DRAFT Metadata Dictionary

What is a Metadata Dictionary?

 

Utah law requires districts and charter schools to create a “metadata dictionary,” or MDD for short. The metadata dictionary is basically a record of what student PII is being shared outside your LEA, and with whom it is being shared. The two primary components that should be included in your MDD, along with their subcomponents, are outlined in the table below.

 

Table 1: Components and subcomponents of a metadata dictionary

Products/resources

Data received
  • List of products/resources that receive student PII
    • For each product/resource, the LEA must indicate the:
      • Purpose
      • Justification (federal requirement, state requirement, or school official)
      • FERPA Exception (school official, audit/evaluation, directory information, parental consent, etc.)
  • List of data elements (types of student PII) shared with products/resources
  • Definitions of each of those data elements

 

Examples

Below are some examples of MDDs created by districts and charter schools in the state. More examples can be found under the "Resources" tab on this page.

 

Table 2: Examples of metadata dictionaries

LEA

Platform

LEA webpage

Metadata dictionary

Notes

Renaissance Academy

 SDPC

LEA webpage Links to an external site. (find “Utah Student Privacy Alliance”)

Metadata dictionary Links to an external site.

Most entries have a purpose, justification, and FERPA exception filled out.

The LEA has added a custom message at the top of their resource library that includes a link to the data elements and definitions of those elements.

Legacy Preparatory Academy

 LearnPlatform

LEA webpage Links to an external site. (find “Click HERE to visit LPA's metadata dictionary” and “Click HERE to visit LPA's metadata definitions”)

Metadata dictionary Links to an external site.

The LEA has posted two links on their webpage: one for their metadata dictionary and one for their metadata dictionary definitions. 

Clicking on a product in the product library allows the viewer to see the purpose, justification, and FERPA exception for the product.

Kane District

Google Sheet template

LEA webpage Links to an external site. (find "Kane Metadata Dictionary")

Metadata dictionary Links to an external site.

The LEA created their metadata dictionary using the Google Sheet template provided by USBE. 

A list of data elements and definitions of those elements is found on the second tab of the Google Sheet.

 

Resources

 

Essential resources

Table 3: Basic resources for creating or updated a metadata dictionary.

Resource

Description

Author

Metadata Dictionary Instructions Links to an external site.

Google Doc containing detailed instructions for creating or updating a metadata dictionary.

USBE

Google Sheet Template Links to an external site.

Optional template for creating your metadata dictionary. Even if an LEA does not use the template as their actual MDD, the template is a great resource to refer to. The purpose, justification, and FERPA exception are pre-filled for many of the products/resources listed.

USBE

 

Data elements and definitions lists

Table 4: Pre-created lists of data elements and definitions.

Resource

Description

Author

Definitions page on SDPC Links to an external site.

Pre-created list of data elements and definitions.

 USBE

Google Sheet Template Links to an external site.

Pre-created list of data elements and definitions. List is found on the “Data Elements & Definitions” tab of spreadsheet.

 USBE

 

SDPC Resources

Table 5: Resources for SDPC users.

Resource

Description

Author

FERPA Exception, Justification, and Purpose Links to an external site. 

PAGE 1: Tutorial showing how to add or change a justification or FERPA exception for a resource.

PAGE 2: Tutorial showing how to add or change a purpose for a resource.

USBE

Adding Code to Customized Resource Listing Links to an external site.

 Tutorial showing how to add a custom message at the top of SDPC customized resource listing.

USBE

Adding MDD Link Links to an external site.

 Video tutorial showing how get a link to your customized resource listing.

USBE

Student Data Privacy Consortium (SDPC) Tutorial Video Links to an external site.

 On-boarding video for SDPC.

SDPC

Google Sheet MDD Template & SDPC Data Element Crosswalk (Appendix C) Links to an external site.

The document aligns the terminology in the metadata dictionary template with terminology found on the SDPC website.

USBE

Utah Student Privacy Alliance (USPA) homepage Links to an external site.

Utah Student Privacy Alliance landing page. Provides quick links to commonly used SDPC resources.

USBE/SDPC

USPA Shared Drive Folder Links to an external site.

Utah Student Privacy Alliance Google Drive folder. Contains resources for SDPC admins, such as tutorials, recordings of monthly calls, etc.

USBE

 

LearnPlatform Resources

Table 6: Resources for LearnPlatform users.

Resource

Description

Author

Enable your Public Product Library Links to an external site.

 Tutorial showing how to enable a public-facing library of products.

LearnPlatform

Edit and Share Product Settings to Public Product Library (Back End) Links to an external site.

 Tutorial showing how to select which products and information will and will not display in your public product library.

LearnPlatform

Edit Product Settings From the Public Product Library Edit Mode (Front End) Links to an external site. 

Tutorial showing:

  • How to add custom text to your public product library page (STEP 2).
  • How to add text to the Comments field on a product page (STEP 3).

LearnPlatform

Configuring the Public Product Library Links to an external site.

 Tutorial showing how to customize and select settings for your public-facing product library.

LearnPlatform



Google Sheet Template Resources

Table 7: Resources for Google Sheet Template users.

Resource

Description

Author

Google Sheet Template Links to an external site.

Optional template for creating your metadata dictionary. Even if an LEA does not use the template as their actual MDD, the template is a great resource to refer to; the purpose, justification, and FERPA exception are pre-filled for many of the products/resources listed.

USBE

Guide to the MDD Template (Appendix B) Links to an external site.

Explains the Metadata Dictionary Template spreadsheet.

 USBE

 

 

Examples of MDDs

 

 

Kane County School District

 

Quest Academy

 

Renaissance Academy

  • Link to LEA webpage: LEA webpage Links to an external site. (find “Utah Student Privacy Alliance”)
  • Link to MDD: Metadata dictionary Links to an external site.
  • MDD Platform: SDPC
  • Notes:
    • LEA has added custom text to the top of their customized resource listing page. The text includes a link to a list of data elements and definitions.
    • Example of a mature library. Most entries have a purpose, justification, and FERPA exception entered.

 

LEA

  • Link to LEA webpage: LEA webpage Links to an external site. (find “Utah Student Privacy Alliance”)
  • Link to MDD: Metadata dictionary Links to an external site.
  • MDD Platform: SDPC
  • Notes:
    • LEA has added custom text to the top of their customized resource listing page. The text includes a link to a list of data elements and definitions.
    • Example of a mature library. Most entries have a purpose, justification, and FERPA exception entered.

 

 

 

Webinars







Other resources

Table 8: Other resources.

Resource

Description

Author

Required Recipients, Examples, and Inventory Guidance (Appendix A) Links to an external site.

Shows 2021 required recipients, provides examples, and suggests folks who can help you fill out the metadata dictionary.

 USBE

Metadata Dictionary Webinar Recording (September 1, 2021) Links to an external site.. 

Webinar for data managers explaining the new metadata dictionary requirement. Topics addressed in the webinar include:

  • overview of the metadata dictionary requirements
  • introduction to resources for creating your MDD
  • brief walk-through of using the metadata dictionary template
  • discussion of using SDPC as your MDD
 USBE

Metadata Dictionary Webinar Slideshow (September 1, 2021) Links to an external site.. 

Accompanying slideshow for webinar.

 USBE