When creating learning materials, all staff are reminded to generate false student/staff information. Never use actual student or staff data, even if it is believed that the confidential information has been redacted. Staff should generate purely fictional student or staff information when needed for demonstration purposes.
Additionally, when it is necessary to share sensitive and/or confidential data electronically, staff should save the file in a secure location and provide access by granting permissions to only the necessary staff members. At no time should a staff member share confidential data with other people 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 (Workday Basics - Search in Workday). 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.
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 or (410) 313-7004 option 4.