Ontario Student Record (OSR): what it is, who can see it, and how to request info

The Ontario Student Record (OSR) is the main “official file” that follows a student through Ontario elementary and secondary schools. If you’re switching schools, dealing with special education supports, or sorting out who can access a child’s records, the OSR is often the document everyone points to.This guide explains what the OSR is (in plain language), what’s usually inside it, who is allowed to see it, and the simplest ways to view it or request copies.

What the Ontario Student Record (OSR) is?

The OSR is an ongoing record of a student’s progress through Ontario’s school system. School boards are required to create one for each student, and it’s meant to support instruction and student services over time.What it’s not:

• Not a college/university record. Postsecondary schools have their own records (registrar/transcripts).
• Not a police record. If a program, co-op, or placement needs a background check, that’s handled separately (often as a police check), not through your OSR.

What’s inside an Ontario student record?

The OSR isn’t one single sheet—it’s a set of components. Common items include:

• An OSR folder with key student details (basic biographical info, schools attended, parent/guardian names, and certain health info).
• Report cards (which often include learning skills, comments, and attendance summaries).
• Ontario Student Transcript (OST) (for secondary students where applicable).
• A documentation file for supporting documents (examples can include custody/access orders and special education records, depending on the situation).
• An office index card with basic administrative details (commonly kept at the school and handled differently than the rest of the OSR).
• Other items the principal considers “conducive to the improvement of the instruction of the student.”

OSR vs other “school records”

Record	What it’s for	Who usually uses it	Typical “ask” you’ll hear
OSR (Ontario Student Record)	Master student file for K–12	School staff, student/parent (with rights)	“We need to review the OSR.”
OST (Ontario Student Transcript)	Secondary credits, diploma progress	Guidance, postsecondary apps	“Send an updated transcript.”
Report cards	Term-by-term progress	Families + teachers	“Can I get last year’s report card?”
Special education records (often in documentation file)	Supports, plans, decisions	School team + family	“What supports were documented?”

Who can see an OSR

School staff access (the default)

Ontario law treats pupil records as privileged and mainly for:

• supervisory officers, and
• the principal and educators at the school
  …to support the student’s instruction and education.

In normal situations, that means your OSR is not “public,” and it isn’t something random people (or outside organizations) can just request.

Student and parent/guardian access

In general:

• Students have a right to examine their own OSR.
• Parents/guardians can examine a minor student’s OSR.
• Once the student is an adult (commonly 18 in this context), parent access changes and usually requires the adult student’s consent unless a specific legal basis applies.

Non-custodial parents (general approach)

In Ontario, non-custodial parents may have access to education information if they have access rights (and there isn’t a court order restricting it). In real life, schools often ask for documentation that confirms custody/access terms before sharing records.

If there’s any custody dispute, restriction order, or safety concern, expect the school board to follow its legal process carefully.

When the OSR matters most

These are the situations where OSR questions pop up the most:

• Switching schools (within Ontario): the OSR generally transfers with the student (with some components treated differently).
• Switching schools (outside Ontario): typically the Ontario school keeps the original record and may share a copy in specific cases with consent.
• Special education supports: documentation and history can matter for continuity.
• Custody/access situations: schools may rely on orders/agreements when deciding what to share.
• Fixing errors: if you believe something is inaccurate or inappropriate for the file, there’s a formal correction/removal path.

How to view your OSR or request copies

You usually have two routes: informal school access or a formal board request.

Option A: Ask the school to examine the OSR (simplest)

Most families start here:

1. Contact the school office and ask the principal to set an appointment to examine the OSR.
2. Bring ID, and if relevant, documents showing custody/access rights.
3. Review it in the office (there’s generally no cost to examine it).

This route is best when you just want to see what’s there or confirm what documents exist.

Option B: Make a formal request to the school board (for copies or bigger files)

If you need copies, the request is complex, or the file is large, you can make a formal access request to the school board under Ontario’s municipal freedom-of-information rules (MFIPPA). In general, that means:

1. Write to the school board’s Freedom of Information (FOI) Coordinator (requests go to the board, not the school).
2. Clearly describe what you want (example: “OSR and related non-OSR records for [student], [school], [years]”).
3. Pay the $5 application fee (additional copying fees may apply).
4. The board generally must respond with a decision within 30 days (or explain an extension).

What to include in your request (checklist)

• Student’s full name (and any previous names)
• Date of birth
• Current/previous schools and approximate dates
• Student number or OEN (if you have it)
• Your relationship to the student (student/parent/guardian)
• Any custody/access documents (if applicable)
• Exactly what you want: examine only vs copies vs specific years/components

How to correct or remove information from the OSR

If you believe something in the OSR is:

• inaccurate, or
• not conducive to the student’s instruction

the usual path is:

1. Make a written request to the principal to correct/remove the information.
2. If refused, you can ask for it to be referred up the chain (school board level), and there can be a further review/hearing process in specific situations.

Practical tip: keep your request focused on a specific entry/document and explain why it’s inaccurate or not appropriate to keep.

A quick, real-world example

Scenario: A Grade 11 student transfers from one Ontario high school to another mid-year.

• The receiving school asks for the student’s OSR so guidance can confirm course history and supports.
• The OSR transfers (generally including report cards and the transcript where applicable), while some administrative items may be handled separately.
• If the family wants copies for their own records, they either request informally through the school or submit a formal board request if they need a complete package.

FAQs