All staff are reminded to never transmit sensitive and/or confidential data via email and to use the BCC field when emailing a large number of people.
Once items are sent via email, the communication cannot be rescinded and access to the information cannot be revoked. Staff should make every effort to maintain the privacy of those they are emailing, and secure student and staff data. When it is necessary to share sensitive and/or confidential data, staff should save the file in a secure location and provide access by granting permissions to only the necessary staff members. Staff are provided access to confidential data based on their official responsibilities. At no time should a staff member share confidential data with other staff members who do not already have access to the same data.
! Call to Action: Staff can store files in their HCPSS G Suite account and provide access to the intended audience. This procedure allows staff to revoke access to the information when necessary. Review the G Suite Sharing Guide and Electronic Communications Best Practices to learn more.
! Warning: Staff are reminded to verify intended recipients' email addresses prior to sending emails or sharing files. Staff email addresses can be verified by searching and finding a person in Workday (see attached). Once you have reviewed the staff member’s job title, location and/or picture, click on the email icon under their picture to see their HCPSS email address.
Using the BCC field allows the receipts of the email to keep their email addresses private from others receiving the email and prevents a reply-all mistake. A greeting (i.e. Greetings Principals and Assistant Principals, etc…) at the beginning of an email or a BCC line at the end of an email (BCC: Parents of students enrolled in JumpStart) can be added to indicate the audience.
If you have any questions about how to use the sharing permissions in G Suite or using Workday to verify a staff member’s email address, contact Technology Support at techsupport@hcpss.org.