Working with Confidential Data
When working with UT data that is considered Confidential such as FERPA data, there are only a few online services that are approved to store and/or process such data. UTBox is one such service which is what is used in this tutorial to securely exchange files between participants in the program. Click here for a list of online services that have been approved for use with Confidential data along with what types of data each service has been approved for. Any online service not directly owned by UT and not listed on the linked website will need to be approved by the UT Information Security Office before it can be used to store and/or process Confidential data.
Step 1 - Share Folders
Follow the instructions for sharing a UTBox folder. For Principals and Cooperating Teachers when you get to the step where you need to specify email addresses of non-UT affiliated people to share the folder with, send the folder sharing invitation to their official school district email address.
Below are the folders to share and the folder permission you should assign when you share the folder:
| Folder Hierarchy | Field Supervisor Permission | Principal Permission | Cooperating Teacher Permission |
|---|---|---|---|
| Top Level Cohort Folder | Editor | Do not share folder | Do not share folder |
Student Teacher Folder | *Inherited | Set to Viewer Uploader | Viewer Uploader |
Permissions Automatically Apply To Sub-Folders and Files
If you share a folder with someone then they will automatically be able to access any sub-folder with the same permissions so there is no need to repeat the sharing process for each sub-folder. In the chart above *Inherited means you don't need to share that folder since it will already be accessible to the person via their access to the parent folder. For example if you grant a field supervisor access to a top level cohort folder then they will be able to click on that shared folder in the Box website to open it up. They will then see and be able to access ALL of the sub-folders and files inside of the cohort folder such as the folders for schools and individual student teachers.
Step 2 - Notify Everyone to Accept The Folder Sharing Invitation
If you haven't already, notify everyone you shared folders with that they should expect to receive an automated email from the Box.com service. The email will contain a button labeled "Accept Invite" which they should click on to accept the invitation and create a new Box.com account if they don't already have one associated with the email address you specified in the folder sharing invitation. It should only take 5 minutes or so for the automated folder sharing invitation email to get sent out once you complete the folder sharing process. People may need to check their email spam folder if they report they have not received the email.
The screenshot to the right shows an example of what a folder sharing invitation email looks like. The "Accept Invite" button displayed in the email is what people need to click on to accept your folder sharing invitation. |
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