Use this section to find forms and templates that will support the general management of learners in September
It is permitted to share information about individual students and share documentation via email.
A student record is defined in the School Act as any record of information in written or electronic form pertaining to (a) a student, or (b) a child registered with a school but receiving a home education. Under the Freedom of Information and Protection of Privacy Act, a student record includes anything on which information is recorded or stored. This includes electronic files, handwritten files, photographs and audio and video recordings. Section 79 of the School Act requires that Boards of Education establish and maintain a record for each student and each child registered with the board’s schools. The board is also required to permit a person providing health services, social services or other support services to obtain from the records information that is required to carry out those services.
The School Act says that school districts must establish written procedures regarding storage, retrieval and appropriate use of student records, with provisions to ensure confidentiality and privacy for students and their families. In the case of students with special needs this section is particularly important because of the sensitivity of the information contained in students’ files. Districts are also required to ensure that practices for the collection, use and disclosure of personal student information comply with the Freedom of Information and Protection of Privacy Act. Section 9 of the School Act entitles a student and his or her parents “to examine all student records kept by a board pertaining to the student while accompanied by the principal or a person designated by the principal to interpret the records.”
All recorded information about a student that is either generated by or received by the school district is considered to be in the custody of, and under the control of, the school district and is the property of the school district. All student records are kept in one of the following files:
If a student’s parents are separated or divorced, school staff may receive requests from the noncustodial parent for student record information or for visits with the student at school. In these cases, school officials should confirm the entitlement of the non-custodial parent to obtain such information or to have contact with the student. This will include reviewing applicable court orders respecting custody of, and access to the student and other relevant documents. The custodial parent should be notified of a non-custodial parent’s request for student information or for contact with the student at the school. If the school is unsure as to the legal entitlement of the non-custodial parent or if there is serious conflict between the parents with respect to the request, obtain advice from the school district’s information and privacy coordinator
Such documentation is not to be retained/placed:
Confidential records are typically sent separately from the regular student files
Student records information CAN be shared under the following circumstances: