Schools today handle more data than ever before, from traditional report cards to cloud-based learning systems, making it critical to understand how that information is managed. The Family Educational Rights and Privacy Act (FERPA) sets the legal framework for how schools should handle student records, but true compliance requires schools to turn those rules into practical, everyday actions. With the right systems, policies and training in place, schools can safeguard sensitive information while strengthening relationships with students and families.
Here are some tips to help your school achieve and maintain FERPA compliance.
- Understand the Basics of FERPA
Before diving into procedures, administrators and staff need a clear understanding of what FERPA requires. The law gives parents and students specific rights over education records. This includes access, review, correction and control over disclosures. A strong foundation begins with making sure everyone knows what FERPA protects and why.
- Map Out What Counts as Student Data
Not every school document is covered by FERPA, but anything personally identifiable to a student usually is. Grades, transcripts, discipline notes, attendance, digital files, and other school information tied to a student accounts all fall under protection. Clearly identifying which data is covered helps avoid accidental misuse.
- Be Transparent With Families
Parents and eligible students must be reminded of their FERPA rights each year, including how to view or correct records and how to file complaints. Using multiple communication methods, such as handbooks and school websites, ensures that families stay informed, and keeping proof of notification demonstrates compliance.
- Create Clear Access Procedures
Schools need well-defined processes for how families can request records or corrections. Requests must be honored within 45 days, and responses should be logged. Having a simple, consistent process makes it easier for staff to comply and builds trust with families.
- Share Information Only When Appropriate
Most disclosures require written consent, but FERPA includes limited exceptions. For example, certain “directory information” can be shared unless families opt out, and records may be disclosed in emergencies when safety is at stake. The key is to document every disclosure and the reason behind it.
- Strengthen Staff Awareness
Every employee who handles student data should understand the basics of FERPA. Ongoing training helps staff recognize what information can and cannot be shared, how to respond to record requests, and how to act in emergencies. Refreshers are essential as laws and technologies evolve.
- Evaluate Vendors and Technology
Schools rely heavily on digital tools and outside vendors, from grading systems to cloud storage. Before handing over student data, make sure contracts alight with FERPA and other privacy laws, and confirm that vendors use secure practices. Strong oversight reduces risks that come from third-party relationships.
- Protect Data With Security Measures
Student records should be encrypted both in storage and in transit. Access should also be role-based so only the right people see sensitive information. These safeguards protect data even if systems are compromised.
- Plan Ahead for Data Incidents
Schools should have a response plan for potential data breaches, including how to notify affected families and how to handle breaches involving outside vendors. Regular audits and monitoring keep systems secure and ensure schools are prepared to act quickly if something goes wrong.
- Relevant State Privacy Obligations
There are states, such as New York, that have promulgated privacy obligations in their Education Laws. Sometimes, the state obligations differ from FERPA rules.
Takeaway
FERPA compliance is not a single task to cross off a list. It is a culture of accountability and privacy that extends to every corner of a school. By setting clear policies, training staff, securing data, and building transparency with families, schools can meet federal requirements while strengthening community trust.