide a range of training opportunities for all Piute County School District staff, including volunteers, contractors and temporary employees with access to student educational data or confidential educator records in order to minimize the risk of human error and misuse of information.
All Piute County School District board members, employees, and contracted partners.
4.4.3 Compliance
New employees that do not comply may not be able to use Piute County School District networks or technology.
Within the first week of employment, all Piute County School District board members, employees, and contracted partners must sign and follow the Piute County School District Employee Acceptable Use Policy, which describes the permissible uses of state technology and information.
New employees that do not comply may not be able to use Piute County School District networks or technology. Within the first week of employment, all Piute County School District board members, employees, and contracted partners also must sign and obey the Piute County School District Employee Non-Disclosure Agreement, which describes appropriate uses and the safeguarding of student and educator data.
All current Piute County School District board members, employees, and contracted partners are required to participate in an annual Security and Privacy Fundamentals Training Curriculum within 60 days of the adoption of this rule.
Piute County School District requires a targeted Security and Privacy Training for Data Stewards and IT staff for other specific groups within the agency that collect, store, or disclose data. The Chief Privacy Officer will identify these groups. Data and Statistics Coordinator will determine the annual training topics for these targeted groups based on Piute County School District training needs.
Participation in the training as well as a signed copy of the Employee Non-Disclosure Agreement will be annually monitored by supervisors. Supervisors and the board secretary will annually report all Piute County School District board members, employees, and contracted partners who do not have these requirements completed to the IT Security Manager.
5 Data Discloure
Providing data to persons and entities outside of the Piute County School District increases transparency, promotes education in Utah, and increases knowledge about Utah public education. This policy establishes the protocols and procedures for sharing data maintained by {INSERT LEA NAME HERE}. It is intended to be consistent with the disclosure provisions of the federal Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g, 34 CFR Part 99 and Utah’s Student Data Protection Act (SDPA), U.C.A §53A-1-1401.
5.2 Policy For Disclouse of Personally Identifiable Information (PII)
5.2.1 Student or Student's Parent/Guardian Access
Parents are advised that the records maintained by Piute County School District are provided to Piute County School District by the school district in which their student is/was enrolled, and access to their student’s record can be obtained from the student’s school district. In accordance with FERPA regulations 20 U.S.C. § 1232g (a)(1) (A) (B) (C) and (D), LEAs will provide parents with access to their child’s education records, or an eligible student access to his or her own education records (excluding information on other students, the financial records of parents, and confidential letters of recommendation if the student has waived the right to access), within 45 days of receiving an official request. LEAs and Piute County School District is not required to provide data that it does not maintain, nor is Piute County School District required to create education records in response to an eligible student's request.
All third-party vendors contracting with Piute County School District must be compliant with Utah’s Student Data Protection Act (SDPA), U.C.A §53A-1-1401. Vendors determined not to be compliant may not be allowed to enter into future contracts with Piute County School District without third-party verification that they are compliant with federal and state law, and board rule.
5.2.3 Internal Partmer Requests
Internal partners to Piute County School District include LEA and school officials that are determined to have a legitimate educational interest in the information. All requests shall be documented in {INSERT LEA NAME HERE}’s data request ticketing system
Piute County School District may not disclose personally identifiable information of students to external persons or organizations to conduct research or evaluation that is not directly related to a state or federal program reporting requirement, audit, or evaluation. The requesting governmental agency must provide evidence the federal or state requirements to share data in order to satisfy FERPA disclosure exceptions to data without consent in the case of a federal or state
5.3 Policy for External Disclosure of Non-Personally Identigiable Information (PII)
Piute County School District has determined four levels of data requests with corresponding policies and procedures for appropriately protecting data based on risk: Low, Medium, and High. The Coordinator of Data and Statistics will make final determinations on classification of student data requests risk level.
5.3.2.1 Low-Risk Data Request Process
Graduation rate by year for the state
Percent of third-graders scoring proficient on the SAGE ELA assessment
Process: Requester creates a ticket, Data Request forwarded to appropriate Data Steward. Data Steward fulfills request and saves the dataset in a secure folder managed by the Coordinator of Data and Statistics. The Data Steward closes the ticket.
5.3.2.2 High-Risk Data Request Process
Process: Requester creates a ticket, Data Request forwarded to Data and Statistic Coordinator for review. If the request is approved, an MOA is drafted and sent to legal, placed on the board consent calendar, reviewed by the Superintendent, sent to the Purchasing/Contract Manager, sent to Coordinator or Data and Statistics, appropriate Data Steward fulfills request, de-identifies data as appropriate, and sends to another Data Steward for Quality Assurance (ensuring student data protection). If it passes QA, data are sent to requester and saves the dataset in a secure folder managed by the Coordinator of Data and Statistics. The Data Steward closes the ticket. If it does not pass QA, the data are sent back to the Data Steward for modification.
5.4 Data Dislosure to a Requesting External Researcher or Evaluator
Piute County School District may not disclose personally identifiable information of students to external persons or organizations to conduct research or evaluation that is not directly related to a state or federal program audit or evaluation. Data that do not disclose PII may be shared with external researcher or evaluators for projects unrelated to federal or state requirements if:
A Piute County School District Director, Superintendent, or board member sponsors an external researcher or evaluator request.
Researchers and evaluators supply the Piute County School District a copy of any publication or presentation that uses Piute County School District data 10 business days prior to any publication or presentation.
Piute County School District shall follow industry best practices to protect information and data. In the event of a data breach or inadvertent disclosure of personally identifiable information, Piute County School District staff shall follow industry best practices outlined in the Agency IT Security Policy for responding to the breach. Further, Piute County School District shall follow best practices for notifying affected parties, including students, in the case of an adult student, or parents or legal guardians, if the student is not an adult student.
Concerns about security breaches must be reported immediately to the IT security manager who will collaborate with appropriate members of the Piute County School District executive team to determine whether a security breach has occurred. If the Piute County School District data breach response team determines that one or more employees or contracted partners have substantially failed to comply with Piute County School District’s Agency IT Security Policy and relevant privacy policies, they will identify appropriate consequences, which may include termination of employment or a contract and further legal action. Concerns about security breaches that involve the IT Security Manager must be reported immediately to the Superintendent.
Piute County School District will provide and periodically update, in keeping with industry best practices, resources for Utah LEAs in preparing for and responding to a security breach. Piute County School District will make these resources available on its website.
7 Record Retention ad Expungement
Records retention and expungement policies promote efficient management of records, preservation of records of enduring value, quality access to public information, and data privacy.
Piute County School District board member and staff.
The Piute County School District, staff, Utah LEAs and schools shall retain and dispose of student records in accordance with Section 63G-2-604, 53A-1-1407, and shall comply with active retention schedules for student records per Utah Division of Archive and Record Services.
In accordance with 53A-1-1407, the Piute County School District shall expunge student data that is stored upon request of the student if the student is at least 23 years old. The Piute County School District may expunge medical records and behavioral test assessments. Piute County School District will not expunge student records of grades, transcripts, a record of the student’s enrollment or assessment information. Piute County School District staff will collaborate with Utah State Achieves and Records Services in updating data retention schedules.
Piute County School District maintained student-level discipline data will be expunged after three years.
8 Quality Assurance and Transparency Requirements
Data quality is achieved when information is valid for the use to which it is applied, is consistent with other reported data and users of the data have confidence in and rely upon it. Good data quality does not solely exist with the data itself, but is also a function of appropriate data interpretation and use and the perceived quality of the data. Thus, true data quality involves not just those auditing, cleaning and reporting the data, but also data consumers. Data quality at is addressed in five areas:
8.1.1 Data Governance Structure
The Piute County School District data governance policy is structured to encourage the effective and appropriate use of educational data. The Piute County School District data governance structure centers on the idea that data is the responsibility of all Piute County School District sections and that data driven decision making is the goal of all data collection, storage, reporting and analysis. Data driven decision making guides what data is collected, reported and analyzed.
8.1.2 Data Requirements and Definitions
Clear and consistent data requirements and definitions are necessary for good data quality. On the data collection side, the Piute County School District communicates data requirements and definitions to LEAs through the Data Clearinghouse Update Transactions documentation (see http://www.schools.utah.gov/computerservices/Data-Clearinghouse.aspx). The Piute County School District also communicates with LEA IT staff regularly, at monthly Data Warehouse Group meetings and at biannual Data Conferences. Where possible, Piute County School District program specialists are invited to these meetings and the same guidance is given to the appropriate LEA program directors.
On the data reporting side, the production and presentation layers provide standard data definitions and business rules. Data Stewards coordinate data releases through the Data Stewards Group meetings. All data released includes relevant data definitions, business rules, and are date stamped. Further, Data and Statistics produces documentation, trainings and FAQs on key statistics and reports, such as AYP, graduation rate and class size.
8.1.3 Data Collection
For all new data collections, Piute County School District provides to LEAs clear guidelines for data collection and the purpose of the data request. The Piute County School District also notifies LEAs as soon as possible about future data collections. Time must be given to LEAs in order for them to begin gathering the data needed.
8.1.4 Data Auditing
8.1.5 Quality Control Checklist
9 Data Transparency
Annually, Piute County School District will publically post:
Piute County School District data collections
Metadata Dictionary as described in Utah’s Student Data Protection Act (SDPA), U.C.A §53A-1-1401
Appendix A. Piute County School District Employee Non-Disclosure Agreement
As an employee of the Piute County School District, I hereby affirm that: (Initial)
______ _____I have read the Employee Non-Disclosure Assurances attached to this agreement form and read and reviewed Data Governance Plan Piute County School District policies. These assurances address general procedures, data use/sharing, and data security.
______ _____I will abide by the terms of the Piute County School District’s policies and its subordinate process and procedures;
______ _____I grant permission for the manual and electronic collection and retention of security related information, including but not limited to photographic or videotape images, of your attempts to access the facility and/or workstations.
______ I have completed Piute County School District ’s Data Security and Privacy Fundamentals Training.
______ I will complete Piute County School District’s Data Security and Privacy Fundamentals Training within 30 days.
Using Piute County School District Data and Reporting Systems
______ _____I will use a password-protected computer when accessing data and reporting systems, viewing child/staff records, and downloading reports.
______ ______I will not share or exchange individual passwords, for either personal computer(s) or Piute County School District system user accounts, with Piute County School District staff or participating program staff.
______I _____I will log out of and close the browser after each use of Piute County School District data and reporting systems.
______I _____I will only access data in which I have received explicit written permissions from the data owner.
______I _____I will not attempt to identify individuals, except as is required to fulfill job or volunteer duties, or to publicly release confidential data;
___________ I will keep sensitive data on password-protected state-authorized computers.
______ _____I will keep any printed files containing personally identifiable information in a locked location while unattended.
______ _____I will not share child/staff-identifying data during public presentations, webinars, etc. I understand that dummy records should be used for such presentations.
______ _____I will delete files containing sensitive data after working with them from my desktop, or move them to a secured Piute County School District server.
______ ____I will not redisclose or share any confidential data analysis except to other authorized personnel without Piute County School District’s expressed written consent.
______ ____I will not publically publish any data without the approval of the Superintendent.
______ ____I will take steps to avoid disclosure of personally identifiable information in state-level reports, such as aggregating, data suppression, rounding, recoding, blurring, perturbation, etc.
______ ____I will not use email to send screenshots, text, or attachments that contain personally identifiable or other sensitive information. If I receive an email containing such information, I will delete the screenshots/text when forwarding or replying to these messages.
______I ____I will not transmit child/staff-level data externally unless explicitly authorized in writing.
______ ____I understand that when sharing child/staff-identifying data with authorized individuals, the only approved methods are phone calls or Piute County School District’s Secure File Transfer Protocol (SFTP). Also, sharing within secured server folders is appropriate for Piute County School District internal file transfer.
______ I will immediately report any data breaches, suspected data breaches, or any other suspicious activity related to data access to my supervisor and the Piute County School District Information Security Officer. Moreover, I acknowledge my role as a public servant and steward of child/staff information, and affirm that I will handle personal information with care to prevent disclosure.
______ ______ I understand that access to the Piute County School District network and systems can be suspended based on any violation of this contract or risk of unauthorized disclosure of confidential information;
______I ______I understand that failure to report violation of confidentiality by others is just as serious as my own violation and may subject me to personnel action, including termination.
_____________I agree that upon the cessation of my employment from Piute County School District, I will not disclose or otherwise disseminate any confidential or personally identifiable information to anyone outside of Piute County School District without the prior written permission of the Student Data Manager of Piute County School District.
Appendix B. Protecting PII in Public Reporting
Public education reports offer the challenge of meeting transparency requirements while also meeting legal requirements to protect each student’s personally identifiable information (PII). Recognizing this, the reporting requirements state that subgroup disaggregation of the data may not be published if the results would yield personally identifiable information about an individual student. While the data used by the Piute County School District (Piute County School District ) and local education agencies (LEAs) is comprehensive, the data made available to the public is masked to avoid unintended disclosure of personally identifiable information at summary school, LEA, or state-level reports.
Appendix C. Example Quality Control Checklist
Reliability (results are consistent)
All data used to answer this particular request was consistently defined (i.e. if teacher data and student data are reported together, are from the same year/time period)
Another Piute County School District data steward could reproduce the results using the information provided in the metadata
Validity (results measure what are supposed to measure, data addresses the request)