Administrative​ ​Procedure​ ​320​ ​–​ ​Appendix​ ​C

FREQUENTLY​ ​ASKED​ ​QUESTIONS​ ​ABOUT​ ​THE​ ​STUDENT CUMULATIVE​ ​RECORD What​ ​Legislation​ ​Applies​ ​to​ ​the​ ​Student​ ​Record? There​ ​are​ ​three​ ​pieces​ ​of​ ​legislation​ ​that​ ​apply​ ​to​ ​districts/divisions​ ​in​ ​general​ ​and​ ​the​ ​student record​ ​in​ ​particular: ●

School​ ​Act

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Student​ ​Record​ ​Regulation

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Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act

What​ ​is​ ​a​ ​Student​ ​Record? The​ ​School​ ​Act​ ​requires​ ​that​ ​‘a​ ​board​ ​shall​ ​establish​ ​and​ ​maintain​ ​pursuant​ ​to​ ​the​ ​regulations​ ​a student​ ​record​ ​for​ ​each​ ​student​ ​enrolled​ ​in​ ​its​ ​schools’.​ ​(School​ ​Act​ ​Section​ ​23(1)). When​ ​you​ ​first​ ​register​ ​your​ ​child​ ​in​ ​a​ ​school​ ​in​ ​Alberta,​ ​this​ ​student​ ​cumulative​ ​record​ ​is​ ​created which​ ​is​ ​kept​ ​throughout​ ​the​ ​child’s​ ​school​ ​years​ ​and​ ​follows​ ​the​ ​child​ ​from​ ​school​ ​to​ ​school. The​ ​documents​ ​found​ ​on​ ​this​ ​record​ ​are​ ​determined​ ​by​ ​the​ ​Student​ ​Record​ ​Regulation. What​ ​is​ ​to​ ​be​ ​on​ ​the​ ​Student​ ​Record? The​ ​student​ ​cumulative​ ​record​ ​must​ ​contain​ ​“all​ ​information​ ​affecting​ ​the​ ​decisions​ ​made​ ​about the​ ​education​ ​of​ ​the​ ​student​ ​that​ ​is​ ​collected​ ​or​ ​maintained​ ​by​ ​the​ ​board,​ ​regardless​ ​of​ ​the manner​ ​in​ ​which​ ​it​ ​is​ ​maintained​ ​or​ ​stored….”​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)) This​ ​information​ ​includes: ●

Legal​ ​identifiers​ ​assigned​ ​by​ ​the​ ​district​ ​and​ ​Alberta​ ​Education​ ​including​ ​special education​ ​codes​ ​assigned​ ​for​ ​funding​ ​and​ ​monitoring.​ ​(Student​ ​Record​ ​Regulation Section​ ​2(1)​ ​(b)

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The​ ​addresses​ ​and​ ​telephone​ ​numbers​ ​of​ ​the​ ​student​ ​and​ ​of​ ​the​ ​student’s​ ​parent/legal guardian.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)(g)

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Copies​ ​of​ ​birth​ ​certificates,​ ​immigration​ ​documents​ ​or​ ​visas.​ ​(Student​ ​Record​ ​Regulation Section​ ​2(4)

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Legal​ ​supporting​ ​documentation​ ​to​ ​establish​ ​which​ ​persons​ ​(parents​ ​or​ ​legal​ ​guardians) have​ ​the​ ​right​ ​of​ ​access​ ​to​ ​the​ ​student​ ​record​ ​under​ ​Section​ ​23​ ​of​ ​the​ ​School​ ​Act. (Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)​ ​(c)​ ​and​ ​(d))

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Progress​ ​Reports​ ​and​ ​a​ ​record​ ​of​ ​attendance​ ​are​ ​filed​ ​on​ ​the​ ​student​ ​cumulative​ ​record each​ ​year.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)​ ​(k)​ ​and​ ​(q))

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​1​ ​of​ ​3

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Assessments​ ​–​ ​either​ ​the​ ​name​ ​of​ ​the​ ​test,​ ​the​ ​name​ ​of​ ​the​ ​test​ ​administrator,​ ​the​ ​date of​ ​administration​ ​and​ ​a​ ​summary​ ​of​ ​the​ ​results​ ​of​ ​the​ ​test,​ ​or​ ​the​ ​complete​ ​formal, interpretive​ ​report.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)​ ​(n))

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Learning​ ​Support​ ​Plans​ ​(LSP)​ ​for​ ​each​ ​year​ ​of​ ​instruction​ ​where​ ​one​ ​has​ ​been​ ​created. (Student​ ​Record​ ​Regulation​ ​Section​ ​2(3))

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Records​ ​of​ ​suspensions​ ​and​ ​expulsions​ ​are​ ​maintained​ ​on​ ​the​ ​student​ ​record​ ​for​ ​a period​ ​of​ ​three​ ​years​ ​following​ ​the​ ​date​ ​of​ ​suspension​ ​or​ ​expulsion,​ ​(Student​ ​Record Regulation​ ​Section​ ​2(1)​ ​(r))

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Additionally,​ ​parents/legal​ ​guardians​ ​and​ ​students​ ​may​ ​place​ ​other​ ​interpretive​ ​reports on​ ​the​ ​student​ ​record​ ​to​ ​assist​ ​the​ ​district​ ​in​ ​making​ ​education​ ​decisions​ ​about​ ​the student.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​2(1)​ ​(o))

Additionally​ ​the​ ​district​ ​requests​ ​copies​ ​of​ ​parental/legal​ ​guardian​ ​baptismal​ ​certificates​ ​or​ ​other Catholic​ ​sacramental​ ​documentation​ ​in​ ​order​ ​to​ ​prove​ ​residency​ ​in​ ​the​ ​system.​ ​Copies​ ​of student​ ​Catholic​ ​sacramental​ ​documentation​ ​are​ ​also​ ​placed​ ​on​ ​the​ ​Student​ ​Record. What​ ​is​ ​NOT​ ​to​ ​be​ ​on​ ​the​ ​Student​ ​Record? ●

Notes​ ​and​ ​observations​ ​not​ ​used​ ​in​ ​program​ ​placement.​ ​(Student​ ​Record​ ​Regulation Section​ ​3(1)(a)(i))

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Information​ ​related​ ​to​ ​a​ ​report​ ​or​ ​an​ ​investigation​ ​under​ ​the​ ​Child​ ​Welfare​ ​Act.​ ​(Student Record​ ​Regulation​ ​Section​ ​3(1)(a)(ii))

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Information​ ​related​ ​to​ ​the​ ​Youth​ ​Criminal​ ​Justice​ ​Act.​ ​(Student​ ​Record​ ​Regulation Section​ ​3(1)(b))

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Information​ ​of​ ​a​ ​sensitive​ ​nature​ ​(contained​ ​in​ ​counseling​ ​or​ ​other​ ​records).​ ​(Student Record​ ​Regulation​ ​Section​ ​3(1)(a)(iii)).

Records​ ​kept​ ​on​ ​the​ ​student​ ​that​ ​are​ ​not​ ​on​ ​the​ ​student​ ​record​ ​may​ ​contain​ ​personal information​ ​and,​ ​if​ ​they​ ​are​ ​in​ ​the​ ​custody​ ​and​ ​control​ ​of​ ​the​ ​board,​ ​may​ ​be​ ​subject​ ​to​ ​the​ ​FOIP Act. Who​ ​has​ ​access​ ​to​ ​the​ ​Student​ ​Record? ●

The​ ​student,​ ​the​ ​student’s​ ​parent/legal​ ​guardian​ ​and​ ​any​ ​other​ ​person​ ​who​ ​has​ ​access to​ ​the​ ​student​ ​under​ ​a​ ​separation​ ​agreement​ ​or​ ​an​ ​order​ ​of​ ​the​ ​court​ ​are​ ​entitled​ ​to review​ ​the​ ​student​ ​record​ ​under​ ​Section​ ​23​ ​of​ ​the​ ​School​ ​Act​ ​and​ ​receive​ ​a​ ​copy​ ​of​ ​that record.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​7(2))

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If​ ​you​ ​wish​ ​to​ ​review​ ​your​ ​child’s​ ​student​ ​record,​ ​please​ ​call​ ​the​ ​principal​ ​and​ ​make​ ​an appointment.

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The​ ​parent/legal​ ​guardian​ ​or​ ​student​ ​(if​ ​the​ ​student​ ​is​ ​16​ ​or​ ​older)​ ​may​ ​also​ ​consent​ ​to the​ ​disclosure​ ​of​ ​information​ ​in​ ​the​ ​student​ ​record.​ ​This​ ​consent​ ​must​ ​be​ ​in​ ​writing. (Student​ ​Record​ ​Regulation​ ​Section​ ​7(2)(d))

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​2​ ​of​ ​3

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Employees​ ​or​ ​agents​ ​of​ ​the​ ​district​ ​may​ ​review​ ​the​ ​record.​ ​(Student​ ​Record​ ​Regulation Section​ ​7(2)(b))

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The​ ​Minister​ ​of​ ​Education​ ​may​ ​get​ ​information​ ​from​ ​the​ ​student​ ​record​ ​for​ ​the​ ​purpose​ ​of carrying​ ​out​ ​any​ ​program​ ​or​ ​policy​ ​under​ ​the​ ​Minister’s​ ​administration.​ ​(Student​ ​Record Regulation​ ​Section​ ​7(2)(c))

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Information​ ​may​ ​be​ ​disclosed​ ​to​ ​the​ ​Department​ ​of​ ​Justice​ ​for​ ​the​ ​purpose​ ​of​ ​the administration​ ​of​ ​the​ ​Youth​ ​Criminal​ ​Justice​ ​Act.​ ​(Student​ ​Record​ ​Regulation​ ​Section 7(3))

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Parent/legal​ ​guardian​ ​and​ ​student​ ​information​ ​is​ ​disclosed​ ​to​ ​the​ ​Regional​ ​Health Authorities​ ​for​ ​vision​ ​and​ ​hearing​ ​screening​ ​and​ ​speech​ ​and​ ​dental​ ​health​ ​programs. (Student​ ​Record​ ​Regulation​ ​Section​ ​7(4)

How​ ​do​ ​I​ ​get​ ​a​ ​copy​ ​of​ ​a​ ​student​ ​record? If​ ​your​ ​child​​ ​is​ ​currently​ ​enrolled​ ​at​ ​one​ ​of​ ​our​ ​schools,​ ​and​ ​if​ ​you​ ​are​ ​a​ ​person​ ​who​ ​has​ ​access to​ ​the​ ​student​ ​under​ ​a​ ​separation​ ​agreement​ ​or​ ​order​ ​of​ ​court,​ ​and​ ​the​ ​student​ ​is​ ​less​ ​than​ ​18 years​ ​old​ ​and​ ​is​ ​not​ ​an​ ​independent​ ​student,​ ​complete​ ​a​ ​“Student​ ​Records​ ​Request​ ​and Authorization”​ ​at​ ​the​ ​school​ ​and​ ​they​ ​will​ ​copy​ ​the​ ​student​ ​cumulative​ ​record​ ​for​ ​you. What​ ​happens​ ​to​ ​a​ ​student​ ​record​ ​when​ ​the​ ​student​ ​leaves​ ​the​ ​district? When​ ​a​ ​student​ ​transfers​ ​to​ ​another​ ​school​ ​in​ ​Alberta,​ ​once​ ​the​ ​district​ ​receives​ ​a​ ​request​ ​from the​ ​new​ ​school,​ ​the​ ​student​ ​cumulative​ ​record​ ​is​ ​sent​ ​to​ ​the​ ​new​ ​school.​ ​This​ ​includes confidential​ ​reports​ ​and​ ​assessments​ ​which​ ​are​ ​now​ ​considered​ ​part​ ​of​ ​the​ ​standard​ ​student record.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​8(1)) When​ ​a​ ​student​ ​transfers​ ​outside​ ​of​ ​the​ ​province,​ ​a​ ​copy​ ​of​ ​the​ ​information​ ​is​ ​transferred​ ​once​ ​it has​ ​been​ ​requested​ ​by​ ​the​ ​new​ ​school.​ ​(Student​ ​Record​ ​Regulation​ ​Section​ ​8(2)) If​ ​you​ ​have​ ​any​ ​questions​ ​concerning​ ​the​ ​student​ ​cumulative​ ​record,​ ​contact: [email protected]​​ ​or​ ​fax:​ ​403-500-2911 Approval​ ​Date:

April​ ​12,​ ​2016

Reference

School​ ​Act​​ ​Section​ ​15,​ ​18,​ ​20,​ ​23,​ ​39,​ ​40,​ ​41,​ ​43,​ ​60,​ ​61,​ ​113,​ ​123,​ ​124 Child,​ ​Youth​ ​and​ ​Family​ ​Enhancement​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act Public​ ​Health​ ​Act Social​ ​Development​ ​Act Vital​ ​Statistics​ ​Act Youth​ ​Justice​ ​Act Section​ ​23​ ​Canadian​ ​Charter​ ​of​ ​Rights​ ​and​ ​Freedoms Youth​ ​Criminal​ ​Justice​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Regulation​ ​186/2008 Student​ ​Record​ ​Regulation​ ​225/2006 Student​ ​Evaluation​ ​Regulation​ ​177/2003 Children​ ​First​ ​Act​ ​Disclosure​ ​of​ ​Information​ ​Regulation​ ​231/2013

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​3​ ​of​ ​3

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