FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT
RELEASE FORM AND NOTICE OF ACTIVITIES
(as required by the FOIP Act, Sections 32 (c), 33 and 37)
PARENTS – PLEASE READ CAREFULLY
The Freedom of Information and Protection of Privacy Act requires that parents/guardians be advised of the collection and use of personal information that is not authorized under the School Act. However, in the education and socialization of children, personal information is often collected and used for authorized programs and activities that are a normal part of school life.
Wetaskiwin Regional Public Schools (the Division) collects personal information that relates directly to and is necessary for various operating programs and activities of the Division; and to fulfill its mandate of providing students with an education program in accordance with its obligations under the School Act and its regulations. In addition to personal information provided on registration forms, the Division may take recordings of students or student work at school or school related activities that form part of the educational programs of the Division. Such recordings include digital, photos, film, video, audio and emerging technologies.
The following are examples of ways in which personal information may be used by the Division:
- Establish a student record and determine residency
- Determine program placement, determine eligibility and/or suitability for provincial or federal funding
- Provide information to the Minister of Education for research and statistical analysis
- Feature a student in the school calendar, newsletter, yearbook, or other school publication
- Recognize students and their creative works through display or performance at school
- Acknowledge students in class lists, honour rolls, graduation ceremonies
- Determine student eligibility or suitability for awards or scholarships , in the event that the Division applies on the student’s behalf
- Contact students or their parents or emergency contacts
- Verify absences
- Provide transportation services
- Provide identification cards
- Offer assistance to students encountering medical and/or emergency situations
- Provide video surveillance on school premises, as governed by the Division
- Provide Division authorized satisfaction surveys
- Take individual, class, team or club photos for school purposes
- Take recordings of students engaged in classroom or other school activities
- Allow media or other organizations into schools, under the supervision of school personnel, to film classroom and students, where students are not interviewed or identified by name or face.
Public Events (permission not required)
Events that are open to the general public are considered public events, and the Division cannot control or prevent the further distribution or use of photos, videos, images or other personal information obtained by those who attend. Written consent for your child to participate in these activities is not being requested.
This notice is provided to you for information only and it is not an all-inclusive list. These activities contribute to a healthy and functioning school, and students’ participation in these activities is viewed as an important component of their education. If you have concerns regarding the collection or use of such information, please contact the Principal of the school that your child attends.
Other Events (permission is required)
Throughout the school year, there also may be opportunities to display your child’s schoolwork outside of school (i.e., malls, division office, etc.). There may be times when television, radio, newspaper, community organizations and the School Division are in the school providing outside coverage of events and programs not included in the public events category described above.
- Wetaskiwin Regional Public Schools Publications/Websites/Social Media Accounts
On occasion, the Division posts student personal information including full name, photographs, recordings, and/or interviews on Division and school publications/websites/social media accounts. Your consent is requested to use your child’s personal information for this purpose. Please note that in the context of ordinary internet use, student personal information may be copied, altered or moved by anyone who visits these websites; and if your consent is withdrawn, the Division will remove the image and/or personal information from its website however it may be available on the internet indefinitely.
- Wetaskiwin Regional Public Schools’ Student Creative Work
The Division on occasion displays the creative work of students produced through school activities (e.g. art, dance, drama, compositions, work or metal works, robotics, scientific experiments). This means that a photograph, digital recording, or actual presentation of the item with identification of the student by full name and grade may be collected, used and displayed at external exhibits at community sites, competitions, and reproduced in Division promotional publications distributed outside of the Division, including websites. Your consent is requested to use your child’s personal information for this purpose. In addition, under the Copyright Act, your release is requested to grant permission to the Division to record your child, display and/or reproduce his/her creative work.
- External Organizations or Media
The Division on occasion authorizes media and outside organizations to photograph, record and/or interview students while under its supervision. This means that a photograph, digital recording, or interview of a student with identification by full name and grade may be collected, used, reproduced and broadcast by media or outside organizations. Your consent is requested to use your child’s personal information for this purpose.
Please note that by not completing the Division’s “Consent to Use and Disclose Personal Information” form, it indicates refusal to consent.
Canada’s Anti-Spam Law (CASL)
Canada’s Anti-Spam Law (CASL) came into effect on July 1, 2014 and will be enforced beginning July 1, 2017. CASL is federal legislation aimed at addressing the harmful effects of unsolicited commercial electronic messages or “spam”.
The new law generally prohibits the:
- sending of commercial electronic messages without the recipient's consent (permission), including messages to email addresses and social networking accounts, and text messages sent to a cell phone;
- alteration of transmission data in an electronic message which results in the message being delivered to a different destination without express consent;
- installation of computer programs without the express consent of the owner of the computer system or its agent, such as an authorized employee;
- use of false or misleading representations online in the promotion of products or services;
- collection of personal information through accessing a computer system in violation of federal law (e.g. the Criminal Code of Canada); and
- collection of electronic addresses by the use of computer programs or the use of such addresses, without permission (address harvesting).
This will affect school boards, schools and school councils when sending school related electronic communications to parents and students, service providers, stakeholders, volunteers or members of the public, where one or more of its purposes are to encourage the recipient to participate in commercial activity.
Examples of commercial activities that might arise in a school setting and result in the sending of “commercial electronic messages” might include:
- Online school newsletters and publications containing offers to purchase goods, products and services, such as apparel, yearbooks, school photos, travel offers, hot lunches and advertisements.
- Electronic publications recruiting individuals in connections with school programs.
- Fundraising activities.
CASL requires obtaining "express" or "implied" consent. Express consent means a person has clearly agreed to receive the message before it was sent. Consent may also be implied if there is an existing business or non-business relationship for at least 2 years. For example, parents who have been in our division since July 1, 2015 would meet the 2-year CASL requirement of an implied relationship.