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Student Records

My Learning Oasis - Last Updated on 16th March, 2021 (Tuesday)

Student Records

All schools in Ontario have an obligation, once requirements are met, to carry/prepare three documents for every student. A fourth, the Ontario Secondary School Diploma is from the Ministry of Education of Ontario.  

These documents are as follows:

  • Ontario Student Record (OSR): This is a file that contains all the records of a student. It has all relevant documentation from their elementary and high school education.

  • Ontario Secondary School Report Cards: Every student receives a midterm report and a final report in each course they take. This may be a single report card for full-time students. 

  • Ontario Student Transcript: Every student has a transcript that records their academic standing within the institution. This is an active document.  

  • Ontario Secondary School Diploma: Upon meeting all of the requirements a student will receive an Ontario Secondary School Diploma.

Report Card

  • My Learning Oasis generates an official Ontario Secondary School Report Card at the midpoint (midterm) of the course. One is generated upon course completion. For students who have another school holding their OSR one copy will be sent directly to that school to be added to the record and to the Ontario Student Transcript (OST). An electronic copy will also be sent to the student.

  • A percentage grade that reflects the corresponding level outlined in the achievement chart for the discipline is reported on the report card. A credit is earned when a final grade of 50% or higher is achieved.

  • The final grade for all high school courses (Grades 9–12) is determined by the completion of both course work and a final evaluation. Course work (projects, assignments, presentations, and other forms of assessments) will make up 70% of the final grade. This part ought to reflect the student’s most consistent level of achievement. If more recent evidence demonstrates that the student's achievement has improved, a revised grade will be issued for this portion. The final evaluation determines the remaining 30%. This may be any summative exam in the form of an essay, project, or other activity that is relevant to demonstrate mastery of the material. 

To help the learner improve the midterm report and final report have certain areas that are targeted during an assessment. These are Responsibility, Independence, Initiative, Organization, Collaboration, and Self-Regulation. These levels of mastery of these skills are evaluated using E–Excellent, G–Good, S–Satisfactory, and N–Needs Improvement. The report card includes the teacher’s comments on what a student has learnt, their significant strengths, and the next steps for improvement. 

Ontario Student Transcript

All public, Catholic, and Ministry-inspected private schools in Ontario, as well as international schools authorized to grant Ontario Secondary School Diploma (OSSD) credits issue a document called the Ontario Student Transcript or OST. This is a record of all OSSD and other requirements completed by a single student. This document is part of the Ontario Student Record (OSR) and is retained for 55 years following the end of a student’s high school education.


The OST will record and track.

  • OSSD credits earned.

  • Unsuccessful attempts in Grades 11 and 12 courses.

  • Withdrawals from Grade 11 and Grade 12 courses if the student has been enrolled past the mid-term point.

  • Retake of courses in Grades 11 and 12.

  • Credits granted for academic work completed at institutions outside of public, Catholic, and Ministry-inspected private schools in Ontario or Ontario international schools.

  • The completion of 40 hours of community involvement - a requirement.

  • Successful completion of the Ontario Secondary School Literacy requirement.

  • Ontario Secondary School Diploma or Certificate earned.

My Learning Oasis will keep the OST updated for any student whose OSR resides with it.  Upon request, an official copy of the OST may be released to a student on the condition that the student’s OSR holder is My Learning Oasis. Students may contact My Learning Oasis personnel at for a copy of his/her OST. 


Ontario Secondary School Diploma

Earning an Ontario Secondary School Diploma (OSSD) may not be the primary goal of high school students in Ontario taking individual high school credits. However, those students who wish to obtain an OSSD must successfully complete a total of 30 credits (18 are compulsory), satisfy the Ontario Literacy Requirement, and complete 40 hours of Community Involvement Activities. A credit can be the successful completion of a 110-hour course that aligns with the curriculum expectations as outlined by the Ontario Ministry of Education.

My Learning Oasis will issue the OSSD to students who have taken all of their courses with My Learning Oasis. OSSD may also be issued to students who got exemptions for some courses but finished the rest at My Learning Oasis. The OSSD issued is the same OSSD as that issued by any public, Catholic, or Ministry-inspected private school in Ontario and is recognized by colleges and universities.

Below shows a chart by the Ministry Of Education, Ontario. It gives a quick glance at the credits to obtain the OSSD.


Ontario Student Record (OSR)


This is a file that contains all the records of a student. It has all relevant documentation from their elementary and high school education. The Ontario Student Record (OSR) must be created for each student upon registration and includes the registration for any public, Catholic, or Ministry-inspected private school in Ontario and registration at international schools authorized to grant OSSD credits. This document contains the official school records for a student. 

If a student registering with My Learning Oasis does not have an existing OSR, then that student must arrange to create a new OSR. The contents of the OSR are protected by the Education Act and Freedom of Information legislation for the province of Ontario.

If a student from My Learning Oasis is concurrently attending another institution and has his/her OSR at that institution then it may remain there. After completion of the course at My Learning Oasis, a final copy of the report card will be forwarded to that school. 

If My Learning Oasis becomes the student homeschool, then arrangements will be made to transfer the OSR from that school to My Learning Oasis. If an OSR does not exist for that student, then an arrangement will be made to create one. 

Requesting a Student’s OSR from a Different School

The following steps are taken to request an existing OSR from a school previously attended by one of My Learning Oasis students:

  • The parent/guardian of minors must contact the school hosting the OSR to instruct it to send the OSR to My Learning Oasis. Adults may contact that school directly. 

  • The parent or student, as the case may be, will alert My Learning Oasis to confirm that permission has been granted.

  • A formal request by My Learning Oasis will be made to the student’s former school to transfer the OSR.

My Learning Oasis now becomes responsible to review and update the OSR on an ongoing basis. 

Creating a New OSR

The following steps are taken to establish a new OSR:

  • The student must provide to My Learning Oasis an original copy of government-issued identification.

  • A unique Ontario Education Number (OEN) will then be issued to that student.

  • Immediately, an OSR is created by My Learning Oasis for the student in question.

Click More Information on the OSR if more information is needed. For more general information on policies click on the link below. 

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