Logout - Logout of etms and return to Login screen Help - Displays onscreen help 1. Transcript Requests Displays a list of transcript requests 2. Transcripts Displays a list of received electronic transcripts 3. Reports Displays list of available reports 4. Notifications Displays list of email notifications Ontario College Application Service College ETMS Functionality 2
To Be Processed Displays list of transcript requests that currently need to be processed or require other follow up Deferred Displays list of transcript requests that are currently deferred Incomplete Displays a list of transcript requests that have an exception (Student Not Found, On Financial Hold, No Academic Data, and File Upload error) In Progress Displays list of transcript requests currently being processed by the system Completed Displays list of transcript Note: Click on the table name to sort the table based on the name. By default, the table is sorted by Date Requested in descending order. Date requested - Date transcript request was paid Age Age of the request(s) in number of days. If the request reaches the Service Level Agreement (SLA) threshold time, it is highlighted in yellow. If it goes beyond SLA time, it is highlighted in red. Reference Number - Number assigned by the system at the time the transcript request is initiated. Click on the hyperlink to display transcript request details. Name - Applicant s first and last name, as provided on the ontariocolleges.ca application to college. Click on the hyperlink to display the Applicant Details page. Request Type Identifies the type of request. Date Last Attended Shows the year and month of the applicant last attended high school. Send Date Identifies if the transcript request needs to be sent now or sent end of term. Request Status - Identifies the request status. DOWNLOAD TO ICONS Download to CSV - The CSV report displays all transcript request details provided by each applicant. The MS Excel format file information can be filtered and sorted if required. Download to PDF - The PDF reports displays all transcript request details provided by each applicant. Ontario College Application Service College ETMS Functionality 3
Note: Select Upload Transcript radio button and Click on the Upload Transcript hyperlink to bring up Upload Transcript File pop-up window. Browse (Button) Displays file open dialog which is used to select DAT file from the computer. Submit (Button) - Submit selected file and upload to etms system. Cancel (Button) Cancel selected file and close Upload Transcript File pop-up window. Close (Hyperlink) Cancel selected file and close Upload Transcript File pop-up window. Ontario College Application Service College ETMS Functionality 4
Note: Select Action (no upload) radio button and click on Select Action to bring up drop down options. Hardcopy Transcript Sent Indicates that the transcript is only available in a hardcopy format and is being sent to the destination institutions. The college user cannot locate an electronic transcript DAT in their Student Information System (SIS) to fulfill the transcript request and has the transcript in archive format only. The college user prints off the transcript and faxes or mails the hardcopy transcript to the destination institution(s) specified in transcript request details page. Student Not Found This option is selected to indicate that the student record could not be located in the colleges SIS system. The status in the applicant s online application portal is updated informing the applicant that his/her student record cannot be located. An automated email is sent to the applicant with instructions to contact the board/school with any questions. The transcript request is moved to the Incomplete tab. No Academic Data This option is used by the college user when the student is registered at their institution and is found in the college s Student Information System (SIS), but no academic data is available to send (i.e. student preregistered only). On Financial Hold This option is used to hold the transcript request due to outstanding fees owed by the student/applicant/ to the college. Ontario College Application Service College ETMS Functionality 5
The status in the applicant s online application portal is updated informing the applicant that payment is outstanding and that the transcript request will not be processed. An automated email is sent to the applicant with instructions to contact the board/school to settle the outstanding fees. The transcript request is moved to the Incomplete tab and can be further actioned at a later date. Deferred This option is only available if the specified send date is other than Send Transcript Now. The transcript request is placed on Deferred status and the college user indicates on what date the transcript will be available. The transcript request is moved to the Deferred tab. Acknowledge Cancellation This option is only available for Cancellation Transcript Request Type and is used to send acknowledge cancellation response. The status in the applicant s online application portal is updated informing the applicant that his/her request has been cancelled. The transcript request is moved to the Completed tab. Submit (Button) Submit the selected response. Ontario College Application Service College ETMS Functionality 6
Note: Click on + icon beside Search to expand Basic Search function. Start Date & End Date Searches requests by creation date Application Number Searches requests by Application Number Account Number - Searches requests by Account Number Reference Number Searches requests by Reference Number First Name Searches requests by First Name Last Name Searches requests by Last Name OEN Searches requests by OEN Clear (Button) Clears all Search criteria Search (Button) Submits search using the criteria entered by user Ontario College Application Service College ETMS Functionality 7
Note: Click on + icon beside More Search Options to expand Advance Search function. Date Last Attended Searches requests by the date applicant last attended college Show Status Select All - Searches in all tabs and all requests statuses to retrieve a result To Be Processed - Searches only in the To be Processed tab Action Required - Searches for requests with status: Action Required Deferred - Searches only within the Deferred tab Winter Search for requests with send date: end of winter Fall - Search for requests with send date: end of fall Spring/Summer - Search for requests with send date end of spring/summer After Degree - Search for requests with send date: after degree conferred Incomplete - Searches only within the Incomplete tab File Upload Error - Searches for requests with status: Student Not Found On Financial Hold - Searches for requests with status: On Financial Hold No Academic Data - Searches for requests with status: No Academic Data Ontario College Application Service College ETMS Functionality 8
Student Not Found - Searches for requests with status: Student Not Found In progress Searches only in the In Progress tab Transcript File Uploaded to OCAS - Searches requests by electronic transcript files waiting to be processed by OCAS system Transcript File Received at OCAS - Searches requests by transcript requests processed by OCAS system Complete Searches only within the Completed tab there are 3 status options by which to search: Transcript File Sent to College - Search requests by electronic transcript files sent to the colleges Transcript Image Sent to College - Search requests by hardcopy transcripts sent to the colleges Request Cancelled - Search requests by electronic transcript files waiting to be processed by OCAS system. Clear (Button) Clears all search criteria Search (Button) Submits search using the criteria entered by user Ontario College Application Service College ETMS Functionality 9
To Be Processed Displays list of transcript requests received that are to be processed. Completed Displays a list of transcript requests received are complete. Note: Click on the table name to sort the table based on the name. By default, the table is sorted by Date Requested in descending order. Date Requested - Date transcript request was paid. Reference Number - Number assigned by the system at the time the transcript request is initiated. Click on the hyperlink to display the official transcript. Name - Applicant s first and last name, as provided on the ontariocolleges.ca application to college. Request Type Identifies the type of request Request Status - Identifies the request status. Submit (button) Submit action and moves received transcript to completed tab Ontario College Application Service College ETMS Functionality 10
Note: Click on + icon beside Search to expand Basic Search function. There is no advanced search function. Start Date & End Date Searches requests by creation date Application Number Searches requests by Application Number Account Number - Searches requests by Account Number OEN Searches requests by OEN Reference Number Searches requests by Reference Number First Name Searches requests by First Name Last Name Searches requests by Last Name Clear (Button) Clears all search criteria Search (Button) Submits search using the criteria entered by user. Ontario College Application Service College ETMS Functionality 11
Start Date & End Date Sets requests creation date criteria. Note: This is the date transcript request was paid. Clear (Button) Clears all search criteria Run Report (Button) Generates report based on specified criteria Ontario College Application Service College ETMS Functionality 12
Summary Displays summary reports on the REPORTS TABLE Detailed Displays detailed reports for on the REPORTS TABLE DOWNLOAD ICONS Download to CSV - The CSV report displays all transcript request details provided by each applicant. The MS Excel format file information can be filtered and sorted if required. Download to PDF - The PDF reports displays all transcript request details provided by each applicant. Ontario College Application Service College ETMS Functionality 13
Enable Summary Notifications Enables email notifications; users are notified by email whenever there are processed or pending requests Select a day Days when the email notifications are sent. Select a time Time when the email notifications are sent. Time Zone Select the time zone for email notifications. Daylight Saving Time Select on radio button to enable the daylight saving time and off radio button to disable it. Email List of emails to which the email notifications are sent. Use semicolon (;) to separate the email addresses. Clear (Button) Clears all the fields and disables email notification(s). Note: changes will not be saved until Submit button has been clicked. If clicked by accident, simply close the browser and re-open Email Notifications menu again Submit (Button) Save the email notifications configuration. Note: Click this button each time any changes are made. Ontario College Application Service College ETMS Functionality 14
Print - Prints the information displayed on the screen. Provide Response (Radio Button) - Displays submit response function. Upload Transcript (Radio Button) - Displays upload transcript function. Close (Button) Closes Transcript Request Details page and returns to etms. Note that fields that have no values are hidden for your convenience Ontario College Application Service College ETMS Functionality 15