CONFIDENTIALITY

1. CONFIDENTIALITY Watch what you say Where you say it To whom you say it

2. Goal Question…. • What can I do personally and/or professionally to improve my practice in preserving the confidentiality of the students, staff, parents and others that I work with?

3. What is Confidentiality? Confidentialityis the act of protecting all personally identifiable data, information, and records collected, used, or kept by the school district about a student. Confidentiality requirements also apply to discussions (verbal or written) about a student and the student’s record.

4. Three Confidentiality Laws • FERPA – Family Education Rights and Privacy Act (federal law that protects the privacy of student education records) • IDEA – Individuals with Disabilities Education Act (Individuals with Disabilities Education Improvement Act) • HIPAA – Health Insurance Portability and Accountability Act (most health related records kept in schools are subject to FERPA)

5. What is Personally Identifiable Information? • Name of student, student’s parents or other family members • Address of the student • Any personal identifier – SS#, student number • A list of personal characteristics that would make it possible to identify the student

6. Definition of Education records • Records, files, documents and other materials which contain information directly related to a student and are maintained by an educational agency or institution, or by a person acting for such agency or institution.

7. Gossip vs…Professional Sharing of Information When talking/writing to a colleague about a student or his family, apply these four tests to see if the discussion may be violating the student’s confidentiality rights:

8. Test TimeAsk these questions to protect yourself: • Who is listening or could be? • Who/What is being discussed? • Where is the discussion taking place? • Why is the discussion taking place?

9. Who is Listening • If the parties to the discussion are school officials with legitimate educational interest there is no problem with confidentiality. • If others are listening who have no legitimate educational interest such as a teacher or teaching assistant who does not work with the child, another child, students in the hall, parents, people in a store, confidentiality may be violated.

10. What is Discussed • If the discussion involves directory information there is no problem unless the parent has refused to have this information released. • If the discussion involves other personally identifiable information that is confidential, the parties should be sure that legitimate educational interest/need is involved. • If the discussion involves information that is rumor, opinion, or hearsay, chances are that confidentiality will be in question, and the parties have moved from professionalism to gossip.

11. Where the Discussion Takes Place • If the discussion occurs in a private place such as a teacher’s empty classroom or an empty teacher’s lounge there is no problem with confidentiality. • If the discussion occurs in a public place such as the playground, halls, a busy teacher’s work area, a store, at a ball game, there is a good chance that confidentiality could be violated.

12. Why the Discussion Took Place • If the parties have legitimate educational interest in a student and are sharing information that will help them work with the child, then there is no problem with confidentiality. • If the parties are gossiping to pass time, comparing students, sharing worst case stories, carrying tales about a student or his family, or for other non-educational reasons, there is probably a problem with confidentiality.

13. Records • Working copies of IEPs must be maintained in a locked or secure setting. • The working copy of the IEP should be placed in the student’s file at the end of the school year for documentation of progress and mastery of goals and benchmarks. This is essential documentation in cases involving legal action.

14. Confidentiality in Practice • Awareness of confidentiality laws and requirements • Complying with procedures regarding written educational records • Being sensitive to violations of confidentiality in verbal and written (such as email, social networking) exchanges with others.

15. Confidentiality May Be Violated • When staff discusses a child in inappropriate places or situations (even sharing names, facts about other students in an IEP…discussing special education students from other schools in staff meetings.) • When staff repeats gossip or rumors about a child or his family.

16. Sample Situation • A teacher and her teaching assistant see each other at the store, start talking about a student at school. (Ex. He and his twin are autistic and the parents have no discipline at home. Well, with 5 other siblings you know there are problems, the oldest…. maybe if they didn’t live in …) • Inappropriate place • Others listening • Content not appropriate • No educational interest/need

17. Sample Situation • Teacher writes about her class on Facebook and uses students first names and describes behavior and disabilities. OR Staff member emails former school staff member about students, behaviors, parents, situations. • Why is this a problem?

18. Scenario • A general and a special education teacher were sitting in the teachers’ lounge discussing a child they taught in their co-teaching class. They called the child by name and talked about his behavior problems, and his disability. • Were the teachers violating confidentiality? • If the discussion was in private – no others around, and they had a legitimate educational interest in the child, they were probably not violating the child’s confidentiality.

19. Scenario • A school posts on the main office bulletin board a list of all the students in the resource classroom prior to end of year testing so that teachers will check accommodations for the students. • Is confidentiality violated? • Yes – includes information other than directory information.

20. CONFIDENTIALITYREMINDERS • Only teachers are allowed to access students’ cumulative records. • Emails are public records.

21. Summary • All students have a right to their privacy. • As professionals it is our responsibility to protect that right. • Treat all students as if they are your own. • Avoid “ball park talk” and community conversations – • It’s the law!