INFORMATION ACCESS AND PROTECTION PRIVACY
The information on this page will provide you with an understanding and awareness of the access and privacy practices of the Wellington Catholic District School Board (WCDSB).
The WCDSB is committed to protecting your right to privacy, while providing the academic programs and services that meets the needs of our students.
WHAT IS THE EDUCATION ACT?
The Education Act is the provincial law that governs education in Ontario. It enables School Boards to operate and to deliver programs and services to students. The Education Act authorizes School Boards to:
- Collect personal information for the purpose of planning and delivering educational programs and services;
- Report on their activities to the Ministry of Education.
Under the Education Act, the Principal of the school is required to compile a student record, known as the Ontario Student Record (OSR).
HOW DOES THE BOARD COLLECT AND USE PERSONAL INFORMATION?
Personal student information is collected directly from parents, guardians or students under the authority of the Education Act. Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for:
1. Planning and delivering educational programs and services;
2. By Board employees who need to access the information in order to do their job;
3. To comply with legislation or law enforcement; or
4. In compelling circumstances affecting the health or safety of students
Notification of the collection and use of student information is indicated on the student registration form and updated annually through the student information form. Personal information collected and used for any other purpose requires the consent of a parent/guardian or the adult student.
HOW DO I ACCESS MY CHILD(S) PERSONAL INFORMATION?
Students or parents/guardians can request access to information held by the WCDSB by contacting the Principal of the school that the student or their child attends, or the school that the student last attended. Please be aware that while an individual has access to their own personal information and general records, they do not have a right to access personal information about any other student, unless they are the parent or guardian.
Staff must comply with the Education Act, the Municipal Freedom of Information and Protection of Privacy Act, and the Personal Health Information Protection Act, and will provide you with the information you request for, provided that you are legally entitled to receive it.
HOW DO I CORRECT MY PERSONAL INFORMATION HELD BY THE BOARD?
Parents/guardians and students over 18 years of age may request that a correction be made to their records. The Wellington Catholic District School Board is required to make the correction where the person demonstrates the record is incomplete or inaccurate. However, the Board is not required to correct a professional opinion, an observation made in good faith, or a record that was not originally created by the Board.
HOW DO I GET A COPY OF MY HIGH SCHOOL TRANSCRIPT (ONTARIO SCHOOL TRANSCRIPT)?
Please contact the Guidance Department of the last Wellington Catholic District High School that you attended. Once they are able to locate your transcript, you will be notified and pickup arrangements will be made. The school will need up to 5 business days to complete this process.
Please note that the Wellington Catholic District School Board does not forward transcripts or diplomas to Colleges or Universities, your records are forwarded to you. Student records are confidential. If your child has graduated and is over the age of consent (18), a parent or guardian may not request or receive a transcript without the written authorization from the student.
HOW DO I ACCESS SPECIFIC INFORMATION?
For access to specific information, please contact the Board office at: 519-821-4600 and you will be directed to the department responsible for the records you are seeking. Staff at the Board office will assist you in determining if the records you are requesting can be released to you through a routine disclosure process, or you must complete a Freedom of Information (FOI) access request, under MFIPPA.
HOW DO I MAKE A FORMAL FREEDOM OF INFORMATION (FOI) REQUEST UNDER MFIPPA?
You may make a request under MFIPPA by completing the request form. Completed forms must include an application fee of $5.00 which may be paid by cash or cheque, payable to the Wellington Catholic District School Board. Please provide as much detail as possible about the information you are requesting. You may send the completed request form and your payment to the Freedom of Information Officer at the Board office:
Privacy, Records and Information Management Services
Wellington Catholic District School Board
255 Speedvale Ave W
Guelph,ON
N1H 1C5
You may also reach the department by telephone at: 519-821-4600.
HOW CAN I APPEAL AN ACCESS DECISION MADE BY THE WELLINGTON CATHOLIC DISTRICT SCHOOL BOARD?
You may appeal a decision made by the Board regarding your request for access to records. The Information and Privacy Commissioner of Ontario (IPC), is appointed by the Ontario Legislature and is independent of the government. The IPC acts as the oversight body to school boards.
If you request the IPC to review your access request, you must complete an application form at www.ipc.on.ca or contact them at 1-800-387-0073.
How do I make a request to access records?
HOW DO I MAKE A FORMAL (FOI) REQUEST UNDER MFIPPA?
You may make a request under MFIPPA by completing the request form. Completed forms must include an application fee of $5.00, which may be paid by cash or cheque, payable to the Wellington Catholic District School Board. Please provide as much detail as possible about the information you are requesting. You may send the completed request form and your payment to the Freedom of Information Officer at the Board office:
PRIVACY, RECORDS AND INFORMATION MANAGEMENT SERVICES
Wellington Catholic District School Board
255 Speedvale Ave W
Guelph,ON
N1H 1C5
You may also reach the department by telephone at: 519-821-4600.
FOI requests are processed within timelines legislated by MFIPPA and PHIPA and will be calculated based on:
1. Initial 30 day timeline – The standard legislated timeline requirement is to process access requests within 30 days of the receipt of the FOI application and $5.00 fee;
2. Extended timeline – Privacy legislation permits additional 30 day incremental extensions if a request is too voluminous to meet the initial 30 day timeline. The rational for securing an extension is based on:
a. Whether the access request is too voluminous to respond within the 30 day timeline,
b. And/or if there is a need to consult with other individuals to produce the information,
c. If meeting the initial timeline would significantly interfere with the operations of the institution at large.
PRIVACY, INFORMATION & RECORDS MANAGEMENT
If you make a request to access records under MFIPPA the following fees may apply:
- Photocopying and computer printout charges - $.20 cents per page;
- Discs (CD, DVR) - $ 10.00 per disc;
- To develop a record from a machine readable record - $15.00 per ¼ hour;
- Any costs involved in locating, retrieving, processing and copying a record specified in an invoice received by the Board;
- Search time - $7.50 per ¼ hour;
- Record preparation - $7.50 per ¼ hour
An estimate will be given for any requests estimated to be over $25.00. If it is estimated that your request will be $100.00 or more, a deposit of 50% is required before the request is processed. All fees are payable before the request records are provided.
Please select the link here to access the Freedom of Information (FOI) request form.
FOI Request Form
What is considered Personal Information?
WHAT IS THE PERSONAL HEALTH INFORMATION PROTECTION ACT (PHIPPA)?
The Personal Health Information Protection Act, is the provincial law that establishes rules for the collection, use and disclosure of personal health specific information about individuals. In a School Board, PHIPA applies to speech, language and psychological assessments.
WHAT IS PERSONAL INFORMATION?
Personal information means any recorded information about an identifiable person, including but not limited to:
- Your race, nationality or ethnic origin,
- Your colour, religion, age,
- Your educational information and/or medical information,
- Your personal views or opinions.
What is the Municipal Freedom of Information and Protection of Privacy ACT (MFIPPA)?
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) is the provincial law that requires the protection of personal information, and provides individuals with a right of access to public records. MFIPPA has specific exemptions and limitations regarding access to personal information collected, used, retained, disclosed and disposed of by School Boards.
GUIDING PRINCIPLES OF MFIPPA
1. The public has the right to information held by institutions covered by the MFIPPA Act, and that information should be made available to the public;
2. Any person can make a request for information held by an institution covered by the Act. The Wellington Catholic District School Board is an institution under the Act;
3. Any exemptions from the right of access to information should be limited and specific;
4. Individuals have a right to the protection of personal information held by the Board;
5. Decisions to refuse access to information are reviewed independently;
6. Any decisions relating to access to information can be reviewed by the Information and Privacy Commission of Ontario, commonly referred to as the IPC.