Identifying Students in Email

It is common practice to use a student or staff member’s initials when writing emails or other communications in an effort to keep the message confidential.  However, we have recently learned that this practice does not protect confidentiality, and we are struggling to respond to FOIA requests and other student record requests when initials have been used.  The use of initials does not relieve the district from sending an email with a student’s initials when requested.  Additionally, when a student’s initials are also a commonly used word, such as ‘AS’, ‘IS’, etc…, the time that it takes to sort through the emails is very time consuming.  With this being said, effective immediately, we are directing all staff to only use a student's first and last name when referring to the student in an email message.  This will help significantly in our search when responding to FOIA or student record requests.  Please contact Dr. Fuchs at 10161@kaneland.org if you have any questions.  Thank you!