“I regularly check my CatchOn dashboard to monitor the trending apps being used in the district,” said Chiesa. “Unsurprisingly, there are products being used by teachers and students that are not approved and/or haven’t been vetted, even though our staff has said they would let us know when they wanted to use something and get permission.”
It’s critical that district leaders keep an eye on what apps and online tools are being used by students and teachers–and not through word of mouth or a survey. You need to actually see what is being used. Some of my colleagues have mentioned that they get this information through their filter, but a filter has so many other functions that it is difficult to track down what apps are being used by whom.
If a program experiences a breach, I can quickly use CatchOn to sort which students have been using that app, see when they used it, and identify how often they used it. Additionally, CatchOn’s IMS Global and Student Data Privacy Consortium data privacy badges add an additional level of assurance and validity regarding the digital tools being used, which is especially valuable for our parent community.
2. Create an organized system for posting and updating approved applications and vendor contracts.
With so many applications being used in their classrooms, it is essential for districts to create an effective tracking system for their edtech tools. Within my district, we are using data analytics to house and track all this critical information because we like having all our approved applications in one place. Every new software purchase is entered into CatchOn―how much we paid for it, when we purchased it, the renewal date, and the contract. I like being able to quickly see how much we paid for a tool or if we have the contract yet.
Regularly updating the list of approved apps students can use and communicating that list to teachers, students, stakeholders, and parents is also very important. We generate our approved apps and have them posted in multiple places, including on our district website and within our learning management system, which parents have access to.
Bottom line: School districts need to find an effective method of organizing, posting, and updating their approved applications and vendor contracts. And they need to put a system in place to make sure the information does not become stagnant and is regularly updated.
3. Be proactive in your compliance efforts.
Although many states have yet to pass student data privacy legislation, school districts need to be proactive with their compliance efforts and ask questions. Ed Law 2-d was a challenge for everybody in New York, including me, but I’ve really learned a lot through this process. It’s concerning how long some vendors are keeping their customers’ data–even years after their contract has ended. Also, we are now asking our vendors what security training they provide to their employees who manage their servers.
Districts also need to attain a keen understanding of what software is being used by their students in the event of a breach on the vendor’s side. For example, we had an instance where there was a product that was not approved by our district, and that company had a breach. I reached out to the teachers to confirm it was not being used, and the teachers said they did not use it. I then checked our district’s analytics, and I could see that there were some individuals using it. Having that visibility is so important because there are always going to be breaches and there are always going to be individuals who may not remember the software they were using.
Bottom line: Districts need to be proactive and diligent about protecting our students. All districts need to be prepared for an education security breach. They need to know how long companies are holding their data, especially after the district has ended its contract. I don’t see vendors putting that information in their terms of service, so districts need to ask those questions.
With cybersecurity threats and data breaches on the rise, districts need to evaluate their current compliance practices to help safeguard their students’ data. Using a data privacy monitoring tool quickly gives district leaders the visibility, security reviews, and insights needed to strengthen and streamline their data privacy strategies.