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Confidentiality for School Social Workers
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Microcredential ID : 3025
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Record Keeping and Privacy
Credits
0.5 USBE Credit

Description

This microcredential represents a social worker’s understanding of and compliance with record keeping and privacy in a school setting. When records are kept for a student, they become a part of the student’s educational record, which has implications for privacy and confidentiality when considering mental health notes/records.

Standards
  • Utah Effective Teaching Standards > Standard 5: Professional Responsibility
    Element 1: Adherence to Laws, Rules & Policy - Maintaining a current educator license and adhering to relevant laws, rules and policies impacting educators.
  • Utah Effective Teaching Standards > Standard 5: Professional Responsibility
    Element 4: Professional and Ethical Conduct - Treating all with respect and maintaining professional and ethical conduct with students, families and colleagues.
How To Earn This Microcredential

To earn this microcredential you will collect and submit two sets of evidence demonstrating your understanding of and compliance with record keeping and privacy in a school setting.

  1. Respond to questions related to the scenario below to demonstrate your understanding of record keeping and privacy in a school setting.
  2. Submit supplemental evidence to demonstrate your practice of record keeping and privacy in a school setting.

You will also complete a reflection on your practice of record keeping and privacy in a school setting.

Click on the link above that says “Submit Evidence and Reflection” when you’re ready to get started. Then click on the blue links that say "submit evidence." Read through the instructions in that section before submitting evidence.

Follow these criteria, which the reviewer will use as the rubric to evaluate your submission:

Scenario Criteria

Criterion 1: The applicant describes how they ensure informed consent is provided and how they would protect confidential information in both scenarios.

Criterion 2: The applicant cited FERPA, HIPAA, and NASW Ethical Standards to back up their decision making process.

Criterion 3: The applicant described and/or cited their district’s policy/procedures related to documenting DCFS referrals.

Implementation Evidence Criteria

Criterion 1: The evidence submitted demonstrates the applicant’s practice of protecting students’ right to providing informed consent.

Criterion 2: The evidence submitted demonstrates the applicant’s practice of informing students and families about limits to confidentiality.

Criterion 3: The evidence submitted demonstrates how the applicant protects students’ right to privacy by maintaining confidential information.

Reflection Criteria

Criterion 1: The applicant identifies at least one way in which they plan to improve their practice of confidentiality and privacy protection.

Criterion 2: The applicant identifies at least one way in which they effectively protect student privacy and confidentiality.

Criterion 3: The applicant identifies at least one way in which the students benefit from privacy and confidentiality being protected.

Fees
A fee of $20.00 will be assessed once the microcredential is submitted for review.
Clarifications

This microcredential is intended for social workers working in a school setting. Social workers share the limits of privacy, confidentiality, and self-determination with students and parents initially and as needed, throughout the social worker-client relationship. The resources listed below are meant to aid you in your learning before submitting the required evidence.

Important Terms
FERPA:

The Family Educational Rights and Privacy Act federal law that protects the privacy of student education records. 

HIPAA:

The Health Insurance Portability and Accountability Act is a federal law with goals to improve continuity of group and individual health insurance coverage, combat waste and fraud in health insurance and health care delivery, improve access to long-term care services, and simplify the administration of health insurance. 

Privacy*:

The right or value to maintain personal control of one’s belongings, body, decisions, information, and thoughts against unauthorized intrusions by others. *Definitions are from Ethical Decision Making in School Mental Health by Raines & Dibble (2011)

Self-determination*:

The autonomy to make decisions and choose a course of action so long as there is no infringement on the rights of others to do the same. *Definitions are from Ethical Decision Making in School Mental Health by Raines & Dibble (2011)

Confidentiality*:

Information that is communicated to another with the understanding that the disclosure is not meant to be shared with others.
*Definitions are from Ethical Decision Making in School Mental Health by Raines & Dibble (2011)

Duty to Warn:

A therapist has no duty to warn or take precautions to provide protection from any violent behavior of his client or patient, except when that client or patient communicated to the therapist an actual threat of physical violence against a clearly identified or reasonably identifiable victim. That duty shall be discharged if the therapist makes reasonable efforts to communicate the threat to the victim, and notifies a law enforcement officer or agency of the threat.

Duty to Inform:

A school shall notify a part if the parent’s student threatens to commit suicide; or notify the parents of each student involved in an incident of bullying, cyber-bullying, hazing, abusive conduct, or retaliation of the incident involving each parent’s student.

Background Scenario / How This Will Help You

The scenario for this microcredential is included in the Preparation and Planning section of the microcredential with all the questions you will answer as evidence of preparation and planning. It has also been included in the resources section of this microcredential.

Evidence Options
Be sure to submit the type and number of pieces of evidence specified below.
Category: Preparation and Planning

Submit the evidence described below to show your understanding of and compliance with record keeping and privacy in a school setting.

Other:

Respond to questions associated with two scenarios to show your understanding of and compliance with record keeping and privacy in a school setting. You can upload your response or type your response in the box below. If you upload your response, you do not have to type anything in the boxes below. Be sure to describe any platforms, forms, record keeping tools, etc. that are applicable to your district.

Choose one:

  • Upload a video response to the questions identified in the two scenarios provided in the attached file. Your responses should address ALL of the questions outlined in each scenario. Please talk about each scenario separately. You may submit one video with both scenarios discussed or you may submit two separate videos.

  • Upload a written response to the questions identified in the two scenarios provided in the attached file. Your responses should address ALL of the questions outlined in each scenario. Please respond to each scenario separately.

FERPA HIPPA Scenarios.pdf

Category: Implementation

Submit any 2 of the evidence pieces described in this section to show your understanding of and compliance with record keeping and privacy in a school setting.

Other:

Choose two of the following to submit as evidence of competency with Record Keeping and Privacy:

  • Scripted Conversation: Identify an opportunity in which you were required to protect the confidentiality and privacy of a student. Review the conversation and actions involved in the scenario and script it out. Include a reflection about why you did what you did and how it protected the student’s right to privacy.

  • Track Opportunities to Protect Confidentiality by completing the attached form. Must include 5-10 opportunities.

  • ​Submit at least 4 different artifacts that support your anticipation of protecting privacy and confidentiality. This could include posters on your wall showing your limits of confidentiality, group curriculum syllabi that outlines the group’s expectation to protect privacy, signed release of information (with protected information redacted), signed permission forms (with protected information redacted), or other ways that you prepare students, parents, teachers, and administrators the requirement to protect privacy and confidentiality.

Opportunities to Protect Privacy and Confidentiality (1).xlsx


Review Criteria

Scenario Criteria

Criterion 1: The applicant describes how they ensure informed consent is provided and how they would protect confidential information in both scenarios.

Criterion 2: The applicant cited FERPA, HIPAA, and NASW Ethical Standards to back up their decision making process.

Criterion 3: The applicant described and/or cited their district’s policy/procedures related to documenting DCFS referrals.

Implementation Evidence Criteria

Criterion 1: The evidence submitted demonstrates the applicant’s practice of protecting students’ right to providing informed consent.

Criterion 2: The evidence submitted demonstrates the applicant’s practice of informing students and families about limits to confidentiality.

Criterion 3: The evidence submitted demonstrates how the applicant protects students’ right to privacy by maintaining confidential information.

Reflection Prompts

You can upload your response or type your response in the box below. If you upload your response, you do not have to type anything in the boxes below.

Discuss how you plan to enhance your understanding and use of privacy and confidentiality in your work with students. Describe how you effectively protect students’ privacy and confidentiality in your work with them. Discuss how your students benefit from your ability to effectively protect their privacy and confidentiality.


Review Criteria

Reflection Criteria

Criterion 1: The applicant identifies at least one way in which they plan to improve their practice of confidentiality and privacy protection.

Criterion 2: The applicant identifies at least one way in which they effectively protect student privacy and confidentiality.

Criterion 3: The applicant identifies at least one way in which the students benefit from privacy and confidentiality being protected.

Resources
Utah Student Data Privacy Educator Course
https://usbe.instructure.com/courses/75/

This course is meant to keep you current on educational privacy law as well as help you establish and maintain good privacy and security practices in the classroom. As an educator, you have access to a lot of student data and it's your job to make sure it is used appropriately in order to protect the privacy of your students. 


Duty to Inform: 53G-9-604.  Parental notification of certain incidents and threats required.
https://le.utah.gov/xcode/Title53G/Chapter9/53G-9-S604.html

Utah Code instructing educators about the requirement to notify parents on certain incidents and threats.


Data Privacy in Education – An iKeepSafe Educator Training Course
https://usbe.midaseducation.com/professional-development/courses/course/41443?qQuery=privacy&isUpcomingSectionsHidden=1

The comprehensive course covers multiple student data privacy topics including:

  • Introduction to K-12 Data Privacy
  • Reviewing EdTech Products
  • Privacy, Safety, and Security
  • Vendor Contracts
  • Privacy & Security for Administrators
  • Privacy & Security for School Board Members
  • Building Trust with Parents & Community
  • Handouts & Additional Resources

PART 99 - FAMILY EDUCATIONAL RIGHTS AND PRIVACY 
https://www.ecfr.gov/current/title-34/subtitle-A/part-99

Federal regulations about educational rights and privacy.


HIPAA Home
https://www.hhs.gov/hipaa/index.html

Office for Civil Rights – information about HIPAA.


NASW Ethical Standards
https://www.socialworkers.org/About/Ethics/Code-of-Ethics/Code-of-Ethics-English

Ethical standards to which all Social Workers must comply.


Utah Effective Teaching Standards and Indicators
https://www.schools.utah.gov/file/7313cfe5-5e68-41ef-9de4-03e5a9d395d8

The Utah Effective Teaching Standards articulate what effective teaching and learning look like in the Utah public education system.


Supplemental Ethical Standards for School Social Work Practice
https://aab82939-3e7b-497d-8f30-a85373757e29.filesusr.com/ugd/426a18_cd2f6606e4a9492487b6a5e463dc7a3b.pdf

These supplemental ethical standards build on the values, principles, and ethical standards articulated in the NASW Code of Ethics. They 1) specifically address issues critical to school social work practice but not addressed in the NASW Code of Ethics, and 2) are in addition to and do not in any way supplant the NASW Code of Ethics.


NASW School Social Work Standards
https://www.socialworkers.org/LinkClick.aspx?fileticket=1Ze4-9-Os7E%3d&portalid=0

NASW guidance regarding School Social Work services.


Duty to Warn
https://www.ncsl.org/research/health/mental-health-professionals-duty-to-warn.aspx

Mental health professional’s duty to warn requirements.


FERPA/HIPPA Scenarios
https://s3.amazonaws.com/midas-instructional-materials/f0cb3304-1099-4e31-839e-087cc25b3a3e/FERPAHIPPAScenarios.pdf

This is the scenarios document for this microcredential. You will read through the scenarios and answer all the questions as evidence of preparation and planning.

Earners
Kylie Aloi

Kylie Aloi
Larissa Archuleta

Larissa Archuleta
Lynette Baird

Lynette Baird
Jonathan Beard

Jonathan Beard
Christina Bishop-Kollar

Christina Bishop-Kollar
Jessica Brinkerhoff

Jessica Brinkerhoff
Berret Capps

Berret Capps
Briana Christensen

Briana Christensen
Jocelyn Cortez

Jocelyn Cortez
Chelsea Davenport

Chelsea Davenport
Edward Del Toro

Edward Del Toro
Haylee Frech

Haylee Frech
Rachel Goss

Rachel Goss
Charles Huff

Charles Huff
Taylor Hull

Taylor Hull
Ruthann Lambert

Ruthann Lambert
Brett Larsen

Brett Larsen
Melissa Larsen

Melissa Larsen
Paola Martinez

Paola Martinez
Venyce Martinez-Lunceford

Venyce Martinez-Lunceford
Olivia Neilson

Olivia Neilson
Danielle Nelson

Danielle Nelson
Emmaline Price

Emmaline Price
Cynthia Ralston

Cynthia Ralston
Brandi Sandoval

Brandi Sandoval
Amber Schiffman

Amber Schiffman
Jennifer Shepherd

Jennifer Shepherd
Chelsea Strong

Chelsea Strong
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