Page 127 - HCSD SOPandIC Manual

responsibilities. Levels of access are granted, monitored and controlled by the following departments as
designated by the Superintendent:
• Munis Financial System – Chief Financial Officer
• MSIS – Technology Director
• INow Chalkable – Technology Director
• InfoSnap – Technology Director
• MCAPS – State and Federal Programs Director
• Food Services System – Director of Child Nutrition
• Human Resources System – Director of Human Resources

The district follows the standard industry guidelines and practices regarding the setting, use and changing
of passwords and training is provided to all new employees/newly assigned personnel requiring access to
district systems, etc.

For additional information refer to the following sections of this manual: Section 1 – Internal Controls;
Section XIII – Technology Systems/Security over Data- Passwords and User Accounts; Section XIV –
Information Management; Section XV – Financial and Human Resources Management Systems.

Personally, Identifiable Information – (E1)
It is the policy of HCSD to protect the sensitive personally identifiable information about students,
employees and others from inadvertent, negligent and willful disclosure or beach of such information,
data or records as stated in School Board Policy EFA. Violation of this Policy may result in corrective
action up to and including termination and may be punishable by law.

See School Board Policy EFA for definition of a Data Breach, guidelines for Data Breach Notification
and Social Security Number Requirements.

1. Employees are trained at New Employee Orientation, and subsequently provided additional
training/refreshers annually on PII during back-to-school school orientation/policy review,
bookkeeper/counselor trainings, etc. (E2)

3. HCSD ensures that forms, when printed, suppress the printing of Social Security Numbers.

4. Should a printed report include the SSN, the recipient of the report should immediately notify Business
Services or the Technology Director, darken out the SSN so that it cannot be read when held to the light
and/or shredded.

Beginning in the 2018-19 school year, all district personnel will be required to complete an online
FERPA training module.

See the HCSD Data Access and Security Policies for additional safeguards for PII.

Directory Information to Institutions of Higher Learning and Military Recruiters (E-5)
School Board Policy JRAA provides that Hinds County schools will comply with the National Defense
Authorization Act for the Fiscal Year 2001by providing the military with the same access to secondary
school students and directory information about such students as it provided to post-secondary institutions
and prospective employers. Further it is the policy of Hinds County School District to disclose any of the
directory information items without prior written consent, unless notified in writing to the contrary.

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