United Way of Salt Lake and our partners recognize that our most complex social problems – including the opportunity gap, poverty, and healthcare access – cannot be solved by any one organization on its own. It is only by coming together with a rigorous collective impact approach that we can change the odds for all children and families. This requires that we:
We are aligning the efforts of community organizations, healthcare providers, government agencies, school districts, philanthropic groups, and businesses (“Promise Partners”) to help communities achieve their goals, and this collaboration requires us to share aggregate information. Sharing aggregate information enables Promise Partners to convene around shared priorities, set plans of action, personalize learning experiences, learn what is working and what needs improvement, communicate about successes and challenges with students and families, and make decisions.
A very small subset of these 150 Promise Partners ("trained service providers") are working directly with students on educational outcomes. Individual level data might be shared among this small group of service providers if (1) a parent or guardian has given written consent to share information; (2) the service provider has signed data confidentiality agreements and received specific training; (3) the service provider works in the student's community; and (4) the service provider "needs to know" the information, because knowing it will help them support an individual's success.
Data as a flashlight: Promise Partners believe that safe, effective data use – combined with expertise from parents and guardians, community organizations and students – empowers students and helps them to start kindergarten ready to learn, excel in school, graduate, complete a degree or credential that leads to financial stability, and live healthy lives.
Shared accountability: We believe everyone in the community is accountable for student success. Students, parents and guardians, school officials, community organizations, government organizations, businesses, and policymakers are all responsible for how every child is doing right now and for achieving better, more equitable results in the future. We believe that the trained service providers working day-to-day with our children should work together, agree upon shared measures of success, use aggregate data related to those measures to inform their work, and – in some cases – use individual-level information to support specific individuals. We believe that data is never evidence of the success or failure of any one program, organization, sector, or group of people.
Ongoing data capability-building: We believe students do best when they are surrounded by professionals in schools and in the community, who have ongoing training and support to use information to help students succeed. UWSL helps to provide such support through a variety of resources.
Privacy: We take privacy seriously and invest significant resources in protecting the individual-level information with which we have been entrusted. Individual-level information is ONLY shared with a small subset of Promise Partners who work directly with students if (1) a parent or guardian has given written consent to share information; (2) the trained service provider has signed data confidentiality agreements and received specific training; (3) the trained service provider works in the student’s community; and (4) the trained service provider "needs to know" the information, because knowing it will help them support an individual’s success.
Transparency: We believe in being clear about what student information we are collecting, who it is being shared with and for what reasons, and how it is being protected. See below for information on what information we are collecting, who is seeing it, and for what reasons.
We developed this webpage to make it clear what information we are collecting, who is seeing it, and for what reasons.
Individual-level information is ONLY shared with a small subset of Promise Partners who work directly with students ("trained service providers") if (1) a parent or guardian has given written consent to share information; (2) the trained service provider has signed data confidentiality agreements and received specific training; (3) the trained service provider works in the student's community; (4) and the trained service provider "needs to know" the information, because knowing it will help them support the student’s academic success.
Here are some ways individual-level information is used when these conditions exist:
Promise Partners are authorized to use information ONLY to promote students' educational success.
We only collect student data when parents or guardians give written consent, the information is used to support student academic success, and the information is kept secure. Here are just some of the policies and practices we have in place to protect this information. Please see our Collective Impact Contract, Data Privacy Terms and Conditions, and Data Sharing Terms and Conditions for a complete list.
Practices related to the transmission of data and who has access to information
Single point of access: Electronic information is only shared among trained service providers through the UWSL Partner Database, our secure online data management system. One of our contracted conditions of use is that no individual-level information may be downloaded from the UWSL Partner Database onto any external hard drive, cloud solution, or other media (i.e. USB drive, CD, DVD).
Limited user access: UWSL staff limit access to information, only giving users access to the minimum level of information necessary for them to support students.
Patch management: UWSL and the UWSL Partner Database staff ensure all systems are current with system updates, patches, and security hotfixes.
Anti-virus management: UWSL and the UWSL Partner Database staff run anti-virus software. The system is updated daily for new virus definitions and is scanned regularly.
Account/password management: UWSL staff keep active user accounts up to date and delete or disable accounts that are no longer in use. UWSL Partner Database staff require end users to use a highly sensitive password protection and management tool. One of our contracted conditions of use is that end users must lock their computer or sign out of the system when they leave. UWSL staff has configured the UWSL Partner Database so that an inactive user is logged out after 1 hour.
Audit trails and logging: All activity is logged and auditable to maintain records of data access and use. UWSL staff maintain an auditable log of individual-level information received and when.
Security audits: The UWSL Partner Database contracts with a security firm to conduct security audits and perform penetration testing of all data transfer system components. The UWSL Partner Database provides UWSL upon request information as to when they complete security audits.
Encryption: UWSL staff accept individual-level information only through a secure file transfer system that encrypts data prior to transmitting it. The UWSL Partner Database software solution includes multiple technical safeguards designed to ensure all information is maintained and transmitted securely. The system uses 128 bit encryption during transit, data hashing, and 256 bit encryption for data at rest.
Students at Promise Partnership Community Schools receive – in addition to education – opportunities for health care, afterschool programming, tutoring, mentoring, English and citizenship classes, and other services.
If the organizations offering these services can share select information about individual students, they can better support students academically and connect them to resources. A federal law called the Family Educational Rights and Privacy Act (FERPA) protects students’ educational information.
If a parent or guardian gives written permission, student information can be shared with partner organizations. By choosing to sign a FERPA waiver (copies of the waiver are at the bottom of this webpage), a parent or guardian allows information about his or her child’s demographics, grades, enrollments, credit hours, GPA, attendance, and test scores to be shared with the Promise Partners that work with students. The parent or guardian also allows information collected by Promise Partners to be shared back with the school and with other Promise Partners.
Student information is only used to help the student succeed in school and is not shared with anyone outside of our Promise Partnerships. The students of parents or guardians who choose not to sign a FERPA waiver can still receive services. Signing the FERPA Waiver does not affect any kind of immigration status.
If a student’s parent or guardian (or the student, if he or she is over the age of 18) revokes in writing their consent to share information, UWSL will alter relevant data fields in the UWSL Partner Database so that the student’s identity is hidden. Please note: physical student information often exists in many places and that UWSL can only remove information from the UWSL Partner Database. To remove a student’s information from other locations (such as a school record), a parent, guardian, or adult student must contact the organization that holds the information.
Promise Partners also shred (or place in a secure shred bin) physical student information that is no longer needed.
We review questions and input regularly and thoughtfully. Please email United Way of Salt Lake at email@example.com.
Sample waiver in:
UWSL Contract, Data Privacy Terms and Conditions, and Data Sharing Terms and Conditions
Data Confidentiality Policy
> Data confidentiality policy signed annually by staff, partners, and board members before viewing aggregate data
> List of Promise Partners who access data by school