FOIP - Personal Information Bank

Personal Information Banks

Section 87.1 of the Freedom of Information and Protection of Privacy Act (the FOIP Act) requires all public bodies to have a publicly available directory that lists their personal information banks (PIBs).  A personal information bank allows the public to view a list of the type of personal information held by a public body. The personal information bank describes: the title or name of the information bank; the location or department responsible for the information bank; a description of the personal information contained; the categories of individuals that the information pertains to; the purpose for collecting the information and how it is used or disclosed; and the legal authority for the collection of the information.

A personal information bank does not include any actual personal information nor does it provide access to an individual’s records. 

Parkland School Division's PIB Directory is below:

Accounts Payable

Location | Financial Services: Atrieve ERP Hosted

Information | The system supports the payment of vendors for goods and services.  Personal information contained would be the name, address and phone number of vendors and vendor pay history.  

Individuals | All vendors and employees who have been reimbursed through expense claims.

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c)

Budgeting System

Location | Financial Services: MyBudgetFile Hosted

Information | This system is a tool used to create the Division’s annual budget.  The personal information includes employee name, employee number, employee pay rate.

Individuals | All employees

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c)

Bus Routing System

Location | Transportation Service: VersaTrans Hosted

Information | The system contains comprehensive information about schools, programs, boundaries, walk zones, and students enrolled for Transportation services with PSD. It is used for creating school bus routes and providing data for reports including the Alberta Education Grant report. Personal information includes student identification number, name, address, school of attendance code, grade, gender, phone number, birthdate, contacts, program name, program code, bus route and stop information, submitted forms, confidential flag, and comments/notes. The student personal information is imported from the Student Information System and Rycor, and is entered manually by staff.

Individuals | All students enrolled with PSD for school bus transportation, this would include Parkland, Evergreen Catholic, Black Gold and Grand Yellowhead School Division students.

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (c), Education Act

Fee Management System

Location | Financial Services; Transportation Services: Rycor Hosted

Information | The Rycor Fee Management System manages school and Division fees.  Personal information includes student and parent/guardian names, address, phone number, birthdate, Alberta Student Number, notes and fee and payment history.

Individuals | Students, parents, and staff

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c), Education Act

Human Resources Information System

Location | Human Resources: Atrieve ERP Hosted

Information | The Human Resources Information System collects and manages various types of information related to human resources. The personal information included would be employee name, address, birth date, teacher certification number and status, citizenship, marital status, education history, languages spoken, work location name and address, employment commencement date, gender, phone number, social insurance number, salary grid placement, emergency contact name and phone number, attendance, performance management, recruitment information.

Individuals | Current and former employees

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

Human Resources Shared Drive

Location | Human Resources: Division Servers

Information | The HR Shared Drive collects and manages various types of information related to human resources. The personal information includes recruitment, compensation, classification, labour relations, name, employee number, address, phone number.

Individuals | Staff

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

Library System

Location | Technology Services: Destiny - Follet School Solutions Hosted

Information | Destiny is the library system for all school learning commons collections. It provides access to and management of the wide variety of school and system-wide learning resources that support the personalization of learning. Personal information collected includes PSD school code, student ID, name, homeroom, homeroom teacher, PSD email address, and grade. The student personal information is imported from the Student Information System, and staff personal information from the network directory.

Individuals | All students and staff who use learning resource materials available through the school library.

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

Nominal Roll Registry

Location | Student Services: Google Sheets

Information | The purpose of collecting this information is for the nominal roll data required for the 1987 tuition agreement for Fort Chipewyan (Athabasca Delta Community School). The personal information includes student names, band names, treaty numbers, addresses, Alberta student number, birthdate., 

Individuals | All students enrolled at Athabasca Delta Community School

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33(c), Education Act, 1987 Tuition Agreement

Payroll System

Location | Financial Services: Atrieve ERP Hosted

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, languages spoken, 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, temporary, and contracted current and past employees

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

Purchasing Card System

Location | Financial Services: U.S. Bank Canada Hosted

Information | The U.S. Bank Canada Division purchasing card system provides purchasing card services to the Division.  Personal information includes staff names, address, phone number, and employee number.

Individuals | Staff who have a Division purchasing card

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c)

Records Management Repository

Location | Financial Services; Human Resources: Laserfiche Hosted

Information | The Laserfiche system is used as the repository for employee files.  The personal information contained would be employee name, address, birth date, teacher certification number and status, citizenship, marital status, education history, employment history, languages spoken, 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, enrolment information and levels.  Pension enrolment.   Employee Pay History such as allowances, number of dependents, vacation status, sick status, leave dates, reasons for leaves, absences and reasons for absences.

Individuals | Current and former employees

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c)

Recruitment Portfolio System

Location | Human Resources: ApplyToEducation Hosted

Information | The recruitment platform ApplyToEducation collects various types of information to streamline the hiring process for educational institutions. The personal information includes name, address, phone number, email address, educational background, professional experience, and application materials such as resumes.

Individuals | Applicants to job postings

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

Rentals System

Location | Facilities Services: Ebase Hosted

Information | Manages school facility rentals during non-instructional hours. Information collected: names, addresses, phone numbers, and sometimes credit card information.

Individuals | Organizations and individuals who rent PSD facilities.

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

Safety Training and Incident Reporting

Location | Facilities Services: Public School Works Hosted

Information | This system is used for staff safety training and for the purpose of reporting and recording accidents and safety hazards. Personal Information includes name, employee number, list of training taken, incident and accident reports for staff, students and volunteers.

Individuals | Staff, students, and volunteers

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

Security System and Door FOB System

Location | Facilities Services

Information | Data relating to staff that work for PSD is tracked through a series of programs.  The information is collected and used for the following:  access cards including employee name, permitted accesses, payroll updates that include employee name and employee number.

Individuals | Staff

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

Service Management

Location | Facilities Services; Technology Services: Ebase Hosted

Information | A tool used to log, track, assign and report user requests from staff for Technology Services, SIS Support, HR Staff Change Orders, Facilities Work Orders. Personal information contained here is employee name, position name, location code and support call history.

Individuals | All employees who have used the system.

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

Student Learner Profile Information System

Location | Student Services: Dossier Hosted

Information | Contains information for individual student learner profiles. This information may include formal diagnoses, attendance rates, individualized education plans, behavior support plans, medical alerts, First Nation, Metis and Inuit Status, student achievement data such as literacy and numeracy assessments, name, student ID.

Individuals | Students 

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33(c), Education Act

Student Information System

Location | Technology Services; Student Supports and Services: PowerSchool Hosted

Information | Includes student identification number, name, birthdate, gender, address, phone number, email address, citizenship, Visa details, work and/or study permits, court documents and/or legal guardian status, spoken language(s), medical information, psychological/cognitive evaluations and registration information including: grade, programming and special status eligibility, school. 

Individuals | Students, parents/guardians and emergency contacts 

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (c), Student Record Regulation, Education Act

Teacher Pension System

Location | Financial Services: ATRF Hosted

Information | The Alberta Teacher Retirement Fund CS System manages pension and contribution information for certificated staff.  Personal information includes staff names, address, phone number, social insurance number, employee number, years of service, earnings and contribution history.

Individuals | Certificated staff

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (a) or (c)

Transportation Shared Drive

Location | Transportation Services: Division Servers (and Google Sheets)

Information | The system contains comprehensive information about students enrolled for Transportation services with PSD. One document is used for creating transportation change requests, personal information would include student identification number, name, address, school of attendance grade, phone number, contact information. 

The other document would be for receiving and dealing with complaints / issues surrounding bus service. Information would include name, address, school of attendance grade, phone number, contact information possible details could include other parties involved in the issue being reported, bus route and stop information, comments / notes. The transportation communications log is made annual and all information is entered manually by staff.

Individuals | All students enrolled with PSD for school bus transportation, this would include Parkland, Evergreen Catholic, Black Gold and Grand Yellowhead School Division students.

Legal Authority | Freedom of Information and Protection of Privacy Act, Section 33 (c), Education Act