Digital Learning Tools

Application: Google Workspace for Education
Vendor: Google LLC

What it does

Google Workspace for Education is a suite of web-based productivity tools, many also exist in iOS and Android app form. All DSBN students have a Google Workspace account. In addition to all of the privacy and security that comes with the Education version of Google Workspace, all school boards in Ontario have an addendum to the standard agreement that further enhances student privacy and security aligned with provincial regulations.

DSBN students have access to these core Google Workspace for Education apps:

• Assignments – submission through classrooms
• Calendar – individual calendar
• Classroom – online classroom
  Docs, Sheets, Slides, Forms – word processing, spreadsheet, presentation, survey
  Drive – store, access and share files
• Gmail – email
• Meet – online meeting platform
• Jamboard
• Keep – notes
• Sites – websites
• Tasks – organization
• Earth – geobrowser that accesses satellite and aerial imagery, topography, ocean bathymetry, and other geographic data
• Maps – detailed information about geographical regions and sites around the world
• Photos – photo and video storage

Student personal information disclosed

• student name;
• DSBN username and email address;
• unique account identifier;
• school, grade, class and course information;
• documents, presentations, spreadsheets, forms, email, calendar entries and other student-created content;
• classroom posts, assignments, submissions, comments, feedback and grades;
• photographs, audio or video intentionally uploaded or created through an enabled service;
• communications with teachers, students and other authorized users;
• service settings and preferences;
• dates and times of access and service activity; and
• technical information such as IP address, browser, device, operating system and service logs.

Why the information is shared

The information is needed to create and manage the student’s DSBN account, provide email and collaboration tools, support classroom instruction, allow students to create and submit work, enable communication and collaboration, protect accounts and provide technical support.

Privacy Policy
Privacy and Security

Application: Microsoft 365 Education
Vendor: Microsoft Corporation

What it does

Microsoft 365 is a suite of business standard, web-based applications previously known as Microsoft Office, with some new tools added to support learning either in the classroom or remotely. All DSBN students have a Microsoft 365 account. In addition to all the privacy and security that comes with the Education version of Microsoft 365, all school boards in Ontario have an addendum to the standard agreement that further enhances student privacy and security aligned with provincial regulations.

DSBN students have access to these core M365 apps:

• Calendar – individual calendar
• Word, Excel, PowerPoint, Forms – word processing, spreadsheet, presentation, survey
• OneDrive – store, access and share files
• OneNote – notes and organization
• People – contact management
• SharePoint – sharing and collaboration space
• Stream – video storage and sharing
• Sway – interactive reports and presentations
• Teams – online meeting platform, used as part of synchronous remote learning
• ToDo – task tracking
• Whiteboard – digital freeform collaboration

Student personal information disclosed

• student name;
• DSBN username and email address;
• unique account or directory identifier;
• school, grade, class and course information;
• group, class and Teams memberships;
• email, chat, meeting and collaboration content;
• documents, files, forms, assignments and other student-created content;
• assignment submissions, teacher feedback and assessment information where used;
• photographs, profile images, audio or video intentionally provided through an enabled service;
• calendar and meeting information;
• service activity, sign-in and audit information; and
• technical information such as IP address, device, browser, operating system and diagnostic logs.

Why the information is shared

The information is needed to create and secure the student’s DSBN account, provide communication and productivity tools, store and share schoolwork, support online and classroom learning, enable collaboration and provide technical and security support.

Privacy Policy
Privacy and Security

Application: Brightspace
Vendor: D2L Corporation

What it does

Brightspace is an online learning management system provided to all school boards in Ontario through the Ministry of Education. It includes an online classroom, a portfolio tool to help students document and share their learning with teachers. All DSBN students have a Brightspace account.

Student personal information disclosed

• student name;
• DSBN student number or another unique account identifier;
• DSBN email address and username;
• school, grade and class or course enrolment;
• teacher and course information associated with the student;
• assignments, submissions, discussions and other student-created content;
• assessment results, grades and teacher feedback;
• dates and times of access, course activity and completion information; and
• technical information generated when the service is used, such as IP address, browser, device and log information.

Why the information is shared

The information is needed to create and authenticate the student’s account, place the student in the correct courses, deliver online learning activities, allow teachers to assess and respond to student work, record progress and provide technical and security support.

Privacy Policy
Privacy and Security

Application: Insignia Library System
Vendor: Insignia Software Corporation

What it does

Insignia is the library management system used by DSBN for brick-and-mortar library resource management, as well as digital resources.  Students can access all print and digital resources, including eBooks, audiobooks, and interactive books, as well as free and paid DSBN subscriptions.  All collections, print and digital, are approved by DSBN staff prior to being made available to students. 

Student personal information disclosed

• student name;
• student number, barcode or another unique library identifier;
• DSBN email address;
• school, grade and homeroom;
• student account status;
• library items borrowed, returned, renewed, reserved or placed on hold;
• due dates, overdue status and replacement or fine information, where applicable;
• reading lists, favourites or reviews if those features are enabled; and
• account access and technical log information.

Why the information is shared

The information is needed to create and maintain the student’s library account, identify the student’s home school, lend and track library resources, manage holds and overdue items, provide catalogue services and communicate library notices.

Privacy Policy

Privacy and Security

Application: Aspen Student Information System
Software provider: Follett Software
Implementation, hosting and support provider: Fujitsu Consulting (Canada) Inc.

What it does

Aspen is DSBN’s central student information system. It is used to administer student registration, enrolment, demographics, attendance, timetables, classes, achievement, reporting, student supports and other school-board records and processes.

Student personal information disclosed

• student legal and preferred name;
• student number and Ontario Education Number;
• date of birth, age and grade;
• sex or gender information maintained by DSBN;
• home address, telephone number and email address;
• parent, guardian and emergency-contact information;
• school, program, classroom, course, timetable and enrolment information;
• attendance, absence and lateness records;
• marks, credits, report-card information and graduation progress;
• language, residency and registration information;
• transportation or dismissal information where maintained in Aspen;
• medical alerts, accommodations and student-support information where authorized;
• special education information, including identification, placement, program and IEP-related information;
• disciplinary, incident or safety-related records where maintained in the system;
• consents and permissions; and
• records and identifiers required for Ministry reporting and the administration of education.

Why the information is shared

The information is needed to maintain the student’s official school-board record, operate schools, schedule classes, record attendance and achievement, support student programming and safety, communicate with families, provide special education and other student services, and complete authorized Ministry and school-board reporting.

Privacy:

Cybersecurity:

Application: Xello
Vendor: Xello Inc.

What it does

Xello supports education and career/life planning. Students can explore interests, strengths, careers, education pathways and postsecondary opportunities and can develop plans, portfolios, goals and course selections.

Student personal information disclosed

• student name;
• student number or another unique identifier;
• DSBN email address and account information;
• school, grade and expected graduation year;
• class or group information;
• demographic information required for authorized planning or reporting;
• course history, current courses, credits and marks where integrated;
• graduation requirements and pathway information;
• student responses to interest, skills and career-planning activities;
• goals, plans, reflections, portfolios and other student-created content;
• postsecondary, program or career interests; and
• service activity and technical log information.

Why the information is shared

The information is needed to create the student’s account, provide age- and grade-appropriate education and career-planning activities, personalize pathway information, support course and postsecondary planning, save the student’s work and allow authorized staff to support the student.

Privacy Policy
Privacy and Security

Application: School Cash Online
Vendor: KEV Group Inc. and/or KEV Software Inc.

What it does

School Cash Online allows schools to assign fees, products, events, activities and permission forms to students. Parents and caregivers can review items, submit forms and make online payments.

Student personal information disclosed

• student name;
• student number or another unique identifier;
• school, grade and homeroom;
• parent or caregiver name;
• parent or caregiver email address, telephone number and account information;
• fees, products, events or activities assigned to the student;
• permission-form information and responses;
• payment status, transaction amount, date and receipt information;
• refunds, adjustments and account balances; and
• service activity and technical log information.

Payment-card and banking information entered by a parent or caregiver is collected through the payment service and should not be described as information disclosed by DSBN unless DSBN actually supplies that information.

Why the information is shared

The information is needed to connect the student with the correct school items, notify families of available or outstanding items, process permission forms and payments, issue receipts, track payment status and maintain school financial records.

Privacy Policy
Cyber Security
Online Security Policy

Application: SchoolMessenger Communicate
Vendor: PowerSchool Group LLC

What it does

SchoolMessenger is used to send school and board communications to students and families by telephone, email, text message and other enabled communication channels. It may be used for attendance messages, emergencies, school notices, reminders and other operational communications.

Student personal information disclosed

• student name;
• student number or another unique identifier;
• school, grade, classroom and homeroom;
• student and parent or guardian email addresses;
• student and parent or guardian telephone numbers;
• preferred language or communication preferences;
• attendance or absence status when used for attendance notifications;
• transportation, emergency or operational information relevant to a message;
• message content and recipient lists;
• delivery, call, email and text-message status; and
• interaction records, such as whether a message was delivered, opened or responded to.

Why the information is shared

The information is needed to identify the correct recipients, send operational, attendance and emergency messages, communicate with students and families, accommodate communication preferences and confirm whether important messages were delivered.

Privacy Policy
Privacy and Security

Application: Clever
Vendor: Clever Inc.

What it does

Clever provides secure single sign-on and automated rostering between DSBN systems and approved educational applications. It allows students and educators to access approved applications and permits DSBN to control which roster information is provided to each connected application.

Student personal information disclosed

Depending on DSBN’s Clever configuration and the applications connected to it, DSBN may disclose:

• student name;
• student number or another unique identifier;
• DSBN username and email address;
• school and school identifier;
• grade;
• class, section, course and roster information;
• teacher and student class relationships;
• account status;
• identity-provider or authentication identifiers; and
• sign-in, application-launch and technical log information.

Clever may subsequently transmit an approved subset of this information to applications that DSBN has authorized and configured.

Why the information is shared

The information is needed to authenticate students, provide single sign-on, establish accounts in approved learning applications, assign students to the correct schools and classes, maintain current rosters and reduce the need for teachers or students to create separate accounts.

Privacy Policy
Privacy and Security