Student Personal Information - Routine Uses And/Or Disclosures
If you have questions about this notice contact your principal or the Freedom of Information Coordinator, Upper Grand District School Board, 500 Victoria Road North, Guelph, Ontario N1E 6K2, (519) 822-4420 ext. 721
In keeping with privacy legislation and to keep our children safe, the Upper Grand D.S.B. will no longer publicly post class lists or make class lists available to parents.
~S. Krueger, Freedom of Information Co-ordinator for the Upper Grand D.S.B.
The Upper Grand D.S.B. keeps personal information to provide educational services. Some examples of personal information are names, addresses, phone numbers and date of birth.
School boards have a duty under provincial law to protect personal information (Municipal Freedom of Information and Protection of Privacy Act). The Act requires that parents/guardians of students under the age of 16 (and students 16 years of age and older) be informed about how their personal information is used, disclosed and maintained.
All students have an Ontario Student Record (OSR). The OSR is the record of a student’s educational history and progress in Ontario. The school principal is responsible for the OSR. In addition to the OSR, we maintain secure electronic student records that contain personal information.
Information shared without notification
We will disclose your child’s and or your personal information without further notification to you in the following ways:
- If your child suffers from a life threatening medical condition, a Life Threatening Management and Prevention Plan will be developed and shared with appropriate staff and transportation services.
- The Board provides the Wellington-Dufferin–Guelph Public Health Unit with students and parents names, addresses, telephone numbers and the students’ birth date for the medical officer of health, as required in the Education Act.
- Secondary schools will:
- receive information in advance about incoming grade 8 students
- share information about individual student’s progress with the student’s previous elementary school
- send information about potential graduates (contact information, marks and transcripts) to the Ontario College Application Services and the Ontario Universities Application Centre
- Names and phone numbers may be shared with school approved volunteers or parents for safety and information purposes.
- emergency contact lists
- safe arrival programs
- safety patrol lists
- Student names and/or photographs may be printed in school programs for plays and musical productions, on student awards and plaques and in school yearbooks.
- Student names may be included on their work displayed in classrooms or in hallways.
- Video Recordings:
- The board uses surveillance equipment in some schools and on buses for safety reasons and property protection. The recording may be shared with authorities if necessary according to board policy.
- Video Recording or Photographs: Board staff and board-approved professionals may record or photograph students in school or during school activities as part of their educational program or for assessment. Informed consent is required to share this information outside of the school. (See below)
What is Informed Consent?
To protect privacy, no personal information is provided to the public without informed consent
A parent/guardian gives informed consent when they agree to the sharing of personal information, understand what will be shared, for what purposes it will be used, and who will receive the information.
- Sharing Information with Agencies Working for the Board
Personal information may be shared with approved agencies that the Board in providing educational services
Examples include but are not limited to:
- transportation services (STWDSTS) to identify students who qualify for busing
- the Board insurance company and the Ministry of Labour if an accident takes place during school
and /or on school-sponsored activities
- automated telecommunications provider to notify parents of upcoming events or that their child is absent from class
- school photographers who take individual and class photographs to sell to parents and students, for student identification cards and for school records
- vendors who provide specialized equipment, resources and training for special needs students
- agencies endorsed by the Ministry of Education for online learning (e-Learning, Homework Help, Desire2Learn )
- Ontario Federation of School Athletic Association (OFSAA) for secondary students who participate on athletic teams
- agencies endorsed by the Board who provide online school administrative tools that assist schools with bookkeeping requirements
Information for the General Public
Newspapers, television and radio stations may be invited to schools to report on activities such as graduations, student achievements/awards, and current events. Their reports may include only non-identifying photos of groups of students. Students are only photographed and/or identified with informed consent.
Note: If photography or video recording is permitted during events open to the public, such as school concerts or sporting events, it is generally not possible for the Board to control the use of such recordings. However, we kindly remind anyone who may be taking pictures that they are respectful of the privacy rights of anyone they may capture in their recording and that they not share them in any way without out the consent of the individual or if the individual is under the age of 16 the consent of their parent or legal guardian.
When informed consent is required
Listed below are some examples of where informed consent is required before sharing or disclosing information:
- to school-based Psychological Services Staff (including Child and Youth Counsellors), Social Workers and Communication, Language and Speech Services staff
- photographs or videos are taken for educational purposes and are to be shared outside the school
- students participating in video conferencing (two-way video and audio transmissions)
- publicly displaying student work that includes their name
- Identifying students by name and or photograph in school newsletters and on a class, school and/or board websites
If you have concerns or questions about any of the information described above please contact your principal as soon as possible.
The above will apply unless an objection is made in writing with the principal and an alternative solution found.
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