Which parts of your website should be password protected? What belongs behind the login?
Chances are, members of your school community have an opinion: staff, faculty, alumni, parents and even students. There are legal considerations, too, depending on the country you live in and the age(s) of the students you work with. Somewhere between the legal guidelines, security, school policies and personal preference lies the squishy compromise that allows content stewards to determine what can be available to anyone in the general public to see, and what’s protected with a password for internal viewing only.
This graphic is meant to help give you a way to think about the different levels of privacy. Note that this is an inverted pyramid: private content is in the smallest piece of the pyramid, public content in the largest. The most controversial piece is the middle section – to be determined by your community, your security team, your Head of School.
Examples of the types of content in these categories are above. Private content will usually include family contact information: phone numbers, post and email addresses. The potentially sensitive content section can contain several options, all to be determined by your stakeholders. A few notes:
Faculty directory: this can include all sorts of details, such as photos, email addresses, phone numbers and even short bios. My take? The more information you can share publicly about your fantastic teachers, the better. It also helps the faculty members to increase their professional digital footprint.
Student surnames: do you name students on your website? First and last names? Class year? Do you name students in photos? Whatever you decide, be sure to be clear about your policies with parents. At the beginning of the school year as part of the re-enrollment process, have all families sign consent forms acknowledging acceptance of the policy.
Calendars: sharing generic details (“Band trip to Zurich” and “field trip”) is not the same as publishing exact itineraries and travel documents. Err on the side of vague if there is a concern. Also be aware of what other schools publish about your school. Take athletics, for example: if the opposing teams post their schedules publicly, your school’s schedules are as good as public too.
Photos/videos: Do you post photos of kids at all? This can be one of the most controversial discussions/decisions for your school. Always consider the legal ramifications for your particular country and age group. However, there are obvious benefits to showing student photos, including showing what the school community is really like, and how students engage with faculty and one another in your school’s learning environment.
While it is important to have buy-in from your constituents, privacy issues can’t be “design by committee.” Your highest level of administration (principals, head of communications, security team, advancement) should support the decisions on these items and move forward with policies.