Your role in safeguarding
student privacy
Administrators, teachers, counselors, substitutes, support
staff, temporary workers, or outside agency staff
may have access to selected student information on
a need to know basis, and/or pursuant to federal and
state law.
“Directory Information”
is public information
All data on students maintained by the school, school
district, or by persons acting for the school district are
private. The only exception is “directory information,”
which has been designated by the district as public
information.
Directory information is:
Name and photo.
Name of school(s) attended.
Date of birth.
Grade in school.
Written permission required
Be careful what you share
With some limited exceptions, all agencies (such as postsecondary schools, employers, social agencies, police) or
persons (including grandparents) must have written
permission from the parent/guardian or adult student in
order to gain access to the student’s records (except for
directory information). A record of access/disclosure must
be maintained in the student’s cumulative record if
someone other than school officials has accessed the
record.
Student and family information must remain confidential
in all communications; oral, written and electronic. Under
no circumstance should private information be the topic
of conversation in a public space, including public forums
on the Internet. Any information acquired regarding a
student while working in a school or while assisting at
school functions should be kept confidential. Personally
identifiable information must never be discussed with
friends, neighbors or family.
Student Information
- What is it?
Student information is all data (paper and electronic),
collected and maintained by the school and school
district, which relates to the individual student.
No one may access private student information
unless one’s work assignment requires it.
Student information must be used to further the
educational needs of the student.
Privacy is a legal and professional
expectation
Participation in officially recognized activities and
sports.
Keeping student information confidential is vital
to professionalism.
Awards and honors.
The federal Family Education Rights and Privacy Act
(FERPA) and the Minnesota Government Data
Practices Act (MGDPA) mandates the privacy of
student information.
Weight and height of members of athletic team.
Dates of attendance (enrollment dates).
Last grade completed.
Date of graduation.
Immunization history.
Parents/guardians and adult students may
restrict directory information by notifying the
district.
Desk Drawer Exception
Records maintained by instructional personnel which are
in their sole possession and are not accessible or
revealed to any other individual except a substitute
teacher and are destroyed at the end of the school year
are not considered to be public data.
The Code of Ethics for Minnesota Teachers states
that “a teacher shall disclose confidential
information about an individual only when a
compelling professional purpose is served or
when required by law”.
Failure to safeguard student information may result
in disciplinary action.
Important reminders
Keep confidential all student information unless
classified as directory information.
Be especially cautious about the inadvertent release
of student information, e.g. leaving a document
with private information on a desk or open on
a computer.
Keep electronic devices such as cell phones, iPads,
etc. secure and access password protected.
Protect viewability of computer screens and lock
access when away from your work station.
Immediately retrieve printed material from a printer.
Information that identifies any individual student
must be disposed of properly - i.e. shredded.