Data Manager On-boarding
Utah State Board of Education | Student Data Privacy Team | privacy@schools.utah.org
First steps for data manager
Complete on-boarding.
Sign up for the Student Data Privacy newsletter.
Check out the Data Manager Course in Canvas (no sign-in required).
OPTIONAL: Work through the Utah Student Data Privacy Educator Course to familiarize yourself with federal and state privacy laws.
OPTIONAL, BUT STRONGLY RECOMMENDED: Make arrangements to attend the Data Manager Conference in the fall and spring (information will be sent through the monthly newsletter).
First steps for LEA director
Assign a Data Manager and send the required contact information to USBE’s student data privacy team (privacy@schools.utah.gov).
Assign an Information Security Officer and send the required contact information to USBE’s student data privacy team (privacy@schools.utah.gov).
Work with the Data Manager to meet the requirements listed on the Data Manager Canvas course. Specifically, the director should be heavily involved in creating the required policies and parent notifications.
Job title *u*
Job description (aside from privacy stuff) *u*
Past experience *u*
How did you come to be the data manager? Who was the data manager before you? *u*
Feelings about student data privacy (low priority, high priority, don’t know much, lots of experience, etc) *u*
Other stuff? *u*
What is unique about your school? *u*
What is the grade range of your school? *u*
Do you have more than one campus? *u*
Who does your IT support? Do you contract out? *u*
What SIS do you use? *u*
Google and/or Microsoft? *u*
How does registration work in your school? *u*
How does training work in your school? In-person? Online modules? How often? What topics? *u*
Act as point of contact for the Student Data Privacy Team at USBE
Fill out the contact information survey each year
Answer emails
Submit Privacy Compliance Review each year - Calendar of Dates
Submission instructions, due dates, requirements, and a webinar recording can be found on our Canvas page: Privacy Compliance Review.
September: Data Manager Contact Info Survey
November 15: Privacy Compliance Survey
After you submit, you’ll receive a Privacy Compliance Report. If there are any elements marked as incomplete or missing on your report, fix those and resubmit.
The information security officer (ISO) also needs to submit some stuff for review as well.
Act as “overseer” of privacy practices at the school
What this looks like and how much time you spend on this is largely up to you and your supervisor/administration. Consider your other responsibilities and the needs of your school, and only do as much as makes sense for the needs of your school
Examples of this include:
Becoming involved in the process of creating, editing, reviewing, and/or posting your school’s privacy policies
Becoming involved in the process of creating, editing, reviewing, and/or distributing privacy notices for parents
Acting as the privacy go-to person for staff if they have questions about student data privacy
Providing privacy training for staff
Establishing and following an app-vetting process for programs used in your LEA
Creating data-sharing procedures as needed
Collaborating with ISO
Implementing a “Culture of Privacy” campaign
Improving communication with parents about privacy
Data Privacy Page on USBE website
https://schools.utah.gov/studentdataprivacy
Contact information for Student Data Privacy Team
Link to YouTube channel
Link to Canvas courses
https://usbe.instructure.com/courses/326
Resources and instructions specifically for designated data managers
Open Canvas course (no sign-in or registration required)
Not actually a “course”
Privacy Compliance Review page
https://usbe.instructure.com/courses/326/pages/annual-privacy-compliance-review
Page within the Data Manager course
Outlines the requirements of the Annual Privacy Compliance Review
Links out to individual pages for each requirement of the review
Student Data Privacy newsletter
https://utah.us15.list-manage.com/subscribe?u=5f88d9fa9de2af0d3006c2a48&id=71596c70f8
Enter your name and email.
Under Student Data Privacy, click Monthly Newsletter.
Click Subscribe.
Email newsletter from the Student Data Privacy Team at USBE
Sent monthly
The sender's email is privacy@schools.utah.gov
Spring & Fall Training
Training specially designed for data managers (though others are welcome to attend as well)
Sometimes virtual, sometimes in-person
Watch for information in the Student Data Privacy newsletters
Utah Student Data Privacy Educator Course
https://usbe.instructure.com/courses/75
Provides an overview of both federal and state privacy laws
Open Canvas course (no sign-in or registration required)
If you choose to work through the course, just skip the fields that ask for your information/CACTUS number
https://usbe.instructure.com/courses/1290
Resources and information for folks who work at the front desk of schools
Work in progress
Open Canvas course (no sign-in or registration required)
https://www.youtube.com/channel/UCStUxXiWXNPLnDYM0D8OTQQ
Videos made by the Student Data Privacy Team at USBE
Utah Data Governance & Student Privacy Guidebook
https://schools.utah.gov/file/7f657e5c-9beb-463a-8516-35f4bf84fd69
Detailed information about privacy practices in Utah schools
Questions?
What questions do you have?
What can we do to support you?
If you ever have any questions or need help, please contact us. We love to help!
To reach any of us:
privacy@schools.utah.gov
To reach Katy Challis, Director of Privacy:
katy.challis@schools.utah.gov
For help with SDPC (John Lyman):
john.lyman@schools.utah.gov
For help with SDPC (Nicole Sanchez):