There are four important documents in the education life of the student. While students are usually aware of their existence, some parents may need a little education - hence this page.
Ontario Student Record
If a student is already attending a public, Catholic or private school and is simply taking a single course or two from the Virtual High School, then that student's OSR continues to reside at the home school. When the course is finished, VHS will send official copies of the final report card back to the home school where the credit will be added to the ongoing transcript for that student. There are no fees for this service.
The Ontario Student Record (OSR) is a physical file folder containing the official school records for a student. An OSR must exist for every student registered in an Ontario School. All students taking a course at VHS must either have an existing OSR (at VHS or their homeschool) or must establish a new OSR if one does not exist. The contents of the OSR are protected by the Education Act and Freedom of Information legislation for the Province of Ontario.
Origin of OSR:
Requesting an existing OSR:
A student who has previously attended a public, a Catholic, an inspected Ontario private school or an Ontario International School will have an existing OSR. If a student is no longer registered with their school but wishes to take a course with VHS then the following occurs:
- The student, or guardian if student is under 18, contacts the school hosting the OSR and grants permission to the school to have the OSR transferred to VHS.
- Student contacts VHS confirming that permission has been granted to the school to transfer the OSR to VHS.
- VHS then formally requests from the school the transfer of the student's OSR.
The responsibilities of VHS will include requesting and receiving the OSR, reviewing the documents in the OSR and returning any documents to the student if applicable.
The fee to request the transfer of an OSR is $0.
Establishing a new OSR:
A student who has not previously attended a public, a Catholic, an inspected Ontario private school or an Ontario International School will not have an OSR. If the student plans on taking a course or courses with VHS then an OSR will have to be established. VHS will be responsible for establishing the OSR and issuing an Ontario Education Number (OEN) to the student.
The fee to establish an OSR for any student is $0.
After an OSR has been delivered to VHS from another Ontario school or after an OSR has been established by VHS, then there may be optional services carried out by VHS. Theses services, and their related costs, are listed below.
Equivalent Credit Assessment:
For regular day school students transferring from home schooling, a non-inspected private school, or a school outside Ontario, the VHS Principal will 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 remaining to be completed in accordance with Ontario Schools, Appendix 2, Guide to Determining Diploma Requirements for Students Transferring into Ontario Secondary Schools.
If opted for, the fee for an equivalent credit assessment will be $180.
Ontario University Application Centre (OUAC) or Ontario College Application Service (OCAS):
If a student's OSR resides at VHS (transferred or created) and the student is planning on attending a post-secondary institution, then that student may request that VHS establish a Personal Identification Number (PIN) for them. Once VHS creates the PIN, it is e-mailed to the student along with the school BSID number, Secondary Student Number and application instructions. The student then uses this information to log in and create a 101 Application with OUAC. Once the student has applied, all Grade 11 and 12 academic information will be uploaded to OUAC for each student that has had a Personal Identification Number (PIN) created for them by VHS. VHS will provide guidance to students regarding the application process and the uploading of marks. Students wishing to apply to Ontario College Application Service (OCAS) apply on their own via www.ontariocolleges.ca. VHS will mail any documents required directly to OCAS on behalf of the applicant.
If opted for, the fee to open an OUAC account will be $180.
Ontario Secondary School Literacy Test (OSSLT):
The Ontario Secondary School Literacy Test (OSSLT) is a compulsory requirement for the OSSD. It is written in the spring (late March or early April) each year by all Grade 10 students attending Ontario. Students must register for the OSSLT and special arrangements must be made to have the test taken at an educational institution supervised by a school official, as dictated by the EQAO and by the Ontario Ministry of Education. These arrangements must also be approved by the EQAO in order to allow the student to proceed with the test. Students who did not write the test in Grade 10 or who were unsuccessful on the test, can rewrite the test in subsequent years.
If opted for, the fee for the OSSLT service will be $499.
Community Involvement Activities (CIA):
All students desiring an OSSD must complete a minimun of 40 hours of Community Involvement Activities. If you are a student outside of Ontario, joining VHS part way through high school, your requirements may differ. Contact your Guidance Coordinator for specific details on your community involvement hours.
The record of these activities must be documented in the Student's OSR. VHS will provide guidance to the student concerning the CIA if VHS holds the student's OSR.
If opted for, the fee for the CIA service will be $0.
If the student transfers to another Ontario school prior to earning their diploma with Virtual High School, the OSR must follow them. This means that VHS will be required to send the OSR and all its associated documents to the new school.
If required, the fee to transfer the OSR will be $0.
Ontario Student Transcript
The Ontario Student Transcript (OST) is an official document issued by public, Catholic, inspected private schools in Ontario or Ontario International Schools. The OST contains a list of the courses completed (successfully or unsuccessfully), withdrawals from courses occurring 5 days or longer after the midterm report card has been issued, repeated courses in Grades 11 and 12, and equivalent credits granted for work in non-inspected Ontario private schools or schools outside of Ontario. The OST is stored in the OSR and retained for 55 years after a student retires from school.
If the student is currently attending another school - public or private - and is simply taking a single course from the Virtual High School, then that student's OSR continues to reside at the school that the student is attending. Upon completion of the course with VHS, VHS will send a copy of the report card back to the home school where the course will be added to the ongoing list of courses on the student's transcript.
Student's needing a certified copy of their Ontario Student Transcript are required to contact the guidance secretary of the last secondary school at which they were registered. Public and Catholic schools usually require the payment of a fee for a copy of the OST - VHS does not.
The VHS report card provides a record of the student’s achievement of the course expectations in the form of a percentage grade, which reflects the corresponding level of achievement as described in the achievement chart for the discipline. A credit is granted for every course in which the student’s grade is 50% or higher.
The final grade for each course in Grades 9–12 will be determined as follows: 70% of the grade will be based on evaluations conducted throughout the course. This portion of the grade should reflect the student’s most consistent level of achievement throughout the course, although special consideration should be given to more recent evidence of achievement. 30% of the grade will be based on a final evaluation in the form of an examination and or performance essay and/or other method of evaluation suitable to the course content and administered towards the end of the course.
The report card provides a record of the learning skills demonstrated by the student in every course, in the following five categories: Works Independently, Teamwork, Organization, Work Habits, and Initiative. The learning skills are evaluated using a four-point scale (E–Excellent, G–Good, S–Satisfactory, N–Needs Improvement). The report card also includes teachers’ comments on the student’s strengths, weaknesses, and areas in which improvement is needed. The report card may also include the principal's comments on the performance of the student.
Ontario Secondary School Diploma
The Ontario Secondary School Diploma (OSSD), is the primary goal of high school students. Students must successfully complete a total of 30 credits (18 of which are compulsory), the Ontario Literacy Test and 40 hours of community service in order to be granted the OSSD. A credit is defined as a 110-hour course in which the expectations laid down by the Ministry of Education in the Province of Ontario have been successfully completed.
VHS will issue the OSSD to students who take all of their courses with VHS. VHS will also issue the OSSD to students who have completed courses at other schools but took their final credit or credits with VHS. The OSSD issued by VHS is the same OSSD as issued by all other schools in Ontario and is fully recognized by all Colleges and Universities around the world.
Ontario University Application Centre
Some students may have their OSR residing at another public, Catholic or private school yet are coming to VHS for a course or two. These students have already completed an OUAC 101 application through their home school. The student will inform VHS at each of the three intervals and VHS will then notify OUAC at the intervals: the student has registered, reached midterm, and completed the course. VHS requires students to indicate their OUAC Reference Number (2017-******) when requesting information be sent to OUAC.
If opted for, the fee for this service will be $0.
For students who are applying to Ontario Universities Application Centre (OUAC) as a 105 applicant, VHS will send a letter of enrollment, midterm report and final transcript directly to the requested schools. VHS will communicate with up to 3 post-secondary institutions at no charge. If a student wishes for VHS to communicate with more than 3 institutions, a fee of $30 is applicable for each additional school.
Some VHS students may have their OSR residing at another Ontario public, Catholic or private school, have earned their OSSD, and are currently only attending VHS for a single course or two. These students are considered a 101 Applicant (see www.ouac.on.ca) and may request that VHS establish a Personal Identification Number (PIN) for them. Once VHS creates the PIN, it is e-mailed to the student along with the school BSID number, Secondary Student Number and application instructions. The student then uses this information to log in and create a 101 Application with OUAC. Once the student has applied, all Grade 11 and 12 academic information will be uploaded to OUAC for each student that has had a Personal Identification Number (PIN) created for them by VHS. VHS will provide guidance to students regarding the application process.
If opted for, the fee for this OUAC service will be $180.