Post on 26-Sep-2020
transcript
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
3S e p t e m b e r 2 0 0 1
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
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– 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
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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:
– at the time of his or her transfer to another school; or
– at the time of his or her retirement from school; or
– 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.
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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 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 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)
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– 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
– a Ministry Identification Number (MIN) or Ontario Education Number (OEN)assigned by the ministry, 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.
14 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 0
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.
16 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 0
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
18 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 0
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.
20 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 0
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
22 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 0
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
24 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 0
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
– a Ministry Identification Number (MIN) or Ontario Education Number (OEN)assigned by the ministry, 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
26 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 0
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
sory
off
icer
s an
d t
he
pri
nci
pal
an
d t
each
ers
of
the
sch
oo
l.
Ever
y st
ud
ent
has
th
e ri
gh
t to
hav
e ac
cess
to
his
or
her
OSR
. Th
e p
aren
t(s)
or
gu
ard
ian
(s)
also
hav
e th
e ri
gh
t to
hav
e ac
cess
to
th
e st
ud
ent’
s O
SR, u
nti
l th
e st
ud
ent
bec
om
es a
n a
du
lt(a
ge
eig
hte
en).
The
info
rmat
ion
co
nta
ined
in t
his
file
is u
sed
to
tra
ck a
stu
den
t’s
edu
cati
on
al h
isto
ry a
nd
pro
gre
ss t
hro
ug
h s
cho
ol.
The
con
tact
per
son
reg
ard
ing
th
e co
llect
ion
of
this
info
rmat
ion
is t
he
pri
nci
pal
of
the
sch
oo
l.
The O
nta
rio
Stu
den
t R
eco
rd F
old
er
FOR
M 1
AM
inis
try
of
Ed
ucat
ion
M a r c h 2 0 0 0 A P P E N D I X A 27
1 3
2 4
A DE
F
Sur
nam
e an
d G
iven
Nam
es
Sp
ecia
l Hea
lth
Info
rmat
ion
Hea
rtH
earin
gS
ight
Sp
eech
Oth
er
Rec
omm
end
atio
ns:
Ver
ifica
tion
Birt
h C
ertif
icat
eB
aptis
mal
Cer
tific
ate
Pas
spor
tO
ther
Initi
als
Birt
h D
ate
Stu
den
t N
umb
er (M
IN/O
EN
)G
end
er
Yea
rM
onth
Day
If d
ecea
sed
, ent
er d
ate
of d
eath
.
Fath
er
Mot
her
Gua
rdia
n
Pho
tog
rap
hs
En
trie
s in
th
is s
ecti
on m
ust
be
kep
t cu
rren
t.
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
BS
cho
ols
Att
end
ed
Sch
ool
Boa
rdTe
ache
r C
onta
ct
CD
ate
of R
etire
men
tA
dd
ress
at
Ret
irem
ent
Des
tinat
ion
(Fur
ther
Ed
ucat
ion,
Em
plo
ymen
t)
Last
Dat
eD
ate
of
Ent
ryo
f A
tten
dan
ceY
ear
Mo
nth
Day
Yea
rM
ont
hD
ayG
rad
e
M a r c h 2 0 0 0 A P P E N D I X A 29
GS
pec
ial A
chie
vem
ents
in S
cho
ol A
ctiv
itie
sD
ates
HA
dd
itio
nal I
nfo
rmat
ion
Sup
ervi
sed
Alte
rnat
ive
Lear
ning
for
Exc
used
Pup
ils (S
ALE
P)
Pro
gram
Oth
er
Dat
e R
ecor
d R
ecei
ved
Y
ear
Mon
thD
ay
30 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 0
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
Min
istr
y o
f E
duc
atio
nM
inis
tère
de
l’Éd
ucat
ion
ONTA
RIO
STUD
ENT
TRAN
SCRI
PTRE
LEVÉ
DE
NOTE
S DE
L’O
NTAR
IO
SUM
MAR
Y O
F CR
EDIT
S / T
OTA
L D
ES C
RÉD
ITSDat
e of
Issu
e /
Dat
e d
e d
éliv
ranc
e
Sur
nam
e /
No
mG
iven
Nam
es /
Pré
nom
sM
IN /
OE
N /
NIM
/ N
ISO
Stu
den
t N
umb
er /
Num
éro
mat
ricu
leG
end
erD
ate
of
Bir
th /
Dat
e d
e na
issa
nce
Sex
eY
ear
/ A
nnée
Mo
nth
/ M
ois
Day
/ J
our
Co
mm
unity
Invo
lvem
ent
/ S
ervi
ce c
om
mun
auta
ireP
rovi
ncia
l Sec
ond
ary
Sch
oo
l Lite
racy
Tes
t /
Tes
t p
rovi
ncia
l de
com
pét
ence
s lin
gui
stiq
ues
Sp
ecia
lized
Pro
gra
m /
Pro
gra
mm
e sp
écia
lisé
Co
mp
lete
dN
/AS
ucce
ssfu
lly
Réu
ssi e
nN
/AT
erm
iné
S.O
.C
om
ple
ted
in E
nglis
hfr
ança
isS
.O.
Dip
lom
a o
r C
ertif
icat
e /
Dip
lôm
e o
u ce
rtifi
cat
Dat
e o
f Iss
ue /
Dat
e d
e d
éliv
ranc
eA
utho
rizat
ion
/ A
uto
risé
par
Yea
r /
Ann
éeM
ont
h /
Mo
is
Nam
e o
f D
istr
ict
Sch
oo
l Bo
ard
/ S
cho
ol A
utho
rity
Num
ber
/N
umér
oN
ame
of
Sch
oo
l / N
om
de
l’éco
leN
umb
er /
Num
éro
Dat
e o
f E
ntry
/ D
ate
de
l’ad
mis
sio
nN
om
du
cons
eil s
cola
ire
de
dis
tric
t/d
e l’a
dm
inis
trat
ion
sco
lair
eY
ear
/ A
nnée
Mo
nth
/ M
ois
Day
/ J
our
Dat
eY
ear
Mo
nth
Ann
éeM
ois
Co
urse
Gra
de/
Leve
lA
nnée
du
cour
s/N
ivea
u
Co
urse
Co
de
Co
de
du
cour
s
Per
cent
age
Gra
de
No
te e
n p
our
cent
age
Cre
dit
Cré
dit
Co
mp
ulso
ryO
blig
ato
ire
No
teP
réci
sio
nsC
our
se T
itle/
Titr
e d
u co
urs
Pag
e
of /
de
The
co
llect
ion
and
mai
nten
ance
of
this
info
rmat
ion
are
auth
ori
zed
und
er t
he E
duc
atio
n A
ct, R
.S.O
., 19
90, c
.E.2
, s.2
66.
Use
rs o
f th
is in
form
atio
n ar
e su
per
viso
ry o
ffic
ers
and
the
pri
ncip
al a
nd t
each
ers
of
the
scho
ol.
Thi
s is
the
off
icia
l rec
ord
of
the
stud
ent’
s ed
ucat
iona
l his
tory
. T
he c
ont
act
per
son
reg
ard
ing
the
co
llect
ion
of
this
info
rmat
ion
is t
he p
rinc
ipal
of
the
scho
ol.
La c
olle
cte
et la
co
nser
vatio
n d
e ce
s re
nsei
gne
men
ts s
ont
aut
ori
sées
par
la L
oi s
ur l’
éduc
atio
n, L
.R.O
. de
1990
, c.E
.2, a
rt. 2
66.
Les
rens
eig
nem
ents
qui
y s
ont
ver
sés
sont
util
isés
par
les
agen
ts e
t ag
ente
s d
e su
per
visi
on,
le
dir
ecte
ur o
u la
dir
ectr
ice
de
l’éco
le e
t le
per
sonn
el e
nsei
gna
nt.
C’e
st le
do
ssie
r sc
ola
ire
off
icie
l de
l’élè
ve.
Po
ur t
out
ren
seig
nem
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)
32 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 0
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
rman
ce in
a G
rad
e 11
or
12 c
our
se o
ran
OA
C w
as a
ffec
ted
by
extr
aord
inar
y ci
rcum
stan
ces
Mm
od
ified
cur
ricu
lum
exp
ecta
tions
tha
t d
o n
ot
lead
to
a c
red
it I
inte
rdis
cip
linar
y st
udie
sF
Fre
nch
Imm
ersi
on
Cco
op
erat
ive
educ
atio
n A
alte
rnat
ive
exp
ecta
tions
, whi
ch d
o n
ot
lead
to
a c
red
it
Gra
dua
tio
n d
iplo
mas
Ont
ario
Sec
ond
ary
Sch
oo
l Dip
lom
a (O
SS
D) u
nder
OS
S, f
rom
200
2–3
onw
ard
s (f
or
stud
ents
ente
ring
sec
ond
ary
scho
ol i
n 19
99–2
000
or
late
r)O
ntar
io S
eco
ndar
y S
cho
ol D
iplo
ma
(OS
SD
) und
er O
SIS
, fro
m 1
986–
87 o
nwar
ds
Sec
ond
ary
Sch
oo
l Ho
nour
Gra
dua
tion
Dip
lom
a (S
SH
GD
), up
to
198
9–90
Sec
ond
ary
Sch
oo
l Gra
dua
tion
Dip
lom
a (S
SG
D),
fro
m 1
972–
73 o
nwar
ds
Cer
tific
ates
Ont
ario
Sec
ond
ary
Sch
oo
l Cer
tific
ate,
fro
m 1
999–
2000
onw
ard
sC
ertif
icat
e o
f A
cco
mp
lishm
ent,
fro
m 1
999–
2000
onw
ard
s (n
o s
pec
ific
req
uire
men
ts)
Cer
tific
ate
of
Ed
ucat
ion,
Sep
tem
ber
198
5 to
Aug
ust
1999
Cer
tific
ate
of
Tra
inin
g, b
efo
re 1
988
“Sp
ecia
lized
Pro
gra
m”
bo
xT
he n
ame
of
a sp
ecia
lized
pro
gra
m d
evel
op
ed b
y a
scho
ol b
oar
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
34 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 0
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
36 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 0
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.
Surname First name Middle name
Request for an OSR by a School in Another Board or a Provincial orDemonstration School in Ontario
Name of school
Address
38 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 0
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.
Surname First name Middle name
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