Rehabilitation Services and Vocational Assistance (VAC PPU 300)

Description: This bank describes information that is used in support of determining eligibility for the Rehabilitation Services and Vocational Assistance Program. The personal information may include: name; contact information; biographical information; date of birth; date of death; language; educational information; vocational profile; gender; marital status; spouse/common law partner information (as described in the Disability Pensions PIB VAC PPU 601); decision and/or entitlement information about individuals may be received from other VAC programs including Disability Pensions and Disability Awards and Pain and Suffering Compensation; Military Service Number, military occupational codes (MOC’s); military service information; client identifier information; service summaries; medical/health information; Member Personnel Record Resume (MPPR); employment history; financial information; physical attributes; opinion of, or about, individuals; guardian, representative and/or power of attorney information; other Government/agency identification, including Canada Pension Plan (CPP) Number, Provincial Workers Compensation, Canadian Armed Forces Long-term Disability (SISIP) program, Provincial Health Care System; signature; dependent information; whether the applicant is a Veterans Affairs Canada (VAC) employee; and identity validation information.

Note: Revised in 2019. Information may be stored in Veterans Affairs Canada’s (VAC's) physical and electronic systems including: Client Service Delivery Network (CSDN), and GCCase, which may include client initiated actions and responses made through My VAC Account, and/or VAC staff/contracted resource initiated actions and responses made through Benefits and Health Services On-line (BHSOL). Medical/psychosocial elements, including condition, medical code, entitlement, assessment, rehabilitation services and type of authorization under which the decision was rendered, service providers and rehabilitation-related expenses are stored in the Federal Health Claims Processing System (FHCPS) through a contract with Medavie Blue Cross.

Some documents received in Veterans Affairs Canada from the Department of National Defence (DND) may contain the Social Insurance Number (SIN) as DND personnel were required to use the SIN as their personal identification number between 1960 and 1990.

Class of Individuals: Veterans of the Canadian Armed Forces (CAF), spouses or common-law partners and survivors, guardians and/or applicant representatives.

Purpose: Personal information is used to administer the Rehabilitation Program, determine eligibility for the program, and provide supports and services, if applicable. Personal information is collected pursuant to sections 8, 9, 11 and 12 of the Veterans Well-being Act.

Consistent Uses: Information may be used and disclosed for planning, research, development, evaluation and/or reporting of programs, policies and services. The use and disclosure is limited to VAC areas that are involved in the identified program, service and policy, and may also be shared with senior management.

Personal information may be shared with other VAC programs, including programs covered by the application waiver provision under sections 80.1 of the Pension Act and/or 78.1 of the Veterans Well-being Act, for the purpose of determining eligibility for additional benefits, assessments, case management, mental health initiatives, and/or commemorative activities, where applicable.

In accordance with an established Memorandum of Understanding, treatment plans and progress reports supporting medical, psycho-social rehabilitation and vocational rehabilitation plans may be shared with CAF LTD (SISIP) program to facilitate and support the harmonization of services to mutual clients and to make informed decisions and avoid duplication of services regarding client needs between VAC and CAF LTD (SISIP) (refer to DND personal information bank, Insurance: Service Income Security Insurance Plan – DND PPE 808).

By Order in Council 2011-1348, Employment and Social Development Canada (ESDC) may provide services on behalf of VAC. Personal information may be collected by Service Canada Centres, acting as a receiving agent on behalf of VAC. Refer to ESDC Personal Information Bank - Veterans Affairs Canada Program Delivery (ESDC PPU 701). Information may include name, contact information, dates of birth and death, identifying numbers, language, signature, service information, health information, financial information, marital status, and family information.

Personal information may be shared with the Department of National Defence (DND) to obtain/verify/confirm Service Records and/or Service Health Records in support of program administration. Refer to DND Personal Information Banks - Human Resources Management Information System (HRMS) – DND PPE 805, Administrative Review Case Files – DND PPE 814, Health Records – DND PPE 817, Canadian Forces Member Personal Information File – DND PPE 818, Unit Military Personnel Bank - DND PPE 836, and Personnel Files – Training – DND PPE 842.

Personal information may be obtained by PSPC in accordance with an established Memorandum of Agreement, for the purpose of creating a digital image of the record for use by VAC (refer to PSPC institution specific personal information bank, PWGSC PCU 709 - Document Imaging Solutions); PSPC will not use the personal information for the purposes of making administrative decisions.

Name, contact information, and copy of invoice for Vocational Rehabilitation payments, made by the contractor, may be shared with Public Services and Procurement Canada (PSPC) (refer to Receiver General Payments - PWGSC PCU 712).

Personal information such as name, contact information, service information, health and financial information may be shared with an authorized and approved third party, in accordance with an established Service Level Agreement for the purpose of printing and mailing services. The approved third party will not use the personal information for the purposes of making administrative decisions.

Veterans Affairs Canada has contracted an authorized and approved third party, located in Canada, to provide transportation, storage, maintenance, retrieval, delivery and destruction services of VAC records where applicable.

Information such as name, contact information, financial and health information may be shared with an external service provider for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible participants on behalf of Veterans Affairs Canada.

In accordance with applicable laws, information such as name, contact information, and health information may be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators in order that they may adequately provide services and assistance, in support of overall client case management, needed by the individual.

Third party contractors authorize and process medical, psychosocial and vocational payments for clients on behalf of VAC in accordance with established MOU’s and contracts;

Retention and Disposal Standards: Regardless of the format, as part of the client record, the retention period is 7 years after the date of death of the applicant. If the date is not known, the retention period is 110 years after the date of birth provided there are no known dependents, no outstanding claims against the crown, no actions involving the estate, no indication on file of the legal status of a dependent, and no activity of any kind.