7.1 Staff Authorization and Access Procedures
The MLDS houses data that contain personal information about individuals protected by the Family Educational Rights and Privacy Act of 1974 (FERPA) and State and federal laws regulating the confidentiality and disclosure of state Unemployment Compensation records. Each agency has a Data Sharing MOU with the MLDS Center that, along with applicable federal and state laws and regulations, controls the confidentiality, use, redisclosure, and access regarding the data.
To protect the confidentiality of this information, Education Article § 24-703(g)(1), Annotated Code of Maryland limits access to the MLDS to authorized staff of the Center. Accordingly, RAs must complete the Staff Authorization and Access Procedures (Appendix 5), which include the following:
- A non-disclosure agreement relating to confidentiality of student and workforce data;
- An acknowledgement confirming review of the data sharing MOUs between the MLDS Center and the Maryland State Department of Education, Maryland Higher Education Commission, Maryland Department of Labor, Licensing and Regulation, and Maryland Motor Vehicle Administration;
- A Criminal History Background Investigation;
- Acknowledgement of receipt and review of required documents (including the MLDSC Data Security and Safeguarding Plan); and
- Complete the required trainings described in section 7.2 below.
7.2 Training
RAs are required to complete the following privacy and security training:
- Cyber Security Awareness training for Department of Defense Employees Complete the course for Department of Defense Employees. Please note that this course should be taken using Windows Internet Explorer. Other browsers may have trouble producing the certificate of completion needed to gain access to the MLDS.
- FERPA 101 training course through the Privacy and Technical Assistance Center at the U.S. Department of Education. You will be required to create a login and password in order to take the course. The prompt for login will appear once you click on the course name.
- FERPA 201 training course through the Privacy and Technical Assistance Center at the U.S. Department of Education. You will be required to create a login and password in order to take the course. The prompt for login will appear once you click on the course name.
Additional security and privacy training or information may be required as determined by the MLDS Center Chief Information Officer.
RAs must:
- Prior to starting the project, provide evidence of completion of the Collaborative Institutional Training Initiative (CITI) program on Human Subjects Research – Social-Behavioral-Educational and Responsible Conduct of Research to ensure understanding of behaviors necessary to enhance the integrity and professionalism of investigators and staff conducting research; and
- Throughout the staff appointment, provide any necessary update certifications required by the program.