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How to Protect Student Data Under FERPA Guidelines

student data under ferpa guidelines and compliance

Data breaches, ransomeware attacks, and phishing scams are on the rise. Protecting student information is more difficult than ever, and yet it's about more than just cybersecurity—it's about compliance, trust, and doing right by communities.


IT leaders in education need to understand how to keep student data safe and comply with FERPA (the Family Educational Rights and Privacy Act). This blog breaks down FERPA regulations and requirements from an IT perspective, what real-world data protection looks like, and how R&D Data Products can help K-12 districts and higher ed institutions with network performance tuning to stay compliant with future-proof, practical solutions.


Table of Contents


1. What Is FERPA? Why It Matters for School IT Teams

FERPA is a federal law that gives parents (and eligible students) rights over their educational records. It also governs how schools handle, store, and share personally identifiable information (PII).


For IT teams, this means building systems that:


  • Prevent unauthorized access to student data

  • Track who is accessing sensitive information

  • Encrypt data in transit and at rest

  • Maintain audit trails and breach reporting capabilities


Failure to comply with FERPA can lead to the loss of federal funding — and serious damage to public trust.


2. Common FERPA Compliance Gaps in School Networks


  1. Unsecured Data Storage - Student records stored on outdated servers or local drives are vulnerable.

  2. Weak Access Controls - When too many users have admin privileges or shared passwords, data is at risk.

  3. Unencrypted Traffic - Data moving across unsecured Wi-Fi or unsegmented networks can be intercepted.

  4. Lack of Monitoring - Without logging or alerting, you won’t know if a breach happens until it’s too late.

3. Technical Safeguards for FERPA Compliance

  1. Role-Based Access Controls (RBAC) - Assign access based on job function. Only counselors need to see disciplinary records. Only admins need access to SIS databases.

  2. Network Segmentation - Keep student databases separate from general user traffic. This limits lateral movement if an attacker gets inside.


  3. Multi-Factor Authentication (MFA) - Require MFA for teachers, staff, and IT admins to access cloud platforms, SIS, and email systems.

  4. Data Encryption - Encrypt student data both at rest (on storage devices) and in transit (across the network).

  5. Log Management & Alerts - Monitor access logs and set up alerts for suspicious activity or unauthorized access attempts.


4. Hardware and Tools That Help Protect Student Data

At R&D Data Products, we don’t just talk FERPA — we implement it. We work with leading hardware vendors to deliver practical, compliant solutions that work for schools of all sizes.


  • Fortinet: Use FortiGate firewalls to enforce network segmentation and SSL inspection. FortiAuthenticator supports MFA and user access controls.

  • Palo Alto Networks: Their next-gen firewalls and Palo Alto Prisma Access platform allow for identity-aware traffic inspection, logging, and remote access protection.

  • Extreme Networks: Helps you segment traffic and apply role-based policies at the switch level with centralized visibility into access patterns.

    (Learn more: What does Extreme Networks do?)

  • Scale Computing: Delivers secure, reliable storage infrastructure with high availability, ensuring protected student data doesn’t get lost to hardware failure.

    Learn more about Scale.

  • Zoom: Yes, even video calls can contain PII. Zoom’s admin tools allow school IT to lock down access, enforce MFA, and manage who sees what.

We help you choose what fits best and configure it right the first time.

5. Summary Table: FERPA Guidelines Data Protection Checklist

STEP

ACTION ITEM

R&D RECOMMENDED TOOLS

Control Access

Enforce RBAC, eliminate shared logins

Fortinet, Palo Alto Networks

Secure the Network

Segment traffic, inspect encrypted connections

Fortinet, Extreme Networks

Encrypt Student Data

Protect data in transit and at rest

Scale Computing, Fortinet

Enforce MFA

Add MFA to SIS, email, and cloud platforms

FortiAuthenticator, Prisma Access

Monitor Access Logs

Set alerts, track anomalies in usage

Palo Alto Networks, Fortinet


Need help locking down your student data?

Let’s make it FERPA-compliant and future-proof. R&D Data Products has decades of experience helping New Jersey, New York, and Pennsylvania’s school districts protect what matters most. Reach out for a consultation today. Contact R&D Data Products

Comments

  • How can you protect your data in the cloud?
    There are many ways to ensure your data is safe and protected in the cloud. Here are five ways to protect your data: Always implement strong access controls Encrypt data at both rest and in transit Leverage a big-name cloud security platform (we suggest Palo Alto) to monitor for suspicious activity Classify your data based on sensitivity and priority Keep security configurations up-to-date and regularly review activity
  • VoIP refers to ... ?
    VoIP refers to Voice over Internet Protocol. Through VoIP technology a municipality or campus can empower users to make and receive phone calls over the internet instead of traditional phone line. VoIP can help cut costs and improve productivity via unified communications.
  • What is a benefit of using cloud computing in networking?
    Cloud computing in networking offers more than one benefit. Benefits of cloud computing in networking include scalability, flexibility, cost-efficiency, speed, and autonomy.
  • What are the steps to design an enterprise network?
    Designing an enterprise network involves several critical steps to ensure it meets the organization's needs and future growth: 1. **Identify Requirements**: Understand the campus or company's specific needs. 2. **Analyze Current Infrastructure**: Assess the existing network setup. 3. **Determine Network Topology**: Plan the physical and logical layout of network nodes and data flow. 4. **Plan IP Addressing**: Develop a structured IP addressing scheme. 5. **Select Hardware and Software**: Choose the most appropriate equipment and software solutions. 6. **Implement Security Measures**: Establish robust security protocols to prevent unauthorized access and hacks. 7. **Ensure Scalability and Redundancy**: Design the network to support future growth and data redundancy. R&D Data Products specializes in creating tailored enterprise network solutions that address these steps comprehensively.
  • What constitutes an enterprise network?
    An enterprise network is an organization's IT network infrastructure that connects users, devices, and applications, enabling communication across both cloud and physical, local data center systems. Unlike the internet, an enterprise network allows an IT team or Network Operator to ensure security and network reliability by controlling which users and devices have network authorization. Enterprise networks can include both physical and virtual components: 1. **LANs**: Connect local devices. 2. **WANs**: Link LANs to the cloud. 3. **Routers, switches, and servers**: Facilitate data transfers. 4. **Firewalls**: Monitor and control traffic. 5. **VPNs**: Encrypt network data. 6. **TLS encryption**: Secures data in transit. These components work together to create a secure and efficient network environment.
  • What is the difference between routers and switches in an enterprise network?
    In an enterprise network, routers connect different networks together, enabling communication between various network segments. Switches, on the other hand, connect devices within a single network, facilitating internal communication and data transfer. Both are essential for a robust and efficient network infrastructure.
  • What Is Zero Trust (ZTN) Cybersecurity?
    Unlike traditional security models that assume trust within a network, Zero Trust operates on the principle of “Never Trust, Always Verify.” Every access request is authenticated, authorized, and continuously monitored. Key Principles of Zero Trust are: Identity & Access Management (IAM) – Verify users before granting access. Least Privilege Access – Minimize user permissions to reduce risks. Micro-Segmentation – Isolate network segments to limit lateral movement. Continuous Monitoring & Threat Detection – Ensure real-time security enforcement.
  • How Ransomware Works
    Ransomware is malware that encrypts critical files and demands payment for decryption. Attacks often originate from: Phishing emails and malicious links Compromised user credentials Unpatched software vulnerabilities Once a system is infected, attackers demand payment, threatening to delete or leak sensitive data if the ransom isn’t paid.
  • How VoIP Reduces Communication Costs
    Switching to VoIP eliminates long-distance charges, costly hardware, and excessive maintenance fees associated with traditional phone systems. Key Cost Benefits: Lower Monthly Service Fees – Reduce telephony costs by up to 50% compared to traditional landlines. No Costly Hardware Upgrades – Use existing internet connections instead of investing in expensive PBX systems. Free Internal Calls – Staff can communicate between locations without incurring extra charges. Flexible Subscription Plans – Pay only for the features and users you need.
  • What are the best practices for securing VoIP systems in SLED organizations?
    Securing VoIP systems in SLED (State, Local, and Education) organizations requires a comprehensive approach: 1. **Encrypt VoIP Traffic**: Use end-to-end encryption (e.g., SRTP/TLS) to protect calls. 2. **Secure SIP Gateways & Session Border Controllers**: Prevent unauthorized access and mitigate DDoS attacks. 3. **Implement Network Segmentation**: Isolate VoIP traffic from general internet traffic. 4. **Strong Authentication & Access Controls**: Require strong passwords and restrict access to VoIP systems. 5. **Monitor & Audit Call Logs**: Regularly check for suspicious usage or fraud. These practices help ensure the security and integrity of VoIP communications.
  • How does VoIP enhance safety for schools and government agencies?
    VoIP systems enhance safety for schools and government agencies by providing critical communication features during emergencies: 1. **E911 Location Services**: Accurately transmit caller location to emergency services. 2. **Intercom & Paging Integration**: Make site-wide or zone-specific announcements. 3. **Lockdown Alerts**: Send automated messages through multiple channels. 4. **Voicemail-to-Email**: Capture critical information even when lines are busy. These features ensure that during critical situations like active threats, natural disasters, or medical emergencies, VoIP systems keep people connected, informed, and safe.

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