Student Records
There are four important documents that students should be aware of throughout their time in secondary school.
- Ontario Secondary School Report Cards: Every student receives a midterm report and a final report in each course they take.
- The Ontario Student Transcript: Every student has an ongoing transcript that records their progress towards earning the Ontario Secondary School Diploma.
- The Ontario Secondary School Diploma: Each student who successfully meets the requirements will receive an Ontario Secondary School Diploma.
- The Ontario Student Record: Every student has an Ontario Student Record that contains all relevant documentation from their elementary and high school education.
Report Card
Virtual High School issues an official Ontario Secondary School Report Card when a student reaches the midterm point of a course and again upon course completion. One copy will be sent directly to the school holding the student's Ontario Student Record (OSR) to be added to the record and to the Ontario Student Transcript (OST). The student will also receive an electronic copy by email.
The report card provides a percentage grade which reflects the corresponding level outlined in the achievement chart for the discipline. A student successfully earns the credit when a final grade of 50% or higher is earned.
The final grade for each course in Grades 9-12 will be determined through the completion of both course work and a final evaluation. Course work and assessments will make up 70% of the final grade. This portion of the grade should reflect the student's most consistent level of achievement. However, special consideration can be given to more recent evidence of achievement. The remaining 30% of the final grade will be based on a final evaluation delivered as an examination, performance essay, and/or other method suitable to the course content.
The report card also provides a record of the learning skills demonstrated by a student in each course. Learning skills will be assessed in the following six categories: Responsibility, Organization, Independent Work, Collaboration, Initiative, and Self-Regulation. These learning skills are evaluated using a four-point scale (E-Excellent, G-Good, S-Satisfactory, N-Needs Improvement). The report card includes the teacher's comments on what a student has learned, their significant strengths, and the next steps for improvement. The report may also include the principal's comments on a student's performance.
More Information on the Report Card
Ontario Student Transcript
The Ontario Student Transcript (OST) is an official document issued by public, Catholic, and Ministry-inspected private schools in Ontario, as well as international schools authorized to grant Ontario Secondary School Diploma (OSSD) credits. The OST is a record of all secondary school courses and other OSSD requirements completed by a single student. This document is stored in the student's Ontario Student Record (OSR) and is retained for 55 years following the end of a student's high school education.
The OST will track and record
- OSSD credits successfully earned
- Unsuccessful course attempts in Grades 11 and 12
- Withdrawals from Grade 11 and Grade 12 courses if the student progresses past the mid-term point
- Repeated courses in Grades 11 and 12
- Equivalent credits granted for schoolwork completed at institutions outside of public, Catholic, and Ministry-inspected private schools in Ontario or Ontario international schools
- Completion of the required 40 hours of community involvement
- Satisfaction of the Ontario Secondary School Literacy requirement
- Any Ontario Secondary School Diploma or Certificate earned
Virtual High School will be responsible for keeping the OST updated for any student whose OSR resides with VHS. An official copy of the OST may be released to a student upon request if Virtual High School holds that student's OSR. Students requiring a copy of the OST from Virtual High School may contact the Records Team.
Ontario Secondary School Diploma
The Ontario Secondary School Diploma (OSSD) is the primary goal of high school students in Ontario. Students must successfully complete a total of 30 credits (of which 18 are compulsory), satisfy the Ontario Literacy Requirement, and complete 40 hours of Community Involvement Activities in order to earn the OSSD. A credit is earned following the successful completion of a 110-hour course that aligns to the curriculum expectations as outlined by the Ontario Ministry of Education.
VHS will issue the OSSD to students who take all of their courses with VHS or to those who have completed courses at other schools but have successfully completed their final credit or credits with VHS. The OSSD issued by VHS is the same OSSD as that issued by any public, Catholic, or Ministry-inspected private school in Ontario and is recognized by colleges and universities around the world.
Ontario Student Record
The Ontario Student Record (OSR) is a physical file folder which must be created for each student upon registration. This includes registering for any public, Catholic, or Ministry-inspected private school in Ontario and registration at international schools authorized to grant OSSD credits. The OSR contains all official school records for a single student. Every student taking a course with Virtual High School must either have an existing OSR or must arrange to establish a new OSR. The contents of the OSR are protected by the Education Act and Freedom of Information legislation for the province of Ontario.
If a VHS student is also currently attending or has graduated from another school granting OSSD credits, that
student's OSR may continue to reside at the home school. When a student completes a course, VHS will send an
official copy of the final report card directly to the home school, where the credit will be added to the
student's Ontario Student Transcript.
If VHS is a student's primary school of registration or a student does not have an existing OSR, VHS may need to contact the student to facilitate the creation or acquisition of these records.
Requesting an Existing OSR
If VHS determines that the most appropriate course of action is to request a student's existing OSR from his or her home school, the following must occur:
- The student, or parent/guardian if the student is under 18 years of age, will contact the school hosting the OSR to grant permission for the OSR to be transferred to VHS.
- The student will contact the Guidance department at VHS to confirm that permission has been granted.
- The Guidance department at VHS will formally request that the school transfer the student's OSR to VHS.
The responsibilities of VHS will include requesting and receiving the OSR, reviewing the documents in the OSR, and maintaining up-to-date records within the OSR, including the Ontario Student Transcript.
Establishing a New OSR
If VHS determines that a new OSR must be created, the following steps will occur:
- The student will provide a copy of government-issued identification to VHS Guidance.
- VHS will issue an Ontario Education Number (OEN) unique to that student.
- VHS will create an OSR for the student.
The responsibilities of VHS will include issuing the OEN, creating the OSR, and maintaining up-to-date records within the OSR, including the Ontario Student Transcript.
OSR Services
After an OSR has been established by VHS or received from another Ontario school, there are optional services available from VHS.
Equivalent Credit Assessment
For students who have been home-schooled, have attended a non-inspected private school, or a school outside Ontario, the principal of VHS can grant equivalency credits for placement purposes through the Prior Learning Assessment and Recognition (PLAR) process. Determining equivalency involves the assessment of the student credentials from other jurisdictions, as shown on their transcripts and/or report cards. The principal of VHS will determine the total credit equivalency, as well as the number of compulsory and optional credits that have yet to be completed in accordance with Ontario Schools, Appendix 2, Guide to Determining Diploma Requirements for Students Transferring into Ontario Secondary Schools.
Fee: $180
Ontario Universities' Application Centre (OUAC)
If a student's OSR currently resides at VHS, and they are planning to attend a university in Ontario, the student may request that VHS establish an Ontario Universities' Application Centre (OUAC) account for their use. Once VHS creates the account, a Personal Identification Number (PIN) is emailed to the student along with the application instructions. The student then uses the information provided to log in and create a 101 Application with OUAC. Once the student has applied, all of their Grade 11 and Grade 12 academic information will be uploaded to OUAC. VHS will provide guidance to students regarding the application process and the uploading of marks if required.
Fee: $180
Ontario College Application Service (OCAS)
Students wishing to apply to a college in Ontario may do so through the Ontario College Application Service (OCAS) found at www.ontariocolleges.ca. VHS will update a student’s OCAS account with his or her course progress upon request.
Fee: None
Ontario Secondary School Literacy Test (OSSLT)
The Ontario Secondary School Literacy Test (OSSLT) is a compulsory requirement of the OSSD. This test is written in late March or early April of each year by all Grade 10 students attending an Ontario high school. Students who wish to write the test through VHS must register for the OSSLT by contacting the Guidance department at VHS. Special arrangements must be made to have the test taken at an educational institution, and the OSSLT must be supervised by a suitable official, as required by the Education Quality and Accountability Office (EQAO) and the Ontario Ministry of Education. These arrangements must also be approved by the EQAO in order for a student to proceed with the test. Students who did not write the test in Grade 10 or were unsuccessful on the test, may rewrite the test in subsequent years.
Fee: $199-$499
Community Involvement Activities
All students who wish to earn an OSSD must complete a minimum of 40 hours of Community Involvement Activities. Students from outside Ontario who have completed one or more years of high school in their jurisdictions may have differing requirements. Such students should ask their appropriate guidance coordinator for specific details on their community involvement hours.
The record of these activities will be held in the student's OSR. VHS will provide guidance concerning Community Involvement Activities if VHS is the student's home school.
Fee: None
Outgoing OSR Transfer
If the student transfers to another Ontario school prior to earning the OSSD with Virtual High School, that student's OSR must be transferred as well. Students transferring to a new school should have the Guidance department at that school contact VHS to initiate the transfer.
Fee: None