Administrative Procedure on Electronic Records

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Audrey Marsh
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1 Administrative Procedure on Electronic Records Questions and Answers Presented by Wayne Bullard, General Counsel, New Hanover County Schools, at Principal s Meeting, October 8, 2015

2 Question 1: You send an to a parent from home one night and realize you used your personal account. What do you do? Answer: Forward the and the parent s response (if any) to your NHCS and inform the parent to send future s to your NHCS .

3 Question 2: You receive a text from a teacher about a student. What do you do? Answer: If received on your NHCS Google Hangouts text account, it is automatically archived by the Tech. Dept. Otherwise, the text should not have been sent but you should forward it and all identifying information (such as the name of the sender and recipients, the date and time of day and the telephone number from which it was sent) to your NHCS , if possible. This is difficult and time consuming, so make sure your staff uses only their NHCS Google Hangouts accounts for work related texts.

4 Question 3: You receive a text from another NHCS Principal not on your NHCS Google Hangouts account asking you to go to lunch on Saturday. What do you do? Answer: Nothing. It is a personal communication and not a business or public record of the NHCS.

5 Question 4: You are really upset with a parent who argued with you about their student and you want to vent, so you text your AP. You want to keep it private so you use your telephone company s text system instead of Google Hangouts. What do you do? Answer: You have messed up. The text is a business record of the NHCS and is part of the student s educational records. You must forward it and all identifying information to your NHCS account. It is best not to send the text to start with. Use the telephone or talk in person instead.

6 Question 5: You have two short term subs who do not have NHCS accounts. They suggested lesson plans to each other using their personal accounts. What should you do? Answer: You as Principal should make them aware of the Procedure. They should forward the s to your NHCS account.

7 Question 6: Your two short term subs text each other about a student using their personal telephone accounts. What do you do? You as Principal should make them aware of the Procedure. Since the subs don t have NHCS Google Hangouts accounts, they should not have sent the texts. Because they were sent anyway, the subs must forward them and all identifying information to your NHCS account.

8 Question 7: One of your teachers sets up a Facebook account (with your permission) to communicate with students about a project. What should you do? You should make the teacher aware of the Procedure. The teacher must consult with the Tech. Dept. to see if there is a feasible way to preserve the communications. If not, the teacher may not use Facebook this way. If it is done inadvertently, it is the teacher s responsibility to figure out a way to preserve the communications for the NHCS.

9 Example 8: You are working late and hear a strange noise down the hall. You want to text your spouse to ask him/her to come get you if they don t hear back from you in 5 minutes. You forgot to download the Google Hangouts app. What do you do? Answer: Run! Call 911! Send text using your telephone company account and later forward it and all identifying information to your NHCS account Any or all of the above is the correct answer. In emergencies, don t worry about texting rules until you are safe.

10 Get to know Google Hangouts

Organization Management System OMS Account Information

Organization Management System OMS Account Information How Do I Create an Account? 1. Go to any Public Calendar of the OMS. Example: http://sbcss.k12oms.org 2. Click the Manage OMS Account link at the top of the screen. 3. Click the Create Account link. 4.