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District data requests and teacher offboarding

about district export ferpa map-features offboarding privacy student-data teachers tickets

When a district needs a copy of classroom records, a teacher is leaving MAP, or a school wants selected courses closed out, start from Contact Us as a signed-in Teacher. MAP IT Support then sends a one-shot form to district privacy or technology staff. That form is what actually names the teachers, courses, and whether records are exported only or also deleted.

Teachers do not run the export themselves. Your job is to open the ticket the right way, include the information below, and forward the form link IT posts on that ticket.

How to open the ticket

  1. Sign in as a Teacher (required for this request to become a ticket immediately).
  2. Open Contact Us.
  3. Set Purpose to District data / offboarding. Do not use General question or Other—IT only generates the district form from this purpose.
  4. Use a clear subject such as “District records export — [school]” or “Offboarding — [teacher name]”.
  5. In the inquiry, include every item in the checklist below.

You will get a support ticket right away (high priority) and a link to follow the conversation. Watch that ticket: IT posts the district form URL there.

What to include in your inquiry

  • District / school name
  • Why you are writing — records request, teacher leaving, end of year, full offboarding, or something else
  • Teacher emails and/or MAP usernames in scope — yours and any other course owners who should be included. Co-taught courses are not included unless the course owner is listed
  • What you want done — export only; export then delete student/parent records for selected courses; and whether the courses themselves (and unused teacher accounts) should also be closed
  • District contact — name and email of the privacy, records, or technology person who should fill the form and receive the export (this can be you if your school asked you to handle it)
  • Courses or school year if you already know them (the district form still lets staff pick from owned courses)

What happens after you submit

  1. IT Support reviews your ticket and generates a one-shot district form link. It is posted on your ticket timeline (you are notified).
  2. Forward that URL to the district contact. They do not need a MAP login.
  3. On the form they confirm district name, their name and email, the teacher emails/usernames, and which owned courses to include. They choose Export only or Export, then delete student/parent records. Deleting records is the only path that can also permanently remove those course blueprints and close teacher accounts that own nothing else.
  4. Submitting the form expires that link and opens a separate urgent LEA disposition ticket for IT. Closing your original ticket does not expire the link; it expires when the form is submitted, after 14 days, or if IT generates a new link.
  5. IT compiles an export zip of grades and student work for the selected courses, then shares it with the district contact on the disposition ticket. Large exports may queue overnight (about 04:00).
  6. If deletion was requested, IT removes selected-course grades, attempts, enrollments, and parent links after the export is approved. Student or parent accounts are deleted only when they have no remaining courses outside that set. Teachers are closed only when offboarding was checked and they have no remaining owned or co-taught courses. IT Support accounts are not closed this way.

What the export contains

The zip is built from the selected courses’ current data: roster, course gradebook, each student’s grades, and each student’s assessment work (in-progress and submitted attempts, including answers). Empty courses—no seats, enrollments, attempts, or grades—still appear as course folders with a roster of zero students. Only courses those teachers own can be selected; co-teacher seats alone are not in scope.

What teachers should not expect

  • You cannot download the district export from your course grades page. IT delivers it after the form is submitted.
  • Listing a teacher who only co-teaches a course will not bring that course in. The owner must be included.
  • Export then delete does not by itself remove course blueprints. That is a separate checkbox on the district form.
  • Students who still belong to other MAP courses keep their accounts; only the selected-course records are removed.

FAQ

I am not signed in. Can I still start this?

You can send Contact Us without signing in, but it stays in the review queue instead of opening a ticket immediately. Sign in as a Teacher and choose District data / offboarding so IT can generate the form from your ticket.

Who fills the district form—me or my district?

Either can, but it is written for district privacy or technology staff. If you fill it, use the district contact email that should receive the export.

Does closing my ticket cancel the form link?

No. The link stays valid until the form is submitted, 14 days pass, or IT regenerates it.

What happens to a leaving teacher’s paid courses?

Owned course trees stay in scope for export when that teacher is listed. If offboarding closes the account, coordinate ownership transfer before deletion so colleagues keep access to material they still need.

Is this the same as a Data Privacy Agreement?

No. DPA / NDPA paperwork is a separate Contact Us request. This process is the operational export (and optional deletion) of classroom records already in MAP. See also Data privacy: how MAP handles school and student information.