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Continuing Education

HWDSB Student Records & Transcripts

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ALERT – April 13, 2021 – As HWDSB is closing schools at the direction of the Provincial Government until further notice, new document requests can not be processed for courier or pick up at this time.  Documents can be sent electronically to an employer or to your Admissions officer directly.  Please read the instructions below for details on how to proceed in consideration of your plans/pathway.  Our document request form has been updated to reflect the request for documents to be sent electronically.  

Documents requested for admission to an Ontario College or University need to be requested through the OCAS/OUAC application process – these requests are processed within 3 business days of receipt.  If your last course was taken through Continuing Education please go to: https://www.hwdsb.on.ca/cce/transcript-requests/

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.

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 2018 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, School start-up, March Break, and December holiday break may vary. Please complete the Records Request Form.

FEES – please refer to “Fee Structure” below

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 – please refer to “Fee Structure” below

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 may be available at 465 East 16th Street, Hamilton, 2nd Floor at the Welcome Centre subject to COVID restrictions, please inquire.  

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 – please refer to “Fee Structure” below

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 – typically an actual copy of your diploma is not needed for employment purposes.
  • Copy of OSR (Lawyers): Applicable courier costs, plus $.20/page
  • CURRENTLY THE CONTINUING EDUCATION OFFICES ARE CLOSED TO PUBLIC ACCESS AND DOCUMENT PICK UP IS NOT AVAILABLE
  • Courier to each Ontario destination: $5.00
  • Courier to each Canadian destination (outside Ontario): $15.00
  • Courier to other North American destinations: $20.00 each
  • Courier to other International destinations: please contact Continuing Education for information & a quote (call 905-561-2190)
  • Returned courier packages will be subject to a return fee equal to your initial courier charge 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.  CURRENTLY THE CONTINUING EDUCATION OFFICES ARE CLOSED TO PUBLIC ACCESS – please use the directions below to complete your document request.
  • 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
  • Apply and pay remotely, by completing the Records Request Form on-line and pay for your order using our on line payment system SchoolCash.  After submitting your document request our staff will review your request and email you an order and payment owing summary and payment link.
    • 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 (NO PUBLIC ACCESS AT THIS TIME): 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) NOT CURRENTLY AVAILABLE: Cash or debit at Hill Park Learning Centre by you or an authorized person
  • Payment (remote):  After submitting your document request, our staff will review your request and email you an order and payment owing summary and payment link.

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 (remote):  After submitting your document request, our staff will review your request and email you an order and payment owing summary and payment link.

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 2018)

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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Updated on Monday, April 26, 2021.
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