Personal Information Banks

Section 87.1 of the Freedom of Information and Protection of Privacy Act (FOIP Act) requires all public bodies to have a directory of personal information banks (PIBs) and make it available to the public.  A personal information bank lists the type of personal information held by a public body.  A personal information bank provides the following information:

  • the title or name of the information bank
  • the location of the information bank
  • what kind of personal information is contained in the information bank
  • what categories of individuals the information pertains to
  • why the information is collected and how it is used or disclosed
  • the legal authority for the collection of the information

It is important to note that a personal information bank does not provide access to an individual’s records.  For information on how to obtain personal records, contact the Privacy & Access (FOIP) Office.

 

Calgary Board of Education Directories

Alberta Teachers Association Professional Development Funding

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: Tracks funding for course reimbursements for teachers. Contains teachers names, employee number, work location, courses taken, money approved and amount paid. In addition this system tracks substitute teachers that replace regular teachers when they go on a course. Information kept is substitute teacher name, days substituted and location.

Individuals: All teachers who have requested funding and the substitutes who replaced them.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 33(c).

Arcview Geographical Information System

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: The system contains school boundary information of students enrolled in CBE schools. It is used for analysis of accommodation and enrollment of CBE students in a geographical area. Personal information includes student identification number, name, address, school code, grade, residential code, program code, and directed school codes. The student personal information is imported from the Student Information Record System.

Individuals: All students enrolled with the Calgary Board of Education.

Legal Authority: School Act.

Business Manager Program

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4, and most secondary school locations.

Information: This is a tracking system used by school business managers to monitor student fees, textbook and locker rentals. Personal information contained is student names, school, address, phone numbers, identification number, grade, date of birth, home room, gender, entry date, school location number, program, bussing information and $ amounts owing and paid per student. Guardian/parent names, address, and relationship to student.

Individuals: All secondary and some junior high school students.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 33(c), School Act.

Document Management - SAROS

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: This application stores and manages documents. Content of these documents is determined by the author. The personal information would include names and work location of the users of the system. The application tracks the username of the original author of the document and the username of the editor of each subsequent version. Access to documents is controlled via access control lists, which contain user names or defined groups of users. The level of permitted access assigned to a specific user or user group is also defined. The content of the access control lists is specified by the author and/or editor of the documents.

Individuals: Any staff member who has business with the Chief Superintendent’s, Trustee’s and Corporate Secretary’s areas.

Legal Authority: The School Act and the Freedom of Information and Protection of Privacy Act, Section 33(c).

Freedom of Information and Protection of Privacy Act Requests

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: Contains the name, address, telephone number and description of information being requested or corrected.

Individuals: Names of the requester and third party names that may be included in the request.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 32(c).

Heat

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: A tool used to log, track assign and report user requests from clients with computer problems in the CBE. Personal information contained here is employee name, number, status of employment, internal phone number, position name, location code and technical support call history.

Individuals: All CBE employees who have ever had computer problems.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 33(c).

Human Resources Information System

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: The system supports the administration of both the human resources and payroll functions, in a multiple union and multiple-payroll environment. The personal information contained would be employee name, address, birth date, teacher certification number and status, citizenship, marital status, education history, work location name and address, employment commencement date, gender, phone number, social insurance number, salary grid placement, emergency contact name and phone number, benefit plans and levels. Employee Pay History such as allowances, number of dependents, vacation status, sick status, leave dates, reasons for leaves, absences and reasons for absences.

Individuals: Permanent, part time and contracted employees.

Legal Authority: Freedom of Information and Protection of Privacy Act, Section 33(c), Alberta Labour Code, Canada Tax Act, School Act.

Human Resources – Portfolios

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: Names, current role, current location, CV, Letters of Intent, References, School Transcripts – used to support applications for leadership positions.

Individuals: Employees pursuing leadership positions.

Legal Authority: Freedom of Information and Protection of Privacy Act, Section 33(c).

Information Services Delivery System (ISDS) - Oracle Financials

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and most school locations.

Information: Includes all information needed to manage the financial requirements of the CBE. Modules include Cash Management, General Ledger, Fixed Assets, Accounts Payable, Accounts Receivable, Purchasing and Inventory/Order Entry. Personal information contained includes name and work location of employees, and name, address, phone number and a CBE assigned number of vendors, creditors and debtors.

Individuals: Some CBE employees as required, vendors, creditors and debtors.

Legal Authority: The School Act.

Information Services Delivery System (ISDS) - R5

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: This is our Computerized Assets Management and Maintenance System. It provides information for the improved management of in-house physical assets and maintenance functions. The personal information contained is the names, location and position of employees in possession of CBE assets.

Individuals: Staff utilizing CBE inventory. All staff from Facility Renewal Services, some administrative staff from the Environmental Services Unit and truck drivers from Distribution Services.

Legal Authority: Freedom of Information and Protection of Privacy Act, Section 33(c).

Integrated Media System

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and most school locations.

Information: MultiLIS is a centralized bibliographic database of learning resource materials in CBE school libraries. It is the root of the school library computer catalogs and circulation system as well as for acquisition of library resources. Personal information in the multiLIS system includes the user name (student, teacher, staff member), student home phone number, address, and birth date. The student personal information is imported from the Student Information Record System.

Individuals: All students and employees who use learning resource materials available through the school learning commons.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 33(c).

Legal Affairs

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: Contains information in regards to court cases, law suits or litigation by or against the CBE or its employees. Also includes disputes with associations and contract concerns. Personal information contained is employee name, location, phone number and/or names, addresses and phone numbers of complainants.

Individuals: Students, staff, parents and public involved in litigation and/or disputes.

Legal Authority: School Act, Corporations Act, Freedom of Information and Protection of Privacy Act, section 33(c).

Records Management

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4

Information: Includes student identification number, legal surname and given name(s), birth date, school code, also known as (aka) surname and/or given name(s).

Individuals: All former students who have left the district.

Legal Authority: School Act, Freedom of Information and Protection of Privacy Act, section 33(c).

Rentals System

Location: Calgary Board of Education, School District #19, Highfield Office, 3610 - 9th Street S.E. Calgary, AB T2G 3C5

Information: Tracks school facility rentals. Contains names, addresses, phone numbers, time and location that is booked, and fees paid for all users of CBE facilities.

Individuals: People who rent CBE facilities.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 32(c).

Staff Directory

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and all CBE locations.

Information: Employee name, position title, phone/fax number and location.

Individuals: All staff employed by the CBE.

Legal Authority: Freedom of Information and Protection of Privacy Act, section 33(c).

Student Information Record System (SIRS)

Location: Calgary Board of Education, School District #19, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and most school locations.

Information: Includes student identification number (both CBE and Alberta education’s), legal surname and given name(s), birth date, gender, registration date, school code, also known as (aka) surname and/or given name(s), address, phone number, grade, citizenship, section 23 eligibility, registration entry status, resident board, exceptional student status, enrollment type, exit date, exit description, birth country, home language, residential district, homeroom, grants program code, medical notes, and Visa expiry date, parents/guardians names and phone numbers, emergency contacts names and phone numbers, and or legal guardian status.

Individuals: All students, parents, guardians and emergency contacts within the district.

Legal Authority: School Act

Versatrans RP

Location: Calgary Board of Education, School District #19, 1221 8th Street SW, Calgary, AB T2R 0L4

Information: The system contains school boundary information and bus routes for students enrolled in CBE schools. It is used for providing student transportation data to Alberta Education and in designing school bus routes. Personal information includes student identification number, name, address, school of attendance code, school of residence code, grade, gender, phone number, birthdate, emergency contact, residential code, program name and code, and directed school codes. The student personal information is imported from the Student Information Record System.

Individuals: All students enrolled with the Calgary Board of Education.

Legal Authority: Freedom of Information and Protection of Privacy Act, Section 33(c), School Act.

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Last Modified: January 4, 2011