A Note About Student Privacy
Who can do this:Super AdminDirectorCase ManagerCoordinatorGrant WriterVolunteerParentStudent
Goal: Understand how VoTech protects student data and what your responsibilities are.
VoTech manages data about minors and young adults in sensitive life situations. Every staff member has a responsibility to protect this information.
The Data Tier System
VoTech organizes student data into four tiers based on sensitivity:
| Tier | What It Includes | Who Can See It |
|---|---|---|
| Tier 1 — Encrypted | SSN | Super Admin only |
| Tier 2 — Restricted | ACE scores, life stories, case notes | Case Manager + Super Admin |
| Tier 3 — Sensitive | Justice, disability, LGBTQ, foster care, spiritual | All authorized staff at your location |
| Tier 4 — Standard | Demographics, contact info, attendance, certifications | All authorized staff at your location |
🛑 IMPORTANT:
Tier 1 and Tier 2 data requires special handling. Never share ACE scores, case notes, or SSN data outside of VoTech. Never screenshot or copy this data into emails, texts, or other systems.
Your Responsibilities
- Only access data you need for your job — don't browse student records out of curiosity
- Never share login credentials — your account tracks your access in the audit trail
- Sign out on shared computers — especially in classroom or office settings
- Report concerns immediately — if you see data you shouldn't have access to, or suspect a breach, contact Walley or Mark
- Follow your role's boundaries — if you can't see certain data, that's by design
What Gets Logged
VoTech maintains an audit trail that records:
- Who viewed a student's record
- Who edited student data (and what changed)
- Who accessed Tier 1 or Tier 2 information
- Who exported reports
ℹ️ NOTE:
The audit trail is for accountability and compliance. Super Admins can review audit logs at any time.
For More Detail
- Data Tier Definitions — full breakdown of every tier
- Permission Matrix — what each role can access