Access to Official Student Records
CBE maintains one Official Student Record (OSR) for each student. All student information is personal and confidential, and may only be disclosed in accordance with the Freedom of Information and Protection of Privacy Act, to
- the student to whom the information pertains;
- the parent of the student to whom the information pertains, unless the student is an independent student;
- an individual with access or entitlement under a court order, unless the student is an independent status;
- the parent of an independent student, provided that written authorization granting access has been given by the independent student;
- officers of a court under a subpoena, court order, etc.
For the entire list, please refer to CBE Administrative Regulation 6024 - Student Records).
Anyone requesting to see a student’s OSR must submit a written letter to the principal. Before seeing the file, photo ID with birth date and signature as well as proof of one’s legal right to review the file will be requested.
Prior to providing access to the Official Student Record, the record must be reviewed by the principal or designate to ensure:
- compliance with this CBE Student Record Administrative Regulation;
- compliance with the Freedom of Information and Protection of Privacy Act; and
- no reference to personal information of others is included in the file.
The contents of the Official Student Record may be examined on an appointment basis by persons who are entitled to do so. When a record is being accessed by individuals other than authorized CBE employees, the principal or designate must always be present in the room.
If parents/caregivers don’t agree with the contents of their student’s file, they have the right to dispute it.
A person who is entitled to access an Official Student Record may request a copy of the official record. A request for copies of documents contained in the Official Student Record must be made on the appropriate form. (Student Records Request & Authorization Form) This form:
- is in writing;
- identifies what is to be copied;
- the name the recipient of the copy;
- the written consent of the student or parent, if the recipient is other than the student or parent.
Fees for copies may apply.
The following information has been drawn from CBE Admin Regulation 6024. It can be found in its entirety on the CBE website.