General uses of student personal information
Your child’s school and Waterloo Region District School Board (WRDSB) will use your child’s personal information for the following consistent purposes or to comply with legislation. Where information is shared with external organizations, the organizations are covered by privacy legislation or specific privacy agreements with the school board. It is important for parents to understand how their personal information, or that of their child, is shared within the school system, for what purpose it will be used, and who will receive the information.
The following are routine uses and disclosures of student personal information:
The student’s Ontario Student Record (OSR) will be used by school and board staff to support the classroom teacher in developing an educational program which best meets the student’s needs. Staff working with the classroom teacher or directly with the student may include individuals from areas such as the before and after school program, special education, guidance counselling, student success, etc. NOTE: In keeping with the requirements of the Education Act and the Personal Health Information Protection Act, written/signed consent is required prior to conducting intelligence/behaviour tests, or prior to the involvement of psychological, speech and language, or social work staff.
Student information such as learning profiles and student achievement levels are shared between staff within a school in order to best address student needs as they progress through grade levels. Secondary schools may receive information about pre‐registered Grade 8 students in advance of the student attending the secondary school to facilitate the appropriate educational program planning for the student. Important information used for the transition process is shared for the purpose of a successful transition to high school. Secondary schools may share information about student progress with the student’s previous elementary school to support continuous improvement of the elementary school program for all students.
Secondary schools will provide information of potential graduates (i.e. contact information, marks and transcripts) for the student’s post‐secondary applications to Ontario Colleges and Universities through a secure site.
Email addresses (parent and student) may be used for communication between school and home.
Student information such as home addresses, life‐threatening medical emergency information, and accessibility and safety needs, will be released to Student Transportation Services of Waterloo Region (STSWR) for the purpose of administering the board’s contracted transportation services. Personal information facilitates scheduling of school bus services to eligible students and helps ensure the health and safety of students.
Important medical/health information may be collected for the purpose of developing a medical emergency plan for the student or for the purpose of administering medication to the student. Information will be shared with appropriate staff to ensure the safety of the student.
Student information (including name, contact information, date of birth, grade level, country of birth) and parent information (name and contact information) will be shared with Region of Waterloo Public Health and Emergency Services according to the Immunization of School Pupils Act, as well as for the purposes of vision and dental screening.
Student information (including name, contact information, date of birth, grade level, country of birth) and parent information (name and contact information) will be shared with interpreters and settlement workers to assist new Canadians.
Information, including health or medical, of students participating in secondary school athletics will be shared with Ontario Federation of School Athletics (OFSSA) and Waterloo County Secondary School Athletics Association (WCSSAA) for purposes of school team and student athletes’ participation in school sports programs.
Student accidents that take place during school or during school‐sponsored activities will be reported to the board’s insurer. Information shared with the insurance company includes 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.
In case of a medical emergency, student information may be shared with medical responders or the hospital. Information may be used in matters of health and safety or discipline and is required to be disclosed in compelling circumstances or for law enforcement matters or in accordance with any other Act.
As part of WRDSB’s commitment to 21st century learning, students will be using Ministry approved tools in the classroom. A board-based Google account, including email address, will be assigned to each student to support curriculum instruction and digital citizenship. Students may use this account for the use of online education tools, for example: blogs, wikis, collaborative webspaces (e.g. G-Suite for Education, Facebook and related applications), as age-appropriate. Students receive age appropriate instruction on digital citizenship and the safe use of technology. Use of the internet and social media sites shall be in accordance with the Responsible Use Procedure for Information, Communication and Collaboration.
Photographs and videos of students, collectively or individually, may be taken by their classroom teacher in school or during school activities as part of their educational program or assessment of learning. Students may also participate in video conferencing to support the classroom program. NOTE: Photos and videos may not be shared with others outside of the classroom unless written/signed consent is obtained.
School activities may be reported by the school board in school newsletters, websites or social media. NOTE: Identifying photos and videos only may be included with consent via the Student Media Release consent form.
Students participating in extra‐curricular activities or events where the public is invited or otherwise attends (i.e. field trips, school concerts, school teams) may be photographed or the events reported on by the general public or media outlets. The media, such as newspaper, television and radio, may be invited by the board to attend an event for the purpose of reporting on newsworthy activities. The board cannot always control which students the media or members of the public choose to film/photograph/interview, especially during public or semi-public events. This may result in photos or recordings being posted on social media sites, websites and other publications.
If you are attending a school event, It is important that when taking pictures or video to be respectful of the privacy rights of anyone captured in your recording, and to practice good digital citizenship by only posting photos involving other students with permission of the individual or their parent/guardian.
Student work may be displayed in the classroom or in school hallways, or may be shared with the public through school events such as science fairs, bulletin board displays, writing/colouring/poster contests, community events, fairs, and similar events/locations outside of the school setting.
The student’s name may be printed on work displayed in the classroom or posted in public areas within the school. Names may also be posted in school public areas such as coat hooks, hallway displays, etc.
Student information such as name, student number, grade and school will be provided to the contracted school photographer for the purpose of providing the student with a student identification card. Individual and class photos of students otherwise will be used for administrative and archival purposes, in school yearbooks and will be offered to parents for purchase.
Student names and/or photographs may be printed in school programs (i.e., commencement, graduation, school plays, and concerts) or on academic or athletic awards and plaques.
Yearbooks (hard copy or digital) chronicle the activities of the school and student body; they are produced for sale, primarily to students, and may be placed in the school library, public library, or made available in electronic format. Student and class photos, snapshots of school events and activities (sports teams, clubs, plays/performances, field trips, and assemblies), writing by students and student artwork may be included in the yearbook along with the student’s full name.
Parent/guardian contact lists of phone numbers and/or email addresses are used for safety and emergency purposes to facilitate contact with parent during an emergency (i.e. inclement weather or injury); for safe arrival purposes to contact parents where a student is absent and the school has not received notice of the absence. NOTE: Contact lists are otherwise shared only with your consent via the Student Media Release consent form.
Birthdays may be announced over the PA system and/or in classrooms. Class lists with student first names and last initial only may be distributed to other parents for the purposes of addressing greeting cards or invitations in connection with holidays, birthday parties, etc.
Surveillance equipment may be used in schools and on buses to enhance the safety of students and staff, to protect property against theft or vandalism, and to aid in the identification of intruders and of persons who endanger the health, wellbeing or safety of school community members.
The above situations will apply unless an objection is filed with the principal and an alternative resolution can be found.
Should you have any questions or concerns regarding the collection, use or sharing of student personal information as outlined above please speak directly with the school principal or the school board’s Freedom of Information Coordinator (519‐570-0003 ext. 4409).