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Leadership Practices

The deliberations and decisions of school system leaders reflect an understanding of data privacy and security.

Examples and Evidence

District leadership including the Superintendent, the Superintendent's Leadership Team, and the School Board have policies and Practices in place to ensure that rigorous student data privacy and security measures are in place.  The School Board approved the Student Rights and Responsibilities Handbook at the 6/21/16 meeting, and it included an extensive FERPA Notice for Directory information.  The Rights and Responsibilities Handbook is reviewed annually by a committee including District Leadership Team Members, School Leaders, Students, Parents, and Community Members.  At the committee meeting on Thursday, February 2nd, 2017, committee members discussed the FERPA Notice specifically.  In addition, committee members decided to incorporate the Student Responsible Use Guidelines for Technology, approved by the School Board in October 2014, into the handbook.  The Student Responsible Use Guidelines for Technology includes information about CIPA and COPPA compliance. The Superintendent's Leadership Team prepares a Federal/State Compliance Packet each year. School leaders use the packet in their back to school professional development and school-based handbooks. All employees are required to read and agree to comply with the requirements in the packet. The packet includes the Staff Responsible Use Guidelines for Technology as well as the Employee Code of Ethics which states that, “A School District employee must not use or disclose confidential, private or sensitive information acquired in the course of official duties relating to student performance and records, personnel files or other District records except in the proper performance of the employee’s job and in accordance with existing law and school policy.”

Student Rights and Responsibilities Handbook approved at the 6/21/16 meeting:  http://www.escambia.k12.fl.us/board/PDF%2016/July/minutes_06_21_16_regmtg.pdf (Section V.a.1.B.)

 

Chapter 7 was reviewed on 1/19/16 Board Meeting:  http://www.escambia.k12.fl.us/board/agenda%2016/01_19_16_regmtg.pdf

Document reviewed on 1/19/16 that shows areas amended:  http://www.escambia.k12.fl.us/board/agenda%2016/01_19_16_regmtg.pdf

 

Chapters 1, 2 (includes Employee Code of Ethics) and 3 were reviewed at the 12/15/15 Board Meeting:  http://www.escambia.k12.fl.us/board/agenda%2015/12_15_15_regmtg.pdf

Document reviewed on 12/15/15 that shows areas amended: http://www.escambia.k12.fl.us/board/PDF%2015/December/12_15_15_regmtg/V_a_1_a.PDF

 

 

The school system has up to date policies and regulations addressing data privacy and compliance requirements.

Examples and Evidence

Annually, the District reviews, posts to the website, and shares with leaders a Federal/State Compliance package.  Leaders are then required to share with their department or school staff.   Employees are given time to review the package and information and then sign off they have received the information.

Link to Employee Federal/State Compliance Packet:   http://ecsd-fl.schoolloop.com/file/1327738240672/1289140583901/2609815705504477454.pdf

 

Responsible Use Guidelines for Students and Staff as referenced in compliance package:

Students - http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/43781751370156199.pdf

Staff - http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/1563393657036356167.pdf

 

Students Rights and Responsibilities Handbook as referenced in the compliance package:  http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/314518105536932723.pdf

The school system's policies and regulations set clear expectations for the protection of student data privacy and security, as well as the transparent use of data.

Examples and Evidence

Annually, District personnel and committees reviews policies for student data, privacy, security and the use of data that is documented in various documents.  Then updated versions  are posted to the website.  Additionally, the District follows the State of Florida General Records Schedule GS7 for Public Schools Pre-K-12 and Adult & Career Education.  

Responsible Use Guidelines for Students and Staff as referenced in compliance package:

Students - http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/43781751370156199.pdf

Staff - http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/1563393657036356167.pdf

 

Students Rights and Responsibilities Handbook as referenced in the compliance package:  http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/314518105536932723.pdf

 

Note:  Emails are sent out annually in February to all schools requesting purged records five years and older and providing guidance and policy for handling of records.  Sample Letter:  http://ecsd-fl.schoolloop.com/file/1456828834611/1289140586545/7535260217110439867.pdf

A school system executive leader is identified as the person responsible for development and implementation of data privacy and security policies and practices.

Examples and Evidence

The School Board of Escambia County School District has designated and approved privacy and security as a part of the responsibilities of the Director of Information Technology.

Board Approved Job Description of the Director of IT:

http://www.escambia.k12.fl.us/Employment/PDF//AMIN_JDESC/DIRECTOR_I_IT.PDF

 

District Board Approved Organizational Chart (Page 13 of 399).

School system leaders provide transparent, updated and accessible communications regarding the collection, management and use of student data to their community.

Examples and Evidence

The School District of Escambia County utilizes newsletters, website pages, R & R Handbooks, emails, newspaper articles and social media to provide notifications and information to the public. Board agendas, policies and meetings are posted online.  Meetings are streamed live as well as recorded for later viewing.

Schoolboard online information:  http://www1.escambia.k12.fl.us/Board_Page/Home.html

 

 

Students Rights and Responsibilities Handbook as referenced in the compliance package:  http://ecsd-fl.schoolloop.com/file/1377670194342/1289140583901/314518105536932723.pdf

 

Student information system example statement:

"This is a restricted network.  Use of this network, its equipment, and resources is monitored at all times and require explicit permission from the network administrator and Focus Student Information System.  If you do not have this permission in writing, you are violating the regulations of this network and can and will be prosecuted to the full extent of the law.  By continuing into this system, you are acknowledging that you are aware of and agree to these terms."
focus use statement.PNG

School system leaders ensure adequate resources are available to meet data privacy and security needs.

Examples and Evidence

The School District  of  Escambia County continually monitors the needs and requirements in order to ensure adequate resources are available for privacy and security.

IT Staff annually reviews, recommends  and purchases renewals of software for Firewall and filtering.  Key staff continually investigates and keeps abreast of changes in needs and requirements to ensure privacy of all data.