Personal Health Information Protection Act (PHIPA) Statement

In the role of Health Information Custodian, York Catholic District School Board (YCDSB) is committed to protecting privacy and ensuring the confidentiality of student personal health information in compliance with the Personal Health Information Protection Act (PHIPA).

The Personal Health Information Protection Act (PHIPA) sets out rules for collecting, using, sharing, and disclosing personal health information. YCDSB is the health information custodian for all personal health information collected to provide health care services in our schools. Agents authorized by the Board, such as psychology staff, speech-language pathologists, social workers, audiologists, occupational therapists, physiotherapists, mental health workers, behaviour analysts and those who support their services, are permitted to handle PHI in accordance with PHIPA, and their respective health colleges.

What is Personal Health Information (PHI)?

Personal Health Information includes details about a student’s physical or mental health, gathered through observation, assessment, counselling, or treatment. It may include information about cognitive, language, motor, sensory, behaviour, mental health, social and emotional skills, or functioning, as well as health card numbers.

Why is Information Collected and How is it Used?

Information is collected in a confidential health file to support student well-being and educational programming. It is used to plan and deliver programs and services that best meet students’ needs.

With Whom is Information Shared?

With expressed consent, relevant personal health information may be shared internally with YCDSB staff outside of Student Services who are directly involved in the student’s education, such as principals, teachers, guidance personnel, and support services. For some services, reports may be filed in the Ontario Student Record (OSR) to assist with programming and student success. Information will only be shared externally with other health information custodians or third parties when expressed written consent has been provided, except in circumstances where there is a legal obligation to report, a risk of harm, or as otherwise permitted or required by law.

Storage and Retention

Student Services ensures that confidential health files are securely maintained separate from a student’s other educational records, whether in hard copy or within the department’s electronic health record system. YCDSB retains health files until the student reaches age 31, while reports in the OSR remain for five years after the student retires from school.

Safeguards to Protect Personal Health Information

YCDSB employs a variety of technical, physical and administrative safeguards to protect personal health information, including strict access permissions and security controls (e.g., multi-factor authentication, encryption).

Access and Correction

Under PHIPA, individuals have the right to access their health records held by YCDSB or to request corrections to records if they believe the information is inaccurate or incomplete. Requests related to current student records (e.g., a report) can be made directly with the assigned healthcare professional, or with assistance from the school. For more comprehensive requests, and for former student records, an access request should be submitted through the Board’s Freedom of Information process.