SLED User Access Agreement

I certify that I am an administrator or school official currently employed by one of the following local education agencies (LEA): District of Columbia Public Schools or a District of Columbia charter school LEA. I certify that I am accessing the District of Columbia’s Statewide Longitudinal Education Data (SLED) system solely to perform my functions as an administrator or school official. I agree not to access any information of my friends, family, neighbors, co-workers, public figures, or other persons unless that information is legitimately necessary to carry out my duties as an administrator or school official. I agree to protect any data that I access from further disclosure to any other person or entity outside of my LEA, unless such person or entity is legally entitled to access such data, for example the parent/eligible student or the school in which the student in enrolled.

My Educational Data Commitment

I hereby attest and affirm that I am a duly authorized representative of a District of Columbia local educational agency (LEA) and that:

1. All educational records disclosed through this system shall be only exchanged between District of Columbia LEAs for the purpose of  facilitating enrollment of a student.

2. All disclosures of educational records shall comply with the requirements of the Family Educational Rights and Privacy Act (FERPA) (Pub. L. 90-247; 80 Stat. 783), and the U.S. Department of Education’s implementing regulations in Part 99 of Title 34 of the Code of Federal Regulations.

3. Education records of a student shall be disclosed to another LEA only if the student is enrolled in or receives services from the other LEA.

4. Educational records will be disclosed using this system only after the LEA has made a reasonable attempt to notify the parent or eligible student at the last known address of the parent or eligible student, unless:

   1. The disclosure is initiated by the parent or eligible student; or

   2. The annual notification of the LEA under § 99.7 includes a notice that the LEA forwards education records to other agencies or institutions that have requested the records and in which the student seeks or intends to enroll or is already enrolled so long as the disclosure is for purposes related to the student enrollment or transfer.

5. The disclosing LEA shall, upon request, provide to the parent(s) or adult student a copy of the record(s) exchanged using this system and an opportunity for a hearing pursuant to FERPA regulations.

The data contained in the Statewide Longitudinal Education Data (SLED) systems are kept confidential pursuant to the Family Educational Rights and Privacy Act (FERPA), which is a Federal law that protects the privacy of student education records, and the FERPA regulations promulgated by the Department of Education (20 U.S.C. § 1232g; 34 CFR Part 99).

·        Names of students, parents or other family members

·        Addresses

·        Identifiers, including school IDs, unique identifiers, and Social Security Numbers

·        Age

·        Indirect identifiers, date of birth, place of birth, and mother’s maiden name

·        Phone numbers (home, cell, office, etc)

·        Relatives information

·        Educational status/history

·        Special Education status/history

·        Demographics

·        Financial information

·        Any other information that, alone or in combination, that would allow a personable person in the school community to identify the student

·        Information retrieved from SLED systems may be shared only with individuals expressly authorized to receive this information.

·        Data must not be “screen scraped” or accessed by automated tools and used in any other program.

·        All printed materials are to be marked as Personally Identifiable Information (PII).

·        All sensitive information existing in hard copy must be stored in a locked container in a limited or exclusive area, an access controlled electronic environment, or be under the physical control of an authorized individual.

·        All inquiries on student data shall be related to a legitimate business and/or educational interest of the organization and shall not be used or motivated by any personal interest of an employee of the organization.

·        Electronic files must be properly encrypted.

·        Never save unencrypted information on an unsecured drive, including a computer's hard drive.

·        Never access data unless a legitimate relationship exists between the requestor and the student/student’s family.

·        Never leave computers logged on and unattended. Log off at the end of each session or use access control software (i.e., screen saver with password) during unattended use.

·        Never email FERPA- protected information except in an encrypted and password- protected attachment.

·        Never provide a password in the same email as an encrypted document.

·        Never view sensitive material while in a public place or on a shared, public computer.

·        Sharing SLED User Accounts and passwords is a violation and will result in the individual, and potentially the organization, permanently losing access to SLED Systems.

·        The SLED User Accounts is assigned to an individual, not the organization.

·        Only the individual to whom a SLED User Account is assigned can use that SLED User Account to access SLED system.

·        Each individual is responsible for protecting his or her access, password, and the data in SLED systems.

·        At no time should an individual be asked to provide their SLED system User Account

and password to anyone. This includes the employee’s supervisor or management.

·        Individuals who are asked to provide their SLED User Account and password to anyone must contact the SLED Help Desk Technical Support Team at [email protected] immediately.

·        An eligible organization that allows unauthorized access to the SLED system will be considered to have violated its responsibilities and places itself at risk of losing access to the SLED system.

·        All organizations must train employees on the importance of maintaining the privacy of student data, and review its own policies, procedures, and agreements to ensure that it is in full compliance.

·        An eligible organization shall maintain an accurate and current listing of your organization's active users and provide such list to OSSE upon request.

·        Contact the SLED Help Desk Technical Support Team at [email protected] for deactivating users who are no longer employed or whose job no longer warrants access to the SLED system.

·        It is required to report any person(s) to [email protected] that is identified as using and or sharing the SLED Data inappropriately.