Embedded Files
What is an AUP?
What is an AUP?
An AUP is a signed document designed to make students, parents, and staff aware of the district's expectations and restrictions to network access and devices. It's purpose is to show acknowledgement of these guidelines, outlining consequences and releasing the district of responsibility for students and staff who choose to break these responsibilities.
Staff AUP
Staff AUP
Student AUP
Student AUP
Presentations for Teachers to use with Students
Presentations for Teachers to use with Students
Data Security
Data Security
What is Sensitive Data?
What is Sensitive Data?
Personal identifying information means information that alone or in conjunction with other information identifies an individual. (according to the Identity Theft Enforcement and Protection Act)
Name
Social security number
Date of birth
Government issued ID number
Mother’s maiden name
Other information which can be used to distinguish or trace an individual’s identity either directly or indirectly through linkages with other information. (according to FERPA)
What is Student Data?
What is Student Data?
Information that is tied to individual students is referred to as personally identifiable information, or PII, and is subject to additional restrictions in laws and regulations.
Grades
Attendance
Disciplinary Records
Eligibility for Lunch Programs
Educational Services
Other information necessary for basic administration and instruction
Data created or generated by the student (email accounts, work performed with an educational program or app, anything that is by or about the individual student in the educational setting.)
What should NOT be stored in Google:
What should NOT be stored in Google:
Personal information (e.g., SSN, DOB, student records)
Regulated information such as FERPA
Tenure related files
Contract related files
Storing Sensitive and Student Data
Storing Sensitive and Student Data
DO NOT store unencrypted sensitive data directly on your laptop or external portable drive.
Downloaded/exported data should ONLY be stored on DISD network drive.
Hard copies of sensitive data (e.g., LPAC information, special services information, test results, transcripts, etc.) are required to be secured at all times and are restricted from being transported or taken out of designated areas without supervisor approval.
Data is only as secure as your Password!
Data is only as secure as your Password!
Lock your computer when you leave the room (CTRL + ALT + DEL).
Immediately report lost/stolen device(s).
State and Federal Laws
State and Federal Laws
At the start of the year, check students’ FERPA status in Skyward to determine whether the students are listed as “yes” or “no” for district use.
On a student's profile, select Custom Forms on the left.
Click the drop-down menu and select Distribute Demographic.
Review information in the "Distribute for District" column.
If students are listed as “no” and the teacher would like to get that changed, Communications has a FERPA change request form on the website. A parent would need to sign that form and return it to the campus registrar to have the “no” designation changed in the Student Information System.
If it’s “no,” then student names, photos or any other identifying information cannot be published or shared publicly. That includes:
School yearbooks
Programs
District and Campus Newsletters
Videos (Training and Promotional)
District and Campus website
Social Media
Made With Pride – District Student of the Month
Marketing Materials (flyers, posters, etc)
Positive News Coverage
Exceptions may include photos taken and names listed for events school activities outside of normal school hours.
Sports events
Evening plays
Weekend travel to ceremonies out of the area
Scenarios of Actual FERPA Situations
Scenarios of Actual FERPA Situations
A student listed as “no” on district use for FERPA has won the Spelling Bee, which occurs at 10 a.m. on a Wednesday.
Q. Can his name be included in the program?
A. No.
Q. Can photos be taken of him and shared publicly on Facebook, Twitter, district website, a newsletter or be announced in the newspaper?
A. No.
A student is selected for the Made With Pride in Duncanville – Student of the Month honor and will be recognized by the Superintendent, but his FERPA is listed as “no” for district use.
Q. Can he be honored by the Superintendent?
A. Yes and No. The student may receive in-person recognition. However, his name and photo cannot be included in a video shared at the monthly board meeting, the district website and on social media. His name and photo cannot be included in a local magazine advertisement.
A teacher gets a photo of a classroom of students celebrating their STAAR achievement, but one student in the center of the photo has the designation of “no” for district use on FERPA clearance.
Q. Can that photo be used for any publications?
A. No, not in the state that shows that student’s image. However, a graphic could be used to cover that student’s face.
Video is taken of the volleyball girls practice one evening after school. The entire team is listed as “no” on FERPA clearance for district use.
Q. Can that video be used to promote on social media and the district website?
A. Yes. The video was taken after school during a time that is voluntary for students to participate.
The Youth and Government students travel to Austin for a weekend competition at the capital, but a few students are not cleared through FERPA for their information to be released.
Q. Can the names of those specific students be listed as winners in stories and their photos used for any publications?
A. Yes and No. Their photos can be used because the images were taken after-hours outside of students’ required attendance to school. They are in a public place where anyone could take a photo of them and share it. Their names cannot be listed, because that is identifying students in the district who are explicitly listed as “no” for district use under FERPA.
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