Introduction
Instructions
Privacy Compliance Review
Resources
Legal References

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 Shared
List of products/resources that receive student PII For each product/resource, the LEA must indicate the: Purpose Justification (federal requirement, state requirement, or local decision) 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 of metadata dictionaries can be found under the "Resources" tab on this page.

Instructions

The document below contains the instructions for updating or creating your metadata dictionary. Full disclosure: the instructions document is long. Creating a metadata dictionary is a complex process, and thus requires lots of instructions.

Metadata Dictionary Instructions document

If you have questions or need additional help, please contact privacy@schools.utah.gov

2024-2025 Privacy Compliance Review

Will our LEA need to submit our metadata dictionary in the 2024-2025 Privacy Compliance Review?

Yes. All LEAs will need to submit their metadata dictionary in this year's review, even LEAs that received a pass last year. This is because this year there are additional requirements for the metadata dictionary beyond last year's requirements.

Are the 2024-2025 metadata dictionary requirements the same as last year's requirements?

The metadata dictionary requirements for the 2024-2025 compliance review are outlined in the Metadata Dictionary Instructions document.

How and when will the metadata dictionary be submitted?

The primary data manager will submit the metadata dictionary in the Privacy Compliance Survey.* A link to the survey will be sent via email to the primary data manager of each LEA in October 2024.

In the survey, the data manager will paste a link to the page on your LEA website that either displays or links to your metadata dictionary. IMPORTANT: Make sure to submit a link to the page on your website where users can find the metadata dictionary, NOT a link to the metadata dictionary tool or file itself.

*See the Annual Privacy Compliance Review page for more information about the Privacy Compliance Survey.

Resources

General resources

*Table 2: Basic resources for creating or updating a metadata dictionary.*
Resource	Description	Author
Metadata Dictionary Instructions	Google Doc containing detailed instructions for creating or updating a metadata dictionary.	USBE
Metadata Dictionary Appendices	Google Doc containing several appendices that will help you consider which products to list, and what the purpose, justification, and exception might be for each
Google Sheet Template	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 3: Pre-created lists of data elements and definitions.*
Resource	Description	Author
Definitions page on SDPC	Pre-created list of data elements and definitions.	USBE
Google Sheet Template	Pre-created list of data elements and definitions. The list is found on the “Data Elements & Definitions” tab of the spreadsheet.	USBE

SDPC Resources

*Table 4: Resources for SDPC users.*
Resource Name	Resource Type	Description	Author
New FERPA Exception	PDF	Tutorial with screenshots showing how to add a FERPA Exception to a resource.	USBE
New Justification	PDF	Tutorial with screenshots showing how to add a Justification to a resource.	USBE
Edit the FERPA Exception or Justification	PDF	Tutorial with screenshots showing how to add or change a justification or FERPA exception for a resource that's already been added to your library.	USBE
New Purpose	PDF	Tutorial with screenshots showing how to add a Purpose to a resource.	USBE
Edit the Purpose	PDF	Tutorial with screenshots showing how to add or change a purpose for a resource that's already been added to your library.	USBE
Adding MDD Link	Video	Video tutorial showing how to get a link to your customized resource listing.	USBE
Student Data Privacy Consortium (SDPC) Tutorial Video	Video	On-boarding video for SDPC.	SDPC
Google Sheet MDD Template & SDPC Data Element Crosswalk (Appendix C)	Google Doc	The document aligns the terminology in the metadata dictionary template with terminology found on the SDPC website.	USBE
USPA Shared Drive Folder	Folder	Utah Student Privacy Alliance Google Drive folder. Contains resources for SDPC admins, such as tutorials, recordings of monthly calls, etc.	USBE

LearnPlatform Resources

*Table 5: Resources for LearnPlatform users.*
Resource	Description	Author
Customize Your Settings - adding Justification and FERPA Exception tags (clickable walk-through)	This clickable walk-through shows how to customize your settings in LearnPlatform so you can add tags for the Justification and FERPA Exception.	LearnPlatform
LearnPlatform Metadata Dictionary Workshop 8/17/22 (Passcode: 6gXYS3$6 )	Walks through setting up your LearnPlatform library to include Justification tags, FERPA exception tags, and other required elements for your metadata dictionary.	LearnPlatform
Enable your Public Product Library	Tutorial showing how to enable a public-facing library of products.	LearnPlatform
Edit and Share Product Settings to Public Product Library (Back End)	Tutorial showing how to select which products and information will and will not be displayed in your public product library.	LearnPlatform
Edit Product Settings From the Public Product Library Edit Mode (Front End)	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	Tutorial showing how to customize and select settings for your public-facing product library.	LearnPlatform

Google Sheet Template Resources

*Table 6: Resources for Google Sheet Template users.*
Resource	Description	Author
Google Sheet Template	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)	Explains the Metadata Dictionary Template spreadsheet.	USBE

Examples of MDDs

Cache County School District | SDPC

LEA webpage
Metadata dictionary
Notes:

Notice that the link title is "Approved Software/App List," not "Metadata Dictionary."

Iron County School District | SDPC

LEA webpage (under “For Employees” tab find “Approved Applications”)
Metadata dictionary

Jordan School District | LearnPlatform

LEA webpage
Metadata dictionary
Notes:
- Clicking on a product in the product library allows the viewer to see the purpose, justification, and FERPA exception for the product.
- Example entry: Utah Aspire Plus

Kane County School District | Google Sheet Template

LEA webpage
Metadata dictionary
Notes:
- Notice that the list of data elements and definitions are found on the second tab of the sheet.

North Sanpete School District | LearnPlatform

LEA webpage
Metadata dictionary
Data elements & definitions
Notes:
- This LEA has two links on their webpage: one for their metadata dictionary, and another for their list of data elements and definitions.

Quest Academy | SDPC

LEA webpage
Metadata dictionary
Data Elements & Definitions
Notes:
- This LEA has two links on their webpage: one for their metadata dictionary, and another for their list of data elements and definitions.
- Notice that the link title is "Approved Applications," not "Metadata Dictionary."

Renaissance Academy | SDPC

LEA webpage
Metadata dictionary
Data elements & definitions
Notes:
- 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.
- Example of a mature library. Most entries have a purpose, justification, and FERPA exception entered.

Washington County School District | LearnPlatform

LEA webpage
Metadata dictionary
Notes:
- Clicking on a product in the product library allows the viewer to see the purpose, justification, and FERPA exception for the product.

Weber School District | LearnPlatform

LEA webpage
Metadata dictionary
Notes:
- A table at the bottom of the LEA's webpage lists data elements and definitions.
- Clicking on a product in the product library allows the viewer to see the purpose, justification, and FERPA exception for the product.

Weilenmann School of Discovery | SDPC

LEA webpage
Metadata dictionary
Data elements & definitions
Notes:
- This LEA has two links on their webpage: one for their metadata dictionary, and another for their list of data elements and definitions.
- Example of a mature library. Most entries have a purpose, justification, and FERPA exception entered.

Other resources

*Table 7: Other resources.*
Resource	Description	Author
Appendix A: Common Products, Resources, and Other Data Recipients	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).	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).	Accompanying slideshow for webinar.	USBE

Legal References