Electronic sharing best practices

All staff are reminded to NEVER use “Howard County Public School System” or “Anyone with the link” when sharing materials that contain student or staff confidential information such as IEPs.  Staff should only share directly with individuals who need access to the documents as part of their job function.

Under FERPA, you cannot share non-directory, PII information without parental consent. Non-directory information is educational records that are more sensitive than directory information, such as social security and student ID numbers, grades, disciplinary history, and attendance records. 

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 direct access to individuals in 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 ! 

• Sharing files with “Howard County Public School System” makes the file available to all staff and students.
• Under FERPA, you cannot share non-directory, Personally Identifiable I information without parental consent.  
• 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 Search QRC - pdf). 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.
• The penalty for non-compliance with the Family Educational Rights and Privacy Act (FERPA) and the Protection of Pupil Rights Amendment (PPRA) can be withdrawal of U.S. Department of Education funds from the institution or agency that has violated the law. This applies to schools, school districts, and state education agencies. The Family Policy Compliance Office of the U.S. Department of Education, charged with reviewing and investigating complaints, seeks to promote voluntary compliance with the law. 

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.