Notice of Collection, Use, and Disclosure

The Superior North Catholic District School Board (SNCDSB) wants to help you understand how we use personal information we collect about your child. The Education Act requires that the Board promote student achievement and well-being and deliver effective and appropriate educational programs for students. Schools collect and use student personal information to fulfill their legislated duties.

The school principal is required to establish and maintain an Ontario Student Record (OSR) for each student attending school in accordance with the Ontario Student Records Guideline. The OSR is a cumulative record of the student’s progress used by staff to support student achievement and well-being that follows the student through Ontario elementary and secondary schools.

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA) sets guidelines for schools/boards to follow when collecting, using and/or disclosing students’ personal information. Under this legislation, personal information refers to recorded information about an identifiable individual and may be used or disclosed:

• for the purpose for which it was obtained or a purpose consistent with the reason collected;
• to board officers or employees who need access to the information in the performance of their duties, if necessary and required for the discharge of the board’s duties;
• to comply with laws, a court order or subpoena to aid in a law enforcement by a law enforcement agency; or
• to report to the Children’s Aid Society regarding child protection matters in compelling circumstances affecting health or safety of staff or students in accordance with the law.

Examples of routine uses of student personal information

Please contact the school principal to discuss any concerns you may have with how these practices affect your child. The following uses will apply unless a concern or objection is filed with the principal and an alternative resolution can be found.

Student instruction, achievement and well-being

• Student personal information in the Ontario Student Record (OSR) and Student Information System (SIS) will be used by SNCDSB school and board staff for the purpose of meeting student’s needs, promoting student achievement and well-being and supporting the transition of students between schools and programs.
• Secondary schools will receive information about registered Grade 8 students in advance of the student attending the secondary school to help establish an appropriate program for the student.
• Other School Boards or educational Institutions to facilitate the transfer or admission of students or to support joint programs or initiatives
• With prior consent, students may be photographed or recorded as part of teaching and learning to support student achievement and assessment.
• Student home addresses may be released to the East of Thunder Bay Transportation Consortium and the contracted bus company responsible for transporting students to and from school in order to administer the Board’s contracted bus program.
• Student work, including student name, may be displayed throughout the school and in school or mentioned in a School Board newsletters. It may also be displayed at community events such as science fairs, colouring/writing/poster contests or similar events outside the school.
• Students may participate in video conferencing (a technology which allows for two or more locations to interact via simultaneous two-way video and audio transmissions) to support classroom programs. Conferences may be organized with students in other SNCDSB schools, students in other countries and or as virtual field trip.
• Referrals to personal health services such as psychological assessments, speech and language assessments, social work and child and youth service require the consent of the parent/guardian/adult student. On referral, you will be advised how personal health information is collected and used.
• Visitors to schools/classrooms such as volunteers, third-party service providers, or government and community agency staff, may on occasion visit schools/classrooms under the approval and direction of the school principal and/or superintendent. All volunteers are subject to a Vulnerable Sector Check screening prior to entering our schools for the purpose of volunteering. Any information they receive as a result of this visit is subject to confidentiality in accordance with Board policy and procedure.
• The Board may use third-party service providers for different purposes. Sometimes, the service provider requires personal information to fulfill their duties.
• Ancestry information of self-identified First Nation, Métis and Inuit students will be used to allocate resources, improve student learning and student success and reported to the Ministry of Education and the Education Quality Accountability Office (EQAO).
• Information may be shared with Police Services to investigate school incidents that involve possible criminal offences as outlined in the Police School Protocol or to comply with police investigations in accordance with the law. Information may include statements relating to the matter under investigation.
• Birthday congratulations may be announced over the PA system and/or in class.
• Student names, schools and classroom designations may be shared with board-approved third party web providers for the purpose of registrations and authentications.
• Student work may be stored on Board approved third party web servers for the purposes of online student collaboration, creation and presentations.

Health and safety/transportation

• Student medical health information provided by parents/guardians or adult students will be used to address the student’s medical needs at school and during school activities.
  Medical emergency information may be provided to school staff and the East of Thunder Bay Transportation Consortium and/or contracted bus operators to aid in a medical emergency.
• Personal information is shared with the Thunder Bay District Health Unit in accordance with the Education Act and the Immunization of School Pupils Act. Communicable diseases shall be reported in accordance with the Health Promotion and Protection Act and the Education Act.
• Student accidents that take place at school or during school activities will be reported to the board’s insurer. Reports include the name of the injured student(s) and details about the incident, as well as the name and contact information of witnesses to the accident.
• Student information will be provided to first responders in the event of a health incident or emergency, should such services be required.
• Phone numbers may be included in telephone lists for emergency and safe arrival purposes.
• Student information may also be shared with the Children’s Aid Society as required by law.
• Surveillance equipment may be used on school property to enhance the safety of students and staff, to protect property against theft or vandalism and to aid in the identification of intruders or persons who endanger the health, well-being or safety of
   chool community members.

Embracing the Future with 21st Century Learning

• SNCDSB offers students access to a variety of digital learning tools, including some online that are designed to enhance classroom learning. Student names, school, and classroom destinations may be shared with SNCDSB-approved-third party web applications or online tool provides for the purpose of registration and authentication so that students have their own accounts to use the applications. Student work may be stored on SNCDSB-approved third-party servers for the purpose of on-line student collaboration, creation and presentations. SNCDSB promotes safety online, and students are taught safe online practices and how to be good digital citizens.
• Similar to the use and disclosure of student personal information on paper, digital personal information that students create (eg. their work, group projects, submissions to discussion forums) sometimes goes beyond the classroom walls when using approved digital learning tools and is visible online with the school or schools across the school board.
• With the supervision of the classroom teacher, students will be using Ministry and Board approved tools in the classroom. Within these environments, students may use social media tools such as blogs, podcasts, video conferencing and surveys. Use of the internet and social media sites shall follow board procedures and be consistent with expectations of digital citizenship and safe use of technology. The Board supports the following tools: G-Suite for Education, Desire to Learn (D2L), Microsoft Office 365, Xello and Brightspace, and School Messenger.

• Students may participate in video conferencing via Google Classroom to support classroom learning. Students may see and be seen, as well as speak with students from other SNCDSB schools, students in other countries, and subject area experts from around the globe. We ask that parent(s)/guardian(s) exercise discretion and be respectful when monitoring/assisting with children’s participation in video conference learning. Any video conferencing needs to be a safe and welcoming environment for all that protects everyone’s privacy. Parent(s)/guardian(s) should follow these guidelines:
  Avoid participating in spaces like bedrooms or sharing personal items/details that would not normally be shared with teachers and other students. Please consider having a private conversation with the teacher if concerns arise.
  • Please respect the privacy entitlements of our students and staff and refrain from recording audio or video or taking photos of the video conferencing without the prior written consent of all participants. Unauthorized recording or copying of video conferencing (including of learning materials) violates the privacy rights of others and potentially copyright laws.
  • Please be careful and do not unintentionally walk into the range of your child’s webcam during video conferencing. Please note, from time to time, we do encounter exceptional circumstances where parent(s)/guardian(s) need to assist students with technology issues.