Other Record Requests

Other Record Requests

**If your request is related to a question or concern about your child’s education or school, we encourage you to visit the Contact page for options to explore prior to making a formal record request.

  • Record Requests are governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
  • Most personal record requests should be directed to the current school attended (for 
    current students) or the last school attended (for former students) and will be provided 
    as an informal routine disclosure without the necessity of completing a Formal 
    Freedom of Information request 
  • The District School Board of Niagara (DSBN) can respond to personal record 
    requests for its current students or former students of the DSBN where the last 
    school attended by the student was a DSBN school or a school of Niagara South 
    Board of Education or Lincoln County Board of Education
  • Initially, requests for general records should be directed to the DSBN department best 
    associated with the information being requested to determine whether the enquiry can 
    be resolved through an informal process or other internal process
  • If the Record Request is for the following, please follow the instructions at the links listed:
  • For the balance of Other Record Requests, follow the instructions below

Types of Record Requests:

  • PERSONAL RECORDS (i.e. requests for information about you or your minor child(ren))
    • When you are requesting copies of records about you or your child
    • May include requests for copies of an Ontario Student Record (OSR) or attendance records, etc
    • This request is made to the DSBN for persons either currently enrolled in a DSBN school or most recently attended a DSBN school
    • The OSR travels with the student so if the last school attended is not a DSBN school, the record request should be directed to the School Board within the jurisdiction of the last school attended as that School Board has care and custody of the school record and can respond to record requests
    • Initially, requests for personal records should be directed to the current school attended (for current students) or the last school attended (for former students). Most personal record requests will be provided as an informal routine disclosure.

    • Please Note: While Personal Record Requests can be received during the summer months of July to August, they cannot be processed until schools re-open in September.

  • OTHER’S PERSONAL INFORMATION BY AUTHORIZED PARTY (accompanied with written consent)
    • When you are an Authorized Party (e.g. lawyer, medical professional, Ontario Children’s Lawyer etc.) and requesting copies of records that are the personal information of the Authorized Party’s client or patient.
    • The Authorized Party’s record request must be accompanied with the signed consent of the person to whom the records relate.
    • Record requests by authorized parties (e.g., legal counsel, Ontario Children’s Lawyer etc.) should be directed to FOIRequests@dsbn.org and managed as Formal Freedom of Information request – See Process for making a Formal Freedom of Information Request below.
  • CORRECTION TO OWN PERSONAL INFORMATION
    • When you are requesting that a DSBN record that contains your personal information or your minor child’s be corrected.
    • Correction requests are limited to where the Requester believes there is an error or omission in the personal information.
    • Must be made within one year of disclosure of the information to the Requester.
    • Must include a statement of disagreement reflecting the requested correction.
    • Initially correction requests should be directed to the current school attended (for current students) or the last school attended (for former students).
  • GENERAL RECORDS (i.e. requests for general information not related to you)
    • When you are requesting copies of records that are not related to you or your minor child.
    • MFIPPA prohibits the release of personal information about a person to a third party except in very limited circumstances.
    • Initially, requests for general records should be directed to the DSBN department best associated with the information being requested to determine whether the enquiry can be resolved through an informal process or other internal process.

How to Make a Record Request When a Formal Freedom of Information (FOI) Request is Required

  1. Request the Access Request Form for Formal FOI Requests

    Personal record requests should always be directed to the current school (for current students) or the last school attended (for former students) initially as an informal record request.

    However, where the record request is by authorized parties (e.g., legal counsel, medical doctor, Ontario Children’s Lawyer, etc.) or where you have been directed to complete a Formal Freedom of Information Request, please request the Access Request Form by sending an email to FOIRequests@dsbn.org . Where the request falls within a Formal FOI Request process, the Access Request Form would be sent to you and will be provided as a blank printable PDF form OR an on-line fillable PDF form

  2. Provide the Required Fee pursuant to MFIPPA for Formal FOI Requests
    • Application fee is $5 for Formal Freedom of Information (FOI) Requests – no fee is required for informal routine disclosure.
    • For Personal Record Requests, the Application fee is $5 per person (e.g. personal record requests for 2 students = $10)
    • For Formal FOI Personal Record Requests, the Application fee is $5 per person (e.g. personal record requests for 2 students = $10).
    • Application fee is payable by:
      • School Cash Online (instructions for payment), which will be sent to you for Formal FOI Requests. Personal Record Requests and General Requests will initially be attempted to be resolved through an informal process without incurring an Application Fee
  3. Provide Government Issued Photo Identification (ID) for Formal FOI Requests
    • Formal FOI Requests for personal records require government issued photo ID (e.g. driver’s licence) to accompany the request.
    • Formal FOI Personal Record Requests will not be processed until photo ID is submitted.
    • Photo ID must be legible to be accepted.
      • When submitting the Access Request Form via email, the photo ID can be sent as an attachment by scanning or taking a digital photograph. PDF or JPG files are preferred.
  4. Submit the Completed Records Request for Formal FOI Requests
    • For Formal FOI Requests completed Access Request Forms, and photo ID (where required), must be submitted to:
  5. Records Disclosure for Formal FOI Requests
    • Formal FOI Record Requests will be processed within 30 days, unless an Extension Notification is provided to you.
    • Additional Fees (e.g. photocopying, search fees, shipping), in addition to the Application Fee will be identified prior to disclosure.
    • Additional Fees are due prior to formal FOI record disclosure.