Administrative Procedure 197: Student Information Standardization

Legal References

Education Act: Section 266 Pupil Records; Education Act: Section 286 Duties of Supervisory Officers: Report to Minister; Municipal Freedom of Information and Protection of Privacy Act: Information Banks, Access to Records, Retention; Immunization of School Pupils Act; Health Cards and Numbers Control Act

Related References

1. Standardized Procedures

This administrative procedure has been developed:

1.1 To standardize procedures for input, maintenance, use and retention of all student information;

1.2 To benefit all school administration and secretarial staff, education centre staff and other staff who from time to time may require use of information which will be
available through these standardization applications;

1.3 To ensure school administration and education centre staff are making sound decisions on accurate data; and

1.4 To ensure maximum revenue for the board.

2. Administrative Procedures

2.1 Student Information Standardization

2.1.1 The Ministry of Education, in the Education Act, Ontario regulations and Ministry guidelines, provides stringent direction to school boards for establishing and maintaining student information.

2.1.2 Student information is Avon Maitland District School Board’s largest personal information bank.

2.1.3 A student’s information is collected at the school when the student registers and is maintained at the school while the student remains an active student
and is retained at the Education Centre for fifty-five years after the student retires.

2.1.4 A standard for collection, use, maintenance, security and retention of all student information is crucial to ensure the integrity of the information in paper and electronic format during the life-cycle of the record.

2.2 Legislative Requirements

2.2.1 Education Act
      1. The Education Act provides legislation for school boards in the province of Ontario.
      2. The Act sets out specific and direct requirements for record keeping of student information.
      3. These specific requirements relate to various aspects of pupil records, student enrolment, student attendance, special education, and report and
        audit requirements.
      4. The Ontario Student Record (OSR) Guideline, 2000 sets out the policies of the Ministry of Education for the establishment, maintenance, use, retention, transfer and disposal of the OSR.
2.2.2 Municipal Freedom of Information and Protection of Privacy Act
      1. The Municipal Freedom of Information and Protection of Privacy Act requires “institutions” as defined by the Act to provide a right of access to information under the control of the institution and to protect the privacy of individuals with respect to personal information about themselves held by
        institutions and to provide individuals with a right of access to that information.
      2. This Act requires strict compliance with collection, use, maintenance and retention of information held by the board.
      3. Avon Maitland District School Board’s standardization of student information is essential for legislative compliance.
2.2.3 Other Legislation

Other legislation, specifically related to health services, requires sharing of student information under special circumstances.

2.3 Roles in Maintaining Student Information

2.3.1 School Management Responsibility:
      1. to establish and maintain student information in the school in compliance with the Education Act, The Ontario Student Record (OSR) Guideline, 2000, and administrative procedures established by the Director of Education or designate(s);
      2. to ensure the integrity of the information in paper and electronic format in compliance with legislation and district procedures; and
      3. to ensure the security of the student information and regulate access to the student information in compliance with Ministry and district direction.
2.3.2 Administrative Management Responsibility: Enrolment
        1. The Director or designate(s) will monitor and provide direction to schools related to enrolment issues and compliance with Ministry requirements for managing student information and enrolment reporting.
        2. The Director or designate(s) will remain up-to-date with changes to legislative requirements related to enrolment issues. Information Services
        1. The Director or designate(s) will monitor integration of information administration, information technology and business processes to achieve organizational objectives and to provide an enterprise-wide perspective.
        2. The Director or designate(s) will remain up-to-date with changes to legislative requirements related to administration of student information.
        3. The Director or designate(s) will ensure that required legislative changes for maintaining the student information database are communicated in a regular and consistent manner. Information Technology

The Director or designate(s) will provide:
          1. system direction related to software upgrades for Student Information Standardization;
          2. determination of staffing requirements;
          3. ongoing system training and support;
          4. direction to the schools related to technological updates and strategies to assist with the maintenance of an accurate and complete electronic
          5. student information database, in compliance with district procedures;
          6. direction and ongoing monitoring to schools related to Maplewood queries;
          7. up-to-date information regarding Maplewood updates and upgrades; and
          8. communication about required Maplewood updates and upgrades in a regular and consistent manner.
2.4 Forms Requirements

2.4.1 Avon Maitland District School Board forms have been developed to comply with legislated requirements and have been approved by the Director and

2.4.2 Only forms in the approved format are to be used for collection and/or maintenance of student information.

2.4.3 The approved forms for the collection of student information are as follows:
      1. Form 302A Student Registration Form
        This form is located within Information and Resources | Forms and Templates | School Operations. Administrative Procedure 302 Student Enrolment refers to Form 302 Student Registration.
      2. Student Confirmation of Emergency Contact Information Form (available in Maplewood)
2.5 Appendices

Appendix A: Student Information Flowchart
Appendix B: Index for Maplewood for Windows Standardization

Please refer to AP 197 for Appendix A - Student Information Flowchart

Appendix B - Index for Maplewood for Windows Standardization 

Biographical Information
  • Name Entry
  • Grade Level
  • Home Room Designation
  • Gender

Family Information
  • Custody
  • Telephone Numbers
  • Address
    First Line of Mailing
    Street/Road Name
    Rural Routes
    Lot & Concession
    Postal Code
    911 Addressing
  • Township/Municipalities
  • Student/Mother/Father
    • Health Card Number
    • Doctor Name
    • Emergency Note (4th line of emergency)

Reporting Routines for Admin and Audit Purposes
  • Attendance Codes
  • “How To”

Custom Fields

Achievement (Secondary Schools Only)

Special Education
  • Special Education Tables
  • “How To”

Staff Records

Code/Courses File (Secondary Schools Only)
  • Code, Title and Department



Scheduling Overview

OSR Student Data Verification

Ontario Report Card Details

Monthly Maplewood “To-Do” Checklist

Issued 2006