Posting Student Information on Board Websites Policy

This policy applies to both the Durham District School Board public Website, www.durham.edu.on.ca, and all Durham District School Board school Websites.

Student safety is the overriding concern when making decisions about Website content.

Material posted on the Durham District School Board Websites must meet the educational objectives of the DDSB and be consistent with Board policy and Ministry legislation.

Websites must comply with copyright laws. Web pages shall not contain copyrighted or trademarked material belonging to others unless written permission to display such material has been obtained by the owner.

Personal information shall not be posted on a Durham District School Board Website unless written consent of the individual(s) to whom the information relates is obtained.

Personal information is defined in Section 2 of the Municipal Freedom of Information and Protection of Privacy Act as "recorded information about an identifiable individual." This includes, but is not limited to: information relating to age, sex, address, telephone number, an individual's name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

School Websites should sit on the Board server to ensure appropriate technical support and compliance with Board policies and guidelines.

The Communications Manager is responsible for the content of the Durham District School Board's public Website. The Communications Department and the Creative Services Department will update the site regularly throughout the school year.

The Principal is responsible for the content of the school Website developed by students, alumni groups and/or student councils. Schools must review and update their web pages at least twice annually. Updates shall be dated.

Consent to post students' personal information on the Durham District School Board Websites will be requested at the beginning of each school year on the Durham District School Board Secondary and Elementary Registration Forms (Student Registration Waiver). Parents and/or students may withdraw their consent to having information posted at any time of the year.

Information that has been widely distributed and published may be posted on Durham District School Board Websites, including:

• Principal, vice-principal names and photos, head secretary, school name, school address, telephonenumber and email address
• Unless otherwise requested by a staff member, full names may be included
• Trustee names, photos and contact information including email addresses if applicable, names of school council chairs and students elected to the role of student council president
• School location
• School history (without personal information of any individuals)
• School profile
• School mission statement
• School logo, dress code
• School calendar and holidays (no class/school trips)
• School events
• School style guide
• School community partnerships
• Photograph of school building
• Homework assignments and deadlines
• School and Board policies
• Course descriptions
• School email addresses that do not identify individuals (e.g. student_council@namedhighschool.ca)
• General information that relates to individuals' professional responsibilities e.g. staff list with staff members' names, title, contact information, department and grade taught (unless requested not to by a teacher)
• Names of staff members responsible for extracurricular activities.

All school Websites should provide a link to the Board Website

Photographs of students (individual and/or group)

• Student's work (e.g. essays, projects, etc.)
• Names of students participating in extracurricular activities and student council 
• Names of student award-winners/prize winners

Please note the waiver on the Student Registration form covers these items.

• Student's report card and academic transcript
• Student's Ontario Student Record (OSR)
• Student's telephone number, home address, personal email address
• Parent's/Guardian's name, telephone number, home address, personal email address
• Staff telephone number, home address, personal email address

1. Elementary Students
   Photographs of elementary students may be posted on DDSB Websites with parental permission as obtained through the annual registration form. Where possible, group shots are preferred to individual shots. No identification of the student will be made.
2. Secondary Students
   Identifiable photographs of secondary students are permitted with appropriate written approval. Where possible, group shots are preferred to individual shots. First name and first initial of surname may be posted.
3. Adults
   Identifiable photographs of staff or other adults may be posted if authorized by the staff member or the adult in question.

• All published student work (written and/or illustrated) requires permission from the author beforeposting. This is covered on Student Registration forms distributed in the fall of each year.
• Students and teachers must follow copyright and permission laws when including material from other Websites.

School newsletters must be reviewed on a page-by-page basis before they are posted to a Durham District School Board Website. If they contain personal information, they should be posted to the Website only if the personal information is edited out or if the individuals to whom the personal information relates have consented to its posting.