Privacy Information

Education

LocationTremblay Elementary and Windrem Elementary
Individuals in BankProgram participants (SD59 students) and their parents/guardians, program instructors, person of rapport.
Information Maintained

First and last names of children participating in the programs and their parents/guardians first and last names, address, email address, telephone numbers, birthdate (parent/guardians and child), last name of teacher and division, pertinent medical information, activity/photo permission information. First and last name, phone number, address, email address, and criminal record check of program instructors. Contact information of employer/organization, employer/organization contact first and last name and insurance information.

Purpose

Student participation and emergency contact, insurance certificates, service provider contracts, tracking reference, payment.

Users

School Program Coordinator, District Community Partnerships Coordinator, Payroll.

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act sections 79(3) and 168
LocationDistrict Education Office
Individuals in BankStaff, students and parent/guardian
Information Maintained

May contain, but not limited to: staff, student or parent/guardian first and last name, phone numbers, email address and conversation notes regarding staff, student or parent/guardian.

Purpose

Tracking information of conversations that may need to be referred to on a later date and/or planning purposes.

Users

Director of instruction

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act, sections 6, 20(1), 75, 79(3), 81, 85(2), 88 and 175
LocationDistrict Education Office
Individuals in BankStudents, parents/guardians and school staff
Information Maintained

Student first and last name, parent/guardian first and last name, School staff first and last name, phone numbers, email address, conversation info, investigation notes etc.

Purpose

Tracking frequency of incidences, record of decisions, tracking progress of individual students.

Users

Superintendent, Assistant Superintendent, director of Instruction and District Administrative Assistants, and in rare cases parent/guardian appeals to the Board of Education.

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act, sections 6, 20(1), 75, 79(3), 81, 85(2), 88 and 175
LocationDistrict Education Office
Individuals in BankStudents, parents/guardians, teachers, district itinerant staff, healthcare professionals
Information Maintained

Student first, middle and last names, address, phone number, date of birth, gender, parent/guardian first and last name, contact numbers, email and emergency contact information, Individual Education Plan (IEPs), current safety plan, relevant medical information, relevant custody information, educational assessments, communication letters between school, itinerant staff and parents/guardians, including any district or community support services correspondence (including names of medical health professionals) and incident reports as well as, VTRA protocol documentation. Staff first and last name.

Purpose

To track student information, progress, and formulate individualized student programs.

Users

Principal, vice principal, Director of Instruction

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act sections 75, 79(3), 81, 85(2), 88, 168(2)(a) and (t)
LocationSecondary School office
Individuals in BankStudents, parent/guardian
Information Maintained

Student first and last names, address, phone number, emergency contact information (including parent/guardian first and last name and phone numbers), DOB, SIN number, student ID number and PEN. Employer/sponsoring org (and address and contact info.), supervisor (name).

Purpose

Record of work experience and contract (Ministerial requirement).

Users

Principal, vice principal, work experience teacher, counselor, clerical staff

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act, sections 79(3) and 168(2)(a)
LocationSecondary School Office
Individuals in BankStudents, parent/guardian
Information Maintained

Student first and last names, address, phone number, emergency contact information (including parent/guardian first and last name and phone numbers), DOB, SIN number, student ID number and PEN. Employer/sponsoring org (and address and contact info.), supervisor/teacher (first and last name), Post-Secondary application and name school attended and course work (including letter grades).

Purpose

Record of partnership program, work experience and audit requirement (Ministerial requirement).

Users

Principal, vice principal, teacher, career coordinator, counselor, clerical staff

AuthorityFreedom of Information and Protection of Privacy Act, Section 26(c). School Act, sections 79(3), 81 and 82.2

Technology Department

LocationBoard Office, and each school Active Directory servers (replicated)
Individuals in BankAll Active Staff and Students
Information Maintained

Staff: username, name, employee number, school, groups (location, position and class related), hashed password

Student: username, name, student number, grade, school, groups (location and class related), hashed password

Purpose

User Accounts for labs and authentication to Online services

Users

Tech Department

Authority
LocationBoard Office – (Individual School servers and District Resource Center)
Individuals in BankStaff and Students
Information Maintained

Staff: username, name, location

Students: username, name, grade, phone number

Purpose

Library Circulation/Inventory

Users

Staff

Authority
LocationBoard Office FileMaker Pro Server
Individuals in BankStaff and Students that receive funding for special needs
Information Maintained

Staff: Name, location, fte, position, principal’s salary

Student: Name, school, funding category

Purpose

School Based Budget Planning

Users

Principals and Admin Staff

Authority
LocationInstructure Data Center in the United States
Individuals in BankSPDL Staff and SPDL Students
Information Maintained

Staff: username, name, email address, DL classes

Students: username, name, student number, email address, DL classes, grades

Purpose

Online Courses delivery and gradebook

Users

SPDL Staff and Students

Authority
LocationBoard Office - SQL
Individuals in BankAll Staff, Students and Parents
Information Maintained

Staff: username, name, employee number, assignments (current & historical – location, date range, fte, position), absences, classes taught, seniority, class profiles and instructional plans, job postings applied for

Student: username, name, student number, grade level, address, school, classes, marks (current and historical), IEPs (Adapted, Modified, Behavior, In Care, ELL, PsychEd, Speech-Language Assessment, Cognitive Profile), Student Path, Leraning Plan, Staff Notes on student, Assessments (Achieve, Fountas & Pinnell, Kindergarten Screening, Literacy, FSA

Parents: Name, personal and work phone numbers and email addresses, address, relationship to student, custody info

Purpose

Various Services within our internal portal the largest being the District Student Planning Database which contains a subset of data from MyEd, Individual Education Plans, Notes, Student Path, Reading Recovery, Assessment Results and Classroom Profiles.

Users

District Administration & District Teachers – District View

Principals, Non-Enrolling Teachers, Ab Ed Support Staff, Para Ed - School view

Teachers – Class View

Authority
LocationFreshGrade data centers located in Montreal
Individuals in BankAll Students, Teachers and Parents
Information Maintained

Teachers: Username, name, classes, employee number

Students: username, name, classes,

Parents: name, parents, link to related students

Purpose

Gradebook, Student Portfolio and engagement between teachers, students and parents

Users

Teachers, students and Parents

Authority
LocationGoogle Servers – International
Individuals in BankStaff and Students with Parental Consent
Information Maintained

Staff: username, name, location

Students: username, name, school

All user data that is created by the user is stored outside of Canada.

Purpose

Student Email and collaboration

Users

Staff and Students

Authority
LocationBoard Office Filemaker Pro Server
Individuals in BankStaff and Students
Information Maintained

Staff: username, name, location, position

Students: student number, name, grade, school, historial IEP documents

Purpose

Historical Student IEPs.  Staff info is to access access level

Users

Staff

Authority
LocationMyBluePrint Data Center in Toronto
Individuals in BankStaff and Students with parental consent
Information Maintained

Teachers: username, name, school

Students: username, name, student number, grade, school

 

Note: Although data is stored in Canada, data does travel through Cloudflare and is unencrypted on that server (encrypted for transport on both ends) but there is no guarantee that it is using one of their servers in Canada.

Purpose

Career Planning and Portfolio

Users

Teacher and Students

Authority
LocationMicrosoft Data Centers
Individuals in BankAll Current Staff and Students with Parental Consent
Information Maintained

Username, Name, groups (location and position and class related) this is stored in Internationally.

User created into is mostly stored in Canada (such as emails and documents)

Purpose

Email and access to Office 365

Users

Tech Department

Authority
LocationWest’s Canadian data center in Quebec
Individuals in BankStaff, Students and Parents of high schools (CSS, DCSS, TRSS)
Information Maintained

Staff: username, name, school, classes, email address

Students: name, student number, school classes, email address, phone numbers

Parents: name, link to students, email address, phone numbers

 

Note: information is uploaded without parental consent however, system is not usable by a student until parent consent is received

Purpose

Notification Service (school and class newsletters and absences)

Users

Staff at those schools (mostly secretaries and principals)

Authority
Erase Bullying

Erase is all about building safe and caring school communities. This includes empowering students, parents, educators and the community partners who support them to get help with challenges, report concerns to schools, and learn about complex issues facing students.

More Details

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StrongStart

The StrongStart programs are running as scheduled.