Preparing students to learn, grow, thrive and achieve life-long success

Privacy Policy

OFFICE OF THE SOLANO COUNTY SUPERINTENDENT OF SCHOOLS

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Series 5000 – STUDENTS

Policy 5022

Student and Family Privacy Rights The Solano County Office of Education (SCOE) believes that personal information concerning its students and their families should be kept private in accordance with law.

Collection of Personal Information for Marketing Purposes SCOE prohibits its staff from administering or distributing to students survey instruments that are designed for the purpose of collecting personal information for marketing or for selling that information.

Definition Personal information means individually identifiable information including a student's or parent/guardian's first and last name, a home or other physical address (including street name and the name of the city or town), a telephone number, or a social security identification number.

Surveys Requesting Information about Beliefs and Practices A student's parent/guardian shall provide prior written consent before the student participates in a survey containing one or more of the following items: 1. Political affiliations or beliefs of the student or his/her family 2. Mental or psychological problems of the student or his/her family 3. Sexual behavior or attitudes or personal beliefs and practices in family life or morality 4. Illegal, anti-social, self-incriminating, or demeaning behavior 5. Critical appraisals of other individuals with whom students have close family relationships 6. Legally recognized privileged or analogous relationships, such as those of lawyers, physicians, or ministers 7. Religious practices, affiliations or beliefs of the student or his/her parent/guardian 8. Income, except to the extent that income is required to be disclosed by law for participation in a program or for receiving financial assistance under such a program If a student participates in a survey regarding information about beliefs and practices as identified above, school officials and staff members shall not request or disclose the student's identity. Notwithstanding the above requirements, SCOE may administer to students in grades 7-12, anonymous, voluntary, and confidential research and evaluation tools to measure student health risks and behaviors, including tests and surveys about the student's attitudes or practices related to sex as long as parents/guardians are provided written notice and given an opportunity to request that their child not participate.

Exceptions to Collection of Personal Information Any SCOE restriction regarding collection of personal information shall not apply to the collection, disclosure, or use of personal information collected from students for the purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions, such as the following: 1. College or other postsecondary education recruitment or military recruitment
OFFICE OF THE SOLANO COUNTY SUPERINTENDENT OF SCHOOLS

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2. Tests and assessments to provide cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments 3. The sale by students of products or services to raise funds for school-related or educationrelated activities 4. Student recognition programs

Parent/Guardian Access to Surveys and Instructional Materials Before school staff administers a survey or evaluation containing personal information as identified above or distributes an instrument to a student for the purpose of collecting personal information for marketing, the student's parent/guardian may: 1. Upon request, inspect that survey or instrument before it is administered or distributed to his/her child or any instructional material used as part of his/her child's educational curriculum Within a reasonable period of time of receiving a request, the principal or designee shall permit a parent/guardian to view a survey, instrument, or instructional material. A parent/guardian may view the document any time during normal business hours. 2. Refuse to allow his/her child to participate in the activity Students whose parents/guardians exercise this option shall not be penalized by SCOE.

Health Examinations No school official or staff member shall subject a student to a non-emergency, invasive physical examination as a condition for school attendance, except as permitted or required under California law. Invasive physical examination means any medical examination that involves the exposure of private body parts or any act during such examination that includes incision, insertion, or injection into the body, but does not include a properly authorized hearing, vision, or scoliosis screening.

Notifications At the beginning of the school year, the County Superintendent or designee shall notify parents/guardians of: 1. SCOE’s policy regarding student privacy 2. The process to opt their children out of participation in any activity described in this policy and administrative regulation 3. The specific or approximate dates during the school year when the following activities are scheduled: a. Survey requesting personal information b. Physical exams or screenings c. Collection of personal information from students for marketing Prior to administering anonymous and voluntary surveys regarding health risks and behaviors to students in grades 7-12, SCOE shall provide parents/guardians with written notice that the survey is to be administered.

OFFICE OF THE SOLANO COUNTY SUPERINTENDENT OF SCHOOLS

Approved 12/07

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Parents/guardians shall also be notified of any substantive change in this policy and administrative regulation within a reasonable period of time after adoption of the change.

Legal Reference: EDUCATION CODE 49450-49457 Physical examinations 49602 Confidentiality of pupil information 51101 Parents Rights Act of 2002 51513 Personal beliefs 51938 Sexual Health and HIV/AIDS Prevention Education Act; notice and parental excuse UNITED STATES CODE, TITLE 20 1232g Family Educational Rights and Privacy Act 1232h Protection of pupil rights

Policy Cross-Reference: 0000 Vision 0100 Philosophy 0200 Goals for the School District 1321 Solicitation of Funds from and by Students 5020 Parent Rights and Responsibilities 5021 Noncustodial Parents 5125 Student Records 5125.1 Release of Directory Information 5126 Awards for Achievement 5131.61 Drug Testing 5141.3 Health Examinations 5145.6 Parental Notifications 6000 Concepts and Roles 6162.51 Standardized Testing and Reporting Program 6162.8 Research