Counsellors University Application Handbook

Ontario Universities Application Centre 2015 Counsellors University Application Handbook 170 Research Lane Guelph ON N1G 5E2 Telephone: 519 823 1940 Fax: 519 823 5232 www.ouac.on.ca http://guidance.ouac.on.ca

Contents A: General Procedures...4 Communication/Distribution of Materials to High Schools...4 Who May Use the 101 Application... 5 Who May Use the 105 Application... 5 Creating the November Application File...6 Transfer Students/Late Applicants...6 Second Semester Only Applicants... 7 Withdrawing an Application... 7 B: Special Procedures...8 International Baccalaureate (IB) Applicants...8 Out of Province Institutions...8 January Admission (Winter Entry)...8 Applying to Out-of-Province Universities...9 Applying to the Royal Military College of Canada...9 C: Fee Schedule and Payment Options... 10 Payment Details... 10 Methods of Payment... 10 D: OUAC Acknowledgement and Application Amendments... 12 OUAC Acknowledgement...12 Application Amendments...12 Applicant Status Report...12 E: Offers of Admission... 13 Communication from the Universities...13 Applicant Responses to Offers of Admission...13 Amending Responses to Offers of Admission...13 Re Accepting a Previously Cancelled or Expired Offer... 14 Amending Program Choices With an Accepted Offer... 14 Applicants Who Are Deferred at Early Admission... 14 Applicants Who Are Refused Admission... 14 Verifying Receipt of a Response to an Offer of Admission... 14 F: Secondary School Grades Processing... 15 Overview...15 Recording Academic Data...15 Process for Grades Collection Periods... 16 Verification of Grades Received...17 Special Notes...17 Appendix A: Valid Codes for Reporting Academic Data...19 Appendix B: Rules for Automatically Dropping Course Records...22 Appendix C: Schedule of Dates...23 Appendix D: Grades File Errors/Warnings...25 Appendix E: Other Services...27 Appendix F: University Contacts...29

Please Note The online application system is referred to as SSOLA (Secondary School Online Application). SSOLA schools are those registered with the Ontario Universities Application Centre (OUAC) to offer their students the online application and amendment systems. Non SSOLA schools are those whose students will use the paper application and manual amendment procedures. Counsellors Online Services (COLS) are web based inquiry, academic update and reporting tools available to school officials at both SSOLA and non SSOLA schools (see Appendix E: Other Services). Useful Websites Undergraduate and professional applications: www.ouac.on.ca/applications/ 101 Online Application: www.ouac.on.ca/ouac 101/ 105 Online Application: www.ouac.on.ca/ouac 105/ The OUAC Guidance Site: http://guidance.ouac.on.ca Counsellors Online Services: http://guidance.ouac.on.ca Ce document est également disponible en français : http://orientation.ouac.on.ca. You can download and print additional copies of this publication at: http://guidance.ouac.on.ca. To obtain this document in an alternative format, contact the Ontario Universities Application Centre. Telephone: 519 823 1940 Fax: 519 822 1682 Website: www.ouac.on.ca/about accessibility/ Special Notice Updates to Publications Changes to the high school curriculum admission requirements are not only becoming more complex, but also continuing to evolve as the universities address institutional, systemic and educational challenges, and their attendant decisions and changes. advise students to consult the website and to visit university websites to obtain updated information about the programs they intend to apply to. We wish you the best in the upcoming year and look forward to assisting you. Since the OUAC and university publications are finalized many months ahead of the application cycle, it is common that some information becomes outdated, that omissions and errors have occurred and that changes need to be made after the documents are printed and distributed. To address this issue, the OUAC provides updates on our website as necessary. We urge counsellors to 2015 Counsellors University Application Handbook 3

A: General Procedures Communication/Distribution of Materials to High Schools Late August einfo launches for the new application cycle at: www.electronicinfo.ca. The einfo flyer is mailed to high schools. Mid September The following materials are sent to high schools: The Counsellors University Application Handbook 101 posters OUF and UIP posters COLS registration forms School Data Collection Sheet 105 brochure January Admission (winter entry) availability is posted online at www.ouac.on.ca/ouac 101/ and http://guidance.ouac.on.ca NEW! einfo map poster October Application Access Code letters for January Admission (winter entry) are emailed to high schools. COLS user IDs and passwords are emailed to high schools/boards. A Winter Entry Applicant Report may be viewed or printed at any time through COLS by authorized school officials. Final Applicant Status Report for previous year available through COLS. November Application Access Code letters for September Admission (online access codes for all students listed on the school s November data file sent to the OUAC prior to the November deadline) are mailed to high schools. Authorized school officials may access application records through COLS for students at their school as applications are submitted. Acknowledgement emails are immediately sent to students when they submit their online application. Acknowledgement letters are only mailed to applicants who use the paper application. The OUAC emails school officials and students, requesting online verification of submitted and processed February grades. An audit checklist is made available to all schools with applicants who have less than six 4U/M courses. April The OUAC emails school officials and students, requesting online verification of submitted and processed April grades. Mid May In the Loop newsletter is posted on the Guidance website with updates on current year processing and changes for the upcoming cycle. Applicant Status Reports may be viewed or printed at any time through COLS by authorized school officials. The OUAC emails Offer of Admission Response Instructions to school officials and students. The Schedule of Dates for the upcoming cycle is posted on The Guidance website. The Admission Information Service is announced on the Guidance website. An audit checklist is made available to all schools with applicants who have less than six 4U/M courses, and a letter is sent to these applicants. July The OUAC emails school officials and students, requesting online verification of submitted and processed July grades. The OUAC sends an audit letter to applicants whose final current-year grades have not been received. February Applicant Status Reports may be viewed or printed through COLS by authorized school officials. 4 2015 Counsellors University Application Handbook

Who May Use the 101 Application An applicant should use the 101 application if they meet ALL of the following requirements: They are taking courses during the day at an Ontario high school (this includes students returning for second semester and graduated students returning to upgrade one or more courses). They have not, at some point, been out of high school for more than seven consecutive months. They received/will receive their Ontario Secondary School Diploma (OSSD) with six 4U/M courses at the end of the current year. They have not attended a postsecondary (college/university/career college) institution. They are applying to first year of an undergraduate degree program or diploma program at an Ontario university. The following additional information assists school officials in determining the type of application to be used. Applicants who meet the requirements listed above and who are registered simultaneously in two day schools, day school/night school or day school/correspondence (or other distance education modes of study) should use the 101 Application. The applicant s day school is responsible for submitting information about all courses and grades for that applicant. Applicants who will attend second semester only, and who meet the criteria noted above, should use the 101 Application. However, those students who intended to, but did not register for, second semester and who have already applied using the 101 Application must contact the OUAC prior to February 1 for instructions about how to transfer the 101 Application over to the 105 Application. Where applicants are attending two day schools, one of the day schools must become the home school and hold responsibility for submitting all academic data on the applicant s behalf. Who May Use the 105 Application An applicant should use the 105 application if they: Attended a high school in another province or country and now plan to attend an Ontario high school but have less than six 4U/M courses. Attended a postsecondary (college/university/ career college) institution. Registered in an Ontario high school but have been, at some point, out of high school for more than seven consecutive months. Registered only in night school courses or correspondence courses, or are enrolled in any other form of distance education, such as internet courses (e.g., they do not hold simultaneous registration in day school and night school). Notes: 1. If an applicant filled out a 105 Application and is now registered at your high school for second semester, contact the OUAC for instructions on how to proceed. The fees paid through the 105 Application are non refundable but may be used toward the applicant s 101 Application, if applicable. February 1 is the deadline for these requests. 2. Certain Ontario high schools allow applicants to request their official high school transcript electronically (completed courses only) using an online service hosted by the Ontario College Application Service (OCAS). The OUAC partnered with OCAS to offer this service to university applicants, which they can access from the Transcript Request section on the 105 Online Application. If the high school an applicant attended is not included in this online service, they need to contact the high school to arrange for their official transcript to be sent directly to their university choice(s). They should ask the high school to indicate their OUAC Reference Number on their transcript. 2015 Counsellors University Application Handbook 5

Creating the November Application File The majority of Ontario high schools provide the OUAC with initial demographic information and academic history in an electronic file format. Specifications for this file are in the OCAS/ OUAC Secondary School Data Transmission Specification document on the Guidance website at: http://guidance.ouac.on.ca/resources/. See also Appendix A: Valid Codes for Reporting Academic Data in this handbook. The November deadline for when you should submit this file to the OUAC is listed in the Schedule of Dates at the end of this publication. Submitting the application data file: allows the OUAC to create and print Application Access Code letters which students use to access the online application; allows the OUAC to pre load the school s demographic and academic information into the OUAC s database; and includes data files for all students who have two or more 4U/M courses, ensuring that students who apply later in the cycle will have the application access codes. Create a PIN School officials who are unable to submit the required information electronically can use the Create a PIN option through COLS. The student s given name, last name, Secondary School Student Number (SSSN) and Ontario Education Number (OEN) are entered to create an account. Note: If you receive a Duplicate error message, a PIN may have already been assigned with an identical SSSN or OEN. Check with the student whether application access codes were already created for them by another school or contact the OUAC s Secondary School Division for assistance. The OUAC generates Application Access Code letters that are mailed to schools for distribution to students. The next business day after a PIN is created, the school official can log in to the Academic Info section of COLS to enter the student s academic history and current courses. Transfer Students/Late Applicants Students who apply after the January deadline are strongly urged to investigate specific university deadlines prior to applying. All fees paid to the OUAC are non refundable. Transfer students or late applicants can submit an online application in one of the following ways: 1. The applicant transferred from another SSOLA school; therefore, the OUAC already has an application data file for that student. The applicant should request his/her access codes from the school that originally provided the data. The applicant should complete the online application. After the application is submitted, the new school must contact the OUAC in writing to request a change of school information. The request must include the student s name, OUAC Reference Number, old and new school name and MIDENT, the student s new SSSN, if applicable, and the student s OEN. These changes allow the new/ current school to access the student s file with COLS. This process is also applicable for students who already applied and are now transferring to a new school for second semester. 2. The applicant was not included in the November application data file. Use the Create a PIN option in COLS. The next business day, manually add academic information to the application. An authorized school official can enter historical and current grades in COLS with the Academic Info option. Alternatively, a school official can send the OUAC an official transcript, labelled with the student s OEN and/or OUAC Reference Number (if applicable), along with a list of current courses. The applicant can complete the online application, including demographic information. Depending on when the school official has added the academic information, the applicant may or may not see anything under Academic Information. 3. The applicant was included in the November application data file. Provide the student with his/her Application Access Code Letter, which the OUAC previously sent you. 6 2015 Counsellors University Application Handbook

Before or after the student applies, use COLS to ensure that all academic information is accurate and complete. Second Semester Only Applicants Students who start school in the second semester and meet the criteria on page 5 should use the 101 Application. However, those students who intended to, but did not, register for second semester and who already applied using the 101 Application should contact the OUAC by February 1 for instructions about transferring the 101 Application to the 105 Application. Withdrawing an Application If an applicant withdraws/retires from school or no longer wishes to attend university (that is, wishes to withdraw the application), the applicant should delete all of their choices either online or in writing to the OUAC (applicant signature required). 2015 Counsellors University Application Handbook 7

B: Special Procedures International Baccalaureate (IB) Applicants Applicants who are following the IB program within an Ontario high school will complete the 101 Application. Applicants indicate on the application whether they are following the IB Diploma or the IB Certificate program. This information is transferred to their selected universities. Modifications to this information can only be made by counsellors who have Update access to the Academic Info option in COLS. Applicants cannot change this information online. IB Grades Collection Procedure The OUAC does not record IB academic data electronically. Hard-copy IB transcripts that are sent to the OUAC are copied and forwarded to each of the applicant s selected Ontario universities. The OUAC does not collect essays and extracts. School officials should record the OUAC Reference Number on any transcripts sent to the OUAC. Faxed transcripts do not photocopy well, and therefore will not be accepted. Important: Schools are urged to transcribe IB courses and grades into equivalent Grade 12 courses, which can be forwarded electronically to the OUAC. Many universities require the OSS equivalents for scholarships and other adjudications. February (Projected Grades): IB schools will forward an original hard-copy transcript of each student s projected grades to the OUAC by the stipulated February grades deadline (see Appendix C: Schedule of Dates). April (Predicted Grades): Schools should send predicted grades by the stipulated April deadline (see Appendix C: Schedule of Dates). July (Final Grades): Schools may forward hard copy transcripts of final IB results to the OUAC; however, it is preferred that they be sent directly to the applicants university selections. Doing so will ensure that students are appropriately considered for scholarships, admission, etc. If grades are submitted to the OUAC, they must be received on or before the stipulated July grades deadline (see Appendix C: Schedule of Dates). Out of Province Institutions The OUAC will not forward IB transcripts to out of province institutions. Ontario IB students who apply to one or more out of province institution(s) must arrange for their IB grades to be sent directly to those universities by the high school. However, OSS curriculum courses/grades will be transmitted to specified institutions under regular OUAC procedures (see section F: Secondary School Grades Processing). January Admission (Winter Entry) Several universities admit qualified applicants to first year studies in January. Typically, these applicants complete their university admission requirements (including the OSSD, Community Involvement requirement and Secondary School Literacy requirement) at a semestered school by January. A list of universities that offer January Admission (winter entry) and application deadlines is available in early September at: http://guidance.ouac.on.ca. Application Procedure Applicants who wish to apply for January Admission (winter entry) will likely need to apply before the first November application data file is submitted. As a result, authorized school officials will be required to Create a PIN for applicants (see Create a PIN in the Counsellors Online Services Manual). Once the account is created, an Application Access Code Letter is generated and forwarded to the high school, allowing the student to access the online application. Applicants who apply for January Admission (winter entry) may also select programs for spring and/or fall entry. The online application is available at the beginning of October, allowing ample time for applications to be completed before the deadline dates the universities specify. Applicants unable to apply online can contact the OUAC for a paper application. 8 2015 Counsellors University Application Handbook

Reporting Grades Academic information can be added to the application one business day after creating a PIN. An authorized school official can enter academic data before or after a student applies, using the Academic Info option in COLS. Alternatively, a school official can send the OUAC an official transcript, labelled with the student s OEN and/or OUAC Reference Number (if applicable), along with a list of current courses. Do not send Counselling Summaries. These documents are more difficult for the OUAC staff to interpret than official transcripts. Winter Entry Applicant Report A Winter Entry Applicant Report is available online via the Reports option in COLS. As students apply for January Admission (winter entry), they are added to this list; therefore, school officials should return periodically to generate an updated list. This list is in alphabetical order and is available in HTML or Excel format. Using this report, enter the applicant s historical, midterm and, when available, final grades and OSSD related information using the Academic Info option in COLS. Students who apply to these out of province universities can authorize the universities to request their academic information from the OUAC. To authorize, the applicant must include their 11 digit OUAC Reference Number on the institution s application form. Note: In all cases, the eleventh digit should be 0. This automated transfer of academic data greatly reduces the work load for high schools by eliminating the need to prepare and mail hard-copy transcripts. Applying to the Royal Military College of Canada The Royal Military College of Canada (RMCC), located in Kingston, Ontario, is not part of the OUAC s processing service. A separate form and additional application materials must be obtained from a Canadian Forces Recruiting Centre. Call the Canadian Forces Recruiting Centre at 1 800 856 8488 or visit the RMCC website at: www.rmc.ca. Note: Applicants who have mistakenly selected January Admission (winter entry) should log in to their online application to modify the program entry point. Applying to Out-of-Province Universities The OUAC assists the following out of province universities with collecting academic data for Ontario high school students who have applied through the OUAC: Bishop s University The University of British Columbia The University of Calgary Concordia University Dalhousie University McGill University The University of New Brunswick Saint Mary s University Simon Fraser University The University of Victoria 2015 Counsellors University Application Handbook 9

C: Fee Schedule and Payment Options Payment Details All fees submitted to the OUAC are non refundable. Applications will not be forwarded to the universities until the OUAC receives full payment. Partial payments will not be processed. If payment is not received for online applicants, a reminder (email or letter) is sent, requesting payment as soon as possible. If payment is not received with paper applications, the application will be returned unprocessed. Instructions for submitting application fees are available at www.ouac.on.ca/ouac 101/101-fees/, and in the 101 Application package that is distributed to non SSOLA schools when requested. Instructions will be slightly different for paper and online applications. Base application fee... $140 For the initial three university/program choices. International service fee...$10 If the mailing address is outside of Canada. Additional choice fee... $47 For each university/program choice beyond the initial three. Fee for a non negotiable cheque...$30 Additional Choice Fees Applicants who wish to submit additional university/ program choices beyond the initial three, and who wish to make these changes online, may pay the additional choice fee by credit card. Applicants who are unable to make changes online must obtain the University/Program Choice Amendment Form (101 or 105) Payment by Cheque or Money Order. This PDF form is available to guidance counsellors by request. Email guidance@ouac.on.ca or secschool@ouac.on.ca. Methods of Payment Credit Card Available to online applicants only. The OUAC accepts MasterCard, VISA or American Express. Prepaid credit cards and VISA debit cards are not accepted. The OUAC cannot process credit card payments over the telephone. If a credit card is declined or invalid, the application will not be processed. Credit card payments are processed and verified immediately online. The application is processed upon successful payment. Online applicants who submit their application without paying may log back in to their application and pay by credit card. Online Banking (Canadian banks and credit unions only) Available to online applicants only. The payment will be processed in one to three business days. The OUAC accepts online payment through selected Canadian banks and credit unions. Applicants should contact their bank for further information. This is not a debit card transaction. Once an application is submitted, the applicant must proceed to their bank s website to submit their payment. The OUAC will provide the bill payment account number after the application is submitted. This number is needed to pay for the application. If an applicant has applied to the OUAC previously, they should update their bill payment account number to reflect the new number provided. The OUAC s bill payment name is Ontario Universities Application Centre or an abbreviation of this name. To process the changes, the form must be completed, dated, signed and then forwarded with the payment (cheque or money order) to the OUAC. 10 2015 Counsellors University Application Handbook

Western Union Business Solutions GlobalPay for Students (Bank-to-bank transfer for international payments only) Available to online applicants only; for international payments only. This payment option allows the applicant to pay Canadian dollar fees in the currency of their choice. It provides a simple and secure way of initiating a payment electronically. The OUAC will provide the bill payment account number when the application is submitted. Cheque/Money Order (for Paper Applications Only) Available to paper applicants only. All cheques/money orders must be in Canadian funds and made payable to the Ontario Universities Application Centre. Applicants must include their OUAC Reference Number on the face of the cheque/money order. Postdated cheques and non-canadian cheques are not accepted. There is a charge of $30 for non-negotiable cheques. If the bank returns a non-negotiable cheque to the OUAC, the application process will stop at the OUAC and the selected universities. 2015 Counsellors University Application Handbook 11

D: OUAC Acknowledgement and Application Amendments OUAC Acknowledgement Acknowledgement emails are immediately sent to applicants when they successfully submit their online application. If a paper application is submitted, the OUAC will mail an Acknowledgement Letter to the applicant once the application and fees are processed. Applicants are responsible for the accuracy of all application data. Applicants should log in to their online application to monitor and amend their application data as required, and to respond to offers of admission. The Acknowledgement Letter provides paper applicants with a PIN/password to access their application online. Access information should be kept confidential and in a safe place. One business day after the application is submitted to the OUAC, the authorized school official can access the student s application file through COLS at: http://guidance.ouac.on.ca. Application Amendments Application amendment requests are not accepted by telephone. The OUAC processes all amendments made to the applicant s data and transmits the changes to the applicant s selected universities. the last screen of the Submit process. They will also see a summary of changes and/or responses to offers of admission that they made within that session. One business day after making changes, applicants should log in to their application to ensure that all requested changes are processed. Applicants should allow sufficient time for the OUAC to process and transmit the amendments to the selected universities. Where necessary, the university may contact the applicant about additional requirements. For example, some university programs require interviews and assignments as part of the admissions consideration process. Authorized school officials may access COLS to verify that requested amendments are made and to view the complete and current application information. Applicant Status Report The Applicant Status Report is available online through the Reports option in COLS. This report allows you to verify the status of each student s application. For details, refer to the COLS Manual at: http://guidance.ouac.on.ca. In mid February, the universities begin the early adjudication process and discourage amendments to program choices. February 3, 2015, is the recommended last date to submit all information to the OUAC, including university and program changes, and additional university/program choices, to be eligible for early admission consideration. This is not a deadline date; the OUAC will accept and process changes at any time. Some universities may not be able to process late amendments until much later in the admission cycle. Applicants may access their online application to make changes to their personal information and university/program choices, and respond to offers of admission. Upon successfully submitting all changes, including responses to offers of admission, applicants will receive a confirmation number on 12 2015 Counsellors University Application Handbook

E: Offers of Admission Communication from the Universities When the universities receive application data from the OUAC, they may contact applicants with information about admission, scholarships, residences, interviews, etc. Universities may start making conditional offers of admission as soon as they determine that they received sufficient academic and application data. Offer dates will vary by university and program. Each university evaluates application files and makes admission decisions. The universities communicate offers of admission, including terms of any conditional offers, directly to applicants. The OUAC does not make any admission decisions, evaluate applicant qualifications or receive detailed information from the universities about offers made to applicants. Applicant Responses to Offers of Admission Applicants can accept or decline offers of admission from Ontario universities at: www.ouac.on.ca/ouac 101/. Most universities expect applicants to respond online; therefore, applicants should be familiar with this site and store their access information in a safe place. Important: An online response instruction video is available at: www.ouac.on.ca/ugrad-tutorials/. This video demonstrates the steps required to respond to an offer of admission. Applicants who are offered admission will be provided with instructions for responding. Applicants who respond to their offer of admission online should not mail an additional paper response to the OUAC. Accepting an offer of admission from one university will not cancel applications and/or programs at other universities (including out of province applications). Applicants may have only one acceptance of an offer from an Ontario university on file at a time. If applicants are worried about accepting or declining an offer of admission, you may contact the university s admissions office to discuss the applicants needs. The university will try to accommodate applicants as much as possible. 2015 Counsellors University Application Handbook Applicants who mail their response to an offer of admission to the OUAC should sign and date the response form before sending it. The OUAC will date stamp responses on the day that they arrive at the OUAC. Applicants should ensure that the OUAC receives all responses to offers of admission by the specified deadline. When two paper responses for an applicant are received at the same time, the OUAC processes the response with the most recent date. It is therefore important that both the applicant s signature and the date signed appear on the response document. Faxed responses will be accepted by the OUAC in special circumstances. After receiving the response, the OUAC forwards this information to the appropriate university. Note: Application for residence or deposit cheques must not be sent to the OUAC. These items should be sent directly to the university where the applicant intends to enroll. Residence deposits/responses are not a substitute for offer of admission responses. Applicants must accept the offer of admission through the OUAC by the deadline stipulated to retain their offer. Amending Responses to Offers of Admission After applicants accept a university s offer of admission, they may amend their decision to accept another university s offer. Applicants who accept another offer online must first cancel the previously accepted offer. The OUAC advises applicants who submit the paper response form to indicate on the second response that the first response (indicating university and program) should be cancelled. Subsequent paper acceptances will automatically cancel previously accepted offers. The OUAC then alters the applicant s original decision and informs the appropriate universities of the change. 13

Re Accepting a Previously Cancelled or Expired Offer Applicants who: (a) wish to attend a university that has offered them admission but whose response deadline has expired; or (b) wish to re accept a previously cancelled offer, must contact that university s admissions office to see whether they will still be considered and, if yes, whether the university will issue a new offer. The OUAC will not reverse a cancelled response. Remember, many university programs become full. It will be more difficult for applicants to change universities as time goes on. Amending Program Choices With an Accepted Offer Applicants cannot make changes to a program choice if there is an active offer of admission for that program. The only changes allowed are changes to the ranking of university selections/ programs. Because policies vary at each university, applicants should contact the university admissions office before requesting amendments to a program with an accepted offer of admission. Offers (or alternative offers) of admission, for which the applicant has either not indicated a response or has accepted, will automatically become invalid if the applicant deletes the associated program choice. If a student later decides to re add this program choice, there is no guarantee that the university will re issue an offer. Applicants who delete a program choice with an accepted offer of admission may risk losing a secure place at that university. Applicants Who Are Deferred at Early Admission Some applicants will not receive an offer of admission based on the grades collected in February or April. These students may have the admission decision deferred, pending the results of their final examinations. The OUAC will receive the final grades directly from the high schools/boards in July and will forward these grades immediately to the universities. However, the universities may also request that the applicant have final grades sent directly to their admissions offices. Applicants Who Are Refused Admission Applicants who are refused admission to a particular university may decide to request admission consideration in other programs or at other universities. This may be done in one of two ways: 1. Add additional university/program selections beyond the current active university/program choices on the application. For more information, see section C: Fee Schedule and Payment Options. 2. Delete an active university/program choice and add a different choice in its place. No additional fee is required. To make these changes, applicants must follow the instructions in section D: OUAC Acknowledgement and Application Amendments. Programs quickly become full once the universities have sent all offers of admission. Applicants should not add programs that are full. To obtain information about which programs have available places, applicants and guidance officials can access the Admission Information Service at: www.ouac.on.ca/ais/. This service is available at the beginning of June. For details, see Appendix E: Other Services. Verifying Receipt of a Response to an Offer of Admission Applicants can log in to their online application to verify that the OUAC received and processed their response to an offer of admission. The Response column on the Choices/Offers screen should display one of: Accepted, Cancelled or Declined. 14 2015 Counsellors University Application Handbook

F: Secondary School Grades Processing Overview Ontario high schools may send the OUAC academic information (courses and grades) electronically or manually. The method of sending grades data does not need to correspond to the method chosen to send the November application data file; that is, a school that sends application data electronically may send grades data manually, and vice versa. The specifications for the electronic transmission of data are standardized between the Ontario College Application Service (OCAS) and the OUAC. There are some differences between the OUAC and OCAS in the areas of processing and in data usage, based on the different needs of clients (universities and colleges). Information about procedures and protocols can be found in the OCAS/OUAC Secondary School Data Transmission Specification PDF at: http://guidance.ouac.on.ca/resources/. Additional details for applicants who are enrolled in the International Baccalaureate (IB) program at an Ontario high school are in section B: Special Procedures. High schools will be asked to provide the OUAC with academic data for the following occasions: 1. Application Submission (First Data Transmission) In October/November, high schools provide the following data for the 101 Application: prior year finals, current first semester or full year course registrations, projected second semester course registrations. Note: The OUAC does not collect first semester midterm grades. 2. February Grades Collection (Second Data Transmission) In mid February, high schools provide the following grades data: November full year grades, final first semester grades, second semester course registrations, prior year finals not submitted in the first data transmission, night school and correspondence course registrations/grades (if available), and OSSD updates for January graduates. 3. April Grades Collection (Third Data Transmission) In April, high schools provide the following grades data: second semester midterm grades, interim full year grades, prior year finals not already submitted in the first data transmission, and night school and correspondence course registrations and grades (if available). 4. July Final Grades Collection (Fourth Data Transmission) In July, high schools provide the following final grades data: final grades (current and prior year) and final OSSD indicator, including Community Involvement requirement, Secondary School Literacy requirement, OSSD Issue Date, and if applicable, the SHSM program code and SHSM Indicator. Failure to provide final grades and OSSD information may cause the universities to rescind offers of admission made earlier in the cycle. 5. Summer Grades Collection (Fifth Data Transmission) In August, schools or boards may provide the OUAC with summer school results in a fifth data transmission. Note: This submission is not mandatory. Recording Academic Data School officials must provide academic data. This information allows the universities to determine, at an early stage, whether or not applicants hold the correct course requirements for admission. In addition, the universities may make early conditional offers of admission after receiving the academic data. The following academic data is required: all current year courses (excluding Grade 9 and Grade 10 courses); all previously completed Grade 11 and Grade 12 courses (this includes all subjects with a 3 or a 4 in the fourth position of the course code); CO, CU, DO, and DU courses, where appropriate; LVGBU (Ancient Greek) and LVLBU (Latin) courses; and 2015 Counsellors University Application Handbook 15

indication of the applicant s current OSSD status (including Community Involvement requirement, Secondary School Literacy requirement, OSSD Issue Date, and if applicable, the SHSM program code and the SHSM Indicator). For more details, see Appendix A: Valid Codes for Reporting Academic Data. School officials who are unable to provide grades electronically or through COLS must submit a paper transcript to the OUAC. For each grades collection period, updates to current courses can be submitted to the OUAC using an official transcript, an official report card or the Reporting Courses/ Grades for Non-Home Schools form. The student s OUAC Reference Number must be indicated. Process for Grades Collection Periods Before each grades file transmission, school officials may identify university applicants in their school/ board file(s) through the Reference Number File option in COLS, then choosing OUAC Reference Number. The OUAC Reference Number file contains OUAC Reference Numbers for the school s university applicants and is used to update the school s or board s grades file. As a result, data is transmitted only for those students who have an active OUAC application. The OUAC Reference Number file is not intended for manual updating. Counsellors who have questions about importing this file into their system should contact their software supporter. The extract file layout can be found at: http://guidance.ouac.on.ca/resources/. School officials must notify the OUAC about any changes to the MIDENT and SSSN for new students as these numbers are used to match the school/ board electronic file to the OUAC database. School officials must ensure that students (especially twins) do not share SSSNs and OENs. OUAC Grades Collection Periods The following chart contains the deadlines and purpose for each grades collection period. February Due: February 12, 2015 Collect updates to OSSD related information Collect final grades for first semester courses Collect current grades for full year courses Collect prior year final grades not already submitted Collect registered second semester courses (including night school and correspondence course registrations/grades, if available) Collect IB transcripts for projected grades Transfer grades data to the universities April Due: April 23, 2015 Collect updates to OSSD related information Collect midterm grades for second semester courses Collect interim grades for full year courses Collect prior year final grades not already submitted Collect registered summer school courses Collect IB transcripts for predicted grades Transfer grades data to the universities July Due: July 7, 2015 Collect updates to OSSD related information Collect final grades for second semester courses Collect final grades for all full year courses Collect prior year final grades not already submitted Collect registered summer school courses/grades Optional: Collect final IB transcripts (see page 8 for details) Transfer grades data to the universities August 3-29, 2015: Optional summer grades collection. 16 2015 Counsellors University Application Handbook

For details about valid codes for all fields relating to courses and grades, refer to Appendix A: Valid Codes for Reporting Academic Data and to the OCAS/OUAC Secondary School Data Transmission Specification. Note: Schools/boards may send electronic grades files, if available, at any time during the Grades Collection Dates published on the Guidance website in the Popular Resources section. It is essential that high schools adhere to the deadline dates to ensure sufficient time is available for the universities to receive the grades and to adjudicate each application, especially for limited enrollment programs. Important: If the majority of schools/boards wait until the deadline date to submit their electronic grades files, processing can be delayed due to volume or errors within the file and, as a result, will cause a delay in the distribution of grades to the universities. Verification of Grades Received Once applicant academic records are updated, an email is sent to all counsellors who have update access to the Academic Info option in COLS, and to applicants who provided an email address. Academic Info In the Academic Info section of COLS, counsellors can search for all applicants whose grades were received for the given collection period. Alternatively, users can search through all students to spot check the grades on file, paying particular attention to those who do not have the correct collection period under the Collection Period column. If any academic data is missing or inaccurate, make the necessary corrections as required. An Applicant Status Report can also be run to identify applicants whose data was not received at the OUAC. School officials/applicants must check the information online for accuracy, particularly the OSSD status, including the Community Involvement requirement, the Secondary School Literacy requirement, the OSSD Issue Date and, if applicable, the SHSM Program Code and the SHSM Indicator. School officials can make corrections using the Academic Info option in COLS. Audit Checklists and Letters After the February and April grades collection, the OUAC audits all applicants to identify those with fewer than six 4U/M (or equivalent) credits (February) or passing grades (April) on file. A checklist is sent to the school and a letter (April only) is sent directly to the student. After the July final grades collection, the OUAC performs an audit to identify all applicants whose final current year grades are not received. A letter is mailed to the applicant if any grades are missing. Special Notes Night School/Correspondence Courses/ Private Institutions Day school students who are studying at night school, through the Ministry of Education s Correspondence Branch or through a private institution, must have official midterm/final grades for these courses submitted by the home school or by the school where the student has taken the course(s). Grades for night school or correspondence courses may not be available at the time the school grades data is submitted. Authorized school officials with access to the Academic Info option of COLS may enter the grades online when they become available. During the current school year, the OUAC will not accept transcripts that students submit. If a student is registered at a day school in semester one, completes those courses, then registers only for night school in semester two, the day school (semester one) is still responsible for sending that student s night school course data to the OUAC. Updates to OSSD Status The universities require up to date OSSD information to grant offers of admission, scholarships, residence, etc. This information is especially important to the universities when finalizing the admission status for applicants who accepted a conditional offer of admission. For each grades collection period, counsellors should submit any changes to the OSSD status (including the Community Involvement requirement, the Secondary School Literacy requirement, the OSSD Issue Date, and if applicable, the SHSM program code and the SHSM Indicator) for each applicant, using COLS. 2015 Counsellors University Application Handbook 17

Recording Additional Comments School officials who wish to record additional information, such as equivalent credits, can do so one of two ways: 1. online using the Comments field in the Diploma Details tab in Academic Info, after searching for the particular student; or 2. by indicating a comment in the academic area of the paper application. Any documents that support the comments should be sent directly to the chosen universities. Extenuating Circumstances Refer to the Guidance website under Popular Resources, then Extenuating Circumstances, for information about students whose marks were affected by special/extenuating circumstances. Students Applying After the February Grades Collection Period (Second Data Transmission) Some students may apply for admission after their school submits the February grades. If the school/ board includes academic data in their electronic file for this applicant, the OUAC uses all grades received to populate the new application. Any further updates or additions to the applicant s academic data must be done using the Academic Info option in COLS. Courses Dropped by the OUAC For guidelines, see Appendix B: Rules for Automatic Dropping of Course Records. Reporting Summer School Final Grades The applicant is responsible for arranging for their official transcripts (not copies) of final grades obtained in summer school to be sent directly to the OUAC, with copies to the selected universities that note the original was submitted to the OUAC. The applicant should make these arrangements with the summer school well before the grades are available. 18 2015 Counsellors University Application Handbook

Appendix A: Valid Codes for Reporting Academic Data Course Title The description or name of the course (e.g., Music, Biology). Course Code A unique code to identify an Ontario high school course. It must be a common course code approved by the Ontario Ministry of Training, Colleges and Universities. Sixth Character of the Common Course Code To facilitate academic information processing at the OUAC, courses reported during the February, April and July grades collections (second, third and fourth data transmissions) must be reported with the same sixth character as was reported in the application data in November. For example, a course reported as ENG4U1 on the application should be reported in all transmissions as ENG4U1 and not as ENG4U. Important: If a particular course is being taken simultaneously (e.g., in both day school and night school), the sixth character of the course code must be different for each course to ensure that the universities store the student s academic information correctly. E.g., ENG4U1 201506 (day) and ENG4U 201506 (night). Completion Date The date that the course was completed or is expected to be completed. The format is YYYYMM. Duplicate entries for the same course code are possible if the completion date and/or the course type is different for each entry. Example: ENG4U completed last year would have a completion date of 201406. ENG4U to be upgraded in second semester this year would have a completion date of 201506. If the completion date and course codes are the same, then the sixth character of the course code must be different to ensure the universities receive it correctly. Note: In order for the OUAC to process grades data and to avoid errors in students academic records, schools must report course completion dates that are consistent between the application data and the grades collection data. For example, a course reported on the application with the completion date 201502 (February 2015) must be reported with exactly the same completion date (that is, 201502 and not 201501) on subsequent data transmissions. Credit Value The Ministry assigned weight or credit value of a specific course. On the forms submitted manually, record this information only if it is different than 1.0 (a blank in this field will default to 1.0). On data submitted electronically, no default is allowed. Valid Credit Values 0000 0025 0030 0033 0034 0050 0066 0067 0075 0100 0120 0125 0130 0133 0137 0150 0167 0175 0200 0233 0250 0266 0267 0300 0333 0367 0400 0433 0467 0500 0533 0567 0600 0633 0667 1.0 in the table is 0100 ; 1.5 in the table is 0150 ; 0.5 in the table is 0050. 4U/M courses must always carry a credit value of 1.0 or higher. Course Status Valid entries D Delete R Repeated W Withdrawn X Not applicable For Deleted Courses Electronic reporting must contain code D. Manual reporting: Leave this field blank and select drop beside the course. For Repeated Courses The Repeat designation is assigned to one of the successful course attempts, but only when final grades are available for both (all) successful attempts of the course. The R designation should be placed against the course with the lower passing grade. This code should not be used for failed attempts. 2015 Counsellors University Application Handbook 19

Electronic and manual reporting must contain code R in Course Status and 0000 in Credit Value. For Withdrawn Courses (those that must remain on the student s record) Completion Date must be changed to the year/month in which the student withdrew from the course (this requires that the current course record be dropped and the new course record be added). Electronic and manual reporting must contain code W in Course Status and 0000 in Credit Value. A final Grade must be reported for the withdrawn course. Mark % Numeric grade for the course. Use whole numbers only, no decimal places. See also Grade Type. Grade Type A code identifying the point in time that the grade was reported for a particular course code. No default value is permitted. See also Mark %. Valid entries P Projected (to be taken next semester) C Currently Enrolled M Midterm F Final Notes: 1. If Grade Type is P or C, only blanks may be recorded in the Mark % field. 2. If Grade Type is M, a numeric grade must be submitted. 3. If Grade Type is F, a numeric grade must be submitted. 4. A Grade Type of F (Final) cannot be reported before the Completion Date of the course. After the completion date has passed, only a Grade Type of F (Final) can be reported. FR (Language of Instruction) The language in which the course was taught. On application forms submitted manually, a blank in this field will default to E (English). On electronic submissions, no default is allowed. Valid entries F The course is/was taught in the French language (e.g., histoire, géographie, mathématiques). Do not enter F for French Core courses. E The course is/was taught in the English language. B The course is/was taught in both the English and French languages. Course Delivery Defines whether a student is enrolled in day school, night school, summer school, correspondence or other. A blank in this field will default to D (day school). Valid entries D Day School N Night School S Summer School C Correspondence O Other Course Type Defines the type of course in which a student is enrolled. A blank in this field will default to R. Valid entries R Regular (including virtual learning, independent/private study courses) O Co op out of school component. Where Course Type is O, Course Note must contain C Please ensure that the credit value for non co op courses at the 4U/M level is 1.0 only (other than for the few Ministry approved exceptions). Course Note Indicates a special circumstance for a course. Valid entries C Co operative education F Course taught in French Core, Extended, or Immersion program M Modified curriculum expectations that do not lead to a credit I Interdisciplinary studies S Extraordinary circumstances A Alternative expectations that do not lead to a credit H Specialist High Skills Major X Substitution for a compulsory credit course B Credit count adjusted, combined courses exceed maximum credit value P Course taken at an inspected private school T Team taught dual credit Note: Where course note is M or A, credit value must be 0000 and course status must be X. Course MIDENT The MIDENT number will be collected at the course code level. If blank or 000000 is entered, the OUAC automatically changes the field to the MIDENT of the school that submitted the grades file. 20 2015 Counsellors University Application Handbook

If the MIDENT number for the course is unknown, provide the default value of 000002 for other high school/not home school. Notes: 1. The MIDENT number must be six characters in length. 2. The MIDENT number must be numeric. 3. The default MIDENT value is all zeroes. 4. Only MIDENTs for schools that exist on the OUAC secondary school file can be collected. Specialist High Skills Major (SHSM) Completion Completed all requirements of the SHSM at the time the OSSD is granted. Valid Entries A space = Not reported Y Yes N No If SHSM completion is Y, then Grad Status Code must be 1 or 4, because SHSM completion can only be granted at the time the OSSD is achieved. Grad Status Code Identifies the applicant s OSSD status. No default allowed. Valid entries 1 The applicant has earned the OSSD (OSIS) 4 The applicant has earned the OSSD (OSS) 2 Upon completing the current program, the applicant will qualify for the OSSD (OSIS) 5 Upon completing the current program, the applicant will qualify for the OSSD (OSS) 3 The applicant will not qualify for the OSSD in either the OSS or OSIS curriculum Community Involvement Valid entries Yes Completed (automated data, use code 1 ) No Not completed (automated data, use code 2 ) Secondary School Literacy Requirement Valid entries Completed the literacy requirement in English (automated data, use code E ) Completed the literacy requirement in French (automated data, use code F ) Completed the literacy requirement in English and French (automated data, use code B ) Not completed (automated data, use blank) OSSD Issue Date The date that the applicant achieved their OSSD (graduated). This date can only be transmitted if the applicant graduated (i.e., Grad Status Code = 1 or 4 ) and the date cannot be in the future. Specialist High Skills Major (SHSM) Program Code A code identifying the current SHSM program a student is enrolled in or has completed. If SHSM completion is Y, then the SHSM Program Code must be supplied and should reflect the program completed. 2015 Counsellors University Application Handbook 21

Appendix B: Rules for Automatically Dropping Course Records All courses with a Course Status of D in the electronic file will be dropped. All other courses will be subject to the following rules. February Grades Collection (Second Data Transmission) Courses dropped by the OUAC In February, if the school does not provide an update for a current year course that was submitted on the application, and the grade type is not F (Final), the course will automatically be dropped from the applicant s file by the OUAC. April Grades Collection (Third Data Transmission) At this stage, second semester courses without updates reported in April, and for which the Grade Type is not F (Final) or M (Midterm), are automatically dropped by the OUAC where: Notes 1. Courses that are changed or added through the Academic Info option in COLS are not automatically dropped. 2. Courses are not automatically dropped if a subsequent grades data file is sent for the same collection period. 3. To re-instate a dropped course, the school must re add it with the applicable grade using the Academic Info option in COLS. However, electronic grades data files will override course updates that are completed using the Academic Info option in COLS. 4. Courses are not automatically dropped if the first file processed for a collection period is received from a school other than the home school. the Completion Date of the course is June or earlier (i.e., month = 06 or less); Course Delivery is D (day school) only (i.e., N, C, S and O will remain on file); and Grade Type is C (Current) or P (Projected) and Mark % is NMR or blank. July Final and August Grades Collection (Fourth and Fifth Data Transmissions) Course data processed during the fourth and fifth data transmissions will not be automatically dropped. 22 2015 Counsellors University Application Handbook

Appendix C: Schedule of Dates These dates were approved by the Ontario Universities Council on Admissions (OUCA) and the Council of Ontario Universities (COU). Representatives from the Ontario School Counsellors Association (OSCA) and Ontario Principals Council (OPC) who attended the meetings of the COU have also reviewed and approved these dates. Late August The OUAC circulates einfo flyers and launches the einfo website: www.electronicinfo.ca. August 25, 2014 The OUAC commences distribution of OUAC 101 application materials to high schools and school boards. November 7, 2014 Target date for the OUAC to receive all electronic student data files from Ontario high schools. January 14, 2015 Deadline for Ontario high school students to submit completed applications to the OUAC. A note regarding the January 14, 2015, deadline above: Applications received after this date will still be processed by the OUAC and distributed to the universities. However, specific university deadlines will apply. The original application procedure will include the collection of all final grades from previously completed Grade 11 and 12 courses and a list of all current year courses in progress. January 22, 2015 Target date for Ontario universities to receive, from the OUAC, all application data and grades for all applications submitted by January 14, 2015. February 3, 2015 Recommended last date for students to submit all information to the OUAC to be eligible for consideration for early admission. This includes university and program changes as well as additional active choices. Please note: This is not a deadline date. Changes will be accepted and processed by the OUAC at any time. February 12, 2015 Deadline for the OUAC to receive, from Ontario high schools, all final first semester grades and current full year grades for 4U/M courses. March 2, 2015 Target date for Ontario universities to receive, from the OUAC, all final first semester grades and current full year grades for 4U/M courses. April 23, 2015 Deadline date for Ontario high schools to report, to the OUAC, midterm grades for second semester courses and interim grades for full year courses. Grades that the OUAC receives earlier will be transmitted to Ontario universities when received. May 5, 2015 Target date for Ontario universities to receive, from the OUAC, second semester midterm grades and interim grades for full year courses. Grades that the OUAC receives earlier will be transmitted to Ontario universities when received. May 28, 2015 The latest date by which all high school applicants shall expect a response from an Ontario university. Such a response will be one of: 1) an offer of admission, 2) a refusal, or 3) a deferral pending the receipt of specific additional information. June 1, 2015 The earliest date by which Ontario universities may require a response to an offer of admission and a financial commitment of any kind (e.g., registration deposit, residence deposit, etc.) from an Ontario high school student. All other admissions related elements including scholarships, other forms of student assistance or financial incentives, and offers of residence are considered part of the offer of admission. Therefore, a student may accept these other offers prior to June 1, 2015, but Ontario universities shall not compel a student in any way to make an earlier decision. July 7, 2015 Deadline for the OUAC to receive final grades for current semester/year courses from Ontario high schools. July 16, 2015 Target date for the OUAC to transmit all remaining final grades to the universities. By this date, the OUAC will have attempted to contact all schools that have not provided their grades. 2015 Counsellors University Application Handbook 23

August 3-29, 2015 The OUAC collects summer school grades from Ontario high schools and boards. August 2015 High schools never send summer school course grades. Some district school boards, however, now submit summer school grades. Verify with the summer school whether the district school board will send the grades directly to the OUAC on the applicant s behalf. If not, the applicant must arrange for original, official final grades to be sent to the OUAC and for photocopies of these grades to be sent to each of the universities the applicant has applied to. Indicate on the photocopies that the original was sent to the OUAC. When the universities receive these final grades, they will determine whether the applicant s final standing meets their conditions of the offer of admission given earlier. 24 2015 Counsellors University Application Handbook

Appendix D: Grades File Errors/Warnings When you upload a grades file to the OUAC, several validations on the file and the data within are conducted. Any issues are reported back to you in the form of errors and warnings. You can view these in the File Log found within the Search OST Files section of COLS. The following are several common errors/warnings, some of which are informational, while others require corrective action: Error Message Error/Warning Number OUAC Solution Parsing Failed N/A This occurs when you attempt to process a file. Typical causes: Incorrect record length (often due to invalid completion date data) Missing line endings: <CR><LF> Unknown Error N/A This occurs when you attempt to process a file. Please do not resend your file; contact the OUAC immediately. Invalid Home School Indicator Error 2101 Your school must correct and resend the value. No PIN is generated and no updates are made to the student s record. Invalid OEN Error 2004 Your school must correct and resend the OEN. No PIN is generated and no marks are saved to the student s record. OEN already exists N/A This is caused by one of the following: An OEN for another student is already on file; or The student changed his/her surname in the application and the surname and OEN do not match; so our system thinks they are two different people. Contact the student to confirm his/her surname and either change it in your system or in the 101 application. Duplicate course code and completion date Not Applicable (N/A), Equivalency (EQV) and ALT (Alternative) reported as grade Final grade already reported for course N/A Warning 2100 N/A Keep the most recent grades reported for the course and delete other occurrences of the same course code and completion date. Changed to blank on the OUAC system. Currently no distinction as to type (Midterm versus Final, etc.). Report the most recent grades reported for same course. Invalid completion date N/A Your school must correct and resend the date or update it in COLS. Invalid course code Errors 2053, 2054 Your school must correct the code. The OUAC may attempt to find a valid code substitute, if possible. Note: The OUAC does not collect all courses (e.g., co-op place holder and EQV courses). 2015 Counsellors University Application Handbook 25

Error Message Error/Warning Number OUAC Solution Invalid credit value Warning 2064 Error 2065, 2083 If the credit value sent is blank or 0001, then the OUAC will default to 0100 and issue warning 2064. If the credit value is not in the OUAC s table, then we issue error 2065. Your school must correct the value. If Course Status is W, R, X and/or the Note is M or A, then the credit value must be 0000, otherwise we issue error 2083. Invalid grad status N/A Default to Not Reported. Invalid grade type (i.e., Midterm versus Final) Invalid/missing course language code Midterm grade reported as zero or Midterm supplied without grade (blank) N/A N/A Error 2073 The OUAC may use course code/completion date to correct the type, otherwise your school must correct it. Value will change to E (English). Course will error. Your school needs to enter a correct grade. Numeric grade > 100% Error 2057 Your school must correct the grade. Error 2057 issued. Course MIDENT is 000000 or not on the OUAC s table N/A If the course MIDENT is 000000 or blank, then the OUAC will default to the home school MIDENT. If the course MIDENT is not 000000 or blank and not on the OUAC s file, then it will default to generic school code: 000002. If you encounter any errors or warnings that you do not understand, contact the OUAC for further information. 26 2015 Counsellors University Application Handbook

Appendix E: Other Services The OUAC Guidance Site: http://guidance.ouac.on.ca The Guidance website is an online resource for high school officials. The site provides links to important resources, such as: Counsellors Online Services (COLS) einfo Schedules of dates University contacts and links to their websites High school publications Forms, tutorials and common questions OSCA University Information Program (UIP) Statistics Look for new information on the main page of the website, directly below the Welcome to the Guidance Site heading. This information is updated regularly, so you can stay in the loop at all times. einfo: www.electronicinfo.ca einfo is a comprehensive web resource that provides information about university programs, admission requirements, scholarships, residence and more for all 20 Ontario universities and the Royal Military College of Canada. It is designed as a starting point for prospective applicants to research their university options. An einfo flyer is distributed to all graduating Grade 12 students, which directs them to the important resources on einfo. Online Application Tutorials The OUAC developed online video tutorials for students and guidance staff that describe how to apply to an Ontario university using the online application, how to amend application information, and how to respond to university offers of admission. The tutorials can be found at www.ouac.on.ca/ugrad tutorials/ or http://guidance.ouac.on.ca/tutorials/. COLS Tutorials A series of video tutorials are available on the Guidance website at: http://guidance.ouac.on.ca/ tutorials/. These tutorials describe how to use various features within COLS, including: How to View and Change Academic Info Generating Reports How to Search OST Files How to Send OST Files and more Counsellors Online Services (COLS) Authorized school officials may log in to COLS to access their school s applicant records. This service provides the most timely, accurate and complete application data for all applicants. COLS is available daily from 7:00 a.m. to 2:00 a.m. The following options are available: Application Info This tool allows users to view all application information for university applicants at a given school, including the dates this information was forwarded to the universities selected. Academic Info This tool allows users to view and, if authorized, update all academic information for university applicants at their school, including all courses/ grades, OSSD indicator, Community Involvement requirement, Secondary School Literacy requirement, OSSD Issue Date, and if applicable, the SHSM Program Code and SHSM Indicator. Academic Info may also be used to add academic data for Create a PIN students. Create a PIN This tool allows users to set up a preliminary data record for applicants who did not appear on the November data file so a PIN can be assigned. This feature can also be used for students applying to January Admission (winter entry) programs. Academic information must be added using the Academic Info option. Send OST Files This option allows users to transfer demographic and grades information for university applicants to the OUAC. 2015 Counsellors University Application Handbook 27

Search OST Files This option allows users to view the status of Ontario Student Transcript (OST) files sent to the OUAC, as well as details about any errors and warnings. Total counts and exact line and position numbers are provided for each type of error/warning. Users can also view their raw data file in this section. Test OST Files This option allows users to test OST files without updating any records. Users can then correct errors before sending their OST file for processing. Reference Number File This option allows users to download the OUAC Reference Numbers for their students. Admission Information Service (AIS) The OUAC operates an information service for qualified applicants looking for openings in first year undergraduate programs. This service is available on the OUAC website at: www.ouac.on.ca/ ais/. It begins in early June and is available until the last Friday in August. An AIS flyer with exact dates is posted on the Guidance website. The AIS provides information about university program availability. Applicants can search by university, category and their 4U/M average. Applicants unable to access the online service may contact the OUAC for assistance at 519 823 1063. Reports Two report options are available: an Applicant Status Report for prior-year and current-year applicants, and a PIN checklist (a current PIN checklist of all OUAC applicants at a school). COLS Registration In early September, COLS registration forms are sent to each school with the OUAC mailing. All personnel at each school who wish to obtain authorization for inquiry only, inquiry/update or electronic data submission capability must complete a registration form (even if one was completed the previous year). Each school must have one person designated as the Administrator. The OUAC automatically designates an Administrator if the school does not assign one. The school principal or vice principal must authorize the registration form with his/her signature. Note: A valid and unique email is required with registration. When these completed forms are returned to the OUAC, a user ID and temporary password is assigned to each authorized school official. This system access information is emailed in confidence to each authorized school official. School officials are required to log in using their user ID and temporary password. They are then required to set a new password and select a challenge question and answer. Counsellors who require additional user access or have changes to this information during the year may download the registration form and fax the completed form to the OUAC. The form is available on the Guidance website under Forms. 28 2015 Counsellors University Application Handbook

Appendix F: University Contacts Algoma University Mr. Brent Krmpotich Director of Student Recruitment Algoma University 1520 Queen Street East Sault Ste. Marie ON P6A 2G4 Telephone: 1 888-ALGOMA-U or 705-949-2301, ext. 4243 Email: info@algomau.ca Brock University Ms. Michelle Lea Director, Admissions Brock University 500 Glenridge Avenue St. Catharines ON L2S 3A1 Telephone: 905-688-5550, ext. 4445 Fax: 905-988-5488 Email: mlea@brocku.ca Carleton University Ms. Jean Mullan Director, Undergraduate Recruiting Office Carleton University 315 Robertson Hall 1125 Colonel By Drive Ottawa ON K1S 5B6 Telephone: 613-520-2600, ext. 8879 Fax: 613-520-3847 Email: jean.mullan@carleton.ca Mr. Doug Huckvale Assistant Director, Undergraduate Recruiting Office Carleton University 315 Robertson Hall 1125 Colonel By Drive Ottawa ON K1S 5B6 Telephone: 613-520-2600, ext. 8713 Fax: 613-520-3847 Email: doug.huckvale@carleton.ca University of Guelph Ms. Deanna McQuarrie Associate Registrar, Admission Services Office of Registrarial Services University of Guelph Level 3, University Centre Guelph ON N1G 2W1 Telephone: 519-824-4120, ext. 58714 Fax: 519-766-9481 Email: dmcquarrie@registrar.uoguelph.ca University of Guelph-Humber Ms. Kimberly Zammit Acting Manager, Admission University of Guelph-Humber 207 Humber College Blvd. Toronto ON M9W 5L7 Telephone: 416-798-1331, ext. 6277 Fax: 416-798-3606 Email: kimberly.zammit@guelphhumber.ca Lakehead University Mr. Nick Chamut Manager of Undergraduate Admissions Enrolment Services Undergraduate Admissions Lakehead University 955 Oliver Road Thunder Bay ON P7B 5E1 Telephone: 807-343-8676 Fax: 807-766-7209 Email: nchamut@lakeheadu.ca Laurentian University Ms. Diane Roy Manager, Applicant Services Laurentian University Ramsey Lake Road Sudbury ON P3E 2C6 Telephone: 705-675-1151, ext. 3905 Fax: 705-675-4891 Email: droy@laurentian.ca Université Laurentienne Université de Hearst Mme. Sylvie Roy Secrétaire générale Université de Hearst S.P. 580 Hearst ON P0L 1N0 Téléphone : 1-800-887-1781, ext. 224 Télécopie : 705-362-7518 Adresse électronique : sylvie_roy@uhearst.ca McMaster University Ms. Rebecca Hamilton Associate Director, Admissions Enrolment Services McMaster University Gilmour Hall, Room 109 Hamilton ON L8S 4L8 Telephone: 905-525-9140, ext. 24800 Fax: 905-527-1105 Email: hamiltnr@mcmaster.ca 2015 Counsellors University Application Handbook 29

Nipissing University Ms. Heather Brown Associate Registrar, Admissions Nipissing University 100 College Drive P.O. Box 5002 North Bay ON P1B 8L7 Telephone: 705-474-3461, ext. 4516 Fax: 705-495-1772 Email: heatherb@nipissingu.ca OCAD University Ms. Jan Sage Director, Admissions and Recruitment OCAD University 100 McCaul Street Toronto ON M5T 1W1 Telephone: 416-977-6000, ext. 236 Fax: 416-977-6006 Email: jsage@ocadu.ca University of Ottawa Ms. Hélène Doré-Lavigne Manager of Undergraduate Admissions University of Ottawa 550 Cumberland Street Ottawa ON K1N 6N5 Telephone: 613-562-5800, ext. 1594 Fax: 613-562-5790 Email: hdore@uottawa.ca Queen s University Mr. Stuart Pinchin Associate University Registrar Undergraduate Admission Queen s University Kingston ON K7L 3N6 Telephone: 613-533-2218 Fax: 613-533-6810 Email: pinchin@queensu.ca Royal Military College of Canada Mr. Graeme Duke-Gibbs or Ms. Krys Burke RMCC Liaison Officer Royal Military College of Canada P.O. Box 17000 Station Forces Kingston ON K7K 7B4 Telephone: 613-541-6000, ext. 6985 or 6962 Fax: 613-542-3565 Ryerson University Ms. Marisa Modeski Assistant Director, Student Recruitment Ryerson University 350 Victoria Street Toronto ON M5B 2K3 Telephone: 416-979-5030 Fax: 416-979-5221 Email: modeski@ryerson.ca University of Toronto Ms. Ellen Dubelt Manager, Ontario Secondary School Admissions University of Toronto 172 St. George Street Toronto ON M5R 0A3 Telephone: 416-978-2388 Email: ellen.dubelt@utoronto.ca Trent University Mr. Kevin Whitmore Manager, Admissions Trent University 1600 West Bank Drive Peterborough ON K9J 7B8 Telephone: 705-748-1011, ext. 7748 Fax: 705-748-1629 Email: kevinwhitmore@trentu.ca University of Ontario Institute of Technology (UOIT) Mrs. Becky Dalton Assistant Registrar, Admissions and Recruitment Registrar s Office University of Ontario Institute of Technology 2000 Simcoe Street North Oshawa ON L1H 7K4 Telephone: 905-721-8668, ext. 2017 Fax: 905-721-3178 Email: becky.dalton@uoit.ca University of Waterloo Mr. Andre Jardin Associate Registrar, Admissions University of Waterloo 200 University Avenue West Waterloo ON N2L 3G1 Telephone: 519-888-4567, ext. 32265 Fax: 519-746-2882 Email: acjardin@uwaterloo.ca 30 2015 Counsellors University Application Handbook

Western University Ms. Lori Gribbon Director, Undergraduate Recruitment and Admissions Western University London ON N6A 3K7 Telephone: 519-661-2116 Fax: 519-661-3710 Email: lgribbon@uwo.ca Brescia University College at Western University Ms. Marianne Simm Registrar 1285 Western Road London ON N6G 1H2 Telephone: 519-432-8353, ext. 28266 Fax: 519-858-5137 Email: msimm@uwo.ca Huron University College at Western University Ms. Meagan Vande Vooren Assistant Registrar Huron University College 1349 Western Road London ON N6G 1H3 Telephone: 519-438-7224, ext. 207 Fax: 519-438-3800 Email: mvandev7@huron.uwo.ca King s University College at Western University Ms. Marilyn Mason Registrar King s University College 266 Epworth Ave. London ON N6A 1Z3 Telephone: 519-433-3491, ext. 4308 Fax: 519-433-2227 Email: mmason@uwo.ca University of Windsor Ms. Charlene Yates Associate Registrar University of Windsor Windsor ON N9B 3P4 Telephone: 519-253-3000, ext. 3332 Fax: 519-971-3653 Email: yater@uwindsor.ca York University (All programs available at Keele and Glendon campuses) Ms. Marie Larose Director, Recruitment and Awards Office of Admissions York University 4700 Keele Street Toronto ON M3J 1P3 Counsellor Hotline: 416-736-5305 Fax: 416-736-5741 York University Glendon Campus (Glendon programs only; service in English/French) Ms. Isabelle Creusot Student Recruitment and Applicant Relations Welcome Centre, York Hall, B108 275 Bayview Avenue Toronto ON M4N 3M6 Telephone: 416-487-6710 Email: icreusot@glendon.yorku.ca Wilfrid Laurier University Ms. Glennice Snyder Manager, Admissions & Waterloo Recruitment Wilfrid Laurier University 75 University Avenue West Waterloo ON N2L 3C5 Telephone: 519-884-0710, ext. 3100 Fax: 519-884-8826 Email: gsnyder@wlu.ca 2015 Counsellors University Application Handbook 31

Ontario Universities Application Centre Ontario Universities Application Centre Address 170 Research Lane Guelph ON N1G 5E2 Office Hours 8:30 a.m. 4:30 p.m. (ET) Guidance Website: http://guidance.ouac.on.ca OUAC 101 Website: www.ouac.on.ca/ouac 101/ Telephone Application-related inquiries: 519-823-1063 (press 1 for English, then 1 for the direct Guidance line) All other inquiries: 519-823-1940 (press 1 for English, then 1 for the direct Guidance line) Fax 519 823 5232 Application Processing Secondary School Division 101 Application Processing Martha Pollard Amber Holman Brigitte Young Michelle Kemper Email: guidance@ouac.on.ca Manager, Undergraduate Programs Jennifer Paradise McCurdy Telephone: 519 823 1940, ext. 6250 Email: paradise@ouac.on.ca Assistant Manager, Undergraduate Programs Lois Ferguson Telephone: 519 823 1940, ext. 6216 Email: ferguson@ouac.on.ca Août 2013 500