Literacy Council of South Simcoe Policy and Procedures Manual LSCC 1.04
I. Policy and Purpose
The LCSS abides by the Freedom of Information and Protection of Privacy Act. Individual learner records contain confidential material. The Training and Development Manager will maintain a locked filing cabinet to secure these records.
Information and documents on all learners are kept on file for the following purposes:
1. as a resource for completing progress reviews and revisions,
2. to fulfil MTCU reporting requirements,
3. to facilitate referral of learners to other agencies.
II. Procedures:
1. The Training and Development Manager will keep all learner information in an accessible location.
1. Learner information will be stored in a locked filing cabinet and treated as confidential. Paid staff only will have access to the filing cabinet keys.
2. All learners will have a completed Learner Plan on file.
3. Information will be made available by the Manager to an individual tutor as required.
4. Personal learner information is entered into the MTCU website per the Literacy and Basic Skills Program Agreement between MTCU and LCSS. Permission of the learner for this sharing of personal information is included in the MTCU application/registration form.
5. All documentation detailing progress and achievements will be kept in the file.
6. The following information will be included:
Ø Participant Registration Form
Ø Assessment
Ø Learner Plan, original and amended
Ø Notes and Profile
Ø Evidence of Learner progress
Ø Documents, including Exchange of information and Exit and Follow-Up
Ø Training supports documentation will be kept in the Training Supports file
7. Learners are entitled to review their own file.
8. Learner files are not to leave the office.
9. Per MTCU requirements files must be kept for seven years after the Learner has exited or otherwise been discharged from the program.
III. Policy Review
This Policy is reviewed annually by the Policy Committee as scheduled in the Annual Cycle of Board Operations.
IV. References
LCSS 1.03 Confidentiality and Breach of Confidentiality Policy
Literacy and Basic Skills Program Agreement Schedule “A” 9. Learner Files
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