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Schools are responsible for protecting student records under FERPA, but that responsibility goes beyond storing data securely. How staff access student information systems, grading platforms, and internal tools plays a direct role in how that data is handled.
When that access happens across different locations, devices, and networks, how those connections are managed becomes part of the risk. In this guide, we’ll look at how schools are expected to handle student data, where the biggest risks come from, and how VPNs play a role in FERPA compliance.
What FERPA requires from school IT
FERPA sets clear expectations around how student data should be handled and protected. For school IT, that responsibility includes:
Protecting student records
FERPA requires schools to protect the privacy of student records and prevent unauthorized disclosure. Education records exist across multiple systems, and any exposure through access or sharing falls under that responsibility.
Limiting access to those who need it
Access is restricted to individuals with a legitimate educational interest. Schools are expected to ensure only authorized staff can view or handle student data, without shared credentials or access extending beyond what a role requires.
Avoiding unauthorized sharing
Student information cannot be disclosed without consent, except in specific cases defined by FERPA. Exposure can happen through incorrect sharing, misconfigured systems, or unintended access across platforms.
Applying reasonable safeguards
FERPA does not define specific tools or systems, or mandate how safeguards should be implemented. Schools are expected to use reasonable methods to protect student data and control how it is handled in practice.
Where school data is most exposed today
Student data isn’t exposed in the same way everywhere. Some areas create more risk than others, such as:
Access from outside the school network
Staff regularly connect to student information systems and internal tools from outside the school environment. These connections happen beyond the school’s controlled network, where visibility into how access happens is limited. Exposure increases when access depends on environments the school does not manage.
Use of unsecured or shared networks
Public or shared Wi-Fi is commonly used when accessing systems off-campus. These networks are not managed by the school and do not provide the same level of protection as internal environments. Data moving across these connections is more exposed compared to controlled networks.
Multiple platforms handling the same data
Student data exists across systems such as student information systems, grading platforms, and internal tools. Data is accessed and used across these platforms throughout the day. Each interaction introduces another point where exposure can occur if access is not consistently controlled.
Access across multiple devices
Student data is accessed from a mix of school-issued and personal devices. These devices are not always managed in the same way, which affects how securely systems are accessed. Variation in device control makes it harder to maintain a consistent standard.
Inconsistent access methods across staff
Not all staff connect to systems in the same way. Variations in how access is set up or used create gaps in how consistently data is protected. A lack of standardized access methods makes those gaps harder to identify and control.
Read: Why Data Access Control Matters for Businesses
How VPNs support FERPA compliance
Using a VPN supports FERPA compliance by:
Keeping data unreadable on public networks
Student data is often accessed over public or shared networks, especially outside the school environment. A VPN encrypts that traffic so it cannot be read while it moves across the network. Data remains protected during use, not just at rest.
Avoiding direct exposure of internal systems
Internal systems do not need to be open to the internet for staff to access them remotely. A VPN allows access without exposing those systems publicly. Systems are only reachable through the VPN, instead of being left accessible from external networks.
Hiding the source of the connection
Every connection carries information about where it originates. A VPN replaces that with its own server, so external systems do not receive the user’s actual network details. That way, access does not reveal the same level of origin information.
Controlling how remote access is handled
Remote access often relies on networks and environments outside the school’s control. A VPN places that access behind a controlled entry point instead of leaving it dependent on external conditions. Access is handled in a more controlled way across environments.
Best practices for FERPA-aligned VPN use
Here’s how schools can use a VPN to align with FERPA requirements and control access to student data:
Requiring VPN use before remote access
Student data needs to be accessed only through the VPN. Connections must go through the VPN instead of relying on whatever network is being used at the time. Systems cannot be left reachable from external networks just to support remote access.
Assigning VPN access to individual users
VPN access must be tied to individual accounts rather than shared across staff. Each connection needs to reflect what the user is allowed to view or handle. Activity should be linked to a specific user instead of being mixed across multiple people.
Restricting which systems can be reached
A VPN connection only gives access to the systems required for the user’s role. Access must be limited, rather than exposing everything behind the network. Internal systems holding student data cannot be broadly accessible just because a connection exists.
Updating access as roles change
VPN access needs to change whenever a user’s role changes. People who no longer require access to student data cannot retain the same level of connectivity. Access must stay aligned with current responsibilities.
Keeping VPN separate from access permissions
A VPN controls how connections reach internal systems, not what can be done once inside. Permissions and system-level controls determine what data can be viewed or handled. Access cannot be granted simply because a connection exists.
Why schools choose PureVPN for Teams
Schools handling student records must follow FERPA, and PureVPN for Teams makes it easier to control and secure staff connections while keeping workflows smooth. You get:
- Centralized management: Add or remove users, manage who can connect, and control VPN access from a single dashboard.
- Static IPs for consistent access: Assign dedicated IPs for reliable connectivity to internal systems, cloud platforms, and client tools.
- Encrypted remote connections: All VPN traffic is encrypted, protecting data on unsecured networks such as public Wi‑Fi.
- Role-based permissions and MFA: Access is tied to user roles with multi-factor authentication and IP allow-listing.
- Device security and compliance checks: Administrators can enforce policies, verify device compliance, and restrict unauthorized devices.
- Fast, easy deployment: Set up VPN access in just a few minutes with minimal IT overhead.
- Scalable for growing needs: Manage a few users or hundreds of them with volume options and centralized administration.
Frequently asked questions
FERPA does not mandate the use of a VPN. Schools are required to protect student records and control access, and a VPN is one tool that helps secure connections and limit exposure when accessing sensitive data remotely.
Yes. Any system that stores or processes education records, including cloud-based platforms, falls under FERPA. Schools must ensure that access to these systems is restricted to authorized staff and that safeguards are in place to protect data.
FERPA expects schools to protect student data in transit. While it does not prescribe specific encryption methods, encrypting connections when accessing student records online reduces the risk of unauthorized disclosure and supports compliance.
Schools do not have to use a VPN by law, but a VPN provides a controlled way for staff to access student data from outside the school network. It helps protect records on unsecured networks and maintains a consistent level of security.
