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Continuing Education

HWDSB Student Records & Transcripts

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ALERT –  New document requests can be sent by courier, but pick up is NOT available 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. 

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 2020 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.

FEES – please refer to “Fee Structure” section below

FORM – please see the “Complete Form” section 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)

Diplomas are “keepsake documents” and are not specifically required for employment purposes.  If you are a graduate, your Transcript will indicate that you are a graduate.

My Former School is STILL OPEN:

Graduates who attended a school that is still open should contact their school directly to request a replacement diploma.  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 Form.  Please 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 Highland, please contact Dundas Valley Secondary School.)

FEES – please refer to “Fee Structure” section below

FORM – please see the “Complete Form” section 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/page 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

FORM – please see the “Complete Form” section 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 – Diplomas are “keepsake documents” and are not specifically required for employment purposes.
  • Copy of OSR (Lawyers): Applicable courier costs, plus $.20/page
  • 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:

  • 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 paying 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, March and Summer Breaks.

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.

Complete Form

(do not use this form if your last course was through a Continuing Education program or if you left High School since June 2020)

 

Updated on Friday, October 22, 2021.
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