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Fredericksburg City Public Schools

Educate & Inspire Every Child, Every Day

Information Security & Student Privacy Rights

Information Security and Student Privacy Rights

FCPS is committed to safeguarding student data and privacy. It is the district’s intent to protect each individual’s identity and data as well as the division’s investments of resources to establish an electronic data network with these specific policies and guidelines. Some of the policies listed below are driven by federal regulations such as Family Educational Rights and Privacy Act (FERPA) and Children’s Internet Protection Act (CIPA). Some are driven by state legislation such as our Acceptable Computer Use Policy and our Internet Safety Policy. Some are driven by our local school board Policy Manual. In fact, some of the policies and guidelines listed are just plain common sense.

As school systems increasingly seek to improve curricular and classroom experiences for learners, Vendor access to certain student data has become necessary. It has become equally important to ensure that vendors employ commercially reasonable methods to safeguard student data privacy. Accordingly, these student data privacy requirements apply to all vendors of software, applications, or services that require access to the Personally Identifiable Information (“PII” as further defined herein) of Fredericksburg City Public Schools’ students.  These student data privacy requirements represent standard terms and conditions for all vendors who require access to student data to provide services to the School System. In the event of a conflict between these Privacy Requirements and any license agreement with the Vendor, these Privacy Requirements control.

What Parents Need to Know about Their Student's Data

  • Parents care about their children's privacy and safety. They need to feel confident that the education information collected and stored by your district is securely maintained and only used for educational purposes.

    Parents will want to know the following questions:

    • What information are you collecting about students?
    • Do you have a data inventory?
    • Why are you collecting this information?
    • How is the information protected?
    • And, do you share any personal information with third parties?
    • If so, what, with whom, and for what purpose?

    Agencies can use their websites to provide answers to these questions. To be communicate with parents:

    • Use clear, simple language to explain your agency's practices.
    • Provide examples to illustrate complex ideas; Include a glossary with definitions and links to relevant federal, state, local, or tribal privacy laws, regulations, or policies.
    • Make it easy for parents to find the information.
    • As much as possible, consolidate the information onto a single page or section of your website designed specifically for parents.
    • Provide a clearly labeled link from the home page, or a search tool that will allow them to find the information quickly.

    Other effective practices include:

    • Use your website as the primary source for in-depth information.
    • In letters to parents, student handouts, or school newsletters, provide basic information along with a link to the website.
    • Provide an agency contact on your website for additional information about data security and privacy practices.
    • Ask members of the parent community to review your website and provide suggestions for improvements.
    • Consider linking to FamilyPolicy.ed.gov, where parents can find additional resources on student privacy.

    For more resources on communicating about data privacy, including "Transparency: Best Practices for Schools and Districts," visit the US Department of Education's privacy Technical Assistance Center.