How do I Access Information?

It’s easy to get information about the York Region District School Board. If you can’t find the information you want on our web site here are some other ways of getting information:

• Email your information request through the web site
• Phone the board at 905 727-3141
• Visit the main Education Centre in person – 60 Wellington Street West, Aurora, Ontario, L4G 3H2

Occasionally, if an information request is particularly complex or sensitive, it may require a more formal process. In that case, you can request access to information by submitting a request citing the Municipal Freedom of Information and Protection of Privacy Act .

Also, students, parents and guardians can request access to information held by the Board by contacting the Principal of the school their child attends. Please be aware that while an individual has access to their own personal information and general records, they do not have access to information about other individuals. While a student is under the age of 18 and is not living independently, the parent or guardian retains a right of access to their child’s information. The Principal will provide you with the information you request if you are legally entitled to receive a copy of it. If you are not granted access to it, you have the right to make a formal request for information under the Municipal Freedom of Information and Protection of Privacy Act .

What is involved in making a request to access information?

You may make a request by completing a request form or by writing a letter or e-mail describing exactly what information you want. Completed requests must include a $5.00 application fee paid by cash, credit card or cheque payable to the York Region District School Board. Your request should be sent to the attention of:

Nancy Massie
Information Access and Privacy Office

York Region District School Board
60 Wellington Street W, P.O. Box 40
Aurora, Ontario, L4G 3H2
Tel: 905 727-0022 x2015
Fax: 905 727-1931

Generally, YRDSB has 30 calendar days in which to respond. You will be notified when:

• Further information or clarification is required
• A time extension is required due to volume of records or the numbers of staff to be consulted is large
• Access is granted or denied (given a reason); and
• If the fee is estimated to exceed $25.00

The process assures the requestor anonymity. The requester does not have to explain why the information is required. The requester’s residency, age or citizenship does not restrict right of request.

In keeping with the Act, YRDSB charges the following fees:

• $30 per hour in 15 minute increments for search and preparation of general records (not personal records)
• 20 cents per page of photocopying
• Other charges could include postage, computer programming time or any other costs incurred by YRDSB in completing your request.

If you are not satisfied with our response to your request, you can appeal to the office of the Information and Privacy Commission of Ontario

How we protect personal information in the course of our operations

The York Region District School Board collects, uses, and shares personal information from and about individuals in the course of providing educational services and to administer programs. The Municipal Freedom of Information and Protection of Privacy Act regulates the way personal information is administered with a view to protecting each individual’s right to privacy. Individual written consent will be sought when it is appropriate before personal information is collected, used or shared.

The personal information we maintain is securely managed. For example, a confidentiality agreement will be entered into before personal information is shared with an external third party such as a school photography company,.

Where personal information is to be used for purposes identified within the Education Act or in other words as part of or supplemental to the educational program, consent is not usually required. Notice is sufficient. Notice is usually in writing and will include an explanation of our legal authority, the uses or purposes for the personal information, and the name of a person to contact about the use.

Should we intend to use the personal information in a way that would cause it to be removed from our span of control or if the intended use or release in not within the definition of the provision of educational services and programs and could be viewed as potentially breaching an individual’s right to privacy protection then we will engage in one of the following:

• The activity will be assessed for privacy impacts and adjusted accordingly
• Written, specific consent will be sought

Under the Act, you retain the right to request correction or removal of any personal information held by us if you believe it to be inaccurate.

If you believe you or your child’s personal privacy rights have been breached you may lodge a complaint with the office of the Information and Privacy Commission of Ontario .

Personal information will be retained for a minimum of 12 months from the date of its last use. This gives you time to view your own information. All personal information is shredded when it has satisfied the legal retention requirements and has outlived its usefulness.

Once a person has been dead for 30 years, their information is no longer considered personal.

For more information about information access and privacy protection, please contact:

Nancy Massie
Information Access and Privacy Office

York Region District School Board
60 Wellington Street W, P.O. Box 40
Aurora, Ontario, L4G 3H2
Tel: 905 727-0022 x2015
Fax: 905 727-1931