Privacy & Freedom of Information
The following information is provided to promote understanding and awareness of the Board’s Privacy Policy and freedom of information practices in accordance with the Education Act and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
The Education Act sets out duties and powers of the Board and authorizes school boards to collect personal information for the purpose of planning and delivering educational programs and services and give information to employees to carry out their job duties. These letters to parents for elementary students and secondary students are to notify them of how the Avon Maitland District School Board and their school use the personal information they provide to comply with legislation. In accordance with the Education Act (R.S).1190, c.E.2) and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) schools collect, use and/or disclose students’ personal information. request in writing that the principal refer the request to the appropriate supervisory officer.
Privacy
School boards collect, use and disseminate personal information from, and about, individuals in the course of providing educational services and to administer programs in accordance with the Education Act and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
Personal information refers to recorded information about an identifiable individual.
Personal information may be used or disclosed by the Avon Maitland District School Board
- for the purpose for which it was obtained or a consistent purpose (a purpose consistent for the reason collected);
- to Board officers or employees who need access to the information in the performance of their duties if necessary and proper in the discharge of the Board’s authorized functions;
- to comply with legislation, a court order or subpoena or to aid in a law enforcement investigation conducted by a law enforcement agency;
- in compelling circumstances affecting health or safety I; and
- under the authority of the Education Act and Regulations (R.S.O. 1990 c.E.2) as amended.
It is our practice to include a notice of collection statement on forms used to collect personal information to advise you how we will use and disclose the information.
Correction of Personal Information
Parents/guardians or adult students have the right to request corrections under the Education Act and the MFIPPA if they believe the personal information in a student’s record is inaccurate or outdated.
As per section 12.7 of the Avon Maitland District School Board’s Administrative Procedure 370 Ontario Student Record (OSR), if the parent(s) or adult student is (are) of the opinion that the information contained in the student's OSR is inaccurately recorded or that it is not conducive to the improvement of the instruction of the student, the parent(s) or adult student may request in writing that the principal correct the alleged inaccuracy or remove the information from the record. If the principal complies with the request, the material will be corrected or will be removed from the file and destroyed or returned to the parent(s) or the adult student, and no record of the request will be retained in the OSR. If the principal refuses to comply with the request, the parent(s) or the adult student may request in writing that the principal refer the request to the appropriate supervisory officer.
Access Municipal Freedom of Information and Protection of Privacy Act
The Municipal Freedom of Information and Protection of Privacy Act, passed in 1989, gives everyone a legal right to access public records and to expect protection of their personal records in the care of public institutions. The Act, in its entirety, can be accessed through the Service Ontario website.
MFIPPA
- governs the relationships between public bodies (e.g. school boards) and private persons regarding information;
- provides access to information subject to specific and limited exceptions;
- provides for the protection of privacy respecting personal information subject to exceptions;
- provides for a review of decisions on appeals to the Information Privacy Commission (IPC).
Submitting an FOI Request
An individual may make a formal Freedom of Information (FOI) request for access to general records or their own personal information held by the Avon Maitland District School Board in accordance with the MFIPPA and the Education Act.
Please complete the following steps to submit a Freedom of Information (FOI) request to access the records of the Avon Maitland District School Board. An FOI request may be submitted electronically via email or by direct mail.
Method 1: Electronically via Email
This is the most direct method if you prefer to handle the process electronically.- Complete, download and submit the FOI Request Form (please see below) as a pdf attachment via email to: [email protected]. Ensure that specific details are provided about the records you are seeking to help the Board locate them efficiently.
- Submit the $5.00 Administrative Fee by e-transfer (link to be provided to the requester upon receipt of the access request).
Method 2: Printed/Manual Submission (Direct Mail)
Use this method if you prefer to submit a physical paper application and pay by cheque.- Complete and print the completed FOI Request Form (please see below)
- Include the $5.00 payment by cheque made payable to:
Under MFIPPA, institutions are required to respond to access requests within thirty (30) calendar days of receiving a complete request, which includes the mandatory $5.00 application fee. Processing of your request will begin once payment has been received.
- Further information to the documentation is required;
- The 30-day time limit must be extended and why;
- A record must be severed and why;
- Access is denied and why;
- The estimated Fee exceeds $25.00.
- Search/Record Preparation Time: $7.50 per ¼ hour (search, retrieve and prepare records for disclosure, including time to sever/redact exempt information in accordance with MFIPPA prior to disclosure).
- Photocopying: $.20 per page for photocopying and printouts.
- Computer Programming: $15.00 per ¼ hour.
- Any costs involved with locating, retrieving, processing and copying a record specified in an invoice received by the Board.
A Fee Estimate will be given for any requests estimated to be over $25.00. When processing fees are over $100.00, a 50% non-refundable deposit is required before the request is processed. All fees are payable before the requested records are provided.
Questions or Concerns?
If you have any questions or concerns related to access to information or the protection of personal privacy regarding the Board’s information holdings, or if you wish to submit a Privacy or Freedom of Information (FOI) request, please contact the Freedom of Information Coordinator at: [email protected].