Currently, the Department of Education provides Whitehorse registrants with a downloadable and fillable pdf of the Annual School Bus Registration and the Public Transit Registration forms on Yukon.ca. Each form is completed and returned to Operations by email, fax, in person or mail. Paper forms received are scanned. The proposed initiative is to transition to a web-based Annual School Bus Registration form and a Public Transit Registration form using the Adobe Experience Manager Forms (“AEM”) portion of the Adobe Platform that has been purchased and is managed by YG Department of Highways and Public Works (“HPW”) eServices. A portal to the online forms will be published to the Department of Education's school bus and other transportation options webpage: https://yukon.ca/en/bus and https://yukon.ca/en/education-and-schools/plan-elementary-and-high-schoo.... Individuals will be able to view, complete, and submit the appropriate form to the DOE through their MyYukon account to register students for transportation.
School Transportation Registration Using Adobe Platform
Workhub Software Use
The Compliance Monitoring and Inspections (CMI) Program within the Department of Energy, Mines and Resources (EMR) uses an Operational Management System (WorkHub) to manage program information. The system supports the tracking and oversight of key data related to employee training, competencies, and operational readiness.
Employee information—such as first and last name, email address, Possession and Acquisition Licence (PAL), phone number, badge number, and Pleasure Craft Operator Card—is collected through FormStack, a previously assessed data collection platform. This information is securely transferred to WorkHub for centralized storage and management.
The collected data is used to manage uniforms, equipment, training, and certifications. It enables the CMI Program to ensure employees maintain the required competencies, supporting a safe and compliant environment for field inspection and monitoring activities.
Bell Portal - MyServe
This initiative involves implementing a new management portal (MyServe) provided by Bell, aimed at improving the management of cellphone lines and related usage information for Government of Yukon. This portal, which is managed by a third-party provider (Simplex Mobility Inc, operating as DMI Managed Services), will integrate with existing systems such as Active Directory (AD) and Intune, ensuring adherence to best practices. The new portal offers enhanced features, like improved user interface, integration with Active Directory (AD)
& Intune, enabling more user-friendly access to relevant information compared to the existing system. It will support the administration of cellphone lines, provide
EMR Envoke
The Yukon Government (YG) is implementing Envoke, a new email communication platform. Envoke is a Canadian owned and operated company that specializes in working with communication professionals. While other email platforms, such as MailChimp or Constant Contact, are designed for marketers to generate commercial revenue, Envoke focuses on facilitating effective and compliant communication. All client data is maintained on servers in Canada and service support is provided from within Canada as well. Envoke works with organizations such as government agencies, municipalities, universities, regulatory bodies, healthcare providers, financial institutions and more.
Envoke is very user friendly, and administrators can easily manage their accounts, departments, messages, and subscriptions. It has many privacy and security features in place as well as ensures Canadian Anti-spam Law (CASL) compliance. The application includes tools to automatically collect, track and upgrade to express consent under CASL and all types of implied consent expiry dates are tracked to automatically suppress emails where consent is no longer valid.
EMR Public Library Integrated System
The Yukon Energy, Mines and Resources Library (EMR Library) is moving to a new Integrated Library System, Koha ILS, for management of the library’s database. This system is replacing a legacy system (Virtua) and will allow the library to maintain an online catalogue, patron database and circulation functions. Support and remote hosting for the Koha ILS will be provided by Bywater Solutions.
Yukon Public Libraries is currently also using the Koha ILS with support and hosting provided by Bywater Solutions. They completed a Privacy Impact Assessment (PIA) and Security Threat and Risk Assessment (STRA) for the system’s implementation in 2023. Refer to Appendices B and C for details.
Yukon Public Library Integrated Library System Upgrade
The Yukon Public Libraries (YPL), a branch within the Department of Community Services, is implementing a new Integrated Library System (ILS) to host Whitehorse Public Library (the central branch) and 14 community libraries. The current ILS is outdated and YPL requires an updated, modern, and stable system.
The new ILS system will empower the public library to:
1. Maximize productivity for staff and patrons by streamlining back-office workflows, reducing time spent on weeding and supporting discovery and circulation as well as making the library resources, programs, and services more readily discoverable and available online.
2. Reach more users and turn online library visitors into frequent users by elevating their digital experience and using innovative technologies that are fast, intuitive, engaging and responsive 24/7.
3. Provide a value-added service to Yukoners by utilizing library technologies that collect data effectively and allow library staff to create meaningful reports to make informed decisions and make adjustments to increase program attendance, find new library members, increase circulation and show library’s impact in the community.
Through the standard YG procurement process, YPL has selected ByWater Solutions LLC (ByWater) to implement, configure and support the new ILS.
Social Media and Internet Platforms
This PIA has been initiated as an outcome of a Privacy Compliance Audit report completed by the Information and Privacy Commissioner (“IPC”) on the Yukon Department of Education’s use of student personal information on internet platforms.
Internet platforms means any medium whereby content (including, but not limited to images, videos, messages and sound files) is broadcast to, or capable of being broadcast to, the general public or a significant section of the general public. For clarity, and by way of example, internet platforms include but are not limited to school webpages, YouTube, Facebook, Instagram, X (formerly known as Twitter) and also any ‘blog’ or other type of web journal.
The Department of Education (“DOE”) of the Yukon Government (“YG”) permits Yukon schools to utilize internet platforms (namely, school websites and social media platforms) for connecting and communicating with parents, students, and school staff. The DOE has established guidelines to ensure that these websites and social media platforms have been approved by the DOE and established appropriately. As will be discussed throughout this PIA, the DOE’s guidelines direct schools to ensure that:
• All content, links and graphics published on a school website are appropriate for the school community and directly related to the goals of the school’s website.
• Schools have obtained a written agreement from students’ parents before taking photos and videos of students that are published on a school website or social media.
The internet platforms for Yukon schools that exist, at the time of writing this PIA, have been summarized in Appendix A of this PIA. Schools that have since moved to the First Nation School Board (FNSB) are using different internet platforms than presented.
Adult Protection (APS) case type
The Adult Protection Services (APS) project is intended to create an electronic case management system capable of responding to the requirement to better track the safety, service and developmental needs of adults involved with the adult protection system. Moving away from intense paper-based tracking systems through the creation of an electronic case management system allows social workers more time to focus on client services. This in turn helps support people’s lives by helping families experience better security, safety, well-being and positive outcomes. An increased ability to demonstrate enhanced security and privacy of program data is also expected as an outcome given the increase in the amount of client data stored within a secure system.
Envoke - Email Communication Distribution
The Department of Health and Social Services (HSS) is modernizing its health care cards and all eligible Yukoners will receive a new health care card over the next year. To ensure all contact information is up to date prior to new cards being mailed out, HSS is notifying all eligible Yukoners to ensure contact information is reviewed and updated if necessary. To update their information, Yukoners are required to either phone or visit the Insured Health Services (IHS) office in Whitehorse or the territorial agents in rural communities. In order for the Yukoners to receive timely notice, UHS plans to use Envoke to notify all eligible individuals and provide Yukoners with information on how to update their contact information prior to the new health care cards being mailed.
Electric Vehicles Charging Stations
The Electric Vehicle (“EV”) charging station initiative intends to increase access to EV charging stations within Yukon, as well as implement user fees for all existing and future public EV charging stations installed and operated by the Yukon Government (“YG”) Energy, Mines and
Resources - Energy Branch (“EMR”). There are currently no fees for individuals to use EV charging infrastructure within Yukon. Although the fee implementation date has not yet been determined, it is currently proposed for April 2025.
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