Ontario Student Record (OSR)
The Ontario Student Record (OSR) is the official school record for a student registered in a school in Ontario. Every Ontario school keeps an OSR for each student enrolled at that school. The OSR contains achievement results, credits earned and diploma requirements completed, and other information important to the education of the student. These records are protected by the Education Act and Freedom of Information legislation in the Province of Ontario. If a student is enrolled in Ontario eSecondary School as well as another Ontario secondary school, the OSR is held by the school where the student is taking the most courses. OES will not hold the OSR for students who have already graduated at another school. If the student is currently attending another school – public or private – and is simply taking a single course from Ontario eSecondary School, then that student’s OSR will reside at the school that the student is attending and taking the most courses. Ontario eSecondary School establishes or obtains the student OSR only if the student becomes the sole responsibility of Ontario eSecondary School.
In the OSR goes:
- Form 1A
- Provincial Report Card: OES will file both the midterm and final report cards in the student’s OSR or OES will send these report cards to the student’s school where this OSR is held
- Ontario School Transcript (OST)
- Documentation Files for such things as IPRC, IEP, psychological assessments, Violent Incident Form, etc.
- Prior Learning Assessment and Recognition (PLAR) Challenge for Credit: Cumulative Tracking Record
- Annual Community Involvement Report
- Ontario Secondary School Literacy Test results
Personal information in the OSR is maintained for at least one year after use. Report cards and documentation files are maintained for five years after use. The OSR folder containing the OST and the Office Index Card will be maintained for fifty-five years after a student retires.
Students and their parents or guardians (if the student is under age 18) may examine the contents of the OSR. Access to the OSR is also granted to the educational personnel from the Ministry of Education. The staff, parent, and student will only have access to look through the OSR in the presence of the Principal. At no time will staff, student, or teacher be alone with with the OSR file.
All OSRs at OES are maintained in a lock and key cabinet bolted to the ground. Only the Principal has the key to the cabinet.
The OSR is an ongoing record and may be transferred from Ontario eSecondary School if the student transfers to another school. Transfer of all of the original material in the OSR occurs by Priority Post when Ontario eSecondary School receives written request from the receiving school. If a student transfers outside Ontario, then only a copy of the OSR is transferred. When a student retires, Ontario eSecondary School may give the parents a copy of the OSR, if so requested.
Ontario Student Transcript (OST)
The Ontario Student Transcript (OST) is an official document maintained by the Ontario school for each student. The OST is stored in the student’s Ontario Student Record (OSR) and retained for 55 years after a student retires from school. It is a record of all secondary school course work and diploma requirements. The OST will be issued to students whose OSR is held by OES as required and upon graduation. In September 1999, the Ontario Ministry of Education instructed that schools in Ontario implement a policy of full disclosure. This policy states that all grade 11 and 12 courses attempted by students must be recorded on Ontario Student Transcripts. Students needing a certified copy of their Ontario Student Transcript from Ontario eSecondary School may contact the Administration Head at Ontario eSecondary School. If the student is currently attending another school – public or private – and is simply taking a single course from Ontario eSecondary School, then that student’s OSR will reside at the school that the student is attending. Where students registered in a publicly funded secondary school, earn a credit or credits with OES, the principal of the publicly funded secondary school is responsible for ensuring that Ontario eSecondary School credit is recorded on the student’s OST. Ontario eSecondary School will automatically forward an official copy of the student’s final report card of the course taken at Ontario eSecondary School to the student’s school holding the OSR, so that the credit can be added to the OST. Ontario eSecondary School establishes or obtains the student OSR containing the OST, only if the student becomes the sole responsibility of Ontario eSecondary School.
Withdrawal from a Course
- Withdrawals occurring within 5 days of the issuing of the first report card from Ontario eSecondary School will result in the mark not being recorded on the OST.
- A withdrawal from a Grade 11 or 12 course after 5 days of the issuing of the first report card results in a “W” being entered in the “Credit” column of the OST along with the mark at the time of the withdrawal.
- Withdrawals at anytime from Grade 9 or 10 courses are not recorded on the OST.
- If there are extraordinary circumstances relating to a student’s withdrawal from a course, an “S” may be entered in the “Note” column on the OST.
Repetition of a Course
- Only one credit is earned if course is repeated.
- In Grade 11 and 12, an “R” appears on the student’s OST for the course with the lower mark.
Out of province students or transfers from non-inspected private schools may be granted equivalent credits upon the Principal’s evaluation of the student’s previous learning.
- “Equivalent Credits” are entered in the “Course Title” column.
- “PLE” entered in the “Course Code” column.
- “EQV” in the “Percentage Grade” column.
- the total number of credits entered into the “Credit” column.
- and the number of compulsory credits entered into the “Compulsory” column.