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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:

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:

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:

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:

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:

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:

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:

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:

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:

Source:

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

PRINCE EDWARD ISLAND

Summary:

Source:

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

QUEBEC

Summary:

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:

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:

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