GENERAL
PTAC Toolkit

Frequently Asked Questions

The Privacy Technical Assistance Center has compiled an initial list of Frequently Asked Questions (FAQs) on privacy, confidentiality, and security issues related to student-level data in local and/or state longitudinal data systems. The intended audience for these FAQs includes staff in local education agencies, state education agencies, early childhood agencies, institutions of higher education that work with and/or contribute data to local or state longitudinal data systems, and any others who are interested in this subject.

PTAC

Data Stewardship

PTAC

  • What is the Privacy Technical Assistance Center (PTAC)?

    The Privacy Technical Assistance Center (PTAC) is a "one-stop" resource for education stakeholders to learn about data privacy, confidentiality, and security practices related to student-level longitudinal data systems. PTAC provides timely information and updated guidance on data privacy, confidentiality, and security practices through a variety of resources, including training materials and opportunities to receive direct assistance with privacy, security, and confidentiality of longitudinal data systems. Top Top

  • Why was PTAC created?

    PTAC was created to respond to the need for clarification for states and other education stakeholders on policy, technical/data security, and legal issues about student privacy. Increased scrutiny of education data management practices and concerns about privacy and confidentiality have prompted the U.S. Department of Education (ED) to provide education agencies and institutions with additional privacy and data security guidance. As such, PTAC was established by ED to be a key component of the Department’s privacy initiatives. Top Top

  • What are the other Department initiatives around privacy?

    In addition to establishing PTAC, ED has hired a Chief Privacy Officer (CPO) tasked with ensuring the Department's compliance with Federal laws, regulations, and policies related to information privacy, including implementation of the Privacy Act of 1974, as amended, and the Family Educational Rights and Privacy Act (FERPA). The CPO is also responsible for coordinating privacy work across all ED offices, and for providing privacy guidance for ED’s programs. Additionally, the CPO is responsible for ED’s new initiatives to safeguard student privacy.

    Further, through the National Center for Education Statistics, ED has released a series of technical briefs to guide a national conversation on data security and stewardship (PTAC Technical Briefs). Lastly, in April of 2011, the Department released a notice of proposed rulemaking (NPRM) on FERPA. After consideration of public responses to the NPRM, ED released the final FERPA regulations in December of 2011 (effective January 3, 2012). For more information on the adopted regulatory changes, see the Family Compliance Office’s Home page and FERPA amendment FAQs (coming soon).Top Top

  • Who is the primary audience for PTAC materials?

    The primary audience for PTAC are those involved with building, sharing data with, and/or using data from Statewide Longitudinal Data Systems (SLDS). This includes State Education Agencies (SEAs), Local Education Agencies (LEAs; also referred to by ED as school “districts”), postsecondary institutions, early childhood agencies, and other groups, such as researchers. Top Top

  • What services does PTAC offer?

    PTAC provides timely information and updated guidance on privacy, confidentiality, and security practices through a variety of resources, including training materials and activities. A set of resources is presented as best practices for ensuring the confidentiality and security of personally identifiable information and to help promote compliance with FERPA. These resources include a “Privacy Toolkit,” which is a centralized depository of materials with the most up-to-date information to guide stakeholders looking to improve the security, confidentiality, and privacy of education data. Toolkit materials include Technical Briefs, Issue Briefs, White Papers, Security Checklists, Frequently Asked Questions (FAQs), an annotated List of the Commonly Used Sources, Training Materials for data administrators and data users, a Glossary, and many other resources.

    Additionally, PTAC conducts Technical Assistance Site Visits to state and local education agencies to provide hands-on support for establishing and reviewing security policy, data governance, FERPA compliance, staff training, and related topics. Finally, PTAC holds regional meetings and lessons learned forums for education stakeholders involved in longitudinal data systems and maintains a Support Center, which includes an interactive Help Desk, offering assistance via phone and email. Top Top

  • Where can I send questions on privacy, confidentially, and security topics related to longitudinal data systems?

    Questions regarding privacy, confidentially, and security of the data can be sent to the PTAC Help Desk. A Help Desk staff member will review your question and send an email to confirm receipt of your question within 24 hours. Any question that PTAC staff cannot answer will be sent to other ED offices, such as the Family Policy Compliance Office (FPCO) and the Office of General Counsel (OGC). PTAC will work with those offices to provide an answer to your question. Top Top

  • How can I request technical assistance from PTAC?

    PTAC staff conducts a limited number of Technical Assistance Site Visits each year. You can request on-site technical assistance by contacting PTAC Help Desk. Additionally, you can send questions related to information privacy, confidentiality, and security to the PTAC Help Desk by emailing them to PrivacyTA@ed.gov or by calling a toll-free phone number at 855-249-3072. Top Top

Data Stewardship

These FAQs (coming soon) are intended to assist Data Stewards with designing effective policies and procedures for handling electronic student education records to ensure adequate protection of personally identifiable information. They provide an overview of the best practices in data management and summarize key policies and procedures associated with successful protection of personally identifiable data through all stages of data management, including data collection, verification, maintenance, and access. These FAQs also provide helpful insights on approaches to assessing the risk of a security breach and leveraging it against the needs of data users to minimize the possibility of the improper disclosure while maintaining high data quality. Top Top

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Last Modified: 04/03/2012