School and Faculty Directories Access and Use Agreement
Version: August 2025
Introduction
Connecting with others in the community creates a sense of belonging at Crofton House School. Directories provide parents and guardians with contact information for each other and school employees (faculty and staff). The School is responsible for balancing opening contact information to the community with the obligation to safeguard personal information. In addition to password protection on directory access, this agreement restricts directory use and describes how parents/guardians can opt out of being listed on the School Directory.
There are two directories:
School Directory: A list of parent/guardian contact information searchable by parent (guardian) name, student name or student class. Information in this directory is limited to parent/guardian home addresses, email addresses and household phone numbers. All families are members of the School Directory by default. See the “Opt Out” information below.
Faculty Directory: A list of staff and faculty contact information searchable by keyword (i.e. music), first or last name, and location (Junior School, Senior School, Administration). Information in this directory is limited to employment titles, CHS telephone extensions and email addresses.
Purposes
The School Directory is intended solely to contact other CHS families for social purposes, such as birthday parties and parent social events. The Faculty Directory is intended solely for parents/guardians to contact school employees for School-related purposes. The use of either of these directories for financial gain or networking outside of activities related to the School is strictly forbidden.
Access
Information on the school and family directories is password protected. The School Directory is accessed through a link on the MySchool student information portal, and the Faculty Directory is accessed through a link on the My CHS community portal.
Restricted Use of Directories
Parents/guardians who access and use either the School or Faculty Directories will:
- Uphold provincial privacy legislation (Personal Information Protection Act [SBC 2003] Chapter 63);
- Keep, in strict confidence, any information, materials, and knowledge to which they are privileged through the directories;
- Use the directories for the purposes stated in this agreement; and
- Refrain from using/circulating/sharing/selling any information available on the directories for any non-related school activity or personal or commercial gain of any other kind.
Violation of this Agreement
Parents/Guardians who violate this agreement will receive a warning for the first incident and be blocked from accessing the School’s network for repeated infractions. Breaches of this agreement that violate the Code of Conduct will be addressed as such.
Option to Opt Out
Parents/guardians are encouraged to participate in the School Directory to fully engage with the community spirit at Crofton House; however, all members can opt out of inclusion in the Directory. Parents/guardians are given the option to opt out of the School Directory annually when they complete the student information questionnaire. At other times in the year, parents/guardians can “opt out” by contacting communications@croftonhouse.ca.
All parents/guardians must adhere to the terms of this agreement, whether or not they are included in the School Directory.