Purpose

The Board of Education (the “Board”), the Chilliwack School District (the “District”), and all staff are responsible for protecting the privacy, confidentiality, and appropriate use of personal information. They must do this as required by:

• The School Act.

• The British Columbia Freedom of Information and Protection of Privacy Act (FIPPA).

• District Policies and Administrative Procedures.

Principles

The Board, District, and all staff will:

•  Be open and clear about why personal information is collected and how it will be used.

•  Collect and use personal information only when needed to deliver the District’s authorized programs and activities.

•  Share personal information with District staff only when they need it to do their work. (Administrative Procedure 255: Personal Information Management Program)

•  Obtain the individual’s consent before sharing personal information with people or organizations outside the District, unless sharing is allowed or required by FIPPA, the School Act, or other laws.

•  Protect personal information from unauthorized access, use, disclosure, loss, or destruction.

•  Follow FIPPA and District administrative procedures to keep personal information accurate and manage how it is used, shared, stored, corrected, and disposed of.

Transparency and Access to Records

The Board is committed to being open and transparent with the community. The District will:

•  Respond to Access to Records requests within the required timelines under FIPPA.

•  Release information of interest to the public when appropriate.

Privacy Officer

The Secretary Treasurer is the District’s Privacy Officer. The Secretary Treasurer may assign this responsibility to another District employee.

The Privacy Officer ensures the District complies with:

•  The School Act.

•  FIPPA.

•  District privacy policies and administrative procedures.

Complaints

The District will respond to all complaints made under this policy and will investigate when appropriate.

Questions or complaints should be directed to the Privacy Officer at cevinpl@fq33.op.pnac.cb.33ds@ycavirp . All responses to complaints will be in writing.

Definitions

•  Personal Information – any recorded information about an identifiable individual that is within the control of the District. This includes information about students and staff. An individual’s business contact information is not considered personal information.

•  Staff – the employees, contractors, and volunteers of the District.

•  Records – Information stored in paper or electronic form.

•  This includes paper files, electronic files, books, documents, photographs, computer files, email and written correspondence, and audio or visual recordings.

•  It does not include a computer program or other mechanism that produces records.

References

•  Administrative Procedure 255: Privacy Information Management Program

•  Administrative Procedure 256: Privacy Impact Assessments

•  Administrative Procedure 257: Security Incident and Privacy Breach

•  Administrative Procedure 258: Access to Records

Purpose

The Board of Education (The “Board”) of the Chilliwack School District (the “District”) recognizes that parents, guardians, and caregivers are an important part of the school community. The Board includes them as a valued Partner in Learning. Their involvement and input help schools meet the needs of students and the community. 

A Parent Advisory Council (PAC) serves as the official collective voice of parents, guardians, and caregivers for a school community.

Principles

1.  The Board recognizes PACs as independent groups and values their contributions to education in the District. 

2.  A PAC can give advice to the Board, the principal, and the school staff about the school programs, policies, and activities. This is done through its elected officers.

3.  Each school will encourage and support parents, guardians, and caregivers in forming a PAC. 

4.  A PAC becomes the school’s official PAC when the Board receives its constitution and bylaws.

References

•    Administrative Procedure 210: Parents' Advisory Councils and District Parents’ Advisory Council

Purpose

The District Parent Advisory Council (DPAC) represents the voices of parents, guardians, and caregivers in the Chilliwack School District (the “District”). The Board of Education recognizes DPAC as a Partner in Learning.

DPAC represents all Parent Advisory Councils (PACs) as well as parents, guardians, and caregivers across the District. It serves as a collective voice advising the Board on district-wide issues, policy, and advocacy. DPAC has a legislated advisory role in assisting the District to achieve the goals of its Strategic Plan. 

Principles

1.    The Board will seek the advice of DPAC on matters relating to education in the District.

2.    The Board will provide an annual grant to DPAC for the collaborative work they do with school Parents’ Advisory Councils (PACs) and District partners. 

3.    The funds allocated will support initiatives that: 

•    Advance the goals of the DPAC membership.
•    Assist the Board in achieving the goals of the Strategic Plan.
•    Align with the core values outlined in Policy 110.

Purpose

The Board of Education (the “Board”) values working with local businesses and the community. These partnerships can strengthen and enrich education in the Chilliwack School District (the “District”).

Guidelines

1. All Partnerships must align with the Board’s Strategic Plan and core values.

2. These partnerships must enhance educational opportunities for students in the District.

Purpose

The Board of Education (the “Board”) recognizes that schools may work with businesses. These partnerships can support student learning. All partnerships must reflect the values of the Chilliwack School District (the “District”).

Principles

1.    Businesses will not sell or promote products at school.

2.    Students and families must not feel pressure to purchase any products or services.

3.    Corporate logos and slogans are not allowed on permanent signs in the District.

4.    Logos may be used temporarily, in print or online, to recognize sponsorship.

Purpose

The Board of Education (The “Board”) of the Chilliwack School District (the “District”) recognizes that fundraising can support schools. Fundraising can help pay for student activities and opportunities that are not covered by the District budgets. 

Guidelines

1. Items bought through fundraising become the property of the District.

2. Fundraising activities must align with the District’s core values. The school principal approves fundraising done in the name of the school.

3. The school principal will approve how the funds are spent and consult with:

• school staff,

• the Parent Advisory Council (PAC) or parent groups, and 

• students involved in the fundraising, or their representatives.

4. The Board does not support engaging a paid professional to raise funds.

Purpose

The Board of Education (The “Board”) recognizes that volunteers are an important part of schools. The Board encourages positive relationships with parents, guardians, caregivers, and community members. 

The Board believes that helping students learn is a shared responsibility. School staff, families, and community members can all help students learn, build social skills, and support their well-being. 

Objectives

The Chilliwack School District (The “District”) will:

1.    Support the rights of parents, guardians, and caregivers under the School Act. 

2.    Encourage students and community members to volunteer in schools. 

3.    Make sure volunteers: 

a.    Do not take the place of staff or go against collective agreements.

b.    Support the work of school staff and programs.

c.    Add to the student learning experience.

d.    Follow the District’s Code of Conduct and core values.

4.    Support good communication between schools, families, and the community.

Guidelines

1.    The Board expects schools to be safe, caring, and secure places for staff and students.

2.    Volunteers must be carefully chosen, supervised, and given clear roles. 

3.    District staff retain responsibility for school programs and school-sponsored activities.

References

•    Policy 110: District Purpose, Mission, Motto, and Values

•    Administrative Procedure 355: Safe Schools

•    Administrative Procedure 405: Police Information Check - Volunteers

Purpose

The Board of Education (the “Board”) recognizes that Community Schools provide additional services within school communities. 

Community Schools are important neighbourhood hubs. They bring together children, youth, families, residents, agencies, and local businesses. Together, they help build a strong, caring, and supportive community. 

A Community School is created through partnership between a non-profit society, a school, and the Chilliwack School District (“District”). This partnership provides enhanced services and supports to the community. 

Objectives

Community School objectives include, but are not limited to, the following:

•  Supporting lifelong learning.

•  Promoting fair and accessible learning opportunities for children, youth, and adults.

•  Using school, district, and community resources to better support children, youth, families, and the community.

•  Building strong community relationships and supporting community development.

•  Strengthening cooperation and coordination between agencies.

•  Recognizing and responding to community needs.

Guidelines

All users of District facilities, including Community School partners, must:

•  Follow the Board’s policies.

•  Reflect the District’s core values.

Before planning a Community School Society, organizers must get approval in principle from the Board.

Purpose

The Board of Education (The “Board”) recognizes that Neighbourhood Learning Centres (“NLCs”) help schools and community organizations work together. 

NLCs provide extra services and programs for the community. These services and programs support the priorities and values of the Chilliwack School District (the “District”). 

The goal of an NLC is to improve access to educational and community services for the school community.

Objectives

NLC objectives include, but are not limited to, the following:

•  Supporting lifelong learning.

•  Promoting fair and accessible learning opportunities for children, youth, and adults.

•  Using school, district, and community resources to better support children, youth, families, and the community.

•  Building strong community relationships and supporting community development.

•  Strengthening cooperation and coordination between agencies.

•  Recognizing and responding to community needs.

Guidelines

1.    All users of District facilities, including NLC partners, must:

•  Follow the Board’s policies.

•  Reflect the District’s core values.

2.    Public education services for District students must remain the priority.

3.    Help maintain a safe, secure, and caring environment for staff and students.

4.    Fees may be collected in accordance with Policy 270: Community Use of Facilities.

Purpose

Chilliwack School District (“District”) facilities and sites are primarily used to support the education of public school students. When schools are not in use, the Board of Education (the “Board”) may allow community groups to use District facilities. This helps create more opportunities and activities for students and the community while prioritizing student learning.

Guidelines

The Board has established the following guidelines related to community use of District facilities:

1. Delivery of public education services to the District’s students shall have priority.

2. Fees will be charged to cover the costs of providing facilities for community use.

3. Facilities will not be used by groups or organizations whose activities do not align with the District's values.

4. Schools will not be used for any election campaign purposes.

5. All users of the Board’s facilities will be treated equitably and fairly.

Purpose

In partnership with the Pelólxw (Pil'alt), Ts’elxwéyeqw, and Semá:th tribes, the Board of Education (the “Board”) of the Chilliwack School District (the “District”) aims to be inclusive and culturally responsive. The District does this by integrating First Nations, Métis, and Inuit perspectives into school planning and programming. All students are welcome to learn about First Nations, Métis, and Inuit traditions.

Background

The Board recognizes that smudging is practiced by many nations across Canada and is an important part of shared concepts and teachings based on Indigenous Worldviews. 

The Board is committed to the ongoing learning that respects the cultural diversity of Indigenous students.

Guidelines

Smudging is permitted on District sites. All smudging must follow proper safety measures.

Definition

Smudging is a sacred ceremony practiced by some Indigenous communities. It involves burning one or more sacred medicines gathered from the earth.

While teachings and protocols vary by Nation and family, four medicines are commonly used:

• x̲pá:y (cedar)

• sage

• sweetgrass

• tobacco

Smudging has been passed down through generations. Practices may differ, reflecting the diversity of Indigenous Nations and families.

Smudging often provides time to pause, reflect, and recenter. It is a spiritual practice of cleansing, purification, and renewal. Many people use smudging to release negative thoughts or energy.

Smudging is a respectful and inclusive practice. Non-Indigenous individuals may take part when invited, as long as they do so with respect for its cultural and spiritual meaning.

Participation is always voluntary. Anyone may choose to observe quietly or opt out at any time.

References

• Administrative Procedure 250: Smudging on Chilliwack School District Property

• Form 250A: Smudging Request

• Smudging Notice

• Smudging Ceremonies: Supplemental Information

Purpose

The Board of Education (the “Board”) knows that public schools are an important part of our community’s history. The Board supports keeping and protecting items and records that show the history of the Chilliwack School District (the “District”).

Guidelines

Collecting and Protecting Historical Items

The District will encourage staff to:

• Gather important records.

• Restore and protect textbooks and classroom items.

• Save any item that shows the history of education since 1870.

Checking items before disposal

• Before the District sells, auctions, or throws away an item, staff must check whether it has heritage value.

Working with the Chilliwack Museum and Historical Society

• The District will support the work of the Chilliwack Museum and Historical Society.

• The curator for the Chilliwack Museum and Archives will decide if an item should be added to the Museum’s collection.

Purpose

A healthy environment supports overall well-being. The Chilliwack School District (the “District”) and its staff share responsibility for Environmental Stewardship while making decisions and planning.

Principles

The Board supports programs and initiatives that help students understand their impact on the environment by:

• Learning about the environment.

• Developing long-term habits that support sustainability and protect the environment.

• Taking responsibility for how their actions affect the environment.

• Building skills and knowledge to make informed choices.

• Developing confidence to take positive action.

The Board will:

• Commit to minimizing the District’s environmental footprint. This includes reducing waste and lowering the environmental impact of District operations.

• Work with government and community partners to support environmental awareness and action.

Staff will:

• Integrate Environmental Stewardship best practices and considerations when planning and executing projects, renovations, programs, and services.

• Inform the Board about the District’s Environmental Sustainability initiatives.

Definitions

• Environmental Sustainability – meeting today’s needs without harming the environment for future generations. In the District, this means thinking about how decisions affect the environment, people, and costs.

• Environmental Stewardship – taking care of the environment through responsible actions and choices.

Purpose

This Administrative Procedure (“Procedure”) is to support and recognize Parent Advisory Councils (“PACs”) as the unified voice of parents, guardians, and caregivers within each school community.

As part of this commitment to parental involvement, the Board of Education (the “Board”) also recognizes the Chilliwack District Parent Advisory Council (“DPAC”), which is composed of representatives from individual school PACs. In addition to providing education, support and advice to parents across the Chilliwack School District (the “District”), DPAC may advise the Board on matters concerning education within the District. To facilitate this, DPAC collaborates with community and provincial organizations and holds regular meetings with the Superintendent of Schools (the “Superintendent”) or a designated representative.

Guiding Principles

1. The District supports the establishment of a PAC in each school and a DPAC as per Section 8 of the School Act.

2. For the PAC to play a meaningful role, its organization, functions, and constitution and bylaws must be clearly defined.

3. Every principal in the District must be aware of the requirements of Section 8 of the School Act and District Procedures where consultation with PACs is required.

4. The District will provide support to the DPAC and PACs, which may include an annual financial grant as outlined in Policy 221 District Parent’s Advisory Council, access to facility rentals for meetings and events (rental requests submitted through the Online Booking Portal), access to the Microsoft 365 Office Suite, and school communication on behalf of each PAC.

Availability of liability insurance coverage:

1.    The Chilliwack School District's (the “District”) insurance coverage through the BC Schools Protection Program (“SPP”) enables third-party legal liability insurance coverage to be extended to include Parents’ Advisory Councils (“PAC”), the District Parents’ Advisory Council (“DPAC”) and their members

a)    where the PAC has been recognized by Policy 220 and

b)    while they are engaged in authorized activities in connection with the school or District

2.    An authorized activity requires that a school administrator or teacher-in-charge oversees the event to ensure its compliance with District policies and procedures, which includes onsite supervision.

3.    Other risks, including but not limited to property loss or damage, embezzlement of PAC funds or claims brought by a member of a PAC or DPAC against any other member, are not covered under SPP.

4.    PACs and DPAC have the option to purchase additional liability insurance for their organization from a private insurance carrier and are responsible to insure their own property and securities.

Coordination of insurance with the Parents’ Advisory Council and District Parents’ Advisory Council:

1.    Since insurance coverage is based on the activity being connected with the District, PACs and DPAC must solidify insurance coverage for an activity by obtaining District authorization. 

•    PACs can obtain authorization through their school principal (“Principal”)
•    DPAC can obtain authorization through the Secretary Treasurer’s office
•    Authorization(s) may be in verbal or written form.

2.    PACs and DPAC are directed to communicate to the Principal the details of the organization and operation of their activity by completing Form 211A – Activity Authorization for PACs and DPAC.

3.    Principals are directed to communicate to their PAC:

a)    liability risk management practices which the District utilizes with respect to the type of activity planned by the PAC and
b)    the District's reporting procedures for any incidents which may occur and any claims which may arise (SPP Incident Reports).

4.    When an event is not authorized by the District, the event will not be supported by District resources or insurance; however, the PAC/DPAC may decide to rent the facility privately for non-authorized events and obtain their own insurance.

Coverage Summary

Definition

A partnership is a cooperative relationship between schools/school district and community organizations in which both parties work towards a mutually agreed upon initiative.

Procedure

Partnerships may be initiated at the school or district level. All new proposals must be submitted, in writing, to the Superintendent or designate for initial approval prior to submission and communication. Submissions should provide sufficient details to support the decision on whether or not to approve the proposed partnership.

Partnership proposals must include evidence that all concerned parties have been consulted in the development of the proposal. The District will strive to maintain a registry of partnerships to ensure equity of partnership opportunities across the district.

Principles

Each partnership proposal must:

1.    Be consistent with the district and school mission statements and objectives.

2.    Ensure consistency with the ethics and core values of all partners.

3.    Support curriculum and be consistent with district policy.

4.    Serve an identifiable educational need that will enhance the quality and relevance of student programs rather than serve a commercial motive.

5.    Be based upon shared objectives, expectations and social responsibilities towards education.

6.    Be mutually beneficial to partners and treat fairly and equitably all those served by the partnership.

7.    Have clearly defined roles and responsibilities for each partner.

8.    Be free of any real or perceived conflict of interest on the part of the Board, its employees, employees' families or friends.

9.    Not directly or indirectly exploit students or exert pressure on students, parents or school community to support any commercial enterprise.

10.    Be for a specified term and include a cancellation policy.

11.    Include a process for regular review.

12.    Ensure sponsor recognition and corporate logos are for identification rather than commercial purposes.

13.    Support activities that complement and not replace public funding for education.

14.    Involve individual participants on a voluntary basis.

School Board Approval

1.  Informal School Board sanction, or approval in principle, is requested from interested groups or individuals prior to proceeding with planning.

2.  To obtain community school status, applications must be presented to the School Board prior to April 1st for approval for the following school year.

3.  The application must be submitted by a non-profit registered society under the Societies Act of British Columbia.

4.  The final submission must contain:

a)  Proof of non-profit society status.

b)  A constitution for the community school society.

c)  Statement of goals and objectives with emphasis on services to children, youth, and families.

d)  A list of the society board members.

e)  A proposed budget.

f)   A needs survey conducted in the community to assist in the planning of programs and activities.

g)  A list of proposed activities.

h)  Proof of liability insurance.

i)   Dispute resolution.

5.  The principal (or designate) shall be a member of the society board and acts as a representative of the school district.

Accountability

1.  The society will conduct a needs assessment as necessary in the community and share the results of the assessment with the community and with the School Board.

2.  The society shall report annually to the School Board not later than June of each year. The report should include:

a)  The expenditures for the past year and the proposed budget for the following year.

b)  The programs and activities completed during the year.

c)  Plans for the coming year.

d)  Assessment and evaluation of the programs operated by the community school

e)  Compliance with Society Act requirements.

3.  The School Board will give reasonable notice of any proposed plans/changes that could affect the operation of the community school by the society in the coming year in sufficient time to plan and revise programs.

4.  The School Board, with proper justification, has the authority to remove a community school status. Such a removal will be done only under extraordinary circumstances and with full consultation with the society and the community affected.

Use of Facilities and Equipment

Where a joint-use agreement exists both parties will operate within the terms and intent of the agreement. Any joint-use agreement established prior to the formation of the community school takes precedence.

The Society will be provided with a copy of the existing joint-use agreement.

1.  The Society will consult with the principal to determine the areas and equipment in the school that the Society may wish to use or the Society’s equipment that the school may wish to use. All approvals and agreements will be in writing and a copy of such shall be maintained in the principal’s office and the community school coordinator’s office.

2.  The Society may be assessed an annual fee for the community related program by the School Board to assist the School Board in the maintenance and operation of the school. This fee will be established in consultation with the Society. The date and process for payment of the fees will be determined through consultation with the Society. In return, the Society will be granted appropriate access to the building and use of the facilities, subject to the approval of the principal.

3.  Depending on the nature of the activity, the Society will use the services of school district custodians. If, in the opinion of the principal, a custodian is required to clean part or all of the school as a result of community school activities, the principal is authorized to bring in a custodian and charge the hours to the community school Society.

Programming

1.  Programming shall be based on a demonstrated community need with emphasis on children, youth and family programs.

2.  The principal has ultimate authority for the supervision of the building. If, in his/her opinion, a program offered by the community school is in any way detrimental to the facility or school equipment or contravenes School Board policies, the principal has the authority to cancel that activity with reasonable notice. Any such decision by a principal may be appealed directly to the Superintendent of Schools.

3.  Community use bookings shall be administered by the community school Society.

4.  Existing programs offered prior to the establishment of the community school shall be considered by the principal (or designate) and the Society for continuation.

Community School Coordinator

1.  Each Society shall, in consultation with the principal (or designate), develop a community school coordinator’s role description.

2.  The coordinator shall be appointed and employed by the Society.

3.  The coordinator shall work in consultation with the principal. The responsibilities of the coordinator shall be determined by the Society in consultation with the principal (or designate).

Purpose

This Administrative Procedure outlines the steps for planning and approving smudging on Chilliwack School District property. It ensures that smudging is done in a culturally sensitive, safe, respectful, and inclusive way.

Background

Smudging is a sacred ceremony practiced by some Indigenous communities. It involves burning one or more sacred medicines gathered from the earth. 

While teachings and protocols vary by Nation and family, four medicines are commonly used:

•    x̲pá:y (cedar)
•    sage
•    sweetgrass
•    tobacco

Smudging has been passed down through generations. Practices may differ, reflecting the diversity of Indigenous Nations and families. 

Smudging often provides time to pause, reflect, and recenter. It is a spiritual practice of cleansing, preparation, and renewal. Many people use smudging to release negative thoughts or energy.

Smudging is a respectful and inclusive practice. Non-Indigenous people may participate when invited, provided they do so with respect for its cultural and spiritual meaning. 

Participation is always voluntary. Anyone may choose to observe quietly or opt out at any time.

Procedure

1.    Complete Form 250A: Smudging Request.

2.    Submit the request to the Site Administrator or School Principal. 

3.    The Site Administrator or School Principal will review the request with the Manager of Facilities. They will work collaboratively with the applicant to adjust the request if necessary.

4.    Anyone who may be directly or indirectly exposed to the scent or smoke must be notified. This includes staff, students, parents, guardians, caregivers, and visitors. The notification will include:

•    Time, location, and frequency of the smudging.
•    Type of material being used.
•    Name and contact information for any inquiries or concerns.

5.    A Smudging Notice must be posted outside the designated spaces and in other areas that may be affected. The notice will remain posted, and the door will remain closed until the smoke and scent have dissipated. This may take up to 12 hours.

6.    Concerns or feedback may be directed to the Site Administrator or School Principal, and the Manager of Facilities.

References

•    Policy 280: Smudging
•    Form 250A: Smudging Request
•    Smudging Notice
•    Smudging Ceremonies: Supplemental Information

The District expects all staff to follow information management practices that ensure compliance with the Freedom of Information and Protection of Privacy Act (FIPPA) and other applicable laws. Staff are responsible for:

•    making reasonable efforts to familiarize themselves with FIPPA and the District’s privacy policies and administrative procedures, which includes participating in privacy training offered by the District.

•    following responsible information management practices to ensure that the District collects, uses, and discloses personal information in compliance with FIPPA and other applicable laws.

•    protecting personal information against unauthorized collection, use, and disclosure, including limiting the sharing of sensitive personal information on a need-to-know basis.

•    following procedures that facilitate the appropriate release of records within the District’s custody or control in response to access requests received from members of the community under FIPPA.

•    following District procedures for the completion of Privacy Impact Assessments (PIAs).

•    reporting privacy breaches in accordance with District procedures.

Definitions

•    Consent – express written consent to the collection, use or disclosure of personal information.

•    Personal Information – any recorded information about an identifiable individual that is within the control of the District and includes information about any student or staff. Personal information does not include an individual’s business contact information.

•    Privacy Breach – the theft or loss of, or the collection, use or disclosure of personal information not authorized by FIPPA, and includes cyber and ransomware attacks and other situations where there are reasonable grounds to believe that any such unauthorized activities have taken place or there is a reasonable belief that they will take place.  

•    Privacy Impact Assessments - an in-depth review of any new or significantly revised initiative to ensure that all collection, use, disclosure, protection and processing of personal information by the District is compliant with FIPPA. 

•    Privacy Officer – the Secretary Treasurer or designate.

•    Records – any paper or electronic media used to store or record information, including all paper and electronic records, books, documents, photographs, audio or visual recordings, computer files, email and correspondence; but does not include a computer program or other mechanism that produces records.

•    Staff – the employees, contractors, and volunteers of the District.

Purposes for Collecting Personal Information

The purpose for which personal information is collected will be communicated at or before the time the information is collected, unless otherwise permitted or required by FIPPA.

Personal information about students and their parents/guardians/caregivers is authorized under the British Columbia School Act for the purposes of delivering and administering educational programs and activities. These purposes include:

•    Registration, enrollment, and transfer of students.

•    Providing and delivering educational programs and services.

•    Accommodating students with disabilities and diverse abilities.

•    Communicating with students and responding to inquiries or complaints.

•    Preparing and providing assessments of student performance.

•    Supervising and ensuring the safety and security of the District (such as the use of video surveillance).

•    Investigating and responding to accidents, safety events, misconduct and similar incidents.

•    Ensuring compliance with applicable District bylaws, policies, administrative procedures and other laws.

•    Completing all required reports and filings to the Ministry of Advanced Education and Skills Training.

Personal information of prospective, current, and former staff may be collected for purposes of managing and administering the employment relationship. These purposes include:

•    Hiring and recruitment.

•    Managing and administering the employment relationship.

•    Communicating with authorized union representatives.

•    Administering employment compensation and benefits.

•    Evaluating performance and managing disciplinary incidents.

•    Supervising and ensuring the safety and security of the District (such as the use of video surveillance).

•    Investigating and responding to accidents, safety events, misconduct, and similar incidents.

•    Ensuring compliance with applicable school District policies and procedures, and other applicable laws.

Collection, Use and Disclosure of Personal Information

Personal information that is collected, utilized and disclosed will be limited to the following principles:

•    The personal information is related to and necessary in order to carry out the District’s programs and activities or for other purposes authorized by FIPPA. 

•    The personal information is collected by fair, lawful and transparent means, including collecting the personal information directly from the individual, except where otherwise authorized by FIPPA.

•    Individuals are informed of the purposes for which their personal information is being collected, the legal authority for collecting it, and the name and contact information of someone at the District who can answer questions about the collection and use of the information.

•    Internal and external use and sharing of personal information is limited to what is required and authorized by FIPPA or consented to by the individual.

•    Personal information is used or disclosed only for the purpose for which it was collected, except with the individual’s consent or as otherwise required or permitted by FIPPA or other laws.

Securing Personal Information

Personal information is protected by ensuring there are reasonable security safeguards in place which are appropriate to the sensitivity of the information. Such security safeguards shall include consideration of physical security, organizational security, and electronic security.

All staff have a duty to protect the privacy and security of personal information collected and used by the District as part of their ongoing employment responsibilities, including complying with the District’s privacy policy and procedures.

Training will be provided to all staff to ensure they have the requisite knowledge and to ensure compliance with this procedure and FIPPA.

Retention of Personal Information

Personal information will be retained for as long as necessary to satisfy its applicable operational, instructional, financial, and legal needs. Personal information that is no longer required for either administrative, operational, financial, legal, or historical purposes shall be securely destroyed in a confidential manner in accordance with District policies and approved record retention procedures.

Accuracy and Correction

Reasonable efforts shall be made to ensure the accuracy of the personal information that the District collects and uses in the course of performing their duties. Individuals have the right to request the correction of their personal information, and the District will receive and respond to such requests in accordance with FIPPA and the District’s policies and procedures.

Access to Records

Please refer to Administrative Procedure 258: Access to Records.

Complaints and Inquiries

Questions or complaints about the District’s privacy information management practices should be directed to the Privacy Officer at cevinpl@fq33.op.pnac.cb.33ds@ycavirp . Responses to all complaints will be in writing.

The Freedom of Information and Protection of Privacy Act (FIPPA) requires that Privacy Impact Assessments (PIAs) are conducted on any new or significantly revised initiative in order to identify and mitigate privacy risks that may arise and ensure that the privacy of individuals are appropriately protected.

Definitions

•    Initiative – any enactment, system, project, program or activity of the District.

•    Personal Information – any recorded information about an identifiable individual that is within the control of the District and includes information about any student or staff. Personal information does not include an individual’s business contact information.

•    Privacy Impact Assessment (PIA) – an in-depth review of any new or significantly revised initiative to ensure that the collection, use, disclosure, protection and processing of personal information by the District is compliant with FIPPA. 

•    Privacy Officer – the Secretary Treasurer or designate.

•    Staff – the employees, contractors and volunteers of the District.

•    Supplemental Review – an enhanced process for reviewing the privacy and data security measures in place when an initiative involves the storage of personal information outside of Canada.

Scope & Responsibility

This procedure applies to all new and significantly revised initiatives of the District.

Departments and management employees are responsible for planning and implementing new or significantly revised initiatives in accordance with the requirements of this procedure.

Responsibilities of the Privacy Officer

The Privacy Officer is responsible for ensuring that all PIAs and supplemental reviews are completed in accordance with the requirements of FIPPA and this procedure.

Responsibilities of All School District Staff

Any staff responsible for developing or introducing a new or significantly revised initiative that involves or may involve the collection, use, disclosure, or processing of personal information by the District must report that initiative to the Privacy Officer at an early stage of its development.

All staff will cooperate with the Privacy Officer and provide all requested information needed to complete the PIA and Supplementary Review, if deemed necessary.

The Role of the Responsible Employee

The Responsible Employee is the employee who is responsible for overseeing an initiative and will be indicated as such in the PIA. The Responsible Employee will:

•    Ensure that new and significantly revised initiatives for which they are the responsible for are referred to the Privacy Officer for completion of a PIA.

•    Support all required work necessary for the completion and approval of the PIA.

•    Be familiar with and ensure that the initiative is carried out in compliance with the PIA.

•    Request that the Privacy Officer make amendments to the PIA when required.

Initiatives involving the Storage of Personal Information outside of Canada

Employees may not engage in, or enter into a binding commitment to participate in, any new or significantly revised initiative that involves the storage of personal information outside of Canada until the Privacy Officer has completed and approved a PIA and supplemental review.

The Privacy Officer is responsible for determining whether a supplemental review is required in relation to any initiative.

The Privacy Officer is responsible for reviewing and approving all supplemental reviews and will consider the following risk factors:

•    the likelihood that the initiative will give rise to an unauthorized collection, use, disclosure or storage of personal information.

•    the impact to an individual of an unauthorized collection, use, disclosure or storage of personal information.

•    whether the personal information is stored by a service provider.

•    where the personal information is stored.

•    whether the Supplemental Review sets out mitigation strategies proportionate to the level of risk posed by the initiative.

Approval of a supplemental review by the Privacy Officer shall be documented in writing.

Contact Information

Questions or comments about this procedure may be addressed to the Privacy Officer at cevinpl@fq33.op.pnac.cb.33ds@ycavirp .

The purpose of this procedure is to set out the District’s process for responding to significant privacy breaches and to comply with its obligations under the Freedom of Information and Protection of Privacy Act (FIPPA).

Definitions

•    Personal Information – any recorded information about an identifiable individual that is within the control of the district and includes information about any student or staff. Personal information does not include an individual’s business contact information.

•    Privacy Breach – the theft or loss of, or the collection, use or disclosure of Personal Information not authorized by FIPPA, and includes cyber and ransomware attacks and other situations where there are reasonable grounds to believe that any such unauthorized activities have taken place or there is a reasonable belief that they will take place.  

•    Privacy Officer – the Secretary Treasurer or designate.

•    Records – any paper or electronic media used to store or record information, including all paper and electronic records, books, documents, photographs, audio or visual recordings, computer files, email and correspondence. Does not include a computer program or other mechanism that produces records.

•    Staff – the employees, contractors, and volunteers of the School District.

Responsibility of the Privacy Officer

The Privacy Officer is responsible for ensuring compliance with this procedure.

Responsibilities of Staff

All staff must, without delay, report all actual, suspected or expected privacy breach incidents of which they become aware in accordance with this procedure. If there is any question about whether an incident constitutes a privacy breach or whether the incident has occurred, staff should consult with the Privacy Officer.

All staff must fully cooperate in any investigation or response to a privacy breach incident. Any staff who knowingly refuses or neglects to report a privacy breach in accordance with this procedure may be subject to discipline.

Privacy Breach Response

1.    Report and Contain

Upon discovering or learning of a privacy breach, all staff shall:

•    Immediately report the breach to the Privacy Officer.

•    Take any immediately available actions to stop or contain the breach, such as by:

•    isolating or suspending the activity that led to the breach

•    taking steps to recover personal information, records or affected equipment.

•    Preserve any information or evidence related to the breach in order to support the district’s incident response.

The Privacy Officer shall then implement all available measures to stop or contain the breach. Containing the breach shall be the first priority of the response, and all staff are expected to provide their full cooperation with such initiatives.

2.    Assessment and Containment

The Privacy Officer shall take steps to contain the privacy breach by:

•    Identifying the type and sensitivity of the personal information involved.

•    Assessing the cause.

•    Determining if additional steps are required to contain the breach.

•    Identifying the individuals affected, or whose personal information may have been involved in the breach.

•    Determining or estimating, if possible, the number of affected individuals and compiling a list of such individuals.

•    Making preliminary assessments of the types of harm that may flow from the breach.

The Privacy Officer, without delay, will assess whether the privacy breach could reasonably be expected to result in significant harm to individuals. This determination shall be made with consideration of the following categories of harm or potential harm:

•    bodily harm

•    humiliation

•    damage to reputation or relationships

•    loss of employment, business, or professional opportunities

•    financial loss

•    negative impact on credit record

•    damage to, or loss of, property

•    the sensitivity of the personal information involved

•    the risk of identity theft

3.    Notification

If the Privacy Officer determines that the privacy breach could reasonably be expected to result in significant harm to individuals, then the Privacy Officer shall make arrangements to:

•    report the privacy breach to the Office of the Information and Privacy Commissioner.

•    provide notice of the privacy breach to affected individuals, unless the Privacy Officer determines that providing such notice could reasonably be expected to result in grave or immediate harm to an individual’s safety, physical or mental health, or threaten another individual’s safety or physical or mental health.

If the Privacy Officer determines that the privacy breach does not give rise to a reasonable expectation of significant harm, then the Privacy Officer may still proceed with notification to affected individual if it is determined that notification would be in the public interest or if a failure to notify would be inconsistent with the district’s obligations or undermine public confidence in the district.

Notifications of a privacy breach shall be made as soon as reasonably possible. If any law enforcement agencies are involved in the privacy breach incident, then notification may also be undertaken in consultation with such agencies.

4.    Prevention

The Privacy Officer shall complete an investigation into the causes of each privacy breach incident reported under this procedure and shall implement measures to prevent recurrences of similar incidents.

Contact Information

Questions or comments about this procedure may be addressed to the Privacy Officer at cevinpl@fq33.op.pnac.cb.33ds@ycavirp .

The Freedom of Information and Protection of Privacy Act (FIPPA) enables the public to request and obtain copies of records held by all provincial governmental public bodies, including the District, when those records are not routinely available.

Requests for Records

The District recognizes its obligations to respond to requests for access to records, including records containing personal information, openly and accurately by making every reasonable attempt to assist requestors with their requests.

A request for records is a written request that potentially could be released, in whole or in part, to anyone.

The Act requires the District to protect personal information of others, therefore the decision to grant complete or partial access to records or to refuse access will be made by the Privacy Officer guided by the relevant provisions of the Act.

If the Privacy Officer asks, the commissioner may authorize the public body to disregard requests under section 5 or 29 that (a) would unreasonably interfere with the operations of the public body because of the repetitious or systematic nature of the requests, or (b) are frivolous or vexatious. (Section 43 of the Act)

Records Available to the Public Without a Request are available at https://www.sd33.bc.ca/access-records-and-privacy-fippa 

Before Submitting a Request

•    Review the Chilliwack School District’s Privacy policies, administrative procedures and the Freedom of Information and Protection of Privacy Act (FIPPA) carefully. 

•    Ensure that you are seeking records, not information or answers to questions that can be readily obtained on the District website or from other sources aside from District.

•    Do not ask questions or seek answers in an Access to Records request. You must request “records”.

Submitting an Access to Records Request:

•    Please use Form 258A Request for Access to Records. All formal Access to Records requests must be in writing.

•    Describe the specific records that you are requesting clearly and concisely in as much detail as possible and limit your request to only the records you need to simplify the search and minimize potential fees.

•    Do not ask questions or seek answers in an Access to Records request. You must request “records”.

•    Try to name the exact records you seek.

•    Use specific dates and/or locations if applicable.

•    Do not submit a request that is duplicate of a previous request as the previous request would have already been fulfilled and a response sent to you.

•    Broad, complex requests, or requests for “all records” take longer to process and increase the likelihood of longer timelines of delivery and larger fees being charged to you.

•    All formal requests must be submitted by in-person drop-off, mail, or email to:

School District No.33
Attn: Privacy Officer
8430 Cessna Drive
Chilliwack BC  V2P 7K4
email: cevinpl@fq33.op.pnac.cb.33ds@ycavirp

Fees for Access to Records Requests

•    A non-refundable application fee of $10 is required for all general Access to Records requests. Your request will not be processed until payment is received.

•    There are no application fees for personal FIPPA requests or requests from Indigenous Governing Entities.

•    Fee payments can be made by cash, cheque or credit card at the Chilliwack School District Office.

•    Please note that additional processing fees may apply depending on the size and complexity of the request as permitted under Section 75 of the Act. If an additional fee will be charged, we will provide you with an estimate of the fees before responding to your request.

•    The fees applicable to the processing of access to records requests are set out in Schedule 1 of the Freedom of Information and Protection of Privacy Regulation: https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/155_2012#Schedule1

Once the Access to Records Request has been received, the Privacy Officer will:

1.    Acknowledge receipt of the request.

2.    Determine whether the records are routinely accessible.

3.    Log the request, create a file and track records.

4.    Determine whether additional service fees are applicable or whether there will be a delay in responding and will proceed to notify the applicant of same.

5.    Refer the request to the area responsible for the records to conduct a search.

6.    Determine whether information in the records falls under any exceptions in FIPPA.

7.    Prepare the response letter and records for disclosure.

Complaints and Inquiries

Questions or complaints about the District’s Privacy Policies and/or Procedures should be directed to the Privacy Officer at cevinpl@fq33.op.pnac.cb.33ds@ycavirp . Response to all complaints will be in writing.

This procedure supports Policy 291 Environmental Stewardship and is in keeping with the districts fundamental commitment to environmental sustainability.

1.    It is the collective responsibility of all district personnel to contribute to environmental sustainably. This includes:

1.1.    Modeling and encouraging a culture of energy and resource conservation.

1.2.    Integrating environmental considerations and sustainable practices into administrative, capital planning, and programming decisions.

1.3.    Reviewing programs and practices to limit the nature and scale of negative environmental impact and to increase sustainable practices and environmental stewardship.

1.4.    Building capacity amongst students as responsible contributors to an environmentally sustainable future. 

1.5.    Supporting, fostering, and celebrating successful sustainability initiatives within the School District.

2.    The Secretary Treasurer (or designate) and Director of Facilities (or designate) will:

2.1.    Consider inter-governmental and community partnerships that will assist the School District in achieving its sustainability goals.

2.2.    Identify and implement effective sustainability initiatives and solutions. Key elements to be considered include:

2.2.1.    Lighting 
2.2.2.    Heating, ventilation, air conditioning systems 
2.2.3.    Building automation 
2.2.4.    Renovation and new construction 
2.2.5.    Renewable energy opportunities

2.3.    Implement a greenhouse gas reduction plan that is consistent with the Government of BC’s Carbon Neutral requirements.

2.4.    Design mechanisms to report progress to the Board on energy management and sustainability on an annual basis.

3.    The Director of Facilities (or designate) will be responsible for tracking and monitoring energy consumption, and for coordinating energy management and sustainability activities with principals/vice-principals, teachers, support staff, and students.

4.    School principals will facilitate energy management programs at the school. Efficient use of the various energy systems of each school will be the joint responsibility of the principal and the Director of Facilities.

5.    Teachers and support staff will consider a variety of curricular materials to provide the opportunity for students to participate in energy management and sustainability initiatives. 

The purpose of this Administrative Procedure is to ensure that the National flag of Canada, the Provincial flag of British Columbia, and Sovereign Nations flags are displayed, raised, lowered, stored, replaced, and disposed of in accordance with federal and provincial protocols and the requirements of the School Act.

The District will: 

•    follow the Federal guidelines for displaying the National flag of Canada as published by the Canadian Heritage Ministry of the Government of Canada. 

•    adopt the Provincial Guidelines of the Protocol and Events Branch of the Government of British Columbia for the lowering (half-masting) of flags.

•    follow the Ministry of Education and Childcare, School Regulation 265/89.

Procedure

Flying the Flag

“The manner in which flags may be displayed in Canada is not governed by any legislation but by established practice. The rules applied by the federal government are in no way mandatory for individuals or organizations; they may serve as guidelines for all persons who wish to display the Canadian Flag and other flags in Canada.” From Protocol and Events Branch (Provincial).

Dignity of Flags

1.    The National Flag of Canada is to be displayed only in a manner befitting this important national symbol; it is not to be subjected to indignity or displayed in a position inferior to other flags or ensigns. The National Flag of Canada always takes precedence over all other flags. 

2.    The National Flag of Canada is always to be flown on its own mast - flag protocol dictates that it is improper to fly two or more flags on the same mast (e.g. one beneath the other).

3.    When the National Flag of Canada is raised or lowered, or when it is carried past in a parade or review, all present are to face the flag, all hats are to be removed, and all are to remain silent. Those in uniform are to salute.

4.    The Provincial flag of British Columbia will either be flown on its own flagpole (for sites and schools that have two exterior flagpoles) or prominently displayed inside the school or site using one of the following methods:

4.1.    Attached to a flat wall with fasteners penetrating the hem area only.

4.2.    Hung from a beam in the gymnasium, or

4.3.    With the National flag of Canada, on upright or crossed flagpoles against a wall.

5.    Sovereign Nations, including Indigenous Nations, as recognized by the Canadian Constitution, also have flags. To display sovereign nation flags, follow the federal and provincial guidelines for use:

5.1.    Flag displays in gymnasiums: The National flag of Canada is the furthest to the left, followed by Provincial flag of British Columbia, followed by other Sovereign Nation flags. Center flags so that all are in a position of honour, above the speaker.

5.2.    Sovereign Nation flags should not be placed in display cabinets or in classrooms, unless advised by Rightsholders for awareness purposes.

6.    Community Organizations and Banners (Pride flags, Every Child Matters etc.).

6.1.    Community-based and awareness flags may be displayed broadly throughout classrooms and buildings, as determined appropriate by school staff.

Half-Masting of Flags

1.    In accordance with Canadian flag etiquette, flags in the Chilliwack School District will be flown at half-mast on these occasions:

1.1.    As directed by the provincial Office of Protocol.

1.2.    As directed by the Ministry of Education.

1.3.    As directed by the superintendent.

1.4.    On System-Wide Half-Masting of Flags days (see 3.6.1)

2.    With the approval of the superintendent or designate, flags at individual sites may be flown at half-mast upon the death of a member of the school community or other tragic event.

2.1.    Flags may also be half-masted at the request of the Prime Minister and/or Premier of British Columbia for certain significant tragic events (at International, National or Regional levels).

2.2.    On occasions requiring that the National flag of Canada be flown at half-mast, all flags flown together should also be flown at half-mast.

2.3.    Flags will be half-masted only on flagpoles fitted with halyards and pulleys such that school personnel may raise and lower the flag.

3.    System-wide Half-Masting of Flags:

3.1.    The National Flag of Canada shall be flown at half-mast at all Chilliwack School District schools and sites on the following days: 

•    January 27 – International Holocaust Remembrance Day

•    January 29 – National Day of Remembrance of Quebec Mosque Attack and Action against Islamophobia.

•    April 28 – Workers' Mourning Day

•    June 23 – National Day of Remembrance for Victims of Terrorism

•    Last Sunday in September – Police and Peace Officers' National Memorial Day

•    September 30 – National Day for Truth and Reconciliation

•    November 11 – Remembrance Day

•    December 6 – National Day of Remembrance and Action on Violence Against Women

4.    If the day to be observed falls when schools are not in session, flags should be lowered on the last school day preceding the date of observation and raised on the first day following the date of observation.

5.    The School District Office will fly “special occasion” flags (such as the Pride Flag or the Poppy Flag) for brief periods (for example, during June Pride Month) on its third flagpole. Flags for consideration are based on “special occasions” embedded in the District Equity, Diversity and Inclusion (EDI) Calendar.

Method of Half-Masting

1.    The flag is brought to the half-mast position by first raising it to the top of the mast then immediately lowering it slowly to the half-mast position.

2.    The position of the flag when flying at half-mast will depend on the size of the flag and the length of the flagstaff. It must be lowered at least to a position recognizably "half-mast" to avoid the appearance of a flag, which has accidentally fallen away from the top of the mast owing to a loose flag rope. A satisfactory position for half-masting is to place the centre of the flag exactly halfway down the staff.

Disposal of Flags

When a flag becomes tattered and is no longer in a suitable condition for use, it should be respectfully disposed of, not discarded in the garbage. A work request is submitted to the Facilities Department to ensure proper disposal.

Obtaining Flags

A National flag of Canada and/or BC Provincial flag may be ordered by submitting a work request to the Facilities Department. The cost of a flag is paid from school funds.