Ontario Student Record

What is the Ontario Student Record (OSR)?

The OSR is the ongoing, confidential record of a student’s educational progress. The collection of this information is authorized by the Education Act. The Freedom of Information Act and Protection of Privacy Act protect its contents.

An OSR is established for each student who enrols in an elementary or secondary school that is operated by a public or separate school board in Ontario.

Where is the OSR Kept?

A student OSR is securely housed at the student’s school. If a student transfers to another school in Ontario, the OSR folder and all its contents are transferred to the new school.

What Does the OSR Contain?

An OSR consists of the OSR folder, various supporting documents and other information.

On the OSR folder itself, the following information is entered: biographical data, school attended, name(s) of student’s parent(s) or guardian(s), information on any special health conditions and other information that is considered relevant for improving the instruction of the student. Photographs may also be attached.

The following material is filed in the OSR folder:

  • Report cards
  • The Ontario Student Transcript, which is the cumulative record of a student’s successful completion of secondary school courses
  • A Documentation file, if required, which might include such material as verification of a custody or a change-of-name order; assessment reports; placement decisions; suspension letters etc.
  • The record of the student’s accumulated instruction in French as a second language, if applicable
  • Additional information considered relevant for improving the instruction of the student

Who Can Access the OSR?

The information in an OSR is available only to supervisory officers, the principal and the teachers of the school for the purpose of improving the instruction of the student. Written  permission is requested for any outside agency/personnel to access the OSR.

All students, and the parents/guardians of students under 18 years of age, have the right to examine the OSR and to receive a copy of its contents, if they so desire. Contact the Principal for details of the procedure to be followed.

What if There is an Error or Change Required?

If the parent/guardian or adult student feels the information contained in the student’s OSR is inaccurately recorded or inappropriate, the parent/guardian or adult student may request in writing that the principal correct the alleged inaccuracy or remove the information from the record. If the principal complies with the request, the information will be corrected or removed from the file. If the principal does not comply, the matter may be referred to the appropriate supervisory officer with a request in writing from the adult student or student’s parent/guardian.

Want to Know More?

More information can be obtained from the Ontario Ministry of Education web site: www.edu.gov.on.ca