Electronic Confidentiality

Communication over the Internet, including email and document sharing, is inherently insecure. Information shared over the Internet is always at risk, however, the following guidelines were designed to minimize breaches of confidentiality:

1. Saving and Sharing

   • Do not upload documents to any web-based program with the exception of the online IEP database or secure district drive.

   • Do not save confidential files to the desktop or hard drive of a shared or public computer.

2. Emailing

   • Whenever possible, use the phone or in-person communication to discuss sensitive or confidential student issues.

   • Ensure the recipient of the email has a legitimate educational need for the information.

   • Avoid putting personal identifiers such as student names in the subject line of an email.

   • Do not email confidential documents (e.g. IEPs, BIPs, etc).

   • When sending email, especially outside the district network, it is a good practice to code the student name (e.g. using initials) and omit as much personal information as possible.

Email is a part of the education record: As a shared form of communication to one or more recipients, any information about a student that is shared through email is considered to be part of a student’s education record, and must be provided to the parent/student if requested. When communicating through email or other electronic means regarding students, remember to use professional language and appropriate content.