Recognizing student achievement is one of the most joyful responsibilities schools take on. Whether it’s honoring a student for academic excellence, athletic accomplishments, or leadership in the arts or community, many schools highlight these moments through public recognition.
However, as schools navigate today’s privacy landscape, it’s important to balance public celebration with the requirements of Education Law § 2-d and Part 121 of the Commissioner’s Regulations. These laws prohibit the disclosure of personally identifiable information (PII) in public records and reports—this includes anything shared at school board meetings.
At IKON EduTech Group, we help K–12 schools understand and implement student data privacy regulations in ways that don’t diminish the recognition students deserve. Here’s what your school needs to know to stay compliant while continuing to celebrate student success.
Why Schools Must Be Cautious About Student Data
While it may feel harmless to share a student’s name, photo, or accomplishment during a public board meeting, doing so—especially if it appears in the board agenda, is livestreamed, or gets recorded—can result in a violation of Education Law § 2-d.
In fact, several 2024 data incidents involving student PII being shared during board meetings have prompted the New York State Privacy Office to issue specific guidance to schools. The message is clear: protecting student data must be a priority, even when honoring achievement.
Best Practices for Schools Planning Student Recognition Events
To help you stay compliant while still celebrating students in meaningful ways, here are key steps your school can take:
✅ Host Recognition Ceremonies as Standalone Events
If your school wants to recognize students in front of the board, consider holding a special recognition session before or after the official board meeting. This allows families and students to enjoy the moment without the recognition becoming part of the official public record.
✅ Keep Student Data Out of Agendas and Board Packets
Even if you’re not mentioning student names during the meeting, including student data in the agenda, board notes, or supporting documents can still violate privacy laws. Make sure any reference to recognitions stays general and does not include student names, photos, or other PII.
✅ Avoid Livestreaming or Recording Recognition Events
If your district typically livestreams or records board meetings, make sure student recognitions happen off camera and off the record. This avoids accidental data sharing that can become part of publicly archived video or audio.
✅ Use Group References Instead of Individual Names
When recognizing a club, team, or organization—such as the chess team or choir—refer to the group by name rather than identifying individual students. This allows the accomplishment to be acknowledged without violating privacy rules.
✅ Double-Check Presentations and Materials
Be sure to review any slideshows, certificates, or prepared remarks that may be shared during the board meeting. Even one slide that includes a student’s full name or image can create a compliance risk.
The Bottom Line for Schools
Student recognition and data privacy are not mutually exclusive—but they do require coordination and awareness. School leaders and staff must work together with data protection officers and board clerks to ensure student data isn’t unintentionally exposed during recognition events.
At IKON EduTech Group, we help schools create sustainable policies and staff training that keep celebrations joyful and compliant. Whether you’re preparing for an upcoming board meeting or reviewing your data privacy protocols, our team is here to support you.
Need help reviewing your student data practices or training your staff on Ed Law 2-d compliance?
Reach out to the IKON EduTech Advisory Group today to schedule a free consultation.