OSR 99- Eng

Ministryof Education

The Ontario StudentRecord (OSR)

Guideline

2000

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CONTENTS

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

1 Establishment of the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Responsibility for the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3 Components of the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3.1 The OSR Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3.2 Report Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3.3 The Ontario Student Transcript (OST) . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.4 The Documentation File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.5 The Office Index Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3.6 Student Record of Accumulated Instruction in French As a Second Language in Elementary School . . . . . . . . . . . . . . . . 13

3.7 Prior Learning Assessment and Recognition (PLAR) Challenge for Credit:Cumulative Tracking Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

4 Access to the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4.1 Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4.2 Parents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4.3 Educational Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4.4 Ministry and School Boards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

4.5 Courts and Law Enforcement Agencies . . . . . . . . . . . . . . . . . . . . . . . . . . 15

5 Use and Maintenance of the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

6 Transfer of the OSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

6.1 Transfer to a School in Another Board or to a Provincial or Demonstration School in Ontario . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

6.2 Transfer to a Private, Federal, or First Nation School in Ontario . . . . . . . . 19

6.3 Transfer to an Educational Institution Outside Ontario . . . . . . . . . . . . . . 19

7 Retirement of a Student . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

8 Retention, Storage, and Destruction of Information in the OSR . . . . . . . . . . . 21

This publication is available on the Ministry of Education’s website, at http://www.edu.gov.on.ca.

Une publication équivalente est disponible en français sousle titre suivant : Dossier scolaire de l’Ontario : Guide, 2000.

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9 Correction or Removal of Information in the OSR . . . . . . . . . . . . . . . . . . . . . 22

10 Change of Surname . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

10.1 Change by Repute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

10.2 Change by Marriage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

10.3 Change by Law . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

11 Continuing Education Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Appendices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Appendix A: OSR Folder, Form 1A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Appendix B: Adjustment of OSR Folder Form 1 to Form 1A . . . . . . . . . . . . . . . 30

Appendix C: Ontario Student Transcript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Appendix D: Documentation File Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Appendix E: Office Index Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Appendix F: Student Record of Accumulated Instruction in French As a Second Language in Elementary School . . . . . . . . . . . . . . . . . . . . 35

Appendix G: Notification of Student Transfer Within Ontario . . . . . . . . . . . . . 36

Appendix H: Request for an OSR by a School in Another Board or a Provincial or Demonstration School in Ontario . . . . . . . . . . . . . . . . . . . . . . 37

Appendix I: Request for an OSR by a Private, Federal, or First Nation School in Ontario . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Appendix J: Violent Incident Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Appendix K: Prior Learning Assessment and Recognition (PLAR) Challenge for Credit: Cumulative Tracking Record . . . . . . . . . . . 40

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INTRODUCTION

The Ontario Student Record (OSR) is the record of a student’s educational progressthrough schools in Ontario. The Education Act requires that the principal of a schoolcollect information “for inclusion in a record in respect of each pupil enrolled in theschool and to establish, maintain, retain, transfer and dispose of the record”. The actalso regulates access to an OSR and states that the OSR is “privileged for the informationand use of supervisory officers and the principal and teachers of the school for theimprovement of instruction” of the student. Each student and the parent(s)1 of a studentwho is not an adult (that is, a student who is under the age of eighteen) must be madeaware of the purpose and content of, and have access to, all of the information con-tained in the OSR.

This guideline sets out the policies of the Ministry of Education with regard to the estab-lishment, maintenance, use, retention, transfer, and disposal of the OSR. It replaces theOntario Student Record (OSR): Guideline, 1989.

This guideline will be revised as needed. Each page of the guideline is dated, andreplacement pages will be provided with a revision date.

The contents of this guideline have been reviewed for compliance with the provincialFreedom of Information and Protection of Privacy Act and the Municipal Freedom ofInformation and Protection of Privacy Act. When implementing the policies contained inthis guideline or set by the school board,2 school staff must take into consideration therequirements of the relevant freedom of information legislation.

The OSR folder, Ontario Student Transcript, documentation file folder, and office indexcard are available from those vendors that are listed on the ministry’s website, athttp://www.edu.gov.on.ca. Samples of these OSR components are contained in appendices A, C, D, and E, respectively, to this guideline.

Other forms needed for the OSR are available on the ministry’s website. Samples are provided in appendices F, G, H, I, J, and K to this guideline. School boards and schoolsmay wish to download and print these forms themselves, or they may have themprinted by vendors of their choice. In either case, no changes of any kind may be madeto the forms.

For instructions for obtaining the provincial report cards and for samples, boards andschools should refer to the Guide to the Provincial Report Card, Grades 1–8 and theGuide to the Provincial Report Card, Grades 9–12. The provincial report cards are alsoavailable on the ministry’s website.

1. Throughout this document, parent(s) is used to refer to both parent(s) and guardian(s).

2. The terms school board and board refer to district school boards and school authorities.

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An OSR will be established for each student who enrols in a school operated by a schoolboard or the Ministry of Education.3 Each student and the parent(s) of a student who isnot an adult must be informed of the purpose and content of the OSR at the time ofenrolment.

The OSR is an ongoing record and will be transferred, under the conditions outlined insection 6 of this guideline, if the student transfers to another school in Ontario.

Any part or parts of the OSR may be microrecorded or recorded and stored electroni-cally in a manner that permits the printing of a clear and legible reproduction. Provisionshould be made to retain original documents when it is important to keep an originalsignature or initial on a document. Any microrecording, electronic file, reproduction, orfacsimile of an OSR is subject to the security and access requirements applicable to theoriginal OSR.

If an OSR folder is lost or inadvertently destroyed, a new OSR folder will be created.Previous information can be obtained from the current office index card and, if applica-ble, from the card(s) at the previous school(s). A notation will be made in the margin onthe front of the new OSR folder that gives the date on which the new folder was createdand the reason.

The following schools in Ontario may choose to establish and maintain an OSR for theirstudents:

– private schools

– schools operated by Indian and Northern Affairs, Canada, in First Nation communities(referred to as federal schools in this document)

– First Nation schools operated by Native education authorities

All schools that establish and maintain an OSR for their students must do so in accordance with this guideline.

1 ESTABLISHMENT OF THE OSR

3. Schools operated by the ministry are Provincial Schools and Demonstration Schools.

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School boards are responsible for ensuring compliance with the policies set out in thisguideline. Boards will specify those persons responsible for performing clerical func-tions with respect to the establishment and maintenance of the OSR. Boards will alsodevelop policies for determining:

– the types of information beyond those specified in this guideline that could be consid-ered to be conducive to the improvement of the instruction of the student;

– the uses of the information and materials contained in the OSR beyond those speci-fied in this guideline (see section 3.4);

– the relevance of the materials in the OSR, with a view to removing those no longerconsidered to be conducive to the improvement of the instruction of the student (see section 9);

– the times other than those specified in this guideline at which it could be consideredappropriate to issue report cards (see section 3.2.3.1);

– the types of information beyond those required by this guideline that could be addedto the office index card (see section 3.5).

In addition, boards will develop procedures to be followed to ensure:

– the security of the information contained in the OSR, whether it is maintained elec-tronically or in hard copy, during both the period of use and the period of retentionand storage;

– the regular review of the OSR for the removal of any material that is no longer considered to be conducive to the improvement of the instruction of the student;

– the storage of the OSR for the period specified in the retention schedule (see section 8);

– the complete and confidential disposal of material removed from the OSR.

Boards will ensure that all persons that they assign to perform clerical functions withrespect to the establishment and maintenance of the OSR are aware of the confiden-tiality provisions in the Education Act and the relevant freedom of information andprotection of privacy legislation.

It is the duty of the principal of a school to:

– establish, maintain, retain, transfer, and dispose of a record for each student enrolledin the school in compliance with this guideline and the policies established by theboard;

– ensure that the materials in the OSR are collected and stored in accordance with thepolicies in this guideline and the policies established by the board;

2 RESPONSIBIL ITY FOR THE OSR


– ensure the security of the OSR;

– ensure that all persons specified by a board to perform clerical functions with respectto the establishment and maintenance of the OSR are aware of the confidentiality pro-visions in the Education Act and the relevant freedom of information and protectionof privacy legislation.

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An OSR will consist of the following components:

– an OSR folder in Form 1A or Form 1

– report cards

– an Ontario Student Transcript, where applicable

– a documentation file, where applicable

– an office index card

– additional information identified as being conducive to the improvement of theinstruction of the student

3.1 THE OSR FOLDER

Principals must establish an OSR folder, Form 1A (see appendix A), for studentsenrolling in school for the first time after September 1, 1985. For students attendingschool who enrolled in school before that date, the OSR folder Form 1 must be adjustedto correspond to Form 1A (see appendix B). The folder will contain the parts set outbelow in sections 3.1.1 to 3.1.7.

3.1.1 Biographical data: Part AThe following information will be provided:

– the student’s full name and date of birth (The principal will indicate the method ofverification on the folder – e.g., birth certificate, baptismal certificate, passport – andwill initial and date the folder.)

– a student number assigned by the school or the school board, where applicable

– a Ministry Identification Number (MIN) or Ontario Education Number (OEN)assigned by the ministry, where applicable

3.1.2 Schools attended: Part BThe following information will be provided:

– the name of each school that the student has attended

– the name of the board, the name of the Native education authority, or the name of theperson who operated the private or federal school

– the date of entry and the date of the last day of attendance in each grade

– the name of a teacher contact

Where the student is transferring to a school from an educational institution that wasnot required to maintain an OSR, Part B may include any information that will completethe record of schools previously attended.

3 COMPONENTS OF THE OSR


3.1.3 Retirement from an Ontario school: Part C of Form 1A or Parts J and K of Form 1The following information will be provided on retirement (see also section 7):

– the date of retirement

– the student’s address at retirement

– the student’s destination at retirement with respect to further education or employment

3.1.4 Names of parent(s): Part DThe following information will be provided:

– the first name of the student’s parent(s) or the first name and surname of the stu-dent’s parent(s) when the surname of the latter differs from that of the student

– if applicable, the date of death of the parent(s) of a student opposite the name of thedeceased

3.1.5 Special health information: Part EA summary of a student’s special health conditions will be included when such condi-tions are disclosed to the principal. Entries in Part E will be dated and kept current.

3.1.6 Photographs and information on school activities: Parts F and G of Form 1A or Parts F, G, and I of Form 1This information may be inserted if it satisfies the policies on inclusion set out by theboard (see section 2).

3.1.7 Additional information: Part HThe following information will be provided, if applicable:

– the date on which the student enters a Supervised Alternative Learning for ExcusedPupils (SALEP) program (Regulation 308), as well as the SALEP committee report,which is to be inserted in the OSR documentation file (see section 3.4)

3.2 REPORT CARDS

3.2.1 The Provincial Report Card, Grades 1–8

3.2.1.1 Use and completionAll school boards will use the Provincial Report Card, Grades 1–8, in all their elemen-tary schools at least three times a year.

A completed Provincial Report Card, Grades 1–8 (all three pages), or an exact copy of it,will be filed in the OSR folder for each student who has been enrolled in the school formore than six weeks from the commencement of the reporting period:

– at the time of his or her transfer to another school; or

– at the time of his or her retirement from school; or

– at the end of each of three reporting periods, the first to occur during the fall.

The Provincial Report Card, Grades 1–8, or an exact copy of it, will be forwarded to theparent(s) of a student who is not an adult or to the student if he or she is an adult.

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3.2.1.2 ContentSee the Guide to the Provincial Report Card, Grades 1–8 for available versions and infor-mation about the content.

3.2.1.3 Quality of paperThe paper used to produce the report card must be suitable for long-term storage.

3.2.1.4 Electronic formatSchool boards may use an electronic format of the Provincial Report Card, Grades 1–8,to facilitate completion and use. However, a completed Provincial Report Card, Grades 1–8, or an exact copy of the report card, must be filed in the OSR as a hard copy.

3.2.2 The Provincial Report Card, Grades 9–12

3.2.2.1 Use and completionBeginning with the 1999–2000 school year, boards will use the Provincial Report Card,Grades 9–12, for students in Grade 9 in all their secondary schools. Boards will use theProvincial Report Card, Grades 9–12, for students in Grades 9 and 10 in the 2000–2001school year; for students in Grades 9, 10, and 11 in the 2001–2 school year; and for stu-dents in Grades 9 to 12 in the 2002–3 school year and thereafter.

A completed Provincial Report Card, Grades 9–12 (all three pages), or an exact copy ofit, will be filed in the OSR folder for each student who has been enrolled in the schoolfor more than six weeks from the commencement of the reporting period:



– two times in each semester for semestered schools, the first to occur during the fall; or

– at the end of each of three reporting periods, the first to occur during the fall, fornon-semestered schools.

The Provincial Report Card, Grades 9–12, or an exact copy of it, will be forwarded tothe parent(s) of a student who is not an adult or to the student if he or she is an adult.

3.2.2.2 ContentSee the Guide to the Provincial Report Card, Grades 9–12 for available versions and infor-mation about the content.

3.2.2.3 Quality of paperSee section 3.2.1.3.

3.2.2.4 Electronic formatSchool boards may use an electronic format of the Provincial Report Card, Grades 9–12, to facilitate completion and use. However, a completed Provincial ReportCard, Grades 9–12, or an exact copy of the report card, must be filed in the OSR as ahard copy.


3.2.3 Board report cards

3.2.3.1 Use and completionBoards may develop and use their own report cards for students in Junior Kindergartenand Kindergarten. They will use their own report cards for students in Grades 10, 11,and 12 until required to use the Provincial Report Card, Grades 9–12, as indicated insection 3.2.2.1. In addition, they may use their own report cards for students with anIndividual Education Plan (IEP), as indicated in the Guide to the Provincial Report Card,Grades 1–8 and the Guide to the Provincial Report Card, Grades 9–12 under “IEP”.

Boards that have more reporting periods than those stipulated in sections 3.2.1.1 and3.2.2.1 may use board-developed reports at such times.

A report card will be completed and filed in the OSR folder for each student who hasbeen enrolled in the school for more than six weeks from the commencement of thereporting period:



– at the end of the school year; or

– at the end of each semester, if the school is organized on a semester plan; or

– at such other times that the board may stipulate.

The report card or an exact copy of it will be forwarded to the parent(s) of a studentwho is not an adult or to the student if he or she is an adult.

3.2.3.2 ContentFor those grades where there is no provincial report card, and under the conditions indi-cated in section 3.2.3.1, a school board will approve, for use in its schools, report cardsthat will include the following:

– the full name of the student, as recorded on the OSR folder

– the name and address of the school and any other particulars that may be required toidentify the school

– the name of the principal

– the signature of the teacher

– the signature of the principal

– the record of attendance of the student at school

– the date the report card is issued

– for all courses taken, the student’s level of achievement (indicated by an anecdotaldescription, a percentage grade, or a letter grade) or a statement that there has beeninsufficient time to assess the achievement of the student

– the grade in which the student is placed or to which he or she is promoted

– for each secondary school course, the title and common course code of the course

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– for each secondary school course taken for credit, the value of the credit(s) assignedto the course (expressed as a whole number or a number with up to two decimalplaces), or for a course for which a credit is not given, the words “non-credit course”

– space for comment by the parent(s) of a student who is not an adult or the student ifhe or she is an adult

– the following statement to parents and students:

To Parents and StudentsThis copy of the report card should be retained for reference. The original oran exact copy has been placed in the student’s Ontario Student Record (OSR)folder and will be retained for five (5) years after the student leaves school.

3.2.3.3 Quality of paperSee section 3.2.1.3.

3.3 THE ONTARIO STUDENT TRANSCRIPT (OST)

The requirements for the OST are outlined in the Ontario Student Transcript (OST):Manual, 1999. Beginning with the 1999–2000 school year, the OST will be a cumulativeand continuous record of a student’s successful completion of Grade 9 and 10 courses,successful and unsuccessful attempts at completing Grade 11 and 12 courses andOntario Academic Courses, and completion of other diploma requirements. The OST is part of the OSR. When it is maintained as a hard copy, it should be filed in the OSRfolder. When it is maintained electronically, a hard copy must be produced and main-tained in accordance with the Ontario Student Transcript (OST): Manual, 1999. For asample of the OST form, see appendix C to this guideline.

3.4 THE DOCUMENTATION FILE

When a documentation file is required, it will be kept in the OSR folder. A documenta-tion file will be established when the following information is required:

– verification of a custody order

– verification of a change of surname (see section 10)

– a written request to be named by repute (see section 10.1)

– the statement of decision of an Identification, Placement, and Review Committee(IPRC); the recommendation of an appeal board and the decision of the school boardregarding identification and/or placement, where applicable; and a tribunal’s decisionregarding identification and/or placement, where applicable

– an Individual Education Plan (IEP) for a student receiving special education programsand services

– educational, psychological, and health assessments

– an Intensive Support Amount (ISA) status form

– the report of a Supervised Alternative Learning for Excused Pupils (SALEP) committee

– letters of request for a correction to, or a deletion from, the record where the requesthas not been granted (see section 9)


– other reports and/or information identified in accordance with the policies establishedby the school board (see section 2)

– a Violent Incident Form (see appendix J)4

A sample documentation file folder is provided in appendix D.

When a report is requested from a professional, paraprofessional, or other relevantperson, that person should be advised that the report will be filed in the OSR and willbe subject to the access provisions governing the OSR.

As with other material included in an OSR, these reports should only be included if, inthe principal’s opinion, they are conducive to the improvement of the instruction of thestudent.

3.5 THE OFFICE INDEX CARD

The office index card provides the school with immediate access to information about astudent. It will remain at the school during the period in which the student is enrolledat the school. The card is not filed in the OSR folder and is not transferred with the OSRwhen the student transfers from the school. A sample office index card is provided inappendix E.

The office index card will record the following information:

– the full name of the student, as recorded on the OSR folder

– the number assigned to the student by the school or school board, where applicable


– the gender of the student

– the student’s date of birth (year, month, day)

– the name(s) of the student’s parent(s)

– if applicable, the name(s) of the individual(s) who has (have) custody of the student

– the student’s current address and home telephone number, as well as an emergencynumber if one has been provided

– the dates (year, month, day) on which the student enrols in the school, transfers fromthe school, and/or retires from school

– the name and address of the school to which the student transfers and the date onwhich the OSR is transferred

– the student’s address on the date of transfer or retirement

– the name and address or some other means of identification of the school from whichthe student is transferring or retiring

– other information that is identified in accordance with the policies established by theschool board (see section 2)

4. See the ministry’s publication Violence-Free Schools Policy, 1994, Part Two, Section V, “RecordKeeping of Violent Incidents Leading to Suspension/Expulsion and of Reports to the Police”, pp. 39–40, for details on the keeping of records on violent incidents.

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When a student transfers to another school, or to a private, federal, or First Nationschool, or retires from school, the office index card will be stored at the sending schoolor at a central record office provided by the board.

3.6 STUDENT RECORD OF ACCUMULATED INSTRUCTION IN FRENCH AS A SECOND LANGUAGE IN ELEMENTARY SCHOOL

An individual record of accumulated instruction in French as a second language will beestablished and maintained for each student enrolled in an elementary school. Therecord will be kept on a card that is identical to the one in appendix F, and will includeall of the information required for each entry. An entry will be made on the record:

– at the end of a school year, semester, or summer course; and

– when a student transfers to another school, including a private, federal, or FirstNation school; and

– when a student retires from school.

If a student has had previous instruction in French but no record is available, theentries on the card must be started at least from the date of enrolment in an Ontarioschool. A note will be made on the first lines of the instruction card indicating what isknown about a student’s previous instruction in French as a second language and inother subjects taught in French. If the number of accumulated hours must be estimated,an annotation must indicate that the figure is approximate.

3.7 PRIOR LEARNING ASSESSMENT AND RECOGNITION (PLAR) CHALLENGE FORCREDIT: CUMULATIVE TRACKING RECORD

If a secondary school student challenges for credit for a Grade 10, 11, or 12 coursethrough the Prior Learning Assessment and Recognition (PLAR) challenge process, arecord of all credits earned and attempted will be established and will be maintained inthe student’s OSR. This record will be kept on the form entitled “PLAR Challenge forCredit: Cumulative Tracking Record” (see appendix K). The student’s passing percentagegrade, failing percentage grade, or withdrawal from the challenge process must beentered on this form. (If it is necessary to use more than one “Cumulative TrackingRecord” form to record a student’s attempts to challenge for credit, the additionalform(s) should be attached to the original form.)

As stated in Policy/Program Memorandum No. 129, “Prior Learning Assessment andRecognition (PLAR): Implementation in Ontario Secondary Schools”, issued July 6, 2001,there are two possible tracking forms – the “Cumulative Tracking Record” and the“Interim Tracking Record”. Only the “Cumulative Tracking Record” form will be main-tained in the student’s OSR. If a student earns a credit through the challenge process ina school outside his or her regular school (the regular school is the school that maintainsthe student’s OSR), the principal of the school outside the student’s regular school willuse the “Interim Tracking Record” form (provided in the memorandum) to communicatethe results of the student’s challenges for credit to the school that maintains the OSR.The principal of the student’s regular school will enter the information onto the“Cumulative Tracking Record” form in the student’s OSR.


Access to an OSR means the right of those persons authorized by the Education Act orother legislation to examine the contents of the OSR. In addition, municipal and provin-cial freedom of information legislation permits persons who have the right to haveaccess to personal information to receive copies of the information. This provisionapplies during both the period of use of the OSR and the period of retention and storage.

Both the Municipal Freedom of Information and Protection of Privacy Act, whichapplies to schools operated by school boards, and the Freedom of Information andProtection of Privacy Act, which applies to Provincial and Demonstration Schools, pro-hibit institutions from releasing personal information in their custody or under theircontrol to anyone other than the person to whom the information relates, except in cer-tain circumstances. These circumstances are defined in the legislation, and it is up to thehead of an institution to decide whether or not to grant access to personal informationin such circumstances. School boards should therefore consult with their freedom ofinformation coordinators to determine whether they should develop policies on accessto OSRs. Any such policies must be developed in accordance with the legislation.

Boards should develop their own consent forms, which they must use where the consentof the parent(s) or adult student is required for the release of information from the OSR.It is not acceptable to use Form 14 for this purpose; Form 14 should only be used for therelease of clinical records under the Mental Health Act.

4.1 STUDENTS

Every student has the right to have access to his or her OSR.

4.2 PARENTS

The parents of a student have the right to have access to the student’s OSR, until thestudent becomes an adult (age eighteen). Under both the Children’s Law Reform Actand the Divorce Act, 1985, the legal right of a non-custodial parent to have access to achild includes the right to make inquiries and to be given information concerning thechild’s health, education, and welfare.

4.3 EDUCATIONAL PERSONNEL

Under the Education Act, only supervisory officers and the principal and teachers ofthe school have access to the OSR for the purpose of improving the instruction of thestudent. As noted above, additional access may be permitted under municipal andprovincial freedom of information legislation, under specified and limited circumstances.

4 ACCESS TO THE OSR

15M a r c h 2 0 0 0 A C C E S S T O T H E O S R

4.4 MINISTRY AND SCHOOL BOARDS

The Education Act permits the compiling and delivery of information contained in anOSR if it is required by the Minister of Education or the school board. In instanceswhere ministry staff members are seeking to collect information from OSRs, studentswho are adults and parents of students who are not adults will be notified.

4.5 COURTS AND LAW ENFORCEMENT AGENCIES

Subsection 266(2) of the Education Act states that the OSR will not be produced in thecourse of any legal proceedings. There may be occasions, however, when access to theOSR of current students or former students will be sought. In such cases, boards shouldobtain legal advice from their lawyers in order to deal with such issues as the following:

– whether the Education Act in fact prevents the production of the OSR

– whether the OSR in question is relevant to the proceedings

– if the OSR is relevant to the proceedings, whether a copy, rather than the original,may be submitted to the court

All of these issues are relevant in both civil and criminal cases (see sections 4.5.1 and 4.5.2).

Both the municipal and provincial freedom of information acts permit disclosure of per-sonal information for the purposes of law enforcement. The conditions for disclosureand the definition of “law enforcement” are contained in the legislation. School boardsshould consult with their freedom of information coordinators and their legal counsel todetermine whether they should develop policies on the disclosure of personal informa-tion in an OSR to courts and law enforcement agencies.

In court proceedings, subject to an appeal, the judge’s order must be followed. If a prin-cipal receives a court order requiring the release of an OSR, the principal should contactthe board’s legal counsel. Although court orders must be followed, the principal shouldobtain legal advice about the issues listed above.

4.5.1 Civil suitsA principal may be served with a subpoena requiring that he or she appear in court on aparticular date and bring part or all of an OSR. If a principal receives a subpoena, he orshe must comply with it, but should obtain legal advice from the board’s legal counselabout the issues in section 4.5 above.

As a general rule, the principal should go to court with both the original OSR and a com-plete and exact photocopy of it, and should propose to the judge that the photocopy besubmitted instead of the original. The principal should also inform the judge that thesubpoena is inconsistent with subsection 266(2) of the Education Act. The principalmust, however, relinquish the documents if ordered to do so by the judge.


4.5.2 Cases involving the Criminal CodeThe Criminal Code is federal legislation; where there is a conflict between it and provin-cial legislation, it takes precedence. Therefore, if a principal is served with a search war-rant under the Criminal Code requiring the surrender of an OSR to the police, or isserved with a subpoena requiring his or her appearance at court with the OSR, he or sheis obliged to comply with the search warrant or the subpoena. In both cases, the princi-pal should obtain legal advice from the board’s legal counsel about any relevant issues,including those on page 15 in section 4.5. The principal should also inform the relevantauthority (i.e., the police or the judge) that the use of any part(s) of the OSR as evidencein court proceedings is inconsistent with subsection 266(2) of the Education Act. Theprincipal should present the police or the judge with both the original OSR and a com-plete and exact photocopy of it, and should propose that the photocopy be submittedinstead of the original.

4.5.3 Provisions under the Child and Family Services ActUnder the Child and Family Services Act, R.S.O. 1990, c. C.11, it is possible for a courtto order a principal of a school to produce a student’s OSR for inspection and copying.A court may make such an order if it is satisfied that (a) a record contains informationthat may be relevant to a consideration of whether a child is suffering abuse or likely tosuffer abuse, and (b) the person in control of the record has refused to permit aChildren’s Aid Society director to inspect it. If a principal receives a court order underthe Child and Family Services Act, he or she should seek legal advice about how tocomply with it.

17M a r c h 2 0 0 0

Information from an OSR may be used to assist in the preparation of a report requiredunder the Education Act or the regulations made under it. Information from an OSRmay also be used in the preparation of a report for an application for further educationor an application for employment, if a written request for such a report is made by anadult student, a former student, or the parent(s) of a student.

The freedom of information legislation sets out criteria for the use of personal informa-tion. The purposes for which personal information in a student’s OSR is being usedmust be consistent with the policies in this guideline and with school board policies.Students who are adults and parents of students who are not adults should be informedof the uses of personal information at the time that that information is collected forinclusion in an OSR.

The contents of the OSR should be reviewed on a regular basis according to the policiesestablished by the school board to ensure that they remain conducive to the improve-ment of the instruction of the student. Any such review must comply with the provi-sions of section 9 of this guideline.

5 USE AND MAINTENANCE OF THE OSR


The transfer of the OSR means the transfer of all parts of the OSR other than the officeindex card (see section 3.5 for information on the index card). Subject to the conditionsoutlined below, the original OSR is transferable only to schools in Ontario.

When a student transfers to another school in Ontario, the receiving school must besent written notification of the student’s transfer (see form in appendix G) indicatingthat the student’s OSR will be sent upon receipt of an official written request (see formin appendix H or I). When a student transfers to another school outside Ontario, only acopy of the student’s OSR may be sent upon receipt of an official written request fromthe receiving school. See sections 6.1 to 6.3.

If the original OSR is being transferred between schools operated by the same schoolboard, it may be transferred by a delivery service provided by the board.

If the original OSR is being transferred to a school in another board, to a private, fed-eral, or First Nation school, or to a Provincial or Demonstration School, it must be trans-ferred by Priority Post or an equivalent delivery method that is approved by the boardand that maintains confidentiality and guarantees prompt delivery.

If some or all of the information in the OSR has been microrecorded or stored elec-tronically and if the receiving school is capable of receiving this information inmicrorecorded form or electronically in such a way that the OSR can be effectivelyreproduced or viewed, the information may be transmitted to the receiving schooleither as a microrecording or by electronic transmission in advance of the paper partsof the OSR.

If a school is transmitting OSR information electronically or by means of facsimile,arrangements must be made to ensure the secure and confidential transfer of theinformation.

6.1 TRANSFER TO A SCHOOL IN ANOTHER BOARD OR TO A PROVINCIAL OR DEMONSTRATION SCHOOL IN ONTARIO

Before a principal transfers an original OSR to a school operated by another schoolboard in Ontario, or to a Provincial or Demonstration School in Ontario, the principalmust receive a written request for the information from the principal of the receivingschool. A sample form for indicating this official request for information is provided inappendix H.

6 TRANSFER OF THE OSR

19M a r c h 2 0 0 0 T R A N S F E R O F T H E O S R

6.2 TRANSFER TO A PRIVATE, FEDERAL, OR FIRST NATION SCHOOL IN ONTARIO

Before a principal transfers an original OSR to an inspected private school, a non-inspected private school, or a federal or First Nation school in Ontario, the principalmust have received:

– a written request for the information from the receiving school, in which the schoolagrees to accept responsibility for the OSR and to maintain, retain, transfer, anddispose of the OSR in accordance with this guideline (see appendix I); and

– a written statement indicating consent to the transfer, which is signed by the parent(s)of the student if he or she is not an adult, or by the student if he or she is an adult.

6.3 TRANSFER TO AN EDUCATIONAL INSTITUTION OUTSIDE ONTARIO

An original OSR may not be transferred outside Ontario. Only an exact copy of the OSRmay be sent to the principal of an educational institution outside Ontario after the prin-cipal who is responsible for the OSR has received:

– a written request for the information from the principal of the educational institutionoutside Ontario; and

– a written statement indicating consent to the transfer, which is signed by the parent(s)of the student if he or she is not an adult, or by the student if he or she is an adult.


A student retires from school when he or she ceases to be enrolled in school. A studentis not considered to have retired if he or she (a) withdraws for a temporary period withthe written consent of the principal, or (b) transfers to another school in Ontario.

When a student retires from the school that maintained an OSR for the student, theprincipal will give the following to the parent(s) of the student if he or she is not anadult, or to the student if he or she is an adult:

– an up-to-date copy of the student’s OST, if applicable

– the information and materials stored in the OSR folder that are not required to beretained under the retention schedule provided in section 8

7 RETIREMENT OF A STUDENT

21M a r c h 2 0 0 0

Regulations under freedom of information legislation require that personal informationthat has been used by an institution be retained by the institution for at least one yearafter use, unless the individual to whom the information relates consents in writing toits earlier disposal. Therefore, any personal information placed in an OSR should beretained by the school for at least one year after use, unless the principal receiveswritten consent to its earlier disposal.

The following components of the OSR will be retained for five years after a studentretires from school:

– report cards

– the documentation file, where applicable

– additional information that is identified by the school board as appropriate forretention

The following components of the OSR will be retained for fifty-five years after a studentretires from school:

– the OSR folder

– the OST

– the office index card

The destruction of all or any part of the OSR when its retention is no longer requiredunder this guideline will be effected under conditions that ensure the complete andconfidential disposal of the record.

8 RETENTION, STORAGE, AND DESTRUCTION OF INFORMATION IN THE OSR


If certain information or material in an OSR folder is determined, according to theboard’s policies, to be no longer conducive to the improvement of the instruction of thestudent, the principal will have the information or material removed from the OSRfolder. Such information will be given to the parent(s) of a student who is not an adult orto the student if the student is an adult, or it will be destroyed (see section 8).

If the parent(s) or adult student is (are) of the opinion that the information contained inthe student’s OSR is inaccurately recorded or that it is not conducive to the improve-ment of the instruction of the student, the parent(s) or adult student may request inwriting that the principal correct the alleged inaccuracy or remove the information fromthe record. If the principal complies with the request, the material will be corrected orwill be removed from the file and destroyed or returned to the parent(s) or the adult stu-dent, and no record of the request will be retained in the OSR.

If the principal refuses to comply with the request, the parent(s) or the adult studentmay request in writing that the principal refer the request to the appropriate supervi-sory officer. The supervisory officer will either (a) require that the principal complywith the request, or (b) submit the OSR and the request to a person designated by theMinister of Education. If the supervisory officer requires that the principal comply withthe request, no record of the request will be retained in the OSR. If the supervisory offi-cer submits the request to a person designated by the Minister, that person will hold ahearing, which the principal and the person(s) who made the request will attend. Afterthe hearing, the person designated by the Minister will make a decision on the matter.This decision will be final and binding. If the person designated by the Minister requiresthat the principal comply with the request, no record of the request will be retained inthe OSR. If the person designated by the Minister denies the request, the originalrequest, including the date on which it was made, and the statement of this final deci-sion will be retained in the documentation file.

Freedom of information legislation also permits persons to request that recorded personal information be corrected.

Every principal will ensure that no OSR discloses (a) the contravention or alleged contra-vention by a student of any statute or regulation to which the Young Offenders Act orPart V-A of the Provincial Offences Act applies, or (b) the disposition of any proceedingsbrought under those statutes or regulations. If an entry in an OSR does disclose suchinformation, the principal of the school in which the student is enrolled will ensure thatthe entry is altered appropriately or deleted from the OSR.

9 CORRECTION OR REMOVAL OF INFORMATION IN THE OSR

23M a r c h 2 0 0 0

10.1 CHANGE BY REPUTE

When a principal receives a written request from an adult student or the parent(s) of a student who is not an adult that the student be identified by a surname other than the legal surname of the student and when (a) the student is known by a surname other than his or her legal surname, (b) the surname is a name obtained by repute, and(c) the use of the surname is in the student’s best interests, the principal will record therequested surname in Part A of the OSR folder in addition to the legal surname of thestudent, and the requested surname will be used henceforth. In this case, the legal sur-name will be enclosed in brackets. The written request will be stored in the documenta-tion file (see section 3.4).

10.2 CHANGE BY MARRIAGE

When a principal receives a document that establishes that a student for whom the prin-cipal maintains an OSR has had his or her surname changed by marriage, the principalwill file the document, a copy of the document, or a verification of his or her knowledgeof the document in the documentation file, and will change the surname of the studenton all current and future components of the OSR.

10.3 CHANGE BY LAW

When a principal receives a document that establishes that a student for whom the prin-cipal maintains an OSR has had his or her surname changed in accordance with the lawof the province, state, or country in which the document was made, the principal willfile the document, a copy of the document, or a verification of his or her knowledge ofthe document in the documentation file, and, on request, will change the surname of thestudent on all components of the OSR so that the record will appear as if originallyestablished in the new surname.

10 CHANGE OF SURNAME


For each student enrolled in a school board continuing education course or program forthe purpose of achieving an Ontario secondary school credit or credits, the principal ofthe continuing education course or program will establish an office index card, whichwill contain the following information:

– the full name of the student

– the number assigned to the student by the school or school board, where applicable


– the gender of the student

– the student’s date of birth (year, month, day) and the source used to verify the date

– if applicable, the name(s) of the individual(s) who has (have) custody of the studentand for whom verification of the custody order is included in the documentation file

– the student’s current address and home telephone number, as well as an emergencynumber if one has been provided

– the dates (year, month, day) on which the student enrols in the program, transfersfrom the program, and/or retires from the program

– the name and address of the school to which the student transfers and the date

– the student’s address on the date of transfer or retirement

– the name and address or some other means of identification of the continuing educa-tion program from which the student is transferring or retiring

– other information that is identified in accordance with the policies established by theschool board (see section 2)

The OST will be maintained by the principal of the continuing education program. If, however, the student is also enrolled in a day school program, the principal of thecontinuing education program will forward information on credits earned to the principal of the day school program for inclusion in the student’s OST.

11 CONTINUING EDUCATION RECORDS

25M a r c h 2 0 0 0

Samples of folders and forms are provided on the following pages. For information onobtaining these materials, see page 3 of this guideline.

APPENDICES


APPENDIX A: OSR FOLDER, FORM 1A

The

colle

ctio

n a

nd

mai

nte

nan

ce o

f th

is in

form

atio

n a

re a

uth

ori

zed

un

der

th

e Ed

uca

tio

n A

ct,

R.S

.O. 1

990,

c. E

.2.

Use

rs o

f th

is in

form

atio

n a

re s

up

ervi

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off

icer

s an

d t

he

pri

nci

pal

an

d t

each

ers

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sch

oo

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has

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cess

to

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OSR

. Th

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M a r c h 2 0 0 0 A P P E N D I X A 27

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T H E O N T A R I O S T U D E N T R E C O R D ( O S R ) : G U I D E L I N E , 2 0 0 0 M a r c h 2 0 0 028

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An OSR established on or after September 1, 1985, will use the OSR folder referred to asForm 1A. OSRs established up to and including August 31, 1985, used the OSR folderreferred to as Form 1, which is out of date and must be adjusted to match Form 1A ifthe student is attending school. The following procedure is prescribed for adjusting theOSR folder Form 1 to Form 1A:

– Part A on Form 1. Use the student number (MIN or OEN), where applicable.

– Part B on Form 1. Use the grade designation instead of the achievement form number. If a student does not have a grade designation, use “U” for “ungraded”.

– Part C on Form 1. Insert a current Ontario Student Transcript into each secondaryschool OSR folder.

– Part H on Form 1. Where applicable, include information related to a SupervisedAlternative Learning for Excused Pupils (SALEP) program.

– Insert a documentation file, where applicable.

APPENDIX B: ADJUSTMENT OF OSR FOLDER FORM 1 TO FORM 1A

31

APPENDIX C: ONTARIO STUDENT TRANSCRIPT

M a r c h 2 0 0 0

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.S.O

., 19

90, c

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66.

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stud

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tory

. T

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per

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reg

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ing

the

co

llect

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rmat

ion

is t

he p

rinc

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cte

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gne

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ts s

ont

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ori

sées

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la L

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ur l’

éduc

atio

n, L

.R.O

. de

1990

, c.E

.2, a

rt. 2

66.

Les

rens

eig

nem

ents

qui

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ver

sés

sont

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par

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ts e

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per

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ent

au s

ujet

de

la c

olle

cte

de

ces

do

nnée

s, s

’ad

ress

er à

la d

irec

tion

de

l’éco

le.

26-2

367

(rev

10/

99)


Le R

elev

é d

e no

tes

de

l’Ont

ario

co

nsti

tue

le d

oss

ier

off

icie

l du

rend

emen

t sc

ola

ire

de

l’élè

ve f

réq

uent

ant

une

éco

le s

eco

ndai

re d

e l’O

ntar

io.

Il co

mp

rend

des

ren

seig

nem

ents

sur

:–

tous

les

cour

s su

ivis

au

pal

ier

seco

ndai

re q

ue l’

élèv

e a

réus

sis

avan

t le

1er

sep

tem

bre

199

9;–

tous

les

cour

s d

es 9

e et

10e

ann

ées

que

l’él

ève

réus

sit

dur

ant

l’ann

ée s

cola

ire

1999

-200

0 et

par

la s

uite

;–

tous

les

cour

s d

es 1

1e e

t 12

e an

nées

et

les

CP

O q

ue l’

élèv

e ré

ussi

t, r

epre

nd, é

cho

ue o

u ab

and

onn

ed

uran

t l’a

nnée

sco

lair

e 19

99-2

000

et p

ar la

sui

te.

Co

lonn

e «C

od

e d

u co

urs»

Les

tro

is p

rem

iers

car

actè

res

sont

tir

és d

u sy

stèm

e un

iform

e d

e co

dag

e d

es c

our

s q

ue p

rép

are

le m

inis

tère

.

Le q

uatr

ièm

e ca

ract

ère

ind

ique

l’an

née

du

cour

s : 1

(9e

anné

e); 2

(10e

ann

ée);

3(1

1e a

nnée

); 4

(12e

ann

ée);

0(C

PO

). D

ans

les

seul

sca

s d

es la

ngue

s au

toch

tone

s, d

es la

ngue

s cl

assi

que

s et

inte

rnat

iona

les

et d

e l’A

LF, d

uP

DF

et

de

l’AP

D, l

e q

uatr

ièm

e ca

ract

ère

ind

ique

le n

ivea

u at

tein

t d

ans

le p

rog

ram

me

: A(n

ivea

u 1)

; B(n

ivea

u 2)

;C

(niv

eau

3); D

(niv

eau

4); E

(niv

eau

5).

Le c

inq

uièm

e ca

ract

ère

ind

ique

le t

ype

du

cour

s : D

(thé

ori

que

); P

(ap

pliq

ué);

O(o

uver

t); E

(pré

emp

loi);

C(p

réco

llég

ial);

U(p

réun

iver

sita

ire)

; M(p

réun

iver

sita

ire/

pré

collé

gia

l); T

(co

urs

de

tran

sitio

n).

Cep

end

ant,

po

ur le

s co

urs

élab

oré

s à

l’éch

elo

n lo

cal,

le c

inq

uièm

e ca

ract

ère

est

un c

hiff

re :

1(t

héo

riq

ue);

2(a

pp

liqué

); 3

(ouv

ert)

; 4(c

réd

its o

blig

ato

ires

en

fran

çais

, en

Eng

lish,

en

mat

hém

atiq

ues

ou

en s

cien

ces)

; 5

(pré

emp

loi);

6(p

réco

llég

ial);

7(p

réun

iver

sita

ire)

; 8(p

réun

iver

sita

ire/

pré

collé

gia

l); 9

(co

urs

de

tran

sitio

n).

D’a

utre

par

t, d

ans

le c

as d

es é

lève

s q

ui o

nt c

om

men

cé le

urs

étud

es s

eco

ndai

res

entr

e 19

84–1

985

et 1

999–

2000

,le

cin

qui

ème

cara

ctèr

e in

diq

ue le

niv

eau

de

diff

icul

té.

Dan

s ce

cas

, po

ur le

s co

urs

fond

és s

ur le

sp

rog

ram

mes

-cad

res,

on

se s

ert

des

co

des

sui

vant

s : A

(ava

ncé)

; F(f

ond

amen

tal);

G(g

énér

al).

Po

ur le

s co

urs

non

fond

és s

ur le

s p

rog

ram

mes

-cad

res,

on

utili

se le

s co

des

sui

vant

s : X

(ava

ncé)

; Y(f

ond

amen

tal);

Z(g

énér

al).

Les

cod

es c

om

men

çant

par

«K

» so

nt r

éser

vés

aux

cour

s co

mp

rena

nt d

es a

tten

tes

diff

éren

tes,

qui

n’o

uvre

nt p

asd

roit

à d

es c

réd

its.

Ces

co

des

so

nt o

rgan

isés

diff

érem

men

t : l

e q

uatr

ièm

e ca

ract

ère

ind

ique

l’an

née

de

fréq

uent

atio

n au

sec

ond

aire

( Ap

our

la p

rem

ière

ann

ée, B

po

ur la

deu

xièm

e, e

tc.)

et le

cin

qui

ème

cara

ctèr

e es

t N

,p

our

sig

nifie

r q

ue le

co

urs

n’o

uvre

pas

dro

it à

un c

réd

it.

Le c

od

e Q

EV

s’ap

pliq

ue a

ux c

réd

its r

eçus

po

ur la

9e

anné

e en

tre

1993

–199

4 et

199

8–19

99 (p

our

un

tota

l de

8 cr

édits

, do

nt le

s co

urs

ob

ligat

oir

es).

Le

cod

e P

LEse

rt à

ind

ique

r le

s éq

uiva

lenc

es d

e cr

édits

po

ur d

es é

tud

esfa

ites

dan

s un

e éc

ole

ont

arie

nne

non

insp

ecté

e o

u si

tuée

à l’

exté

rieu

r d

e la

pro

vinc

e. D

ans

le c

as d

es a

dul

tes

(ou

élèv

es e

xpér

imen

tés)

qui

rep

renn

ent

leur

s ét

udes

sec

ond

aire

s av

ant

sep

tem

bre

200

3, o

n se

ser

t d

es c

od

essu

ivan

ts :

QE

E(c

our

s éq

uiva

lent

s); Q

AP

(ap

pre

ntis

sag

e); Q

MA

(rec

onn

aiss

ance

de

mat

urité

); Q

SE

(cré

dits

ob

tenu

s p

our

des

étu

des

ter

min

ées

à l’e

xtér

ieur

de

la p

rovi

nce)

.

Co

lonn

e «N

ote

en

po

urce

ntag

e»Le

co

de

EQ

Ves

t in

scri

t au

lieu

d’u

ne n

ote

dan

s le

cas

des

éq

uiva

lenc

es d

e cr

édits

.

Co

lonn

e «C

réd

it»

Le c

hiff

re 1

,00

ind

ique

qu’

un c

réd

it es

t ac

cord

é p

our

un

cour

s ré

ussi

d’u

ne d

urée

min

imal

e p

révu

e d

e 11

0 he

ures

.Il

est

auss

i po

ssib

le d

’ind

ique

r d

es f

ract

ions

de

créd

its e

n in

scri

vant

par

exe

mp

le 0

,50

po

ur u

n d

emi-

créd

it, 0

,25

po

ur u

n q

uart

de

créd

it, e

tc.

Le c

hiff

re «

0»in

diq

ue u

n co

urs

écho

ué.

La le

ttre

«A

»in

diq

ue u

n co

urs

aban

do

nné.

La le

ttre

«R

»in

diq

ue u

n co

urs

rep

ris

et d

oit

acco

mp

agne

r le

co

urs

qui

po

rte

la n

ote

la m

oin

s él

evée

.La

men

tion

«S.O

.»in

diq

ue u

n co

urs

com

po

sé d

’att

ente

s m

od

ifiée

s o

u d

iffér

ente

s, q

ui n

’ouv

re p

as d

roit

à un

cré

dit.

Co

lonn

e «P

réci

sio

ns»

Les

pré

cisi

ons

sui

vant

es p

euve

nt p

araî

tre

dan

s ce

tte

colo

nne

:S

ind

icat

eur

spéc

ial q

ui in

diq

ue q

ue d

es c

irco

nsta

nces

exc

eptio

nnel

les

ont

ent

ravé

le r

end

emen

t d

ans

unco

urs

de

11e

ou

12e

anné

e o

u d

ans

un C

PO

Mco

urs

com

po

sé d

’att

ente

s m

od

ifiée

s q

ui n

’ouv

re p

as d

roit

à un

cré

dit

Iét

udes

inte

rdis

cip

linai

res

Céd

ucat

ion

coo

pér

ativ

eD

cour

s co

mp

osé

d’a

tten

tes

diff

éren

tes,

qui

n’o

uvre

pas

dro

it à

un c

réd

it

Dip

lôm

eD

iplô

me

d’é

tud

es s

eco

ndai

res

de

l’Ont

ario

sel

on

la c

ircu

lair

e E

SO

– à

co

mp

ter

de

2002

–200

3 (p

our

les

élèv

es c

om

men

çant

leur

s ét

udes

sec

ond

aire

s en

199

9–20

00 o

u p

ar la

sui

te)

Dip

lôm

e d

’étu

des

sec

ond

aire

s d

e l’O

ntar

io s

elo

n la

cir

cula

ire

EO

CIS

– d

epui

s 19

86–1

987

Dip

lôm

e d

’étu

des

sec

ond

aire

s su

pér

ieur

es –

dél

ivré

jusq

u’en

198

9–19

90D

iplô

me

d’é

tud

es s

eco

ndai

res

– d

epui

s 19

72–1

973

Cer

tific

atC

ertif

icat

d’é

tud

es s

eco

ndai

res

de

l’Ont

ario

, à c

om

pte

r d

e 19

99–2

000

Cer

tific

at d

e re

ndem

ent,

à c

om

pte

r d

e 19

99–2

000

(auc

une

exig

ence

par

ticul

ière

)C

ertif

icat

d’é

tud

es, e

ntre

sep

tem

bre

198

5 et

ao

ût 1

999

Cer

tific

at d

e fo

rmat

ion

pro

fess

ionn

elle

, ava

nt 1

988

Pro

gra

mm

e sp

écia

lisé

Le t

itre

du

pro

gra

mm

e sp

écia

lisé

que

le c

ons

eil s

cola

ire

a él

abo

ré e

st in

diq

ué s

ous

cet

te r

ubri

que

.

The

Ont

ario

Stu

den

t T

rans

crip

t (O

ST

) is

the

off

icia

l rec

ord

of

a st

uden

t’s

acad

emic

ach

ieve

men

t in

the

pro

vinc

e o

f O

ntar

io.

The

OS

T c

ont

ains

a r

eco

rd o

f th

e fo

llow

ing

:–

all c

our

ses

in a

ll se

cond

ary

scho

ol g

rad

es s

ucce

ssfu

lly c

om

ple

ted

bef

ore

Sep

tem

ber

1, 1

999

–al

l Gra

de

9 an

d 1

0 co

urse

s b

egun

and

suc

cess

fully

co

mp

lete

d d

urin

g o

r af

ter

the

1999

–200

0 sc

hoo

l yea

r–

all s

ucce

ssfu

l and

uns

ucce

ssfu

l att

emp

ts a

t co

mp

leti

ng G

rad

e 11

and

12

cour

ses

and

Ont

ario

A

cad

emic

Co

urse

s (O

AC

s) m

ade

dur

ing

or

afte

r th

e 19

99–2

000

scho

ol y

ear

“Co

urse

Co

de”

co

lum

nT

he f

irst

thr

ee c

hara

cter

so

f th

e co

urse

co

des

are

tho

se g

iven

in t

he m

inis

try’

s lis

t o

f co

mm

on

cour

se c

od

es.

The

fo

urth

cha

ract

erin

dic

ates

the

gra

de

of

a co

urse

, as

follo

ws:

1(G

rad

e 9)

, 2(G

rad

e 10

), 3

(Gra

de

11),

4(G

rad

e 12

), an

d 0

(OA

C).

Fo

r co

urse

s in

ES

L, c

lass

ical

/int

erna

tiona

l lan

gua

ges

, and

Nat

ive

lang

uag

es o

nly,

it in

dic

ates

the

leve

l of

a co

urse

, as

follo

ws:

A(L

evel

1),

B(L

evel

2),

C(L

evel

3),

D(L

evel

4),

and

E(L

evel

5).

The

fift

h ch

arac

ter

ind

icat

es t

he t

ype

of

cour

se, a

s fo

llow

s: D

(aca

dem

ic),

P(a

pp

lied

), O

(op

en),

E(w

ork

pla

ce p

rep

arat

ion)

, C(c

olle

ge

pre

par

atio

n), U

(uni

vers

ity p

rep

arat

ion)

, M(u

nive

rsity

/co

lleg

e p

rep

arat

ion)

,an

d T

(tra

nsfe

r).

Loca

lly d

evel

op

ed c

our

ses,

ho

wev

er, a

re in

dic

ated

as

follo

ws:

1(a

cad

emic

), 2

(ap

plie

d),

3(o

pen

),4

(co

mp

ulso

ry E

nglis

h, m

ath,

or

scie

nce)

, 5(w

ork

pla

ce p

rep

arat

ion)

, 6(c

olle

ge

pre

par

atio

n), 7

(uni

vers

ityp

rep

arat

ion)

, 8(u

nive

rsity

/co

lleg

e p

rep

arat

ion)

, and

9(t

rans

fer)

. F

or

stud

ents

who

beg

an s

eco

ndar

y sc

hoo

lb

etw

een

1984

–85

and

199

9–20

00, t

he f

ifth

char

acte

r in

dic

ates

the

leve

l of

diff

icul

ty o

f a

cour

se, a

s fo

llow

s:A

(ad

vanc

ed),

B(b

asic

), an

d G

(gen

eral

) fo

r co

urse

s b

ased

on

min

istr

y cu

rric

ulum

gui

del

ines

; and

X(a

dva

nced

),Y

(bas

ic),

and

Z(g

ener

al) f

or

non-

gui

del

ine

cour

ses.

Co

urse

co

des

beg

inni

ng w

ith “

K”

ind

icat

e co

urse

s co

nsis

ting

of

alte

rnat

ive

exp

ecta

tions

, whi

ch d

o n

ot

lead

to

cred

its.

The

se c

od

es a

re s

truc

ture

d s

om

ewha

t d

iffer

ently

: the

fo

urth

cha

ract

er in

dic

ates

the

yea

r o

f at

tend

ance

inse

cond

ary

scho

ol (

Afo

r th

e fir

st y

ear,

Bfo

r th

e se

cond

, etc

.); a

nd t

he f

ifth

char

acte

r, N

, ind

icat

es a

no

n-cr

edit

cour

se.

QE

Vis

the

co

de

for

cred

its r

ecei

ved

in t

he G

rad

e 9

pro

gra

m f

rom

199

3–94

to

199

8–99

(a t

ota

l of

8 cr

edits

,in

clud

ing

the

co

mp

ulso

ry c

red

its).

PLE

is t

he c

od

e fo

r eq

uiva

lent

cre

dits

gra

nted

fo

r p

revi

ous

lear

ning

out

sid

e O

ntar

io o

r in

a n

on-

insp

ecte

d p

riva

tesc

hoo

l in

Ont

ario

.

The

co

des

ind

icat

ing

cre

dits

gra

nted

to

mat

ure

stud

ents

who

re-

ente

r se

cond

ary

scho

ol b

efo

re S

epte

mb

er 2

003

are

as f

ollo

ws:

QE

E(e

qui

vale

nt-e

duc

atio

n cr

edit)

, QA

P(a

pp

rent

ices

hip

-tra

inin

g c

red

it), Q

MA

(mat

urity

-allo

wan

cecr

edit)

, and

QS

E(c

red

it fo

r co

urse

wo

rk c

om

ple

ted

out

sid

e O

ntar

io).

“Per

cent

age

Gra

de”

co

lum

nE

QV

is u

sed

inst

ead

of

a p

erce

ntag

e g

rad

e w

hen

equi

vale

nt c

red

its a

re r

eco

rded

.

“Cre

dit

” co

lum

n1.

00in

dic

ates

one

cre

dit

for

the

succ

essf

ul c

om

ple

tion

of

a co

urse

sch

edul

ed f

or

a m

inim

um o

f 11

0 ho

urs.

Par

tial c

red

its a

re in

dic

ated

as

0.50

(a h

alf

cred

it), 0

.25

(one

-qua

rter

cre

dit)

, etc

.

0(z

ero

) ind

icat

es t

hat

the

stud

ent

faile

d t

he c

our

seW

ind

icat

es t

hat

the

stud

ent

with

dre

w f

rom

the

co

urse

Rin

dic

ates

tha

t th

e st

uden

t re

pea

ted

the

co

urse

and

tha

t th

e p

erce

ntag

e g

rad

e g

iven

fo

r th

is a

ttem

pt

is t

helo

wer

gra

de

N/A

ind

icat

es a

co

urse

with

mo

difi

ed o

r al

tern

ativ

e ex

pec

tatio

ns t

hat

did

no

t le

ad t

o a

cre

dit

“No

te”

colu

mn

The

fo

llow

ing

no

tatio

ns m

ay a

pp

ear

in t

his

colu

mn:

Ssp

ecia

l ind

icat

or

notin

g t

hat

the

stud

ent’

s p

erfo

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a G

rad

e 11

or

12 c

our

se o

ran

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as a

ffec

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m 1

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m 1

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tem

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198

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tific

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re 1

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ecia

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ame

of

a sp

ecia

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evel

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d

33

APPENDIX D: DOCUMENTATION FILE FOLDER

M a r c h 2 0 0 0

OSR

Do

cum

en

tati

on

Fil

e

The

colle

ctio

n a

nd

mai

nte

nan

ce o

f th

is in

form

atio

n a

re a

uth

ori

zed

un

der

th

e Ed

uca

tio

n A

ct, R

.S.O

. 199

0, c

. E.2

.U

sers

of

this

info

rmat

ion

are

su

per

viso

ry o

ffic

ers

and

th

e p

rin

cip

al a

nd

tea

cher

s o

f th

e sc

ho

ol.

This

file

co

nta

ins

tho

se d

ocu

men

ts r

efer

red

to

in t

he

On

tari

o S

tud

ent

Rec

ord

(O

SR):

Gu

idel

ine,

200

0.Th

e co

nta

ct p

erso

n r

egar

din

g t

he

colle

ctio

n o

f th

is in

form

atio

n is

th

e p

rin

cip

al o

f th

e sc

ho

ol.

Min

istr

y of

Ed

ucat

ion

Stu

den

t’s

Sur

nam

e an

d G

iven

Nam

esB

irth

Dat

eS

tud

ent

Num

ber

(MIN

/OE

N)

Gen

der

Yea

rM

onth

Day


APPENDIX E: OFFICE INDEX CARD

Office Index Card

The collection and maintenance of this information are authorized under theEducation Act, R.S.O. 1990, c. E.2. Users of this information are supervisoryofficers and the principal and teachers of the school.

This card is used to obtain access to vital information in the OSR and, in thecase of an emergency, to assist in locating the student or parent(s)/guardian(s).

The contact person regarding the collection of this information is the principalof the school.

Ministry of Education

Surname and Given Name(s) Student Number (MIN/OEN)

Current Address

Name of Parent(s)/Guardian(s) Telephone (Business) Telephone (Home)

EMERGENCY CONTACT Telephone (Business) Telephone (Home)

Mother

Telephone Address

Date of Birth

Source of Verification

School

Father

Guardian(s)

Custody Status

Other Information

Name

Relationship

MY D

Date Enrolled

School Previously Attended

Address

Date of Retirement

Destination

Date of Transfer

Receiving School

Address

Status of OSRDate of Request Date Received Date Sent

MY D

MY D

MY D

Gender

35

APPENDIX F: STUDENT RECORD OF ACCUMULATED INSTRUCTION IN FRENCH AS A SECOND LANGUAGE IN ELEMENTARY SCHOOL

M a r c h 2 0 0 0

Ministry of Education

Student Record of Accumulated Instruction in French As a Second Language

Junior Kindergarten to Grade 8

The collection and maintenance of this information are authorized under the Education Act, R.S.O. 1990, c. E.2. Users of this informationare supervisory officers and the principal and teachers of the school. This form documents a student’s educational progress in French asa second language in elementary school. The contact person regarding the collection of this information is the principal of the school.

Student’s surname Given names

*To convert minutes per day to hours per year, multiply by 3 (e.g., 40 minutes per day = 120 hours per year). For students who transfer toanother school in Ontario during the school year, enter the number of hours that they completed at this school.

School year(Enter percentageof the school yearafter the dottedline if not 100%) School board Grade

Hours ofinstruction

in the subject ofFrench*

Hours per year of French instruction givenin subjects other than French (specify)*

Totalnumberof hoursfor theyear

Total numberof hours

accumulatedby the end of

the school yearHoursSubject(s)

Total number of hours accumulated by the end of Grade 8


APPENDIX G: NOTIFICATION OF STUDENT TRANSFER WITHIN ONTARIO

Principal Date

This is to certify that

was enrolled in Grade at

The last day of attendance was .

The Ontario Student Record will be forwarded directly to you uponreceipt of an official request. This student has been provided with acopy of his or her latest report card and Ontario Student Transcript, if applicable.

Surname First name Middle name

Notification of Student Transfer Within Ontario

Name of school

Address

37

APPENDIX H: REQUEST FOR AN OSR BY A SCHOOL IN ANOTHER BOARD OR A PROVINCIAL OR DEMONSTRATION SCHOOL IN ONTARIO

M a r c h 2 0 0 0

Principal Date

Please forward the Ontario Student Record for

who has enrolled in Grade at

I hereby agree to accept responsibility for the record and to use, maintain, transfer, and dispose of the record in accordance with theOntario Student Record (OSR): Guideline, 2000.


Request for an OSR by a School in Another Board or a Provincial orDemonstration School in Ontario

Name of school

Address


APPENDIX I: REQUEST FOR AN OSR BY A PRIVATE, FEDERAL, OR FIRST NATION SCHOOL IN ONTARIO

Principal Date

Please forward the Ontario Student Record for

who has enrolled in Grade at

This is to certify that this is a

private school federal school First Nation school

in Ontario operated by

I hereby agree to accept responsibility for the record and to use, maintain, transfer, and dispose of the record in accordance with theOntario Student Record (OSR): Guideline, 2000.


Name of the person or the Native education authority that operates the school

Request for an OSR by a Private, Federal, or First Nation School in Ontario

Name of school

Address

39

APPENDIX J: VIOLENT INCIDENT FORM

M a r c h 2 0 0 0

Violent Incident Form

Name of student

AA.. DDeessccrriippttiioonn ooff VViioolleenntt IInncciiddeenntt

B. Police Contact

C. School/Board Response

1. Suspension 2. Expulsion 3. Other

(Please refer to the document Violence-Free Schools Policy for direction on the removal of this form from the OSR.)

Date of inclusion in OSR Principal’s/designate’s signature

1. Date of contact 3. Name of investigating officer(s)2. Date of police investigation at school

40 T H E O N T A R I O S T U D E N T R E C O R D ( O S R ) : G U I D E L I N E , 2 0 0 0 S e p t e m b e r 2 0 0 1

APPENDIX K: PRIOR LEARNING ASSESSMENT AND RECOGNITION (PLAR) CHALLENGE FOR CREDIT: CUMULATIVE TRACKING RECORD

PRIO

R LE

ARNI

NG A

SSES

SMEN

T AN

D RE

COGN

ITIO

N (P

LAR)

CHA

LLEN

GE F

OR C

REDI

T: C

UMUL

ATIV

E TR

ACKI

NG R

ECOR

D

Dat

e of

Birt

hG

end

erS

tud

ent

Num

ber

MIN

/OE

NS

urna

me

Giv

en N

ames

Dat

e of

Ent

ryN

ame

of S

choo

lN

umb

erS

choo

l Boa

rd/S

choo

l Aut

horit

y/In

spec

ted

Priv

ate

Sch

ool1

1.N

ame

of s

choo

l boa

rd/s

choo

l aut

horit

y/in

spec

ted

priv

ate

scho

ol t

hat

mai

ntai

ns t

he s

tud

ent’

s O

SR

2.N

ame

of s

choo

l boa

rd o

r in

spec

ted

priv

ate

scho

ol t

hrou

gh w

hich

the

stu

den

t ea

rned

the

cre

dit(

s)3.

Sig

natu

re o

f per

son

auth

oriz

ed t

o m

aint

ain

the

stud

ent’

s O

SR

Not

e:Fo

r p

olic

y on

the

use

of t

his

form

, see

Pol

icy/

Pro

gram

Mem

oran

dum

No.

129

, “P

rior

Lear

ning

Ass

essm

ent

and

Rec

ogni

tion

(PLA

R):

Imp

lem

enta

tion

in O

ntar

io S

econ

dar

y S

choo

ls”.

Dat

e(Y

ear/

Mon

th)

Sch

ool B

oard

/ In

spec

ted

Priv

ate

Sch

ool2

Cou

rse

Gra

de/

Leve

lC

ours

e Ti

tleC

ours

e C

ode

Dis

cip

line

Aut

horiz

atio

n3

PercentageGrade

Credit

Compulsory

Withdrawal

ISBN 0-7778-9244-8

99-135

© Queen’s Printer for Ontario, 2000

Printed on recycled paper

Documents

OSR 99- Eng