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The Oregon state contract with Google states all students using Google Apps for Education must have a signed parent consent on file with the school district. You'll find an electronic copy of a parent consent form here: http://goo.gl/Am9AR (this is a Google FORM attached to a spreadsheet, maybe not the best method for families that are not online). Below are translations of the actual consent form used in Oregon. We recommend modifying this, including it in your student intake process, and keeping it on file for all student Google Apps for EDU users.
A confidentiality footer at the bottom of all faculty and staff emails might read:
"NOTICE: This email message is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message. Permanent student records data is protected by federal law (FERPA), and shall not be disclosed except to the student, those with a defined educational responsibility for the student, and the parent(s) and legal guardians of the individual student. Our employee handbook section regarding FERPA guidelines can be found at LINK TO FERPA GUIDELINES. Please use due care when working with and sharing electronic records."
How should we set up Google Apps for EDU to comply with US/NY K-12 education law?
Problem of practice
By default, Google Apps for EDU does not necessarily comply with all Federal and Local requirements for privacy, child protection, and public-sector and school record-keeping practices. How do you tweak it to get closer to compliance without incurring huge costs, financial or pedagogical?
This video presents the major categories of legal concern in the context of how Oregon State facilitates Google Apps for EDU accounts for all districts in the state, and provides concrete recommendations for configuring your school's domain.
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