FAQ

What is legitimate educational interest?

Legitimate educational interest is access to educational records by appropriate school administrators, teachers, or staff members, in order to perform their legitimate educational and business duties, when such records are needed in furtherance of the educational or business purposes of the student.

Is the Student Identification Number a FERPA protected element?

Yes, the student ID number is confidential information since it is the key to a student’s educational record that is maintained in a SIS and other CRY-ROP systems.

***The display of the student ID number in the subject line of an email should be avoided. If you have a list of students emails that need to be transmitted via email, you should send them in an encrypted email using Voltage SecureMail. ***

Should I store student records (grade information) on my computer?

No, you should not store student records or any confidential information on your desktop or the hard drive (typically, C:\) of your system. All student confidential information must be saved to a secure server.

Can I store personal records about a student in the student’s file folder?

Yes, but once information is stored in a file related to the student, it becomes part of that student’s educational record even if it is a personal note for your viewing only. And since it is part of the educational record, the student can request to inspect the file.

Should I send grade information through email?

Email is not considered a secure communication medium for transmitting restricted information. We suggest that you send out emails to inform students that they need to contact you or to point them to a website where authentication (secure username and password) is required to access grade information.

May I provide a class roster of students registered in my class?

Class rosters and a student’s schedule are considered confidential information and therefore, should not to be given to third parties.

May I post students' scores or grades?

Grades should not be posted in such a way that any student's individual performance can be identified by a third party. You cannot post scores by name, social security number, or student ID number.

May I post a picture of a student online without a written release?

No, pictures are not considered directory information. You must obtain a written release before posting pictures on a website unless the student is unidentifiable

What information can be included when writing a letter of recommendation?

Statements made from personal observation or knowledge do not require signed release. However, specific information concerning academic performance, grades or ranking in class does require a release. As part of the education record, a student has the right to access the recommendation letter, unless the student waived this right in writing.

The information below can be used in the CRY-ROP website to vet apps.

I want to use an online educational technology tool, or a website as part of my curriculum. However, I am not sure if the site complies with FERPA. What should I do?

You may submit a request in the link below to have someone in the ICT department review the privacy policy and the terms of use, to determine what type of data is collected from students and how that data is used. The ICT department will evaluate if the tool is academically appropriate, and if it complies with the privacy requirements set forth by FERPA.

Educational Technology Tool Review Request Form (Click here).

For more information regarding the use of certain apps in your classroom, please watch the "Ask Before you App" video which provides some key tips on how to integrate educational technology tools in a safe and secure manner.