school district no. 38 (richmond) personal information bank · field trip - sa59 (old), proposal...

School District No. 38 (Richmond) Personal Information Bank

July 18, 2018

Personal Information Bank – List

Record Last ModifiedPersonal Information Bank Title

ActiveNet July 18, 2018

ASDT (Adolescent support database) July 18, 2018

Atrieve ERP July 18, 2018

Central Registration July 18, 2018

Claims Management - OHS Legacy July 18, 2018

Class lists July 18, 2018

DIS July 18, 2018

District Program Option July 18, 2018

Early Warning Information Binder July 18, 2018

ELL Assessment July 18, 2018

Emergency Contact Information July 18, 2018

Field Trip - SA59 (old), Proposal Forms (1, 2, 3) (New) July 18, 2018

For Your Information July 18, 2018

Grade 7 Camp Binder July 18, 2018

Historical Analysis and Reporting Datastore July 18, 2018

KEV School Cash July 18, 2018

MyEducation BC July 18, 2018

Navision (Legacy) July 18, 2018

Parent Contact Group July 18, 2018

Permanent Student Record July 18, 2018

Robinson Robinson (Legacy) July 18, 2018

School Messenger July 18, 2018

Shared Drive International July 18, 2018

Personal Information Bank – List

Record Last ModifiedPersonal Information Bank Title

Staff Files July 18, 2018

Staff Substitution Book July 18, 2018

Staff Vehicle Registration July 18, 2018

Student Information Files/Medical Drawer July 18, 2018

Student Medical Information July 18, 2018

Student Transfer July 18, 2018

Student Verification Forms July 18, 2018

Suspensions - Filemaker (no longer in use) July 18, 2018

Tech/Maintenance/Transportation Work Orders July 18, 2018

True North July 18, 2018

Volunteer Driver Form July 18, 2018

WebQA July 18, 2018

Personal Information Bank – Details

ActiveNetTitle

Active Net (stored electronically within Canada)Location

Student demographicsStudent enrollmentStudent gradesStudent financial information

Description of Personal Information

To have a record of student course enrollment, registration, payment for courses,creation of class lists

Purpose for which personal information is obtained / compiled and used / disclosed

District staff from continuing education programDistrict staff responsible for the management of student data

Individuals using personal information or to whom it is disclosed

Students

Individuals included in the PIB

School Act Ministerial Order M152/89School Act Sections 81 and 168(2)Freedom of Information and Protection of Privacy Act [RSBC 1996] c. 165, Section 26(c) – the information relates directly to and is necessary for a program or activity of thepublic body

Legal authorities for the collection of personal information


ASDT (Adolescent support database)Title

Stored electronically within the Richmond School DistrictLocation

Student demographicsStudent contact infoStudent medical background (Mental health history)


Tracking progress of students requiring support


Special education teacherAdolescent support teamsDistrict staff responsible for the management of student data


Students





Atrieve ERPTitle

Powerschool (stored electronically within Canada)Location

Staff demographicsStaff educational historyStaff occupational assignmentsStaff financial informationStaff health Information


Record of employee demographics,Payroll generationStaff attendanceEmployment assignment/opportunityReporting


Payroll staffHuman resources staffDistrict staff responsible for the management of student data


All district employees including student teachers


* Freedom of Information and Protection of Privacy Act [RSBC 1996] c. 165, Section 26(c) – the information relates directly to and is necessary for a program or activity of thepublic body



Central RegistrationTitle

Richmond School District - Board OfficeLocation

Student demographicsStudent Guardianships detailsStudent/Guardian citizenship detailsStudent medical historyStudent emergency contactsStudent legal documentsStudent educational History


Registering students into the districtMaintaining student files (paper copy)


District staff responsible for student registrationsSchool Office StaffSchool Admin StaffDistrict staff responsible for the management of student data


StudentsGuardians/ParentsEmergency contactsMedical professionals





Claims Management - OHS LegacyTitle

Stored electronically within the Richmond School District

Location

Staff demographicsStaff injury claimsStudent enrollmentStudent demographics


Staff injury claim management


District staff responsible for staff occupation health and safetyDistrict administration staffDistrict staff responsible for the management of student data


District staffStudents





Class listsTitle

Richmond School District - SchoolsLocation

Student demographicsStudent achievement recordsStudent emergency contact


Calculating student gradesStudent contact information in times of emergency


School staffCrisis response team


Students





DISTitle


Student demographicsStudent guardians/parents informationStudent sibling informationStudent enrollment


Updating district built student information application


District staff responsible for management of student data


StudentStudent guardians/parents





District Program OptionTitle


Student demographicsStudent sibling informationStudent educational program enrollment historyStudent guardians/parents informationDistrict program option draw results


Lottery draw for entry into district program such as French immersion or Montessori


District administration staffDistrict staff responsible for the management of student data


StudentsStudent guardians/parents





Early Warning Information BinderTitle


Student guardians/parentsStudent contact information


Student absences


Volunteer students' parents of the School's Early Warning Signs program







ELL AssessmentTitle


Student demographicsStudent ELL status/assessmentStudent citizenship status and historyStudent contact informationStudent school enrollmentStudent support programs enrollmentStudent special needs history


ELL program management - Students' ELL levels, services, support, funding


ELL staff/teachersSchool office staffDistrict staff responsible for the management of student data


Students





Emergency Contact InformationTitle


Student emergency contact informationStaff emergency contact information


Contact information in case of emergencies


School staff


StudentsStaffs





Field Trip - SA59 (old), Proposal Forms (1, 2, 3) (New)Title

Richmond School District - Board OfficeLocation

Staff informationClass informationSchool trip information


Field trip insuranceField trip security


District administration staffSchool trustees


Staff





For Your InformationTitle


Student demographicsStudent course schedule informationStudent behavioural incidents


Student behavioural Incident tracking


School staff


Students





Grade 7 Camp BinderTitle


Student demographicsStudent guardians/parents informationStudent emergency contact information


Waivers collected for outdoor education for grade 7 campStudents' emergency contacts in case of emergency


School office staffSchool teachersSchool counselors


StudentsStudent guardians/parentsStudent emergency contact information





Historical Analysis and Reporting DatastoreTitle


Student demographicsStudent enrollment HistoryStudent academic achievement historyStudent attendance historyStudent guardians/parents informationStaff demographicsStaff occupational assignment


Historical view of district student dataReporting


District staff responsible for student data managementIndividuals using personal information or to whom it is disclosed

District staffStudents





KEV School CashTitle

KEVGroup (stored electronically within Canada)Location

Student demographicsStudent course enrollment InformationStudent guardians/parents demographicsStudent guardians/parents financial information


School financial reportingSchool accounting/bookkeepingTrack student payments


School office staff







MyEducation BCTitle

Ministry of Education / Fujitsu CanadaLocation

Student name (student and guardian)Student demographicsStudent health informationStudent school enrollmentStudent gradesStudent report cardsStudent special programs enrollment


To record student demographic information and to document students' educationalhistory.


School office staffTeachersCounselorsDistrict education administrationDistrict staff responsible for the management of student data


StudentsTeachersStudent guardians/parentsHealth care individualsStudent emergency contacts





Navision (Legacy)Title


Staff demographicsStaff education historyStaff occupational assignmentsStaff financial informationStaff health information


Human Resource archive


Human Resources staffPayroll staffFinance staffDistrict staff responsible for the management of data


Staff





Parent Contact GroupTitle

Richmond School District - Schools

Location

Student guardians/parents demographicsStudent guardians/parents contact information


Classroom information


School teachers


Student guardians/parents





Permanent Student RecordTitle


Ministry of Education BC Form 1704, which includesStudent medical alertsStudent legal alertsStudent information (legal name, usual name, P.E.N., genger, birthdate, birth country,initial entry from)Record of schoolingStudent record inclusionsStudent achievement/attendance recordA minimum of the two most recent years of Student Progress Reports (includingdocumentation to support orally communicated letter grades) or an official copy of theTranscript of GradesA student's current IEP (If applicable)


A permanent student record is to document the history of a student’s educationprogram.


School administratorsSchool office staffTeachers


Students


School Act Ministerial Order M082/09School Act Sections 79(3), 168(2)(t) and (k)



Robinson Robinson (Legacy)Title


Location

Student demographicStudent enrollment historyStudent citizenship detailsStudent agencyStudent guardianship detailsStudent homestay demographicsStudent homestay addressStudent custodian contact information


Archival (international student enrollment, funding, incident reporting)


District staff from International Students Program


StudentsStudent homestayStudent guardians/parentsStudent custodian


IRRCC grant study permit - letter of acceptance - to give permission must have theinformation



School MessengerTitle

School Messenger (stored electronically within Canada)Location

Student demographicsStudent guardians/parents contact information


Daily informational calls regarding student attendance to guardians/parents


School office staff







Shared Drive InternationalTitle


Student demographicFinancial informationStudent medical informationStudent enrollment historyStudent citizenship detailsStudent incident trackingStudent agencyStudent guardianship detailsHomestay demographicsHomestay addressCustodian contact information


Student enrollmentProgram fundingStudent incident reporting


District staff from International Students Program


StudentsHomestayGuardiansCustodian





Staff FilesTitle


Staff demographicsStaff contact informationStaff emergency contact information


For use in emergency situations


School administration staffSchool office staffFirst aid staff


School Staff


School Act Ministerial Order M152/89, School Act Sections 81 and 168(2), Freedom ofInformation and Protection of Privacy Act [RSBC 1996] c. 165, Section 26 © - theinformation relates directly to, and is necessary for, a program or activity of the publicbody



Staff Substitution BookTitle


Student learningStudent emergency contact information


Substitute staff may require information regarding emergency contact or student learningwhile the regular class teacher is away


School Staff


Students





Staff Vehicle RegistrationTitle


Location

Staff demographicsStaff vehicle information


School district office parking lot security and parking permissions


District office staff


District office staff





Student Information Files/Medical DrawerTitle


Student demographicsStudent guardians/parents informationStudent emergency contact informationStudent health information


Record of studentsUsed as a quick reference to contact student/parent/guardian/emergency contacts


School office staffSchool administration staffTeachersCounselors


Students


School Act Ministerial Order M152/89School Act Sections 81 and 168(2)Freedom of Information and Protection of Privacy Act [RSBC 1996] c. 165, Section 26Copyright - the information relates directly to and is necessary for a program or activityof the public body.



Student Medical InformationTitle


Student medical alerts/informationStaff medical alerts/information


Life threatening medical information in case of allergic reaction or breathing difficultiesrequiring the use of epi-pen or inhaler


School Staff


StudentStaff





Student TransferTitle


Student demographicsStudent enrollmentStudent guardians/parents contact information


Student transfers between schools within the district


School administration staffSchool office staffDistrict staff responsible for student transfersDistrict staff responsible for the management of student data


StudentsGuardians





Student Verification FormsTitle


Student demographicsStudent guardians/parents informationStudent emergency contactsStudent legal alertsStudent health informationStudent school enrollmentStudent special program enrollment


Student information in case of emergencyPurpose for which personal information is obtained / compiled and used / disclosed

School StaffIndividuals using personal information or to whom it is disclosed

StudentsGuardiansHealthcare providersEmergency contactsStudent siblings





Suspensions - Filemaker (no longer in use)Title


Student demographicsStudent guardians/parentsStudent suspension details


Suspension data mining


District administrative assistants







Tech/Maintenance/Transportation Work OrdersTitle


Location

Staff demographicsStaff contact informationStudent demographic


Submitting tech work orders for any technical issues


School staffTech services staffMaintenance/Transportation Staff


StaffStudent





True NorthTitle

True North International Education (stored electronically within Canada)Location

Student demographicFinancial informationStudent medical informationStudent enrollment historyStudent citizenship detailsStudent incidentsStudent agencyStudent guardianship detailsHomestay demographicsHomestay addressCustodian contact information


Student EnrollmentFundingIncident Reporting


True North administrationSchool administration (limited)School staff (limited)School coordinators (VP - international school coordinator) (Principal at elementary)(limited)District staff from International Students Program


StudentsHomestayGuardiansCustodian





Volunteer Driver FormTitle

Richmond School District - Schools

Location

Driver demographicDriver contact informationDriver driving license information


Validating vehicle insurance coverage when providing volunteer drivers for school events


School office staff


Student parentsSchool Staff





WebQATitle

WebQA (stored electronically within Canada)

Location

Student demographicsStudent enrollment historyStudent course schedule


Record of student registration in the Distant Learning programStudent course status


Richmond Virtual School administrationWebQA staffDistrict staff responsible for the management of student data


Students


School Act for DL SchoolsSchool Act Section 81 and 168(2)


school district no. 38 (richmond) personal information bank · field trip - sa59 (old), proposal...

Documents