Section 57 of the
Protection of Privacy Act (POPA) 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 Access to Information and Privacy (ATIP) Office.
Calgary Board of Education Directories
Access to Information Act Requests
Location | The Calgary Board of Education, 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 and other personal information as requested.
Legal Authority |
Protection of Privacy Act, Section 4(c),
Access to Information Act, Section 6(1).
Bus Planner
Location | The Calgary Board of Education, 1221 8th Street SW, Calgary, AB T2R 0L4
Information | The system contains comprehensive information about schools, programs, boundaries, walk zones, and students enrolled in CBE schools. It is used for providing student creating school bus routes and providing data for reports including to Alberta Education. Personal information includes student identification number, name, address, school of attendance code, grade, gender, phone number, birthdate, contacts, program name, program code, international student flag, bus route and stop information, submitted forms, confidential flag, and comments/notes. Student personal information is imported from the Student Information System and Rycor, and is entered manually by staff.
Individuals All students enrolled with The Calgary Board of Education.
Legal Authority |
Protection of Privacy Act, Section 4(c), Education Act
Education Building Staff Management System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | Data relating to staff in the Education Centre is tracked through a series of spreadsheets. The information is collected and used for the following: Access cards including employee name, permitted accesses and expiry date, door key lists, parking lists, payroll updates that include employee name and employee number, parking refunds and deletions, list of fire wardens, phone list including each occupants workstation number and location, floor number, office phone number, cell phone numbers (if provided), names of employees who have required workstation adjustments with applicable dates and budget codes.
Individuals | Staff working in the Education Centre (including the Safran Centre) and employees utilizing the parking facilities.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Facility Information System
Location | The Calgary Board of Education, Highfield Office, 3610 – 9 Street SE, Calgary, AB T2G 3C5
Information | Manages Facility information, facility work order & project management, facility rentals & asset management. Information collected: Employee names. Facility rental organization names, contact names, addresses & phone numbers.
Individuals | Facility Operations employees, Facility Projects employees, and principals.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Fee and Asset Management System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | Contains information pertaining to Central and school fee assignment, school-based school store sales, textbooks and other school asset rental information, and fee waiver applications. Information includes basic student demographic information from Student Information System (PowerSchool), fee payment transaction history, childcare tax receipts, and waiver information and documents submitted by guardians.
Individuals | All students enrolled with The Calgary Board of Education and all individuals who pay fees online.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Geographical Information System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | The system contains a Student Enrolment Dataset that includes student identification number, school administrative area, school code, registered school, grade, program code and information, address, city, community, postal code, birth date and gender. This dataset is used for a variety of purposes including student accommodation planning, student enrolment analysis and projections, and capital planning. The Student Enrolment Dataset is based on information that is imported from the Student Information System (PowerSschool) and is cleaned on an annual basis to reduce errors and omissions that are occasionally encountered in the source data.
Individuals | All students enrolled with The Calgary Board of Education.
Legal Authority |
Protection of Privacy Act, Section 4(c),
Education Act
Human Resources Information System
Location | The Calgary Board of Education, 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, 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 employees.
Legal Authority |
Protection of Privacy Act, Section 4(c), Alberta Labour Code,
Canada Tax Act,
Education Act
LMS Incident Reporting System (PublicSchoolWORKS - PSW)
Location | The Calgary Board of Education, Highfield Office, 3610 - 9 Street SE Calgary, AB T2G 3C5
Information | PSW is the main injury / occurrence reporting platform and our in-house Learning Management System (LMS) and therefore houses confidential / personal information such as DOBs, names, medical information such as acute / chronic conditions and injuries, events reported of an extremely personal nature (i.e interpersonal, harassment, discrimination etc.), staff training results and transcripts, *student injury data with student names etc.
*Student Injury Portal
Individuals | All CBE staff.
Legal Authority | Alberta
Occupational Health and Safety Act, Protection of Privacy Act, Section 4(c)
Leasing System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | Manages tenant information for organizations leasing space in CBE schools. Information collected: organization names, contact names, addresses, phone numbers, and lease fees.
Individuals | Organizations who lease space in CBE facilities.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Legal Services
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | Contains information regarding court cases, lawsuits or litigation by or against the CBE or its employees including disputes with associations and contract concerns. Also, complaints received from parents and/or students and inquiries brought forward from school and Area Offices. Personal information contained is employee name, location, phone number and/or names, addresses and phone numbers of complainants.
Individuals | Students, staff, parents and the public involved in complaints, litigation and/or disputes.
Legal Authority |
Corporations Act,
Protection of Privacy Act, Section 4(c),
Education Act
Library System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and most school locations.
Information | Symphony by SirsiDynix is CBE’s supported 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 within Symphony includes CBE school code, CBE Student ID or Staff Username, First and last name, Homeroom, Homeroom teacher, CBE email address, and grade. The student personal information is imported from the Student Information System, and staff personal information from the HR system.
Individuals | All students and employees who use learning resource materials available through the school learning commons.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Education Act
Professional Improvement Fellowships (PIF)
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | Tracks funding for course reimbursements for staff taking a PIF. It contains names, employee number, work location, courses taken, money approved, and amount paid.
Individuals | All staff who have requested a PIF.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Records Management
Location | The Calgary Board of Education, Highfield Office, 3610 – 9 Street SE Calgary, AB T2G 3C5
Information | The CBE Records Centre stores physical records based on the life cycle of information. The personal information in student records includes student identification number, student name, birth date, address, phone number, grade, citizenship, birth country, custody, parents/guardians names and phone numbers/email, emergency contacts names and phone numbers/email, student records, marks, report cards, Individual Program Plans, assessments, health or medical information and attendance. Employee personal information includes employee name, employee number, address, birth date, citizenship, marital status, education history, work location name and address, position name, employment commencement date, gender, phone number, social insurance number, emergency contact name and phone number.
Individuals | All past and present students and employees.
Legal Authority |
Protection of Privacy Act, Section 4(c),
Education Act, Student Record Regulation
Rentals System
Location | The Calgary Board of Education, Highfield Office, 3610 – 9 Street SE Calgary, AB T2G 3C5
Information | Manages tenant information for organizations leasing space in CBE schools. Information collected: organization names, contact names, addresses, phone numbers, and lease fees.
Individuals | Organizations and people who rent CBE facilities.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Service Desk Management
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | A tool used to log, track, assign and report user requests from staff regarding IT services, Student Information System (SIS), and Oracle. Personal information contained here is employee name, number, status of employment, internal phone number, position name, location code and support call history.
Individuals | All CBE employees who have contacted the Service Desk.
Legal Authority |
Protection of Privacy Act, Section 4(c)
Student Information System (SIS)
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4 and most school locations.
Information | Includes student identification number (both CBE and Alberta Education), legal surname and given name(s), preferred surname and given name(s), birthdate, gender, registration date, school code, 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, Visa expiry date, parents/guardians names, email addresses, phone numbers work and/or study permits, emergency contact names, email addresses and phone numbers, court documents and/or legal guardian status. Also includes report cards, Individual Program Plans (IPPs), and attendance records.
Individuals | All students, parents, guardians and emergency contacts with The Calgary Board of Education.
Legal Authority |
Protection of Privacy Act, Section 4(c),
Education Act, Student Record Regulation
Transportation System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4
Information | The system contains comprehensive information about schools, programs, boundaries, walk zones, and students enrolled in CBE schools. It is used for creating school bus routes and providing data for reports, including to Alberta Education. Personal information includes student identification number, student name, address, birthdate, gender, grade, school of attendance code, phone number, personal email address, personal mobile phone, contacts, program name, next year school and program, international student flag, Full Day Kindergarten status, protected status, homeroom ID, and Alberta Education codes. It also includes bus route and stop information, submitted forms, confidential flag, comments/notes, and system metadata such as creation and modification of timestamps, usernames, and application names. The student personal information is imported from the Student Information System and Rycor, and is entered manually by staff.
Individuals | All students enrolled with The Calgary Board of Education.
Legal Authority |
Protection of Privacy Act, Section 4(c),
Education Act
Video Surveillance Security System
Location | The Calgary Board of Education, 1221 – 8 Street SW, Calgary, AB T2R 0L4, schools and satellite locations.
Information | Personal data is collected and stored by video cameras in targeted, high-incident areas of CBE sites. The information is collected and used for the following: Video images are collected by cameras, without audio, located on the exterior of sites and on the interior of some sites. The information that is collected by the video surveillance system is used to support the safety and security of CBE schools and facilities, for disciplinary, legal, legislative or law enforcement purposes, for enforcement of administrative regulations, or for a use consistent with those purposes, or in accordance with a court order.
Individuals | Students, staff (employees, volunteers and contractors) and members of the public using CBE sites and parking facilities.
Legal Authority |
Protection of Privacy Act, Section 4(c)
