FERPA & Student Privacy for Digital Yearbooks
Intent: Decide — Use this checklist to launch a digital yearbook that respects student privacy and school policy.
FERPA-focused yearbook planning comes down to one thing: your school controls what’s published and who can access it. This guide helps you align your digital yearbook and touchscreen displays with your internal policies and parent/guardian expectations.
School Privacy Controls (Quick Overview)
| Control | What It Does | When to Use |
|---|---|---|
| Public access | Anyone can view | Community-facing archives, historical collections |
| Password-protected | Access requires a shared password | Small schools, controlled sharing |
| Authenticated access | Only logged-in users | Student directories, sensitive content |
| Section-level visibility | Hide certain pages/sections | Staff-only content, internal awards |
| Role-based editing | Restrict who can publish changes | Student editor workflows |
FERPA-Ready Launch Checklist (Downloadable-Style Artifact)
| Phase | Task | Owner |
|---|---|---|
| Plan | Confirm what student data is allowed (names, photos, awards, etc.) | Admin / Legal / Advisor |
| Plan | Decide access model (public vs restricted) | Admin / IT |
| Plan | Document opt-out process and timelines | Admin |
| Build | Implement roles and publishing approvals | Advisor |
| Build | Remove excluded students/content before launch | Advisor |
| Launch | Publish policy page + contact path for requests | Comms |
| Refresh | Quarterly audit of access + content visibility | Admin / Advisor |
Common Privacy Scenarios (and How Schools Handle Them)
1) Student opt-out of directory listing
Keep student off searchable directories while allowing inclusion in group photos when permitted by your policy.
2) Sensitive content in comments/autographs
Use approval workflows and moderation settings for digital autographs and messages.
3) Alumni requesting edits years later
Treat this as a content-correction workflow: verify identity, confirm the requested change, document outcome.
Touchscreen Displays: Extra Considerations
Touchscreen kiosks are often installed in public areas (lobbies, gyms). If your content includes student identifiers, consider:\n- Restricting access to certain categories on kiosks\n- Using a “kiosk mode” experience with limited navigation\n- Avoiding private contact details entirely\n
FAQ
Is a yearbook covered by FERPA?
Schools should review with counsel; many treat yearbook-related student records and identifiers as part of the broader privacy posture.
Can we publish yearbooks publicly?
Many schools do, especially for historical archives; the key is aligning with policy, consent expectations, and access controls.
How do we handle takedown requests?
Document a clear process: who can request, what proof is required, what timelines apply.
Next Step
We can help you choose the right access model for your community and build a mock-up you can review internally.
