Checklist: Privacy and Access to Information

  1. Only share personal information with those who need to know.
      • Not all information needs to be accessible to all employees – “nice to know” is not the same as “need to know.”
  2. Ensure all information collected is accurate and factual.
      • This assessment should be made before a record goes into a file. Keep accurate notes in a professional manner.
  3. Know where all information on a student can be located.
      • Privacy legislation applies to all files on the student, including the cumulative record as well as those kept by individual teachers and other staff such as counsellors and consultants.
  4. Check board of education (board) administrative procedures before releasing any information.
  5. If parents/guardians say they have custody or access get a copy of the agreement or court order and keep it on file.
      • Only parents/guardians who have either custody or access are entitled to educational information about the child.
  6. Ensure that all staff are familiar and follow requirements for storage of information.
      • Passwords need to be protected and changed on a regular basis. Laptops left in cars, memory keys laying on a desk are invitations to theft.
  7. Consider LAFOIP and the privacy interests of the child before releasing information.
      • Depending on the maturity of the student and the type of information the privacy rights of the student may outweigh disclosure even to a parent or the courts.
  8. Explain why you are collecting the information before it is collected.
  9. Make the school’s privacy policy and procedures available to all.
  10. If you are unsure whether or not information should be released contact the board Privacy Officer/LAFOIP Coordinator who may need to seek legal counsel.