Information

Accessing Public School Records in Canada

October 27, 2015

INTRODUCTION

In IAP cases where a claimant’s attendance is not established in residential school records, it may be helpful to obtain records from provincial authorities that could establish the claimant’s presence or absence at other educational institutions.

The Adjudication Secretariat has prepared this information sheet to provide guidance on where and how these records can be obtained.

ALBERTA

Summary:

  • In Alberta, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Student Record”.
  • Alberta School Boards are responsible for retaining and disposing of student records.
  • Student records are retained by the local school board for 7 years after the student ceases to attend a school operated by the board or until the student record transfers to a different school.
  • Students who transfer to an out of province school have their Alberta records kept for 7 years after the date on which the student would be expected to complete grade 12.
  • Boards can choose to keep student records for longer than 7 years if a longer retention period is authorized by a resolution of the Board.
  • After the minimum retention period has passed, the Board can destroy the Student Record.
  • To obtain a copy of a students’ Student Record, the student, or someone acting on the student’s behalf, must submit a request to the School Board that operated the last school that the student attended.

Source:

Province of Alberta. School Act. Student Record Regulation. Alberta Regulation 225/2006 with amendments up to and including Alberta Regulation 170/2012. Edmonton: Alberta Queen’s Printer, 2012.

BRITISH COLUMBIA

Summary:

  • In British Columbia, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Permanent Student Record - Form 1704”.
  • British Columbia School Boards/Districts are responsible for retaining and disposing of student records, including the Permanent Student Record – Form 1704.
  • The Permanent Student Record is retained for 55 years after the student has withdrawn or graduated from school.
  • After the minimum retention period has passed, the School Board can destroy the records.
  • To obtain a copy of a student’s Permanent Student Record – Form 1704, the student, or someone acting on the student’s behalf, must submit a request to the School Board/District that operated the last school that the student attended.
Source:

BC Ministry of Education – Permanent Student Record Instructions.

https://www.bced.gov.bc.ca/classroom_assessment/psr_instruct.htm [accessed: 15 June 2015]

MANITOBA:

Summary:

  • In Manitoba, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Manitoba Pupil File.”
  • Manitoba School Divisions/Districts are responsible for retaining and disposing of student records, including the Manitoba Pupil File.
  • Pupil files are retained for a minimum of 10 years after the student ceases to attend a school operated by the School Division/District or until the file is transferred to another school.
  • After the minimum period of retention has passed, the records are either destroyed or transferred to an archive.
  • Records identified as “archival” may be stored at the Archives of Manitoba, local archive, or an in-house archive.
  • School divisions/districts can retain records longer than the minimum retention period time to accommodate local preference or need.
  • To obtain a copy of a student’s Pupil File, the student, or someone acting on the student’s behalf, must submit a request to the School Division/District that operated the last school that the student attended.

Source:

Manitoba. Guidelines on the Retention and Disposition of School Division/District Records. Revised January 2010.
Manitoba. Manitoba Pupil File Guidelines. Revised January 2012.

NEW BRUNSWICK

Summary:

  • In New Brunswick, a list of schools attended by a student and the dates of enrolment (if known) are found in the Cumulative Record.
  • The New Brunswick School Districts are responsible for retaining and disposing of student records, including the Cumulative Record.
  • The Cumulative Record is retained for a minimum of 3 years after the student ceases to attend a school operated by the School District or until the file is transferred to another school.
  • After the minimum retention period has passed, the records are transferred to the provincial archives where they are copied on to microfiche and held in perpetuity.
  • To obtain a copy of a student’s Cumulative Record, the student, or someone acting on the student’s behalf, should contact the Provincial Archives of New Brunswick:

Provincial Archives of New Brunswick
PO Box 6000
Fredericton, NB E3B5H1
(506) 453-2122
Provincial.archives@gnb.ca

Source:

New Brunswick, Department of Education Records Office
Provincial Archives of New Brunswick

NEWFOUNDLAND & LABRADOR

Summary:

  • In Newfoundland and Labrador, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “School Records”.
  • The school boards of Newfoundland & Labrador are responsible for retaining and disposing of student records. Recently, the province consolidated all of their school boards into one school district. The records kept by the various school boards are in transition.
  • There is currently no policy governing the retention and disposition of school records, however, a new policy is in development.
  • To obtain a copy of a student’s School Record, the student, or someone acting on the student’s behalf, should contact:

Senior Administrative Officer for Corporate Services
Newfoundland and Labrador English School District

Suite 601, Atlantic Place
215 Water Street
St. John’s, NL, A1C 6C9
1-709-758-2372

Source:

Newfoundland and Labrador English School District. https://www.nlesd.ca/parents/faqs.jsp#records

NOVA SCOTIA

Summary:

  • In Nova Scotia, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Cumulative Student Record.”
  • Nova Scotia School Boards are responsible for retaining and disposing of student records, including the Cumulative Student Record.
  • Section 63(2) (e), (f) of the Nova Scotia Education Act prohibits “the destruction of records relating to school attendance by students; records relating to student progress.” Consequently, it appears the Cumulative Student Record is held in perpetuity.
  • To obtain a copy of a student’s Cumulative Student Record, the student, or someone acting on the student’s behalf, must submit a request to the School Board that operated the last school that the student attended.

Source:

Nova Scotia. Student Records Policy. August 2006.
Nova Scotia. Education Act: Chapter 1 of the Acts of 1995-96. Halifax, 2015.

NORTHWEST TERRITORIES

Summary:

  • In the Northwest Territories, a list of the schools attended by a student and the dates of enrollment (if known) is found in the “Enrolment History”.
  • Both the school and the Department of Education, Culture and Employment are responsible for maintaining student records, including the Enrolment History.
  • The Enrolment History is retained by the last school the student attended for up to 10 years after the student graduated or was expected to graduate. After 10 years, the records are transferred by the Department of Education, Culture and Employment to a Regional Records Centre where the records are retained for a minimum of 50 years.
  • After the retention period has passed, the records are either destroyed or retained by the Department of Education, Culture and Employment.
  • To obtain a copy of a student’s Enrolment History within 10 years of graduating from school, the student, or someone acting on the student’s behalf, should contact the last school the student attended.
  • To obtain a copy of a student’s Enrolment History 10 or more years after the student graduated:

    • A former student can submit a request to:

      Student Records Officer
      Department of Education, Culture and Employment
      PO Box 1320
      Yellowknife, NT X1A 2L9
      1-867-920-6235
      www.ece.gov.nt.ca

    • Someone acting on behalf of the student, must submit a request in writing to:

      The Access to Information and Privacy Protection Coordinator,
      Department of Education, Culture and Employment
      3rd Floor, Lahm Ridge Tower
      4501-50th Avenue
      P.O. Box 1320
      Yellowknife, NT, X1A 2L9
      (867) 873-7719

Source:

Northwest Territories. Department of Education, Culture and Employment. http://www.ece.gov.nt.ca/early-childhood-and-school-services/school-services/student-records
Northwest Territories. Department of Justice. Access and Privacy Directory. July 14, 2015. https://www.justice.gov.nt.ca/en/access-to-information-held-by-public-bodies/page/4/

NUNAVUT

Summary:

  • In Nunavut, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Student Record”.
  • The Student Record is retained by the last school the student attended for a minimum of 10 years after the student graduated or was expected to graduate. After the 10 years have passed, the student record is transferred to a regional government record centre where it is retained for 55 years.
  • After the retention period has passed, the records can be destroyed.
  • To obtain a copy of a student’s Student Record, the student, or someone acting on the student’s behalf, has several options.
    • If the student is a recent graduate, a request for the student record should be submitted to the last school the student attended.
    • If the student graduated more than 10 years previously, a request should be submitted to the Student Record Registrar at the Nunavut Department of Education.
    • Alternatively, a request for Student Records can be submitted directly to the Department of Education’s Access to Information and Protection of Privacy unit.

Source:

Nunavut. Consolidation of Education Act. S.Nu. 2008, c.15 [Part 9 – Records Relating to Students]
Nunavut. Department of Education.
http://www.gov.nu.ca/education/information/student-records-and-student-information-system-sis

ONTARIO

Summary:

  • In Ontario, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Ontario School Record”.
  • Ontario School Boards are responsible for retaining and disposing of student records, including the Ontario School Record.
  • The Ontario School Record is retained for a minimum of 55 years after the student ceases to attend a school operated by the Board or until the file is transferred to another school.
  • After the minimum retention period has passed, the records can be destroyed.
  • To obtain a copy of a student’s Ontario School Record, the student, or someone acting on the student’s behalf, must submit a request to the School Board that operated the last school the student attended.

Source:

Ontario. Ministry of Education. The Ontario Student Record (OSR) Guideline. 2000.

PRINCE EDWARD ISLAND

Summary:

  • In Prince Edward Island, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Permanent Student Record (Cum Card)”.
  • Prince Edward Island School Boards are responsible for retaining and disposing of student records, including the Permanent Student Record (Cum Card).
  • The Permanent Student Record (Cum Card) is retained for a minimum of 73 years from the date of birth of the student.
  • After the minimum retention period has passed, the records can be destroyed
  • To obtain a copy of a student’s Permanent Student Record (Cum Card), the student, or someone acting on the student’s behalf, must submit a request to the School Board that operated the last school the student attended.

Source:

Prince Edward Island. Department of Education and Early Childhood Development. Student Record Guidelines. May 2011.

QUEBEC

Summary:

  • In Quebec, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Attestation of Attendance”.
  • Quebec School Boards are responsible for retaining and disposing of student records, including the Attestation of Attendance.
  • Minimum retention and the details of disposition are unknown.
  • To obtain a copy of a student’s Attestation of Attendance, the student, or someone acting on the student’s behalf, must submit a request to the School Board that operated the last school the student attended.

Source:

English Montreal School Board. http://www.emsb.qc.ca/en/links_en/links_en.asp

*Note: The Adjudication Secretariat has not been able to obtain a written document describing the retention and disposition of student records in Quebec. The Quebec Ministry of Education confirmed that they retain secondary school transcripts back to the 1960s, but other records are held by local school boards.

SASKATCHEWAN

Summary:

  • In Saskatchewan, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Enrolment Record” which is located within the “Cumulative Record”.
  • Saskatchewan School Divisions are responsible for retaining and disposing of student records, including the Enrolment Record and the Cumulative Record.
  • Most of the Cumulative Record is retained for a minimum of 3 years after the student turns 22; however, the Enrolment Record is a permanent document that is retained for “99 plus 2 years”.
  • After the minimum retention period has passed, the records can be destroyed.
  • To obtain a copy of a student’s Enrolment Record, the student, or someone acting on the student’s behalf, should contact the School Division that operated the last school the student attended.

Source:

Saskatchewan. Ministry of Education. The Student Cumulative Record Guidelines. September 2012.
Saskatchewan School Boards Association. Records Retention and Disposal Guide for Saskatchewan School Divisions. December 2012 – version 2.

YUKON

Summary:

  • In the Yukon, a list of the schools attended by a student and the dates of enrolment (if known) are found in the “Student Record”.
  • The Student Record is retained by the Department of Education after which it is sent to the territorial archives.
  • There is no official retention or disposition policy. Records are preserved in perpetuity, although many older records no longer exist.
  • To obtain a copy of a student’s Student Record, the student, or someone acting on the student’s behalf, should submit a request to the Department of Education, Student Information and Assessment Branch. Request forms are also available on the departmental website:

Department of Education,
Student Information and Assessment
Government of Yukon,
Box 2703,
Whitehorse, Yukon, Y1A 2C6
1-867-667-5170
http://www.education.gov.yk.ca/transcripts.html

Source:

Yukon Territory. Department of Education. http://www.education.gov.yk.ca/transcripts.html

Summary - Accessing Provincial/Territorial School Records:


Prov.Name of RecordMinimum RetentionDisposition after Minimum RetentionResponsibilityMinistry Contact
ABStudent Record7-years after the student graduates or withdraws school.DestroyedSchool BoardAlberta Education
1-780-427-7219
BCPermanent Student Record -- Form 170455-years after the student graduates or withdraws from school.DestroyedSchool Board/DistrictMinistry of Education Student Certification Branch
1-250-356-7270
MBManitoba Pupil File10-years after the student graduates or withdraws from school.Destroyed or transferred to archivesSchool Division/DistrictDep. of Education and Advanced Learning
1-204-945-3744
NBCumulative Record3-years after the student graduates or withdraws from school, then transferred to provincial archives.Cannot be destroyedProvincial Archives of New Brunswick
(506) 453-2122
Provincial.archies@gnb.ca		Department of Education and Early Childhood Development
1-506-453-3678
NLStudent RecordNo retention policyNo disposition policySchool DistrictDepartment of Education and Early Childhood Development
1-709-729-5097
NSCumulative Student RecordNo minimum retentionCannot be destroyedSchool BoardDept. of Education and Early Childhood Development
1-902-424-5168
NTEnrolment History60-years after the student graduates or withdraws or from school.Destroyed or retained by the Department of Education, Culture and Employment.School & Dept. of Education, Culture and EmploymentDept. of Education, Culture and Employment
Student Records Officer:
1-867-920-6235
ATIPP: 1-867-873-7719
NUStudent Record10-years after student graduates plus up to 55-years at a regional records centre.DestroyedGraduating school & Department of EducationDept. of Education
Student Records Registrar:
1-867-473-2612
ONOntario School Record55-years after the student “retires” from school.DestroyedSchool BoardMinistry of Education
1-416-397-3000
PEPermanent Student Record (Cum Card)73-years from the date of birth of the student.DestroyedSchool BoardDepartment of Education, Early Learning and Culture
1-902-368-4600
QCAttestation of AttendanceunknownunknownSchool BoardMinistere de l’Education, de l’Enseignement Superieur et de la Recherche du Quebec
1-418-643-7095
SKEnrolment Record99 plus 2 years after the student graduates or withdraws from school.DestroyedSchool DivisionMinistry of Education
1-306-787-1024
YKStudent RecordPreserved in perpetuityTransferred to territorial archivesDepartment of EducationDepartment of Education
1-867-667-5170