8 Common FERPA violations and how to avoid them
Protecting student data isn’t just a legal obligation - it’s a commitment that builds trust between institutions, students, and their families. The Family Educational Rights and Privacy Act (FERPA) exists to protect that trust, ensuring education records remain confidential and are only shared with authorised parties. Yet, despite its importance, FERPA violations remain common across schools, colleges, and universities. Many of these breaches are avoidable with stronger awareness and consistent data practices.
Misunderstanding what counts as an education record
A frequent cause of FERPA non-compliance is a lack of clarity around what qualifies as an “education record.” FERPA defines this as any record that contains information directly related to a student and is maintained by an educational agency or institution. However, it’s broader than most people think. It includes grades, transcripts, emails, disciplinary reports, ID photos, and even video recordings where a student can be identified.
When staff underestimate how wide this scope is, data can easily be mishandled. Something as simple as sharing a class photo or uploading student information to a shared drive without access controls could result in an accidental disclosure. Regular FERPA training should therefore form part of every institution’s compliance strategy. Staff should know what constitutes an education record, when they can share it, and how to secure it.
Keep student data protected with accurate automated redaction.
Sharing student information without consent
One of the most common FERPA breaches occurs when student information is shared without proper authorisation. This could involve emailing results to the wrong recipient, discussing performance with an unauthorised parent, or including identifiable data in a research project without consent.
While some disclosures fall under specific FERPA exceptions - such as sharing data with school officials who have a legitimate educational interest - most do not. If in doubt, consent must always be obtained in writing. A simple check before sending or sharing data can prevent a costly compliance failure.
To reduce these risks, universities are increasingly turning to privacy-first tools for universities such as Pimloc’s Secure Redact, which automate the removal of personal identifiers before files are shared externally. This ensures privacy while keeping collaboration efficient and compliant.
Poor data storage and access controls
Even if data is handled correctly during collection, weak storage practices can still lead to violations. FERPA requires that education records be stored securely and accessed only by authorised personnel. Yet, unsecured drives, open email attachments, and poorly configured databases remain common weak points.
Institutions should enforce strict access permissions and encryption for all stored data. Password protection, audit trails, and regular access reviews all help maintain control. It’s also worth remembering that compliance isn’t just about digital security - physical documents like printed student records must be kept locked away and properly disposed of once no longer needed.
Failing to train staff and contractors
A significant proportion of FERPA breaches occur because staff or contractors simply aren’t aware of the rules. With the rise of digital learning tools and remote communication, there are more opportunities than ever for errors. Whether through cloud storage, collaborative platforms, or third-party vendors, everyone who handles student information must understand their responsibilities.
Training should be mandatory and regularly updated. It’s not enough to issue a one-time policy; employees must be reminded of best practices and new risks, particularly when new technologies or vendors are introduced.
Misuse of EdTech platforms
The growing use of educational technology has improved learning accessibility - but it’s also introduced new privacy risks. Many EdTech platforms collect more data than necessary, from student engagement metrics to behavioural insights. Without strict oversight, this can easily cross into non-compliance territory.
Schools should vet every tool they use and ensure vendors adhere to FERPA standards. That includes limiting data collection to what’s necessary, clearly defining data ownership, and confirming that student information won’t be shared or sold. Administrators must also stay alert to changing data policies from third-party providers, especially as AI-driven tools become more prevalent.
Mishandling redacted information
Sometimes, even redaction efforts go wrong. A poorly redacted document can still reveal personal data through visible text fragments, metadata, or file names. This is a surprisingly common mistake among institutions that rely on manual processes or unverified software.
To prevent errors, automated redaction tools should always be used. They ensure sensitive data is completely removed, not just hidden. For example, the same care used to avoid common document redaction mistakes applies when managing student files under FERPA. Reliable, tested solutions remove human error and safeguard against accidental exposure.
Delayed response to data requests
FERPA gives students the right to access their own education records within a reasonable time frame - typically 45 days of a request. Failing to respond promptly can lead to compliance issues, especially if institutions mismanage requests or fail to document them properly.
A clear, standardised request process is essential. All requests should be logged, tracked, and fulfilled systematically. Modern digital record systems can help streamline this, ensuring students’ rights are respected without delay.
Inadequate vendor oversight
Schools often outsource services to third-party providers for administrative or learning support. However, these vendors can become compliance liabilities if their systems lack sufficient data protection. Institutions must ensure every vendor contract includes clear data-handling clauses that comply with FERPA standards.
Periodic audits and data-sharing reviews help confirm that vendors maintain acceptable levels of privacy protection. If a provider fails to meet compliance expectations, data transfers should be suspended until the issue is resolved.
Strengthening FERPA compliance going forward
Ultimately, FERPA compliance depends on consistency, awareness, and a privacy-by-design approach. Institutions must go beyond simply reacting to incidents - they need to embed data protection into every system and workflow. This includes ensuring consent processes are transparent, access is strictly controlled, and sensitive records are properly redacted before distribution.
For universities aiming to strengthen their compliance posture, adopting automation and secure document-handling systems like Secure Redact is a practical first step. These solutions reduce the margin for error, protect sensitive student data, and maintain institutional integrity.