Data Governance

PII is Personally Identifiable Information. This includes any content that could be used to identify a student and could include the student's name, state or LEA ID number, email address, or other unique data.

Ogden School District may disclose some PII, designated “Directory Information,” without special consent, unless the parent or guardian has opted out of that sharing. The primary purpose of directory information is to allow the Ogden School District to include information from a child’s education records in certain school publications or to accomplish essential tasks.

If a parent or guardian would like to opt out of the sharing of their child's Directory Information, you may mark this in the online registration process. They will also need to fill out the linked form and return it to their child's school. The form is also linked in the Resources section to the left or below.

• Directory Information and Digital Imagery Opt-Out Form (English)
• Directory Information and Digital Imagery Opt-Out Form - (Spanish)

As a general rule, always try to limit the PII you need to communicate. Use only enough to ensure that all parties are on the same page.

If your communication requires more extensive amounts of PII, best practice is to place the info in a Google Doc and only share it with the recipient. This will require them to be signed-in to their own Google account which ensures their identity. Also disable download, print, and copy capability and prevent editors from changing access. Learn more here.

You may also use Gmail's Confidential Mode to

• Set an expiration date for sensitive emails
• Require a passcode to view sensitive emails
• Prevent forwarding, downloading, copying, and pasting of sensitive data with an email.

Learn more about sending emails & attachments confidentially.

Sharing outside of our district is more risky because they are outside of our non-disclosure agreement and acceptable use policy. If you must communicate PII like student records with another district, the best solution is to scan the document(s) to a PDF, require a password to open it, then email the PDF.

Calling someone on the phone is one of the most secure ways we can communicate. There are however a few ideas to keep in mind:

• Avoid leaving PII in a voicemail.
• Don't send a text containing PII.
• Ensure that your environment is secure before listening or talking out loud on the phone.

Texting is not secure so limit your communication to necessary Directory Information. If greater detail is needed, consider using a secure managed service like our Ogden School District email or Google Hangouts using your OSD account.

USBE uses a secure file transfer system called MOVEit. This is the most secure system for sharing PII back and forth with USBE. In most cases, a district administrator will facilitate this level of sharing via MOVEit.

A fax machine is only secure if you know the recipient is there waiting to receive your communication. If you must use fax, ensure that the recipient is ready or that their fax machine is in a secure location. The best solution is to scan the document to a PDF, require a password to open it, then email the PDF.

If a parent or guardian reaches out to an OSD staff member, requesting their student's PII, you may share it directly with them, even via email. However, the OSD staff member should not initiate this sharing. If you need to share important information with a parent or guardian, it is always best to use a phone call or set up a face-to-face meeting.

If you use Google Add-ons or Google Extensions with your Google account, you should exercise caution when enabling them in documents containing PII. Unless we have a specific agreement with the company who created the add-on or extension, we shouldn't enable it in a document containing PII.

All data shared outside the Ogden School District is recorded in the Metadata Dictionary. This list includes entities who are committed to protecting your child's data as they provide educational services.

In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965, as amended (ESEA) to provide military recruiters or institutions of higher education, upon request, with the following information – names, addresses and telephone listings – unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent.  [Note:  These laws are Section 9528 of the ESEA (20 U.S.C. § 7908) and 10 U.S.C. § 503(c).]