Educational Register Management: CDO Guidelines
- The Ministry of Education and Merit has released guidelines regarding the proper use of electronic registers in schools.
- According to the ministry, electronic registers are intended to streamline administrative tasks and facilitate interaction between schools, teachers, students, and families.
- The ministry's note explicitly prohibits the use of electronic registers for activities outside of their intended educational purpose.
Ministry Issues Guidance on Electronic School Registers
Table of Contents
- Ministry Issues Guidance on Electronic School Registers
- Electronic School Registers: Ministry guidelines Explained
- What are Electronic School Registers Used For?
- What Activities are Prohibited on Electronic Registers?
- Key Requirements for Electronic Register Management: A Summary
- How is Access to Electronic Registers Secured?
- What are the Key Data Protection Requirements?
- What Security Measures Must Be Implemented?
The Ministry of Education and Merit has released guidelines regarding the proper use of electronic registers in schools. The guidance, outlined in note Mim prot. n. 2773, dated April 4, 2025, addresses concerns about data privacy and appropriate functionality within these systems.
Permitted Uses of Electronic Registers
According to the ministry, electronic registers are intended to streamline administrative tasks and facilitate interaction between schools, teachers, students, and families. Specifically, the registers should be used for:
- Teachers managing classroom activities, including recording attendance, grades, assessments, and lesson notes.
- Families and students accessing information about assignments, schedules, attendance records, and grades.
- The Ministry and school institutions transmitting official announcements to families and students.
Prohibited Activities
The ministry’s note explicitly prohibits the use of electronic registers for activities outside of their intended educational purpose. These include:
- Commercial or marketing initiatives.
- Sharing data with third parties, unless directly related to the register’s core functionality.
- Offering non-essential content such as games,horoscopes,or chat features.
- Displaying advertisements or links to external sites for commercial purposes, including the sale of books or school supplies.
Vademecum Highlights Key Requirements
an accompanying vademecum provides detailed instructions on several critical aspects of electronic register management:
Identification and Authentication
access to the electronic register must be secured through methods that prevent unauthorized access,such as digital identities (SPID,CIE,EIDAS). The Ministry offers an identity gateway to simplify this integration.
Interoperability and Integration
Registers must be compatible with the Ministry’s digital applications, as mandated by articles 12 and 64-bis of the CAD, ensuring consistent service for students, parents, administrators, and staff. Interoperability with the education information system (SIDI), the National Student Registry (ANS), the Single Platform, and the Pago on the Net service is also required.
Accessibility
The register must adhere to accessibility regulations,including Law No. 9 of January 9, 2004, Legislative Decree No. 106/2018, and updated guidelines from the Agency for Digital Italy, to ensure equal access for individuals with disabilities.
Data Protection
Educational institutions, as data controllers, must comply with GDPR principles. This includes conducting data protection impact assessments (dpias), providing information to data subjects, and appointing authorized data processors.Schools may involve Data Protection officers and must ensure suppliers are appointed as data processors with adequate confidentiality measures and training.
Data Security
Institutions must implement robust security measures, including business continuity plans, disaster recovery solutions for cyberattacks, and cloud solutions compliant with current regulations, specifically the “Regulation for digital infrastructures and for cloud services for the public administration.”
Data Transferability
Data within the register must be easily transferable to other registers or applications as needed by educational institutions.
Electronic School Registers: Ministry guidelines Explained
This guide provides a complete overview of the Ministry of Education and Merit’s guidance on electronic school registers, focusing on permitted uses, prohibited activities, and key technical requirements. the information is derived from note Mim prot. n. 2773, dated April 4, 2025, and accompanying materials.
What are Electronic School Registers Used For?
Electronic registers are designed to streamline school administration and improve dialog.
According to the Ministry, approved uses include:
* Teachers:
* Recording attendance
* Managing grades and assessments
* Adding lesson notes
* Families and Students:
* Accessing assignments
* Viewing schedules
* Checking attendance records and grades
* Ministry & School Institutions:
* Disseminating official announcements
What Activities are Prohibited on Electronic Registers?
The Ministry restricts the use of electronic registers for activities outside their core educational function.
Prohibited activities include:
* Commercial or marketing endeavors
* Sharing data with third parties, unless directly related to the register’s core functionality
* Offering non-essential content such as games, horoscopes, or chat features
* Displaying advertisements or links for commercial purposes (e.g., selling books or school supplies)
Key Requirements for Electronic Register Management: A Summary
An accompanying vademecum elaborates on several critical aspects of electronic register management. The following table summarizes these requirements.
| Requirement | Details |
|---|---|
| Identification and Authentication | Secure access through methods like SPID, CIE, and EIDAS. The Ministry offers an identity gateway. |
| Interoperability and Integration | Registers must be compatible with the Ministry’s digital applications, as mandated by articles 12 and 64-bis of the CAD. Interoperability examples include SIDI, ANS, the Single Platform, and Pago on the Net. |
| Accessibility | Compliance with accessibility regulations, including Law No. 9/2004, Legislative Decree No.106/2018, and guidelines from the Agency for Digital Italy. |
| Data Protection | Compliance with GDPR principles,including DPIAs,information to data subjects,and appointment of authorized data processors. |
| Data Security | Implementation of robust security measures, including business continuity plans, disaster recovery, and compliant cloud solutions. |
| Data Transferability | Data must be easily transferable to other registers or applications. |
How is Access to Electronic Registers Secured?
Access to electronic registers must be secured through methods that prevent unauthorized access. The guidance specifically mentions digital identities such as:
* SPID (Public Digital Identity System)
* CIE (Electronic Identity Card)
* EIDAS (Electronic Identification, Authentication and Trust Services)
The Ministry offers an identity gateway to simplify integration.
What are the Key Data Protection Requirements?
Educational institutions, as data controllers, must adhere to GDPR principles. This involves:
* Conducting data protection impact assessments (DPIAs)
* Providing information to data subjects
* Appointing authorized data processors.
* Schools may involve Data Protection officers and must ensure suppliers are appointed as data processors with adequate confidentiality measures and training.
What Security Measures Must Be Implemented?
Institutions must implement robust security measures, including:
* Business continuity plans
* Disaster recovery solutions for cyberattacks
* Cloud solutions compliant with current regulations
* These solutions must adhere to the “Regulation for digital infrastructures and for cloud services for the public administration.”