Learning Support Case Management System Privacy Statement and Terms of Use

Privacy Statement

This privacy statement is for all users of the Learning Support Case Management System (Learning Support CMS). The privacy statement applicable for students and parents can be found here Learning Support Privacy.

For any questions about this Privacy Statement, please contact Ministry of Education - Regional offices.

What is the Learning Support CMS?

The Learning Support CMS is a tool used by staff of early learning services, schools, kura, and the Ministry of Education (the Ministry). It lets them request support and manage information about a child’s or student’s learning support needs.

More information about Learning Support Services is available here Learning support - Ministry of Education.

Why we collect personal information

We collect some basic information about you to enable your use of the Learning Support CMS. Such as the organisation you work for and your role in requesting or providing Learning Support.

How we collect your personal information

We will collect your Personal information:

• directly or indirectly from early learning services, schools, medical practitioners, and Ministry Regional or National office staff when making a request for support

• directly by the Ministry during service delivery

• directly from third party staff, such as Early Intervention Specialist Support Providers (EISSPs), during service delivery

• as part of you using the Learning Support CMS.

What personal information we collect

We collect some basic information about you as part of submitting a request for service or using the Learning Support CMS. This includes:

• Identity information about you, e.g., full name, the organisation you work for, your role in Learning Support

• Your contact details

• Learning Support CMS Usage details, e.g. IP address, which pages you viewed or edited.

Medical practitioners, staff of third parties or other Government agencies do not currently have access to the Learning Support CMS. However, their information is collected and used by others who do.

For the detail of information collected about students or parents, refer to Learning Support Privacy.

Cookies

‘Cookies’ are small text files saved on your phone or computer when you visit or use the Learning Support CMS. They are used to monitor Learning Support CMS usage. Learning Support CMS cookies do not collect or store personal information.

How we use personal information

We use information collected in the Learning Support CMS for:

• ensuring that request and case information is accurate and current for each referred child or student

• making sure that the correct people have access to information

• managing the Learning Support CMS

• providing reporting and statistics within the Ministry on Learning Support services at an individual case, early learning service, school, regional, or national level

• improving services

• research, evaluation and analysis. When we use information in this way it is made anonymous.  We use it to understand trends and improve national support for children and students.

We review usage information to monitor the Learning Support CMS for security purposes.

Who we share personal information with

Sharing information with Early learning services or Schools

When a child changes early learning service or school while they have an active case:

• the Manager of the new early learning service, or Principal of the new school, will have visibility of the high-level information about the case and its status. They will be able to see information submitted by the former early learning service or school, including staff names, their role, and how they were involved in the case.

• the former early learning service or school will not be able to see any cases for children or students who have left, even if the case has been closed.

Sharing information with third parties

Personal information will in some cases also be shared with third parties delivering Learning Support services for the Ministry. For example, Early Intervention Specialist Support Providers (EISSPs).

Some services, such as the Te Kahu Tōī Intensive Wraparound Service (IWS), may involve several government and non-government third parties. The information shared with these third parties will depend on their role supporting an individual child.

For either of the above, personal information about early learning service, school, or Ministry staff will be shared in the context of their role supporting an individual child.

Sharing will only happen where consented by the student or their parents, or where permitted under the Privacy Act or other relevant legislation.

Your rights

Under the Privacy Act, you have the right to ask for a copy of personal information the Ministry holds about you, and to ask for it to be corrected if you think it’s wrong.

You can request a copy of information we hold about you by emailing enquiries.national@education.govt.nz.

Terms of Use

The following Terms apply to users of the Ministry of Education's Learning Support Case Management system (LS-CMS). By using the LS-CMS you agree to these Terms.

These Terms are in addition to the Education Sector Logon Terms of Use available here ESL Application Privacy | Applications & Online Systems

Roles and Responsibilities

Early learning service & School responsibilities

Early learning services and Schools must comply with the Education and Training Act 2020. They must also comply with the Privacy Act 2020.

Early learning services or schools may provide health services, see here for guidance Office of the Privacy Commissioner | Chapter 9: Health and learning support information.  When they do, they must also comply with the Health Information Privacy Code 2020.

This includes making sure that personal information in the Learning Support CMS is:

• collected, used, and disclosed as necessary for a specified purpose

• collected lawfully and in ways that are fair and reasonable

• correct, and kept up to date

• kept secure and only appropriate authorised people can access it.

Ministry responsibilities

The Ministry will:

• provide the Learning Support CMS to you with reasonable care and skill

• make all reasonable efforts to ensure the Learning Support CMS does everything we say it will.

The Ministry is responsible for:

• defining access roles in the Learning Support CMS and deciding what those roles can access.

• assisting early learning services and schools in using the Learning Support CMS

• providing technical support to the Learning Support CMS

• using Learning Support service data for management and reporting purposes

• testing how well the Learning Support CMS is working, including keeping the system secure and the information private

• ensuring that any information shared to another system meets required security and privacy standards

• providing information to the Learning Support CMS, such as updates from ENROL,

• managing any identified risks

• identifying inappropriate access

• applying necessary patches and updates to the system

• responding when someone asks for information under the Privacy Act or the Official Information Act.

Access to information in the Learning Support CMS

User roles for early learning service, school or kura staff

Early learning services, schools and kura decide how to allocate types of Learning Support CMS roles to their staff. This determines the information you can access.

Early learning service, schools and kura:

• Early learning service or School Leaders can see:

  • all their staff who have access to the Learning Support CMS

  • all requests for support (including drafts) and all active cases for children at their early learning service or students at their school

  • a child or student’s history of requests for support and cases from a previous early learning service or school

  • documents, where the document has been shared by the Support Worker with the early learning service or school.  For example, a Learning Support agreement.

• Early learning service or School staff and Office support can see:

  • all requests for support made by themselves

  • documents, where a document has been shared by the Support Worker with the early learning service or school. For example, a Learning Support agreement.

User roles for Ministry national and regional office staff

All Ministry Learning Support staff with access to the Learning Support CMS can create new requests for support. For example, when medical practitioners or parents email a completed request form to the Ministry. They can also create reports and dashboards of requests and cases that they have access to.

Some specialist teams operate at a national level and can see all requests and cases within their area of specialism. For example, the Assurance and Eligibility team focus on the School High Health Need Fund (SHHNF) & the Ongoing Resourcing Scheme (ORS).

Other Ministry teams operate at a regional level and can only see information about requests or cases within their geographic region.

Ministry staff who can see the detail of a case can see the Role and contact details for Early learning service, School or other Ministry staff involved with that case. Including who made updates to any case information, such as comments or uploading documents.

Technical support staff are not users of the Learning support CMS, they can see:

• logging data such as dates & times of access, IP address

• what actions you take in the Learning Support CMS

• which pages you look at in the Learning Support CMS.

Other National and Regional Office staff are not users of the Learning Support CMS, they are provided anonymous service specific, regional, or national level reporting information.