Smart Tools, Safe Data: Building a Modern Classroom
JP Higgins
//
May 1, 2025
How to Evaluate New Classroom Tools Without Compromising Student Data
Stories of student data breaches are becoming more and more common. Just last week, The Record from Recorded Future News reported that Baltimore City Schools experienced a cybersecurity incident in February, with thousands of student, teacher, and administrator records stolen by criminal actors. That’s not just unsettling for families and educators, it’s also expensive. A similar attack in 2020 cost Baltimore County Public Schools $10 million in upgrades and damages. (The Record, April 2025)
It's enough to make any teacher wary of using new digital tools in the classroom, even ones that could clearly improve instruction and operations. After all, most educators didn’t major in computer science or IT. But fear shouldn’t be the main driver of decision-making. There are straightforward, practical ways to keep student data safe, even in a busy special education classroom. Whether you’re evaluating a new app or tightening up team routines, these best practices can help you make smart, secure choices without needing to become a tech expert.
At Mela Mela, we take student data security seriously. Here are a few tips we share with educators who are exploring new software for their classrooms.
What to Look for in Software for Special Education Classrooms
Maybe you’ve heard about a promising instructional app from a friend in another district, or you’ve seen a new classroom tool online. But, you’re hesitant to talk with your district administrator about trying it out. Here are some simple questions you should ask before having that conversation:
Is it FERPA-compliant? If the tool collects or stores student data, it must comply with FERPA, the federal law that protects the privacy of student education records. However, there’s no federal government-issued certification for FERPA compliance, so a company’s claim doesn’t guarantee compliance. At a minimum, take a look at the company’s privacy policy on its webpage. Look for clear language stating that its practices align with federal and state laws, including FERPA.
Does it encrypt data? Wait, I know you are thinking, “I thought you said I didn’t need to be a software engineer”. Encryption may sound technical, but it’s essentially turning information into a secret code. Look for software that encrypts data both while it’s being transferred (via HTTPS) and when it’s stored on servers (using AES-256 or similar standards). Even if someone gets access to the data, encryption keeps it unreadable. (Note: This should be stated in the company’s privacy policy on the website.)
Is it WCAG 2.1 AA accessible? The Web Content Accessibility Guidelines (WCAG) help ensure software works for all users, including those with disabilities. (Think screen reader support, high-contrast visuals, and keyboard-friendly navigation). It’s very important for instructional apps that special education students might use, but it’s also important for classroom management tools that your current (or future) staff will use. The best way to figure this out is to ask the company’s customer support team.
Can you customize user permissions? Special Education is a team sport. Different team members need access to different types of student data. The best tools allow you to assign specific roles and limit what users can see or do. That way, you’re following the “minimum necessary access” principle without adding extra steps to your classroom routines.
Does it offer multi-factor or email authentication? Multi-factor authentication (MFA) is an added layer of security beyond passwords. Even if a password is compromised, MFA helps prevent unauthorized access. If MFA isn’t available, at least look for strong password and email verification features. Granted, using MFA in a hectic classroom can feel like a hassle, but it’s a small price to pay to keep your students’ data safe.
What Practices Should Happen in Your Classroom?
Of course, even the most secure software is only half the story. How your team actually uses these tools matters just as much, if not more. Strong privacy practices in the classroom are like handwashing in a hospital: simple, routine, and essential to keeping everyone safe.
A few small habits, practiced consistently by everyone on your team, can make a big difference. Here are some simple rules you can institute right away:
Don’t share passwords. It might seem harmless to give a teammate your login just to “check something quickly,” but sharing passwords can open a pandora’s box of risk. Everyone should have their own login so activity can be tracked and access controlled.
Use the “minimum necessary” rule. Only give staff the access they need to do their job: no more, no less. This protects student data and makes it easier to spot if something goes wrong. Most platforms let you set permissions for different roles (see the section above), so use them!
Regularly review who has access. Make it a habit of checking your classroom tools every few months to see who has access. If someone has left the team or switched roles, make sure their permissions are updated, or removed.
Be selective about where you input sensitive information. Before entering a student’s full name, diagnosis, or case notes into an app, ask: Is this the right place for this data? If you’re not sure, check with your director of special education or district IT.
Build privacy into your daily process. Good classroom data privacy is more like gardening than a one-off renovation: it works best when it’s part of your team’s routine, and not a one-time checklist. Make sure everyone on your team knows how to log in securely, where to store data, and what not to do (like sharing login credentials with a colleague or saving sensitive files to a personal Google Drive).
Education technology is evolving fast, and there are exciting tools out there that can truly support your classroom. While it’s natural to feel cautious, you don’t have to let fear hold you back. By choosing apps with the right features and building strong daily privacy habits, you can explore new solutions with confidence. And of course, always check in with your district administrator and IT team to make sure you're aligned with your district’s data policies.
Curious about trying Mela Mela but have questions about our data security? We’re happy to provide a detailed document you can share with your admin and IT team. Just sign up for a demo, or request more info at admin@mela-mela.org.
Stories of student data breaches are becoming more and more common. Just last week, The Record from Recorded Future News reported that Baltimore City Schools experienced a cybersecurity incident in February, with thousands of student, teacher, and administrator records stolen by criminal actors. That’s not just unsettling for families and educators, it’s also expensive. A similar attack in 2020 cost Baltimore County Public Schools $10 million in upgrades and damages. (The Record, April 2025)
It's enough to make any teacher wary of using new digital tools in the classroom, even ones that could clearly improve instruction and operations. After all, most educators didn’t major in computer science or IT. But fear shouldn’t be the main driver of decision-making. There are straightforward, practical ways to keep student data safe, even in a busy special education classroom. Whether you’re evaluating a new app or tightening up team routines, these best practices can help you make smart, secure choices without needing to become a tech expert.
At Mela Mela, we take student data security seriously. Here are a few tips we share with educators who are exploring new software for their classrooms.
What to Look for in Software for Special Education Classrooms
Maybe you’ve heard about a promising instructional app from a friend in another district, or you’ve seen a new classroom tool online. But, you’re hesitant to talk with your district administrator about trying it out. Here are some simple questions you should ask before having that conversation:
Is it FERPA-compliant? If the tool collects or stores student data, it must comply with FERPA, the federal law that protects the privacy of student education records. However, there’s no federal government-issued certification for FERPA compliance, so a company’s claim doesn’t guarantee compliance. At a minimum, take a look at the company’s privacy policy on its webpage. Look for clear language stating that its practices align with federal and state laws, including FERPA.
Does it encrypt data? Wait, I know you are thinking, “I thought you said I didn’t need to be a software engineer”. Encryption may sound technical, but it’s essentially turning information into a secret code. Look for software that encrypts data both while it’s being transferred (via HTTPS) and when it’s stored on servers (using AES-256 or similar standards). Even if someone gets access to the data, encryption keeps it unreadable. (Note: This should be stated in the company’s privacy policy on the website.)
Is it WCAG 2.1 AA accessible? The Web Content Accessibility Guidelines (WCAG) help ensure software works for all users, including those with disabilities. (Think screen reader support, high-contrast visuals, and keyboard-friendly navigation). It’s very important for instructional apps that special education students might use, but it’s also important for classroom management tools that your current (or future) staff will use. The best way to figure this out is to ask the company’s customer support team.
Can you customize user permissions? Special Education is a team sport. Different team members need access to different types of student data. The best tools allow you to assign specific roles and limit what users can see or do. That way, you’re following the “minimum necessary access” principle without adding extra steps to your classroom routines.
Does it offer multi-factor or email authentication? Multi-factor authentication (MFA) is an added layer of security beyond passwords. Even if a password is compromised, MFA helps prevent unauthorized access. If MFA isn’t available, at least look for strong password and email verification features. Granted, using MFA in a hectic classroom can feel like a hassle, but it’s a small price to pay to keep your students’ data safe.
What Practices Should Happen in Your Classroom?
Of course, even the most secure software is only half the story. How your team actually uses these tools matters just as much, if not more. Strong privacy practices in the classroom are like handwashing in a hospital: simple, routine, and essential to keeping everyone safe.
A few small habits, practiced consistently by everyone on your team, can make a big difference. Here are some simple rules you can institute right away:
Don’t share passwords. It might seem harmless to give a teammate your login just to “check something quickly,” but sharing passwords can open a pandora’s box of risk. Everyone should have their own login so activity can be tracked and access controlled.
Use the “minimum necessary” rule. Only give staff the access they need to do their job: no more, no less. This protects student data and makes it easier to spot if something goes wrong. Most platforms let you set permissions for different roles (see the section above), so use them!
Regularly review who has access. Make it a habit of checking your classroom tools every few months to see who has access. If someone has left the team or switched roles, make sure their permissions are updated, or removed.
Be selective about where you input sensitive information. Before entering a student’s full name, diagnosis, or case notes into an app, ask: Is this the right place for this data? If you’re not sure, check with your director of special education or district IT.
Build privacy into your daily process. Good classroom data privacy is more like gardening than a one-off renovation: it works best when it’s part of your team’s routine, and not a one-time checklist. Make sure everyone on your team knows how to log in securely, where to store data, and what not to do (like sharing login credentials with a colleague or saving sensitive files to a personal Google Drive).
Education technology is evolving fast, and there are exciting tools out there that can truly support your classroom. While it’s natural to feel cautious, you don’t have to let fear hold you back. By choosing apps with the right features and building strong daily privacy habits, you can explore new solutions with confidence. And of course, always check in with your district administrator and IT team to make sure you're aligned with your district’s data policies.
Curious about trying Mela Mela but have questions about our data security? We’re happy to provide a detailed document you can share with your admin and IT team. Just sign up for a demo, or request more info at admin@mela-mela.org.