Full Disclosure Policy

Ontario Student Transcript  |  2026–2027

Purpose and scope

USCA Academy maintains accurate Ontario Student Transcripts (OSTs) in accordance with Ministry requirements. Full disclosure applies to Grade 11 and 12 courses, regardless of the student’s current grade or delivery format. Students should review the consequences of transcript changes with their adviser before withdrawing from or repeating a course.

Withdrawal deadline

A withdrawal is not recorded if made within five instructional days following the first provincial report card in a semestered school, or the second in a non-semestered school. The fifth instructional day is included. After this deadline, record W in the Credit column and the percentage grade at withdrawal.

For online/distance, night or summer courses and mid-term transfers, the principal determines and communicates an equivalent withdrawal period under the OST Manual. Do not substitute a universal percentage of course completion for this review. Record each course’s report-card issue date, instructional-day calculation and final withdrawal date.

Recording rules

Situation	OST treatment
Completed Grade 11 or 12 course	Record passes and failures with the final percentage grade.
Repeated successful Grade 11 or 12 course	Keep each attempt; award credit once. Enter R in Credit for lower-mark attempts.
Grade 9 or 10 course	Record successful completion only; for repeats, retain the highest mark.
Withdrawn Grade 11 or 12 PLAR challenge	No OST entry; retain the required PLAR records.
Withdrawal from Grade 11 or 12 credit recovery	No entry before submission or completion of the required culminating activity. Apply the OST Manual to other outcomes.

Extraordinary circumstances

A parent or adult student may request principal approval for S in the Note column where extraordinary circumstances affected Grade 11 or 12 achievement or withdrawal. Marks remain recorded. This does not authorize deletion of an otherwise required entry. Keep the request, evidence, reasons and decision securely; communicate the applicable review route under Ministry guidance.

USCA withdrawal and records procedure

Publish deadlines in the School Course Calendar and course information; where applicable, remind students and parents/guardians before the deadline. Students submit a dated written request to the principal or designate. Staff acknowledge receipt, review course and graduation implications, confirm the effective withdrawal date and provide the decision in writing. Stopping attendance or LMS activity alone is not a withdrawal request.

The principal approves recording decisions. The records officer verifies codes, grades, dates and credits, and sends results to the school holding the OSR/OST where applicable. Keep the OST current and confidential; provide a current copy in the OSR at graduation or retirement. Refer disputed accuracy to the principal under the OSR correction process.

Review annually and after Ministry changes.
Principal approval __________________________  Effective date __________  Review date __________

Ministry sources checked October 17, 2026: OST Manual pages 13–14  |  Ontario Schools section 4  |  OSR guideline