How To Redact Student Names From Letters
Administrators can automatically redact student names within incident narratives. The system matches names exactly to the student’s legal first or middle name as stored in your student information system. If a name does not match exactly, it will need to be manually updated in the incident narrative.
Administrators have two redaction options: fully redact names or convert them to student initials (preferred).
Before fully redacting names in the main incident narrative, which syncs to your student information system, we recommend confirming your district’s guidelines to ensure compliance with established processes.
Additionally, administrators can redact names differently in individual student narratives, which appear on printed letters. This allows you to keep full names or initials in the main incident narrative for record-keeping, while applying stricter redaction on letters if needed.
https://youtu.be/h9fts3Wk4Ks
There are two areas where student names can be redacted:
Main Narrative
This is the primary incident description that syncs with your Student Information System (SIS).
Individual Student Narratives
These are student-specific narratives that appear within the incident and on printed letters.
Important Notes for Redacting the Main Narrative:
- All students involved in the incident must be listed as an offender, victim, or witness.
- When you redact or modify names in the Main Narrative, the system will also update the Individual Student Narratives, unless those narratives have already been manually edited.
- If you choose a redaction option (Redact or Change to Initials):
- The system will replace names in the main narrative with either "REDACTED" or student initials, based on your selection
- The system will replace names in individual narratives with “REDACTED.”
- Only other students’ names will be redacted. The selected student’s name will remain unchanged in their own student narrative.
- If an individual student narrative has already been manually edited, the system will not overwrite it. You will need to manually update or redact names in those narratives. Note: It is important to follow the correct order when making updates. Always edit the main narrative first, then apply redaction, and finally review and update the individual student narratives as needed. This ensures the redaction process works correctly and helps prevent any unintended overwrites.
- If multiple students share the same name (for example, two students named Josh), the system cannot fully automate redaction. These cases must be reviewed and adjusted manually.
- Redaction can only be applied once. After names are redacted or changed to initials, the system cannot automatically revert them. You can preview changes before saving to confirm accuracy.
Redaction works similarly within individual student narratives, with one key difference. The system will not redact or change the selected student’s own name, and it will only redact or update the names of other students mentioned in that narrative. Additionally, any redaction completed within an individual student narrative does not impact the main narrative that syncs to your student information system.
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