Requesting Other Types of Student Records

Every student in public education in Ontario has an Ontario Student Record (OSR) folder. This folder contains various documents relating to the student’s progress through our public school system. Once a student leaves public education in Ontario (i.e. either they move or they graduate), portions of these records are kept at the last school they attended for a specified number of years. After that time, they are sent to the Education Centre for imaging and kept for a grand total of 55 years, as required by law.

Special Education reports created by Special Education staff (e.g. social workers, psychologists, speech language pathologists) are retained until the student is 28 years old (age 31 if the student attended school until they were 21), as required by law. For current students, contact your school for copies of documents. For former students, contact the Board’s Freedom of Information, Privacy and Records Information Management Officer, (519) 570-0300. You will need to sign a release of information if the records are being requested by, or are going to be given to, a third party.

Requests for these types of records may be subject to fees.

We do not keep duplicate copies of high school diplomas. However, the diploma you earned and the month and year you earned it are noted on the bottom of your transcript.

Proof of Address for Revenue Canada

If you receive notification from Revenue Canada that you need to provide proof of your child’s address, you can request an “Enrolment Verification Letter” from each school(s) your child(ren) attended for the period of time requested by Revenue Canada. During the summer, when schools are closed, please contact the Education Centre at (519) 570-0300. There is no charge for this letter.

Education Verification for Citizenship and Immigration Canada

If you require education verification for your child(ren) for citizenship purposes, you may contact your child(ren)’s school(s) and request a copy of the “Daily Attendance Record”. During the summer, when schools are closed, please contact the Education Centre at (519) 570-0300. There is no charge for this document.

My doctor or lawyer wants a copy of my/my child(ren)’s school records

If your doctor or your lawyer requests copies of your or your child(ren)’s school records, a written request for the records must be sent to the Board’s Freedom of Information, Privacy and Records Information Management Officer at the Waterloo Region District School Board, 51 Ardelt Avenue, Kitchener, ON  N2C 2R5. The request must be accompanied by a signed release from the parent/guardian/adult student authorizing the release of the records. There will be a charge to the doctor or lawyer for these records.

Proof of graduation for employment purposes

We can provide you with a paper copy of your high school transcript. For additional instructions, see the FAQ: Applying for a job.