Understanding FERPA: Protecting Student Privacy in the Digital Age

Understanding FERPA: Protecting Student Privacy in the Digital Age

In an era where digital learning is the norm and student data flows through multiple systems daily, data privacy is no longer just a legal checkbox—it’s a critical responsibility. One key piece of legislation that educational institutions must comply with is the Family Educational Rights and Privacy Act (FERPA).

FERPA is a U.S. federal law that governs access to and the privacy of student education records. Enacted in 1974, it has evolved over time to address modern challenges brought on by cloud platforms, third-party vendors, and cybersecurity risks in the education sector.

What Is FERPA?

FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when they reach the age of 18 or attend a school beyond the high school level (at which point the student becomes an "eligible student").

Under FERPA:

• Parents and eligible students have the right to access education records.

• They have the right to request corrections to those records.

• Schools must have written permission to release any information from a student’s education record.

There are exceptions, such as disclosures to school officials with legitimate educational interests or in response to a court order.

Why FERPA Matters for IT and Cybersecurity Teams

The rise of digital tools in classrooms and administrative operations means education records are stored and transmitted electronically. IT teams play a pivotal role in ensuring FERPA compliance by:

• Securing access to student records using role-based access controls (RBAC), two-factor authentication, and strong password policies.

• Encrypting data at rest and in transit to protect it from unauthorized access.

• Auditing and logging access to sensitive information to detect and investigate potential breaches.

• Evaluating third-party vendors for FERPA compliance before integrating tools into your environment.

• Educating staff and faculty on best practices for handling student data.

Common FERPA Violations

Some of the most common FERPA violations include:

• Leaving student records visible on unattended computer screens.

• Sending education records via unencrypted emails.

• Sharing login credentials among staff.

• Using cloud services or educational apps that don’t comply with FERPA.

While many of these are unintentional, the consequences can include complaints, loss of federal funding, and damage to institutional trust.

FERPA and Cloud Services: Proceed with Caution

When schools move to cloud-based solutions like student information systems (SIS), learning management systems (LMS), or virtual communication tools, it's essential to ensure these platforms are compliant with FERPA. This means reviewing vendor policies, understanding data ownership clauses, and ensuring vendors will not use or sell student data without consent.

The Role of MSPs in Supporting FERPA Compliance

As a managed service provider (MSP), helping educational institutions stay FERPA-compliant involves more than just providing IT infrastructure. It means:

• Implementing secure identity and access management (IAM) systems.

• Monitoring for data leaks and unusual activity with SIEM tools.

• Offering regular FERPA awareness training and phishing simulations.

• Advising on secure procurement and configuration of EdTech tools.

When school districts partner with an MSP that understands the complexities of FERPA, they gain a trusted advisor—not just a tech vendor.

Final Thoughts

FERPA compliance isn’t just about checking a box—it’s about safeguarding the privacy of students in a digital-first world. Whether you're a school leader, IT director, or MSP, staying compliant requires vigilance, education, and a proactive approach to data security.

If you're unsure whether your institution or your clients are fully FERPA-compliant, it's time for a privacy and security audit. Protecting student data today protects futures tomorrow.