FOIP & Student Records

The Freedom of Information and Protection of Privacy Act (the FOIP Act) is a provincial law that strikes a balance between the public's right to know and the individual's right to privacy. The Education Act and Student Record Regulation are provincial laws that include rules about student records. Like all other school divisions in Alberta, we must follow the FOIP Act, the Education Act, and the Student Record Regulation.

Protection of Privacy

The FOIP Act requires us to protect privacy by protecting personal information. Personal information includes a student’s name, image, age, sex, beliefs, and education history. Personal information also includes a parent’s or guardian’s name, address, telephone number and other contact information.

We collect personal information during registration and throughout the school year. We can use or disclose personal information when we perform our statutory duties or operate our programs under the Education Act. This means we do not need to obtain consent before we use or disclose personal information for the following and similar purposes: 

  • Student records, progress reports, attendance lists, absenteeism verification, and student identification cards
  • Classroom activities, art and athletic activities, student clubs, school fairs, and field trips
  • Digital and online student accounts
  • School newsletters and yearbooks
  • Transportation services, including school buses
  • Awards, scholarships, and graduation ceremonies
  • Emergency response, including law enforcement and security
  • Eligibility determinations for provincial and federal funding
  • Information sharing with Alberta Education.

On the other hand, we must obtain consent before we use or disclose personal information for other purposes such as promoting our schools on the internet and in our publications. Similarly, we must obtain consent before we allow external media organizations to access students during school activities that are closed to the public. At the start of each school year, we give parents and guardians the option to sign our FOIP, Copyright, and Media Consent Form 180-1. No one is required to consent, and anyone can withdraw consent at any time by writing to the student’s current principal.

Some school activities like field trips, assemblies, art performances, and athletics occur in public spaces or are open to the public. We cannot stop others, including the media, from recording students in public spaces or at public events, and we cannot control how others may use these recordings.

Categories of Records

In general, we organize all our records into three categories: Regulated Student Records, Supplemental Student Records, and District Records. Records from each category can be in physical or electronic form, and we may store them in different physical and electronic locations across our school division. Access to a particular record depends on its category and not on its form or location.  

Regulated Student Records

These records are governed by both the FOIP Act and the Student Record Regulation. Regulated Student Records include records from the student’s current school and any previous schools, including previous schools from other school jurisdictions. Examples of Regulated Student Records include: 

  • Registration and demographic forms
  • Copies of birth certificates
  • Progress reports
  • Attendance records
  • Assessment and evaluation reports
  • Learner Support Plans
  • Medical alert documents
  • Court orders
  • Suspension and expulsion letters (other than one-day suspension letters).

Teachers, administrators, and other employees at a student’s current school can access the student’s Regulated Student Records. 

If a student transfers to another school division inside Alberta, then the other Alberta school division can access the student’s Regulated Student Records automatically through an electronic provincial database. If a student transfers to a school jurisdiction outside Alberta, then we must approve the non-Alberta school’s access to the student’s Regulated Student Records through the electronic provincial database. Neither of these processes involve parent or guardian consent. 

Supplemental Student Records 

These records are governed by the FOIP Act and not the Student Record Regulation. Examples of Supplemental Student Records include: 

  • Copies of sacramental records
  • Letters and emails between employees and parents and guardians
  • Employee notes
  • Incident reports
  • One-day suspension letters

A teacher, administrator, or other employee may or may not be able to access a student’s Supplemental Student Records. Access depends on the nature of the record and whether the employee needs to access the record to do the employee’s job.

If a student transfers to any other school jurisdiction, then we do not disclose any of the student’s Supplemental Student Records to the other school jurisdiction. 

District Records 

These records are governed by the FOIP Act and not the Student Record Regulation. They can contain information about employees, but they do not contain information about students. Examples of District Records include: 

  • Employee and human resources records
  • Business and risk management records
  • Occupational health and safety records
  • Finance records
  • Board of Trustees records.

Requests for Records

Current students and their parents and guardians

If you would like to request a current student’s Regulated Student Records, then please start by describing your request in an email or letter addressed to the student’s current principal. No form or fee is required. In many cases, the principal will be able to provide you copies of the student’s Regulated Student Records. If your request is complex or certain information must be redacted to protect others’ privacy, then the principal may transfer your request to our FOIP Coordinator. 

If you would like to request a current student’s Supplemental Student Records, then please start by describing your request in an email or letter addressed to our FOIP Coordinator. Please include a high-quality image of your government-issued identification like your driver’s licence or passport so our FOIP Coordinator can confirm your identity. No form or fee is required.

Former students and their parents and guardians

If you would like to request any record about a former student, then please start by describing your request in an email or letter addressed to our FOIP Coordinator. Please include a high-quality image of government-issued identification like your driver’s licence or passport so our FOIP Coordinator can confirm your identity. No form or fee is required.

Current Employees

If you are a current employee and would like to request your District Records (including your employee records), then please start by contacting our Human Resources Department.

Former Employees

If you are a former employee and would like to request your District Records (including your employee records), then please start by describing your request in an email or letter addressed to our FOIP Coordinator. Please include a high-quality image of government-issued identification like your driver’s licence or passport so our FOIP Coordinator can confirm your identity. No form or fee is required.

School jurisdictions

If you represent a school jurisdiction from anywhere inside Alberta and cannot locate a student’s Regulated Student Records, then you may contact our Student Record Coordinator. 

If you represent a school jurisdiction from anywhere outside Alberta and would like to request a student’s Regulated Student Records, then please start by submitting your request through Alberta Student Link at studentlink.alberta.ca. If you have questions about your request after you have submitted it, then you may contact our Student Record Coordinator.

Other individuals

If your situation is not described above or you are acting on behalf of an individual (for example, an agent or a lawyer), then please start by describing your request in an email or letter addressed to our FOIP Coordinator. Depending on your request, our FOIP Coordinator may ask you to provide additional documentation. Some requests may require a form and a fee of $25 or more. Our FOIP Coordinator will let you know if a form or fee applies. 

Requests for Transcripts

Alberta Education (not the Calgary Catholic School District) creates and administers all Transcripts of High School Achievement (Grades 10, 11, and 12). You must request a Transcript of High School Achievement from Alberta Education directly. Visit alberta.ca for more information.

In some cases, a former student may need a record about Grade 9. Alberta Education does not create or administer records about Grade 9. If you would like to request a record about Grade 9, then please contact our Student Record Coordinator. 

Requests for CRA Letters

Current students and their parents and guardians

If you would like to request a letter about a current student for the Canada Revenue Agency, then please contact the student’s current principal. 

Former students and their parents and guardians

If you would like to request a letter about a former student for the Canada Revenue Agency, then please contact our Student Record Coordinator.

FOIP Coordinator & Student Record Coordinator

FOIP Coordinator
Calgary Catholic School District
Catholic School Centre 
1000 - 5 Avenue SW
Calgary, AB T2P 4T9
FOIP@cssd.ab.ca

Student Record Coordinator
Calgary Catholic School District
St. Brother Andre Centre
3743 - 64 Avenue SE
Calgary, AB T2C 2V5
records.management@cssd.ab.ca

Regulated Student Record Appeal

An individual who disagrees with a decision we make about access to or the accuracy or completeness of a student’s Regulated Student Records may be able to appeal our decision under our Administrative Procedure 390 School Dispute Resolution and Appeals.

Information & Privacy Commissioner

The Office of the Information and Privacy Commissioner of Alberta provides independent review and resolution of decisions that public bodies make under the FOIP Act. Visit oipc.ab.ca for more information.