Data Manager Onboarding

Meet Our Team

Katy Challis

Director of Privacy

John Lyman

Student Data Privacy Specialist

Nicole Sanchez

Student Data Privacy Specialist

Melissa Preziosi, M.S.

Data Governance & Privacy Specialist

Data Manager On-boarding

Utah State Board of Education | Student Data Privacy Team | privacy@schools.utah.org

Getting Started

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.

About you

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*

About your school

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*

Data manager responsibilities

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

Resources

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

Data Manager Canvas Course

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

Additional resources

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

Front Desk 411

https://usbe.instructure.com/courses/1290