Educational Assistance (VAC PPU 605)

Description: This bank describes information that is used in support of determining eligibility and entitlement for grants under the Educational Assistance program. The information is about individuals who applied for and/or received an educational assistance grant. The personal information may include name; maiden name (if applicable); aliases; contact information; date of birth; birth certificate; date of death; death certificate; educational information is collected for dependants over 18 and attending post-secondary; language; opinion of, or about, individuals; decision and/or entitlement information about individuals may be received from other VAC programs, such as Disability Pension, Disability Award, Income Replacement Benefit and the Canadian Forces Income Support Benefit to obtain parental information; Veterans/Members military service number and military service information; client identifier information; direct deposit information; signature. Other required personal information may include whether the applicant is a VAC employee, other information required for identity validation, and information regarding a representative.

Note: Revised in 2019. Information may be stored in VAC's physical and electronic systems including: Client Service Delivery Network (CSDN) and/or 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 Benefit and Health Services On-line (BHSOL).

Some documents received in Veterans Affairs Canada (VAC), from the Department of National Defence (DND) may reference 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: Children of deceased members and Veterans of the Canadian Armed Forces, and/or representatives.

Purpose: The personal information is used to administer the Educational Assistance Program which compensates, through a grant, eligible dependents of Canadian Armed Forces members and Veterans for the effects of a service related death. Personal information is collected pursuant to the Children of Deceased Veterans Education Assistance Act and Children of Deceased Veterans Education Assistance Regulations.

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.

Name, contact information, identifying number, entitlement amounts and direct deposit instructions may be shared with Public Services and Procurement Canada (PSPC) for the purposes of issuing payments (refer to Receiver General Payments – PWGSC PCU 712). 

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). Public Services and Procurement Canada will not use the personal information for the purposes of making administrative decisions.

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.

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.