Privacy Notice

Who Is Responsible

Your School operates CoachED4Impact and is responsible for the personal information described here. [Template: name the law and the regulator that apply to this school.]

What CoachED4Impact Is For

CoachED4Impact supports teacher growth. It holds the records that instructional coaching depends on: target-setting worksheets, goals, classroom observation records, support sessions, self-ratings, appraisals, and, for teachers in their first three years of service, a mid-year review. These records inform coaching conversations and the school’s supervision and appraisal of its teachers and middle-level administrators. For probationary teachers, they also give the school’s administrators evidence to consider when deciding whether to retain a teacher. The platform records evidence and recommendations; people make the decisions.

What Information Is Collected

• Account and employment details: name, school email address, role, subject or grade-level placement, position, employee number, year the person began at the school (from which the year of service and service tier are worked out), teacher rank, and grade levels taught.
• Professional growth records that you or your supervisors write: targets, goals and progress notes, self-ratings and reflections, observation records, support sessions, appraisals and mid-year reviews, and portfolio entries.
• What teachers add themselves: Professional Profile entries (trainings, committee work, speakerships and projects), a classroom sessions tracker link, and a class schedule uploaded as a PDF. The schedule is kept in private storage and opened only through CoachED4Impact by the people listed below.
• A change log (the audit log): which record was added, changed or removed, by whom, and when. It records changes, not who viewed a record.

CoachED4Impact is not designed to hold sensitive personal information such as health, religion, family or financial matters. Please do not enter it. Please also avoid student names and other details that identify students in observation notes and reflections; describe what happened in the classroom without identifying the child.

Who Can See What

Teacher

Your own record only: your target-setting worksheet, goals, progress notes, self-ratings, observation records about you, support sessions, and an appraisal once it is finalized and shared with you. A probationary teacher's mid-year review is written by the Department Chair or Team Leader for the Principal and Assistant Principals, and is not shown to the teacher. You also add your own Professional Profile (trainings, committee work, speakerships and projects), your classroom sessions tracker link and your class schedule (a PDF). Your coach, and the Principal and Assistant Principals in whose scope you are, can read your Professional Profile. Anyone who can observe you (your Department Chair or Team Leader, a formative coach, and the Principal and Assistant Principals in whose scope you are) can open your tracker link and class schedule.

Middle Level Administrator (MLA): Department Chair or Team Leader

The records of the teachers assigned to you, and your own worksheet, goals and Professional Profile (the work you do beyond your regular duties, which the Principal and Assistant Principals can read). You can open the classroom sessions tracker link and the class schedule of the teachers you coach. You do not see teachers assigned to someone else, and you do not see another Department Chair's or Team Leader's worksheet.

Formative Coach (an MLA role for coaching without evaluation)

The names of active teachers, so that you can record a formative observation or a support session for any teacher, the classroom sessions tracker link and class schedule of any active teacher, and the formative observations and support records you wrote yourself. As an MLA you also have your own leadership growth record: your own worksheet, goals, and developmental self-ratings, and the check-ins and ratings your leadership supervisor (the Assistant Principal for Academics, the Assistant Principal for Formation or the Principal) shares with you. You also keep a Professional Profile of the work you do beyond your regular duties, which the Principal and Assistant Principals can read. You do not see teachers' goals, target-setting worksheets, ratings, appraisals, mid-year reviews, retention recommendations, or anyone else's observation records. A formative observation carries no rating and is never used as appraisal evidence. The teacher it is about, that teacher's Department Chair or Team Leader, and the Principal and Assistant Principals can read it.

Top Level Administrator (TLA): Principal and Assistant Principals

All records of teachers, Department Chairs, Team Leaders and Formative Coaches, including worksheet progress, the confidential retention recommendations for probationary teachers, the tracker links and class schedules of teachers in their scope, and the leadership check-ins, ratings and Professional Profiles of Department Chairs, Team Leaders and Formative Coaches. The Assistant Principal for Academics and the Assistant Principal for Formation each see the people in their own area; only the Principal sees both, and the Assistant Principals do not see each other's own leadership records.

GSPO Admin (an MLA-level records role, not a coaching or evaluation role)

Read and download only, and only for finished files: a department's supervisory plan once it is finalized, a teacher's target-setting worksheet once it is agreed, and an observation once it is completed and the Department Chair, Team Leader, Formative Coach or peer who made it has shared it with the teacher (clinical, walkthrough, appraisal, peer and formative). She also sees the names, department and grade level of teachers and administrators so that files can be identified. She does not see drafts, self-ratings, support records, mid-year reviews, retention recommendations or leadership records, and she cannot add or change anything.

Super admin (platform owner)

Account details (name, school email, role, placement, position, employee number, year of service, rank) so that accounts can be created and managed, and the audit log. The super admin cannot see goals, observations, appraisals, reviews, recommendations or leadership records.

A Department Chair’s or Team Leader’s check-in with the Principal or an Assistant Principal, and the supervisor’s ratings, are hidden from the leader until the supervisor shares them. A teacher’s appraisal is hidden from the teacher until the supervisor finalizes and shares it. A probationary teacher’s mid-year review is written by the Department Chair or Team Leader, is read by the Principal and Assistant Principals once finalized, and is not shown to the teacher. Retention recommendations for probationary teachers are confidential: the teacher’s Department Chair or Team Leader recommends first, then the Assistant Principal for Academics, and the Principal can read both. The teacher never sees them, and other Department Chairs and Team Leaders do not. When a teacher moves to a different subject or grade level, the new Department Chair or Team Leader sees that teacher’s earlier records, and the former one no longer does.

Sharing

The school does not sell or share this information with outside parties, except where the law requires it. CoachED4Impactis hosted with cloud providers that process the data on the school’s behalf. [Template: list the hosting, sign-in, storage and email providers this school uses.] Email notices carry only the names of the sender and the recipient and a link back to CoachED4Impact; they never contain the record itself.

How Long It Is Kept

Records are kept while the person works at the school and afterwards for as long as the school’s records policy and the law require. They are then deleted or anonymised.

How It Is Protected

Each person signs in with a personal account. What a person can open is limited by role in the database itself, not only on screen. New accounts begin with a temporary password that must be replaced at first sign-in. Changes to records are written to an audit log, which only the super admin can read. For evaluation records it shows that a record changed, never what it said. Please do not share your password.

Your Rights

You may ask to be informed about the information held about you, to see it, to correct it, to object to its processing, and to ask that it be blocked or removed where the law allows. You may also complain to the data protection authority that applies to the school. [Template: name it.] For a teacher, a finalized appraisal also carries a place to record your own response.

Questions and Requests

Please write to the Principal or an Assistant Principal, who will route your request to the school’s Data Protection Officer.