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
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.
Student Safety Program
The Student Safety Program guides staff in protecting students from harm by adults, and in responding to incidents. The program aims to prevent and provide timely response to harm on students by adults during school and school-related activities.
This initiative includes the following policy and related procedures, reporting forms, and guidance:
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Student Protection Policy
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Procedures for Preventing and Responding to Harm by Adults
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Preventing and Responding to Harm Reporting Form
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Yukon School Post-Incident Communications Guidance
Seesaw for Schools
The Yukon Department of Education (DOE) is replacing their current online learning tool, FreshGrade, with Seesaw for Schools. Similar to FreshGrade, Seesaw is a digital portfolio tool that is provided by Seesaw Learning. Seesaw is a web-based software used to manage student portfolios and share student work and progress with parents and guardians.
The DOE has initiated this PIA to evaluate the privacy considerations for its intended use of Seesaw before the DOE purchases Seesaw and begins implementing Seesaw in Yukon schools. This assessment is based on the information provided by Seesaw Learning and the DOE's expected use of Seesaw.
The DOE intends to use Seesaw in Yukon elementary schools. In future, the use of Seesaw may also be expanded to secondary schools. Should the DOE begin using Seesaw in secondary schools, the application and use of Seesaw is expected to remain the same as with elementary schools, however, any substantive changes should be documented in PIA Addendum or similar document.
Yukon's Student Information System (Aspen) - PIA Refresh 2023
This initiative is an update to a previously completed (2017) Aspen PIA. It is being refreshed to reflect the additional sharing of student demographic data with Health and Social Services, the updated cloud-hosted solution, and to reflect updated authorities under the new ATIPP Act.
The Yukon Student Information System (ASPEN) is a web-based student information system (SIS) that is used to collect and store student data and records for all Yukon elementary and secondary school students. ASPEN is a shared SIS for use by schools in British Columbia and Yukon. The SIS is a hosted, web-based service built upon the Follett ASPEN SIS software service and is provided by Fujitsu Consulting (Canada) (Fujitsu). ASPEN is known as "MyEducation" in B.C. As B.C. holds the contracts with Fujitsu, some documents may refer to MyEducation, rather than ASPEN.
ASPEN provides a universal data management system that is designed to:
* create an integrated network to manage school and student information across Yukon;
* streamline the administrative processes used by schools to record student attendance and achievement; and
* maintain a Yukon-wide student registry and electronic permanent record.
The core functions of ASPEN include the management of student demographics, enrolment and attendance, programs and courses, student achievement, individual education and learning plans, and reports. ASPEN also includes a module that tracks individual student credits required for graduation. A single record is maintained for each student, which is available only to authorized users associated with the school providing educational services to each student.
Training Programs - Federal International Student Program - Implementing Federal Minister Instructions for Provincial Attestation Letter
The federal government, through its International Student Program (ISP) under the Immigration and Refugee Protection Act (IRPA) and its regulation from the Immigration, Refugee and Citizenship Canada (IRCC) has a Memorandum of Understanding (MOU) with the Yukon Government Department of Education. The purpose of the program is to facilitate entry of international students for the primary purpose of studying in Canada. The MOU acknowledges that information sharing between the federal and territorial government is required to administer the program. In addition, this PIA addresses the privacy considerations for using a Yukon Government SharePoint Collab Site with role-based limited permissions for Designated Learning Institution (DLI) external parties to request and for Education to issue the Provincial Attestation Letters (PALs) that contain personal information of foreign national applicants intending to study at a Yukon DLI.
Early Learning Child Care Website
Early childhood educators need coordinate training and networking opportunities for professional development. This supports high quality early learning and child care and improved outcomes for Yukon children.
Currently, the Government of Yukon has no website presence for early learning and child care educators. This publicly available website is a requirement of the Canada-Yukon Early Learning and Child Care Agreement Annex 3 & 4 2021-22 and it aligns with the government's mandate to implement the Yukon's universal early child care program.
The benefits of a website for early childhood educators include:
* The Government can show it is prioritizing its commitments to improve early learning and child care in the Yukon.
* Early childhood educators, any of whom work in isolation or with limited capacity to collaborate, will have supports, networks and communities of practice to support them in providing high quality early learning.
*Early childhood educators will feel valued in their field. This will support staff retention which underpins consistent early learning and child care services to Yukon children and families.
We anticipate approximately 350 early childhood educators and 75 licensed programs will access the website annually.