BCeSIS
Module
1
Version Number 3.0
Overview of BCeSIS
Processes and FOIPPA
Participant Handout
Package
Copyright
© 2004 The Province of British Columbia (The Ministry of Education)
All documents and material in this resource are copyright to Her Majesty the Queen in Right of
the Province of British Columbia and includes the Ministry of Education.
Permission to copy and use this resource in part, or in its entirety, for non-profit educational
administration purposes within British Columbia is granted to British Columbia School Boards
and Independent Schools that are signatories to a Memorandum of Understanding or Service
Management Agreement with the Ministry of Education for their participation in the Common
Systems Initiative (CSI).
BCeSIS™ is a trademark of The Administrative Assistants Ltd.
Warranty Disclaimer
This information is provided as a public service by the Government of British Columbia, Box
9411, Victoria, British Columbia, Canada V8W 9V1.This document and all of the information it
contains are provided "as is" without warranty of any kind, whether express or implied. All
implied warranties, including, without limitation, implied warranties of merchantability, fitness
for a particular purpose, and non-infringement, are hereby expressly disclaimed.
Limitation of Liabilities
Under no circumstances will the Government of British Columbia be liable to any person or
business entity for any direct, indirect, special, incidental, consequential, or other damages based
on any use of this document or any other document to which this document is linked, including,
without limitation, any lost profits, business interruption, or loss of programs or information, even
if the Government of British Columbia has been specifically advised of the possibility of such
damages.
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS Overview
Presentation
Title
Subtitle
Module 1
Version or Date
BCeSIS Training Program Objectives
• Equip district trainers to support BCeSIS
implementation in their district
• Provide a flexible approach
• Accommodate a range of different
learning styles
• Ensure consistency of processes,
business practices and data integrity
• Provide tools to maximize the success of
BCeSIS implementation in districts
2
Module
BCeSIS
1
BCeSIS Overview
BCeSIS Training Program
• 24 modules comprising 4.5 weeks
• Divided into:
– 3 weeks Basic Training
– 1.5 weeks Scheduling Training
• Modules are between 0.25 day and 5
days long
– Most are 1 day long
• Modules 1 and 2 pre-requisites for all
modules
3
Module
BCeSIS Training Program
1
BCeSIS Overview
1
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
BCeSIS Training Program
Module Name
Duration
1. Overview of BCeSIS Processes & FOIPPA
0.5
2. Introduction to Using BCeSIS
0.5
3. System Configuration & Security
1.5
4. School Planning & Management
1
5. Train-the-Trainer Basics
1
6. Registration Management
1
7. Course Management
1
8. Demographic Management
0.5
9. Attendance
0.5
10. Curriculum Standards Management
0.5
11. Grade & Mark Reporting
0.5
12. Testing Management
0.5
13. Diploma and Credit Management
0.5
Module
4
BCeSIS
1
BCeSIS Training Program
Duration
14. Incident Management
0.5
15. Program Groups and Types
0.5
16. Administrative Reporting
0.5
17. Year-End Transition
0.5
18. Co-op Module
0.25
19. Teacher Assistant
1
20. Fee Management
0.5
21. Transportation Management
0.25
22. Parent Assistant
0.5
Module Name
2 days
31. Scheduling Basics
5 days
Module
Week 3
Basic
Duration
30. Scheduling Pre-requisites
BCeSIS
Week 2
Basic
BCeSIS Overview
Module Name
5
Week 1
Basic
1
Scheduling
BCeSIS Overview
Training Program Format
• Presentations & Recordings
• System Demos &
Hands-on Exercises
• Quiz Shows
• Assessments & Evaluations
6
Module
BCeSIS Training Program
1
BCeSIS Overview
2
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
Module 1 - Objectives
• Describe the benefits of an enterprise
student information system
• Identify the key changes to provincial
processes
• Summarize the key provincial standards
• Explain FOIPPA requirements
Module
7
BCeSIS
1
BCeSIS Overview
Module Agenda
Topic
Introduction to the Module
Approx.
Time
15 min
Introducing BCeSIS
Provincial Processes – Dee Freethy
15 min
30 min
Coffee Break
Introducing FOIPPA- David Loukidelis
15 min
FOIPPA Overview – Lorrainne Dixon
45 min
Wrap
- up
15 min
Module
8
BCeSIS
1
BCeSIS Overview
Welcome to BCeSIS!
• Beginning of an exciting implementation
• BCeSIS will be the student information system for our
district
– Common to other districts in the province
• Profound impact on all areas of district and school
operations:
–
–
–
–
–
–
Registration
Scheduling
Attendance
Graduation
Special education
Report cards, etc.
• Training is essential to the success of implementation!
9
Module
BCeSIS Training Program
1
BCeSIS Overview
3
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
Goals of BCeSIS Implementation
One student record, stored in one
location, accessed by all authorized users
in our school and school district
• All participating schools will:
– Use an enterprise system (BCeSIS)
– Share IT services
10
1
Module
BCeSIS
BCeSIS Overview
Expected Results
• Improved student achievement
• Appropriate, efficient and effective access to data
• Improved information for data-driven decisions by educators
• Improved parent involvement through access to information
• Ensure the security and privacy of data
• Consistent, timely and accurate data for
management, reporting, and analysis
• Records easily follow students transferring
inside British Columbia
• Improved program tracking and analysis
11
Module
BCeSIS
1
BCeSIS Overview
What does BCeSIS mean for
our District?
• District-specific points to be covered here
12
Module
BCeSIS Training Program
1
BCeSIS Overview
4
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
BC Processes
• Presenter: Dee Freethy
– Operation & Standards Manager,
BCeSIS Project
• Recording will last approximately 20
minutes
• Recording Link:
– BCeSIS- Training Materials – Dee Freethy
Recording
13
Module
BCeSIS
1
BCeSIS Overview
Introducing FOIPPA
• Presenter: David Loukidelis
– Information & Privacy Commissioner
for BC
• Recording will last approximately 10
minutes
• Recording Link:
– BCeSIS- Training Materials – David
Loukidelis Recording
14
Module
BCeSIS
1
BCeSIS Overview
Introducing FOIPPA
• Presenter: Lorrainne Dixon
– Privacy Consultant
• Recording will last approximately
20 minutes
• Recording Link:
– BCeSIS- Training Materials – Lorrainne
Dixon Recording
15
Module
BCeSIS Training Program
1
BCeSIS Overview
5
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
Question Period
• Presenter: Allan Carlson
– Manager, Privacy Assessment and
Information Access
• Question Period Recording will last
approximately 10 minutes
• Recording Link:
– BCeSIS- Training Materials – Allan Carlson
Q&A Recording
Module
16
BCeSIS
1
BCeSIS Overview
Review Learning Objectives
• Describe the benefits of an enterprise
student information system
• Identify the key changes to provincial
processes
• Summarize the key provincial standards
• Explain FOIPPA requirements
Module
17
BCeSIS
1
BCeSIS Overview
Key Module Messages -1
• Goal for BCeSIS is improved student achievement
–
–
–
–
Consistent, timely, accurate data
Reduced manual work
Streamlining processes
Advanced features – parental access
• BCeSIS has been customized to meet district-identified
requirements
• BCeSIS has 3 levels for establishment of
codes
– Enterprise
– District
– School
18
Module
BCeSIS Training Program
1
BCeSIS Overview
6
Module 1 - Overview of BCeSIS Processes & FOIPPA
BCeSIS
Key Module Messages -2
• FOIPPA balances
– Access to information
– Rights to privacy
• FOIPPA important for BCeSIS:
– Web-enabled database, shared across districts, accessible to
many people
– Contains personal information on most children in BC
• FOIPPA reminders:
–
–
–
–
Only collect what you need
Be objective when entering notes
Don’t automate “bad” practices
Only share information on a “need to know” basis
• Independent Schools covered by PIPA
19
Module
1
BCeSIS Overview
End of Module
Presentation
Title 1
Subtitle
BCeSIS Training Program
Version or Date
7
Module 1 - Overview of BC Processes (Dee Freethy Recording)
Presentation
Title
Overview of
BC Processes
Dee Freethy – Operation & Standards Manager,
SubtitleProject
Version or Date
BCeSIS
BCeSIS
•
•
•
•
•
Why a Common SIS?
Achievement
Accountability
Autonomy
Flexibility/Choice
Funding
1
Module
1
BCeSIS
2
Module
BCeSIS Training Program
BCeSIS Processes
Levers
1
BCeSIS Processes
1
Module 1 - Overview of BC Processes (Dee Freethy Recording)
BCeSIS
Expected Results
• Improved student achievement
• Appropriate, efficient and effective access to data
• Improved information for data driven decisions by educators
• Improved program tracking and analysis
• Consistent, timely and accurate data for management, reporting,
and analysis
• Improved parent involvement through access to information
• Ensure the security and privacy of data
• Records easily follow students transferring inside British Columbia
3
Module
BCeSIS
4
Module
BCeSIS
5
Module
BCeSIS Training Program
1
BCeSIS Processes
Current Systems
1
BCeSIS Processes
Shared System
1
BCeSIS Processes
2
Module 1 - Overview of BC Processes (Dee Freethy Recording)
BCeSIS
Operational Innovation
“How can we use this new
technology to allow us to do the
things that we are NOT already
doing and, therefore, take a
journey from the familiar into the
unknown?”
Michael Hammer
1
Module
6
BCeSIS
BCeSIS Processes
Framework for Change
Old
New
Multiple Systems &
Services
Shared Systems &
Services
Manual Processes
Electronic Processes
Data Exchanges
Share the Same Data
Restrict Education
Policy
Enable Education Policy
7
1
Module
BCeSIS
BCeSIS Processes
New Process Goals
Reduce Manual Work
• Reduce the number of manual contacts and contact points (every
three days)
• Reduce data entry (work and rework)
• Dis-intermediate the work (information to flow with as little
interruption and mediation as possible)
Eliminate Handoffs between:
• Schools
• Districts
• Districts and Ministry
Hybrid of Centralized and Decentralized
• Centralize systems
• Decentralize – autonomy for service delivery
8
Module
BCeSIS Training Program
1
BCeSIS Processes
3
Module 1 - Overview of BC Processes (Dee Freethy Recording)
BCeSIS
New Process Goals
Operate as One Business (Education Sector)
•
•
•
•
Not two – sending information back and forth on set timelines
Improved data quality
One source of information for schools and ministry
Share common (standard) processes
Integrate Ministry Information Systems
•
•
•
What is the future for TRAX and SLD?
How will we work with BCeSIS?
How is BCeSIS different from the data warehouse?
Integrated Management Processes
•
•
•
•
As few people as possible should be involved in the performance of a
process
Process Teams
Multidimensional jobs
Responsible to perform the whole process, not just a small piece of it
9
Module
BCeSIS
10
1
BCeSIS Processes
Provincial Standards
Module
BCeSIS
1
BCeSIS Processes
Provincial Standards
Process to set data standards
• Data Standards Committee
• Security Committee
• Standards and Operations Committee
Who?
When?
11
Module
BCeSIS Training Program
1
BCeSIS Processes
4
Module 1 - Overview of BC Processes (Dee Freethy Recording)
BCeSIS
12
Module
BCeSIS
Data Quality
1
Data Quality
• Data quality is key to the success of:
– Integrating processes
– Supporting change
– Creating consistent standards
– Supporting the ability to produce the
expected results for BCeSIS
• What do you need to know, and what
can you do to ensure BCeSIS contains
accurate data?
13
Module
BCeSIS
1
Your Role
• In your role you should know:
– Who uses the data you enter
– How the data effects the student’s education
– The impact of incomplete or inaccurate data
– The effect of the data on
your school and/or district
– What you can do to ensure
the accuracy of the data
14
Module
BCeSIS Training Program
1
5
Module 1 - Overview of BC Processes (Dee Freethy Recording)
BCeSIS
Data Support Activities
• Developing a culture that will result in accurate,
reliable data:
– Establish a process to resolve data discrepancies
– Periodic verification of data against source
documents
– Identify and resolve barriers to effective data entry
• Communicate this information effectively to all users
– Encourage data driven decision making for
evaluating instructional programs and student
achievement
15
Module
BCeSIS
1
Data Support Cont.
• Develop a training program for backup
and substitute personnel
• Respect the privacy and
confidentiality of student
data
16
Module
1
BCeSIS
BCeSIS Processes
Summary
• Student Achievement – use BCeSIS as a
tool to monitor and improve student
achievement.
This requires:
• Change – require new ways of doing
business
• Standards – consistent processes for
consistent results
• Data Quality – clean, accurate and complete
data
17
Module
BCeSIS Training Program
1
BCeSIS Processes
6
Module 1 - Overview of BC Processes (Dee Freethy Recording)
Presentation
Title
End of Presentation
Module 1 – Dee Freethy
Subtitle
Version or Date
BCeSIS Training Program
7
Module 1 - Freedom of Information & Protection of Privacy (David Loukidelis Recording)
Freedom of Information &
Presentation
Title
Protection
of Privacy
David Loukidelis – Information & Privacy
Subtitle for BC
Version or Date
Commissioner
BCeSIS
2
Introducing FOIPPA
Module
BCeSIS
1
FOIPPA Overview
Why is FOIPPA important?
Privacy is an important issue for society
in general:
– most western countries have privacy legislation
– public and private legislation in effect in every
province
– research shows individuals are very concerned
about protection of individual information
– post 9/11 legislation responses brought privacy into
direct conflict with security and safety measures
3
Module
BCeSIS Training Program
1
FOIPPA Overview
1
Module 1 - Freedom of Information & Protection of Privacy (David Loukidelis Recording)
BCeSIS
Meeting the Challenges
FOIPPA is the foundation on which
BCeSIS must be based.
4
Module
BCeSIS
5
FOIPPA Overview
FOIPPA and BCeSIS
Module
BCeSIS
1
1
FOIPPA Overview
Information & Privacy Commissioner
FOIPPA gives the commissioner broad
powers with respect to privacy:
– investigate & attempt to resolve complaints
– issue an order to stop or destroy information
– comment on privacy implications of:
• proposed legislation
• automated systems
• records management practices
6
Module
BCeSIS Training Program
1
FOIPPA Overview
2
Module 1 - Freedom of Information & Protection of Privacy (David Loukidelis Recording)
End of Presentation
Presentation
Title
David Loukidelis – Information & Privacy
Subtitle for BC
Version or Date
Commissioner
BCeSIS Training Program
3
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS FOIPPA
Presentation
Title Overview
Lorrainne Dixon – Privacy Consultant
Subtitle
Version or Date
BCeSIS
2
Module
BCeSIS
3
Topics Covered
1
FOIPPA Overview
Consider this Scenario
Module
BCeSIS Training Program
1
FOIPPA Overview
1
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Background to FOIPPA
• FOIPPA came into effect in 1993
• Widely acknowledged to be the best
Freedom of Information legislation in
Canada
4
Module
BCeSIS
1
FOIPPA Overview
Purpose of FOIPPA
• Regulates the collection, use, disclosure,
retention & security of all personal information
by public bodies
– Regardless of how the information is recorded
– All recorded information about an identifiable
individual
• Ministry of Education & all school boards are
public bodies under the Act
• Two fold purpose:
– Access to Information
– Protection of Privacy
5
Module
BCeSIS
1.
2.
3.
4.
5.
6
1
FOIPPA Overview
FOIPPA- 5 Key Principles
Rights of Access to Information
Protection of Individual Privacy
Access to Own Personal Information
Correction of Own Personal Information
Independent Review by Information &
Privacy Commissioner
Module
BCeSIS Training Program
1
FOIPPA Overview
2
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
7
Module
BCeSIS
8
FOIPPA & other Legislation
1
FOIPPA Overview
Collection of Personal Information
Module
1
FOIPPA Overview
BCeSIS What is Personal Information?
9
Module
BCeSIS Training Program
1
FOIPPA Overview
3
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Purposes
Personal information may only be collected if:
1. Authorized by legislation
2. Necessary for law enforcement
3. Necessary for the operation of
a program
This means you must only collect the
information you need
10
Module
BCeSIS
1
FOIPPA Overview
What has Changed?
• Privacy responsibilities are nothing new
to School Districts
– FOIPPA has been in effect since 1994
• BCeSIS controls some collection
practices
– e.g. Ethnicity Field is visible but not usable
11
Module
1
FOIPPA Overview
BCeSIS Collecting Personal Information
• Directly from the individual unless
another method is authorized
• May collect information from other
sources if:
– for the purpose of determining suitability for
an honour or award
• Must provide a notification of the purpose
of collection
12
Module
BCeSIS Training Program
1
FOIPPA Overview
4
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Creating Records
• Any information that is entered into
BCeSIS is considered a “Record”
• BCeSIS Notes:
– Write as though they could be
published in tomorrow’s newspaper
• Remember emails are considered
records
• Make sure information captured is
accurate
13
1
Module
BCeSIS
FOIPPA Overview
Right to Request Correction
• Individuals can request a correction to
personal information
14
1
Module
BCeSIS
FOIPPA Overview
Privacy Principles
• Collect personal information only when it
is essential for program delivery
• Limit use of information for the purpose
for which it was collected
– or for a consistent purpose
• Disclose only when permitted
15
Module
BCeSIS Training Program
1
FOIPPA Overview
5
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS Privacy Principles - Implications
Review current collection practices on a
regular basis:
– determine if all of the information currently
collected is still needed
– see if it is necessary to have paper files
Don’t automate “bad” practices
16
Module
BCeSIS
17
FOIPPA Overview
Use of Personal Information
Module
BCeSIS
1
1
FOIPPA Overview
Use of Personal Information
Personal information may only be used for:
– the stated purpose for which is was
collected
– a consistent purpose
• A different purpose needs consent of the
individual
18
Module
BCeSIS Training Program
1
FOIPPA Overview
6
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Limitations on Use
• Personal Information should only be
shared on a “need to know” basis
– What do people really NEED to know vs.
what would they LIKE to know
• District Responsibilities:
– Apply security roles to individual users
– Monitor application of security roles
– Conduct real- time audits
– Create a district policy regarding access to
information
19
Module
1
BCeSIS
FOIPPA Overview
Disclosure
• Obligated NOT to disclose information
except:
– For the purpose for which it was collected
– For a consistent purpose
– With the consent of the individual
– Where disclosure is permitted under the
legislation (i.e. law enforcement)
– For research
• Need a research agreement
20
Module
BCeSIS
1
FOIPPA Overview
Limitations on Disclosure
• Disclosure of personal Information is only
allowed under stipulated conditions
– Important to ensure no detrimental
consequence for the individual
• First verify authority for a disclosure
21
Module
BCeSIS Training Program
1
FOIPPA Overview
7
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Access to Records
Access
22
1
Module
BCeSIS
FOIPPA Overview
Access to Records
• Release unless an exception in the Act
allows information to be withheld
• FOIPPA - Act of last resort
• School settings continue to make
information available as you did before
• Requesting information does not
automatically mean it will be granted
23
Module
BCeSIS
24
1
FOIPPA Overview
Privacy and Security
Module
BCeSIS Training Program
1
FOIPPA Overview
8
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Protection of Information
• Must make reasonable security
arrangements to protect the personal
information in BCeSIS
• Security measures must be consistent
with the sensitivity of the information:
– Medical, legal & financial information is more
”sensitive” and should be treated accordingly
25
1
Module
BCeSIS
FOIPPA Overview
Security Measures
• Computer screens should not be visible
to the public
• Use the LOCK function
• Restrict access to information
• Train on “dummy data”
26
Module
BCeSIS
27
Module
BCeSIS Training Program
1
FOIPPA Overview
LOCK Function
1
FOIPPA Overview
9
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
28
Retention & Destruction
1
Module
BCeSIS
FOIPPA Overview
Keeping Records
• Retain records containing information
only:
– for the period authorized by existing
legislation or policy and then destroy them
• If personal information is used to make a
decision that directly affects an individual
– The public body must retain that information
for at least one year
29
Module
BCeSIS
1
FOIPPA Overview
Destruction of Information
• The Document Disposal Act
and School Act govern
– destruction of personal
information by schools
• Under current legislation the Permanent
School Record must be retained for 55
years
30
Module
BCeSIS Training Program
1
FOIPPA Overview
10
Module 1- FOIPPA Overview (Lorrainne Dixon Recording)
BCeSIS
Meeting the Challenges
• BCeSIS project spent a good deal of time
& effort ensuring privacy issues are dealt
with
• Each District will be responsible for
developing their own Privacy Plan
– Website will provide guidance and best
practices
• Training (you are listening to it now!) has
been developed
31
Module
1
BCeSIS
FOIPPA Overview
Summary
• FOIPPA provides an excellent framework for the
protection of individual student information
• To maintain public confidence in BCeSIS it is important
that all users :
– understand the importance of privacy and security issues
– work to ensure compliance with the safeguards
• We know that the public is worried about privacy,
government surveillance and large databases
• It is vital that all users act as privacy advocates for the
personal information in the system
32
Module
1
FOIPPA Overview
End of Presentation
Presentation
Title
Lorraine Dixon – Privacy Consultant
Subtitle
BCeSIS Training Program
Version or Date
11
Module 1- FOIPPA Q&A (Allan Carlson Recording)
BCeSIS FOIPPA
Presentation
Title Q & A
Allan Carlson – Manager, Privacy Assessment
Subtitle
Version or Date
and
Information Access, Ministry of Education
BCeSIS FOIPPA Question and Answer
Should schools keep copies of
birth certificates ?
2
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Should schools keep copies of birth
certificates ?
•This is a District policy
•Ministry does not require districts to
retain copies of certificates
•Districts must be able to produce
documentation to authenticate identity
and birth date if required
3
Module
BCeSIS Training Program
1
Q&A
1
Module 1- FOIPPA Q&A (Allan Carlson Recording)
BCeSIS FOIPPA Question and Answer
Does a consent to release of
information need to signed
annually?
4
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Does a consent to release of
information need to signed annually?
•This is a District decision
•Best privacy practices dictate districts
should notify parents annually of all uses
of personal information
5
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
At what age can students
determine what information is
shared?
6
Module
BCeSIS Training Program
1
Q&A
2
Module 1- FOIPPA Q&A (Allan Carlson Recording)
BCeSIS FOIPPA Question and Answer
At what age can students
determine what information is
shared?
• FOIPPA does not define an answer to
this question
• These questions are handled on a case
by case considering such factors as
age and level of competency
7
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Can schools disclose information
without parent/guardian consent if
required by police or another agency
to investigate or provide service?
8
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Can schools disclose information
without parent/guardian consent if
required by police or another agency
to investigate or provide service?
• Yes, in accordance with section 33 of
FOIPPA
• Obtain written request, on agency
letterhead citing authority to collect the
information
• Disclose only minimum info necessary
9
Module
BCeSIS Training Program
1
Q&A
3
Module 1- FOIPPA Q&A (Allan Carlson Recording)
BCeSIS FOIPPA Question and Answer
Where is the data stored and what
access does the Ministry have to
the data in the database?
10
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Where is the data stored and what
access does the Ministry have to
the data in the database?
• Active data stored in a top-security data
center in the lower mainland, backups
stored in separate secure facilities
• Ministry cannot browse or view any
data, but is provided data extracts of
legislated information
11
Module
1
Q&A
BCeSIS FOIPPA Question and Answer
Where should people go for more
information?
12
Module
BCeSIS Training Program
1
Q&A
4
Module 1- FOIPPA Q&A (Allan Carlson Recording)
BCeSIS
For more Information….
For further information, contact:
Allan Carlson
[email protected]
(250) 356
- 7508
© 2004 The Province of British Columbia (The Ministry of Education)
All documents and material in this resource are copyright to Her Majesty the Queen in Right of the Province of British Columbia
and includes the Ministry of Education. Permission to copy and use this resource in part, or its entirety, for non-profit educational
administration purposes within British Columbia is granted to British Columbia School Districts and Independent Schools that
have completed a Memorandum of Understanding or Service Management Agreement with the Ministry of Education for their
participation in the Common Systems Initiative (CSI). Such agreements also include terms for use and disclosure of any and all
Common Systems Initiative project material, resources, and documentation.
eSIS™ is a trademark of The Administrative Assistants Ltd.
13
Module
1
Q&A
End of Question
Presentation
Titleand Answer
Allan
Carlson
Subtitle
BCeSIS Training Program
Version or Date
5
Module 1: BCeSIS Processes
Knowledge Assessment
Choose only one answer for each question. Mark your answer in the appropriate box on the right
side of the sheet, adjacent to the question, as shown in the example below.
SAMPLE - Question and correct answer.
1. When you leave your computer unattended, regardless of how short a period you will be
away, you should always:
A Cover your screen
A
B Lock your computer.
B
C Logoff from BCeSIS.
C
D Switch off your computer monitor.
D
±
ASSESSMENT STARTS HERE
1. You would require the highest level of security access to change these types of codes in
BCeSIS:
A District codes.
A
B School codes.
B
C Group of school codes.
C
D Enterprise codes.
D
2. What is the overall goal of all education partners in BC?
A To reduce data entry.
A
B To reduce workplace stress.
B
C To reduce school-based costs.
C
D To improve student performance.
D
3 Standards at the Enterprise level are determined by:
A The Ministry of Education.
A
B School BCeSIS operators.
B
C School board policies.
C
D Legislation, regulations, and policies.
D
BCeSIS Training—Module 1 • 1
Module 1: BCeSIS Processes
Knowledge Assessment
4 All BCeSIS standards and processes must comply with:
A District regulations.
A
B FOIPPA.
B
C School board policies.
C
D FIPPOA.
D
5 An example of information required by legislation to be collected is:
A Course code information.
A
B Absent and late information.
B
C Course scheduling information.
C
D Student transportation information.
D
2 • BCeSIS Training—Module 1
Module 1: FOIPPA
Knowledge Assessment
Choose only one answer for each question. Mark your answer in the appropriate box on the right
side of the sheet, adjacent to the question, as shown in the example below.
SAMPLE - Question and correct answer.
1. When you leave your computer unattended, regardless of how short a period you will be
away, you should always:
A Cover your screen
A
B Lock your computer.
B
C Logoff from BCeSIS.
C
D Switch off your computer monitor.
D
±
ASSESSMENT STARTS HERE
1. Meeting FOIPPA requirements is important because:
A BCeSIS is a huge database.
A
B BCeSIS has never been used before.
B
C Anyone can access the information in BCeSIS.
C
D Freedom of information and protection of privacy rules are legislated, and districts
are required by law to follow them.
D
2. In many school districts FOIPPA is also know as:
A FAIPOP
A
B FIPPOA
B
C FOIPOP
C
D FIOPPA
D
3. Which best describes the School Act “access to student records” clause?
A Administrative staff can share access to student records.
A
B School principals have access to district student records.
B
C Law enforcement and/or social agencies can access student records anytime.
C
D Parents have a right of access to their child’s records and do not have to go through
FOIPPA to get them.
D
BCeSIS Training—Module 1 • 1
Module 1: FOIPPA
Knowledge Assessment
4. Under FOIPPA personal information is defined as:
A All information about a person.
A
B Any information relating to a specific individual.
B
C Recorded information relating to a specific person.
C
D Recorded information about an identifiable individual.
D
5. Independent schools are covered by which privacy legislation ?
A PIPA.
A
B FOIPPA.
B
C Patriot Act.
C
D As part of the broadly defined private sector, they are not covered by any privacy
legislation.
D
2 • BCeSIS Training—Module 1