Coordinated Secure Notification Services

Vendors to provide a coordinated, secure notification system supporting the APS Handle with Care Program; the system will facilitate the identification of APS students who have been exposed to potentially traumatic events encountered by participating City of Albuquerque first responder agencies.
- The services will enable designated APS personnel to receive timely notifications and initiate appropriate school-based support. Notifications shall identify affected students without disclosing details of the traumatic event. The purpose of these services is to support student well-being and mitigate the potential impact of trauma on attendance, learning, behavior, and other school-related outcomes.
1. First Responder Coordination and Data Receipt
a. Maintain an established system for coordinating with participating City of Albuquerque first responder agencies to receive authorized information identifying children who may have been exposed
to traumatic events in their homes or communities.
b. Describe the participating agencies, available data sources, methods of receiving information, and any agreements or authorizations necessary to provide the proposed services.
c. Establish procedures for the secure and ongoing receipt and processing of first responder information.
2. Identification of Qualifying Events
a. Provide a detailed list of the types of potentially traumatic events the proposed system will review for notification purposes.
b. Describe the criteria and procedures used to identify events involving minor children who may qualify for a Handle with Care notification.
c. Obtain APS approval of the event categories and notification criteria before implementation and before making subsequent changes.
3. Student Matching and Verification
a. Process authorized first responder information to determine whether an identified child is currently enrolled in APS.
b. Match affected students to their APS student identification numbers using District-authorized data sources and matching procedures.
c. Describe the information required to perform student matching and the safeguards used to prevent incorrect identification.
d. Establish procedures, subject to APS approval, for reviewing incomplete, uncertain, or duplicate matches. Notifications shall be issued only after the student’s identity and APS enrollment have been verified.
4. Handle with Care Notifications
a. Deliver secure notifications to designated APS personnel when an affected student has been verified as enrolled in the District.
b. Limit the substantive content of each notification to the affected student’s name, APS student identification number, and an indication that the student requires Handle with Care consideration.
c. Exclude descriptions of the event, incident reports, allegations, medical information, and other details concerning the traumatic event.
d. Provide notifications on an ongoing basis within timeframes established by APS. Proposals shall describe processing frequency, anticipated delivery time, and procedures for handling after-hours events.
5. Confidentiality and Data Security
a. Use student information solely to perform the services authorized under the contract.
b. Do not disclose APS student information, enrollment status, student identification numbers, or student matching results to first responder agencies.
c. Restrict access to sensitive information to authorized personnel and maintain secure methods for receiving, processing, storing, and transmitting data.
d. Describe safeguards governing access controls, data retention, secure disposal, and reporting of suspected unauthorized access or disclosure.
6. Implementation and Ongoing Support
a. Coordinate with APS to establish notification recipients, delivery methods, student matching procedures, and implementation requirements.
b. Provide an implementation schedule, designated points of contact, and training for authorized APS personnel.
c. Maintain procedures for monitoring notification delivery, resolving errors, and addressing service interruptions.
d. Provide periodic reports, in a format approved by APS, summarizing service activity, processing timeliness, unmatched records, and delivery issues without including traumatic event details.