Best Practices for Pulling Student Data Across Applications

🔑 Best Practices for Pulling Student Data Across Applications

Verify the Request
- Confirm who is requesting (parent, guardian, or authorized staff).
- Validate they have the right to access the student’s records (FERPA requirement).
- Ensure the request is properly documented (record ID, timestamp, signed form, etc.).
Create a Master Checklist of Applications
- List all core systems where student data lives:
  - SIS (Student Information System)
  - LMS (Canvas, Schoology, etc.)
  - Assessment tools (MAP, iReady, etc.)
  - Productivity (Google Workspace, Microsoft 365)
  - Communication/notification platforms (ParentLink, Remind)
  - Specialty apps (reading/math programs, SEL tools)
- Keep this list standardized so you don’t miss any.
Standardize the Export Process
- For each application, document:
  - Where the student data is stored
  - Who has admin rights to access it
  - Export format (CSV, PDF, Excel)
  - Steps to pull records
- If possible, build saved queries or reports in the SIS/LMS for quick reuse.
Centralize Data Collection
- Pull each system’s export into a secure folder (OneDrive, Google Shared Drive, or SFTP).
- Label consistently: StudentName_AppName_Date.
Redact/Review Before Release
- Double-check for:
  - Only the requested student’s data (no other student records).
  - Sensitive info not required by the request (SSN, medical data, staff notes).
- Get sign-off from Legal or Data Privacy Officer if your district has one.
Deliver Securely
- Provide via encrypted email, secure portal, or in-person pickup (never unencrypted email).
- Log the handoff in a tracking system (Freshservice, internal spreadsheet, etc.) for compliance.
Document the Workflow
- Keep a Data Request SOP so all IT staff handle requests the same way.
- Helps with audits, legal compliance, and consistency.