Student Educational Records and Privacy

Directory information is defined information contained in a student education record that is generally considered not harmful or an invasion of privacy if disclosed and includes:

  • Address
  • Date and place of birth*
  • Dates of attendance*
  • Degrees, honors, and awards received*
  • Grade level*
  • Most recent school attended*
  • Name
  • Participation in officially recognized activities and sports*
  • Photograph*
  • School email address*
  • Student identification number if it cannot be used alone to access an     educational record and is not the student’s social security number*
  • Telephone listing
  • Weight and height of members of athletic teams*

    *these items are optional

Education record is defined as any record that directly relates to a student and is maintained by the District or by a party acting for the District.  This definition excludes law enforcement records and records in the sole possession of the maker used only as a memory aid.

Eligible student means a student who has reached the age of 18.

Legitimate educational interest is defined as access that is needed in order for a school official to fulfill his/her professional responsibility.

Permanent record is defined as a record containing a student’s name, address, phone number, record of grades, years enrolled, courses attended, and grades completed.

Personally Identifiable Information (PII) includes information maintained in the student’s education record that could be used alone or in combination to trace a student’s identity directly or indirectly and would allow a reasonable person, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.  Examples include, but are not limited to: student’s name, parent’s name, address, student id, biometric data, date of birth, and mother’s maiden name.

Record means any information recorded in any way including, but not limited to, handwriting, print, computer media, video or audio tape, film, microfilm, and microfiche.

School official is defined as:

  • An individual employed by the District in an administrative, instructional, or support staff position.
  • School board members
  • Third-party contractors, consultants, volunteers, service providers, or other party with whom the school or District has outsourced institutional services or functions for which the school or District would otherwise use employees; records provided to these third parties must remain directly under the district’s control for purposes of maintenance and use and the third party must agree to comply with 34 C.F.R. 99.33(a)

FERPA Definitions

Personally Identifiable Information (PII):

PII is the name of a student or family member, address, personal identifiers (e.g. social security number), indirect identifiers (e.g. date of birth), and other information whereby a “reasonable person in the school community” could identify the student.

Education Records:

Materials that are “maintained by an educational agency or institution or by a person acting for such an agency or institution,” and contain information directly related to a student.

Directory Information:

Name, address, telephone listing, email address, photograph, date/place of birth, major, grade level, enrollment status, date of attendance, degrees, honors/awards, most recent educational institution attended, and participation in sports and other activities. Does not ever include social security number.

De-Identified Data:

The School System has removed all personally identifiable information and there is a reasonable determination that the student is not identifiable.

COPPA Definitions:

Information coming soon. 

Personal Information: 

Name, home address, email address, telephone number, social security number, photo, video, audio files containing child’s voice, geo-location information, persistent identifier that can be used to recognize use over time and across different websites, and any other information that permits physical or online contact of a specific individual.

Click-Wrap or click through Software –Agreements:

A "click-wrap" agreement is a type of contract that is widely used with software licenses and online transactions in which a user must agree to terms and conditions prior to using the product or service.

The format and content of click-wrap agreements vary by vendor. However, most of click-wrap agreements require the consent of end users by clicking an "OK," "I Accept" or "I Agree" button on a pop-up window or a dialog box. The user may reject the agreement by clicking the Cancel button or closing the window. Once rejected, the user us unable to use the service or product. A click-wrap agreement is also known as a click-wrap license or click-through agreement.  Click-wrap agreement permits the online companies to have contracts in place with numerous customers without negotiating with them individually. In addition, click-wraps permit the companies to save electronic signatures and incorporate additional clauses that are not provided by the present cyber law.