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9. Ontario Student Record (OSR)

The Ontario Student Record (OSR) is the official school record for a student registered in a school in Ontario. Every Ontario school keeps an OSR for each student enrolled at that school. The OSR contains achievement results, credits earned, diploma requirements completed, and other information important to the education of the student. These records are protected by the Education Act and Freedom of Information legislation in the Province of Ontario. If a student is enrolled in Virtual High School as well as another Ontario secondary school, the OSR is held by the school where the student is attending full time (typically the school where the student is taking the most courses). Virtual High School will not hold the OSR for students who have already graduated at another school. If the student is currently attending another school - public or private - and is simply taking a single course with Virtual High School, then that student's OSR will reside at the school that the student is attending full time. Virtual High School establishes or obtains the student OSR only if the student becomes the sole responsibility of Virtual High School.

9.1 Contents

An OSR will include the following components:

  • Form 1A
  • Report Cards: Virtual High School will file both the midterm and final report cards in the student's OSR or Virtual High School will send these report cards to the student's school where this OSR is held
  • Ontario School Transcript (OST)
  • Documentation Files for such things as IEP, psychological assessments, Violent Incident Form, etc.
  • Prior Learning Assessment and Recognition (PLAR) Challenge for Credit: Cumulative Tracking Record
  • Annual Community Involvement Report
  • Ontario Secondary School Literacy Test results
  • Office index card
  • Additional information identified as being conducive to the improvement of the instruction of the student.

Personal information in the OSR is maintained for at least one year after use. Report cards and documentation files are maintained for five years after use. The OSR folder containing the OST and the Office Index Card will be maintained for fifty-five years after a student retires.

9.2 Access

Students and their parents or guardians (if the student is under age 18) may examine the contents of the OSR. Access to the OSR is also granted to the educational personnel from the Ministry of Education.

9.3 Transfer

The OSR is an ongoing record and may be transferred from Virtual High School if the student transfers to another Ontario school. Transfer of all original material in the OSR occurs by Priority Post when Virtual High School receives written request from the receiving school and written consent to the transfer from the student (or parent or guardian if the student is under age 18). If a student transfers outside Ontario, then only a copy of the OSR is transferred. When a student retires, Virtual High School may give the parents a copy of the OSR, if requested.