Unit 12 of 12
Using unique identifiers
Only assign identifiers the school genuinely needs, don't borrow another agency's, and confirm who someone is before assigning one.
Meet the data administrator
A unique identifier is a number or code assigned to a person to identify them in a system — a student ID, a staff payroll number, a library card number. IPP 13 sets limits on how the school assigns and uses them.
The data administrator sets up records for every new student and staff member. The principle gives them four rules to work within.
- Only assign a unique identifier if it is necessary for the school to carry out its functions.
- Don't assign someone the same identifier another agency uses, except in limited, permitted cases.
- Take reasonable steps to confirm identity before assigning an identifier, so the right record goes to the right person.
- Don't require someone to disclose an identifier except for a purpose connected to why it was assigned.
Decide whether each practice is acceptable under IPP 13.
To save creating a new number, the data administrator wants to use each student's NHI (health) number as their general school ID across all systems.
The school assigns each new student its own internal student ID so it can manage enrolment, the library and the LMS.
Decide whether each practice is acceptable.
An enrolment form requires families to supply the student's IRD number before a place is confirmed, even though it plays no part in enrolment.
Before merging two near-identical records into one student ID, the administrator checks date of birth and NSN to confirm they are the same person.