Online Services


Avondale Primary School uses a variety of online services and applications (online services) to support and enhance our students’ educational experiences and to create a high quality and innovative learning environment. Our school uses online services for:

  • teaching and learning;
  • communication and engagement with parents;
  • student administration;
  • school management;
  • complying with legal requirements; and
  • other purposes stated in the DET Privacy Policy

What online services does the school use?

Avondale Primary School accesses the following online services.

  • Essential Assessment
  • Sunshine Online & Sunshine Classic
  • Scholastic Online
  • Epic books
  • Mathletics
  • YouTube
  • Flexischools- Canteen
  • Compass
  • Office 365
  • Microsoft Teams

Our school collects, uses, discloses and stores student and parent personal information on these online services for these purposes or where permitted by law. Where appropriate, school staff or service providers may access information in online services for those permitted purposes.  

Our school collects information about students and their families when necessary to:

  • educate students
  • support students’ social and emotional wellbeing, and health
  • fulfil legal requirements, including to:
    • take reasonable steps to reduce the risk of reasonably foreseeable harm to students, staff and visitors (duty of care)
 

DET Privacy Policy

DET Privacy policy information for parents

How do we protect personal and other information?

Victorian privacy laws require schools to handle personal and health information in accordance with the appropriate Information Privacy principles. Our school takes steps to ensure data is securely handled, such as: privacy impact assessments, contractual arrangements and monitoring. We also educate students on cyber safety and the promotion of safe practices so that they can have positive online experiences.



Online Service

Purpose

Information types stored

Data Storage Location

Accounts

  • Essential Assessment
Student assessment
  • Student First Name (and Initial)
  • Student Year Level
  • Student Class
  • Student Assessment
Microsoft Azure
Australia
Student

Teacher
  • Sunshine Online & Sunshine Classic
Student learning tasks (Literacy) None Secure server USA Teacher/ class account
  • Scholastic Online
Student learning tasks
(Literacy)
  • Student First Name (and Initial)
  • Student Year Level
  • Student Class
  • Student Work
  • Student Assessment
  Student

Teacher
  • Epic books
Student learning tasks
(Literacy)
  • Student First Name (and Initial)
  • Student Year Level
  • Student Class
  • Student Work
  • Student Assessment 
  Student

Teacher
  • Mathletics
Student learning tasks
(Numeracy)
  • Student First Name (and Initial)
  • Student Year Level
  • Student Class
  • Student Work
  • Student Assessment
 East US 2 region within Microsoft Azure Student

Teacher
  • Microsoft Teams
Student learning platform
  • Student First Name
  • Student Last Name
  • Student Year Level
  • Student Class
  • Student Work
  • Student Assessment
  Student

Teacher
  • Office 365
Student learning 
  • Student First Name 
  • Student Last Name
  • Student Year Level
  • Student Class
  • Student Work
  • Student Assessment
  Student

Teacher
  • Story Box Online
Classroom resource None N/A None
  • YouTube
Classroom resource None N/A None
  • Flexischools
Online canteen ordering
  • Parent email address (username) and password
  • Bank details for lunch order payment
  Parent
  • Compass
Communication app
Absence notification
Behaviour tracking
Assessment & reporting software
  • Student personal details
  • Student medical conditions
  • Parent contact details
  • Attendance data
  Student

Parent

Teacher

 

 

Privacy Collection Notice

Information for students, parents and carers

 

The Department of Education (the department) values your privacy and is committed to protecting the personal and health information that schools collect.

All school staff must comply with Victorian privacy law and the Schools’ Privacy Policy. This notice explains how the department, including Victorian government schools (schools), handles personal and health information. On occasion, specific consent will be sought for the collection and use of information, for example, for a student to receive a health service. Our schools are also required by legislation, such as the Education and Training Reform Act 2006, to collect some of this information.

Throughout this notice, ‘staff’ includes principals, teachers, student support service officers, youth workers, social workers, nurses and any other allied health practitioners, and all other employees, contractors, volunteers and service providers of the school and the department.

 

On enrolment, and during the ordinary course of a student’s attendance at a school, schools will collect information about students and their families for the following purposes:

  • educating students
  • supporting students’ social and emotional wellbeing, and health 
  • fulfilling legal obligations, including duty of care, anti-discrimination law and occupational health and safety law
  • communicating and engaging with parents
  • student administration
  • school management
  • supporting policy in relation to student education and wellbeing.

If this information is not collected, schools may be unable to provide optimal education or support to students or fulfil legal obligations.

For example, our schools rely on parents to provide health information about any medical condition or disability that their child has, medication their child may take while at school, any known allergies and contact details of their child’s doctor. If parents do not provide all relevant health information, this may put their child’s health at risk.

Our schools also require current, relevant information about all parents and carers so that schools can take account of safety concerns that affect their children. Parents should provide schools with copies of all current parenting plans and court orders about or that affect their children and provide updated copies when they change.

When parents enrol their child in primary school, they will be asked to provide personal and health information in several ways, including via the Enrolment Form, the School Entrance Health Questionnaire (SEHQ) and the Early Childhood Intervention Service (ECIS) Transition Form.

 

The Enrolment Form is used to collect information that is essential for the purposes listed above, and requests information such as:

  • Emergency contacts – Individuals parents nominate for a school to contact during an emergency. Parents should ensure that their nominated emergency contact agrees to their contact details being provided to the school and that they understand their details may be disclosed by the department if lawful, e.g. in the case of emergency communications relating to bush fires or floods.
  • Student background information – Information about country of birth, Aboriginal or Torres Strait Islander origin, language spoken at home and parent occupation. This information enables the department to allocate appropriate resources to schools. The department also uses this information to plan for future educational needs in Victoria and shares some information with the Commonwealth government to monitor, plan and allocate resources.
  • Immunisation status – This assists schools to manage health risks and legal obligations. The department may also provide this information to the Department of Health and Department of Families, Fairness and Housing to assess immunisation rates in Victoria, but not in a way which identifies students.
  • Visa status – This is required to process a student’s enrolment.

All schools may use departmental systems and online tools such as apps and other software to effectively collect and manage information about students and families for the purposes listed above.

 

When schools use these online tools, they take steps to ensure that student information is secure. If parents or carers have any concerns about the use of these online tools, please contact the school.

 

School staff will only share student and family information with other school staff who need to know to enable them to educate or support the student as described above. Information will only be shared outside the school (and outside the department) as required or authorised by law, including where sharing is required to meet duty of care, anti-discrimination, occupational health and safety, and child wellbeing and safety obligations. The information collected will not be disclosed beyond the school and department without parent consent unless such disclosure is lawful.

 

When a student transfers to another school (including Catholic, independent and interstate), personal and/or health information about that student may be transferred to the next school. Transferring this information is in the best interests of the student and assists the next school to provide the best possible education and support to the student. For further detail about how and what level of information is provided to the next school, refer to the: Enrolment: Student transfers between schools

 

Schools only provide school reports and ordinary school communications to students, parents, carers or others who have a legal right to that information. Requests for access to other student information or by others must be made by lodging a Freedom of Information (FOI) application.

 

To update student or family information, parents should contact their school.