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Business Practices

The school system has implemented a process for vetting online services for data privacy and security.

Examples and Evidence

The District uses the recommendations found in the Protecting Privacy in Connected Learning Toolkit as minimal requirements for all contracts. The District’s Purchasing and Information Technology Departments review all proposed contracts and purchases with a credit card to ensure compliance with the Protecting Privacy in Connected Learning Toolkit. The District maintains a Technology Integration Toolkit (http://escambiaschools.net/ittechtools) specifying recommended digital tools with whom the district does not have a contract. If a teacher chooses to use another tool, the Staff Responsible Use Guidelines for Technology requires, “Staff will guard and protect access to secure systems by 4. protecting student’s right to privacy. Staff shall not violate the provisions of the Florida K-20 Education Code, the Family Educational Rights and Privacy Act (FERPA), or the Health Insurance Portability and Accountability Act (HIPAA) when dealing with a student’s right to privacy.”

Technology Integration Toolkit: http://escambiaschools.net/ittechtools

 

Board Approved Digital Classroom Plan:  http://ecsd-fl.schoolloop.com/file/1289141316011/1289140583901/6234343930019450604.pdf

 

The District has a Software/Software-Related Services Evaluation Procedure:  http://ecsd-fl.schoolloop.com/file/1311481016073/1344704555009/8044129495525334199.xlsx

The school system regularly educates its employees about the importance of, and expectations for, the use of the established vetting process for online services.

Examples and Evidence

The District posts and provides information regarding the process for vetting online services through Leadership meetings by C&I Staff, posting to District sites, and through our C&I Departments of Professional Learning, Media Services, Elementary Education, Middle School Education, and High School Education.  Additionally, the IT Department continually updates and maintains a Resource entitled "Technology Integration Toolkit."

Technology Integration Toolkit: http://escambiaschools.net/ittechtools

 

Board Approved Digital Classroom Plan:  http://ecsd-fl.schoolloop.com/file/1289141316011/1289140583901/6234343930019450604.pdf

 

The District has a Software/Software-Related Services Evaluation Procedure:  http://ecsd-fl.schoolloop.com/file/1311481016073/1344704555009/8044129495525334199.xlsx

 

Professional Learning Website: http://ecsd-fl.schoolloop.com/PL

 

Media Services Website:  http://ecsd-fl.schoolloop.com/media

The school system implements contract language and data sharing agreements addressing student data privacy and data security.

Examples and Evidence

The ECSD Purchasing Department reviews all contracts and follows State Guidelines.  Contract language is included in contracts and reviewed by District and/or Board attorneys.

Purchasing Department Website:  http://ecsd-fl.schoolloop.com/purchasing_home

 

Example Contract Language Document

The school system ensures that all business processes associated with student data include enforceable data privacy and security requirements.

Examples and Evidence

The Escambia County School District incorporates student data privacy and security requirements in all negotiations for new software applications.  The Purchasing and Information Technology Departments staff use the Protecting Privacy in Connected Learning Toolkit in the process.

Protecting Privacy in Connected Learning:  http://www.cosn.org/focus-areas/leadership-vision/protecting-privacy
 

IT Project Management Sample SOP:  https://docs.google.com/document/d/1xQwMR1n4t87thMubQFJl3iaJeNnB2COD6xYcVFqN4KU/edit?usp=sharing