This document describes the protections the ASISTS system has in place to safeguard
the privacy of student and personnel information collected by program staff and
entered in the ASISTS software system.
Data collected on Students
Adult education programs receiving public funding from the New York State Education
Department (NYSED) are required to enter information of students that fall within
the following categories.
- Contact information, including name, birth
date, address, social security number etc.
- Demographic information including ethnicity,
gender, parental status, etc.
- Program participation information such as goals,
test scores, attendance hours, etc.
In addition ASISTS contains the ability for programs to track information such as
medical conditions, disability information, language spoken at home, etc. Entering
the information is not required by NYSED.
Data collected on Personnel
Adult education programs are also required to enter information on their staff members
into ASISTS. Only some fields that relate to NRS reporting are required by NYSED.
These include first name, last name, paid/volunteer status, position of staff member
and full-time/part-time status. All other fields are optional.
Data collected on Users
To facilitate effective administration of the ASISTS system, the LAC will collect
and maintain information on personnel designated by adult education programs as
regular users of the ASISTS system. This information will include name, position,
address and email address of each user.
Use of Data
Data entered in ASISTS is used for the following purposes:
1. Compilation of Federal reports on student
performance for submission to the Federal Department of Education
2. Compilation of reports mandated by NYSED
3. Evaluation of program performance and monitoring
of compliance with NYSED guidelines
4. Providing technical support to adult education
5. Data analysis to identify trends and areas
of concern and improvement.
Protecting Privacy of Individual Records
The Literacy Assistance Center (LAC) and NYSED are sensitive to the need for maintaining
the privacy of student and personnel records. Accordingly we have taken the following
Information on individual students, staff or users will not be shared by LAC or
NYSED with anyone who is not affiliated with the LAC, NYSED or a program providing
services to the students in question. ASISTS features state-of-the-art security
protections that will prohibit unauthorized access of student and personnel records.
Student and personnel information in ASISTS will only be used for the purposes listed
in the preceding section. Compilation of reports will only use aggregate data and
will not contain information traceable to individual students or staff members.
While NYSED or LAC staff may access individual records in the course of program
evaluation or technical support efforts, this work will be done in partnership with
the adult education program in question.
The NYSED has created a disclosure form for use during student intake. Program staff
will be required to share this form with students at intake and explain the following:
o The data that is being collected
o The purposes for which data will be used
o Their rights under the Family Educational Rights
and Privacy Act (FERPA),
which allow them to request a copy
of their records as stored in ASISTS.
ASISTS incorporates reports that will allow programs to share information collected
on students so that they are also aware of how they are being tracked.