Ontario Student Record (OSR) Management Policy
The Ontario Student Record is the record of a student's educational progress through schools in Ontario. Am-Can Business & Tech School establishes and maintains it under the Education Act and the Ontario Student Record Guideline, 2000.
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1. Purpose and responsibility
The Education Act requires the Principal of a school to collect information for inclusion in a record for each student enrolled. The Principal is responsible for establishing, maintaining, retaining, transferring and disposing of that record.
The record is privileged for the information and use of supervisory officers, the Principal and the student's teachers, strictly for the improvement of the student's instruction.
The school establishes an Ontario Student Record for every student it enrols, unless the record is held by another day school at which the student is concurrently enrolled. In that case the school notifies the other school of the enrolment in writing and provides the results for inclusion in the record held there.
A member of staff is designated to perform the clerical functions of establishing and maintaining the record. Every person who performs those functions is made aware of the confidentiality provisions of the Education Act and of applicable privacy legislation.
Back to the top2. What the record contains
- An official Ontario Student Record folder, Form 1A or Form 1.
- Provincial report cards.
- An Ontario Student Transcript, where applicable.
- A documentation file, where applicable, for example proof of age, a medical plan or a custody order.
- An office index card.
- Additional information identified by the school as conducive to the improvement of the student's instruction.
The record is reviewed regularly, and information that is no longer conducive to the improvement of instruction is removed.
Back to the top3. Access
Each student, and the parent or guardian of a student who is not an adult, is made aware of the purpose and content of the record at the time of enrolment.
A student, and the parent or guardian of a student under 18, is entitled to examine the record. The request is made in writing to the Principal. The school arranges supervised access within a reasonable period and at no charge, and the Principal or a designated member of staff is present to help interpret the contents.
A student who is 18 or older controls access to their own record. From that point the parent's right of access ends, unless the student consents in writing.
4. Asking for a correction
A student, or the parent or guardian of a student under 18, may ask the Principal in writing to correct or remove information in the record that they believe is inaccurate or not conducive to the improvement of instruction. The Principal responds in writing with reasons. Where the request is refused, the person who made it may ask that the matter be referred to the appropriate supervisory officer.
Back to the top5. Security and confidentiality
- Paper records are held in locked filing cabinets or a locked room at the school office in Vaughan, and are secured outside office hours.
- Any part of the record kept electronically is stored so that a clear and legible copy can be printed, and is subject to the same security and access requirements as the paper record.
- Access is restricted to the people the Education Act permits, and every access is for the improvement of the student's instruction.
How the school handles personal information generally is set out in the Website Privacy Policy.
Back to the top6. Transfer to another school
The record is an ongoing record and is transferred when a student transfers to another school in Ontario, accompanied by an up-to-date Ontario Student Transcript. The school retains a copy of the transcript. The school charges no fee for a transfer.
Where a student transfers to an inspected private school, a non-inspected private school, or a federal or First Nation school in Ontario, the record is transferred only where the Principal receives a written request from the receiving school together with written consent to the transfer signed by the parent or by the adult student.
Back to the top7. Retention and disposal
| Component | Retention period after the student retires from school |
|---|---|
| Provincial report cards | 5 years |
| Documentation file, where applicable | 5 years |
| Additional information retained by the school | 5 years |
| Ontario Student Transcript | 55 years |
| Office index card | 55 years |
Originals or exact copies of report cards are kept in the record folder for the five year period. The office index card is printed and held in hardcopy in a secure location at the school for 55 years following the student's withdrawal, transfer or graduation. Components are destroyed securely at the end of their retention period.
Back to the top8. If the school ceases to operate
If the school ceases to operate, all Ontario Student Records are forwarded to the Ministry of Education, as the school undertook in its Notice of Intention.
Back to the topAm-Can Business & Tech School
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