The Ontario Student Record (OSR) is the record of a student’s educational progress through the Ontario school system. Nimbus Christian Education (NCE) has chosen to establish or secure an OSR for each student who is enrolled and will ensure compliance with the policies as set out in the guideline, The Ontario Student Record (OSR): Guideline, 2000.
The following statement regarding the OSR has been prepared and will be printed in the annual Secondary School Course Calendar.
The Ontario Student Record folder (OSR) is an official record created when a student enters the Ontario school system and moves with the student from school to school. It is developed under the authority of the Education Act, and the contents are protected under the Freedom of Information and Protection of Privacy Act.
The OSR folder contains achievement results, credits earned, and other information important to the education of the student. The information in an OSR is available to supervisory officers and the Principal, and teachers only for the purpose of improving the instruction of the student. Parents of students under age 18 have full access to their student's OSR. The OSRs of students over age 18 are accessible to parents with their student's consent.
Establishment of the OSR
- If a student transfers to Nimbus Christian Education from within Ontario, NCE will request a transfer of the OSR to our office from the previous educational institution. This request will be done in letter form and must include the permission of the parent.
• Form for requesting parental consent
- If a student transfers to Nimbus Christian Education from outside of Ontario, NCE will create a new OSR and maintain it.
- If a student transfers out of Nimbus Christian Education, the OSR will be held by NCE until an official signed request letter is received by NCE. Once this is received by NCE, the OSR will be couriered directly to the school requesting the OSR. If this request letter is from a private, federal, or first nation school in Ontario, the letter must include a written statement signed by the student’s parent (or by the student if he or she is an adult) giving consent for this transfer. OSRs will not be transferred to a school outside of Ontario.
Access to the OSR
Access to the OSR is determined according to the OSR Guidelines, 2000.
- Every student has the right to have access to his or her OSR. Students who desire to see their OSR should make a request at the office. An appointment to allow review of the OSR will be made within 24 hours. The student will be given access to the OSR in the office under the supervision of a staff member. This is to ensure that the contents are protected.
- The parents of a student (under the age of 18) will be given access to the OSR in the office under the supervision of a staff member if the custodianship requirements are met. Requests should be made at the office and appointments to review will be made within 24 hours of the request.
- Principals and teachers of NCE have access to the OSR for the purpose of improving the instruction of the student. The OSR must remain in the office or teacher workroom area and it is the responsibility of the borrowing educator that confidentiality be maintained.
Access by other individuals or agencies will be determined according to The Ontario Student Record (OSR): Guideline, 2000.
Maintenance of the OSR
- The OSR’s for currently enrolled students are kept in filing cabinets in one of the Academic offices. For many students a Documentation File has also been created and kept in the OSR folder. Personal information retained in the OSR should be retained for at least one year after its use. At the conclusion of each school year, current OSR’s are reviewed and personal information that has expired is destroyed. Decisions regarding destruction of materials will be made by the Principal.
- At the conclusion of each academic semester the following academic records are maintained.
a) a final report card is filed
b) an updated hard copy of the Ontario Student Transcript (OST) is placed in the OSR.
c) a working copy of a student credit sheet is put in the OSR.
- When a student graduates (retires) from NCE and proceeds to a postsecondary educational institution or work the following procedures are followed:
a) a final report card is filed
b) a completed hard copy of the OST is put in the OSR
c) personal information is disposed of
d) Section C of the OSR will be completed showing the date of retirement and the destination of the student
e) The OSR is then placed in a safe in the Administration Building where it is kept for 5 - 10 years. After this time it is removed and transferred to a locked and secure area on campus where it will be retained for a total of 55 years.
- If the parent or adult student is of the opinion that the information contained in the student’s OSR is inaccurately recorded or that it is not conducive to the improvement of the instruction of the student, the parent or adult student may request in writing that the principal correct the alleged inaccuracy or remove the information from the record.
The “Office Index Card”
- Page 1 (entitled “Registration Data Update”) which includes personal information on each student, will be kept in an office filing cabinet for each current student, while Page 2 is kept in a filing cabinet Academic Office in the Administration Building.
- If a student leaves NCE before graduation, page 1 and 2 of the Office Index Card will be attached and kept in an office file.
- When a student graduates, the Office Index Card (pages 1 and 2) will be kept in an office file, separate from the stored OSR.