GDPR – MDLT Blog

From 9th August all learners in Scotland will be required to change their Glow password. This is an annual process to ensure the security of Glow accounts.

The process will start from Friday 9th August to ensure that all learners returning to school after the summer holidays will be required to update their Glow password. In Moray the national password reset will fall a few days before learners return to school. Learners logging into Glow following the reset will be asked to create a new password.

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 is 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.

The Digital Learning Team recommend using the Three Random Words method to select a new password. 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 learners in the classroom to choose a strong/new password that the password should be unique to each learner. We would encourage learners to change their password in school, however we are aware that some learners may be 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.

The national staff account password reset is currently scheduled to take place on 28th August, with further details being provided nearer the time.

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.