Data Manager

A Data Manager is an individual designated by a Local Education Agency (LEA) to fulfill the duties described in the Utah State Legislature's Title 53E-09-308: Sharing student data. Prohibition. Requirements for student data manager. Authorized student data sharing. Namely, they authorize and manage the sharing of student data, act as a local point of contact with the state, and fulfill other duties as defined in their local data governance plan

The following table describes what data managers need to complete and send to the Utah State Board of Education by October 1 of each year.

Evidence

New for 2019-2020

Resources

Citation

1. Name and Contact Information of the LEAs Data Manager(s)

Not Applicable

 Not Applicable

2. Name and Contact Information of the LEAs Information Security Officer

In Fall 2018, the Utah State Board of Education elected to remove the requirement that an LEA have an information security plan and instead would appoint an individual as an information security officer and adopt a cybersecurity framework.

 Not Applicable

3. Copy Internet Link of your Annual Notification of Family Education Rights and Privacy Act (FERPA) Rights

The Student Data Privacy section is checking this for the first time in 2019-2020, though it has been a requirement under FERPA.

4. Copy Internet Link of your Directory Information Notice

The Student Data Privacy section is checking this for the first time in 2019- 2020, though it has been a requirement under FERPA.

34 CFR 99.37: What Conditions Apply to Disclosing Directory Information?
Cornell Law School Legal Information Institute (LII)

5. Copy Internet Link to your Student Data Collection Notice

The Student Data Privacy section is checking this for the first time in 2019-2020, though it has been a requirement under the Student Data Protection Act. We have also created a new, simplified template that does not require as much editing for LEAs.

6. Copy Internet Link to your Data Governance Plan

In Fall 2018, the Board updated R277-487 in several ways that impact LEA data governance plans. Updated template language can be found in the model governance plan.

  • Plans should remove the old expungement requirement that the student be at least 23 years old. This policy should instead match the record amendment process found in FERPA regardless of the student’s age.
  • Plans need to describe the LEAs data breach response process.
  • The Student Data Privacy section has new guidance regarding educator training so as to consolidate the existing requirements. New language in the model plan reflect these changes.

Title 53E-9-301(6): Definitions.
Utah State Legislature

7. Copy Internet Link Showing that your Metadata Dictionary is Available on your LEA Website

This was not checked in 2018-2019 since the tool was broken. This year, there have been several upgrades to make the data entry easier.

Model Documents