FERPA Training
The Family Educational Rights and Privacy Act (FERPA) was passed into law in 1974. FERPA applies to all schools, colleges, and universities that receive federal financial assistance.
FERPA covers who can access and disclose records regardless of the format, including written documents, photographs, audio recordings, videotapes, and all digital formats records may take.
Our FERPA Compliance Checklist is an essential resource for educational institutions and organizations handling student data. This comprehensive guide helps ensure your operations align with federal privacy regulations, reducing the risk of costly violations and protecting student information.
By downloading this checklist, you’ll have a step-by-step tool to evaluate your current practices and identify any gaps in FERPA compliance, making it easier to maintain data privacy standards and build trust with students and families
INFINITI’s FERPA Online Training
FERPA online training is helpful for teachers, staff, and school administrators. To maintain compliance with the rules, it is vital for all staff to know exactly what is required by FERPA.
As part of the FERPA training, there are three videos to watch on the INFINITI platform. Part 1 explains the FERPA definitions. Part 2 shows the exceptions where FERPA does not apply. Part 3 highlights the rights and procedures under the act.
Schools – FERPA Training – Part 1 – Definitions
This video discusses the Family Educational Rights and Privacy Act and its general policies. It also explains the definitions of its central terms. FERPA limits students’ personally identifiable information (PII) that schools can disclose or share.
Examples of PII include:
- The name of a student
- The student’s parents’ names
- The home address of the student
- The student’s place of birth or date of birth (DOB)
- The student’s citizenship
- A personal identifier such as a Social Security number or information about Social Security Disability Insurance (SSDI) information or Supplemental Security Income (SSI)
PII includes any information that, when used alone or in combination with other information, can be linked to a specific student. The rule of thumb is that protected information would allow a regular person, without other access to the student’s information, the ability to identify a student with reasonable certainty.
FERPA protects PII and any other information maintained by the school in a student’s education record. It includes things kept in the school’s centralized student records and things kept by teachers in their files or computers, such as attendance records, grades, and evaluation reports.
Attendance by a student may be in-person or remotely online. The FERPA protection is the same.
For example, under FERPA rules, a teacher cannot post a list of students who are attending the teacher’s class on social media.
FERPA protects PII that is maintained by third parties, such as psychological profiles, IQ evaluations, and test scores on entrance exams like the SAT or GRE.
When schools use online educational systems to offer courses, the school must conduct sufficient due diligence to ensure the provider complies with FERPA rules. A data breach in a system maintained by third parties may cause liability for a school.
Schools – FERPA Training – Part 2 – Exceptions
This video discusses information exempt from the Family Educational Rights and Privacy Act protections. It explains different types of information that are not controlled by FERPA.
Examples of information that is not protected are things that may occur at school, such as students grading each other’s papers, but where the information is not recorded in the official grade book maintained by the teacher. Exercises, group projects, pop quizzes, and other teaching events that are not recorded in a teacher’s grade book are exceptions.
Another example of exceptions are notes made by teachers to help them remember each student and as aids for the teacher to help them do a better job. If this information is not shared with anyone else (except a substitute teacher for the same class) and is not entered by the teacher in a student’s record, these personal notes of a teacher are not covered by FERPA protections.
Another example of exceptions comes up when eligible students or their parents agree in writing to disclosure, such as the publication of a list of students on the honor roll that is posted on social media or put up as a poster on the campus. If eligible students or their parents give permission, a school can disclose some portion of student records.
Remember, it does not matter what media is used to keep the record, whether it is a computer, a paper notebook, or notations made on a chalkboard that are shown to others.
Teachers and administrators have a duty of care regarding electronic records and must be careful not to expose school records to the risk of disclosure to unauthorized parties. An example would be losing a laptop that contains an unencrypted copy of student records. Carelessness in not protecting the student records is not a permitted exception.
Disclosure of data that contains a student’s PII must only be done for legitimate reasons that follow the restrictions of FERPA. When in doubt, err on the side of protecting a student’s privacy as the best practice to follow.
Schools – FERPA Training – Part 3 – Rights & Procedures
This video discusses the procedures to access and amend education records under the Family Education Rights and Privacy Act. It also explains additional rights granted under the act.
Under FERPA rules, a school must give access to a student and parents for children who are minors. This access must be granted within 45 days of an eligible student’s or a parent’s request to view the student’s educational record.
Some information in a student record may be confidential and not subject to review, such as confidential recommendation letters or financial information about a student’s parents.
If there is an inaccuracy, misleading, or missing information or if there is a violation of the student’s privacy, a student or parent, on behalf of a younger student, can make a written request to amend their educational record. The educational institution is given an opportunity to decide if it agrees with the amendment request. If the school disagrees with the amendment request, the eligible student or the student’s parents can request a hearing.
The review of the amendment request at the hearing may create these results. The educational institution can agree with the amendment request, make the changes in the student record, and inform the student or parents in writing of the results. Alternatively, if the education institution disagrees, the student or parent may create a written statement about the contested part of the student record. That statement becomes a permanent part of the student record.
This statement must be disclosed whenever the institution discloses the student record for legitimate purposes, such as when a student or parent requests disclosure or when the student record information is shared within the same institution, such as between teachers.
Take the Next Step
Now that you have a good idea about what INFINIT-I’s FERPA online video training covers, it’s time to learn more about the INFINITI Learning Management System.
It’s easy to take the next step and continue the conversation with INFINITI’s expert staff. Simply use the contact form to request a demo. It is a concise presentation of 17 minutes. After we show you how the learning management system works, you can try it out for free for 30 days.
You will also get a complimentary analysis of your current training methods and a roadmap of suggested improvements. Over the past 25 years, we have helped more than 5,000 companies and delivered nearly 195 Million training sessions. You may also call us at 972-316-6309 to ask your questions.
To get started right away by learning about our improved training methodology, be sure to access our helpful free resource downloads.
FAQs
What is FERPA and why is FERPA training important?
FERPA (Family Educational Rights and Privacy Act) is a federal law enacted in 1974 that protects student educational records privacy. FERPA training is crucial because it ensures that educational institutions and their staff understand their legal obligations regarding student information protection. Through comprehensive FERPA online training, staff members learn how to properly handle, store, and disclose student records while maintaining compliance with federal regulations. This training is particularly important as violations can result in serious consequences for both the institution and individual staff members. Understanding FERPA through proper training helps create a secure educational environment where student privacy rights are respected and protected.
What information does FERPA protect?
FERPA protects all Personally Identifiable Information (PII) maintained in student education records. This includes basic information such as student names, parents’ names, home addresses, birth dates, birthplaces, and citizenship status. The protection extends to personal identifiers like Social Security numbers, SSDI information, and SSI details. FERPA online training emphasizes that protected information also includes any data that could allow a reasonable person to identify a specific student with reasonable certainty. The protection covers records maintained in various formats, including written documents, photographs, audio recordings, videotapes, and all digital formats. Additionally, FERPA protects information maintained by third parties, such as psychological profiles, IQ evaluations, and standardized test scores.
How does FERPA apply to online education systems?
FERPA training emphasizes that the law’s protections apply equally to both in-person and online education systems. When schools utilize online educational platforms, they must conduct thorough due diligence to ensure these providers comply with FERPA regulations. The protection of student information remains consistent regardless of the delivery method. Schools must be particularly vigilant about data security in online systems, as any data breach in third-party maintained systems could result in liability for the educational institution. FERPA online training helps staff understand these digital considerations and the importance of selecting compliant educational technology providers.
What are the exceptions to FERPA protection?
Through FERPA online training, staff learn about several important exceptions to FERPA protection. These include classroom activities where students grade each other’s papers (if not recorded in the official grade book), teaching exercises, group projects, and pop quizzes that aren’t formally recorded. Personal notes made by teachers for their own use, when not shared with others except substitute teachers and not entered into student records, are also exempt. Another exception occurs when eligible students or their parents provide written consent for disclosure, such as publishing honor roll lists. However, FERPA training emphasizes that carelessness in protecting student records is never considered a valid exception.
What rights do students and parents have under FERPA?
FERPA online training covers the extensive rights granted to students and parents. Educational institutions must provide access to student records within 45 days of a request from eligible students or parents of minors. Students and parents have the right to review these records, except for certain confidential information like recommendation letters or parental financial information. They can also request amendments to records they believe are inaccurate or misleading. FERPA training emphasizes that if the institution disagrees with the amendment request, students or parents can request a hearing and add written statements to the record expressing their disagreement.
How does FERPA training address electronic records management?
FERPA online training specifically addresses the challenges and responsibilities of managing electronic student records. Staff members learn about their duty of care regarding electronic records and the importance of protecting against unauthorized disclosure. The training covers proper encryption practices, secure storage methods, and protocols for handling digital student information. It emphasizes that losing an unencrypted laptop containing student records would constitute a FERPA violation. Through comprehensive FERPA training, staff learn best practices for maintaining digital security and preventing data breaches.
What are the time requirements for responding to record access requests?
FERPA training emphasizes that educational institutions must respond to record access requests within 45 days. This timeframe applies to all requests from eligible students or parents seeking to view educational records. The FERPA online training program teaches staff how to properly process these requests, ensure timely responses, and maintain appropriate documentation of the access provided. Staff learn about the importance of following established procedures and meeting these federally mandated deadlines to maintain compliance with FERPA regulations.
How does FERPA training address record amendments?
FERPA online training provides detailed instruction on handling record amendment requests. When students or parents identify inaccuracies or misleading information, they must submit written requests for amendments. The training covers the institution’s responsibility to review these requests and make determinations. If the institution disagrees with the requested changes, students or parents can request a hearing. FERPA training emphasizes that even if the institution ultimately denies the amendment, students or parents have the right to include a written statement in the record expressing their disagreement.
What are the consequences of FERPA violations?
FERPA training extensively covers the serious consequences of violating student privacy rights. Educational institutions risk losing federal funding for FERPA violations. The FERPA online training program emphasizes personal accountability and potential professional consequences for staff members who fail to protect student information. Through comprehensive training, staff learn about real-world examples of violations and their outcomes, helping them understand the importance of maintaining strict compliance with FERPA regulations.
How does FERPA apply to substitute teachers and temporary staff?
FERPA online training addresses the specific considerations for temporary educational staff. Substitute teachers and temporary staff members must follow the same privacy protection standards as permanent employees. The training explains how these staff members can access necessary student information while maintaining FERPA compliance. This includes guidelines for sharing teacher notes, accessing student records, and maintaining confidentiality in temporary educational roles.
What role does FERPA training play in social media usage?
FERPA training provides specific guidance regarding social media usage in educational settings. Staff members learn that they cannot post lists of students attending their classes on social media platforms without proper authorization. The FERPA online training program covers acceptable social media practices, including when and how student information can be shared on these platforms. This includes understanding the requirements for obtaining consent before posting any student information or achievements on social media.
How does FERPA training address international students?
FERPA online training ensures staff understand that the law’s protections apply equally to all students, including international students. The training covers specific considerations for handling international student records, including citizenship information and visa status. Staff learn about the intersection of FERPA with international privacy laws and how to maintain compliance when dealing with international student records and information requests from foreign institutions or governments.
What documentation requirements does FERPA mandate?
Through FERPA training, staff learn about essential documentation requirements for maintaining compliance. This includes proper record-keeping practices, documentation of access requests, and maintaining records of disclosure authorizations. The FERPA online training program covers how to properly document student and parent requests, record amendments, and hearing outcomes. Staff learn about retention requirements and proper methods for maintaining these important administrative records.
How does FERPA training address emergency situations?
FERPA online training includes specific guidance for handling student information during emergencies. Staff learn about the exceptions that allow for disclosure of student information in health and safety emergencies. The training covers proper procedures for determining when emergency disclosures are appropriate and how to document these decisions. This includes understanding how to balance student privacy rights with legitimate safety concerns during crisis situations.
What ongoing training requirements exist for FERPA compliance?
FERPA training should be conducted regularly to ensure continued compliance and understanding. The FERPA online training program emphasizes the importance of staying current with any changes in regulations or best practices. Staff learn about the need for periodic refresher courses and updates on new interpretations of FERPA requirements. The training covers how educational institutions should maintain documentation of completed training and establish regular schedules for staff FERPA education.
How does FERPA training address technological advances in education?
FERPA online training continuously evolves to address new technological developments in education. Staff learn about protecting student privacy in virtual learning environments, cloud-based storage systems, and educational apps. The training covers evaluating new educational technology tools for FERPA compliance and implementing appropriate security measures. This includes understanding how to maintain student privacy while leveraging new educational technologies and digital learning platforms.
How often is FERPA training required?
FERPA does not specify mandatory training frequency requirements. However, educational institutions typically conduct FERPA training annually or when significant policy changes occur. Best practices suggest providing initial training for new employees and regular refresher courses for existing staff to ensure ongoing compliance. Schools often implement their own training schedules based on their specific needs and risk assessment.
