Bluewater District School Board

Bluewater's Routine/Consistent Use of Personal Information page

Routine/Consistent Use of Personal Information

AF 6810 (Website): Notification of Routine/Consistent Use of Personal Information

The school and/or the board will use you/your child’s personal information for the following routine and consistent purposes and/or in order to comply with applicable legislation, such as the Education Act and the Municipal Freedom of Information and Protection of Privacy Act.  Where information is shared with external organizations, the organizations will be covered by privacy legislation(s) and/or specific privacy agreements with the board. 

Any questions can be directed to the principal of your child’s school.
  1. The student’s Ontario Student Record (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.

  2. A student’s name, grade, achievement information, attendance, and special education needs with the previous school or next school.  Student information such as learning profiles and student achievement levels are shared between staff within a school in order to best address student needs as they progress through grade levels.  Secondary schools may 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 with the student’s previous elementary school to support continuous improvement of the elementary school program for all students.

  3. Demographic, medical, and school information will be shared with Student Transportation Service Consortium of Grey-Bruce (and other transportation services as required) for the purpose of administering the board’s contracted transportation services.

  4. Contracted photographers will take individual photos for administrative purposes, class photos, school yearbooks, and for use on student cards (where applicable).

  5. Secondary schools will provide information of potential graduates (i.e., contact information, marks, and transcripts) for the student’s post‐secondary applications to Ontario Colleges and Universities through a secure site.

  6. Email addresses (parent and student) may be used for communication between school and home.

  7. Important medical/health information may be collected for the purpose of developing a medical emergency plan for the student or for the purpose of administering medication to the student.  Information will be shared with appropriate staff to ensure the safety of the student.

  8. Student information (including name, contact information, date of birth, grade level, country of birth) and parent information (name and contact information) will be shared with Grey Bruce Public Health according to the Immunization of School Pupils Act, as well as for the purposes of vision and dental screening.

  9. Parent Information Portals (e.g., SchoolCashOnline) to make payments for activities.

  10. For telephone fan-out, broadcasts, or emails to send school-wide messages to families (e.g., SchoolMessenger).

  11. Student information (including name, contact information, date of birth, grade level, country of birth, language of preferred communication) and parent information (name and contact information) will be shared with interpreters and settlement workers to assist new Canadians.

  12. Information, including health or medical, of students participating in secondary school athletics will be shared with Ontario Federation of School Athletics (OFSSA), Central Western Ontario Secondary Schools Association (CWOSSA), and Bluewater Athletic Association (BAA) for purposes of school team and student athletes’ participation in school sports programs.

  13. Electronically recording students to be used by educators for assessment and instructional purposes.

  14. Announcements of a student’s name over the Public Address (P.A.) system (e.g., birthday or team congratulations).

  15. To share the student’s name and telephone number with school volunteers to assist with school-sponsored programs.

  16. To share student demographic, grade, room, photograph, medical conditions, and specific safety concerns for school safety reasons where required by legislation.

  17. Student use of video conferencing or similar tools.

  18. A BWDSB-based email address will be assigned to each student to support curriculum instruction.  In addition to email, students may use this address in conjunction with the use of collaboration tools, as age appropriate.

  19. Student accidents that take place during school or on school-sponsored activities will be reported to the board’s insurance company.  Reports include demographic information about the injured student, the details about the incident, and the name and contact information of witnesses.

  20. 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.

  21. Surveillance equipment may be used in schools and on buses to enhance the safety of students and staff, to protect property and to aid in the identification of intruders or other persons who may pose a risk to school community members (see AP 6815-D and TCP-B014).

  22. Elementary schools may share class lists with student first names and last initial only with parents for the purpose of addressing greeting cards or invitations in connection with holidays, etc.

  23. Student names and/or photographs may be printed in school or classroom newsletters or programs (e.g., commencement or graduation programs, school arts productions, student awards and plaques, school brochures, honour roll and classroom assignment during school and semester start-up) and in school yearbooks (print or digital).

  24. Students may be recorded or photographed by their classroom teacher in school or during school activities as part of their educational program.  Photos may be shared with the class and parents as appropriate.

  25. Student names may be posted in public areas of the school (i.e., on coat hooks, identifying artwork or hallway displays).
Bluewater District School Board is located on the traditional land of the Saugeen Ojibway Nation, which is represented by the communities of Saugeen First Nation and Chippewas of Nawash Unceded First Nation.
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