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HWDSB Student Records Request Form

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During the summer months (June – August), we are temporarily unable to order diplomas from the Ministry of Education but will continue to process transcripts. Diploma requests will resume in September. Sorry for the inconvenience.

Please ensure that your request has been submitted – scroll up for errors!

HWDSB - Student Records Request Form

Please use this form if the last school you attended in Ontario was part of HWDSB (Hamilton's Public School Board). For additional Information, please refer to:https://www.hwdsb.on.ca/cce/transcripts-document-request/hwdsb-student-records/ HWDSB is committed to the protection of privacy and complies with all applicable provisions of the Education Act, the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and any other applicable legislation.

Are you ONLY making a document request to apply for College or University IN ONTARIO? If you have already applied and requested your document through OCAS, but have questions or issues with your application, please check "NO". Choosing YES means that you have NOT requested any documents through this process.
- No
- Yes - you are leaving the form and NO request has been submitted
If so, you're in the wrong place! Please visit https://www.ontariocolleges.ca/en/apply/transcripts for more information, to apply, and to request your documents.
Email*
Enter Email Confirm Email
Full Name
Consent
I agree to the privacy policy.
Electronic documents for employers/schools
Document requests can be processed and sent to your Admissions or Employment contact electronically at no charge to you. Documents are not sent to students directly. If you require a hard copy of your documents, they will be processed once payment has been received - additional details are below. Please also see information below about requesting documents to apply for College or University in Ontario.
Do you authorize HWDSB Student Records to release your personal information included in the documents requested herein to a third party electronically?*
- Yes
- No
You can/will be cc'd on the message to the requested third party school or employer.
Please provide the e-mail address of the contact person at the school or employer to whom your documents will be sent
I will still require a hard copy of my documents.*
- Yes
- No
Student Information
Current Last Name of Student*
Last Name/Family Name of Student (while in school)*

Provide all names that the student may have used while in school please.
First Name of Student*
Middle Name of Student
Date of Birth of Student*
MM slash DD slash YYYY
Gender of Student
- Female
- Male
- Prefer not to say
Last Secondary School Student attended*

If you last attended at an HWDSB Adult Learning program, please complete the CE Document request.
Last year Student attended an HWDSB Elementary/Secondary School*

If you graduated from/left an HWDSB School since June 2016, please contact [email protected] to request your OSR. If you left HWDSB and continued to attend Elementary or Secondary school with another School Board IN ONTARIO - your records will be with the LAST SCHOOL BOARD you attended.
Type of Requestor*
- I was an HWDSB Student
- I am from another School Board
- I am making a 3rd Party request
Records request by Prior Student
If you were a student with HWDSB and left school more than 1 year ago, please use this form to request your transcript. If you require a replacement diploma or if you left school within the last year and your school is still open, you will need to contact your school directly to make your request. You will be required to upload a photo of your ID so please have this photo available to include before starting your request. A copy of your completed request will be sent to you via email upon submission. Fees: Transcripts First copy - $10.00 Additional copies - $2.00 each OSR documents $20 Replacement Diplomas - $30.00 (only processed at the Records Department for prior students whose home school is now CLOSED) Courier Charges In Ontario - $5.00 to each destination In Canada (outside of Ontario) - $15.00 to each destination Other North America - $20.00 to each destination International destination - please contact Continuing Education for information and a quote (905-561-2190) PLEASE NOTE - OSR files are limited to final transcript, diploma (if earned), OSR cover and Information card after student has been out of school for more than a year. Psychological reports are not available through the Records Department - please contact HWDSB, Psychological Services at 905-527-5092 if this is the information you require.
HWDSB Student Number (if known)
OEN (Ontario Education Number) (if known)
Primary Phone #*
Alternate Phone #
Reason for Request*
- Employment
- Re-entry to Secondary School/Adult Education programs
- College outside of Ontario
- University outside of Ontario
- Other
Number of Transcripts Required*
- One copy - $10.00
- Two copies - $12.00 ($10.00 for first copy and $2.00 for each additional)
- Three copies - $14.00 ($10.00 for first copy and $2.00 for each additional)
- Four copies - $16.00 ($10.00 for first copy and $2.00 for each additional)
- Five copies - $18.00 ($10.00 for first copy and $2.00 for each additional)
- I do not require a transcript
If you left school within the last year and your school is still open, please contact the school directly to make your request. For a list of our schools please refer to: http://www.hwdsb.on.ca/secondary/schools/
Copy of OSR Required
- Copy of OSR documents - $20.00
- I do not require a copy of my OSR documents
If you left school within the last year, please contact the school directly to make your request. For a list of our schools please refer to: http://www.hwdsb.on.ca/secondary/schools/
Proof of Education in English
Accepted file types: jpg, gif, png, pdf, jpeg, Max. file size: 8 MB.
For residents of Quebec - Please attach form to be completed. $10.00 per form.
Replacement Diploma
- I require a replacement diploma - $30.00
- I do not require a replacement diploma
If your school is still open, please direct your request to the Secondary School you graduated from. For a list of our schools please refer to: http://www.hwdsb.on.ca/secondary/schools/ If you attended Highland, please contact Dundas Valley Secondary School. Student who attended Nora F. Henderson/Barton at the old site, Sir John A. MacDonald, Delta, Mountain Secondary, Parkside DHS, Parkview Secondary or other closed schools should use this form.
Reason a replacement Diploma is required*
Required field if a diploma is being requested - enter N/A if a diploma is not being requested
Unit/Suite # required for delivery*

Enter NA if not applicable. If this data is required for delivery but not provided, the return and 2nd delivery charge must be paid before documents will be re-sent to you.
Buzzer # required for delivery*

Enter NA if not applicable. If this data is required for delivery but not provided, the return and 2nd delivery charge must be paid before documents will be re-sent to you.
Courier Destination*
Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

ALL DOCUMENTS ARE COURIERED TO THE STUDENT HOME ADDRESS ONLY. NO DOCUMENT PICK UP IS AVAILABLE AT THIS TIME. NOTE - A charge of $5.00 (Ontario), $15.00 (Other Canada) or $20.00 (Other North America) - for International destinations call for a quote 905-561-2190. Include house number, street, apartment/unit number (if applicable), city, province/state, country, postal code/zip. An equal returned package fee will automatically be charged for packaged returned/not claimed.
Proof of Identity*
Accepted file types: jpg, gif, png, pdf, bmp, tif, jpeg, img, html, Max. file size: 8 MB.
In order to process your documents we require proof of your identity. Acceptable ID includes a photograph of your Passport photo page, Driver's License, Age of Majority Card, Permanent Resident card, Citizenship documents with your photograph. For a complete list please see https://www.ontario.ca/page/acceptable-identity-documents . If you are making your request in person, please provide your ID to CE/Records staff at the time of your request and at time of pick up. Alternately, you can send your ID to us via e-mail at [email protected]
Authorization*

I enter my name below and have attached my ID to authorize the Hamilton-Wentworth District School Board to release the documents requested herein.
Notes/Other Information
Records request by 3rd Party or Lawyer
Please note that copies of OSR files are limited to final transcript, diploma (if earned), OSR cover and Information card after student has been out of school for more than a year. Psychological reports are not available through the Records Department - please contact HWDSB, Psychological Services at 905-527-5092 if this is the information you require. Fees Copies of OSR's - $50.00 (includes courier charges) Transcript - $10.00 Courier Charges Ontario - $5.00 to each destination Canada (other than Ontario) - $15.00 to each destination Other North America - $20.00 to each destination International destination - please contact Continuing Education for information and a quote (905-561-2190)
Documents required*
- Student Transcript - $10.00 + courier
- Copy of OSR (including final transcript) - $50 including courier
Name of Requestor/Lawyer*
Name of Company/Law Firm*
Company/Lawyer Office - mailing address*
Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country
Authorization/Release from student
Accepted file types: jpg, gif, png, pdf, bmp, tif, Max. file size: 8 MB.
Please attach the authorization/release signed by the student. If you are unable to attach the file to this request, please send it by email to [email protected] or by fax to 905-561-2582.
Notes/Other Information
Records request by Other School Board
HWDSB provides other school boards with Student Transcripts for students who are re-engaging in Secondary School education at no charge. PLEASE NOTE - we require you to provide a signed release from the student in order to release the requested documents to you - you will be asked to attached the release/authorization to this on-line request. The release is available at: http://www.hwdsb.on.ca/cce/hwdsb-student-records Documents forwarded to other school boards will be provided by e-mail as attachments. Students requiring a copy of their transcript should make their request directly. A copy of your completed request will be sent to you via email upon submission.
Requestor's Name*
Documents Required*
- Student Transcript
- OSR
Authorization/Release from Student
Accepted file types: jpg, gif, png, pdf, bmp, tif, Max. file size: 8 MB.
Please attach the authorization/release signed by the student. If you are unable to attach the file to this request, please send it by email to [email protected] or by fax to 905-561-2582.
Notes/Other Information
Email
This field is for validation purposes and should be left unchanged.

Updated on Tuesday, June 21, 2022.

HWDSB Student Records Request Form

During the summer months (June – August), we are temporarily unable to order diplomas from the Ministry of Education but will continue to process transcripts. Diploma requests will resume in September. Sorry for the inconvenience.

Please ensure that your request has been submitted – scroll up for errors!

HWDSB - Student Records Request Form

Electronic documents for employers/schools

Student Information

Records request by Prior Student

Records request by 3rd Party or Lawyer

Records request by Other School Board