The Education Act requires the school
principal to maintain an Ontario Student
Record (OSR) for each student attending school. The OSR is a record of a student’s
educational history and progress through school in Ontario and follows the
student when they transfer from one school to another. The Ministry of Education, under the Education Act, sets the guidelines for
how the OSR is to be managed. The school
board adheres to the Ministry’s regulations as well as its own OSR
procedure. The school principal is
responsible for the OSR, which is maintained and secured in both an electronic
and hard copy format.
The student’s 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 early childhood education, special education, guidance counselling,
student success, librarians etc. Student
information, including learning profiles and achievement levels, is shared in
order to design and deliver programming to meet the needs of all students in
our schools as they progress through grade levels.
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 or behaviour tests , or
prior to the involvement of Psychological, Speech and Language, Child and Youth
Worker, Behaviour Team, Autism Team or Social Work staff.
As part of our
board’s commitment to 21st
century learning, students will be using Ministry approved tools in the
classroom such as: Google Apps for Education (GAFE), Desire2Learn (D2L), and
Microsoft 365. Students may also use social media tools such as Wikis,
blogs, podcasts, video conferencing, YouTube, Facebook, Twitter and other sites
or tools deemed appropriate by the classroom teacher. Use of the internet and social media sites
shall be in accordance with board procedures and in keeping with expectations
of digital citizenship and safe use of technology.
will 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
through secondary school with the student’s previous elementary school to
support continuous improvement of the elementary school program for all
will provide information of potential graduates (i.e. contact information,
marks and transcripts) through a secure site for the student’s post-secondary
applications to Ontario Colleges and
information such as home address, life-threatening medical emergency
information, and accessibility and safety needs, is provided to Southwestern
Ontario Student Transportation Services 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.
information (including name, contact information, date of birth, gender, grade
level, country of birth) and parent information will be shared with the Health Unit according to the Immunization of School Pupils Act.
Important medical/health information may be
collected for the purpose of developing a medical emergency plan for the
student or for purpose of administering medication to the student and will be
shared with appropriate staff to ensure the safety of the student. In compliance with the Personal Health Information Protection Act, student health card
numbers are not collected.
School activities may be reported in school and board newsletters,
websites and/or social media.
Identifying photos and videos only may be included with consent. Students participating in extra-curricular activities or events
where the public is invited or attends (i.e. field trips, school concerts,
school teams) may be photographed and/or reported on by the media or the
general public and may result in photos or recordings being posted on social
media. If photography or video recording
is permitted at such events, it is generally not possible for the school or
board to control the use of such recordings.
It is important that when taking pictures, individuals are respectful of
the privacy rights of anyone captured in their recording and to only post
photos of others with consent of the individual and/or the
including health or medical, of students participating in secondary school athletics will be shared with the Ontario
Federation of School Athletics (OFSSA), Western Ontario Secondary School
Association (WOSSA) and the Thames Valley Regional Athletics (TVRA) for
purposes of school team and student athletes’ participation in school sports
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 first name and last initial
of the student may be printed on work displayed in the classroom; student names
will be posted on the back of their work when posted in public areas.
The Media (i.e. newspaper, television and
radio) may be invited to attend events for the purpose of reporting on
newsworthy activities such as graduations, student achievements or awards.
Media reports may include only non-identifying photos of groups of
students. Individual students will only
be interviewed or otherwise identified with consent.
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. Photos and videos may not be shared with
others outside of the classroom unless appropriate consent is obtained.
School Photographers will be provided with student information such as
name, student number, and grade for the purpose of providing the student with a
student identification card. Individual and class photos otherwise will be used
for administrative (ie. OSR) and archival purposes and will be offered to
parents for purchase.
Yearbooks chronicle the activities of the school and student body; they are
produced for sale to students, and may be placed in the school library, public
library, or made available in electronic format. Student and class photos, and photos of
school events and activities, student writing and artwork may be included in
the yearbook including the student’s full name.
Student names and/or photographs may be printed in school programs (ie.
commencement, graduation, school plays, concerts, student academic or athletic
awards, and honour roll and classroom assignments) and awards or plaques.
Contact Lists of phone numbers and/or parent email addresses are
used for safety and emergency purposes to facilitate contact with parents
during an emergency (ie. 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; for purposes of communications between
classroom teachers regarding academics and behaviour, and program resource
teachers and support staff regarding student progress; and to arrange school
based meetings and for purposes of distributing school newsletters and notices
to parents. Contact/class lists
otherwise are not shared without consent.
Email addresses of parents and board issued email addresses for student
may be used for communication between school, home and student.
that take place during school or on 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
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.
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.
Schools will share
student information with the Catholic
Parish to facilitate in the Catholic education and faith formation of our
students in accordance with the Catholic Graduate Expectations.