February 4, 2021
Dear District Families,
I am writing to follow-up on my previous message regarding an unintentional disclosure of student data. First, let me state again that we take very seriously our responsibility to protect confidential information, and I understand that hearing about a breach of privacy is upsetting. I take responsibility for addressing the policies, practices and procedures that should prevent future inadvertent disclosures.
We have received and continue to receive questions about how this particular incident happened and what changes we are making in response.
Below are answers to some of the most common questions. These and other FAQs are posted for viewing here. If you have others that remain unanswered, I am happy to speak to you personally at any time.
The Open Records request involved was made by a Shorewood parent. I received written confirmation on February 2 that copies were not shared with anyone outside a group of District parents, and that all parents who received copies of the files have deleted them.
Responding to and fulfilling requests for copies of public records is part of our district’s responsibility as a public entity, and the process is governed by state law. Under state law, the requester does not need to state a reason or planned use for the records. The District receives many Open Records requests each year and those that involve student records are reviewed with legal counsel. This request was reviewed for legal compliance issues as well.
In an attempt to respond promptly to this particular request, the District employee preparing to share the requested documents overlooked student information that should have been redacted. After reviewing this error, the District has centralized the management of Open Records requests in the Human Resources Department. District Policy 810 - Access to Public Records and 810 - Guidelines for Handling Public Record Requests have been revised and are posted on the District website. They reflect the following written protocols for review and authorization that took effect immediately:
- All Open Records requests received in the District will be forwarded to the Human Resources Department for acknowledgement, legal review, if needed, cost estimates and leadership of fulfillment tasks;
- The Superintendent will review records for confidentiality and compliance issues before the District sends its response; and
- The District’s Human Resources Department will maintain all documentation related to Open Records requests, including receipts, acknowledgements, correspondence and fulfillment.
I also want to confirm that there is no security risk of identity theft or risk of other district data being accessed based on what was released. The District’s Instructional Technology team has reviewed the issue of student identification numbers with Infinite Campus, and there is no need to issue new identification numbers to students who were included in the survey report.
I know you may have other questions about our student survey policies and procedures. As a district, we have made a commitment to prioritize assessing students’ perceptions of connectedness and engagement, and believe this is particularly important at this time due to the increased difficulty of accurately interpreting students’ dispositions in a virtual learning environment.
Teachers assess students’ academic, social and emotional progress on a daily basis. They use a variety of assessment tools, including homework, reading records, and observations of students. At the end of January, students were provided a digital assessment tool designed to help us understand students’ perceptions of connectedness and students’ sense of belonging at school. The questions used in the assessment were similar to School Perceptions survey questions, but are not connected to those survey data. Individual students' responses to this assessment are only accessible by the students’ teachers, counselors, and administrators, and are used to ensure individual needs are being met.
I have been in contact with a number of parents who have had specific questions and concerns on both topics, and again, would be happy to talk further with anyone about the information I have provided. I can be reached at 414-963-6901.
Sincerely,
Bryan Davis
Superintendent, Shorewood School District