FERPA (Family Educational Rights and Privacy Act) protects student education records and governs how schools collect, store, and share student information. From an IT perspective, schools must demonstrate that systems, policies, and procedures keep student data secure and private.

Achieving FERPA Compliance – here are the key milestones:

1. Assess Current Systems & Data Inventory

Identify all systems storing student information (SIS, LMS, Google Workspace, Microsoft 365, etc.)
Catalog where personally identifiable information (PII) exists
Determine which staff have access to student data
Identify gaps in security, access control, or retention policies

Goal: Full visibility into data and risk exposure.

2. Implement Access Controls & User Management

Define who can view, edit, or share student records
Role-based access for teachers, admins, and staff
Multi-factor authentication (MFA) for sensitive accounts
Automated de-provisioning for staff leaving the school

Goal: Only authorized personnel can access student data.

3. Secure Storage & Encryption

Encrypt student data in transit and at rest
Implement secure cloud storage or on-premise solutions
Regularly audit and patch software for vulnerabilities

Goal: Protect student records from unauthorized access or breaches.

4. Data Sharing & Third-Party Vendor Management

Review contracts and agreements with vendors storing or processing student data
Ensure FERPA-compliant practices are followed by cloud providers, edtech apps, and SaaS platforms
Establish policies for consent and record sharing with parents or authorized parties

Goal: Vendors comply with FERPA and maintain security standards.

5. Staff Training & Policy Enforcement

Conduct regular FERPA awareness and IT security training for staff
Develop written policies and procedures for data privacy, access, and reporting
Implement logging and auditing to track data access

Goal: Staff understand responsibilities and follow procedures consistently.

6. Incident Response & Breach Management

Create a formal plan for potential data breaches
Include notification procedures, containment, and mitigation steps
Periodically test response plans and adjust as needed

Goal: Minimize risk and demonstrate preparedness in case of a breach.

7. Ongoing Monitoring & Compliance Reporting

Continuous monitoring of systems for unauthorized access or anomalies
Regular audits to ensure FERPA compliance – get IT support made for schools
Updates to policies, access permissions, and technology as needed

Goal: Maintain compliance over time, not just at a single point.

How Engler IT Helps With Achieving FERPA Compliance:

An MSP like Engler IT provides end-to-end support that covers both the technical and operational sides of FERPA compliance:

1. Assessment & Gap Analysis

Review current IT systems, data flows, and security posture
Identify gaps between current practices and FERPA requirements
Provide a roadmap with clear milestones

2. Access Control & Identity Management

Implement role-based access and MFA
Automate account provisioning and de-provisioning
Limit access to sensitive student data to only authorized staff

3. Data Security & Encryption

Configure secure cloud storage (Google Workspace, Microsoft 365, etc.)
Encrypt data at rest and in transit
Ensure all devices, endpoints, and networks are protected

4. Vendor & Cloud Compliance Oversight

Review and manage third-party vendor agreements
Ensure SaaS apps and edtech platforms meet FERPA standards
Provide ongoing vendor risk management

5. Policy Development & Staff Training

Draft IT security and FERPA-compliant data-handling policies
Conduct staff training and awareness campaigns
Provide ongoing education updates for new staff and evolving standards

6. Monitoring, Auditing & Incident Response

Continuous system monitoring for breaches or anomalies
Audit logs and access reports to document compliance
Create and test a breach response plan, including notification procedures

7. Ongoing Support & Updates

Manage software updates and security patches
Adjust policies and configurations for new regulations or technologies
Provide proactive support for IT issues without impacting student operations

By partnering with Engler IT, schools can:

Reduce risk of data breaches and compliance violations
Ensure student records are secure across all systems
Streamline access control and staff workflows
Maintain ongoing compliance with minimal administrative burden
Demonstrate readiness to auditors, parents, and regulators

Bottom line: Engler IT is not just IT support – it’s a trusted compliance partner that ensures student data is protected, staff are trained, and technology is aligned with FERPA requirements.