EQAO’s Personal Information (PI) Bank

• Assessments of Reading, Writing and Mathematics, Primary and Junior Divisions
• Grade 9 Assessment of Mathematics
• Ontario Secondary School Literacy Test (OSSLT)

Personal information (PI) is collected through the EQAO Student Data Collection system and the EQAO e-assessment system. These data are stored within Amazon Web Services (Amazon Cloud).

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3

Information maintained for all student assessments

Student name (first and last), date of birth, gender, student Ontario Education Number (OEN), board or school-assigned student identification number, status of enrollment in public school system (last two years), primary residence in Ontario, status in Canada (Canadian citizen, permanent resident, refugee status, student visa, other visa), Indigenous self-identification, date entered school, date entered board, first language, birthplace outside Canada, time in Canada, refugee background, English- or French-language learner (ESL/ELD, ALF/PANA) status, IEP status, IPRC exceptionalities, status of accommodations and permissions¹

¹IPRC is a school board’s Identification, Placement and Review Committee, which provides formal determination if a student is an exceptional pupil. The IEP is the student’s Individual Education Plan, which identifies the student’s specific learning expectations and outlines how the school will address these expectations through appropriate accommodations, program modifications and/or alternative programs.

Additional information maintained for primary- and junior-division assessments only

Grade; student type; information on students with unique and special circumstances such as home schooling and home instruction; information on the Education and Community Partnership Program (ECPP); attendance in French immersion class; attendance in junior and senior kindergarten; use of special education alternative formats of the assessments; exemption to write assessments for reading, writing and/or mathematics; student responses to questions on the primary- and junior-division assessments

Additional information maintained for Grade 9 mathematics assessment only

Student type; information on students with unique and special circumstances (such as home-schooled students; adult students; mature students; e-learning students; independent study and independent learning centre students); information on the Education and Community Partnership Program (ECPP); status of studying math in French immersion or extended French; special provisions; the student’s responses to questions on the Grade 9 math assessment

Additional information maintained for Ontario Secondary School Literacy Test (OSSLT) only

Student type and information on students with unique and special circumstances (such as home-schooled; adult students; mature students; e-learning; independent study and independent learning centre students); information on the Education and Community Partnership Program (ECPP); eligibility; level of study in language (academic, applied, locally developed course, ESL/ELD, other); date of first-time eligibility; grouping; homeroom; non-participation status (exempted, deferred, OSSLC); graduation status (year of the assessment); special provisions; the student’s responses to questions on the OSSLT

To provide contextual information on EQAO assessment results to students, parents/guardians, school boards and schools, the Ministry of Education and the public in the form of aggregated reports and data

Students, parents, guardians

• Individual Student Report (ISR)

Schools, school boards and the Ministry of Education

• Individual student data
• Aggregated school, board and provincial reports and data

Researchers affiliated to educational institutions or hospitals

• Individual student data is released to researchers affiliated with educational institutions or hospitals, ensuring fulfilment of the objects of the EQAO Act (1996) and the requirements of FIPPA (1990).

• EQAO staff (role-based access)
• Third-party vendor staff providing assessment administration services (role-based access)
• Role-based authorized staff in
  • school boards (for students in their respective board)
  • public, private, First Nations schools (for students within their respective schools)
  • the Ministry of Education (for all students)
• Authorized researchers (for all students in accordance with their research needs)

Students from participating public and private schools offering Grade 3, Grade 6, Grade 9, and/or Ontario Secondary School Diplomas (for the OSSLT)

• Data required for reporting purposes reflected in the ISRs will be retained according to the following:
  • OSSLT/TPCL: for three school years after reporting; and
  • Grade 3 (P), Grade 6 (J) and Grade 9 (Grade 9): for one school year after reporting.
• Data required for longitudinal internal and external research purposes (primary, junior, Grade 9 and OSSLT) as well as for cohort comparison is retained in-tandem-linked (linked through a common identifier) for a period of 25 years, measured from a student’s Grade 12 year, the year of the last formal chance to attempt the OSSLT/TPCL. This means that Grade 3 data will be retained for at least 34 years, Grade 6 data for at least 31 years, and Grade 9 data for at least 28 years. After these retention periods, the information may move to the archives.
• After retention, the data may be moved to the archives (retention timeframes and disposition to be approved by the Archivist of Ontario).

• Student Questionnaire (SQ)
• Principal Questionnaire (PQ)
• Teacher Questionnaire (TQ)

Personal information is collected through the voluntary questionnaires.

Personal information is collected through EQAO’s e-assessment system. These data are stored in the Amazon Web Services (Amazon Cloud).

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3

Information maintained for all students in public schools and participating private and First Nations schools

Students’ responses to questions about their thoughts and feelings about learning and EQAO assessments are maintained. EQAO also collects students’ first name and last name, school name, board name, and assessment administered.

Information maintained for all principals in public schools and participating private and First Nations schools

Principals’ and educators’ responses to questions about their thoughts and feelings about their experiences with EQAO assessments and with working in Ontario public schools are maintained. EQAO also collects students’ first name and last name, school name, board name, and assessment administered.

Information maintained for all teachers in public schools and participating private and First Nations schools

Teachers’ responses to questions about their thoughts and feelings about their experiences with EQAO assessments and with teaching in Ontario public schools are maintained. EQAO also collects students’ first name and last name, school name, board name, and assessment administered.

SQ: These questionnaires provide contextual information on EQAO assessments. Schools and school boards in Ontario will use the responses from the SQs to inform improvements to student learning. All information collected will be reported by groups of students, not by individual students, so responses are kept confidential.

PQ: The Ministry of Education, school boards, EQAO and education researchers use the responses from all principals across Ontario to understand the current administrative environment for principals. Responses are only reported in groups, not by individual school (for example, research report findings at the board or provincial level, not at the individual school level).

TQ: The Ministry of Education, school boards, EQAO and education researchers use the responses from all teachers across Ontario to understand the current instructional environment for teachers. All information collected is assigned an anonymous identifier, so responses are kept confidential. In addition, responses are only reported in groups, not by individual school (for example, research report findings at the board or provincial level, not at the individual school level).

• EQAO staff (role-based access)
• Third-party vendor staff providing assessment administration services (role-based access)
• Role-based authorized staff in
  • school boards (for students in their respective board)
  • public, private, First Nations schools (for students within their respective schools)
  • the Ministry of Education (for all students)
• Authorized researchers (for all students in accordance with their research needs)

Students, principals and teachers from participating public, private and First Nations schools offering Grade 3, Grade 6, Grade 9, and/or Ontario Secondary School Diplomas (for the OSSLT).

• Information from the three questionnaires is kept for 25 years.
• After retention, the data may be moved to the archives (retention timeframes and disposition to be approved by the Archivist of Ontario).

• International Computer and Information Literacy Study (ICLS)—Only for Year 2012
• Pan-Canadian Assessment Program (PCAP)
• Trends in International Mathematics and Science Study (TIMSS)
• Progress in International Reading Literacy Study (PIRLS)
• Programme for International Student Assessment (PISA)

Personal information is collected through the Student Data Collection system. These data are stored in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3

Information maintained for all student assessments

Student name (first and last), date of birth, grade, Ministry-assigned Ontario Education Number (OEN), gender, ESL/ELD status, IEP status, IPRC exceptionality status

Additional information maintained for International Computer and Information Literacy Study (ICLS) assessments only

Teacher year of birth, teacher gender

EQAO provides the information securely to the Council of Ministers of Education, Canada (CMEC), through the following:

• school information forms
• student listing forms
• teacher listing forms
• class listing form

The Council of Ministers of Education, Canada (CMEC), uses this information to sample students or classes and generate assessment materials. No individual, school or school board reports are published.

• EQAO staff (role-based access)
• The Council of Ministers of Education, Canada (CMEC), or their delegates (role-based)
• Role-based authorized staff in
  • school boards (for students in their respective board)
  • public, private, First Nations schools (for students within their respective schools)
• The Ministry of Education may access de-identified results from CMEC and/or organizations that oversee the assessments.

ICLS: Students from participating public, private and First Nations schools offering Grade 8.

PCAP: Students from participating public, private and First Nations schools offering Grade 8.

TIMSS: Students from participating public, private and First Nations schools offering Grades 4 and 8.

PIRLS: Students from participating public, private and First Nations schools offering Grade 4.

PISA: Students from participating public, private and First Nations schools with eligible 15-year-old students.

Retention of PI TBD

• After retention, the data may be destroyed
• Retention timeframes and disposition are to be approved by the Archivist of Ontario

Mathematics Proficiency Test (MPT)

Personal information is collected through the MPT registration portal and on the optional questionnaire. These data are stored (de-identified) in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

The MPT voluntary questionnaire (anonymized and with identifiers) and test-taker results are both stored in the Amazon Web Service (AWS) storage area (questionnaire for 90 days) and in the Guelph Data Centre (retention schedule is unknown).

O. Reg. 272/19: Objects of the Office under the EQAO Act

O. Reg. 271/19: Proficiency in Mathematics under the Ontario College of Teachers Act, 1996

• Registration and test: Application number, name, program, division, teaching subjects, and answers chosen by the test-taker are maintained. EQAO collects information from labour-mobility applicants, internationally educated applicants, transitional certificate holder applicants and any other applicants not falling under the categories previously mentioned.
• Questionnaire: Age group; gender identity; sexual orientation; condition or disability (and its nature); racial identity; religion, creed or spirituality; indigeneity; language of communication (English, French or other)

The third-party vendor providing services to EQAO collects personal information from the following sources:

• MPT website
  • Test applicants create an account that contains their personal and identifying information in order to register for the MPT and make an accommodation request (if applicable).
• MPT e-assessment system
  • The system verifies machine-scored test-taker responses and reports successful submissions to the Ontario College of Teachers.
  • The system generates a test-taker unique attempt key to confirm to EQAO that a test was attempted. The test-taker data is de-identified.

Personal information accessed, collected and disclosed by the test centre:

• The institution manager at each test centre should develop a privacy policy that addresses the collection of personal information from individuals registered for and taking the MPT.
• Policies may follow the privacy policies of test centres with respect to large-scale assessments. A list of policy options may be provided to test administrators upon request. Personal information that may be collected by test administrators on behalf of a test centre includes the following:
  • test-taker first and last name
  • test session registration choice
  • test submission status
  • test-taker accommodation requirements
  • invigilator first and last name
  • accommodation coordinator first and last name

The test administrator collects personal information from the following sources:

• MPT website
  • test session booked by the test applicant and any accommodation requests
• MPT e-assessment system
  • test submission status
  • test responses
  • proportion of questions answered correctly

To provide contextual information on teacher candidates’ success on the MPT

• EQAO staff (role-based access)
• Third-party vendor staff providing assessment (test) administration services (role-based access— qualified data professionals under a non-disclosure agreement); vendor providing systems, customer service and technical support; and test administrators
• Staff from the Ontario College of Teachers, Ministry of Education and faculties of education

Ontario teacher candidates who are eligible to apply for a certificate of qualification and registration with the College

Retention of PI TBD

• Retention of results
  • 10 years
  • Disposition: Destroy
• Retention of PI in tests (including answers)
  • 10 years
  • Disposition: Destroy
• After the retention period, the data is destroyed.
• Retention timeframes and disposition are to be approved by the Archivist of Ontario

Scorers and Committee Members Information

Personal information is collected through the Event Management System (EMS) (note that range finders’ and scorers’ names and e-mails are stored in the e-assessment system). Information from members of EQAO’s First Nations Collaborative Council (FNCC), Metis Network, and Black Communities Collaborative Council (BCCC) is also collected through e-mail and Microsoft Forms. 

These data are stored in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3; Freedom of Information and Protection of Privacy Act (FIPPA);Information Privacy Commissioner Office’s De-Identification Guidelines for Structural Data.

Information collected from candidates to scoring or committee member positions

Name, address, phone number, e-mail address, employment history (not external, just information on the current board and school), self-identifiers (Indigenous identity, gender identity, 2SLGBTQIA+ identity, racial identity and disability).

For selection purposes:

• to invite candidates (to committee member positions) who reflect the diversity of students in Ontario to ensure EQAO’s commitment to equity, diversity and inclusion
• to contact the Ontario College of Teachers (for both committee members and scorers)

• EQAO staff on a role-based access basis
• Third-party vendor staff providing assessment administration services (role-based access)—name and e-mail address
• Third-party vendor staff providing payroll and employment services (contact information)

Ontario teachers who apply for scoring or committee member positions

• Five (5) years, and then the personal information is destroyed
• Retention timeframe and disposition to be approved by the Archivist of Ontario

Personal Information for Financial Purposes

Personal information is collected through forms that individuals fill out. These data are stored in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

The Public Service of Ontario Act (PSOA), Income Tax Act

Information collected from EQAO employees for financial purposes

Name, address, phone number, e-mail address, bank account number, social insurance number (SIN)

Board members (related to the per diem payments)

Name, address, phone number, e-mail address, bank account number, SIN, employment insurance payment and EQAO per diem

Information collected from representatives of third-party vendors for financial purposes

Name, address, phone number, e-mail address, bank account number, business number, WSIB number, HST number

Data collected to fulfill financial business functions of the agency

• Payroll services (when collecting PI from employees)
• Invoice payment (when collecting PI from third-party vendors)

Payroll services for EQAO employees

• EQAO employees (Finance team—role-based access)
• Third-party vendor staff providing payroll and employment services

Invoice payment services

• EQAO employees (Finance team—role-based access)

EQAO employees and representatives of third-party vendors

• Eight (8) years, and then the personal information is destroyed
• Retention timeframe and disposition to be approved by the Archivist of Ontario

Human Resources Related Personal Information

Personal information is collected through the recruitment and hiring process. Documents are saved on the Z-drive (HR staff access only) and in an Access database. These data are stored in the Ontario government GO-cloud servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

The Public Service of Ontario Act (PSOA)  

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3

Information collected from EQAO employees, and former employees for human resources purposes

Name, address, phone number, e-mail address, employment and education history, banking information, tax information, emergency contact information, marital and family status information, date of birth, permanent resident card, permit to work in Canada, passport, allergies, pronouns, health information, photos, e-signatures

Information collected from representatives of third-party vendors (temp agency staff, BPS secondees, practicum students) for human resources purposes

Name, address, phone number, e-mail address, employment and education history, emergency contact information, date of birth, allergies, pronouns, photos, e-signatures

Data collected to fulfill human resources functions of the agency

EQAO employees can access the information on a role-based basis, as granted through EQAO’s identity and access management system.

EQAO employees, former employees, recruitment candidates and representatives of third-party vendors

• CCY (Current Calendar Year) + 50 years after termination of employee (employee file)
• CCY + 6 years after position is staffed (recruitment)
• Disposition: Destroy
• Retention and disposition outlined in the Common Records Schedule

Communications-Related Personal Information

Personal information is collected through the EQAO call centre (e-mails and phone logs) and through registration to receive the EQAO webzine. These data are stored in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3

Information collected from teachers and principals in public, private and First Nations schools; board representatives; parents and guardians through the call centre

These variables—e-mail, phone number, name (first and last name), OEN, mident, and school address—can be collected as part of EQAO’s services offered to our educational partners. The information is provided on a voluntary basis.

Information collected for the webzine from teachers and principals in public, private and First Nations schools; boards representatives; parents and guardians

Name (first and last), e-mail address

Data is collected for communications-related fulfillment of the objects of the EQAO Act, including

• to provide assessment-related information and to respond to inquiries received through EQAO’s call centre; and
• to provide assessment-related information through EQAO’s webzine.

EQAO employees (role-based access)

Staff of a third-party vendor providing website management services (role-based access)

• Teachers and principals in public, private and First Nations schools
• Board representatives
• Parents and guardians

• Retention of 10 Years
• Disposition: Destroy
• Retention and disposition to be approved by the Archivist of Ontario

Outreach Related Personal Information

• Personal information is collected at EQAO Outreach sessions (except video recordings) from board representatives; teachers and principals from public, private and First Nations schools; parents and guardians. These data are stored in the Ontario government GO-cloud database servers and are jointly maintained by the Ontario Cybersecurity Division, Infrastructure Technology Services, and EQAO IT and Business Services.
• Attendance to video conferences are kept on Zoom servers.

EQAO Act, clause 4(1) (b) and subsection 9(6); Education Act, section 266.3; Freedom of Information and Protection of Privacy Act (FIPPA);Information Privacy Commissioner Office’s De-Identification Guidelines for Structural Data

Information collected from teachers and principals in public, private and First Nations schools; board representatives; parents and guardians

Name, address, phone number, e-mail address, Zoom video recordings, attendance to video conferences

Data collected to fulfill outreach-related fulfillment of the objects of the EQAO Act.

EQAO employees (role-based access)

• Teachers, principals, school administrators in public, private and First Nations schools
• Board representatives
• Parents and guardians

• Information collected through Outreach sessions
  • Retention of 10 Years
  • Disposition: Destroy
  • Retention and disposition to be approved by the Archivist of Ontario
• Zoom video recordings and list of attendees to video conferences
  • Retention of 1 Year after date of recording
  • Disposition: Destroy
  • Retention and disposition to be approved by the Archivist of Ontario