Privacy Issues In Education Staff Records

[Pages:11] Oona Cheung Council of Chief State School Officers

Data Confidentiality Task Force National Forum on Education Statistics

U.S. Department of Education Richard W. Riley Secretary

Office of Educational Research and Improvement C. Kent McGuire Assistant Secretary

National Center for Education Statistics Gary W. Phillips Acting Commissioner

The National Center for Education Statistics NCES is the primary federal entity for collecting, analyzing, and reporting data related to education in the United States and other nations. It fulfills a congressional mandate to collect, collate, analyze, and report full and complete statistics on the condition of education in the United States; conduct and publish reports and specialized analyses of the meaning and significance of such statistics; assist state and local education agencies in improving their statistical systems; and review and report on education activities in foreign countries.

NCES activities are designed to address high priority education data needs; provide consistent, reliable, complete, and accurate indicators of education status and trends; and report timely, useful, and high quality data to the U.S. Department of Education, the Congress, the states, other education policymakers, practitioners, data users, and the general public.

We strive to make our products available in a variety of formats and in language that is appropriate to a variety of audiences. You, as our customer, are the best judge of our success in communicating information effectively. If you have any comment or suggestions about this or any other NCES product or report, we would like to hear from you. Please direct your comments to:

National Center for Education Statistics Office of Educational Research and Improvement U.S. Department of Education 555 New Jersey Avenue, NW Washington, DC 20208-5574

February 2000

The NCES World Wide Web Home Page is:

Suggested Citation U.S. Department of Education. National Center for Education Statistics, Privacy Issues in Education Staff Records: Guidelines for Education Agencies, by Oona Cheung. NCES 2000-363. Washington, DC: 2000.

For ordering information on this report, write:

U.S. Department of Education ED Pubs P.O. Box 1398 Jessup, MD 20794-1398

Or call toll free 1-877-4ED-PUBS

Contact: Lee M. Hoffman (202) 219-1621

TABLE OF CONTENTS

Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Chapter 1. Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Other Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Chapter 2. Open Government versus Personal Privacy . . . . . . . . 3 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Federal Laws . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Trustee of Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Public Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Public Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Personnel File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Personal Privacy Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Clearly Unwarranted Invasion of Personal Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Chapter 3. Access to and Release of Staff Records . . . . . . . . . . 8 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Commonly Asked Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Providing Internal Access and Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Managing the Release Outside an Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Evaluating a Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Documenting Requests and Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Chapter 4. Collection and Maintenance of Staff Records . . . . . 15 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Commonly Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Types of Data to Collect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Data Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Collecting and Using Unique Identifiers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Adding New Information to Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Licensure and Certification Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Disposal of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Privacy Issues in Education Staff Records

i

Acknowledgments

This document was developed under the direction of the Data Confidentiality Task Force of the National Forum on Education Statistics, with the support of the Council of Chief State School Officers (CCSSO) of Washington, D.C.. The effort was funded by the National Center for Education Statistics (NCES) of the U.S. Department of Education.

The following were members of the task force, which provided guidance for both this project and during the development of guidelines for student records:

Judith Fillion New Hampshire Department of Education

Mari Ann Fowler Louisiana Department of Education

Edward Glassman Office of the Under Secretary U.S. Department of Education

Lee Hoffman National Center for Education Statistics U.S. Department of Education

Roger Hummel Pennsylvania Department of Education

Jo Ann Keith Colorado Department of Education

Steve King Wyoming Department of Education

Cherry Kugle Texas Education Agency

Jerry Malitz National Center for Education Statistics U.S. Department of Education

Dori Nielson Montana Department of Education

Paul Planchon National Center for Education Statistics U.S. Department of Education

Dennis Powell (Task Force Chair) Illinois State Board of Education

Nathan Slater Mississippi Department of Education

Edward Strozyk Washington Department of Public Instruction

Leland Tack Iowa Department of Education

Sharon Tuchman Office for the Civil Rights U.S. Department of Education

In addition, the following individuals joined the task force to provide valuable advice about privacy issues involving staff records: Jacques Nacson, National Education Association; and Elizabeth Warren, Piedmont (South Carolina) Education Consortium.

Members of the National Forum on Education Statistics reviewed several versions of the draft and improved the final document with their insightful comments and suggestions. The National Association of Secondary School Principals in Reston, Virginia, allowed the author to use the information published in the Association's Legal Memorandum. Lee Hoffman of NCES offered invaluable support and advice over the course of the document's development.

Editing, layout, and design assistance were provided by Denis Lipman and Frances Erlebacher of The Creative Shop in Rockville, Maryland.

The views expressed here do not necessarily reflect the position or policy of the U.S. Department of Education, and no official endorsement by the Department should be inferred.

Privacy Issues in Education Staff Records

iii

Overview

CHAPTER 1

Schools, school districts, and state education agencies maintain a large volume of personnel files. A lot of personal information is kept in these records, including personal identifiers such as social security numbers; demographic information; salary; benefits; residence; dependents; education; employment history; medical history; evaluations; assignments; and, occasionally, even background check results. Under certain circumstances, personnel files and/or the information they contain may be requested by, and released to, parties other than the individual concerned.

This document discusses the issues related to releasing these records and their contents. It is not intended to provide legal guidelines, but rather to introduce the key concepts involved in protecting and managing information in staff records. With an understanding of the privacy issues surrounding staff records, agency or school officials may develop policies and procedures to protect employee privacy without conflicting with the public's need to know and its right to have access to government records. Other possible users include personnel from school boards, intermediate education units, professional associations, and researchers.

Unlike the information in student records, which belongs to the students and their parents, many parts of staff records maintained by state and local education agencies are considered "public records." Although they are entrusted to the agency for use and management, these records are governed by each state's open records law or Freedom of Information Act (FOIA). If you are used to working with student records, you will find that there are fewer restrictions, and a lot less guidance, involving staff records. The laws generally permit the public to inspect government records upon request, with some specific exceptions and exemptions that vary by state.

State laws differ greatly in what and how public records are to be maintained and released. In addition, each state has its own exceptions, definitions, and practices. The issues discussed in this guide should therefore be addressed within the context of the laws in your state that govern the maintenance and release of public records. These are usually found in the state's open records law or FOIA. In some states, other laws and regulations may restrict the disclosure of certain informa-

This document discusses the issues related to releasing the information in these records. It is not intended to provide legal guidelines, but rather to introduce the key concepts involved in protecting and managing information in staff records.

Each state has its own exceptions, definitions, and practices. The issues discussed in this guide should be addressed within the context of the laws in your state that govern the maintenance and release of public records.

Chapter 1: Overview

1

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download