Administrative Procedure 180

FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY

Background

All procedures for the collection, storing and releasing of information to other parties by School staff must follow provisions of the Freedom of Information and Protection of Privacy Act (FOIP).
The purposes of FOIP and School administrative procedures are to:
● Allow any person a right of access to the records in the custody or under the control of the School subject to limited and specific exceptions as set out in the Act;
● Control the manner in which a public body may collect personal information from individuals, to control the use that the School may make of that information and to control the disclosure by the School of that information;
● Allow individuals, subject to limited and specific exceptions as set out in the Act, a right of access to personal information about themselves that is held by the School;
● Allow individuals a right to request corrections to personal information about themselves that is held by the School; and,
● Provide for independent reviews of decisions made by the School under the Act and the resolution of complaints under the Act.
Procedures
1. Pursuant to Section 95(a) of the Act, the Superintendent has been named the Head of the Local Public Body for the purposes of this legislation.
2. The Secretary-Treasurer shall act in the capacity of FOIP Coordinator with duties as outlined in Administrative Procedure 453 – Secretary-Treasurer.
3. Fee schedules will be set from time to time by the Head as outlined in Section 93.1 of FOIP.
4. All persons making requests for the release of information shall be notified as to appeal provisions under this Act.

References: Section 25, 26, 33, 52, 53, 65, 68, 197, 222 Education Act Freedom of Information and Protection of Privacy Act FOIP Regulation 200/95
FOIP and Technology Best Practices for Alberta School Jurisdictions

Administrative Procedure 180 Appendix

COLLECTION OF PERSONAL INFORMATION NOTICE

The Freedom of Information and Protection of Privacy (FOIP) Act sets controls and standards on how public bodies, such as school boards, collect, use and disclose personal information that is in their custody or under their control.
The FOIP Act requires that school boards collect personal information directly from individuals the information is about, that these individuals be provided with the legal authority for the collection, be explained the purpose of the collection and how the information will be used, and be provided a contact person if they have any questions relating to this activity.
The information collected as part of the school registration process is personal information as referred to in the FOIP Act. This personal information is collected pursuant to the provisions of the Education Act and its regulations (e.g. for the establishment of a student record, determination of residency) and pursuant to section 32(c) of the FOIP Act as the collection is related directly to and is necessary to a school board’s obligation to provide students with an education program that meets their needs and to provide a safe and secure school environment (e.g. program placement, determination of eligibility and/or suitability for provincial or federal funding, contact and health related information in the event of problems or emergencies).
Personal information may also be provided to the Minister of Education for the purpose of carrying out programs, activities or policies by the Ministry (e.g. research, statistical analysis).
Once the information is collected and compiled, the School believes the uses listed below are part of a vital, healthy and functioning School and participation of all students is important and encouraged. Here are examples of activities where the information may be used:
● The taking of individual, class, team or club photos for School purposes.
● The use of student information, including photos, for the issuance of bus transportation passes and for other identification purposes.
● The videotaping of students on school transportation services for the purpose of safe and secure transport of students to and from School and related activities.
● The use of student’s names in honour rolls, graduation ceremonies, scholarship or other awards within the School.
● The use of student’s names and academic information necessary for determining eligibility or suitability for provincial, federal or other types of awards or scholarships in the event the School applies on a student’s behalf.
● The use of student’s names, related contact information and telephone numbers for absenteeism verification.
● The taking of photos and/or videos of classroom activities, and their use by the media or other organizations where students are not interviewed or identified by name. Where individual students are identified or interviewed and the material will be used outside the School a separate and specific consent will be required and parents will be contacted prior to this event taking place. Please note that photos and/or videos of School activities that are open to the general public may be taken and used for purposes within and outside of the School.
● The taking of photos/videos of classroom or other School activities by the School where the material will be used within the School. If individual students are identified or interviewed and the material will be used outside the School, a separate and specific consent will be required. Parents will be contacted prior to this event taking place.
● The use of student’s names on artwork or other creative work or material of students displayed at School sites or at a School sponsored display in the community, provided a Parental Consent Form is properly completed.
If you have any questions or concerns regarding the collection and the intended purposes, please contact the Principal.
References: Section 25, 26, 33, 52, 53, 65, 68, 196, 197, 222, 225 Education Act Freedom of Information and Protection of Privacy Act
Freedom of Information and Protection of Privacy Regulation 200/95