Routine Use and Disclosure of Student Information

The Ontario Student Record (OSR) is an ongoing, confidential record of a student's education progress. Authorized by the Education Act and protected by the Freedom of Information Act and Protection of Privacy Act, an OSR is established for each student enrolled in an Ontario elementary or secondary school. The record is housed at the student's current school and moves with the student as they transition from one school to the next. If a student leaves Thames Valley to attend another school in Ontario, the OSR is forwarded to the new school upon request. If the OSR is not requested or the student leaves Ontario, the OSR is housed in the last school that the student attended.

The OSR contains familiar documents that parents can view at any given time. OSR contents include:

  • biographical data
  • documentation file, containing (if applicable): verification of a custody arrangement, change-of-name order, placements decisions, suspension letters, psycho-educational assessment report, identification and placement decision letters, and registration forms
  • information concerning special health conditions
  • name(s) of student's parent(s) or guardian(s)
  • Ontario Student Transcript (secondary school only) - the cumulative record of a student's successful completion of secondary school courses
  • photographs may also be attached
  • record of the student's accumulated instruction in French as a second language, if applicable
  • report cards
  • school(s) attended

Every student, and parents or guardians of students under 18 years of age have the right to examine the student's OSR and receive a copy of its contents. Supervisory officers, school administration and teachers may also access a student's OSR for the purpose of improving the instruction of the student. Written permission is requested for any outside agency or personnel to access the OSR.

Form more information read the OSR Guideline 2000 and TVDSB Procedures.

Contact your school principal for details of the procedure to review your child's OSR.