Complaint Resolution

Information Access and Protection of Privacy
The following information is provided to promote understanding and awareness of the Ottawa-Carleton District School Board’s (the District’s) privacy and access practices in accordance with the Education Act, the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Privacy Act (PHIPA).

The District is committed to respecting and protecting the personal information collected necessary to deliver programs and services to its students. Notification of the collection and use of student information is indicated on forms collecting personal information. The notice statement states the legislation authorizing the collection, the reason or purpose for which the information is being collected, and who to contact if you have concerns. Personal information cannot be used for any other purpose without consent of the parent, guardian, or adult student.

Employees of the District are trained to protect privacy and ensure the security of personal information. Employees are provided access to personal information in order to perform their duties, and on a need to know basis only.

Individuals have the right to access their own personal information, but they cannot access personal information about another individual. Personal information is provided only if the individual is legally entitled to it and in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

However, there are instances where disclosure of personal information is justified by law and allowed by professional ethical standards. These instances could include for the purposes of law enforcement, or in compelling circumstances for the health and safety of an individual. The District’s policy and procedure regarding access and privacy are available on our website. These documents outline our commitment to privacy and the processes we follow to protect personal information, manage requests for access to information, and to manage those situations where we might experience a privacy breach.

A completed form to officially request information through MFIPPA must include a $5.00 application fee payable by cash or cheque to the Ottawa-Carleton District School Board.

Personal information is maintained in accordance with the District’s Classification Scheme and Retention Schedule. This governs our corporate records as well as Ontario Student Records (OSR) which are also governed by provincial policy.
Briefly, student records (OSR - file jacket, final transcript, accumulated hours of French) are maintained for 55 years after the student has left school, and practitioner reports related to psychology, speech and language, and social work are maintained until the student reaches the age of 28. All personal information eligible for destruction is destroyed onsite by a certified shredding company.

Additional information and resources can be obtained from the Office of the Information and Privacy Commission of Ontario (IPC).  The IPC is an independent oversight body. Its role is to uphold and promote open government and the protection of personal privacy in Ontario. Individuals have a right to request that decisions on access to information requests made to the District under MFIPPA be reviewed by the IPC.

Questions related to the access to information or the protection of personal privacy in regard to OCDSB records should be directed to:

Freedom of Information Coordinator
Ottawa-Carleton District School Board
133 Greenbank Road
Ottawa, Ontario K2H 6L3
613-596-8211 ext. 8607
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