Data Managers

Data Managers

In accordance with Utah Code 53E-9-303, each district and charter in Utah is required to designate an employee as a "student data manager," usually referred to simply as "data manager." The role of a data manager is not just about managing information; it's about being a key guardian of our students’ personal data. This page is designed to support you in navigating your role as a data manager and providing you with the resources to help you excel in this crucial position.

Privacy Compliance Overview

Responsibilities

The responsibilities of a data manager are outlined in Utah Code 53E-9-308. As a designated data manager for your district or charter school, your key duties include:

  1. Serving as the primary contact for USBE's Student Data Privacy Team.
  2. Completing annual compliance checks, including the Privacy Compliance Review.
  3. Overseeing privacy practices in your LEA, including creating and updating privacy policies and procedures, entering into data privacy agreements (DPAs) with third-party vendors that receive student data, and ensuring student data is shared only as permitted by law. 
  4. Collaborating with the Information Security Officer to establish a privacy-conscious culture.
  5. Participating in the Utah Student Privacy Alliance (Canvas Link).

First Steps for New Data Managers

If you have recently been assigned as a data manager, you may be wondering where to begin. As you embark on this role, we recommend following these steps to get started:

Required Actions:

  1. Newsletter Subscription: Sign up for the Student Data Privacy newsletter to stay updated.

Optional Actions:

  1. Complete On-boarding: Schedule a one-hour on-boarding meeting with either John Lyman or Nicole Sanchez. John and Nicole will familiarize you with the key responsibilities and protocols.
  2. Canvas Course Exploration: Visit the Data Manager Course on Canvas for a comprehensive understanding of your role (no sign-in required).
  3. Optional Professional Learning:
  4. For an in-depth understanding of privacy laws, consider completing the Utah Student Data Privacy Educator Canvas Course.
  5. Attend conferences and other professional learning opportunities, such as the Student Data Privacy Team's Spring Trainings and Fall Conferences for virtual and hands-on learning and networking. These opportunities are advertised in our monthly newsletter and on our Events page.

Privacy Compliance Review

As mentioned above, part of your responsibility as a data manager is submitting the privacy compliance review annually. View the Privacy Compliance Review page for more information. 

Utah Student Privacy Alliance

As a designated data manager, you are automatically considered a member of the Utah Student Privacy Alliance (USPA) (Canvas Link). The USPA is a partnership between the Utah State Board of Education and Local Education Agencies, and is dedicated to protecting student privacy. The USPA has established a Data Privacy Agreement (DPA) for LEAs to adopt, standardizing the way schools and vendors handle student data when using online applications. This avoids the need for separate negotiations and facilitates new partnerships. The USPA aims to secure student data, streamline educational collaborations, and ensure privacy is a priority in educational technology use.

Support and Assistance

Please don't hesitate to reach out to us at privacy@schools.utah.gov for any assistance. For specific queries about your role as a data manager, you can contact: