Data Governance Plan
This policy is designed to ensure only authorized disclosure of confidential and personally identifiable information. It applies to all employees, volunteers, board members, and contractors of Utah International Charter School. It will be updated regularly to conform with best practices for protection of data.
Student Data Manager
The board of trustees of Utah International appoints a student data manager, typically the principal, with the following responsibilities:
- Authorize and manage the sharing of personally identifiable student or staff information outside of the school.
- Act as the primary local point of contact for the state student data officer.
- May share personally identifiable student information as follows:
- with the student and the minor student’s parent or legal guardian.
- when required by federal or state law.
- in an aggregate form with appropriate data redaction techniques
- for a school official at a school where the student has transferred or is planning to transfer
- with an authorized caseworker or other representative of the Department of Human Services or Juvenile Court.
- in response to a subpeona issued by a court
- directory information
- Create and maintain a list of all UI staff, volunteers and contractors who have access to personally identifiable student data.
- Ensure and document annual training on data privacy to all employees and volunteers.
- Maintain the meta-data dictionary for Utah International, which lists the contractors with whom Utah International shares student or staff data necessary for an education purpose.
Training and Assurances
All UI employees, board members, and volunteers with access or potential access to confidential or personally identifiable student or staff information must read, sign and adhere to the non-disclosure agreement and participate in annual data privacy training .
Data Collection and Maintenance
Utah International collects and securely maintains the following information about enrolled and formerly enrolled students. The collection, use, and sharing of student data has both benefits and risks. Parents and students should learn about these benefits and risks and make choices regarding student data accordingly.
- Name, date of birth, sex, school-level and state-level student ID number, grade level.
- Parent name, address, and phone number.
- State and national assessment results (e.g. SAGE, WIDA, ACT)
- Courses taken and grades and credits awarded.
- Attendance, mobility, graduation and dropout information.
- Immunization record and vision/hearing screening results.
- Race, ethnicity, home languages, English language learning status, and tribal affiliation.
- Remediation efforts, child find and special education evaluation data.
- Cumulative disciplinary record.
- Student username and password for school-sponsored email account, student information system account, and other school-based computer applications.
Utah International does not collect student social security numbers, biometric data, or criminal record.
In accordance with FERPA, Utah International will provide adult students (18 and older) and the parents of minor students with access to the student’s records upon request in a timely fashion, not to exceed 10 business days, excluding information about other students and letters of recommendation if the student has waived access.
UI will share student information with school officials who have a legitimate educational interest in the information (usually the transfer of a UI student to a new school), and will document all such record requests.
Third party contractors may have access to students’ personally identifiable information if the contractor is designated as a school official as defined in FERPA and listed in the Meta-Data Dictionary. All third party contractors must be compliant with Utah’s Student Data Protection Act.
Utah International will disclose personally identifiable student information to government entities for legally-required reporting, audit, or evaluation purposes only.
Utah International will follow industry best practices and our own technology security policy to protect information and data, and will promptly notify adult students and the parents of minor students in the event of a breach.
Record Retention and Expungement
Utah International will retain and dispose of student records in accordance with Section 63G-2-604, 53A-1-1407, and shall comply with active retention schedules for student records per Utah Division of Archive and Record Services. In accordance with 53A-11047, Utah International will expunge medical and behavioral test data upon request of the student if the student is at least 23 years old. Utah International will not expunge student records of grades, transcripts, enrollment, or assessment. UI’s student-level behavior and discipline data will be expunged after three years.