Protect Student Information with Privacy

Owned by jamal.naveed
Last updated: May 24, 2024 by Dipannita Mukherjee
3 min read

Control access to sensitive student information with Privacy. You can hide students' personally-identifying information (such as names, email addresses, and ID numbers) across the Contact Trace Plus platform. 

Turning Privacy on or off is controlled by roles and permissions. For more information, see "Roles and Permissions" below.

Personally-Identifying Information: What is it?

Personally-Identifying Information includes a student's name, email address, and student ID number. 

When Privacy is on, personally identifying information is hidden from the following areas of Contact Trace Plus: 

  • Cases

  • Forms

  • Locations (QR Codes)

  • Notifications

Student information is also hidden from CSV exports. When you download information from Campus Cloud, personally identifying information will be removed from the downloaded file if Privacy is on. 

Privacy: How does it work?

The Privacy feature of Contact Trace Plus replaces a student's name and email with a Health Identifier number.

  • The Health Identifier is unique to the student. Every student gets a different Health Identifier and no two are the same.

  • A student's Health Identifier is consistent for all Campus Cloud administrators. Any administrator who logs in to Campus Cloud will see the same Health Identifier for a student. 

  • The Health Identifier is visible to all Campus Cloud administrators, whether privacy is on or off. Preserve student confidentiality by using the Health Identifier, in place of a student's name or email address, to refer to students in all correspondence

The Health Identifier anonymizes students, letting you take advantage of the full extent of Contact Trace Plus features without compromising student confidentiality. You can collect student answers to forms, gather location data, and manage cases of COVID-19, knowing that no administrator will be able to associate sensitive data with a student unless you authorize them to do so. For more information, see "Turn Privacy Off for an administrator" below.

What about Search?

Privacy limits a user's ability to use Search within Contact Trace Plus. Administrators can only search by Health Identifier, not by name or email. 

If there is a match by Health Identifier, a student's personally identifiable information will be hidden from view, like elsewhere in the platform. 

Users who have Privacy turned off can search by name, email address, or health identifier. 

Turn Privacy On - Protect Student Information

Privacy is controlled on a per-user basis - it can be turned on or off for any Campus Cloud user. By turning privacy on for a user, you will hide names and email addresses from them. 

  • Click your name (top right of the screen), then click "Team Settings"

  • On the Team Settings page, click the name of the administrator you want to update

  • Set permissions for the user: next to Contact Trace, use the Privacy dropdown menu to turn privacy on

The next time that person logs into Campus Cloud, students' names and emails will be hidden and only the health identifier will be shown.

Turn Privacy Off for an Administrator

You may want to allow a small number of administrators to see personally identifiable information. To do this, turn privacy off for that administrator:

  • Click your name (top right of the screen), then click "Team Settings"

  • On the Team Settings page, click the name of the administrator you want to update

  • Set permissions for the user: next to Contact Trace, use the Privacy dropdown menu to turn privacy off

The next time that administrator logs in, they will be able to see students' names and emails along with the health identifier. 

Roles and Permissions

Turning Privacy on or off requires the Team Settings permission in Campus Cloud. Submit a request at Ready Education Help Center for more information. 

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