Data Protection – MDLT Blog

New approved Promethean resources

The Moray Data Protection Team have recently signed off the use of two resources which can help school staff enhance their use of the Promethean interactive panels which are in many classrooms across Moray. As with most online products staff should use their edunet or Glow email address to sign up to these services and not link their Google or Microsoft accounts.

My Promethean

School staff can now sign up for a My Promethean account to access ready created learning resources and ActivInspire flipcharts.

https://portal.mypromethean.com/

Learn Promethean

Creating an account for Learn Promethean gives school staff access to free on-demand online training . Modules focus on a variety of subjects related to Promethean products including ActivInspire and operation of different ActivPanel models.

https://learn.prometheanworld.com/

Please remember to check the RAG list to find details on how new products should be used, and to see what other products are approved for use in Moray. Links to the RAG list can be found in the weekly education bulletin on the Moray Digital Learning Team SharePoint site.

Accessing Google Additional Services with your Glow account.

You may have seen announcements that Google are making changes to their approach to Additional Services from 1st September 2021. To clarify the situation for Glow users, Additional Services include YouTube, Google Earth and Google Maps have been switch off in Glow since 2019. This is due to requirements for consent on the collection and use of personal data obtained in connection with Additional Services. You will not be able to access these services using your Glow Google account.

As the services don’t require users to be signed in this should not be an issue, but may require users to ensure their browser is not signed in with their Glow credentials before they try to access these services. This can be checked by clicking on the user icon in the top right corner of the browser. The user icon is a circle that may have a profile picture, letters or a silhouette dependant on the account being used. Using an incognito or private browsing window will solve most access issues or signing out of the account.

As a reminder if you are signing up to any resource outside of Glow you should not select the option to use your existing Microsoft or Google account. You should select the sign up with email option and from there you can use your Glow email address, as long as the resource you are signing up for is an approved digital tool. Remember to check the RAG list in the weekly bulletin before creating any new accounts.

Glow and Digital Learning Platform – End of Year Considerations

As the summer holidays grow closer here is a follow up to our earlier post on end of year preparations. Please review this important information to ensure you take any appropriate actions.

All staff

Leaving MS Teams and Google Classrooms you don’t want to be a member of – Leave the team, don’t Delete it. Click here for instructions on Teams and here for Google Classroom. If you delete a team, you are not just deleting it from your view/Teams, you are deleting it for everyone. Deleted Teams have to be restored by RM Unify which they can only do if they have the exact team name along with other details such as deleted time/date and Glow usernames of the team owners.

Learners can be removed from the Team or Classroom if you wish to use them again for the new academic year; however you may prefer to create a new Team or Classroom. For details on how to copy existing Teams click here and here for Google Classrooms. Please not that there are differences between Teams and google Classroom in what is copied to the new space.

Archive MS Teams and Google Classrooms that are no longer needed. Only delete when you are sure you will never use it again. Click here for instructions for Teams and here for Google Classroom.

If you intend to use your existing Teams or Google Classrooms again in the new year you may wish to mute all learners to ensure there are no unmonitored posts or comments added to the team during the summer holidays. Click here for guidance on muting in Teams and here for Google Classroom.

Cleanse data from any other systems where learner data has been stored as per the retention policy or guidance provided when a new product is signed off for use. Personal data should either be deleted or anonymised as appropriate for the system in question.

Staff moving to another school, role or local authority

- If you are the sole owner or administrator of any of the below, you should transfer ownership to another Glow staff user(s) before you leave your post. It is always best practice to have more than 1 owner/administrator.
  - - MS Teams and Google Classrooms
    - Glow Blogs
    - Google Sites
    - SharePoint sites
    - Stream video channels
    - MS or Google Forms and Surveys

- Staying within the Local Authority – Your Glow account will move to your new school however it will be inactive from the end date in your old school until the start date in your new school. If you will need access over the summer, you should request a grace period via missupport@moray.gov.uk.

- Moving to another Local Authority – staff Glow accounts cannot be transferred to another LA. You will get a new Glow account in your new LA. Your existing Glow account will be inactive from the end date in your old school. If you will need access over the summer, you should request a grace period via missupport@moray.gov.uk. Also, refer to Glow Connect website and scroll to section “Content that is associated with your account and will be deleted” to ensure you back up everything you require to keep before your account is deleted.

- Teaching and Non-Teaching SEEMiS generated Glow accounts cannot be transferred to a non-school based establishment in Glow. If you are taking up a role in Moray outside of a school e.g. in a supporting Education Team based in HQ, Beechbrae, etc. a new Glow account will be required. School based Glow accounts are generated via your record in SEEMiS and when a leaving date is added your Glow account will be closed. As per the advice above back-up anything you do not wish to lose and transfer ownership of Teams, Blogs, Google Sites etc. New Glow accounts for non-school based staff should be requested from MIS Support.

Learners

- P7 learners going to S1 – learners Glow accounts will become inactive from their end date in SEEMiS in primary school (last day of school) until their start date in SEEMiS in their secondary school. If they will need access to Glow over the summer you should request a grace period for them via missupport@moray.gov.uk.

- Any learner moving to another school within or outwith the Local Authority – learners Glow accounts will be transferred with them. However learners Glow accounts will become inactive from their end date in SEEMiS in their current school until their start date in SEEMiS in their new school. If they will need access to Glow over the summer you should request a grace period for them via missupport@moray.gov.uk.

We have put together an end of year checklist to help guide you through the tasks detailed above – click here.

If you have any questions on the above please contact learntech@moray.gov.uk or attend the CPD session we have scheduled on 15th June at 4:30pm (places can be booked on CPD Manager).

Previously issued guidance – here.

Glow end of year preparation information

As the end of the 20/21 academic year draws closer, now seems like a good time to remind Glow users of some important information regarding their accounts, information management and data protection.

Glow accounts – staff

- Teaching and Non-Teaching glow accounts cannot be transferred to other local authorities. If you are taking up a new post in another authority your current Glow account will be closed and a new account created by your new authority. Please ensure you back-up any documents you wish to keep and take a note of any Teams, Google Classrooms or SharePoint sites you would like your new Glow account to have access to so you can request access when you get your new login details. It is also vital that the ownership of any Teams, Google Classrooms, Blogs, Google Site etc. to ensure the content is not deleted or left without ownership.

- Teaching and Non-Teaching SEEMiS generated Glow accounts cannot be transferred to a non-school based establishment in Glow. If you are taking up a role in Moray outside of a school e.g. in a supporting Education Team based in HQ, Beechbrae, etc. a new Glow account will be required. School based Glow accounts are generated via your record in SEEMiS and when a leaving date is added your Glow account will be closed. As per the advice above back-up anything you do not wish to lose and transfer ownership of Teams, Blogs, Google Sites etc. New Glow accounts for non-school based staff should be requested from MIS Support.

- When moving in-between schools within Moray you may lose access to your Glow account temporarily. When leaving a school the end date in your staff record passes in SEEMiS, the corresponding Glow account is automatically deleted meaning the user can’t access their Glow account. The Glow account will be reactivated when your new school creates a new record for you in SEEMiS. During the intervening time period this might cause problems for teachers moving between schools who will not have a live record on SEEMiS. A 60 day grace period can be given which provides a way for users to be given extra time to access Glow, even though their account would normally have been deleted. After the grace period is over the account will be deleted automatically and all content deleted, unless a new corresponding record in SEEMiS has been created. Grace periods can be requested via MIS Support.

Glow accounts – learners

- - When the end date for a student record is added to SEEMiS, the corresponding Glow account is automatically deleted meaning the user can’t access their Glow account. For P7s, their accounts will be reactivated automatically following the start date in their SEEMiS record at their secondary school. 60 day grace periods can be given which provide a way for users to be given extra time to access Glow, even though their account would normally have been deleted. Examples of when it may be useful to apply a grace period to a user would be over the summer holidays when it might be useful for P7 – S1 transitions or for senior phase learners who might still need access to complete work or for FE/HE communications. After the grace period is over the account will be deleted automatically and all content deleted. Grace periods can be requested via MIS Support.

Information Management

The end of the academic year is the perfect time to cleanse any personal data you may have been using to teach over the year and organise your virtual classroom spaces. Below are some of the information management tasks that can be undertaken to ensure you start the new year with an organised digital workspace-

- - Archive Google Classrooms
    - - In the Google Classroom homepage click on the three dots in the right corner of the class card and select archive.
      - More details on archiving Google Classrooms can be found – here
  - Archive Class Team
    - - In the Teams homepage click on the gear icon in the top right of the page and select Manage Teams.
      - Find the Team you wish to archive and click on the three dots next to the Team (…)
      - Select Archive team from the menu
      - More details on archiving Microsoft Teams can be found – here
  - SharePoint sites can be made Read Only
    - - This will ensure documents are retained and can be accessed for reference, but no additional edits can be made by users without Site Admin permissions.
      - Click on the cog in the top right of the screen and select Site Permissions.
      - Permission for Contributor groups can be changed to Read Only.
  - OneDrive and GDrive folders can be made Read Only
    - - This will ensure documents are retained and can be accessed for reference, but no additional edits can be made by users who are not the owner of the folder or document.
        
        Permission can be updated on the same menus with which the collaboration permissions were granted.

For addition advice or assistance in editing permissions or managing information in Glow please contact learntech@moray.gov.uk.

Data Protection – Glow

Glow provides educators and learners access to the most up to date industry standard digital tools and cloud storage which can be accessed on any internet enabled device. It also provides them access to an email account to facilitate their learning. Glow is the perfect place to store non-sensitive learning and teaching materials; however not all documents, information or email communications are appropriate to be stored, shared or sent through Glow. Educators can find more information on the types of information which can be stored safely in Glow – here.

The end of the year is good time to remind learners about the appropriate use of Glow and what they should be storing, both in terms of sensitive information and copyright.

Sensitive or confidential information should only be stored in the secure school shared drive which is part of the Moray Council network. Educators may use their Glow email to communicate with learners, but for more sensitive content should only be emailed via the moray-edunet.gov.uk address as it has higher levels of encryption.

To ensure that both Educators and Learners use Glow in a positive, safe and responsible way the Glow community rules can be reviewed – here.

Data Protection – General

Regular data cleansing in any system is vital to ensure that the fundamental tenets of data protection are adhered to. The start or end of a term or year is a natural point at which to conduct these reviews. Further information on the Moray Council Data Protection processes can be found – here.

Staff are also encouraged to complete the Moray: Data Protection (inc. GDPR) e-learning course on CLIVE, the council’s online learning management system. More details on CLIVE and details on how to access the system can be found – here.

Glow Security Reminder

It is important for all Glow users to remember that their account details should be kept private. School staff should remind learners and parents/carers that Glow is for the use of learners and teachers/support staff with the appropriate security checks only. We ask that parents/carers do not access Glow directly by logging in with their child’s details, but would encourage them to engage with their children to find out about and support the learning they are doing within Glow.

To meet the requirements of the Glow agreement that allows our users to access Glow, login details should only be provided to the user themselves. This is in order to maintain the security of the system. Providing log in details to non-Glow users, including parents/carers could put the Glow environment and users at risk. In the event of a security breach of this type Glow passwords for the whole school have to be reset and if action was not taken quickly, every pupil in the school could have their Glow account disabled.

You can find Password Guidance on the Glow Connect. Staff should be aware that if they are supporting pupils to choose a new password that it should be unique to each pupil and should not be shared.

The use of password grids like the one below could be helpful in assisting younger learners to choose a password.

Glow Update – Password reset, potential copyright infringements, Google Meet and SharePoint

Glow Password Change Reminder

The national learner Glow password reset began on the 24th August and staff will be prompted to reset their passwords from 7th September. Please note you will be prompted to change your password on login so no action is required prior to this.

It is recommend that staff encourage, where possible, learners to update their passwords to ensure they know them in the even of a local lockdown or requirement to learn remotely. As part of the password reset we would encourage everyone when they are updating their password to review the Glow Community Rules .

For full detail on the password reset and advice on setting up strong passwords see our previous blog post – here or visit Glow Connect – here

Changes to Google Meet functionality for external guests

Google have made some changes to the G Suite for Education offering within Glow which impacts staff’s ability to conduct Glow Meet sessions with non Glow users. Full details on how this could affect meetings with external guest (non Glow users) can be found in our previous blog post – here

Storage and publishing of Copyright Material in Glow

Education Scotland have reported that they have received concerns from publishers and content providers that some Glow users in Scotland may have contravened copyright legislation by storing or publishing non-licensed materials through Glow. This included the posting entire books on publicly available websites/social media. While it is recognised this was done with the best of intentions to assist in teaching and learning it does contravene copyright regulations.

Please be aware copy written materials should not be published or shared on blogs, Google Sites or social media without a license or permission to do so. Unlicensed materials should not be stored in Glow if they fall outside of the fair dealing requirements which allow extracts of licensed material to be used for “giving or receiving instruction”.

More details can be found in our previous blog post – here on the content providers website or the CLA (Copyright Licensing Agency) website – here

Moray Glow SharePoint Site Updates

Following an audit of the Moray Glow SharePoint site we have identified a large number of document storage sites which have no content in them and have not been accessed in the last 12 months. These sites will be made read only from 31st August and deleted during the Autumn holiday. If you wish to retain any of these sites contact details will be posted at the top of each site with instructions on what action is required. This is the initial phase of a larger SharePoint project intended to create a more user friendly document storage space, the design of which will allow for flexibility, security and longevity.

What Glow should be used for?

The Digital Learning Team are receiving increased requests and queries with regards to creating Glow accounts for non-teaching/non education staff, the storage/sharing of sensitive information through Glow and allowing external users to collaborate using application accessed through Glow, such as Teams. We would like to remind everyone that Glow’s remit is as a tool to enable learning and teaching with stringent guidelines on account eligibility. Non Glow users can not be added to Teams or access SharePoint sites. More details on what constitutes appropriate uses of Glow can be found here – Glow Appropriate Use .

Glow Password Change

All Glow users across Scotland will soon be prompted to change their password the next time they login to Glow. This annual process will occur at the beginning of each academic year.

The process will start from 10th August for pupils and 30th August for staff.

We would like to encourage everyone when they are updating their password to review the Glow Community Rules .

When setting up a new password it it vital to remember – Be secure: always keep your Glow password to yourself and remember to log out of Glow when you are no longer using it.

You can find Password Guidance on Glow Connect to help stay safer online and to find out what makes a strong password when using Glow.

Staff should be aware that if they are supporting pupils to choose a strong/new password that the password should be unique to each pupil. Staff may be supporting pupils to choose a strong password or younger learners to change their password whilst in school or at home. We would encourage pupils to change their password in school, however we are aware that some pupils may be learning at home, with the password change being supported by parents/carers. We would ask that parents/carers do not access Glow directly.

The use of password grids like the one below could be helpful in assisting younger learners to chose a password.

When prompted to choose a new password there is a minimum requirement and a password rating is displayed to reflect this. The Change Password button will only be enabled when the minimum requirement for this account type is met. a full guide on how to change your Glow password can be accessed here- Glow Password Change Guidance

Any issues with changing passwords should be directed in the first instance to your schools Glow Administrator; however staff Issues with changing passwords staff at each school should be able to support pupils’ to reset their Glow password.

Data Protection – Do I need to complete a DPIA form?

Before purchasing or using a software programme, app or website Data Protection should be considered. If the product requires you to create an account, enter information about yourself or other people then a Data Protection Impact Assessment (DPIA) is required to comply with Data Protection legislation. The DPIA is reviewed by the organisation’s Data Protection Officer, who will decide whether to approve the product. On some occasions specific guidance is placed on the use of the product, for example additional parental consent requirements, data purging schedules or limits on information to be provided.

A link to download a blank DPIA and view full list of all the products that are authorised for use, products which schools are completing DPIA’s for and DPIA’s currently being reviewed can be found at the top of the Education Weekly Bulletin issues to all schools and support teams.

Do you always need to complete a DPIA?

The short answer is yes, but if you are creating an account for a product or website using generic information not linked to a specific person then the DPIA should only require the screening questions to be completed. For example creating an account using the school name rather than a person’s name, using a generic admin email account not a personal email and entering the school address instead of a home address.

It is worth considering when creating accounts to access resources whether generic information could be used without breaching the terms and conditions of the account you are creating.

If you have to enter personal details to create an account or to use a programme when should you complete a DPIA?

The DPIA should be completed prior to purchasing any new product or subscription. This will ensure that you are able to use the product straight away after purchase. It is also worth checking if you are renewing an existing subscription that was originally taken out prior to the updated Data Protection legislation coming into law that it has been reviewed and authorised.

Where can I find out more information?

You can find full guidance on completing the Moray Council DPIA form in the Data Protection Guidance – HERE

For general information about Data Protection legislation visit the Information Commissioner’s Officer by clicking – HERE

Don’t forget you can complete the Moray Data Protection training module on CLIVE

Any specific questions about completing the DPIA, products approved/rejected or currently under review can be directed to learntech@moray.gov.uk. The Learning Technologists will liaise with the DPO on your behalf.