Picture this—your school just rolled out an exciting new tech platform for students, parents, and teachers. Everyone loves it! But then, someone asks, “How secure is the student data on this platform?” Cue the awkward silence. If you haven’t yet factored in student data privacy compliance, don’t panic. We’ve got you covered. With the increasing use of technology in schools, safeguarding student data has become as essential as teaching the ABCs. Failure to follow data privacy regulations could lead to hefty fines and a loss of trust among students and parents—not to mention a ton of stress for administrators.
But don’t worry; compliance isn’t as complicated as it sounds (we promise). By the end of this post, you’ll have a clearer understanding of what’s required and practical ways to make compliance part of your school’s culture. First, let’s talk about the laws around privacy. There’s no avoiding them (and, honestly, who would want to? They exist for good reason). The following are the three big ones you should know. You might also want to check this tool—StudentDPA—which promises to provide tools for student data protection. These laws are FERPA (Family Educational Rights and Privacy Act), COPPA (Children’s Online Privacy Protection Act), and GDPR (General Data Protection Regulation).
1. Review Your Technology Tools
Every tool your school uses—whether it’s a learning management platform or a photo-sharing app—must be vetted for compliance. Audit your tech tools to avoid the saying, “The more tools you use, the more problems you face.” While this may not be a familiar saying, it should be. Each tech tool introduces new potential risks regarding student data. Therefore, conducting an exhaustive audit of all the technology tools your school uses is paramount to ensuring compliance with student data privacy regulations.
When auditing these tools, start by asking your vendors some key questions. First, verify if the tool is FERPA and COPPA compliant. Doing so helps ascertain that the platform aligns with the two major American laws governing student data privacy. You should also determine what data the tool collects and how it stores that data. Knowing this information is crucial because it allows you to understand the potential risks associated with the storage and management of student data. Another significant question to pose is how quickly the data can be deleted if requested. Prompt data deletion can be essential in complying with various aspects of data privacy laws, particularly if a parent or student requests it.
2. Minimize Data Collection
Schools should limit data collection to only what is necessary. Raising your hand if you’ve filled out a school form with way more questions than necessary is a common experience. Schools should only collect the data they genuinely need. If you’re requesting more information than required (because it “might be useful someday”), it’s time to rethink that approach. Unnecessary data collection introduces additional risks and complications that can easily be avoided by adopting a strategy of minimal data collection.
One effective way to minimize data collection is to adopt a “privacy by design” approach. This methodology involves building your systems to prioritize minimal data collection by default. For instance, when designing new student information forms or digital platforms, always question whether each piece of data you request is genuinely necessary. This proactive strategy not only ensures that you are collecting the least amount of data possible but also contributes to an overall culture of privacy within the school.
3. Educate Your Staff
Training is critical. It doesn’t matter how secure your platform is if your staff accidentally emails a student’s report card to the wrong parent. Hold workshops or distribute guides so teachers and administrators know the do’s and don’ts of handling sensitive data. Staff education plays a key role in ensuring compliance with student data privacy rules. Your staff must understand the importance of these regulations and how to adhere to them in their everyday roles.
When planning training sessions, ensure they are comprehensive and cover a range of topics. For instance, staff should learn to recognize phishing attempts to avoid accidentally leaking sensitive information. Employees should also receive training on securely sharing files to prevent unauthorized access. Furthermore, emphasize the importance of keeping passwords strong and confidential. Providing real-life examples during training can be particularly effective in helping staff understand the potential consequences of not adhering to these guidelines. Simultaneously, distributing easy-to-read guides can serve as helpful references for ongoing compliance.
4. Develop a Data Management Plan
Think of a Data Governance Plan as your school’s playbook for handling student data. Having a clear, structured plan that outlines what data is collected, who has access to it, how it’s stored, and when it should be deleted can significantly reduce the risk of data breaches and ensure compliance with privacy laws. Developing a robust Data Management Plan is essential for maintaining control over student data. This plan should be detailed and specific, covering all aspects of data collection, storage, and disposal.
Start by clearly defining what data is collected and the purpose for its collection. This helps in understanding the necessity of each data element and can aid in minimizing data collection. Next, outline who has access to this data. Maintaining a strict access control mechanism ensures that only authorized personnel can view or manipulate student data, thereby reducing the risk of accidental or intentional data breaches. Additionally, detail how the data is stored. Specify the security measures in place, such as encryption and secure backup protocols, and review these measures regularly to ensure they remain effective. Finally, be clear about when data should be deleted. Having a defined timeline for data retention helps in reducing the amount of unnecessary data retained by the school, further lowering the risk of breaches and maintaining compliance.
5. Inform Parents and Students
Imagine your school has just launched a fantastic new tech platform for students, parents, and teachers. Everyone is thrilled! Then, someone asks the crucial question: “How secure is the student data on this platform?” The room goes silent. If you haven’t yet considered student data privacy compliance, don’t worry; you’re not alone. As technology becomes more integrated into education, protecting student data is as fundamental as teaching the basics.
Ignoring data privacy laws can result in expensive fines and lost trust from students and parents, as well as a lot of stress for school administrators. Trust us, compliance is not as daunting as it seems. By the end of this post, you’ll understand what’s required and discover how to make this a natural part of your school’s culture.