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Continuing Education

HWDSB Student Records

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DUE TO THE VOLUME OF REQUESTS, WE DO NOT ACCEPT REQUESTS FOR DOCUMENTS / RECORDS BY FAX OR EMAIL – PLEASE COMPLETE THE REQUEST FORM BELOW

This process is to be used if your last Elementary or Secondary school you attended in Ontario was an HWDSB School.

If your last course was taken through Continuing Education please go to https://www.hwdsb.on.ca/cce/transcript-requests/

Please select the document type you require from the list below to find more information about how to make your request:

Transcripts

(See “Applying for an Ontario College or University” if you are requesting documents to apply for a program at an Ontario College or University)

If you last attended High School at an HWDSB School and left there between June 2016 and now, please contact your High School directly to request your transcript.  For school contact information, please view our Schools Listings.

Other former HWDSB students can obtain a copy of their Ontario Student Transcript through the Student Records Department.  You will need to provide photo identification, such as a driver’s license or health card, and payment when making the request. Please allow up to 3 weeks for processing, depending on demand. Also note that processing times during July and August, March Break, and December holiday break may vary. Please complete the Records Request Form.

FEES

  • Transcripts: $10 non-refundable fee must be paid prior to processing. Each additional copy is $2 if requested at the same time.
  • Pick-up of documents is available at Hill Park Learning Centre for NO CHARGE
  • Courier to each Canadian destination: $15.00
  • Courier to each International destination: $20.00
  • Returned courier packages will be subject to a $15.00 return fee and an additional courier fee to send the documents back out to you

Applying for and Ontario College or University?

If you are requesting your transcript to apply for College or University in Ontario, please visit the link below and follow the instructions to request your documents through ontariocolleges.ca

https://www.ontariocolleges.ca/en/apply/transcripts

Students applying to College or University in Ontario whose last school attended was part of HWDSB (regardless of when you last attended school) can make their requests and pay directly through this site. 

Diplomas (Two Options)

My Former School is Open:

Graduates who attended a school that is still open should contact their school directly to request a replacement diploma.  If you attended Barton Secondary School, please contact Nora F. Henderson, if you attended Highland, please contact Dundas Valley Secondary School.  For school contact information, please view our Schools Listings.

My Former School is now Closed:

If the school has closed, graduates may obtain their replacement High School Diploma through the Records Department by submitting the Records Request FormPlease allow up to 3 weeks for processing.  Also note that processing times during July and August, March Break, and December holiday break may vary. Please see below for payment options.  (NOTE – if you attended Barton Secondary School, please contact Nora F. Henderson, if you attended Highland, please contact Dundas Valley Secondary School.)

FEES

  • Diplomas: $30 non-refundable fee must be paid prior to processing.  NOTE – Records only processes replacement diploma requests for students whose Secondary School is closed – see above.  If you are a graduate, your Transcript will indicate that you are a graduate – usually an actual copy of your diploma is not needed for employment purposes.
  • Pick-up of documents is available at Hill Park Learning Centre for NO CHARGE
  • Courier to each Canadian destination: $15.00
  • Courier to each International destination: $20.00
  • Returned courier packages will be subject to a $15.00 return fee and an additional courier fee to send the documents back out to you

Ontario Student Record

If you have been out of school for 5 years or less, and require information from your OSR (other than a transcript), please contact the HWDSB Welcome Centre by email at OSRrequests@hwdsb.on.ca or by phone at 905-521-2554.  Charges apply at a rate of $.20 per copy plus applicable courier charges.  Pick up is also available at 465 East 16th Street, Hamilton, 2nd Floor at the Welcome Centre. 

OR

If you have been out of school for more than 5 years and require information from your OSR, please see applicable fees below and complete the Records Request Form.

FEES

  • Copy of OSR (Lawyers): $15 per request for courier costs in Canada, plus $.20/page (International courier fees $20)
  • Pick-up of documents is available at Hill Park Learning Centre – NO courier charge if picked up.
  • Courier to each Canadian destination: $15.00
  • Courier to each International destination: $20.00
  • Returned courier packages will be subject to a $15.00 return fee and an additional courier fee to send the documents back out to you

Fee Structure

  • Transcripts: $10 non-refundable fee must be paid prior to processing. Each additional copy is $2 if requested at the same time.
  • Diplomas: $30 non-refundable fee must be paid prior to processing.  NOTE – Records only processes replacement diploma requests for students whose Secondary School is closed – see above.  If you are a graduate, your Transcript will indicate that you are a graduate – usually an actual copy of your diploma is not needed for employment purposes.
  • Copy of OSR (Lawyers): $15 per request for courier costs in Canada, plus $.20/page (International courier fees $20)
  • Pick-up of documents is available at Hill Park Learning Centre for NO CHARGE
  • Courier to each Canadian destination: $15.00
  • Courier to each International destination: $20.00
  • Returned courier packages will be subject to a $15.00 return fee and an additional courier fee to send the documents back out to you
  • Requests from other School Boards for transcript to enable student to re-engage: no charge

How to request your documents

Requesting your own documents:

  • The HWDSB Student Records Department is located at the Hill Park Learning Centre, Continuing Education Office, 465 East 16th Street, Hamilton, Ontario L9A 4K6, Phone 905-561-2190.  Requests are NOT ACCEPTED by fax or email.
  • If you are requesting documents to apply for an Ontario College or University, please visit www.ontariocolleges.ca to apply and request your documents through their portal.  Instructions are available at: https://www.ontariocolleges.ca/en/apply/transcripts
  • You can either apply and pay:
    • In-Person by completing the Records Request Form, validate your ID and make your payment at Hill Park Learning Centre, OR
    • Remotely, by completing the Records Request Form on-line (provide ID on-line) and pay by money order in advance
  • Once the form is submitted, you will automatically be provided a copy of your responses via e-mail to the address you provided
  • Payment and confirmation of ID must be received before your request will be processed.
  • Please allow up to 3 weeks from receipt of payment and verification of identity for processing. Processing times will be longer over Winter and March Breaks.
  • Office Hours: Monday to Friday, 8:30am – 4:00pm. Holiday and summer hours 8:30am – 3:00pm.  Closed on Statutory and School Board holidays (March Break and Winter/December Break)
  • Payment (in-person): Cash or debit at Hill Park Learning Centre by you or an authorized person
  • Payment (remote): Remotely, payment can be made by money order (Canadian Funds), payable to: Hamilton-Wentworth District School Board (receipt will be provided) or complete the and attach the Credit Card Form to your Records Request to pay by Visa or MasterCard
  • Send payment by mail if you’re paying by money order: Mail to: Student Records Department, c/o Continuing Education, Hill Park Learning Centre, 465 East 16th Street, Hamilton, Ontario, L9A 4K6

3rd Party Requests:

  • Follow the procedures above to make your request
  • School boards or other 3rd party/lawyer must provide a signed Waiver for Release of Information from the student in order for a request to be completed.
  • Payment: please follow payment instructions as above.

Records Request Form
(do not use this form if your last course was through a Continuing Education program or if you left High School since June 2016)

Note:  You may submit a transcript or diploma request through another party or have another party pick up your transcript or diploma by authorizing that person to act on your behalf.  The authorized person must provide a signed letter of authorization from you and show photo ID at time of pick-up.

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Credit Card Form

Updated on Tuesday, September 24, 2019.
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