Background and Importance of FERPA Compliance
FERPA, established in 1974, is a U.S. federal law designed to protect the privacy of student education records. It applies to all educational institutions that receive funding from the U.S. Department of Education. FERPA's primary purpose is to provide parents and eligible students with rights to access, inspect, and request amendments to their education records, and to control the disclosure of such information.
Who Needs FERPA Compliance?
FERPA compliance is required for all educational institutions that receive federal funds, including public and private elementary schools, secondary schools, and higher education institutions. This law ensures that these institutions respect the privacy of students and adhere to specific guidelines regarding the handling of educational records. Key protections under FERPA include:
Educational Records: FERPA protects all records that directly relate to a student and are maintained by an educational institution or a party acting on its behalf. These records include grades, transcripts, class lists, student schedules, disciplinary records, and any personally identifiable information (PII) contained within a student’s educational records.
Personally Identifiable Information (PII): FERPA also safeguards sensitive information that could be used to identify a student. PII includes a student's name, address, Social Security number, student ID, or other unique identifiers. This protection ensures that any data that can identify a student, directly or indirectly, is not disclosed without consent, except in circumstances specifically allowed by FERPA.
Directory Information: While FERPA protects most student information, it does allow institutions to disclose directory information without prior consent, provided the institution has given public notice of the types of information it considers directory information and has allowed students a reasonable amount of time to opt-out. It can include information such as a student’s name, address, telephone number, email address, and enrollment status.
Limitations on Disclosure: FERPA strictly limits the disclosure of educational records and PII to third parties. Educational institutions must obtain written consent from the student or parent before disclosing records, except in specific situations outlined by the law, such as health and safety emergencies, compliance with a judicial order or lawfully issued subpoena, or disclosure to school officials with legitimate educational interests.
Why Do You Need FERPA Compliance?
Legal Obligation: Compliance with FERPA is not optional but a federal requirement for institutions to receive federal education funds.
Protect Student Privacy: FERPA safeguards the rights of students and families to access and control their education records, ensuring these records are handled with the utmost confidentiality.
Institutional Integrity: Compliance strengthens institutional accountability and integrity, enhancing the trust and confidence of students and the public.
How Walturn Achieves FERPA Compliance
Comprehensive Training Programs: We conduct regular training sessions for our staff to ensure they understand FERPA regulations and the importance of protecting student privacy.
Strict Access Controls: We implement robust physical and electronic access controls to safeguard education records, ensuring that only authorized personnel have access.
Third-Party Agreements: We establish comprehensive agreements with all third-party vendors and partners who may have access to student records. These agreements mandate that our partners also adhere to FERPA standards, ensuring a consistent level of data protection across all collaborations.
Data Minimization and Anonymization: We practice data minimization by collecting only the necessary student information required for a specific purpose. Additionally, we implement data anonymization techniques where applicable to protect student privacy while enabling valuable data analysis and research.
Clear Policies and Procedures: Our policies and procedures clearly define how student records should be handled, who has access, and under what circumstances information can be disclosed.
Regular Audits and Assessments: We regularly audit our compliance with FERPA to identify and mitigate any potential vulnerabilities, ensuring ongoing adherence to regulations.
Incident Response and Breach Notification: We have a detailed incident response plan in place to address any potential data breaches or security incidents swiftly. This includes prompt breach notification procedures in compliance with FERPA regulations, ensuring affected individuals and authorities are informed without delay.
