FAQ regarding transcripts
students at Barrie North can request their transcript in the Guidance Office –
free of charge. The Guidance Office is open for requests in person from 7:30
a.m. to noon and 1:00 p.m. to 3:30 p.m. Monday to Friday.
need to complete the following forms and submit the completed forms to Barrie
North Collegiate Guidance Office:
FORM A1456 - 1 Request for Transcripts and/or Education
FORM A1456 - 2 Consent to Release Information to a Third
If you are coming to Guidance in person to collect your transcript, please ensure you are bearing photo identification with your date of birth, and the $10.00 cash fee for 1 certified copy, or $20 for 3 copies. If you are requesting your transcript by mail, or authorizing a third party to collect it on your behalf, please complete the documentation below and ensure the appropriate fees are included
During the school year
such requests shall be processed at the school the student attends or last
attended. During the school summer shutdown, such requests shall be processed
at the SCDSB Education Centre by School Services staff, where appropriate.
Applying to University or College
transcript shall be sent by the electronic transfer of all student marks
throughout the year to the Ontario College Application Service (OCAS) or
Ontario University Application Centre (OUAC). Students who apply
out-of-province or require transcripts for other purposes shall request a
transcript from the school Student Services/Guidance office. Current
students shall not be charged fees.
Students Who Attended Before 1985 – These records are paper-based and are stored at the school. As a
result these transcript requests can only be processed during the school year
by the school they last attended and may require additional processing time.
The student will receive an official copy of the transcript. Fees are
applicable as outlined in section 9.
Students who Attended after 1985 – These students can order their transcript online when they
complete their college application (see http://www.ontariocolleges.ca).
An electronic (either PDF or XML) copy of the transcript shall be securely
transferred to the OCAS. Fees are applicable and shall be collected through the
college application process.
Ontario University/Out-of-Province or Other Requests After 1985 – these requests may include transcripts for students to attend
university or for employment verification. Students shall be provided with a
signed and board-sealed official transcript. Fees as set out in section 9 will
to Requests During the School Year
To request transcripts or letters of education verification,
parents/guardians/adult students shall complete the Request for Transcripts
and/or Ontario Student Education Verification Form, FORM A1456 – 1, and submit
the form to the Student Services office (secondary) or the principal
(elementary). Parents/guardians may only request transcripts or letters of
education verification for students under 18. All requests must be verified and
authenticated as outlined below. Former students picking up their own documentation
(transcripts or letters) will be required to pay the required fee and verify
their identity through photo identification prior to the release of the
transcript or letter. Elementary documentation shall be released to the
to a Third Party
Where a parent/guardian/adult student requests that the
documentation be picked up by a third party (includes a parent of a student
over 18), the following is required: and must be borne by the third party
requesting the documentation, in addition to the Request for Transcript documentation (see above):
- A signed Consent to Release Education Verification Documentation Form, FORM
A1456 – 2, authorizing the release of the transcript or education verification
document to the identified third party.
- A copy of the student’s photo identification and photo identification of the
person picking up the transcript or education verification document, for
verification purposes. The school shall not retain copies of the photo
identification. Staff will verify they have seen the identification on the
appropriate form and return any copies along with the transcript or education
will not be mailed or faxed to a third party (school, agency etc.). Individuals
requesting transcripts are solely responsible for sending requested documents
to any other party. Students will be provided with the
official transcript in a sealed envelope that is stamped and signed across the
flap to show sealed envelope is intact. Upon student
verification/authentication, transcripts may be mailed to the student’s current
shall be made to view original identification however, in special circumstances
where the student is unable to personally pick up their transcript or education
verification document and/or provide a copy of their identification, the
student’s identity may be verified through a series of questions regarding
information contained on the transcript and/or in the student information
system, or in the OSR. A minimum of 5 data elements shall be verified. Such
information may include, OEN (from a report card) name, address at time of
attending school, date of birth, place of birth (supported by the Birth
Certificate in the OSR), parent/guardian name, three non-compulsory courses
taken by the student and/or grade achieved, etc. Consult with the Freedom of
Information/Records Management Officer with any questions.
to Requests During the Summer
Parents/guardians/adult students may request copies of transcripts
and other documentation from Executive Assistants in the School Services
Department (see Processing Transcripts above). Official
transcripts, including the board seal, shall be issued and be signed by a
Superintendent of Education or the Director of Education.
School Services staff do not have access to the OSR and can only access information that is
contained in the electronic student information system; therefore, it may not
be possible to process all requests. Staff assess each request on a
case-by-case basis in consultation with the Superintendent of Education.
parent/guardian/student disputes the information, the request will be referred
to the appropriate Superintendent of Education.
currently enrolled in a SCDSB secondary school are not charged for
The fees for
each transcript request are: first copy: $10.00; each additional copy:
$5.00, to a maximum of $20.00. Payment shall be by cash or cheque only.